[Federal Register Volume 78, Number 9 (Monday, January 14, 2013)]
[Notices]
[Pages 2695-2696]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-00480]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal ServiceTM.

ACTION: Notice of modification to existing system of records.

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SUMMARY: The United States Postal Service[supreg] is proposing to 
modify a General Privacy Act System of Records. These changes are being 
made to accommodate new data elements used in the Workplace Environment 
Tracking System (WETS), a new electronic national database for 
workplace related inquiries and complaints.

DATES: The revision will become effective without further notice on 
February 13, 2013, 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 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 determined that this 
Customer Privacy Act System of Records should be revised to modify 
Categories of Individuals Covered by the System, Categories of Records 
in the System, Purpose, Retrievability, System Manager(s) and Address, 
Notification Procedure, and Record Source Categories.

I. Background

    In April 2012 the Postal Service approved the development of an 
electronic national data base to encompass four Workplace Environment 
Processes: Initial Management Inquiry Process, Workplace Harassment 
Fact Finding, Threat Assessment Case Tracking, and Workplace 
Environment Intervention. As a result of this effort, the manual, hard 
copy records will be reduced and save work hours at the district, area, 
and national levels. The application will enable the Postal Service to 
enforce protocol and analyze data to identify trends and preventative 
measures relevant to workplace harassment,

[[Page 2696]]

threats, assaults, and overall workplace environment issues. The 
purpose is to create a national application and central repository for 
all four workplace environment processes identified above. The 
application will enable the Postal Service headquarters Equal 
Employment Opportunity and Workplace Environment Improvement 
Departments to standardize documentation, case management, operating 
procedures, and outcome measures.

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

    Establishing a user friendly tracking system for these four 
processes will reasonably assure that workplace harassment policies and 
protocols are standardized, instituted, and utilized to resolve 
complaints in a timely manner and to formulate action plans and 
appropriate analysis of the outcomes. The application will allow the 
Postal Service to better achieve the organization's goal to provide a 
workplace environment that is safe and free of workplace harassment, 
discrimination, threats, and assaults.
    Short-term goals are to create a system that allows immediate 
access to workplace environment data and individual cases at a 
district, area, and headquarter level. It will centralize and 
standardize the processes regarding documentation, protocols, and risk 
abatement plans.
    Long-term goals are to decrease Postal Service liability, decrease 
the frequency and severity of complaints, threats, and assaults and to 
track the timelines of Postal Service responses. Additionally, the data 
will enable the Postal Service to identify trends to improve the 
workplace environment processes and develop proactive, preventative 
measures.

III. Description of Changes to Systems of Records

    The Postal Service is modifying one system 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 does 
not expect this amended notice to have any adverse effect on individual 
privacy rights. The affected system is as follows:
USPS 100.900

SYSTEM NAME:
    Employee Inquiry, Complaint, and Investigative Records
    Accordingly, for the reasons stated, the Postal Service proposes 
changes in the existing system of records as follows:
USPS 100.900

SYSTEM NAME:
    Employee Inquiry, Complaint, and Investigative Records

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM
    [CHANGE TO READ]
    USPS employees and non-employees who contact USPS with an inquiry 
or complaint, and employees and non-employees who are subjects of 
management inquiries or investigations of workplace issues.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ]
    1. Employee information: Name, gender, Social Security Number, 
Employee Identification Number, postal assignment information, veteran 
status, contact information, finance number(s), duty location, and pay 
location.
    2. Non-employee information: Name, gender, and contact information.
    [RENUMBER REMAINING TEXT]
* * * * *

PURPOSE:
    [CHANGE TO READ]
    1. To enable review and response to inquiries and complaints 
concerning employees and non-employees.
* * * * *

RETRIEVABILITY:
    [CHANGE TO READ]
    By employee and non-employee name, subject category, facility, 
finance number, district, area, nationally, or case number.

SYSTEM MANAGER(S) AND ADDRESS:
* * * * *
    [ADD NEW TEXT]
    Vice President, Labor Relations, United States Postal Service, 475 
L'Enfant Plaza SW., Washington, DC 20260.
* * * * *

NOTIFICATION PROCEDURE:
    [CHANGE TO READ]
    Employees 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 must submit 
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza SW., 
Washington, DC 20260. Non-employees wanting to know if information 
about them is maintained in this system of records must address 
inquiries to the District Manager, Human Resources that governs the 
facility where the inquiry, complaint, or investigative records are 
stored. Inquiries must include full name, address, and other 
identifying information. In addition, employees must include Social 
Security Number or Employee Identification Number, name and address of 
facility where last employed, and dates of USPS employment. Likewise 
employees may also be required to furnish where the inquiry, complaint, 
or investigation occurred.

RECORD SOURCE CATEGORIES:
    [CHANGE TO READ]
    Employees, non-employees, supervisors, managers, and witnesses.
* * * * *

Stanley F. Mires,
Attorney, Legal Policy & Legislative Advice.
[FR Doc. 2013-00480 Filed 1-11-13; 8:45 am]
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