[Federal Register Volume 83, Number 233 (Tuesday, December 4, 2018)]
[Notices]
[Pages 62631-62632]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-26310]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal ServiceTM.
ACTION: Notice of establishment of new system of records.
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SUMMARY: The United States Postal Service[supreg] (Postal Service) is
proposing to establish a new Customer Privacy Act System of Records
(SOR) to support the Change of Address and Hold Mail services.
DATES: This system will become effective without further notice on
January 3, 2019 unless, in response to comments received on or before
that date, the Postal Service makes any substantive change to the
purposes or routine uses set forth, or to expand the availability of
information in this system, as described in this notice. If the Postal
Service determines that certain portions of this SOR should not be
implemented, or that implementation of certain portions should be
postponed in light of comments received, the Postal Service may choose
to implement the remaining portions of the SOR on the stated effective
date, and will provide notice of that action.
ADDRESSES: Comments may be mailed or delivered to the Privacy and
Records Management Office, United States Postal Service, 475 L'Enfant
Plaza SW, Room 1P830, 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: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].
SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their systems of records
in the Federal Register when there is a revision, change, or addition,
or when the agency establishes a new system of records. The Postal
Service is establishing a new system of records to support the new
Address Matching Database that is being implemented to facilitate the
prevention of fraudulent Change of Address and Hold Mail requests
through address matching across Postal Service customer systems.
I. Background
In an effort to enhance the security of mailing services, the
Postal Service is using a new Address Matching Database to identify,
prevent and mitigate potential fraudulent activity within the Change of
Address and Hold Mail processes.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is using a new Address Matching Database to
facilitate mail fraud prevention for Change of Address and Hold Mail
services through address matching across Postal Service customer
systems. Specifically, the Address Matching Database will establish a
dataflow across existing Postal Service customer systems and
applications and confirm if there is an address match when a new Change
of Address or Hold Mail request is submitted. The Address Matching
Database will also confirm the presence of a Change of Address or Hold
Mail request for the same address. With the exception of Change of
Address requests subject to protective court orders, the Address
Matching Database will send email or text message confirmation
notifications to customers who submit a Change of Address and/or Hold
Mail request. The Address Matching Database will also generate
aggregate data analytics that will help guide business decisions and
efforts to mitigate potential fraud as it relates to the Change of
Address and Hold Mail processes. Additionally, this information will be
used to improve the customer experience by helping the Postal Service
maintain up-to-date user records across customer systems and minimizing
the risk of fraudulent transactions.
Privacy and Security
For more than two centuries, the Postal Service has maintained a
brand that customers trust to protect the privacy and security of their
information. The new Address Matching Database will enhance the
confidentiality and privacy of mail delivery services by improving the
security of Change of Address and Hold Mail processes. The new Address
Matching Database will also protect Postal Service customers from
becoming potential victims of mail fraud and identity theft. Other
policies that ensure the security and confidentiality of personal
information are described below in the Safeguards section of the new
Address Matching for Mail Fraud Detection and Prevention SOR.
III. Description of the New System of Records
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments to this proposal. A report of
the establishment of this SOR has been sent to Congress and to the
Office of Management and Budget for their evaluations. The Postal
Service does not expect the establishment of this SOR to have any
adverse effect on individual privacy rights. Accordingly, for the
reasons stated above, the Postal Service proposes a new system of
records as follows:
USPS 800.050
System Name:
Address Matching for Mail Fraud Detection and Prevention.
[[Page 62632]]
System Location:
USPS National Customer Support Center (NCSC) and USPS IT Eagan Host
Computing Services Center.
Categories of Individuals Covered by the System:
Customers requesting Change of Address mail forwarding, or Hold
Mail services.
Categories of Records in the System:
1. Customer information: For Change of Address requests, old and
new address, email address(es), telephone numbers and device
identification; for Hold Mail, address, email address(es), and
telephone numbers.
2. Online user information: Device identification.
Authority for Maintenance of the System:
18 U.S.C. 1341, 1343 and 3061; 39 U.S.C. 401, 403, 404, 3003 and
3005.
Purpose(s):
1. To enhance the customer experience by improving the security of
Change of Address (COA) and Hold Mail processes.
2. To protect USPS customers from becoming potential victims of
mail fraud and identity theft.
3. To identify and mitigate potential fraud in the COA and Hold
Mail processes.
4. To verify a customer's identity when applying for COA and Hold
Mail services.
5. To facilitate mail fraud prevention for COA and Hold Mail
services through address matching across USPS customer systems.
6. To facilitate the provision of accurate and reliable mail and
package delivery services.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
Standard routine uses 1. through 7, 10 and 11. apply.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Automated databases.
Retrievability:
Retrieval is accomplished by a computer-based system, using one or
more of the following elements: ZIP Code(s), address, telephone number,
email address, device identification and/or IP address.
Safeguards:
Electronic records, computers, and computer storage media are
located in controlled-access areas under supervision of program
personnel. Access to records is limited to individuals whose official
duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections.
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.
Online data transmission is protected by encryption, dedicated
lines, and authorized access codes.
Retention and Disposal:
COA and Hold Mail records are retained in an electronic database
for 10 years from the effective date.
Electronic records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
System Manager(s) and Address:
Vice President, Product Innovation, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260.
Notification Procedure:
Customers wanting to know if information about them is maintained
in this system of records must address inquiries in writing to the
system manager. Inquiries must contain name, address, email, and other
identifying information.
Record Access Procedures:
Requests for access must be made in accordance with the
Notification Procedure above and the USPS Privacy Act regulations
regarding access to records and verification of identity under 39 CFR
266.5.
Contesting Record Procedures:
See Notification Procedure and Record Access Procedures above.
Record Source Categories:
Individual customers requesting Change of Address, mail forwarding,
or Hold Mail services and other USPS customer systems.
* * * * *
Brittany M. Johnson,
Attorney, Federal Compliance.
[FR Doc. 2018-26310 Filed 12-3-18; 8:45 am]
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