[Federal Register Volume 77, Number 178 (Thursday, September 13, 2012)]
[Notices]
[Pages 56676-56681]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-22511]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal ServiceTM.

ACTION: Notice of modification to existing systems of records.

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SUMMARY: The United States Postal Service[supreg] is proposing to 
modify seven General and Customer Privacy Act Systems of Records. These 
modifications are being made to account for updates to the system 
location, system manager(s) and address, and notification procedures 
due to an organizational re-design. Also included is the addition of 
previously omitted disclosure information, the removal of records not 
retained or which are outdated, the correction of retention times, and 
the additional disclosure of customs records. Lastly, a new system of 
records is included for the Judicial Officer.

DATES: The revision will become effective without further notice on 
October 15, 2012 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 9431, 
Washington, DC 20260-1101. Copies of all written comments will be 
available at this address for public inspection and

[[Page 56677]]

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 ServiceTM has reviewed its systems of 
records and has determined that these seven General and Customer 
Privacy Act Systems of Records should be revised to modify system 
location; categories of individuals covered by the system; categories 
of records in the system; authority of maintenance of the system; 
purpose; routine uses of records maintained in the system, including 
categories of users and the purposes of such uses; storage; 
retrievability; retention and disposal; system manager(s) and address; 
notification procedure; record access procedures; and record source 
categories.

I. Background

    In 2011, the Postal Service began a significant management and 
organizational re-design. Many executive titles have been updated to 
reflect the new responsibilities of the leadership teams which resulted 
in changes to the location and custodian of the records.
    The other system modifications reflect that some records may be 
provided to the Office of Government Information Services (OGIS) for 
the purpose of resolving disputes between FOIA requesters and federal 
agencies, including the Postal Service.
    Updates are also being made to remove records no longer retained or 
which are out of date, the correction of retention times, and to 
clarify that agencies other than the Office of Foreign Assets Control 
(OFAC) may receive customs records.
    Lastly, a new system of records is being added to account for 
information collected and stored by the Judicial Officer.

II. Rationale for Changes to USPS Privacy Act Systems of Records

    In an ongoing organizational redesign, many managerial titles and 
responsibilities in the Postal Service\TM\ have been revised to reflect 
changes in the structure of the organization. As a result, there is a 
continuing need to update the information concerning Privacy Act 
Systems of Records to reflect changes in the location, custodian, 
identity, or title of responsible officials.
    The Postal Service is modifying a system of records to account for 
the previous omission of an accounting of disclosure when records may 
be provided to OGIS for the purpose of resolving disputes between FOIA 
requesters and federal agencies, including the Postal Service.
    Furthermore, it is necessary to remove outdated information and to 
account for data not retained, and to update retention times according 
to program needs. Two systems of records are being amended to clarify 
that agencies outside of OFAC, such as the Bureau of Industry and 
Security, are involved in export control and may receive customs 
records.
    Lastly, a new system of records is being added to account for 
information collected and stored by the Judicial Officer.

III. Description of Changes to Systems of Records

    The Postal Service is modifying the seven systems of records listed 
below. 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 modifications has been sent to Congress and to the 
Office of Management and Budget for their evaluation. The Postal 
Service\TM\ does not expect this amended notice to have any adverse 
effect on individual privacy rights. The Postal Service proposes 
amending the systems as shown below:
USPS 500.200
    System Name: Controlled Correspondence, FOIA, and Privacy Act 
Disclosure Records.
USPS 600.300
    System Name: Public and Confidential Financial Disclosure Reports.
USPS 800.000
    System Name: Address Change, Mail Forwarding, and Related Services.
USPS 810.200
    System Name: www.usps.com Ordering, Payment, and Fulfillment.
USPS 880.000
    System Name: Post Office and Retail Services.
USPS 900.000
    System Name: Identity and Document Verification Services.

IV. Description of New System of Records

    The United States Postal Service is adding a new system of records 
to its General Privacy Act Systems of Records Management System. This 
new system of records is being established to account for information 
being collected and stored by the Judicial Officer. The Postal Service 
proposes adding the system as shown below:
USPS 600.500
    System Name: Judicial Officer Records.
    Accordingly, the Postal Service proposes changes in existing 
systems of records and the addition of a new system of records as 
follows:
USPS 500.200

SYSTEM NAME:
    Controlled Correspondence, FOIA, and Privacy Act Disclosure 
Records.

