[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
POSTAL SERVICE
PREFATORY STATEMENT OF ROUTINE USES
A. For Law Enforcement Purposes
When the Postal Service becomes aware of an indication of a violation
or potential violation of law, whether civil, criminal or regulatory
in nature, and whether arising by generaL statute or particular
program statute, or by regulation, rule or order issued pursuant
thereto, or in response to the appropriate agency's request upon a
reasonable belief that a violation has occurred, the relevant records
may be referred to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto.
B. Disclosure Incident to Litigation
Records from this system may be disclosed to the Department of Justice
or to other counsel representing the Postal Service, or may be
disclosed in a proceeding before a court or adjudicative body before
which the Postal Service is authorized to appear, when (a) the Postal
Service; or (b) any postal employee in his or her official capacity;
or (c) any postal employee in his or her individual capacity whom the
Department of Justice has agreed to represent; or (d) the United
States when it is determined that the Postal Service is likely to be
affected by the litigation, is a party to litigation or has an
interest in such litigation, and such records are determined by the
Postal Service or its counsel to be arguably relevant to the
litigation, provided, however, that in each case, the Postal Service
determines that disclosure of the records is a use of the information
that is compatible with the purpose for which it was collected.
This routine use specifically contemplates that information may be
released in response to relevant discovery and that any manner of
response allowed by the rules of the forum may be employed.
C. Disclosure Incident to Requesting Information
Records may be disclosed to a Federal, State or local agency
maintaining civil, criminal, or other relevant enforcement or other
pertinent information, such as licenses, when necessary to obtain
information from such agency that is relevant to a Postal Service
decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, permit, or other benefit.
D. Disclosure to Requesting Agency
Records may be disclosed to a Federal, State, local or foreign agency,
in response to its request, in connection with the hiring or retention
of an employee, the issuance of a security clearance, the conduct of a
security or suitability investigation of an individual, the reporting
of an investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision on the matter.
E. Congressional Inquiries
Disclosure may be made to a Congressional office from the record of an
individual in response to an inquiry from the Congressional office
made at the prompting of that individual.
F. Disclosure to Agents and Contractors
Records or information from this system may be disclosed to an expert,
consultant, or other person who is under contract to the Postal
Service to fulfill an agency function, but only to the extent
necessary to fulfill that function. This may include disclosure to any
person with whom the Postal Service contracts to reproduce, by typing,
photocopy or other means, any record for use by Postal Service
officials in connection with their official duties or to any person
who performs clerical or stenographic functions relating to the
official business of the Postal Service.
G. Storage
Inactive records may be transferred to a Federal Records Center for
storage prior to destruction.
H. Disclosure to Office of Management and Budget
Records from this system may be disclosed to the Office of Management
and Budget in connection with the review of private relief legislation
as set forth in OMB Circular No. A-19 at any stage of the legislative
coordination and clearance process as set forth in that Circular.
J. Disclosure to Outside Auditors
Records in this system may be subject to review by an independent
certified public accountant during an official audit of Postal Service
finances.
K. Disclosure to Equal Employment Opportunity Commission
Records from this system may be disclosed to an authorized
investigator, administrative judge, or complaints examiner appointed
by the Equal Employment Opportunity Commission, when requested in
connection with the investigation of a formal complaint of
discrimination filed against the U.S. Postal Service under 29 CFR part
1613.
L. Disclosure to Merit Systems Protection Board or Office of the
Special Counsel
Records from this system may be disclosed to the Merit Systems
Protection Board or Office of the Special Counsel for the purpose of
litigation, including administrative proceedings, appeals, special
studies, investigations of alleged or possible prohibited personnel
practices, and such other functions as may be authorized by law.
M. Disclosure to Labor Organizations
Pursuant to the National Labor Relations Act, records from this system
may be furnished to a labor organization upon its request when needed
by that organization to perform properly its duties as the collective
bargaining representative of postal employees in an appropriate
bargaining unit.
USPS 010.010
System name: Collection and Delivery Records--Address Change and
Mail Forwarding Records, 010.010.
System location:
Post Offices and contractor/licensee sites.
Categories of individuals covered by the system:
Postal customers requesting mail forwarding services from their local
postal facilities and any postal customers who are victims of a
disaster who have requested mail forwarding services through the Red
Cross.
Categories of records in the system:
Records contain customer name, old address, new mailing address, mail
forwarding instructions, effective date, information as to whether the
move is permanent or temporary and the customer's signature.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
(1) To provide mail forwarding services to postal customers who have
changed address;
(2) To provide address correction services to postal customers; and
(3) To provide address information to the Red Cross about a postal
customer who has been relocated because of a disaster.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records within the system reflect a customer's temporary or permanent
change of address. General routine use statements A, B, C, D, E, F, G,
H, J, and M listed in the Prefatory Statement at the beginning of the
Postal Service's published system notices and routine use Nos. 4 and 5
below apply to all change of address (both temporary and permanent)
information within this system. The remaining routine uses below are
specific to either permanent or temporary change of address
information, as stated.
1. The new address of any specific customer who has filed a permanent
Change of Address (PS Form 3575 or handwritten order) may be furnished
to any person upon request. Except for disclosures made pursuant to a
general routine use or routine uses 3, 4, and 5 below, disclosure will
be limited to the address of the specifically identified individual
about whom the information is requested (i.e., not other individuals
or family members whose names may also appear on the change of address
order) and copies of the form will not be furnished.
2. Disclosure of a customer's new permanent address may be made from
the National Change of Address file to customers seeking corrected
addresses for their mailing lists.
3. Permanent change of address information may be disclosed to duly
constituted election boards or registration commissions using
permanent registration. Copies of change of address orders may be
furnished.
4. Permanent or temporary change of address information may be
disclosed to a federal, state, or local government agency upon prior
written certification that the information is required for the
performance of its duties. A copy of the change of address order may
be furnished.
5. Permanent or temporary change of address information may be
disclosed to a law enforcement agency, for oral requests made through
the Inspection Service, but only after the Inspection Service has
confirmed that the information is needed in the course of a criminal
investigation. A copy of the change of address order may be furnished.
6. Temporary change of address information may be disclosed to a
person empowered by law to serve legal process, or the attorney for a
party in whose behalf service will be made, or a party who is acting
pro se, upon receipt of written information that meets prescribed
certification requirements. A copy of the change of address order will
not be furnished.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
This source document is stored in filing cabinets at the delivery
unit. They are filed alphabetically by name within month or quarter.
Records generated from the source document are stored on cards or list
forms or recorded on magnetic tape and/or disk where central markup is
computerized. These records are filed alphabetically by name and route
number or zone. Records are also consolidated in a National Change of
Address File on magnetic tape maintained by firms under contract or
license agreement with the Postal Service.
Retrievability:
By name and address (paper records). By name and address within ZIP
Code (computerized records).
Safeguards:
Access to and use of these records are limited to those persons whose
official duties require such access. Contractor/licensee Privacy Act
protections are subject to impromptu on-site audits and inspection by
the Postal Inspection Service.
Retention and disposal:
a. Source document is retained for 18 months from effective date and
then destroyed by shredding or burning.
b. Information on magnetic tape and/or disk at Computerized Forwarding
System sites is retained for 18 months from effective date. At the end
of that period, the tapes/disks are erased.
c. Information on magnetic tape at the Address Information Center
(National Change of Address File) is retained for 36 months from
effective date.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100 (paper records); APMG,
Operations Systems and Performance Department, Headquarters,
Washington, DC 20260-7200 (computerized records).
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to their local
postmaster. Inquiries should contain full name and address, effective
date of change order, route number (if known) and ZIP Code. Customers
wishing to know whether information about them is also maintained in
the National Change of Address File should address such inquiries to
Manager, NCOA, Address Information Systems Division, U.S. Postal
Service, 6060 Primacy Parkway, Memphis, TN 38188-0001.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The individual to whom the record pertains.
USPS 010.020
System name: Collection and Delivery Records--Boxholder Records,
010.020.
System location:
Post Offices.
Categories of individuals covered by the system:
Postal customers who have applied for or expressed an interest in post
office box or caller services, whether for private or public use.
Categories of records in the system:
Records are in printed or card form and contain name, addresses,
telephone number, record of payment, post office box service
preference and the names of persons or agents whether family members,
business associates, or employees.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To provide post office box services to post customers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
This system contains records about postal customers who have applied
for a post office box to be used for either a business or non-business
purpose (as indicated on the PS Form 1093, Application for Post Office
Box or Caller Number, or other evidence). General routine use
statements A, B, C, D, E, F, G, H, J, and M listed in the Prefatory
Statement at the beginning of the Postal Service's published system
notices and routine use Nos. 2, 3, 4, and 5 below apply to both
business and non-business boxholder information within this system.
Note: Copies of the PS Form 1093 will not be furnished, except for
disclosures made pursuant to a general routine use or routine uses 2,
4, and 5 below.
1. The recorded name, address, and telephone number of the holder of a
post office box being used for the purpose of doing or soliciting
business with the public, and any person applying for a box in behalf
of a holder, will be furnished to any person upon request.
2. Disclosure of Boxholder information may be made to a federal,
state, or local government agency upon prior written certification
that the information is required for the performance of its official
duties. A copy of the PS Form 1093 may be furnished.
3. The name or address of the holder of a post office box may be
disclosed to a person empowered by law to serve legal process, or the
attorney for a party in whose behalf service will be made, or a party
who is acting pro se, upon receipt of written information that meets
prescribed certification requirements. A copy of the PS Form 1093 will
not be furnished.
4. Disclosure of boxholder information may be made to a law
enforcement agency, for oral requests made through the Inspection
Service, but only after the Inspection Service has confirmed that the
information is needed in the course of a criminal investigation. A
copy of the PS Form 1093 may be furnished.
5. Disclosure of boxholder information may be made, upon prior written
certification from a foreign government agency citing the relevance of
the information to an indication of a violation or potential violation
of law and its responsibility for investigating or prosecuting such
violation, and only if the address is (1) outside the United States
and its territories, and (2) within the territorial boundaries of the
requesting foreign government. A copy of the PS Form 1093 may be
furnished.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed or card form filed in metal cabinets. In locations where the
records have been automated, information may be found on magnetic
tape, magnetic cards or mylar strips.
Retrievability:
Information is filed according to local needs, and the volume of
records. Billing forms are filed numerically by box number within the
month rent is due. Applications are filed alphabetically by name of
individual or firm.
Safeguards:
Access limited to employees working in the boxholder section.
Automated records are subject to computer access controls (passwords)
that restrict access to authorized personnel.
Retention and disposal:
a. Boxholder Applications--Destroy 2 years after termination of the
rental.
b. Post Office Box Fee Register and Register for Caller Service Fees--
Destroy 2 years from date of last entry on card. If automated, delete
this customer's record upon termination of the box rental or caller
service.
c. Post Office Box and Caller Service Records:
1. Closed Files and Index Cards--Destroy 6 months from date of
closing.
2. Closed Appeal Files--Destroy when 1 year old.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
APMG, Department of the Controller, Headquarters, Washington, DC
20260-5200.
APMG, Rates & Classification Department, Headquarters, Washington, DC
20260-5300.
Notification procedure:
Inquiries should be addressed to the local postmaster; requestors in
person should identify themselves with drivers license, military,
government or other form of identification.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The individual to whom the record pertains.
USPS 010.030
System name: Collection and Delivery Records--Carrier Drive-Out
Agreements, 010.030.
System location:
Divisions, Sectional Centers, Post Offices, Postal Data Centers.
Categories of individuals covered by the system:
Letter carriers who use privately owned vehicles to transport the
mails pursuant to a valid agreement with the local postmaster.
Categories of records in the system:
Route number, name and address of carrier, social security number and
effective dates of the agreement.
Authority for maintenance of the system:
39 U.S.C. 1206.
Purpose(s):
To provide reimbursement to carriers driving their own vehicles.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records may be used to transfer necessary tax information to
Internal Revenue Service.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms, magnetic tape disk and computer printout reports.
Retrievability:
The system is indexed by employees' social security number, pay
location number and pay period.
Safeguards:
Normal precautions of filing equipment, limited access, and the
physical security measures of the computer facility.
Retention and disposal:
a. Agreements--Destroy when 2 years old.
b. Postmaster's copy of the PS 1839--Destroy when 4 years old.
c. Machine-readable records at the PDC (PS 1839 information)--Destroy
when 7 years old.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
Notification procedure:
Inquire whether this system of records contains information about him
or to gain access to information pertaining to him should direct an
inquiry to the head of the facility where employed. Inquiries should
contain full name, social security number, the route worked, and the
pay periods that the agreement was in force.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The individual to whom the record pertains.
USPS 010.040
System name: Collection and Delivery Records--City Carrier Route
Records, 010.040.
System location:
Postal Service Headquarters, Regional Headquarters, Divisions,
Sectional Centers, Post Offices, Postal Data Centers and ADP
Contractor sites.
Categories of individuals covered by the system:
City delivery letter carriers.
Categories of records in the system:
Employee name, social security account number, age, route number,
length of service, leave time and whether or not a transportation
agreement exists. Also included is information pertaining to workload,
work schedule, performance analysis, and individual work habits;
inspection reports of employee workload and workload adjustments;
comments by employee and examiner on route adjustments and
inspections; and statistical engineering records of carrier and route
characteristics.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To assist management in evaluating mail delivery and collection
operations and administering these functions efficiently.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms, computerized media, computer printouts.
Retrievability:
Route number, employee name, or postal facility name.
Safeguards:
Access to and use of these records are limited to those persons whose
official duties require such access.
Retention and disposal:
a. Route inspection records and minor adjustment worksheets are
retained for 2 years where inspections or minor adjustments are made
annually or more frequently. Where inspections are made less than
annually, the records that reflect the current route structure are
retained indefinitely until a new inspection or minor adjustment is
made. At that time, the former records are retained for two years.
Disposal of records is by shredding or burning.
b. Other records in system are retained for a period of up to 1 year
depending upon the criticality of the information and then destroyed
by shredding or burning.
c. Statistical engineering records are retained for 5 years and then
further retained on a year-by-year basis as specifically justified.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100; SAPMG Operations Group,
Headquarters, Washington, DC 20260-7000. (Statistical Engineering
Records).
Notification procedure:
Inquiries should contain employee's name, social security number, and
type of information being requested, and should be forwarded to post
office of employment.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Employees, carrier supervisors, and route inspectors.
USPS 010.050
System name: Collection and Delivery Records--Delivery of Mail
Through Agents, 010.050.
System location:
Divisions, Sectional Centers, Post Offices.
Categories of individuals covered by the system:
Postal customer requesting delivery of mail through an agent and the
agent to whom the mail is to be delivered.
Categories of records in the system:
Records contain the name and address of customer, name and address of
agent and the signatures of both parties.
