[Federal Register Volume 62, Number 134 (Monday, July 14, 1997)]
[Notices]
[Pages 37631-37633]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-18416]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of modifications and addition of three new routine uses
to an existing system of records.
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SUMMARY: This document publishes notice of modifications to Privacy Act
system of records USPS 130.040, Philately--Postal Product Sales and
Distribution, renamed by this notice to USPS 220.030, Marketing
Records--Postal Product Sales and Distribution. The proposed
modifications rename the system to better describe the type of
information collected; update various segments of the system notice to
reflect collection of information relating to new electronic retail
concepts; and add three related routine uses.
Two of the three new routine uses allow disclosure of limited
information to a contractor to fulfill the agency functions of bank
card verification, order shipping, and customer service support. The
other routine use allows the Postal Service to discuss with either the
sender or recipient the status of an order that may be retrieved by the
other's name.
DATES: Any interested party may submit written comments on the proposed
amendments and additions. This proposal will become effective without
further notice on August 25, 1997, unless comments received on or
before that date result in a contrary determination.
ADDRESSES: Written comments on this proposal should be mailed or
delivered to Payroll Accounting and Records, United States Postal
Service, 475 L'Enfant Plaza SW, Room 8800, Washington, DC 20260-5242.
Copies of all written comments will be available at the above address
for public inspection and photocopying between 8
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a.m. and 4:45 p.m., Monday through Friday.
FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608.
SUPPLEMENTARY INFORMATION: Privacy Act system of records USPS 130.040,
Philately--Postal Product Sales and Distribution, historically has
collected information relating to philatelic sales promotion programs.
With the passage of time, information within the system now relates to
both philatelic and other Postal Service-sponsored product sales.
``Philately'' in the current title still implies that the system's
coverage is limited to philatelic sales. Consequently, this notice
renames the system to USPS 220.030, Marketing Records--Postal Product
Sales and Distribution. This new name changes categorization of the
system from ``Philately'' to the broader ``Marketing Records.''
The modifications to the system notice do not alter the character
or use of information contained in the system, but rather improve the
system description to reflect information collection in today's
environment. As stated above, the system was originally established to
collect information related to philatelic sales. Orders for philatelic
and, later, other postal products were submitted by way of an order
form or other paper medium. Recently the Postal Service introduced new
retail concepts that increase the availability of postal products and
services. These concepts provide a convenient means for postal
customers to place orders by way of the Internet, kiosks, and
interactive voice response systems as well as the traditional paper
form. The modifications proposed by this notice are intended to cover
retail programs and the various means for placing orders. With these
modifications, the system description will better inform the public of
the circumstances under which the Postal Service may be maintaining
information about them.
The new retail programs also prompt the addition of the three
routine uses. Routine use numbers 1 and 2 allow the Postal Service to
disclose limited information to a contractor for the purpose of
providing customer service support and verifying bank card
transactions, respectively. Disclosure for these purposes is considered
authorized by the Postal Service's general routine use ``f'' (published
in the Federal Register on October 26, 1989 (54 FR 43654)), which
allows disclosure to a contractor to fulfill an agency function.
Nevertheless, routine use numbers 1 and 2 are published to better
communicate to records subjects the key functions for which information
may be disclosed to a contractor. Routine use number 3 permits the
Postal Service to disclose to either the sender or recipient of an
order information concerning the status of the order. When a customer
places an order for a postal product, information may be maintained
under that customer's name. However, it is frequently the intended
recipient of the order who contacts the Postal Service concerning
nonreceipt or other order problems. To resolve the problem, the Postal
Service must discuss the order with the recipient. New routine use
number 3 permits such disclosure.
Each of the proposed routine uses is compatible with the purpose
for collecting the information. The purpose for collecting information
is, in part, ``to operate a subscription service or services for
customers who remit money for a particular product or products.''
Because the disclosures allowed by these routine uses will enable the
Postal Service to accept and fulfill orders for postal products and
services, the routine uses are clearly compatible with the system's
purpose.
All records within this system continue to be kept in a secured
environment. The Safeguards section of the system notice is revised to
more fully describe the controls applied, particularly to computer
systems and automated records. Controls have been strengthened
commensurate with the level of protection required in support of the
new retail concepts. Levels of the security architecture of computer
systems have been analyzed to ensure security of the systems.
