[Federal Register Volume 87, Number 191 (Tuesday, October 4, 2022)]
[Notices]
[Pages 60227-60228]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-21441]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service.

ACTION: Notice of modified systems of records.

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SUMMARY: The United States Postal Service[supreg] (USPS) is proposing 
to revise one General Privacy Act System of Records (SOR). These 
modifications are being proposed to support an initiative to streamline 
the employee lead generation entry process for leads submitted by USPS 
employees on behalf of business customers that request to speak with a 
USPS Sales Representative about Postal products and services. Employee 
leads generate potential opportunities for new revenue for the Postal 
Service. Streamlining and simplifying the entry process for the 
employee lead generation program will enhance the employee's ability to 
meet customer needs, improve responsiveness and encourage additional 
employees to participate in the LEADing Together program, or similar 
programs.

DATES: These revisions will become effective without further notice on 
November 3, 2022, unless in response to comments received on or before 
that date result in a contrary determination.

ADDRESSES: Comments may be submitted via email to the Privacy and 
Records Management Office, United States Postal Service Headquarters 
([email protected]). To facilitate public inspection, arrangements to 
view copies of any written comments received will be made upon request.

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 has determined that General Privacy Act Systems of Records, 
USPS SOR 100.500, Personnel Resource Management Records, should be 
revised to support the streamlined entry process for employee lead 
generation programs.

I. Background

    The Postal Service is implementing a streamlined process for 
employees that enter information about a Postal business customer lead 
for subsequent follow-up with a USPS Sales employee. The objective of 
this initiative is to improve ease of use for participating employees 
by pre-filling their work position and location information from a 
central database, rather than having to manually look-up needed 
information from multiple sources to complete the entry process. This 
new approach will assure that credit is assigned to the employee that 
acquires the lead submission from a business customer. Employee lead 
programs have been around since 2003 and have been an effective way of 
generating new revenue for the Postal Service. Enhancements are being 
made to support the LEADing Together initiative and are based on 
improvements in functionality that provide employees with a streamlined 
process for submitting customer leads. The streamlined process also 
reduces the complexity and time associated with the current manual lead 
entry process.

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

    The Postal Service continuously seeks to improve internal processes 
and procedures that will reduce workhours and increase productivity. 
Modifications are being proposed to USPS SOR 100.500, Personnel 
Resource Management Records to streamline and simplify the employee 
lead generation entry process by pre-filling work position and location 
information, resulting in improved ease of use. A summary of proposed 
modifications is listed below.

 A new Purpose is being added as purpose #4
 A new Category of Record is being added as categories of 
records #3, Employee lead generation program(s)
 The System Manager's title has been updated to reflect current 
USPS organizational structure

III. Description of the Modified System of Records

    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 revisions has been sent to Congress and to the Office of 
Management and Budget for their evaluations. The Postal Service does 
not expect this amended system of records to have any adverse effect on 
individual privacy rights. Accordingly, for the reasons stated above, 
the Postal Service proposes revisions to this system of records as 
follows:

SYSTEM NAME AND NUMBER:
    USPS 100.500 Personnel Resource Management Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Post Offices; area and district facilities; Human Resources and 
Operations, Headquarters; and Computer Operations Service Centers.

SYSTEM MANAGER(S):
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Logistics, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et 
seq.

PURPOSE(S) OF THE SYSTEM:
    1. To administer leave, attendance, and attendance-related awards; 
and to identify potential attendance problems.
    2. To provide operations management with information about employee 
work schedules, mail volume, and productivity.
    3. To administer the USPS fleet card program used to purchase 
commercial

[[Page 60228]]

fuel and oil, maintenance repair, polishing and washing, servicing, 
shuttling, and towing.
    4. To support the administration of employee lead generation 
programs, such as LEADing Together or similar programs, and to pre-fill 
individual work position and location information for participating 
employees as part of the lead entry process.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee information: Name, home address, Social Security 
Number, employee identification number(s), postal assignment 
information, work contact information, finance number(s), duty 
location, and pay location, and Fleet Purchase Fleet Card Personal 
Identification Number (PIN).
    2. Employee resource management information: Records related to 
workload, productivity, scheduling, availability, and absences, 
including family medical leave absences.
    3. Employee lead generation program(s): Name, employee 
identification number(s), postal assignment information, work contact 
information, finance number(s), and duty location.

RECORD SOURCE CATEGORIES:
    Employees; employees' supervisor or manager; and other systems of 
records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, Social Security Number, employee identification 
number(s), route number, duty or pay location, pay period or Fuel 
Purchase Fleet Card Personal Identification Number (PIN).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Resource management records related to leave application, time 
and attendance, and light duty status are retained 3 years.
    2. Family and Medical Leave Records are retained 5 years.
    3. Other categories of resource management records are retained 1 
year.
    4. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 years.
    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.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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, who must be 
identified with a badge. Restricted medical information is maintained 
in a separate locked cabinet under control of the FMLA Coordinator. 
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.

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 266.5.

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

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system 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. Inquiries must include full name, Social Security 
Number or Employee Identification Number, name and address of facility 
where last employed, and dates of USPS employment.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    May 15, 2020, 85 FR 29492; June 17, 2011, 76 FR 35483, June 27, 
2012, 77 FR 38342.

Ruth B. Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2022-21441 Filed 10-3-22; 8:45 am]
BILLING CODE 7710-12-P