Authority for maintenance of the system:
39 U.S.C. 403, 404
Purpose(s):
Serves as the written authority for the delivery of mail other than as
addressed.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
1. Information may be disclosed for the purpose of identifying an
address as an address of an agent to whom mail is delivered on behalf
of other persons. This routine use does not authorize the disclosure
of the identities of persons on behalf of whom agents receive mail.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Pre-printed forms maintained in file cabinets.
Retrievability:
Customer name.
Safeguards:
Access is limited to postal employees in the delivery section.
Retention and disposal:
Records are maintained until contract is terminated and then destroyed
by shredding.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
Notification procedure:
Submit to local postmaster proof of personal identity.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Co-signers of the request for delivery of mail through an agent.
USPS 010.060
System name: Collection and Delivery Records--Free Matter for
Blind and Visually Handicapped Persons, USPS 010.060.
System location:
Local Delivery Post Offices
Categories of individuals covered by the system:
Postal customers who are blind or visually handicapped and cannot use
or read conventionally printed material and who are receiving postage-
free service in their delivery areas.
Categories of records in the system:
Name and address of individual, and statement of competent authority
certifying that the individual is unable to read conventional reading
material.
Authority for maintenance of the system:
39 U.S.C. 403, 404, 3403, 3404, 3405.
Purpose(s):
To assist local postal management in processing mail matter for blind
or visually handicapped persons without undue delay or uncertainty
concerning such persons' eligibility to mail or receive items free of
postage.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files.
Retrievability:
Customer name and address.
Safeguards:
Records are maintained in locked file cabinets with access limited to
those persons having an official need to know in the performance of
their duties.
Retention and disposal:
Retained as long as the customer resides in delivery area and then
destroyed by shredding or burning.
System manager(s) and address:
APMG, Philatelic and Retail Services Department, Headquarters,
Washington, DC 20260-6700.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to their local
postmasters. Inquiries should contain full name and address.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individuals licensed medical doctors, ophthalmologists, optometrists,
registered nurses, professional staff members of hospitals, other
institutions or agencies or other competent authority.
USPS 010.070
System name: Collection and Delivery Records--Mailbox
Irregularities, 010.070.
System location:
Divisions, Sectional Centers, Post Offices.
Categories of individuals covered by the system:
Postal Service customers whose mailbox does not comply with USPS
standards and regulations.
Categories of records in the system:
Reports of irregularities as submitted by the carrier or route
inspector, the name and address of customer and the date and signature
of the postmaster.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To provide for efficient delivery of the mail.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Pre-printed forms.
Retrievability:
Route number.
Safeguards:
Filed in cabinets with access limited to USPS personnel having an
official need for access.
Retention and disposal:
Retained for one year after completed action and destroyed by
shredding or burning.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
Notification procedure:
Individuals wishing to know whether this system of records contains
information about them should contact the local postmaster, presenting
identification as to name, address and ZIP Code.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Carrier or route inspector.
USPS 010.080
System name: Collection and Delivery Records--Rural Carrier
Route Records, 010.080.
System location:
Post Offices having rural carrier operations: Operations Support
Group; Regions; Divisions; Sectional Centers; Postal Data Centers;
National Address Information Center (Memphis, TN); and contractor/
licensee sites.
Categories of individuals covered by the system:
Postal customers receiving rural mail delivery services; postal
customers whose rural mail address has been converted to a locatable
(city-style) address; and rural delivery letter carriers.
Categories of records in the system:
Employee name, route number, age, length of service, physical
condition, quality of service and vehicle adequacy. Also included in
this system is information pertaining to employee workload, work
schedule and performance analysis; inspection reports of employees,
workload and workload adjustments, route travel description; and
employee and examiners' comments on adjustments and inspection. The
system may also contain customer names, rural route location, and
city-style address if rural route address has been converted.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
(1) To assist management in evaluating rural mail delivery and
collection operations and administering these functions efficiently;
(2) to provide basis for payment of salary and vehicle maintenance
allowance carriers; (3) to assist government planning authorities in
converting rural addresses to locatable (city-style) street addresses;
and (4) to provide address correction services to mailers who wish to
have their mailing lists updated with the newly assigned or converted
address.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Provide Bureau of the Census, Department of Commerce address
information as requested to assist them in their statutory requirement
of census taking.
2. Rural route customer addresses may be disclosed to persons or
organizations authorized by a postal regulation to receive address
correction information. (Advance notice)
3. Name and address information may be disclosed to Federal, State,
and local government agencies as required by such agencies for the
purpose of performing their official duties.
4. Name and address information may be disclosed to government
planning authorities, or firms under contract with those authorities,
for the purpose of assigning locatable (city-style) addresses to rural
addresses, but disclosure will be limited to that necessary for
address conversion or assignment.
5. Disclosure of a customer's new locatable (city-style) address may
be made from the Locatable Address Conversion File to mailers wishing
to have their mailing lists updated with the newly assigned address,
but disclosure will be limited to the assigned addresses corresponding
to those provided by the mailer.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms or lists in ordinary file equipment or on computer
tape and printouts. Records of rural address conversion to locatable
(city-style) address are also consolidated in a Locatable Address
Conversion Service file on magnetic tape maintained by firms under
contract or license agreement with the Postal Service.
Retrievability:
Records are maintained by name and address of customer, and by route
number, employee name or postal facility name.
Safeguards:
Access to and use of these records are limited to those persons whose
official duties require such access. Contractor/licensee Privacy Act
protections are subject to impromptu on-site audits and inspection by
the Postal Inspection Service.
Retention and disposal:
a. Records in card or list form are maintained as long as the customer
resides on the route; they are destroyed by shredding one year after
the customer moves. b. Route travel description records, and
establishment and discontinuance orders are retained until route is
discontinued and then transferred to the Federal Records Center within
two years after discontinuance date. c. Trip reports are retained for
three years and then disposed of by shredding or burning. d. Route
inspection reports and mail count records (mail counts made annually
or more frequently) are retained for two years. Where mail counts are
made less than annually records are retained until the next mail
counts. Disposal of records is by shredding or burning. e. Other
carrier records in system are retained for a period of up to one year
depending upon the criticality of the information and then destroyed
by shredding or burning.
System manager(s) and address:
APMG, Distribution & Transportation Department; and APMG, Operations
Systems & Performance Department, Washington, DC 20260-7000,
Headquarters.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to their local
postmaster. Inquiries should contain full name and address. Employee
inquiries should state employee name and social security number, route
number, specify the type of information being requested, and should be
forwarded to post office where employed. Customers wishing to know
whether information about them is also maintained in the Locatable
Address Conversion System (LACS) should address such inquiries to
Manager, LACS, Address Information Systems Division, U.S. Postal
Service, Memphis, TN 38188-0001.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The customer to whom the record pertains, employees, carrier
supervisors and route inspectors.
USPS 020.010
System name: Communications--Biographical Summaries of
Management Personnel for Press Release, 020.010.
System location:
Office of News & Market Communications, Headquarters.
Marketing & Communications, Regional Headquarters.
Categories of individuals covered by the system:
USPS executives, directors and managers to include regional staff
officers, division directors, division managers, sectional center
managers and other key management officials who may have frequent
contact with news media or public speaking engagements.
Categories of records in the system:
Biographical summaries on sheets of paper plus photographs. Summaries
include present title and responsibility, length of service, age,
place of birth, marital status and participation in local community
activities.
Authority for maintenance of the system:
39 U.S.C. 401, 1001.
Purpose(s):
To provide background information on postal management personnel in
connection with public relations matters such as speaking engagements,
media appearances, appearances before civic, fraternal, and employee
organizations.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Bond paper in file cabinets.
Retrievability:
Name and title.
Safeguards:
File cabinets are located in communications offices where information
is available only to individuals having a need for access.
Retention and disposal:
a. Biographical sketches maintained at regions are retained while the
individual is assigned within the region. If individual is promoted to
or assigned to a position within the USPS outside the Region,
biographical information is forwarded to the appropriate Public
Affairs office; if employment with the USPS is terminated, the sketch
is destroyed by shredding.
b. Biographical sketches maintained at USPS Headquarters are retained
indefinitely.
System manager(s) and address:
APMG, Communications Department, Headquarters, Washington, DC 20260-
3100.
Notification procedure:
Inquiries should contain name and position held and should be
presented to the Manager of Communications where currently, or
previously, employed.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above.
Contesting record procedures:
See ``Notification'' above.
Record source categories:
The individual to whom the record pertains.
USPS 030.010
System name: Equal Employment Opportunity--EEO Discrimination
Complaint Files, 030.010.
System location:
Office of Equal Employment Opportunity, Employee Relations Department,
Headquarters, Human Resources Service Centers at Regions, Divisions
and Postal Data Centers.
Categories of individuals covered by the system:
Current and former postal employees, and applicants for positions
within the USPS and third party complainants.
Categories of records in the system:
Records may include names, work locations, dates, social security
numbers, and other information as included on affidavits, interviews
investigative forms, counselor reports, exhibits, discovery,
withdrawal notices, briefs, appeals, copies of decisions, records of
hearings and meetings, and other records related to complaints.
Authority for maintenance of the system:
Pub. L. 92-261, Equal Employment Act of 1972; 29 U.S.C. 621 et seq.,
Age Discrimination in Employment Act; 29 U.S.C. 701 et seq.,
Rehabilitation Act of 1973; and Executive Order 11478, amended by
Executive Order 11590.
Purpose(s):
Used by EEO officers and the Equal Employment Opportunity Commission
to adjudicate complaints of alleged discrimination and to evaluate the
effectiveness of the EEO Program.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B., C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
Information contained in this system of records may be disclosed to an
authorized investigator appointed by the Equal Employment Opportunity
Commission, upon his request, when that investigator is properly
engaged in the investigation of a formal complaint of discrimination
filed against the U.S. Postal Service under 29 CFR part 1613, and the
contents of the requested record are needed by the investigator in the
performance of his duty to investigate a discrimination issue involved
in the complaint.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper case files. Status information required by the Equal Employment
Opportunity Commission is maintained on ADP records.
Retrievability:
Case number. The custodian must also be furnished with the name of the
complainant and the place where the complaint was filed. Case number
consists of a number designating the region (or Headquarters), a
letter designating the division, four digits for the chronological
case number, and the last two digits of the applicable years.
Safeguards:
Case files are maintained in lockable file cabinets within locked
rooms. ADP records are protected with password security.
Retention and disposal:
a. Precomplaint records--Counselor/Investigator notes are destroyed 1
year after a formal report is submitted to the EEO officer or 1 year
following the final adjustment when made at that level.
b. Formal Complaint records--All closed cases are removed from the
system quarterly. Each closed case is retained as follows: Official
file for 4 years, any copies for 1 year, and background documents not
in case file for 2 years.
c. ADP records--Closed case information is removed at the conclusion
of the fiscal year and moved to an inactive file for future
comparative analyses.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Individuals interested in finding out if there is information in this
records system pertaining to them should contact EEO officers at the
Division or Headquarters level, giving complainant name, postal
location, region, file number and year.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is received from the complainant witnesses, respondent and
through investigations and interviews.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 030.020
System name: Equal Employment Opportunity--Equal Employment
Opportunity Staff Selection Records, 030.020.
System location:
Employee Relations Department, Headquarters and Field Divisions.
Categories of individuals covered by the system:
Candidates considered by Promotion Boards for EEO staff position.
Categories of records in the system:
Name of candidate, level, address, service computation date, date of
birth, Social Security Number, postal background, personal information
required to assess employee qualifications for position, estimate of
potential and record of members of Board.
Authority for maintenance of the system:
39 U.S.C. 1001, Executive Orders 11478 and 11590.
Purpose(s):
To provide headquarters with information needed to complete selection
process.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
USPS Promotion Board reviews these records to determine applicant's
eligibility for appointment.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Forms, paper files.
Retrievability:
Name of applicant and pay location.
Safeguards:
Maintained in locked file cabinets within secured facility.
Retention and disposal:
Destroy 3 years from date the position becomes vacant.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Inquiries should be addressed to the head of the facility where
application was made. Inquiries should contain full name, position
applied for, the date the Promotion Board met and Social Security
Number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
Notification and Record Access Procedures above.
Record source categories:
Employee, and employee personnel data.
USPS 030.030
System name: Equal Employment Opportunity--EEO Administrative
Litigation Case Files, 030.030.
System location:
Office of Labor Law, Law Department, National Headquarters; Office of
Field Legal Services, Regions; and Field Divisions.
Categories of individuals covered by the system:
Employees and applicants for employment involved in EEO Litigation.
Categories of records in the system:
(a) Formal pleadings and memoranda of law; (b) Other relevant
documents may include names, work locations, dates, social security
numbers, and other information as included on affidavits, interviews,
investigative forms, counselor reports, exhibits, discovery,
withdrawal notices, briefs, appeals, copies of decisions, records of
hearings and meetings, and other records related to complaints; (c)
Miscellaneous notes and case analyses prepared by Postal Service
advocates and other personnel; (d) Correspondence and telephone
records.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d)
Purpose(s):
To provide advice and representation to the Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
Name of litigant(s).
Safeguards:
Folders containing paper documents are kept in lockable filing
cabinets within secured buildings or areas under the general scrutiny
of authorized personnel. Computer terminals and tape/disk files are
located in a secured area, and access is restricted to personnel
having an official need.
Retention and disposal:
a. Selected Appeals Case Files--Destroy 4 years from date of final
decision or when they have no further use for reference, training, or
similar purpose, whichever is longer.
b. Appeal Case Files--Destroy 4 years from date of final decision.
c. Paper records are shredded and computer tape/disk records are
erased at the end of the retention period.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
their name, case number, if known, and the approximate date the action
was instituted.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
(a) Individuals involved in EEO Litigation; (b) Counsel(s) and other
representative(s) for parties in action other than Postal Service; (c)
Other individuals involved in the development of EEO Litigation.
Source documents include administrative complaint/action file, and
other records relevant to the case.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 040.010
System name: Customer Programs--Memo to Mailers Address File,
040.010.
System location:
Communications Department, USPS Headquarters, and at a contractor
site.
Categories of individuals covered by the system:
Subscribers to Memo to Mailers monthly newsletter.
Categories of records in the system:
Subscriber's name and mailing address.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To prepare mailing labels for the monthly mailing of Memo to Mailers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape and computer printout.
Retrievability:
Subscriber's name, city, state and ZIP Code.
Safeguards:
The list contractor is forbidden by contract to use the list for any
other means than to produce mailing labels for the U.S. Postal
Service.
Retention and disposal:
The master file is maintained indefinitely, and is updated each month.
System manager(s) and address:
APMG, Communications Department, Headquarters, Washington, DC 20260-
3100.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the SYSTEM
MANAGER and supply their name and address.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Subscribers, Postmaster, USPS Account Representatives.
USPS 040.020
System name: Customer Programs--Sexually Oriented
Advertisements, 040.020.