Contractors who maintain data collected by this system are subject to
the Privacy Act in accordance with subsection (m) and are required to
apply appropriate protections subject to the audit and inspection of
the Postal Inspection Service.
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments on this proposal. A report of
the proposed system has been sent to Congress and to the Office of
Management and Budget for their evaluation.
USPS Privacy Act system 130.040, renamed by this notice to 220.030,
was last published in its entirety in the Federal Register on May 20,
1991 (56 FR 23095). The Postal Service proposes amending that system as
shown below.
USPS 130.040
[CHANGE TO READ] USPS 220.030.
SYSTEM NAME:
[CHANGE TO READ] Marketing Records--Postal Product Sales and
Distribution, 220.030.
SYSTEM LOCATION:
[CHANGE TO READ] Marketing, Headquarters; Philatelic Fulfillment
Center, Kansas City, MO; and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
[CHANGE TO READ] Customers who have responded to various philatelic
and other Postal Service-sponsored product sales promotion programs.
Programs include, but are not limited to, sales of philatelic products,
postal products, and products that include licensed stamp designs, such
as phone cards. Response may be received by submission of unsolicited
correspondence, such as letters and preprinted and tear off order
forms; telephone; interactive voice response systems; on-line orders
via Internet and commercial vendors; and orders via other interactive
electronic initiatives such as kiosk retail sales applications.
Response may involve an order for products, opening a subscription
account, or a request to receive future product announcements.
CATEGORIES OF RECORDS COVERED BY THE SYSTEM:
[CHANGE TO READ] Name, address, customer profile and telephone
number of customer who orders or subscribes to receive postal products;
name and address of recipient of order; description of the items
ordered and prices; payment type; credit card payment information;
order fulfillment information; inquiries on status of orders; claims
submitted for defective merchandise; and lists identifying individuals
who have submitted bad checks.
* * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
[CHANGE TO READ] Routine use statements a, b, c, d, e, f, g, h, and
j listed in the prefatory statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses follow:
Note: Phone card information covered by the system is owned by
phone card vendors; consequently, no routine uses apply to phone
card information.
1. Information from this system may be disclosed to a Postal
Service contractor for the purpose of providing customer service
support services with
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regard to the acceptance and fulfillment of orders for a postal-
sponsored product.
2. Information from this system may be disclosed to a contractor
for the purpose of verifying bank cards when customers order postal-
sponsored products and pay by bank card. Disclosure will be limited to
information needed for verification.
3. Information from this system may be disclosed to the purchaser
or intended recipient of an order for a postal-sponsored product for
purposes of responding to his or her query regarding status of or
problems in filling the order. Disclosure of financial information to a
recipient will be limited to the explanation that payment is
outstanding.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM.
STORAGE:
[CHANGE TO READ] Paper forms and correspondence; electronic order
forms; microform; magnetic tape and disk; and computer printouts.
RETRIEVABILITY:
[CHANGE TO READ] Name of customer (purchaser, recipient, or
subscriber) and identifying number, if assigned.
SAFEGUARDS:
[CHANGE TO READ] Paper and microform records and computer storage
tapes and disks are maintained in closed filing cabinets in controlled
access areas or under general scrutiny of program personnel. Computers
containing information are located in controlled access areas with
personnel access controlled by a cypher lock system, card key system,
or other physical access control method, as appropriate. Authorized
persons must be identified by a badge. Computer systems are protected
with an installed security software package, the use of computer log-on
identifications and operating system controls including access
controls, terminal and user identifications, and file management. On-
line data transmission is protected by encryption. Contractors must
provide similar protection subject to operational security compliance
reviews by the Postal Inspection Service.
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
[CHANGE TO READ] Vice President, Operations Support, United States
Postal Service, 475 L'Enfant Plaza SW., Washington DC 20260-7000. Chief
Marketing Officer and Senior Vice President United States Postal
Service 475 L'Enfant Plaza SW., Washington DC 20260-2400.
* * * * *
RECORD SOURCE CATEGORIES:
[CHANGE TO READ] Purchasers of or subscribers to Postal Service
products; recipients of Postal Service-sponsored products; and
contractors.
Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 97-18416 Filed 7-11-97; 8:45 am]
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