SYSTEM LOCATION:
    [CHANGE TO READ]
    Postmaster General, Government Relations, and Consumer and Industry 
Affairs offices, Headquarters; Office of the Inspector General, Law 
Department, Headquarters and field offices; records custodian offices 
at USPS Headquarters and field offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
* * * * *
    [CHANGE TO READ]
    2. Individuals who have written to non-USPS government officials; 
congressmen and other government officials who write USPS on behalf of 
USPS customers, employees, or other individuals; and individuals to 
whom USPS announcements or greetings are regularly directed.
    3. Individuals who submit inquiries and requests for information or 
records, including under the FOIA.
    4. Individuals who submit inquiries or requests for information or 
records, or who contest a record, subject to the provisions of the 
Privacy Act and privacy complaints.
    5. Individuals whose information is covered by a system of records 
that has been disclosed outside of the Postal Service.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    1. Correspondence information: Records related to controlled 
correspondence including correspondent's name, address, nature of 
inquiry, response, and original correspondence. May include referral 
letters, email correspondence, internal memoranda, logs/notes of USPS 
staff and other related material.
    2. Records Inquiries: Records related to individuals who request 
information,

[[Page 56678]]

including under the FOIA or the Privacy Act, or who request amendment 
of a record, including name, Social Security Number, date of birth, 
nature of inquiry, original correspondence, response, and records from 
other systems of records compiled in response to the inquiry. May also 
include referral letters, email correspondence, internal memoranda, 
logs/notes of USPS staff and other related material. These files may 
also contain information or determinations furnished by and 
correspondence with other Federal agencies.
    3. General Inquiries: Records related to inquiries or complaints 
concerning Postal Service records including correspondent's name, 
address, nature of inquiry, response, and original correspondence. May 
include referral letters, email correspondence, internal memoranda, 
logs/notes of USPS staff and other related material.
    4. Accounting of disclosure records: The date, nature, and purpose 
of each disclosure of a Privacy Act covered record to any person or to 
another agency and the name and address of the person or agency to whom 
the disclosure is made.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    [CHANGE TO READ]
    39 U.S.C. 401, 410, and 412. 5 U.S.C. 552, as amended, 5 U.S.C. 
552(a).

PURPOSE(S):
* * * * *
    [CHANGE TO READ]
    2. To respond to inquiries or complaints concerning Postal Service 
records and to requests for records and information, including FOIA and 
Privacy Act requests, and to comply with FOIA and Privacy Act 
disclosure accounting and reporting requirements. The records are also 
used to facilitate the preparation of statistical and other reports 
regarding use of the FOIA.
    3. To comply with Privacy Act accounting of disclosure 
requirements.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PRUPOSES OF SUCH USES:
* * * * *
    [INSERT NEW TEXT]
    b. Records may be provided to the Office of Government Information 
Services for the purpose of resolving disputes between FOIA requesters 
and Federal agencies, including the Postal Service, and reviewing 
Postal Service policies, procedures, and compliance in order to 
recommend policy changes to Congress and the President.

RETRIEVABILITY:
* * * * *
    [INSERT NEW TEXT]
    3. Accounting of disclosure records are retrieved by the name of 
the record's subject.

RETENTION AND DISPOSAL:
    [CHANGE TO READ]
    Correspondence records are retained 4 years. FOIA and Privacy Act-
related records are cut off at the end of each fiscal or calendar year, 
respectively, and retained 6 years thereafter. Accounting of disclosure 
records are retained for five years or the life of the record, 
whichever is longer, after the disclosure for which the accounting is 
made. Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

SYSTEM MANAGER(S) AND ADDRESS:
* * * * *
    [CHANGE ORDER TO READ]
    For FOIA and Privacy Act requests: General Counsel and Executive 
Vice President, 475 L'Enfant Plaza SW., Washington, DC 20260.
    For other correspondence in this system: Vice President, Government 
Relations and Public Policy, United States Postal Service, 475 L'Enfant 
Plaza SW., Washington, DC 20260.
USPS 600.300

SYSTEM NAME:
    Public and Confidential Disclosure Reports.