System location:
Rates and Classification Department, Headquarters; National
Information Systems Development Center, Raleigh, NC.
Categories of individuals covered by the system:
Any adult who elects to have his name and address and that of his
children under 19 years of age, placed on the list of persons who do
not wish to receive sexually oriented advertisements through the mail.
Categories of records in the system:
Name and address of head of household or other adult and the names and
birth dates of children under 19 years of age.
Authority for maintenance of the system:
39 U.S.C. 3010.
Purpose(s):
To maintain a list, available to mailers of sexually oriented
advertisements, of persons desiring not to receive such matter through
the mails.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Upon payment of prescribed fee, records may be used to provide
mailers of sexually oriented advertisements with a list of individuals
who do not wish to receive SOA.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape, computer printouts, and preprinted forms.
Retrievability:
ZIP Code and application number sequence.
Safeguards:
Printouts are retained by the Office of Mail Classification and Rates
Administration with limited access. Automated records are subject to
computer center access controls.
Retention and disposal:
a. Names are retained on the computerized list for a maximum of five
years.
b. Forms, are retained until data has been computerized.
c. Paper records are destroyed by shredding; computer records are
destroyed by erasing.
System manager(s) and address:
APMG, Rates and Classification Department, Headquarters, Washington,
DC 20260-5300.
Notification procedure:
Customers will furnish the system manager their name, address,
application number and the date of filing.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Customers filing to have their names placed on lists so as not to
receive SOA.
USPS 040.030
System name: Customer Programs--Auction Customer Address File.
System location:
Post offices having Dead Parcel Branches.
Categories of individuals covered by the system:
Customers who wish to be on a mailing list to receive notices of
future Dead Parcel Branch auctions.
Categories of records in the system:
Customer names and addresses.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To maintain a list of names and addresses of customers who wish to be
on a mailing list to receive notices of future Dead Parcel Branch
auctions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records or magnetic disks.
Retrievability:
Customer name.
Safeguards:
Paper records and disks are kept in locked cabinets; automated data is
password protected.
Retention and disposal:
Records are kept for one year after entry and then destroyed by
deletion (if automated) or by shredding (if paper).
System manager(s) and address:
APMG, Rates & Classification Department, Headquarters, Washington, DC
20260-5300.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to the manager of
the Dead Parcel Branch. Inquiries should contain full name and
address.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Attendees of auctions and others who ask to receive notice of future
actions.
USPS 040.040
System name: Customer Programs--Customer Holiday Address List
File, 040.040.
System location:
Maintained temporarily at the National Address Information Center in
Memphis, TN for data entry and label creation; stored ``off line'' on
magnetic media at post offices participating in program.
Categories of individuals covered by the system:
Customers who provide holiday address lists to be converted to pre-
barcoded address labels.
Categories of records in the system:
Name, address, phone number, and USPS-assigned customer number of
customer ordering address labels; address list provided by the
customer for conversion to address labels.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
1. To prepare pre-barcoded mailing labels for customers from their
holiday address lists;
2. To improve service and reduce operating costs through increased use
of automation in peak volume periods; and
3. To provide management with statistical data to resolve operations
problems created by peak volume periods.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Records from this system may be disclosed to the Department of
Justice or to other counsel representing the Postal Service, or may be
disclosed in a proceeding before a court or adjudicative body before
which the Postal Service is authorized to appear, when (a) the Postal
Service; or (b) any postal employee in his or her official capacity;
or (c) any postal employee in his or her individual capacity whom the
Department of Justice has agreed to represent; or (d) the United
States when it is determined that the Postal Service is likely to be
affected by the litigation, is a party to litigation or has an
interest in such litigation, and such records are determined by the
Postal Service or its counsel to be arguably relevant to the
litigation, provided, however, that in each case, the Postal Service
determines that disclosure of the records is a use of the information
that is compatible with the purpose for which it was collected.
This routine use specifically contemplates that information may be
released in response to relevant discovery and that any manner of
response allowed by the rules of the forum may be employed.
2. Disclosure may be made to a Congressional office from the record of
an individual in response to an inquiry from the Congressional office
made at the prompting of that individual.
3. Records or information from this system may be disclosed to an
expert, consultant, or other person who is under contract to the
Postal Service to fulfill an agency function, but only to the extent
necessary to fulfill that function. This may include disclosure to any
person with whom the Postal Service contracts to reproduce, by typing,
photocopy or other means, any record for use by Postal Service
officials in connection with their official duties or to any person
who performs clerical or stenographic functions relating to the
official business of the Postal Service.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records that include an order form and address list submitted by
customer will be kept only until list is converted to mailing labels.
Name, address, and address list of ordering customer will be automated
during conversion and then stored off-line on magnetic media.
Retrievability:
USPS-assigned account number and customer name.
Safeguards:
Access to these records is limited to those persons whose official
duties require such access. Access to automated records is restricted
by authorized access codes. Contractors who perform data-entry
conversion are forbidden by contract to use information collected by
the system for any purpose other than to produce mailing labels for
the Postal Service. Hard copy records are maintained within lockable
filing cabinets.
Retention and disposal:
Information is maintained indefinitely as long as the customer places
an order at least once annually. Information will be destroyed two
years from the date the customer last placed an order if no order has
been made in that time period. Destruction will be by electronic
erasure.
System manager(s) and address:
USPS Headquarters, Director, Office of Address Information Systems,
475 L'Enfant Plaza SW, Washington, DC 20260-5902.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
head of the facility at which they submitted their holiday address
list order. Inquiries should contain name, address, and customer
number, if known.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is furnished by record subjects (customers) requesting
conversion of their holiday address lists to mailing labels.
USPS 050.005
System name: Finance Records--Accounts Receivable File
Maintenance, 050.005.
System location:
Information Service Centers (Minneapolis, San Mateo, and St Louis),
postal facilities, and contractor sites.
Categories of individuals covered by the system:
Postal Service debtors such as the following: Contractors who fail
either to provide equipment, supplies, or services to the Postal
Service as agreed or to purchase property from the Postal Service as
agreed; customers who have written checks reurned by the bank; payees
of money orders who make an erroneous payment, improper payment, or
overpayment; employees or former employees who make an erroneous
payment, improper payment, or overpayment; employees, former
employees, or private parties who lose or damage Postal Service
property through carelessness, negligence, or malice.
Categories of records in the system:
Debtor's name, address, telephone number, and social security number;
invoice number; designation code; and location name.
Authority for maintenance of the system:
39 U.S.C. 401; 5 U.S.C. 552a(b)(12); Debt Collection Act of 1982 (Pub.
L. 97-365).
Purpose(s):
Records are used to facilitate debt collection, to monitor and record
collections made by the USPS, and as a data source for management
information for production of summary descriptive statistics and
analytical studies.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records in this system are subject to review by an independent
certified public accountant during an official audit of Postal Service
finances.
2. Disclosure may be made to a debt collection agency for collection
of a debtor's account as provided for by contract with the debt
collection agency.
3. Disclosure of information about individuals indebted to the Postal
Service may be made to the Office of Personnel Management under
approved computer matching efforts in which either the Postal Service
or OPM acts as the matching agency, but limited to those data elements
considered relevant to determining whether the indebted individual has
retirement funds available for set-off; collecting debts when funds
are available for set-off; and writing off debts determined to be
uncollectible.
4. Disclosure of information about individuals indebted to the Postal
Service may be made to the Defense Manpower Data Center (DMDC) of the
Department of Defense for conducting an authorized computer matching
program in compliance with the Privacy Act of 1974, as amended, for
the purpose of identifying and locating such individuals in order to
initiate collection of the debts under the Debt Collection Act of 1982
(Pub. L. 97-365) through salary and/or administrative offset
procedures.
5. Disclosure of information about individuals indebted to the Postal
Service may be made to any federal agency where the debtor is employed
or receiving some form of remuneration for enabling that agency to
collect the debt on behalf of the Postal Service by counseling to
debtor for voluntary repayment, or by initiating administrative or
salary offset procedures under the Debt Collection Act of 1982.
6. Disclosure of information about individuals indebted to the Postal
Service may be made to the Internal Revenue Service (IRS) through
computer matching to obtain the mailing address of a taxpayer for
locating such taxpayer to collect a debt owed to the Postal Service
pursuant to 26 U.S.C. 6103(m)(2) and in accordance with 31 U.S.C.
3711, 3717, and 3718.
Note: Disclosure of a mailing address obtained from the IRS may be
made only for debt collection, including to a debt collection agency
in order to facilitate the collection of a federal claim under the
Debt Collection Act of 1982. A mailing address may be provided to a
consumer reporting agency for the limited purpose of obtaining a
commercial credit report on the individual taxpayer. Any such address
information obtained from the IRS will not be used or shared for any
other purpose by the Postal Service.
7. Disclosure of information about individuals indebted to the Postal
Service may be made to the IRS for effecting income tax refund offset
procedures against the debtor pursuant to 31 U.S.C. 3720A.
8. Disclosure of information about postal customers who write
nonsufficient funds checks for postal services may be made to the
permit holder or presenter of a mailing being made on the customer's
behalf. Disclosure is limited to the identity of the customer, the
date of the mailing, and the date and amount of the check.
Disclosures to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681(a)(f)) and the Federal Claims Collection
Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms, punched cards and magnetic tape.
Retrievability:
Records are normally retrieved by social security number. When
necessary, they may be retrieved by invoice number, name of employee,
contractor, vendor, or other indebted individual.
Safeguards:
Access is restricted to personnel of the General Accounting Section
within the Postal Service and to contract employees responsible for
assigned accounts. Computerized records are subject to the security of
the computer room. Contract provisions make the contractor(s)
responsible for complying with the provisions of the Privacy Act
(subsection (m)(1)), except in the case of subsection (b)(12)
disclosures to consumer reporting agencies (subsection (m)(2)).
Retention and disposal:
All information is retained for four years after claim is paid and
then destroyed by burning or scratching.
System manager(s) and address:
APMG, Department of the Controller, Headquarters, Washington, DC
20260-5200.
Notification procedure:
Individuals requesting information from this system of records will
apply to the pertinent postal facility and present the debtor's name
and Social Security Number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is passed to this system from the Payroll Section, General
Accounting Section, Claims Section, Postmasters and Regional Offices.
USPS 050.010
System name: Finance Records--Employee Travel Records (Accounts
Payable), 050.010.
System location:
Postal Data Centers, Postal Service Personnel Offices.
Categories of individuals covered by the system:
USPS Employees on official travel.
Categories of records in the system:
Travel vouchers and travel advances containing employee name, social
security number, Finance Number, basic travel information, and
relocation data. Includes records pertaining to employee claims and
other accounts payable records.
Authority for maintenance of the system:
39 U.S.C. 1001, 2008.
Purpose(s):
To reimburse employees for official travel.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Pre-printed forms and magnetic tape.
Retrievability:
Social security number and name.
Safeguards:
Paper records are stored in locked filing cabinets. Access to
automated records is subject to computer center access control.
Retention and disposal:
a. Officer's Expense Report--Destroy when 12 years old.
b. Travel Advance and Travel Voucher: (1) PDC Copy--Destroy when 6
years and 3 months old. (2) Office Copy--Destroy 2 years from date of
submission to PDC.
c. Relocation Travel Orders--Destroy 4 years from date final
relocation voucher is submitted.
d. Relocation Travel Orders (Issuing Office)--Destroy when no longer
needed for reference.
System manager(s) and address:
APMG, Department of the Controller, Washington, DC 20260-5200.
Notification procedure:
Requests for information should be presented to Employee's Personnel
Office furnishing name and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures Above.
Record source categories:
Information is received from the employee filing a voucher.
USPS 050.020
System name: Finance Records--Payroll System.
System location:
Payroll system records are located and maintained in all Departments,
facilities and certain contractor sites of the Postal Service.
However, Postal Data Centers are the main locations for payroll
information. Also, certain information from these records may be
stored at emergency records centers.
Categories of individuals covered by the system:
Current and former USPS employees, postmaster relief/replacement
employees, and certain former spouses of current and former postal
employees who qualify for Federal Employees Health Benefits Coverage
under Pub. L. 98-615.
Categories of records in the system:
General payroll information including retirement deductions, family
compensations, benefit deductions, accounts receivable, union dues,
leave data, tax withholding allowances, FICA taxes, salary, name,
social security number, payments to financial organizations, dates of
appointment or status changes, designation codes, position titles,
occupation code, addresses, records of attendance, and other relevant
payroll information. Also includes automated Form 50 records.
Authority for maintenance of the system:
39 U.S.C. 401, 1003; 5 U.S.C. 8339
Purpose(s):
1. Information within the system is for handling all necessary payroll
functions and for use by employee supervisors for the performance of
their managerial duties.
2. To provide information to USPS management and executive personnel
for use in selection decisions and evaluation of training
effectiveness. These records are examined by the Selection Committee
and Regional Postmasters General.
3. To compile various lists and mailing lists, i.e., Postal Leader,
Women's Programs Newsletter, etc.
4. To support USPS Personnel Programs such as Executive Leadership,
Non-Bargaining Position Evaluations, Evaluations of Probationary
Employees, Merit Evaluations, Membership and Identification Listings,
Emergency Locator Listings, Mailing Lists, Women's Programs, and to
generate retirement eligibility information and analysis of employees
in various salary ranges.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
Listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Retirement Deduction--To transmit to the Office of Personnel
Management a roster of all USPS employees under Title 5 U.S.C. 8334,
along with a check.
2. Tax Information--To disclose to Federal, State and local government
agencies having taxing authority, pertinent records, relating to
individual employees, including name, home address, social security
number, wages and taxes withheld for other jurisdictions.
3. Unemployment Compensation Data--To reply to State Unemployment
Offices at the request of separated USPS employees.
4. Employee Address File--For W-2 tax mailings and postal mailings
such as Postal Life, Postal Leader, etc.
5. Salary payments and allotments to financial organizations--To
provide pertinent information to organizations receiving salary
payments or allotments as elected by the employee.
6. FICA Deductions--The Social Security Act requires that FICA
deductions be made for those employees not eligible to participate in
the Civil Service Retirement System or Federal Employees' Retirement
System (casuals). In addition, the Tax Equity and Fiscal
Responsibility Act of 1982 requires that contributions to the Medicare
program be deducted from all employees' earnings. (These statutes do
not apply to employees in the Trust Territories who are not U.S.
citizens.) Accordingly, records of earnings (i.e., W-2 information)
must be disclosed to the Social Security Administration in order that
it may account for funds received and determine individual's
eligibility for benefits. Information disclosed includes name,
address, SSN, wages paid subject to withholding, Federal, state, and
local income tax withheld, total FICA wages paid and FICA tax
withheld, occupational tax, life insurance premium and other
information as reported on an individual's W-2 form.
