[Federal Register Volume 65, Number 149 (Wednesday, August 2, 2000)]
[Notices]
[Pages 47522-47523]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-19577]


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POSTAL SERVICE


Privacy Act of 1974, System of Records

AGENCY: Postal Service.

ACTION: Notice of new system of records.

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SUMMARY: The purposes of this document are to publish notice of a 
change in title to grouping of records 170.000 Operations Data 
Collection System to read ``170.000 Resource Management/Productivity 
Records'' and to publish notice of a new Privacy Act system of records, 
USPS 170.020, Resource Management/Productivity Records--Resource 
Management Database. The new system contains information about the 
usage of leave including, but not limited to, continuation of pay, 
sick, annual, leave without pay, leave used as a result of the Family 
Medical Leave Act (FMLA), sick leave for dependent care, military 
leave, etc., by an employee. Additionally, employee work hours by 
operation are contained in this system. The system also contains 
information supporting the use of certain leave information concerning 
absence-related corrective actions and appeal information related to 
those actions. This information will be used by management to ensure 
accurate leave data collection, to monitor leave usage, to reduce 
administrative redundancy, and to monitor the health and wellness of 
employees.

DATES: Any interested party may submit written comments on the proposed 
new system of records. This proposal will become effective without 
further notice on September 11, 2000, 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 Finance Administration/FOIA, United States Postal Service, 
475 L'Enfant Plaza SW, Room 8141, Washington, DC 20260-5202. Copies of 
all written comments will be available at the above address for public 
inspection and photocopying between 8

[[Page 47523]]

a.m. and 4:45 p.m., Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Rubenia Carter, (202) 268-4872.

SUPPLEMENTARY INFORMATION: To more effectively manage leave, the Postal 
Service will collect and maintain leave type and attendance information 
in a fashion that will make this information readily accessible to 
first-line supervisors and managers when needed to make informed 
decisions that affect their employees. This information will be used by 
management to ensure accurate leave data collection, to monitor leave 
usage, to reduce administrative redundancy, and to monitor the health 
and wellness of employees.
    Maintenance of these records is not expected to have a significant 
effect on individual privacy rights. The information will be kept in a 
secured environment, with automated data processing (ADP), physical, 
and administrative security, and technical software applied to 
information on computer media. Computers and hard copy records are 
maintained in a secured environment.
    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 on 
the following proposed system has been sent to Congress and to the 
Office of Management and Budget for their evaluation.
USPS 170.020

SYSTEM NAME:
    Resource Management/Productivity Records--Resource Management 
Database, USPS 170.020.

SYSTEM LOCATION:
    Human Resources and Operations, Headquarters; and other postal 
facilities as determined by management.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Postal employees.

CATEGORIES OF RECORDS COVERED BY THE SYSTEM:
    Records contain, but are not limited to, the employee's name, home 
address, telephone, pay location, work hours, overtime status, lunch 
time, leave balance and usage-sick and annual leave, continuation of 
pay, sick leave for dependent care, family medical leave and supporting 
documentation--leave without pay, limited medical information, and 
information concerning corrective action and grievance outcomes as they 
relate to leave usage.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 1001, 1003, 1005, and 5 U.S.C. 8339.

PURPOSE(S):
    Use to establish effective leave administration, analyze employee 
absences of all types, identify potential attendance problems, and 
identify employees eligible for attendance-related awards.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    General routine use statements a, b, c, d, e, f, g, h, j, k, l, and 
m listed in the prefatory statement at the beginning of the Postal 
Service's published system notices apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records are maintained in locked file cabinets and computer 
files on magnetic tape or disk in automated office equipment.

RETRIEVABILITY:
    By the employee's name or social security number.

SAFEGUARDS:
    Access to information in computer files is limited to personnel 
having an authorized computer password with hierarchical security 
clearance privileges. Hard copy records are maintained within locked 
file cabinets under the general scrutiny of designated postal personnel 
who have jurisdiction over the information. Supporting Family Medical 
Leave documentation containing restricted medical information will be 
maintained separately in a locked file cabinet by the FMLA coordinator, 
and supporting injury compensation documentation will be maintained 
separately in a locked file cabinet by the Injury Compensation Control 
Office.

RETENTION AND DISPOSAL:
    (a) Hard copy records, including leave slips and leave analysis 
records, are maintained for 2 years from date of cutoff.
    (b) Automated information including absence-related corrective 
action and disciplinary information is maintained as provided for in 
the National Agreement.

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Vice President, Operations, U.S. Postal Service, 475 
L'Enfant Plz. SW, Washington DC 20260-2700.
    Senior Vice President, Human Resources, U.S. Postal Service, 475 
L'Enfant Plz. SW, Washington DC 20260-4200.

NOTIFICATION PROCEDURE:
    Individuals wanting to know whether information about them is 
maintained in this system of records must address inquiries to the 
department or facility head where employed at the time of reporting. 
Inquiries should contain full name and social security number.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.

CONTESTING RECORD PROCEDURES:
    See Notification Procedure and Record Access Procedures above.

RECORD SOURCE CATEGORIES:
    Information is provided primarily by the record subject; however, 
some data may be obtained from personnel, leave, and timekeeping and 
other postal data systems of records.

Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 00-19577 Filed 8-1-00; 8:45 am]
BILLING CODE 7710-12-P