SYSTEM LOCATION:
    [CHANGE TO READ]
    USPS Headquarters, Ethics Office.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    Employees required to file public or confidential financial 
disclosure reports, including the Postmaster General, Deputy Postmaster 
General, USPS Chief Ethics Officer, administrative law judges, the 
Governors of the Postal Service, and other USPS employees determined by 
regulation.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    1. Public Financial Disclosure Report: Standard Form OGE Form 278 
and supplemental statements including the individual's name, title, 
work location, employment status, personal financial records, and 
reports related thereto.
    2. Executive Branch Personnel Confidential Financial Disclosure 
Report: Office of Government Ethics. OGE Form 450 and supplemental 
statements including the individual's name, title, work location, 
employment status, personal financial records, and reports related 
thereto.

SYSTEM MANAGER(S) AND ADDRESS:
    Ethics Office, United States Postal Service, 475 L'Enfant Plaza 
SW., Washington, DC 20260.

NOTIFICATION PROCEDURE:
    [CHANGE TO READ]
    Individuals wanting to know if information about them is maintained 
in this system of records must address inquiries as follows: For all 
OGE Form 450 filers, to the Ethics Office, USPS Headquarters. For field 
and Headquarters OGE Form 278 filers, to the system manager.

RECORD ACCESS PROCEDURES:
    [CHANGE TO READ]
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.6. 
Requests for OGE Form 278 reports must be submitted using OGE Form 201.
USPS 800.000

SYSTEM NAME:
    Address Change, Mail Forwarding, and Related Services.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    1. Customer information: Name, title, signature, customer number, 
old address, new address, filing date, email address(es), telephone 
numbers and other contact information.
* * * * *
    [CHANGE TO READ]
    6. Records from service providers for identity verification.
    [DELETE THE FOLLOWING TEXT]
    7. Optional customer information: Information a customer chooses to 
save to apply to future transactions, such as names, addresses, proof 
of identification, billing, and other information used to request a 
service.
    [RENUMBER REMAINING BULLETS]
* * * * *

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    [CHANGE TO READ]
    39 U.S.C. 401(2), 403, and 404(a)(1).

PURPOSE:
    [CHANGE TO READ]
    1. To provide mail forwarding and change of address services, 
including local community information, and move related advertisements.
* * * * *
    [DELETE THE FOLLOWING TEXT]

[[Page 56679]]

    4. To support investigations related to law enforcement for 
fraudulent transactions.
    [RENUMBER REMAINING BULLET]
* * * * *

ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSES OF SUCH USES:
* * * * *
    [CHANGE TO READ]
    h. Disclosure at Customer's Request. If the customer elects, change 
of address information may be disclosed to government agencies or other 
entities.
* * * * *

STORAGE
    [CHANGE TO READ]
    Records generated from the source document are recorded on the 
Forwarding Control System file server and on tapes at CFS units. 
Electronic change-of-address records and related service records are 
also stored on disk and/or magnetic tape in a secured environment. 
Change-of-address records are consolidated in a national change-of-
address (NCOA) file at the USPS IT Eagan Host Computing Services 
Center. Selected extracts of NCOA are provided in the secure data 
format represented by the NCOA\Link\ product to a limited number of 
firms under contract or license agreement with USPS.
* * * * *

RETRIEVABILITY
* * * * *
    [CHANGE TO READ]
    For electronic records: By name, address, date, ZIP 
CodeTM, and customer number for electronic change of address 
and related service records; by name, address, and email address for 
customer service records.

RETENTION AND DISPOSAL
* * * * *
    [CHANGE TO READ]
    2. Delivery units access COA records from the Change-Of-Address 
Reporting System (COARS) database, which retains 2 years of information 
from the COA effective date. The physical change-of-address order is 
retained in the CFS unit for 30 days if it was scanned, or 18 months if 
it was manually entered into the national database.
* * * * *

SYSTEM MANAGER(S) AND ADDRESS:
    [ADD TEXT]
    Vice President, Product Information, United States Postal Service, 
475 L'Enfant Plaza SW., Washington, DC 20260.
    [CHANGE TO READ]
    Vice President, Delivery and Post Office Operations, United States 
Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
* * * * *

RECORD SOURCE CATEGORIES:
    [CHANGE TO READ]
    Customers, personnel, contractors, service providers, and for call 
center operations, commercially available sources of names, addresses, 
and telephone numbers. For emergency change-of-addresses only, 
commercially available sources of names, previous addresses, and dates 
of birth. For alternative authentication, sources of names, previous 
and new addresses, dates of birth, and driver's state and license 
number.
USPS 810.200

SYSTEM NAME:
    www.usps.com Ordering, Payment, and Fulfillment.