7. To determine eligibility for coverage and payment of benefits under
the Civil Service Retirement System, the Federal Employees' Retirement
System, the Federal Employees' Group Life Insurance Program and the
Federal Employees' Health Benefits Program and transfer related
records as appropriate.
8. To determine the amount of benefit due under the Civil Service
Retirement System, the Federal Employees' Retirement System, the
Federal Employees' Group Life Insurance Program and the Federal
Employees' Health Benefits Program and to authorize payment of that
amount and to transfer related records as appropriate.
9. To transfer to Office of Workers' Compensation Program. Veterans
Administration Pension Benefits Program, Social Security Old Age,
Survivor and Disability Insurance and Medicare Programs, military
retired pay programs, and Federal Civilian employee retirement systems
other than the Civil Service Retirement System or the Federal
Employees' Retirement System, when requested by that program, system,
or individual covered by this system, for use in determining an
individual's claim for benefits under such system.
10. To transfer earnings information under the Civil Service
Retirement System or the Federal Employees' Retirement System to the
Internal Revenue Service as required by the Internal Revenue Code of
1954, as amended.
11. To transfer information necessary to support a claim for life
insurance benefits under the Federal Employees' Group Life Insurance,
4 East 24th Street, New York, NY 10010-3602.
12. To transfer information necessary to support a claim for health
insurance benefits under the Federal Employees' Health Benefits
Program to a health insurance carrier or plan participating in the
program.
13. As a data source for management information for production of
summary descriptive statistics and analytical studies in support of
the function for which the records are collected and maintained, or
for related personnel management functions or manpower studies; may
also be utilized to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act or to locate specific individuals for
personnel research or other personnel management functions.
14. Certain information pertaining to Postal Supervisors may be
transferred to the National Association of Postal Supervisors.
15. To provide to the Office of Personnel Management (OPM)
approximately 19 data elements (including SSAN, DOB, service
computation date, retirement system, and FEGLI status) for use by
OPM's Compensation Group. Data collected are not for the purpose of
making determinations about specific individuals but are used only as
a means of ensuring the integrity of the active employee/annuitant
data systems and for analyzing and statistically projecting Federal
retirement and insurance system costs. The same data submission will
be used to produce summary statistics for reports of Federal
employment.
16. Records in this system are subject to review by an independent
certified public accountant during an official audit of Postal Service
finances.
17. May be disclosed to a Federal or State agency providing parent
locator services or to other authorized persons as defined by Pub. L.
93-647.
18. Disclosure of information about current or former postal employees
may be made to requesting states under approved computer matching
efforts in which either the Postal Service or the requesting State
acts as the matching agency, but limited to only those data elements
considered relevant to making a determination of employee
participation in and eligibility under unemployment insurance programs
administered by the States (and by those States to local governments);
to improving program integrity; and to collecting debts and
overpayments owed to those governments and their components.
19. To union-sponsored insurance carriers for the purpose of
determining eligibility for coverage and payment of benefits under
union-sponsored non-Federal insurance plans and transferring related
records as appropriate.
20. Disclosure of information about current or former postal employees
may be made to requesting Federal agencies or non-Federal entities
under approved computer matching efforts in which either the Postal
Service or the requesting entity acts as the matching agency, but
limited to only those data elements considered relevant to making a
determination of employee participation in and eligibility under
particular benefit programs administered by those agencies or entities
or by the Postal Service; to improving program integrity; and to
collecting debts and overpayments owed under those programs.
21. Disclosure of information about current or former postal employees
may be made, upon request, to the Department of Defense (DOD) under
approved computer matching efforts in which either the Postal Service
or DOD acts as the matching agency, but limited to those elements
necessary to identify postal employees who are Ready Reservists for
the purposes of updating DOD's listings of Ready Reservists and
reporting reserve status information to the Postal Service and the
Congress.
22. Disclosure of information about current or former postal employees
may be made to requesting Federal agencies or non-Federal entities
under approved computer matching efforts in which either the Postal
Service or the requesting entity acts as the matching agency, but
limited to only those data elements considered relevant to identifying
those employees who are absent parents owing child support obligations
and to collecting debts owed as a result thereof.
23. Disclosure of information about current or former postal employees
may be made on a semi-annual basis to the Department of Defense (DOD)
under approved computer matching efforts in which either the Postal
Service or DOD acts as the matching agency, but limited to only those
data elements considered relevant to identifying retired military
employees who are subject to restrictions under the Dual Compensation
Act as amended (5 U.S.C. 5532), and for taking subsequent actions to
reduce military retired pay or collect debts and overpayments, as
appropriate.
24. Disclosure of information about current or former postal employees
may be made to requesting Federal agencies under approved computer
matching efforts in which either the Postal Service or the requesting
entity acts as the matching agency. Disclosure will be limited to only
those data elements considered relevant to identify individuals who
are indebted to those agencies and to provide those individuals with
due process rights prior to initiating any salary offset, pursuant to
the Debt Collection Act.
25. Disclosure of information about current and former employees may
be made to the Selective Service System (SSS) under approved computer
matching efforts in which either the Postal Service or SSS acts as the
matching agency. Disclosure will be limited to only those data
elements considered relevant to identify individuals eligible for
registration under the Military Selective Service Act (50 U.S.C. App.
451 et seq.), to determine whether those individuals have complied
with registration requirements, and to enforce compliance when
necessary.
26. Disclosure of information about current or recently terminated
postal employees who live or work in Colorado may be made to Colorado
Bureau of Investigation under an approved computer matching program.
Disclosure will be limited to only those data elements which the
Postal Service considers necessary for identifying current or recently
terminated employees who habe been arrested for violations of law
which relate to postal offenses and/or suitability for continued
employment, or who are fugitives and for assisting State or local
agents to apprehend fugitives.
27. Disclosure of information about current or former postal employees
may be made to the Internal Revenue Service under computer matching
efforts, but limited only to those data elements considered relevant
to identifying individuals who owe delinquent federal taxes or
returns, and to collecting the unpaid taxes by levy on the salary of
those individuals pursuant to Internal Revenue Code.d
28. Records or information about group health plan coverage for career
and certain temporary employees who have been identified by Health
Care Financing Administration (HCFA) as being eligible for Medicare
benefits will be disclosed to HCFA, but disclosure will be limited to
that necessary to confirm coverage and determine whether Medicare is
the primary or secondary payer.
29. Disclosure of information about current or recently terminated
postal employees may be made to the Department of Transportation (DOT)
under computer matching efforts, but limited only to those data
elements considered relevant to identifying individuals who appear in
DOT's National Driver Register Problem Driver Pointer System. The
matching results will be used only to determine as a general matter
whether commercial license suspension information within the pointer
system would be beneficial in making selections of Postal Service
motor vehicle and tractor-trailer operator personnel and will not be
used for actual selection decisions.
30. Disclosure of information about current or former postal employees
may be made to the Internal Revenue Service under computer matching
efforts, but limited only to those data elements relevant to making a
determinations as to the proper reporting for income tax purposes of
an employee's wages, expenses, compensation, reimbursement, and taxes
withheld, and to taking corrective action as warranted.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms, magnetic tape, microforms, punched cards, computer
reports and card forms.
Retrievability:
Location, name and social security number.
Safeguards:
Records are contained in locked filing cabinets; are also protected by
computer passwords and tape library physical security.
Retention and disposal:
a. Leave Application Files (Absence Control) and Unauthorized
Overtime--Destroy when 2 years old.
b. Time and Attendance Records (Other than payroll) and local payroll
records--Destroy when 3 years old.
c. PDC records retention--contact PDC Payroll Office or Records
Office.
System manager(s) and address:
APMG, Department of the Controller, Washington, DC 20260-5200 and
APMG, Employee Relations Department, Washington, DC 20260-4200.
Notification procedure:
Request for information on this system of records should be made to
the head of the facility where employed giving full name and social
security number. Headquarters employees should submit requests to the
System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is furnished by employees, supervisors and the Postal
Source Data System.
USPS 050.040
System name: Finance Records--Uniform Allowance Program,
050.040.
System location:
Postal facilities employing personnel entitled to uniform allowances
and the Postal Data Center, St. Louis, MO.
Categories of individuals covered by the system:
USPS employees entitled to uniform allowances.
Categories of records in the system:
Name, social security number, designation code, account balance and
pay location; invoices, bills, related correspondence and control
documents.
Authority for maintenance of the system:
39 U.S.C. 1206.
Purpose(s):
To fund the procurement of uniforms.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
Certain information may be furnished to a duly licensed uniform vendor
from whom individual employees have made purchases for the purpose of
accounting for payments.
2. Records in this system are subject to review by an independent
certified public accountant during an official audit of Postal Service
finances.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms, microfilm and magnetic tape.
Retrievability:
Social security number.
Safeguards:
Forms are kept in file cabinets and magnetic tape and microfilm are
subject to Computer Center access control.
Retention and disposal:
a. Post Office Case File--Destroy 3 years from date the employee
leaves Postal Service or is no longer in a bargaining unit.
b. PDC Card File--Destroy 6 months after each Accounting Period.
c. PDC Pay Listing and Machine Readable Records--Destroy 6 years and 3
months from date of listing.
System manager(s) and address:
APMG Department of the Controller, Headquarters, Washington, DC 20260-
5200.
Notification procedure:
Correspond with the head of the facility where employed, furnishing
name and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Payroll system and Postmasters have input to this system of records.
USPS 060.010
System name: Consumer Protection Records--Fraud, False
Representation, Lottery and Non-Mailability Case Records, 060.010.
System location:
Consumer Protection Division, Law Department, USPS Headquarters.
Categories of individuals covered by the system:
Complainants; respondents and opposing parties in proceedings
initiated pursuant to 39 U.S.C. 3001, 3002 and 3005 concerning the
sending of false representations, lotteries or non-mailable matter
through the mails; postal attorneys; attorneys representing parties;
subjects of investigation and assigned Postal Inspectors.
Note.--In many cases, respondents are business firms not covered by
the Privacy Act.
Categories of records in the system:
Complaints, pleadings, motions, orders, hearing transcripts,
adjudications, investigative reports, exhibits, documentary evidence,
witness statements, appeals, briefs, memoranda of law, consent
agreements, orders directing detention of mail correspondence,
decisions and other documents pertaining to administrative proceedings
and litigation involving false representation, mailability and
lotteries.
Authority for maintenance of the system:
39 U.S.C. 3001, 3002, 3005, 3007, 3012; 18 U.S.C. 1301; 39 CFR parts
952, 953.
Purpose(s):
Used by consumer protection attorneys to investigate and enforce
postal statutes concerning false representation, lottery and
mailability; to represent the Postal Service in formal administrative
proceedings before the Judicial Officer Department and in civil
litigation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Copies of initial, tentative and final decisions are maintained in
the Postal Service Library for public inspection and copying.
2. Official records of administrative proceedings are maintained by
the Recorder of the Judicial Officer Department for public inspection.
3. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
4. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders. Abbreviated summary and
identifying information pertaining to each case is maintained in case
file docket binders and on magnetic tape or disk in automated office
equipment. Copies of decisions are maintained for public inspection in
the Headquarters Library. Official records of proceedings are
maintained by the Recorder of the Judicial Officer Department.
Retrievability:
Alphabetically by name of respondent, and numerically by sequential
docket number.
Safeguards:
Records are stored in lockable file cabinets under the general
scrutiny of Postal Service attorneys. Access to computer data is
restricted to personnel having an official need for access.
Retention and disposal:
Case files are moved to an inactive file 3 years after completion of
action, and disposed of 20 years from date of completion. Case file
dockets are destroyed 20 years after the destruction of the case files
to which they pertain.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
above SYSTEM MANAGER. Inquiries should contain full name, name by
which respondent in proceeding may have been designated; and
approximate time period in which proceedings may have been initiated.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
Complaints, correspondence between parties involved and Postal
Inspection Service investigative reports.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 060.020
System name: Consumer Protection Records Pandering Act
Prohibitory Orders, 060.020.
System location:
Consumer Protection Division, Law Department, Headquarters; Mail
Classification Centers; Regional Counsel Offices, Regional
Headquarters; and Field Divisions.
Categories of individuals covered by the system:
Persons requesting orders prohibiting the sending of sexually oriented
advertisements, and the mailers against whom such orders are issued.
Note.--In most cases, the mailers of advertising material are business
firms not covered by the Privacy Act.
Categories of records in the system:
Applications for prohibitory orders, the mail piece upon which a
request is predicated, issued orders, the registered mail receipt
signed by mailer against whom order was issued, applications for the
enforcement of prohibitory orders, pleadings, exhibits, briefs,
investigative reports, hearing transcripts, material documents from
Postmaster's case file, initial, tentative and final decisions, and
appeals.
Authority for maintenance of the system:
39 U.S.C. 3008, 3010; 39 CFR parts 916, 963.
Purpose(s):
To process requests for orders prohibiting the sending of pandering
advertisements through the mails and to determine whether violations
of such orders have occurred. Used by Consumer Protection Division and
Regional Counsel to investigate violations of postal pandering and
sexually oriented advertisement statutes; to represent the Postal
Service in administrative proceedings before the Judicial Officer
Department; and to seek court enforcement of prohibitory orders.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Records may be used to provide mailers of sexually oriented
advertisements with a list of individuals who do not wish to receive
such material.
2. Copies of initial, tentative and final decisions are maintained in
the Postal Service Library for public inspection and copying.
3. Official records of administrative proceedings are maintained by
the Recorder of the Judicial Officer Department for public inspection.
4. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
5. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders. Abbreviated information is
stored in log books and on magnetic tape or disk in automated office
equipment. Copies of decisions are maintained for public inspection in
the Headquarters Library. Official records of proceedings are
maintained by the Recorder of the Judicial Officer Department.
Retrievability:
By prohibitory order number or by name of person requesting order.
Safeguards:
Case files are stored in lockable file cabinets under the general
scrutiny of Postal Service attorneys. Access to computer data is
restricted to personnel having an official need for access.
Retention and disposal:
a. Case Files--Retained for 5 years following issuance of order or
last application for enforcement.
b. Log Books--Disposed of 5 years from date of last entry.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
System Manager. Inquiries should contain full name and address of the
person requesting the prohibitory order.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means of collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
Persons requesting prohibitory orders.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 060.030
System name: Consumer Protection Records--Appeals Involving Mail
Withheld from Delivery, 060.030.
System location:
Consumer Protection Division, Law Department, USPS Headquarters;
Inspection Service.
Categories of individuals covered by the system:
Individuals who appeal on account of the withholding of their mail and
attorneys representing such persons.
Note.--Business firm customers are not covered by the Privacy Act.
Categories of records in the system:
Original correspondence regarding the withholding of mail from
delivery; records that document the withholding; investigative
reports; evidence of delivery or attempted delivery of notices;
petitions; pleadings, notes and legal memoranda; discovery documents;
briefs; settlement agreements; decisions, appeals and orders.
