[Federal Register Volume 66, Number 221 (Thursday, November 15, 2001)]
[Notices]
[Pages 57494-57495]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-28552]


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POSTAL SERVICE


Privacy Act of 1974, System of Records

AGENCY: Postal Service.

ACTION: Advance notice of amendment to an existing system of records.

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SUMMARY: The Postal Service proposes to amend Postal Service Privacy 
Act System of Records 120.090, Personnel Records--Medical Records. The 
proposed amendments reflect the collection, maintenance, and storage of 
candidate medical assessment records for Postal Service employment. The 
system is a Web-based application with a secure user-friendly interface 
that allows nontechnical medical staff to collect, maintain, and store 
post-offer candidate medical assessment records. The system will ensure 
Human Resources staff has ready access to ability-to-work information 
about these candidates. This notice amends the system location, 
categories of individuals covered by the system, categories of records 
in the system, storage, retrievability, safeguards, and retention and 
disposal sections to reflect the new process for collection, 
maintenance, and storage of medical assessment records. Other minor 
changes are included to bring the notice into conformity with current 
practices.

DATES: This proposal will become effective without further notice on 
December 17, 2001, unless comments received on or before that date 
result in a contrary determination.

ADDRESSES: Mail or deliver written comments to the Records Office, U.S. 
Postal Service, Room 5821, 475 L'Enfant Plaza, SW., Washington, DC 
20260-5202. You can view or make copies of all written comments between 
8 a.m. and 4 p.m., Monday through Friday, at the same address.

FOR FURTHER INFORMATION CONTACT: Susie Travers, Records Office, 202-
268-3362.

SUPPLEMENTARY INFORMATION: The electronic Medical Assessment Program 
(eMAP) is a Web-based application that streamlines the manual process 
of collecting, analyzing, maintaining, and storing medical data on 
candidates who have been offered employment with the Postal Service.
    Authorized Human Resources personnel with the appropriate access 
authorization will use the eMAP application to enter the candidate 
information into the centralized eMAP database, creating a candidate 
record. Authorized Human Resources personnel will then contact the 
candidate to schedule the assessment at an authorized Medical 
Assessment Program (MAP) site. Authorized medical personnel at MAP 
sites will use the eMAP application to display a list of candidates 
required to appear at the assigned MAP site office for a medical 
assessment. When the candidate appears at the MAP site office, the 
candidate's identity will be verified and he or she will be given the 
Medical History Questionnaire and answer sheet for completion. The 
answer sheet will be an optical mark recognition (OMR) form that the 
candidate can easily use to indicate his or her responses to the 
questionnaire by shading in the appropriate oval on the form. When the 
candidate completes the questionnaire, the authorized MAP site medical 
personnel will scan the form using an OMR scanner. The candidate's 
responses will be recorded automatically by the eMAP application, and 
the results will be immediately displayed to the authorized MAP site 
medical personnel for verification of a successful scan. The results 
from a successful scan will be stored in a permanent centralized eMAP 
database that will use a unique encrypted code for candidate 
identification. The eMAP application will generate and record timestamp 
information as the candidate proceeds through the medical assessment 
process and will produce printed letters as needed. Authorized eMAP 
users will be able to generate standard, predefined printed reports at 
the MAP site, district, area, and national levels. Authorized 
application users will be allowed to easily add, annotate, or 
inactivate candidate assessment records. Candidate inactivated records 
will remain in the database. A copy of each candidate's medical 
information will be printed and retained in the medical office. 
Candidate medical information includes the medical history 
questionnaire; answer sheet containing the candidate's responses; copy 
of job application, job description and functional requirements; and 
supporting medical information acquired in the process of reaching a 
medical determination of ability to work. If the candidate is hired, 
the candidate's medical information is retained in the employee medical 
file (EMF).
    Candidate and response data obtained from sites currently using the 
existing Medical History Questionnaire with the stand-alone application 
(MAQ or MAP version 1) will be imported into the eMAP database, one 
time only, using a utility that automates the process with minimal user 
interaction. After the

[[Page 57495]]

MAQ data are imported into eMAP, MAP sites will no longer use MAP 
version 1.
    The proposed amendments are not expected to diminish individual 
privacy rights. Only authorized users who have an official need-to-know 
in the performance of their job functions will be allowed access to the 
application or will have the ability to review the medical information. 
Access to computer data will be restricted through the use of computer 
password security and data encryption. Printed copies of questionnaires 
and medical information will be stored in locked file cabinets with 
restricted access.
    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 amendments has been sent to the Congress and to the Office of 
Management and Budget for their evaluation. It is proposed that the 
system description be amended as follows:
USPS 120.090

SYSTEM NAME:
    Personnel Records--Medical Records, 120.090.