PURPOSE:
* * * * *
    [CHANGE TO READ]
    6. To satisfy reporting requirements for customs and export control 
purposes.
* * * * *

ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSE OF SUCH USES:
* * * * *
    [CHANGE TO READ]
    Records may be disclosed to the Office of Foreign Assets Control, 
the Bureau of Industry and Security, and other government authorities 
charged with enforcing export control laws, rules, and policies, 
including 50 U.S.C. 1702.

RETENTION AND DISPOSAL:
* * * * *
    [ADD TEXT STARTING WITH NUMBER 2]
    2. Customs declaration records stored in electronic data systems 
are retained 5 years, and then purged according to the requirement of 
domestic and foreign customs services. Other hard-copy customs 
declaration records are retained 30 days.
    [CHANGE TO READ]
    3. Other records related to shipping services and domestic and 
international labels are retained up to 90 days.
* * * * *
    [RENUMBER REMAINING BULLETS AND CORRECT NUMBERING TO READ 1 THROUGH 
8]

SYSTEM MANAGER(S) AND ADDRESS:
    [CHANGE TO READ]
    Chief Marketing/Sales Officer and Executive Vice President, United 
States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
* * * * *
USPS 880.000

SYSTEM NAME:
    Post Office and Retail Services.

SYSTEM LOCATION:
    [CHANGE TO READ]
    USPS Headquarters, Consumer and Industry Affairs; Integrated 
Business Solutions Services Centers; Accounting Service Centers; and 
USPS facilities, including Post Offices and contractor locations.

RETENTION AND DISPOSAL:
* * * * *
    [CHANGE TO READ]
    3. Domestic and international Extra Services records are retained 2 
years. Records relating to Post Office boxes and caller services are 
retained up to 2 years after the customer relationship ends.
* * * * *
USPS 900.000

SYSTEM NAME:
    International Services.

PURPOSE:
* * * * *
    [CHANGE TO READ]
    4. To satisfy reporting requirements for customs and export control 
purposes.
* * * * *

ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSE OF SUCH USES:
* * * * *
    [CHANGE TO READ]
    b. Records may be disclosed to the Office of Foreign Assets 
Control, the Bureau of Industry and Security, and other government 
authorities charged with enforcing export control laws, rules, and 
policies, including 50 U.S.C. 1702.
* * * * *

RETENTION AND DISPOSAL:
    [CHANGE TO READ]
    1. Customs declaration records stored in electronic data systems 
are retained 5 years, and then purged according to the requirements of 
domestic and foreign customs services.
    2. Other customs declaration records are retained 30 days.
* * * * *
    [ADD NEW TEXT/SYSTEM OF RECORD]

[[Page 56680]]

USPS 600.500

SYSTEM NAME:
    Judicial Officer Records.

SYSTEM LOCATION:
    Judicial Officer Department, USPS Headquarters Library

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. Persons identified in proceedings before, and decisions of, the 
U.S. Postal Service Judicial Officer Department; including 
complainants, respondents, petitioners, and disputants and their 
representatives.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Initial and Final Decisions Provided for public posting on 
USPS.com: Initial and Final Decisions that have been reviewed for 
inclusion of Social Security Numbers or equivalent non-publicly-
available personally identifiable information and redacted as required 
before being furnished for posting and public availability on the U.S. 
Postal Service public Web site, www.usps.com.
    2. Judicial Officer Department Administrative Decision-related 
information: Records related to persons identified as parties (or their 
representatives) in published Judicial Officer Administrative 
Decisions, including name and such information as: Date of birth, 
Social Security Number (SSN), Employee Identification Number, 
organizational and employee affiliations, work-related and/or personal 
mailing addresses, email addresses, and phone number(s) as well as 
additional identity verification information.
    3. Judicial Officer Department Administrative Proceedings-related 
information: Records related to persons identified as parties (or their 
representatives) in Judicial Officer proceedings that do not lead to 
published decisions, including name and such information as: Date of 
birth, Social Security Number (SSN), Employee Identification Number, 
organizational and employee affiliations, work-related and/or personal 
mailing addresses, email addresses, and phone number(s) as well as 
additional identity verification information; details of circumstances 
described in the proceedings documentation, including business names, 
addresses, activities, and any relevant or explanatory details provided 
to the Judicial Officer Department.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 204; 39 CFR parts 951, 952, 953, 954, 957, 958, 959, 960, 
961, 962, 963, 964, 965, and 966.