Authority for maintenance of the system:
39 U.S.C. 204, 401, 3003, 3004; 18 U.S.C. 1302, 1341 and 1342; 39 CFR
part 964.
Purpose(s):
To enable the General Counsel to represent the Postal Service in
administrative proceedings before the Judicial Officer Department in
which customers petition for review of cases in which the Inspection
Service has withheld mail from delivery pursuant to 39 U.S.C. 3003 or
3004.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other
routine uses are as follows:
1. Copies of initial, tentative and final decisions are maintained in
the Postal Service Library for public inspection and copying.
2. Official records of administrative proceedings are maintained by
the Recorder of the Judicial Officer Department for public inspection.
3. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
4. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Appeal case records are stored in paper folders, filed chronologically
by date of closing. Abbreviated information, such as case name and
other identifying data, is stored on index cards, filed alphabetically
by case name, and on magnetic tape or disk in automated office
equipment.
Retrievability:
By Postal Service docket number and by name of individual whose mail
has been withheld from delivery.
Safeguards:
Records are maintained in lockable filing cabinets under the general
scrutiny of Postal Service attorneys. Access to computer data is
restricted to personnel having an official need for access.
Retention and disposal:
Appeal case records are destroyed one year after final disposition of
case. Index cards are destroyed six months after final disposition of
case.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
System Manager. Inquiries should contain full name and address of the
person whose mail has been withheld and the approximate date of such
withholding.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.-- Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
Individuals whose mail has been withheld from delivery, and their
attorneys; Inspection Service investigative reports; witnesses.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 060.040
System name: Consumer Protection Records--Appeals from
Termination of Post Office Box or Caller Service, 060.040.
System location:
Consumer Protection Division, Law Department, USPS Headquarters; Post
Offices.
Categories of individuals covered by the system:
Individuals who appeal from the refusal to provide, or involuntary
termination of, post office box or caller service and attorneys
representing such persons.
Note.--Business firm customers are not covered by the Privacy Act.
Categories of records in the system:
Original correspondence regarding denial or termination of post office
box or caller service; records that document involuntary termination;
investigative reports; evidence of delivery or attempted delivery of
notices; petitions; pleadings, notes and legal memoranda; briefs;
settlement agreements; decisions, appeals and orders.
Authority for maintenance of the system:
39 USC 401, 404(A)(1); 39 CFR part 958; Domestic Mail Manual, Parts
951, 952.
Purpose(s):
To enable the General Counsel to represent the Postal Service in
administrative proceedings before the Judicial Officer Department in
which customers petition for review of postmaster determinations to
refuse or terminate post office box or caller service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Appeal case records are stored in paper folders, filed chronologically
by date of closing. Abbreviated information, such as case name and
other identifying data, is stored on index cards, filed alphabetically
by case name, and on magnetic tape or disk in automated office
equipment.
Retrievability:
By Postal Service docket number and by name of individual whose
service has been refused or terminated.
Safeguards:
Records are maintained in lockable filing cabinets under the general
scrutiny of Postal Service attorneys. Access to computer data is
restricted to personnel having an official need for access.
Retention and disposal:
Appeal case records are destroyed one year after final disposition of
case. Index cards are destroyed six months after final disposition of
case.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
System Manager. Inquiries should contain full name and address of the
person whose service has been terminated and the approximate time
period of its termination.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
Individuals whose post office box or caller service has been
terminated, and their attorneys; reports of postmasters; Inspection
Service investigative reports.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding is exempt from
individual access pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 070.010
System name: Inquiries and Complaints--Correspondence Files of
the Postmaster General, 070.010.
System location:
Office of the Postmaster General, USPS Headquarters.
Categories of individuals covered by the system:
USPS employees and Postal Service customers who have corresponded with
the Office of the Postmaster General.
Categories of records in the system:
General correspondence including correspondent's name, address, nature
of inquiry, and response.
Authority for maintenance of the system:
39 USC 401.
Purpose(s):
To maintain reference to letters from persons communicating with the
Postmaster General.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: General routine use
statements A, B, C, D, E, F, G, H, J, K, L, and M listed in the
Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses
are as follows:
1. Periodically transferred to custody of National Archives and
Records Administration (NARA) for keeping as historical documentation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original typed, printed, or handwritten form.
Retrievability:
Individual's name, chronologically and subject.
Safeguards:
Records are maintained in locked filing cabinets under scrutiny of
PMG's secretary and in secured locked storage room with limited
access.
Retention and disposal:
a. Permanent Subject Files--Transfer to a Federal Records Center when
4 years old. Offer to NARA in 5-year blocks when the latest records
are 20 years old.
b. Temporary Subject Files--Destroy when 4 years old.
System manager(s) and address:
Postmaster General, Headquarters, Washington, DC 20260-0010.
Notification procedure:
Inquiries should be addressed to the SYSTEM MANAGER and should contain
full name, date of letter, and subject.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Persons communicating with the Postmaster General.
USPS 070.020
System name: Inquiries and Complaints--Government Officials'
Inquiry System 070.020.
System location:
Government Relations Department, USPS Headquarters.
Categories of individuals covered by the system:
Employees, former employees, applicants for employment, contractors,
lessors, and customers who have written to nonpostal government
officials, congressmen and other government officials corresponding
with the USPS in behalf of postal customers/employees and various
individuals to whom Postal Service announcements/greetings are
directed.
Categories of records in the system:
Information stemming from correspondence described above, and lists of
individuals for announcements/greetings.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To provide USPS officials with the means of responding to inquiries
from and/or for other government officials and to serve as a workload
reporting system for which a description appears as USPS 170.010.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
(For records received before December 31, 1986): Original, typed,
printed, or handwritten form and on magnetic tape/disk and computer
printouts. (For records received after January 1, 1987): Optical disk,
magnetic tape/disk, and computer printouts.
Retrievability:
Subject category as derived from correspondence and the name of the
inquirer and/or official inquiring in his/her behalf.
Safeguards:
All records not in storage at a GSA Federal Records Center are
maintained on computer-readable media in a secured data processing
facility.
Retention and disposal:
Paper records are maintained for four years and then destroyed by
shredding; optical disk/magnetic tape/disk records are kept for three
years and then erased.
System manager(s) and address:
APMG, Government Relations Department, USPS Headquarters, Washington,
DC 20260-3500.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the System
manager.
Inquiries should contain full name, the name of the government
official to whom he or she wrote, the nature of the inquiry and the
approximate date.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Nonpostal government officials.
USPS 070.040
System name: Inquiries and Complaints--Customer and Employee
Complaint Records, 070.040.
System location:
Consumer Advocate and Human Resources, Postal Service Headquarters;
districts; post offices; the Information Service Center at St. Louis,
MO; and contractor sites.
Categories of individuals covered by the system:
Postal Service customers and employees who have contacted the Postal
Service with a suggestion or a problem.
Categories of records in the system:
Complaining individual's name and address; , nature of the inquiry or
complaint; assessment of concerns, findings, and recommendations; and
resolution of same. Includes general correspondence and Consumer
Service Cards about individuals' complaints/inquiries.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To process Postal Service customer and employee concerns and inquiries
regarding mail services and other issues relating to the Postal
Service..
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Typed, printed, handwritten or computer- printed form, microfilm,
magnetic tape, and worn optical disk.
Retrievability:
For correspondence and computerized complaint cards, by chronological
sequence within subject category as derived from correspondence and
the name of inquirer or complainant. Human Resources'records may also
be retrieved by work location. For hard copy complaint cards,
chronological by retrieval code and preprinted complaint card serial
number.
Safeguards:
These are restricted files and are to be maintained in locked file
cabinets in secured facilities, with access limited to personnel
having an official need. Automated records are protected through
computer password security.
Retention and disposal:
Records of referrals to Human Resources: Destroy 3 year after
resolution of problem.
Other inquiry/complaint records: Destroy 1 year after resolution of
problem.
System manager(s) and address:
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260-4200.
Vice President and Consumer Advocate, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260-2200.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records must address inquiries to the same facility
to which they submitted their complaint. Inquiries concerning
complaint cards must contain the date and card serial number.
Record access procedures:
Requests for access must be made in accordance with the Notification
Procedure above and the Postal Service Privacy Act regulations
regarding access to records and verification of identity under 39 CFR
266.6.
Contesting record procedures:
See Notification Procedure and Record Access Procedures above.
Record source categories:
Postal Service customers and employees.
Systems exempted from certain provisions of the Act:
Records of information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access under 5 U.S.C. 552a(d)(5). In addition, the
Postal Service has claimed exemptions from certain provisions of the
Act for several of its other systems of records as permitted by 5
U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of
exempt records from those other systems are incorporated into this
system, the exemptions applicable to the original primary system must
continue to apply to the incorporated records.
USPS 080.010
System name: Inspection Requirements--Investigative File
System, 080.010.
System location:
Office of the (1) Chief Postal Inspector, Headquarters; (2) Regional
Chief Postal Inspector (five regions); and (3) Inspector-in-Charge (39
divisions).
Categories of individuals covered by the system:
a. Subjects of investigations, unsolicited information, surveillance;
complainants, informants, witnesses; and other persons related to
investigations.
b. Applicants and current and former Postal Service personnel and
contractors and persons providing information related to employment
suitability checks on those individuals.
c. Applicants for and appointees to sensitive positions in the Postal
Service and persons providing information related to security
clearance checks on those individuals.
Categores of records in the system:
Information within this system relates to Inspection Service
investigations carried out in accordance with applicable policies,
regulations, procedures, and statutes. The investigations may relate
to criminal, civil, or administrative matters, including personnel
suitability and security clearance. Generally, investigative case
files are physically located in the responsible Inspection Service
division or regional Headquarters. These files may contain
investigative reports, background data including arrest records,
statements of informants and witnesses, laboratory reports of evidence
analysis, search warrants, summons and subpoenas, and other
information related to the investigation. Personal data in the system
may include fingerprints, handwriting samples, reports of confidential
informants physical identifying data, voiceprints, polygraph tests,
photographs, and individual personnel and payroll information.
Inspection Service database systems contain additional or summary
duplicative case file and other information in support of
investigations. In addition, Inspection Service divisions maintain
reference files and indexes, as needed, for quick access in day-to-day
operations.
The specific authority for the postal Inspection Service to
investigate postal offenses and civil matters relating to the Postal
Service is conferred at 39 U.S.C. 404(a)(7), 18 U.S.C. 3061, and 5
U.S.C. App 3. In the exercise of that authority, the Inspection
Service conducts investigations pursuant to the following Federal
statutes and administrative rules which are not intended to be all-
inclusive. Although other Federal agencies may have primary
investigative jurisdiction over some of the statutes listed, the
Inspection Service applies those statutes for cases involving postal
personnel or property or as authorized by the Attorney General of the
United States (18 U.S.C. 3061(b)(2)). These are the primary statutes
that impact the Postal Inspection Service, but an investigation may
involve statutes not listed.
1. False Representations; Lotteries. Where any person is engaging in
conducting a scheme or device for obtaining money or property through
the mail by means of false representations or is conducting a lottery,
the Postal Service may issue an order to return such mail to the
sender (Title 39, United States Code, Section 3005).
2. Detention of Mail for Temporary Periods. Relates to violations of
39 U.S.C. 3005 and 3006. The U.S. District Court may issue a temporary
restraining order and preliminary injunction directing the detention
of defendant's incoming mail (Title 39, United States Code, Section
3007).
3. Mailing of Sexually Oriented Advertisements (SOA). Permits
customers to file a statement with the Postal Service that they do not
want to receive SOAs; a mailer who sends that person unsolicited SOA
may be subject to civil and criminal sanctions penalties under 39
U.S.C. 3011 and 18 U.S.C. 1735-37 (Title 39, United States Code,
Section 3010).
4. Circulars and Rewards. Covers authorization and procedures (Title
39, Code of Federal Regulations, section 233.2).
5. Mail Covers. Covers policy, authorization and review procedures for
mail covers; an investigative technique by which a record is made of
any data appearing on outside cover of mail matter (Title 39, Code of
Federal Regulations, section 233.3).
6. Withdrawal of Mail Privileges. Applies to false representation and
lottery orders and fictitious name or address orders (Title 39, Code
of Federal Regulations, section 233.4).
7. Requesting Financial Records from a Financial Institution. Covers
purpose, authorization and procedures (Title 39, Code of Federal
Regulations, section 233.5).
8. Test Purchases Under 39 U.S.C. 3005(e). Covers authorization and
procedures (Title 39, Code of Federal Regulations, section 233.6).
9. Conduct on Postal Property. Covers posted regulations governing
conduct on postal property (Title 39, Code of Federal Regulations,
section 232.1).
10. Responsibility for the Protection of Post Offices. Designates
Chief Postal Inspector as Security Officer (Title 39, Code of Federal
Regulations, section 231.1).
11. Internal Financial Audits. The Postal Service shall maintain an
adequate internal audit of the financial transactions of the Postal
Service (Title 39, United States Code, Section 2008(b)).
12. Principals. Applies to aiding and abetting (Title 18, United
States Code, Section 2).
13. Special Maritime and Territorial Jurisdiction of the United States
defined. Applies to certain USPS facilities that fall under this
jurisdiction (Title 18, United States Code, Section 7).
14. Obligations or Other Security of the United States defined.
Includes stamps and money orders (Title 18, United States Code,
Section 8).
15. Laws of States Adopted for Areas Within Federal Jurisdiction.
Makes states statutes applicable on federal properties when no federal
law exists (Title 18, United States Code, Section 13).
16. Destruction of Aircraft or Aircraft Facilities. Applies to mailed
explosive devices that result in such destruction (Title 18, United
States Code, Section 32).
17. Destruction of Motor Vehicles or Motor Vehicle Facilities. Applies
to mailed explosive devices that result in such destruction (Title 18,
United States Code, Section 33).
18. Imparting or Conveying False Information. Prohibits the giving of
false information concerning crimes (Title 18, United States Code,
Section 35).
19. Importation or Shipment of Injurious Mammals, Birds, Fish
(including Mollusks and Crustacea), Amphibia, and Reptiles; Permits,
Specimens for Museums; Regulations. Applies to USPS when such items
are mailed (Title 18, United States Code, Section 42).
20. Transportation of Water Hyacinths. Applies to USPS when such items
are mailed (Title 18, United States Code, Section 46).
21. Arson Within Special Maritime and Territorial Jurisdiction.
Applies to arson of USPS facilities within this jurisdiction (Title
18, United States Code, Section 81).
22. Assaulting, Resisting or Impeding Certain Officers or Employees.
Applies to USPS employees (Title 18, United States Code, Section 111).
23. Assaults Within Maritime and Territorial Jurisdiction. Applies to
certain USPS facilities (Title 18, United States Code, Section 113).
24. Maiming Within Maritime and Territorial Jurisdiction. Applies to
certain USPS facilities (Title 18, United States Code, Section 114).