SYSTEM LOCATION:
    [CHANGE TO READ]
    Postal Service medical facilities and designee offices, Postal 
Service Corporate Health and Fitness Center (L'Enfant Plaza location 
only), and Postal Service personnel offices (rosters of examinees 
scheduled for medical assessment only).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    [CHANGE TO READ]
    Present and former Postal Service employees and individuals who 
have been offered employment but failed the medical examination before 
being placed on the rolls, or who declined the offer; and any 
Headquarters employees who participate in the Corporate Health and 
Fitness Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    Name, address, job title, Social Security number, installation, 
illness, supervisor's and physician's reports (on Authorizations for 
Medical Attention); relevant medical history and medical assessments 
including physical examinations, treatment received at the health unit, 
occupational injuries or illnesses, substance abuse information, 
findings, diagnosis and treatment, doctors' statements and 
recommendations, records of immunizations, and medical findings related 
to employee's exposure to toxic substances. In addition, Headquarters 
employees who participate in the Corporate Health and Fitness Program 
will voluntarily provide data about their lifestyle, exercise schedule, 
smoking habits, knowledge about personal health, personal and family 
medical history, nutrition, stress levels, and other data relevant to 
making a health risk appraisal. Records of participant employees' 
individualized schedules and progress may be kept.

STORAGE:
    [CHANGE TO READ]
    Preprinted forms, paper files (Official Medical Folders), and 
magnetic tapes or disks (candidate medical assessments); preprinted 
forms, paper files, and hard copy computer storage (Corporate Health 
and Fitness Center records) are stored in limited access areas with 
appropriate physical and environmental controls to ensure the 
confidentiality and physical integrity of the information.

RETRIEVABILITY:
    [CHANGE TO READ]
    Employee name, Social Security number, and location.

SAFEGUARDS:
    [CHANGE TO READ]
    Printed copies of medical records are kept in locked file cabinets 
with controlled physical access, restricted to individuals who need to 
know the information in performance of their job functions. Access to 
computer data is restricted to authorized personnel with a need to know 
the information in the performance of their job functions and is 
protected through computer password controls and data encryption. 
Access to automated Corporate Health and Fitness Center records is 
restricted by password protection to medical screening personnel and 
health and fitness specialists under contract to operate the Corporate 
Health and Fitness Program facility at Headquarters.

RETENTION AND DISPOSAL:
    [CHANGE TO READ]
    a. Employee Medical Folder (EMF)--Medical records considered 
permanent are maintained until the employee is separated from the 
Postal Service, and then the records are sent to the National Personnel 
Records Center for storage or to the federal agency that now employs 
the individual. The records are kept for 30 years from the date the 
employee separates from federal service. Security and privacy of the 
EMF is safeguarded by the processes and procedures described in Postal 
Service Management Instruction EL-860-98-2, Employee Medical Records. 
Computer data is archived from the active database to a history 
database after 3 years and retained in the history database 
indefinitely.
    b. Candidate medical information of failed eligibles (and those who 
cleared but ultimately declined the offer)--Candidate medical 
information, which includes the medical history questionnaire, answer 
sheet containing the candidate's responses, copy of job application, 
job description and functional requirements, and supporting medical 
information acquired in the process of reaching a medical determination 
of ability to work is retained in the medical office and destroyed by 
shredding after 2 years. Computer data are archived from the active 
database to a history database after 3 years and retained in the 
history database indefinitely.
    c. Authorization for Medical Attention (Form 3956)--The form is 
destroyed after 2 years.
    d. Corporate Health and Fitness Center records--The record is 
retained by the contractor operating the Health and Fitness Center 
until termination of the contract, at which time the record must be 
returned to the Postal Service.

Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 01-28552 Filed 11-14-01; 8:45 am]
BILLING CODE 7710-12-P