[Federal Register Volume 73, Number 138 (Thursday, July 17, 2008)]
[Notices]
[Pages 41134-41135]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-16286]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal ServiceTM.

ACTION: Notice of modification to an existing system of records.

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SUMMARY: The Postal Service proposes to revise the existing system of 
records entitled ``Emergency Management Records 500.300.'' The 
modifications amend an existing routine use to further clarify how 
records relating to USPS employees and individuals responding to, or 
affected by, natural disasters or manmade hazards are disclosed to 
government agencies or disaster relief organizations.

DATES: The revision will become effective without further notice on 
August 18, 2008 unless comments received on or before that date result 
in a contrary determination.

ADDRESSES: Comments may be mailed or delivered to the Records Office, 
United States Postal Service, 475 L'Enfant Plaza, SW., Room 5821, 
Washington, DC 20260-2200. Copies of all written comments will be 
available at this address for public inspection and photocopying 
between 8 a.m. and 4 p.m., Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Jane Eyre, Manager, Records Office, 
202-268-2608.

SUPPLEMENTARY INFORMATION: This notice is in accordance with the 
Privacy Act requirement that agencies publish their amended systems of 
records in the Federal Register when there is a revision, change, or 
addition. The Postal Service has reviewed its systems of records and 
has determined that the Emergency Management Records system should be 
revised to modify existing routine uses of records maintained in the 
system, including categories of individuals, categories of records in 
the system, and the purposes of such uses. Routine use for categories 
of individuals covered by the system will be revised to provide 
clarification on how the information is disclosed during natural 
disasters and manmade hazards.
    The Postal Service does not expect this amended notice to have any 
adverse effect on individual privacy rights.
    ``Privacy Act System of Records USPS 500.300'' was originally 
published in the Federal Register on April 29, 2005 (70 FR 22518).
    The Postal Service proposes amending the system as shown below:
USPS 500.300 Emergency Management Records

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM; CATEGORIES OF RECORDS 
IN THE SYSTEM; PURPOSES; ROUTINE USES OF RECORDS MAINTAINED IN THE 
SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES, 
RETENTION AND DISPOSAL, SYSTEM MANAGER(S) AND ADDRESS, NOTIFICATION 
PROCEDURE, AND RECORD SOURCE CATEGORIES:
Categories of Individuals Covered by the System:
* * * * *
    [Renumber existing item 2 as 3, add a new item 2 and 4 to read as 
follows:]
    2. Household member of USPS employees and other individuals having 
emergency management responsibilities officially designated by the 
Postal Service to mitigate, prepare for, respond to, or recover from 
any natural disaster or manmade hazard.
    4. Individuals whose names have been provided to the Postal Service 
by government agencies or disaster relief organizations as a result of 
a disaster or manmade hazard.

Categories of Records in the System:
* * * * *
    [Revise items 2 and 4 to read as follows:]
    2. Medical fitness and surveillance information: Records related to 
medical documentation such as receipt of prophylaxis, tests, including 
determinations of fitness to wear protective equipment, and 
surveillance for exposure to hazards.
* * * * *
    4. Evacuee information: Records of individuals who are impacted by 
natural disasters or manmade hazard, such as name; postal assignment 
information (if USPS employee); home, work, and emergency contact 
information; home and work address; location in facility and activities 
prior to evacuation; route of exit from facility; rallying point; and 
emergency medical treatment administered to evacuees.

Purpose(s):
    [Revise to read as follows:]
    1. To permit collaboration among officially designated individuals 
who are responsible for mitigation of, preparation for, response to, 
and recovery from any natural disaster or manmade hazard involving the 
Postal Service.
    2. To satisfy federal requirements for the training, fitness 
testing, and medical surveillance of individuals in response to a 
natural disaster or manmade hazard involving the Postal Service.
    3. To test for the exposure of individuals to hazards.
* * * * *
    5. To assess the likelihood of an individual's exposure to a hazard 
and to contact the individual with important health-related 
information.
    [Insert new item 6 as follows:]
    6. To provide information about disaster recovery programs and 
services to individuals affected by a natural disaster or manmade 
hazard.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    Standard routine uses 1 through 9 apply.
    [Revise to read as follows:]
    a. Medical records may be disclosed to an individual's private 
treating physician, to medical personnel retained by USPS, and to 
public health agencies to provide medical examinations, medications, or 
treatment to individuals covered by this system of records.

[[Page 41135]]

* * * * *

Retention and Disposal:
* * * * *
    [Revise to read as follows:]
    2. Medical documentation including fitness and medical surveillance 
information is retained 30 years from the date of collection.
    3. Evacuee information is retained 5 years from the date of 
collection.

The System Manager(s) and Address:
    [Add the following entries:]
    Chief Postal Inspector, United States Postal Inspection Service, 
United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 
20260.
    Senior Vice President, Intelligent Mail and Address Quality, United 
States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
    Manager, Safety, Security, Emergency Planning, United States Postal 
Service Office of Inspector General, 1735 N. Lynn Street, Arlington, VA 
22209.
    [Delete the following entry:]
    The Vice President, Emergency Preparedness.

Notification Procedure:
    [Revise to read as follows:]
    Current and former employees and contractors wanting to know if 
information about them is maintained in this system of records must 
address inquiries to the facility head where currently or last 
employed. Headquarters employees or contractors must submit inquiries 
to the chief postal inspector. Requests must include full name, Social 
Security Number or Employee Identification Number, and employment or 
contract dates. Individuals from whom evacuee information may have been 
collected must address inquiries to head of the facility from which 
they were evacuated. Household members of current or former field 
employees and other individuals having emergency management 
responsibilities officially designated by the Postal Service must 
address inquiries to the facility head where the postal employee in 
their household is currently or was last employed. Household members of 
current or former Headquarters employees and other individuals having 
emergency management responsibilities officially designated by the 
Postal Service must submit inquiries to the Chief Postal Inspector.

The Record Source Categories:
    [Revise to read as follows:]
    Employees; contractors; medical staff of the Postal Service; 
designated contractors; public health agencies; emergency response 
agencies, providers, and first responders; individuals who are 
evacuated in the event of a natural disaster or manmade hazard; and 
household members of USPS employees and other individuals having 
emergency management responsibilities officially designated by the 
Postal Service.
* * * * *

Neva R. Watson,
Attorney, Government Relations, FOIA, and Privacy.
 [FR Doc. E8-16286 Filed 7-16-08; 8:45 am]
BILLING CODE 7710-12-P