25. Influencing, Impeding, or Retaliating Against a Federal Official
by Threatening or Injuring a Family Member. Applies to USPS employees
(Title 18, United States Code, Section 115).
26. Bribery of Public Officials and Witnesses. Applies to USPS
employees (Title 18, United States Code, Section 201).
27. Compensation to Members of Congress, Officers, and Others in
Matters Affecting the Government. Applies to USPS employees (Title 18,
United States Code, Section 203).
28. Activities of Officers and Employees in Claims Against and Other
Matters Affecting the Government. Prohibits certain activities by USPS
employees in regard to making claims against the USPS (Title 18,
United States Code, Section 205).
29. Disqualification of Former Officers and Employees;
Disqualification of Partners of Current Officers and Employees. Covers
post-employment and partnership restrictions applicable to USPS (Title
18, United States Code, Section 207).
30. Acts Affecting a Personal Financial Interest. Prohibits USPS
employees from making official decisions which impact personal
finances (Title 18, United States Code, Section 208).
31. Salary of Government Officials and Employees Payable Only by
United States. Applies to USPS employees who are prohibited from
receiving outside salary supplements (Title 18, United States Code,
Section 209).
32. Offer Procure Appointive Public Office. Prohibits influence in
USPS appointments (Title 18, United States Code, Section 210).
33. Acceptance or Solicitation to Obtain Appointive Public Office.
Prohibits improper influence in USPS appointments (Title 18, United
States Code, Section 211).
34. Void Transactions in Violation of Chapter; Recovery by the United
States. Allows recovery by USPS for violations of 18 U.S.C. 201-211
(Title 18, United States Code, Section 218).
35. Civil Disorders. Applies to unlawful conduct by USPS employees who
engage in violence (Title 18, United States Code, Section 231).
36. Taking or Using Papers Relating to Claims. Applies to USPS (Title
18, United States Code, Section 285).
37. Conspiracy to Defraud the Government with Respect to Claims.
Applies to USPS (Title 18, United States Code, Section 286).
38. False, Fictitious or Fraudulent Claims. Applies to USPS (Title 18,
United States Code, Section 287).
39. False Claims for Postal Losses. Prohibits false claims by USPS
patrons (Title 18, United States Code, Section 288).
40. Conspiracy to Commit Offense or Defraud United States. Enforced by
USPS in regard to any crime under investigation (Title 18, United
States Code, Section 371).
41. Conspiracy to Impede or Injure Officer. Applies to conspiracies
against USPS employees (Title 18, United States Code, Section 372).
42. Solicitation to Commit a Crime of Violence. Applies to any violent
crime against USPS (Title 18, United States Code, Section 373).
43. Officer or Employee Contracting with Member of Congress. Prohibits
USPS employees from contracting with Congress (Title 18, United States
Code, Section 432).
44. Mail Contracts. Prohibits USPS employees from being interested in
USPS contracts (Title 18, United States Code, Section 440).
45. Postal Supply Contracts. Prohibits USPS employees from being
interested in or fixing bids for postal supply contracts (Title 18,
United States Code, Section 441).
46. Contractors' Bonds, Bids and Public Records. Concerns false
mailing of above for purpose of defrauding USPS (Title 18, United
States Code, Section 494).
47. Contracts, Deeds, and Powers of Attorney. Concerns false mailing
of above to defraud USPS (Title 18, United States Code, Section 495).
48. Money Orders. Covers a variety of prohibited conduct related to
money orders (Title 18, United States Code, Section 500).
49. Postage Stamps, Postage Meter Stamps, and Postal Cards. Covers a
variety of prohibited conduct related to these matters (Title 18,
United States Code, Section 501).
50. Postage and Revenue Stamps of Foreign Governments. Covers forgery
of foreign postage (Title 18, United States Code, Section 502).
51. Postmarking Stamps. Covers forgery or counterfeit postmarks and
postmarking equipment (Title 18, United States Code, Section 503).
52. Printing and Filming of United States and Foreign Obligations and
Securities. Covers reproduction of postage stamps (Title 18, United
States Code, Section 504).
53. Seals of Departments or Agencies. Covers certain prohibited
conduct in regard to USPS seals (Title 18, United States Code, Section
506).
54. Transportation Requests of Government. Covers certain prohibited
conduct in regard to USPS Government Transportation Requests (Title
18, United States Code, Section 508).
55. Forging Endorsements on Treasury Checks or Bonds or Securities of
the United States. Involves stolen Treasury checks (Title 18, United
States Code, Section 510).
56. Smuggling Goods into the United States. Self-explanatory (Title
18, United States Code, Section 545).
57. Smuggling Goods Into Foreign Counties. Self-explanatory (Title 18,
United States Code, Section 546).
58. Making Political Contributions. Applies to USPS employees (Title
18, United States Code, Section 603).
59. Public Money, Property or Records. Covers theft or embezzlement by
USPS employees and outsiders of USPS property (Title 18, United States
Code, Section 641).
60. Tools and Materials for Counterfeiting Purposes. Self-explanatory
(Title 18, United States Code, Section 642).
61. Accounting Generally for Public Money. Covers the accountability
of USPS employees for public funds (Title 18, United States Code,
Section 643).
62. Custodians, Generally, Misusing Public Funds. Covers misuse of
USPS funds by USPS officers (Title 18, United States Code, Section
648).
63. Custodians Failing to Deposit Moneys; Persons Affected. Covers
misuse of public funds (USPS) by any person charged with safekeeping
(Title 18, United States Code, Section 649).
64. Disbursing Officer Misusing Public Funds. Covers misuse of public
funds by USPS disbursing officers (Title 18, United States Code,
Section 653).
65. Officer or Employee of United States Converting Property of
Another. Covers USPS employees who do this (Title 18, United States
Code, Section 654).
66. Within Special Maritime and Territorial Jurisdiction. Covers theft
within certain USPS facilities (Title 18, United States Code, Section
661).
67. Receiving Stolen Property Within Special Maritime and Territorial
Jurisdiction. Covers certain USPS facilities (Title 18, United States
Code, Section 662).
68. Solicitation or Use of Gifts. Covers solicitation of personal
gifts under official guise by USPS employees (Title 18, United States
Code, Section 663).
69. Official Badges, Identification Cards, Other Insignia. Covers
likenesses of USPS official insignia or I.D. (Title 18, United States
Code, Section 701).
70. Explosive and Destructive Devices. Applies to statutes used in
conjunction with mailed bombs and infernal devices (Title 18, United
States Code, Section 841 and 842).
71. Threats Against President and Successors to the Presidency.
Applies to when such threat is mailed (Title 18, United States Code,
Section 871).
72. Extortion by Officers or Employees of the United States. Includes
extortion by USPS employees (Title 18, United States Code, Section
872).
73. Blackmail. Applies to when threat and demand is mailed (Title 18,
United States Code, Section 873).
74. Kickbacks from Public Works Employee. Applies to USPS employees
(Title 18, United States Code, Section 874).
75. Mailing Threatening Communications. Covers extortion by mail
(Title 18, United States Code, Section 876).
76. Mailing Threatening Communications From Foreign Country. Covers
extortion by mail deposited in a foreign country addressed to United
States (Title 18, United States Code, Section 877).
77. Officer or Employee of the United States. Covers false personation
of postal employee (Title 18, United States Code, Section 912).
78. Unlawful Acts. Covers various firearm laws in which USPS
investigates mail violations of these regulations (Title 18, United
States Code, Section 922).
79. Civil Forfeiture. Makes property involved in transaction in
violation of law subject to civil forfeiture (Title 18, United States
Code, Section 981).
80. Criminal Forfeiture. Makes property involved in transaction in
violation of law subject to criminal forfeiture (Title 18, United
States Code, Section 982).
81. Statements or Entries Generally. Covers false statements or
entries by USPS employees (Title 18, United States Code, Section
1001).
82. Possession of False Papers to Defraud United States. Covers USPS
as agency of U.S. (Title 18, United States Code, Section 1002).
83. Bank Entries, Reports, and Transactions. Covers unauthorized or
fraudulent bank entries, reports, or transactions by employees of
Federal Reserve bank, or member, national or insured bank (Title 18,
United States Code, Section 1005).
84. Official Certificates or Writings. Covers false official writings
by USPS employees (Title 18, United States Code, Section 1018).
85. Fraud and Related Activity in Connection with Identification
Documents. Self-explanatory. USPS has primary jurisdiction over mailed
documents (Title 18, United States Code, Section 1028).
86. Fraud and Related Activity in Connection with Access Devices.
Self-explanatory. USPS investigates fraud relating to mailed devices
(Title 18, United States Code, Section 1029).
87. Fraud and Related Activity in Connection with Computers. Self-
explanatory. USPS investigates fraud relating to USPS (Title 18,
United States Code, Section 1030).
88. Murder. Self-explanatory. USPS investigates murder in postal
facilities under special territorial jurisdiction (Title 18, United
States Code, Section 1111).
89. Manslaughter. Self-explanatory. USPS investigates manslaughter
violations in postal facilities under special territorial jurisdiction
(Title 18, United States Code, Section 1112).
90. Attempt to Commit Murder or Manslaughter. Self-explanatory. USPS
investigates violations in postal facilities under special territorial
jurisdiction (Title 18, United States Code, Section 1113).
100. Protection of Officers and Employees of the United States. Covers
USPS employees (Title 18, United States Code, Section 1114).
101. Conspiracy to Murder. Applies when such actions involve USPS
employees and certain facilities (Title 18, United States Code,
Section 1117).
102. Kidnapping. Applies when such actions involve USPS officers and
employees (Title 18, United States Code, Section 1201).
103. Ransom Money. Covers ransom under Section 1201 (Title 18, United
States Code, Section 1202).
104. Hostage Taking. Applies when such actions involve USPS employees
(Title 18, United States Code, Section 1203).
105. Lotteries. Covers any lottery activity by mail investigated by
USPS (Title 18, United States Code, Sections 1301, 1302, 1303, 1305,
1306, 1307).
106. Frauds and Swindles. Covers mail fraud (Title 18, United States
Code, Section 1341).
107. Fictitious Name or Address. Concerns false name or address filed
with USPS (Title 18, United States Code, Section 1342).
108. Fraud by Wire, Radio or Television. Self-explanatory. Can be used
in conjunction with a mail fraud prosecution (Title 18, United States
Code, Section 1343).
109. Bank Fraud. Self-explanatory. Can be used in conjunction with
mail fraud prosecution (Title 18, United States Code, Section 1344).
110. Injunctions Against Fraud. Self-explanatory. Can be used in mail
fraud cases (Title 18, United States Code, Section 1345).
111. Government Property or Contracts. Covers malicious mischief
against USPS (Title 18, United States Code, Section 1361).
112. Buildings or Property Within Special Maritime and Territorial
Jurisdiction. Covers destruction or injury of USPS buildings in this
category (Title 18, United States Code, Section 1363).
113. Mailing Obscene or Crime-Inciting Matter. Covers mailed
pornography or other vile material (Title 18, United States Code,
Section 1461).
114. Importation or Transportation of Obscene Matters. Covers mailed
items originating outside the United States (Title 18, United States
Code, Section 1462).
115. Mailing Indecent Matter on Wrappers or Envelopes. Covers visible
mailed obscene material (Title 18, United States Code, Section 1463).
116. Transportation of Obscene Matters for Sale or Distribution.
Covers mailed items (Title 18, United States Code, Section 1465).
117. Criminal Forfeiture. Covers obscene material (Title 18, United
States Code, Section 1467).
118. Assault on Process Service. Covers USPS Inspectors (Title 18,
United States Code, Section 1501).
119. Influencing or Injuring Officer or Juror Generally. Covers mailed
communications (Title 18, United States Code, Section 1503).
120. Obstruction of Proceedings Before Departments, Agencies, and
Committees. Covers mailed threats and communications (Title 18, United
States Code, Section 1505).
121. Obstruction of Criminal Investigations. Covers USPS
investigations (Title 18, United States Code, Section 1510).
122. Obstruction of State or Local Law Enforcement. Self-explanatory
(Title 18, United States Code, Section 1511).
123. Tampering with a Witness, Victim or an Informant. Self-
explanatory (Title 18, United States Code, Section 1512).
124. Retaliating Against a Witness, Victim or an Informant. Self-
explanatory (Title 18, United States Code, Section 1513).
125. Laws Governing Postal Savings. Protects public moneys conveyed by
mail (Title 18, United States Code, Section 1691).
126. Foreign Mail as United States Mail. Treats foreign mail as U.S.
Mail for the purpose of law while transported in the U.S. (Title 18,
United States Code, Section 1692).
127. Carriage of Mail Generally. Concerns Carriage of letters contrary
to law (Title 18, United States Code, Section 1693).
128. Carriage of Matter Out of Mail Over Post Routes. Covers letters
on which postage has not been paid (Title 18, United States Code,
Section 1694).
129. Carriage of Matter Out of Mail on Vessels. Covers letters on
which postage has not been paid (Title 18, United States Code, Section
1695).
130. Private Express for Letters and Packets. Covers private carriage
of letters (Title 18, United States Code, Section 1696).
131. Transportation of Persons Acting as Private Express. Covers a
carrier assisting a private express carrier (Title 18, United States
Code, Section 1697).
132. Prompt Delivery of Mail from Vessel. Concerns timely delivery of
letters to post office by vessels passing between ports or places in
US (Title 18, United States Code, Section 1698).
133. Certification of Delivery from Vessel. Concerns certification by
officer of vessel of delivery of letters to post office (Title 18,
United States Code, Section 1699).
134. Desertion of Mails. Concerns USPS employee deserting mail in its
custody (Title 18, United States Code, Section 1700).
135. Obstruction of Mails Generally. Concerns obstructing or retarding
passage of mail (Title 18, United States Code, Section 1701).
136. Obstruction of Correspondence. Prohibits the taking of any mail
for the purpose of obstruction or to pry into the secrets of another
(Title 18, United States Code, Section 1702).
137. Delay or Destruction of Mail or Newspapers. Prohibits delaying,
destruction or opening of mail before delivery (Title 18, United
States Code, Section 1703).
138. Keys or Locks Stolen or Reproduced. Prohibits theft, unauthorized
possession or reproduction of certain USPS keys and locks (Title 18,
United States Code, Section 1704).
139. Destruction of Letter Boxes or Mail. Prohibits destruction of
vandalizing of mail receptacles (Title 18, United States Code, Section
1705).
140. Injury to Mail Bags. Prohibits breaking into mail bags with
intent to steal or render insecure (Title 18, United States Code,
Section 1706).
141. Theft of Property Used by Postal Service. Prohibits theft or
appropriation of USPS property (Title 18, United States Code, Section
1707).
142. Theft or Receipt of Stolen Mail Matter Generally. Prohibits theft
or unauthorized possession of mail before delivery (Title 18, United
States Code, Section 1708).