PURPOSE(S):
    1. To enable USPS Judicial Officer Department Administrative 
proceedings.
    2. To make Initial and Final USPS Judicial Officer Department 
Administrative Decisions available to the public.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 11. apply.
    a. Initial and Final Judicial Officer Department Administrative 
Decisions are made available to the public (after redaction of Social 
Security Numbers or equivalent non-publicly-available personally 
identifiable information) on the U.S. Postal Service public Web site, 
www.usps.com.
    b. Records provided in the course of litigation at the request of 
any party to a pending or completed proceeding are considered 
Disclosures Incident to Legal Proceedings.
    c. Records presented or displayed or otherwise disclosed during the 
course of a public hearing conducted in connection with any Judicial 
Officer Department are considered Disclosures Incident to Legal 
Proceedings. Requests can be made that any specifically confidential 
records be reviewed only in camera and kept under seal.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Automated database, computer storage media, and paper. Initial and 
Final USPS Judicial Officer Department Administrative Decisions are 
stored in online formats on USPS.com.

RETRIEVABILITY:
    By individual name, USPS docket number; or by USPS designation of 
applicable 39 U.S.C. Part number; Initial and Final USPS Judicial 
Officer Administrative Decisions (after redaction of Social Security 
Numbers or equivalent non-publicly-available personally identifiable 
information) may be retrieved on USPS.com by year, party name, docket 
number, or by use of full text searches.

SAFEGUARDS:
    Paper records, computers, and computer storage media are located in 
controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel. Unsupervised access 
to records is limited to individuals whose official duties require such 
access. Computers are protected by mechanical locks, card key systems, 
or other physical access control methods. The use of computer systems 
is regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.

RETENTION AND DISPOSAL:
    1. Judicial Officer Department Administrative Proceedings records 
are retained for 20 years.
    2. Judicial Officer Initial and Final Administrative Decisions are 
retained indefinitely.
    3. Initial and Final Administrative Decisions furnished for posting 
and public availability on the U.S. Postal Service public Web site, 
www.usps.com, are retained indefinitely.
    Records existing on paper are destroyed by burning, pulping, or 
shredding. Records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

SYSTEM MANAGER(S) AND ADDRESS:
    Judicial Officer, United States Postal Service, 2101 Wilson 
Boulevard, Suite 600, Arlington, VA 22201-3078.

NOTIFICATION PROCEDURE:
    Individuals wanting to know if information about them is maintained 
in this system of records must address inquiries to the system manager, 
and provide the following information: The full name of the subject 
individual; and, if applicable and known, the names of complainants, 
respondents, petitioners, disputants, and/or their representatives, and 
the dates of decisions, or proceedings.

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

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

RECORD SOURCE CATEGORIES:
    Subject individuals; their counsel or other representatives; postal 
inspectors; Prohibitory Order Processing Center personnel; members of 
the Judicial Officer Department; attorneys for USPS;

[[Page 56681]]

attorneys for mailers; witnesses; postmasters; and persons identified 
in proceedings and decisions of the U.S. Postal Service Judicial 
Officer Department.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Records in this system that have been compiled in reasonable 
anticipation of a civil action or proceeding are exempt from individual 
access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed 
exemption from certain provisions of the Act for several of its other 
systems of records at 39 CFR 266.9. To the extent that copies of 
exempted records from those other systems are incorporated into this 
system, the exemptions applicable to the original primary system 
continue to apply to the incorporated records.
* * * * *

Stanley F. Mires,
Attorney, Legal Policy & Legislative Advice.
[FR Doc. 2012-22511 Filed 9-12-12; 8:45 am]
BILLING CODE 7710-12-P