143. Theft of Mail Matter by Officer or Employee. Prohibits theft or
unauthorized possession of mail before delivery by USPS employees
(Title 18, United States Code, Section 1709).
144. Theft of Newspapers. Prohibits theft of newspaper from mail by
USPS employees (Title 18, United States Code, Section 1710).
145. Misappropriation of Postal Funds. Prohibits unauthorized use or
theft of funds by USPS employees (Title 18, United States Code,
Section 1711).
146. Falsification of Postal Returns to Increase Compensation.
Prohibits USPS employees from making false entries to increase their
compensation (Title 18, United States Code, Section 1712).
147. Issurnace of Money Orders Without Payment. Prohibits USPS
employees from issuing money orders without having previously received
payment therefore (Title 18, United States Code, Section 1713).
148. Foreign Divorce Information as Nonmailable. Prohibits the mailing
of foreign divorce information (Title 18, United States Code, Section
1714).
149. Firearms as Nonmailable. Prohibits mailing of concealable
firearms except between certain individuals (Title 18, United States
Code, Section 1715).
150. Injurious Articles as Nomailable. Prohibits a wide variety of
articles from being mailed (Title 18, United States Code, Section
1716).
151. Nomailable Motor Vehicle Master Keys. Prohibits mailing of any
article declared nomailable under 39 U.S.C. 3002 (Title 18, United
States Code, Section 1716A).
152. Nomailable Plants. Self-explanatory (Title 18, United States
Code, Section 1716B).
153. Forged Agricultural Certifications. Prohibits forging or
counterfeiting agricultural certifications (Title 18, United States
Code, Section 1716C).
154. Letters and Writings as Nomailable; Opening Letters. Prohibits
the mailing of certain types of letters (Title 18, United States Code,
Section 1717).
155. Libelous Matter on Wrappers or Envelopes. Prohibits are mailing
of certain types of material that are visable on the outside (Title
18, United States Code, Section 1718).
156. Franking Privilege. Prohibits the unauthorized use of official
envelopes (Title 18, United States Code, Section 1719).
157. Cancelled Stamps and Envelopes. Prohibits reuse of previously
used postage or selling of same to be used again (Title 18, United
States Code, Section 1720).
158. Sale or Pledge of Stamps. Prohibits misuse of postage stamps
(Title 18, United States Code, Section 1721).
159. False Evidence to Secure Second-Class Rate. Prohibits the giving
of false information to secure second-class rate (Title 18, United
States Code, Section 1722).
160. Avoidance of Postage by Using Lower Class Matter. Prohibits
avoidance of postage by securing improper lower class rate (Title 18,
United States Code, Section 1723).
161. Postage on Mail Delivered by Foreign Vessels. Concerns
transportation of mail outside of U.S. at the compensation fixed under
authority of law (Title 18, United States Code, Section 1724).
162. Postage Unpaid on Deposited Mail Matter. Prohibits use of mail
boxes for matter on which postage has not been paid (Title 18, United
States Code, Section 1725).
163. Postage Collected Unlawfully. Prohibits collection of postage at
a greater rate than authorized by law (Title 18, United States Code,
Section 1726).
164. Weight of Mail Increased Fraudulently. Prohibits fraudulent
weighting to increase compensation of carrier (Title 18, United States
Code, Section 1728).
165. Post Office Conducted Without Authority. Prohibits conducting a
business as a post office without proper authority (Title 18, United
States Code, Section 1729).
166. Uniforms of Carriers. Prohibits unauthorized wearing of mail
carrier uniforms (Title 18, United States Code, Section 1730).
167. Vehicles Falsely Labeled as Carriers. Prohibits unauthorized
marking of vehicle as mail carrier (Title 18, United States Code,
Section 1731).
168. Approval of Bond or Sureties by Postmaster. Concerns requirements
for proper bond approval (Title 18, United States Code, Section 1732).
169. Mailing Periodical Publications Without Prepayment of Postage.
Prohibits the mailing of publications without previous payment of
postage (Title 18, United States Code, Section 1733).
170. Editorials and Other Matter as Advertisements. Prohibits improper
use of second-class mail (Title 18, United States Code, Section 1734).
171. Sexually Oriented Advertisements. Prohibits the mailing of any
material in violation of 39 U.S.C. 3010 or in violation of any
regulations of the Board of Governors (Title 18, United States Code,
Section 1735).
172. Restrictive Use of Information. Concerns use of information
gathered under 39 U.S.C. 3010 (Title 18, United States Code, Section
1736).
173. Manufacturer of Sexually Related Mail Matter. Prohibits
manufacture or reproduction of material in violation of 39 U.S.C. 3009
or 3010 (Title 18, United States Code, Section 1737).
174. Mailing Private Identification Documents Without a Disclaimer.
Prohibits the mailing of identification documents that do not state
``not a government document'' as prescribed by law (Title 18, United
States Code, Section 1739).
175. Transportation or Importation. Concerns transport in interstate
commerce of goods manufactured by convicts or prisoners (Title 18,
United States Code, Section 1761).
176. Marking Packages. Concerns marking of packages described in
section 1761 (Title 18, United States Code, Section 1762).
177. Transportation of Dentures. Concerns transport of artificial
teeth made by person other than licensed dentist (Title 18, United
States Code, Section 1821).
178. Disloyalty and Asserting the Right to Strike Against the
Government. Concerns violation of section 7311 of title 5 (Title 18,
United States Code, Section 1918).
179. False Statement to Obtain Unemployment Compensation. Self-
explanatory (Title 18, United States Code, Section 1919).
180. False Statement to Obtain Federal Employee's Compensation. Self-
explanatory (Title 18, United States Code, Section 1920).
181. Receiving Federal Employees' Compensation After Marriage. Self-
explanatory (Title 18, United States Code, Section 1921).
182. False or Withheld Report Concerning Federal Employees'
Compensation. Self-explanatory (Title 18, United States Code, Section
1922).
183. Fraudulent Receipt of Payments of Missing Persons. Self-
explanatory (Title 18, United States Code, Section 1923).
184. Interstate and Foreign Travel or Transportation in Aid of
Racketeering Enterprises (Title 18, United States Code, Section 1952).
185. Interstate Transportation of Wagering Paraphernalia (Title 18,
United States Code, Section 1953).
186. Laundering of Monetary Instruments (Title 18, United States Code,
Section 1956).
187. Engaging in Monetary Transactions in Property Derived from
Specified Unlawful Activity (Title 18, United States Code, Section
1957).
188. Racketeer Influenced and Corrupt Organizations. Makes it illegal
to invest in a legitimate enterprise with funds gained through an
illegal venture (Title 18, United States Code, Sections 1961-1963).
189. False Entries and Report of Moneys or Securities. Prohibits
Federal employee charged with record/account keeping from making false
entry (Title 18, United States Code, Section 2073).
190. Personal Property of United States. Concerns robbery of personal
property belonging to the United States (Title 18, United States Code,
Section 2112).
191. Mail, Money or Other Property of United States. Concerns assault
of person having lawful charge of mail with intent to rob (Title 18,
United States Code, Section 2114).
192. Post Office. Concerns forcible entry into post office with intent
to commit larceny or other depredation (Title 18, United States Code,
Section 2115).
193. Railway or Steamboat Post Office. Prohibits entry by violence
(Title 18, United States Code, Section 2116).
194. Robberies and Burglaries Involving Controlled Substances. Self-
explanatory (Title 18, United States Code, Section 2118).
195. Assault or Resistance. Concerning assault on or resistance to
persons authorized to serve search warrants (Title 18, United States
Code, Section 2231).
196. Additional Statutes Dealing with the Destruction or Rescue of
Seized Property, Searches which Exceed the Authority of the Warrant,
Malicious Procuring of Search Warrants and Searches Without Warrant.
Self-explanatory (Title 18, United States Code, Section 2232-2236).
197. Sexual Exploitation of Children. Self-explanatory (Title 18,
United States Code, Section 2251).
198. Selling or Buying of Children. Self-explanatory (Title 18, United
States Code, Section 2251A).
199. Certain Activities Relating to Material Involving the Sexual
Exploitation of Minors. Concerns mailing any visual depiction of a
minor engaging in sexually explicit conduct (Title 18, United States
Code, Section 2252).
200. Criminal Forfeiture. Provides for forfeiture of proceeds and
property from persons convicted of violations of section 2251 or 2252
(Title 18, United States Code, Section 2253).
201. Civil Forfeiture. Provides for the forfeiture of property used in
producing, reproducing, transporting, shipping or receiving any visual
depiction in violation of chapter 110 (Title 18, United States Code,
Section 2254).
202. Recordkeeping Requirements (Title 18, United States Code, Section
2257).
203. Transportation of Stolen Goods, Securities, Moneys, Fraudulent
State Tax Stamps or Articles Used in Counterfeiting (Title 18, United
States Code, Section 2314).
204. Sales or Receipt of Stolen Goods, Securities, Moneys, or
Fraudulent State Tax Stamps. (Title 18, United States Code, Section
2315).
205. Trafficking in Counterfeit Labels for Photorecords, and Copies of
Motion Pictures or Other Audiovisual Works. Applies to subject
trafficking while using the mails (Title 18, United States Code,
Section 2318).
206. Criminal Infringement of a Copyright. Self-explanatory (Title 18,
United States Code, Section 2319).
207. Trafficking in Counterfeit Goods or Services. Applies to subject
trafficking while using the mails (Title 18, United States Code,
Section 2320).
208. Trafficking in Certain Motor Vehicles or Motor Vehicle Parts.
Self-explanatory (Title 18, United States Code, Section 2320).
209. Wire Interception and Interception of Oral Communications.
Applies to electronic surveillance statutes (Title 18, United States
Code, Sections 2510-2520).
210. Powers of Postal Personnel. Covers powers of postal personnel to
serve warrants and subpoenas and make arrests (Title 18, United States
Code, Section 3061).
211. Statutes Concerning the Procedures for Searches and Seizures.
Self-explanatory (Title 18, United States Code, Sections 3101-3116).
212. Protection of Witnesses. Self-explanatory (Title 18, United
States Code, Sections 3521-3528).
213. False Claims. Concerns civil penalty when false claims are made
(Title 31, United States Code, Section 3729).
214. Civil Actions for False Claims. The Attorney General may bring a
civil action under this section (Title 31, United States Code, Section
3730).
215. Reports on Domestic Coins and Covering Transactions (Title 31,
United States Code, Section 5313).
216. Structuring Transactions to Evade Reporting Requirement
Prohibited (Title 31, United States Code, Section 5324).
217. State Terminal Inspection; Transmission of Mailed Packages for
State Inspection; Nonmailable Matter; Punishment for Violations; Rules
and Regulations by Postmaster General. Concerns mailed agricultural
products (Title 7, United States Code, Section 166).
218. Fraudulent Use of Credit Cards. Self-explanatory (Title 15,
United States Code, Section 1644).
219. Various Statutes Dealing with the Protection of Federal Property,
Including USPS Property, and With the Posting of Regulations and the
Creation of Special Policemen. Self-explanatory (Title 40, United
States Code, Sections 318, 318a, 318b, 318c, 318d).
220. Transportaion of Mail. Concerns transportation of mail by
aircraft, including free travel for postal employees charged with the
mail (Title 49, United States Code, Section 1375).
221. Anabolic Steroids (Title 21, United States Code, Section 333(e)).
222. Prohibited Acts A. Makes it unlawful to manufacture, distribute,
or dispense, with intent to distribute or dispense, a controlled
substance (Title 21, United States Code, Section 841).
223. Prohibited Acts C. Applies to unlawful acts involving controlled
substances (Title 21, United States Code, Section 843(b)).
224. Penalty for Simple Possession (Title 21, United States Code,
Section 844).
225. Attempt and Conspiracy (Title 21, United States Code, Section
846).
226. Use of Postal Service for Sale of Drug. Self-explanatory (Title
21, United States Code, Section 857).
227. Forfeitures (Title 21, United States Code, Section 881).
228. Importation of Controlled Substances. Self-explanatory (Title 21,
United States Code, Section 952).
229. Exportation of Controlled Substances. Self-explanatory (Title 21,
United States Code, Section 953).
Authority for maintenance of the system:
39 U.S.C. 404, 18 U.S.C. 3061 and 5 U.S.C. App. 3.
Purpose(s):
To provide information related to investigation of criminal, civil, or
administrative matters, including employee and contractor background
investigations.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. In the course of conducting any official investigation or during
the course of a trial or hearing or the preparation of a trial or
hearing, a record may be disseminated to an agency, organization or
individual when reasonably necessary to elicit information relating to
the investigation, trial or hearing or to obtain the cooperation of a
witness or informant;
2. A record relating to a case or matter may be disseminated to a
Federal, State, or local administrative or regulatory proceeding or
hearing in accordance with the procedures governing such proceeding or
hearing;
3. A record relating to a case or matter may be disseminated in an
appropriate Federal, State, local or foreign court or grand jury
proceeding in accordance with established constitutional, substantive,
or procedural law or practice;
4. A record relating to a case or matter may be disseminated to an
actual or potential party or his or her attorney for the purpose of
negotiation or discussion on such matters as settlement of the case or
matter, plea bargaining, or informal discovery proceedings;
5. A record relating to a case or matter that has been referred by an
agency for investigation, prosecution, or enforcement, or that
involves a case or matter within the jurisdiction of an agency, may be
disseminated to such agency to notify the agency of the status of the
case or matter or of any decision or determination that has been made,
or to make such other inquiries and reports as are necessary during
the processing of the case or matter.
6. A record relating to a person held in custody pending or during
arraignment, trial, sentence, or extradition proceedings, or after
conviction may be disseminated to a Federal, State, local or foreign
prison, probation, parole, or pardon authority, or to any other agency
or individual concerned with the maintenance, transportation or
release of such a person.
7. A record relating to a case or matter may be disseminated to a
foreign country pursuant to an international treaty or convention
entered into and ratified by the United States or to an executive
agreement;
8. A record may be disseminated to a Federal, State, local, foreign or
international law enforcement agency to assist in the general crime
prevention and detection efforts of the recipient agency or to provide
investigative leads to such agency;
9. A record from this system may be disclosed to the public, news
media, trade associations, or organized groups to provide information
of interest to the public concerning the activities and the
accomplishments of the Postal Service or its employees;
10. A record may be disseminated to a foreign country, through the
United States Department of State or directly to the representative of
such country, to the extent necessary to assist such country in
apprehending and/or returning a fugitive to a jurisdiction that seeks
that person's return.
11. To provide members of the American Insurance Association Index
System with certain information relating to accidents and injuries.
12. A record from this system may be disclosed on an electronic
bulletin board to organizations or individuals in the public or
private sectors that share in the bulletin board, provided that the
disclosure is approved by the Chief Postal Inspector because it is
ldeemed necessary: (1) To elicit information or cooperation from these
organizations or individuals for use by the Postal Inspection Service
in the performance of an authorized activity; or (2) to alert these
organizations or individuals of possible criminal activity for which
the Postal inspection Service has authority to investigate and about
which it has obtained credible information.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders. Abbreviated, summary and
identifying information pertaining to cases, and criminal intelligence
information are stored on computer storage media.
Retrievability:
Name of the individual.
Safeguards:
Investigative records are maintained in locked file cabinets, safes,
or secured areas under the scrutiny of Inspection Service personnel
who have been subjected to security clearance procedures. Access is
further restricted by computer passwords when stored in electronic
format.
Automated records can only be accessed through authorized terminals by
authorized users. Computer software has been designed to protect data
by controlling access, logging actions, and reporting exceptions and
violations.
Retention and disposal:
a. Records are maintained 1 to 15 years depending upon type.
Exceptions may be granted for longer retention in specific instances.
Paper records are destroyed by burning, pulping, or shredding.
Computer tape/disk records are erased or destroyed.
b. Duplicate copies of investigative memorandums maintained by postal
officials other than the Inspection Service are retained in accordance
with official rather than Inspection Service disposition schedules.
System manager(s) and address:
Chief Postal Inspector, Inspection Service, USPS Headquarters, 475
L'Enfant Plaza SW, Washington, DC 20260-2100.
Notification procedure:
Persons wishing to know whether information about them is contained in
this system of records or if they were the subject of an investigation
should furnish the SYSTEM MANAGER sufficient identifying information
to distinguish them from other individuals of like name; identifying
data will include name, date of birth, address, type of investigation,
dates, places and the individuals involvement.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Personal interviews, written inquiries, and other records concerning
persons involved with an investigation, whether subjects, applicants,
witnesses, references, or custodians of record information.
Systems exempted from certain provisions of the act:
The Postal Service has promulgated regulations at 39 CFR 266.9 which
exempt information contained in this system of records from various
provisions of the Privacy Act depending upon the purpose for which the
information was gathered and for which it will be used. Compliance
with the disclosure (5 U.S.C. 552a(d)) and other subsections of the
Act are not compatible with investigative practice, and would
substantially compromise the efficacy and integrity of Postal
Inspection Service operations. The purposes for which records are kept
within this system and the exemptions applicable to those records are
as follows:
(a) Criminal law enforcement--In accordance with 5 U.S.C. 552a(j)(2),
information compiled for this purpose is exempt from all of the
provisions of the Act except the following sections: (b), (c)(1) and
(2), (e)(4) (A) through (F), (e) (6), (7), (9), (10), (11), and (i).
(b) Non-criminal investigatory--Material compiled for law enforcement
purposes (and not already exempted by 5 U.S.C. 552a(j)(2)) is exempted
from the following provisions of the Act: (c)(3), (d), (e)(4) (G), (H)
and (I), and (f).
(c) Background investigations--Material compiled solely for the
purpose of a background security investigation is exempted by 5 U.S.C.
552a(k)(5) from the following provisions of the Act: (c)(3), (d),
(e)(4) (G), (H) and (I), and (f).
Appendix
Addresses of Regional Postal Inspectors
1. Central Region, 433 W Van Buren, Rm 712, Chicago, IL 60607-5401.
2. Eastern Region, PO Box 3000, Bala Cynwyd, PA 19004-3609.
3. Northeast Region, Gateway 2 Center, 8th Fl S, Newark, NY 07175-
0001.
4. Southern Region, 1407 Union Ave., 10th Fl, Memphis, TN 38161-
0001.
5. Western Region, 850 Cherry Ave., 5th Fl, San Bruno, Ca 94098-
0100.
Addresses of Division Postal Inspectors-In-Charge
1. PO Box 16489, Atlanta, GA 30321-0489.
2. PO Box 1856, Baltimore, MD 21203-1856.
3. PO Box 2767, Birmingham, AL 35202-2767.
4. PO Box 2217, Boston, MA 02205-2217.
5. 685 Ellicott Square Bldg., Buffalo, NY 14203-2545.
6. 2901 I 85 South GMF, Charlotte, NC 28228-3000.
7. 433 W Van Buren St., rm 642, Main Post Office Bldg, Chicago, IL
60669-2201.
8. 120 W 5th St, suite 600, Cincinnati, OH 45201-2057.
9. PO Box 5726, Cleveland, OH 44101-0726.
10. PO Box 329, Denver, CO 80201-0329.
11. PO Box 566, Des Moines, IA 50302-0566.
12. PO Box 330119, Detroit, MI 48232-6119.
13. PO Box 162929, Ft Worth, TX 76161-2929.
14. PO Box 3535, Harrisburg, PA 17105-3535.
15. PO Box 2169, Hartford, CT 06145-2169.
16. PO Box 1276, Houston, TX 77251-1276.
17. 3750 Guion Rd., suite 300, Indianapolis, IN 46222-1669.
18. 3101 Broadway, suite 850, Kansas City, MO 64111-2416.
19. PO Box 2000, Pasadena, CA 91102-2000.
20. PO Box 3180, Memphis, TN 38173-0180.
21. PO Box 520772, Miami, FL 33152-0772.
22. PO Box 788, Milwaukee, WI 53201-0788.
23. PO Box 509, Newark, NJ 07101-0509.
24. PO Box 51690, New Orleans, LA 70151-1690.
25. PO Box 555, New York, NY 10116-0555.
26. 7717 Edgewater Dr., suite 202, Oakland, CA 94621-3013.
27. PO Box 7500, Philadelphia, PA 19101-9000.
28. PO Box 20666, Phoenix, AZ 85036-0666.
29. 1001 California Ave., Pittsburgh, PA 15290-9000.
30. 912 SW Washington, suite 790, Portland, OR 97205-2898.
31. PO Box 25009, Richmond, VA 23260-5009.
32. 1106 Walnut St., St Louis, MO 63199-2201.
33. PO Box 64558, St. Paul, MN 55164-2201.
34. PO Box 2110, San Diego, CA 92112-2110.
35. PO Box 882000, San Francisco, CA 94188-2000.
36. GPO Box 3667, San Juan, PR 00936-9614.
37. PO Box 400, Seattle, WA 98111-4000.
38. PO Box 22526, Tampa, FL 33622-2526.
39. PO Box 96096, Washington, DC 20066-6096.
USPS 080.020
System name: Inspection Requirements--Mail Cover Program
Records, 080.020.
System location:
Chief Postal Inspector, USPS Headquarters; Inspection Service Regional
and Divisional Offices.
Categories of individuals covered by the system:
Individuals on whom a mail cover has been duly authorized to obtain
information in the interest of (1) protecting the national security
(2) locating a fugitive and (3) obtaining evidence of the commission
or attempted commission of a crime which is punishable by imprisonment
for a term exceeding one year.
Categories of records in the system:
Names and addresses of individuals, inter-office memorandums, and
correspondence with other agencies.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To investigate the commission of or attempted commission of acts
constituting a crime that is punishable by law.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Information from this system of records may be disclosed to an
appropriate law enforcement agency, whether Federal, State or local,
charged by law with the responsibility for investigating, prosecuting
or otherwise acting with respect to protecting the national security,
locating a fugitive, or obtaining evidence of commission or attempted
commission of a crime.
2. A record relating to a case or matter may be disseminated in an
appropriate Federal, State, local, or foreign court on grand jury
proceeding in accordance with established constitutional, substantive,
or procedural law or practice.
3. A record relating to a case or matter may be disseminated to an
actual or potential party or his or her attorney for the purpose of
negotiation or discussion on such matters as settlement of the case or
matter, plea bargaining, or informal discovery proceedings.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original typed documents and/or duplicate copies, and computer storage
media.
Retrievability:
Subject's name filed alphabetically by fiscal year.
Safeguards:
Mail cover data is stored in locked file cabinets, safes or secured
areas under the security of Inspection Service personnel who have been
subjected to security clearance procedures, and when stored in
electronic format, access is further restricted by computer password
or keylock. Classified mail cover material and any mail cover data
which involves national security is stored in a safe or in metal file
cabinets equipped with either steel lockbar hasp and staple, or
locking device and an approved three or more number combination dial-
type padlock from which the manufacturer's identification numbers have
been removed. Computer terminals with non-removable tape/disk files
are located in a secured area, and access is further restricted by
computer password and keylock.
Retention and disposal:
a. Correspondence Files--Destroy 8 years after case is closed.
b. Investigations (C)-- Transfer to FRC when 2 years old; destroy when
8 years old.
c. Index and Record Slips--Destroy 15 years after close of case.
System manager(s) and address:
Chief Postal Inspector, USPS Headquarters, Washington, DC 20260-2100.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the SYSTEM
MANAGER. Inquiries should contain full name and current address,
together with previous addresses for past eight years when applicable.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Correspondence from requesting authority and record of action taken
upon that request.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 080.030
System name: Inspection Requirements--Vehicular Violations
Record System, 080.030.
System location:
Procurement and Supply Department, Engineering Support Center, and
Inspection Service, USPS Headquarters; and those postal field
facilities where security officers have the authority to issue
violation notices.
Categories of individuals covered by the system:
Persons who have been issued courtesy violation notices or violation
notices by Security Police Officers.
Categories of records in the system:
Individual violator's name, State operator permit, State operator
permit number, violation cited, date of citation, citation number
issued, State automobile licence tag number, dates of court
appearances.
Authority for maintenance of the system:
40 U.S.C. 318, annually made applicable to the Postal Service by
general provisions of the Treasury, Postal Service, and General
Government Appropriation Act.
Purpose(s):
To provide USPS management with information necessary for appropriate
administrative remedial action.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To provide information to local, State, and Federal enforcement,
prosecutive and judicial officials.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original, typed, printed or handwritten form and on computer storage
media.
Retrievability:
Alphabetically, by name of violator and by automobile license tag
number.
Safeguards:
Records maintained in limited access Security Force Control Centers
manned 24 hours and at National Headquarters, in locked filing
cabinets under general scrutiny of authorized personnel. Computer
terminals and tape/disk files are located in a secured area.
Retention and disposal:
Records are maintained for two years and then destroyed. Some records
may be retained longer when required for law enforcement
investigations or court proceeding. Automated printouts are destroyed
upon generating updated printouts.
System manager(s) and address:
Chief Postal Inspector, USPS Headquarters, Washington, DC 20260-2100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should furnish name and residence
address as follows:
a. For National Headquarters: Inspector in Charge, Special
Investigations Division, 475 L'Enfant Plaza West, SW, Washington, DC
20260-2112.
b. For the Field: Inspector in Charge, USPS of appropriate field
division.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individual violators, Security Police Officers, personnel observation,
state motor vehicle registration bureau, USPS Personnel Department,
supervisory personnel of tenant firms, USPS Parking Control Officer,
prosecutive and judicial officials; motor vehicle operators' permits,
violator's personal identification cards, personnel locator listing
and parking applications.
USPS 090.020
System name: Non-Mail Services--Passport Application Records,
090.020.
System location:
One thousand (1000) Post Offices in all states except New Jersey.
Categories of individuals covered by the system:
Persons applying for passports.
Categories of records in the system:
Passport applications, name, telephone number and services rendered.
Authority for maintenance of the system:
39 U.S.C. 401, 411, 22 U.S.C. 214.
Purpose(s):
To process the applications of passports.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statement A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. Records may be transferred to the State Department.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms in hard copy.
Retrievability:
By name of applicant and postal accounting quarter.
Safeguards:
Information in this system of records is maintained in file cabinets
with access restricted to Accounting Unit personnel.
Retention and disposal:
Passport applications are retained for 2 days at the post office where
application was made and then forwarded to the Department of State.
Destroy original and carbon copy of PS 5659 when 3 months old.
System manager(s) and address:
APMG, Philatelic and Retail Services Department, Headquarters,
Washington, DC 20260-6700.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to the postmaster
of the post office where a passport application was made. Inquiries
should contain full name and date of application.
NOTE: The original case file is maintained by Department of State and
must be requested from that organization as provided for under
Department of State Privacy Act system for passport information.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information in this system of records is obtained from the applicant.
USPS 100.010
System name: Office Administration--Carpool Coordination/Parking
Services. Records System, 100.010
System location:
Facilities Department, Headquarters, William F. Bolger Management
Academy, Potomac, MD (student/conferee records), and various field
installations.
Categories of individuals covered by the system:
USPS employees, students/conferees, building tenants, individuals who
are members of carpools with USPS employees and other individuals who
utilize postal parking facilities.
Categories of records in the system:
Applications, registration forms, letters of violations, letters of
suspensions and payment data. Information contained in these records
include name, space number, principal and other drivers' license
numbers and home addresses.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
Provide parking and carpooling services to employees, student/
conferees and others who use postal parking/facilities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Disclosure may be made to provide any employee of Headquarters,
USPS, who desires to join or establish a carpool with a listing of
employees who live in his/her ZIP Code area.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and magnetic tape/disk.
Retrievability:
Name and ZIP Code, space or license number.
Safeguards:
Folders containing paper documents are maintained in locked file
cabinets to which only authorized personnel have access. Computer
equipment is located in secured area, and magnetic tape/disk files are
kept in locked steel cabinets. Access to automated records is further
restricted by passwords.
Retention and disposal:
a. Application Case Files--Screen file annually, and dispose of
records that are 6 years old.
b. Machine-readable files--Immediately remove all information when
employee/trainee surrenders space.
c. Accounting Reports--Destroy after audit or when 3 years old,
whichever is sooner.
d. Other miscellaneous reports--Destroy when no longer needed for
reference or when 1 year old, whichever is sooner.
e. Violations maintained in application case files--Destroy violation
notice when 1 year old.
f. Medical files maintained by medical officer to support handicapped
parking space--Destroy 1 year from date of termination of assignment.
At the end of retention period, paper records are destroyed by
shredding or burning and tape/disk records are erased.
System manager(s) and address:
APMG, Facilities Department, Headquarters, Washington, DC 20260-6400,
and Field Director, William F. Bolger Management Academy, Potomac, MD
20858-4320.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the system
manager where carpool/parking services are provided to him/her.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Carpool and parking service applicants/users.
USPS 100.020
System name: Office Administration--Commercial Accounts
Communicator Letter, 100.020.
System location:
Marketing Department, Headquarters, and Postal Data Centers
(Minneapolis and St. Louis).
Categories of individuals covered by the system:
Headquarters and Regional Marketing personnel, Division Managers,
Division Directors of Marketing, Sectional Center Directors of
Marketing, Directors of Customer Services, selected postmasters and
requesters, Commercial Accounts representatives, Sectional Center
Managers of Retail Sales and Services, Post Office Managers of
Marketing.
Categories of records in the system:
Name, job title, and business address of employees receiving
newsletter.
Authority for maintenance of the system:
39 U.S.C. 401, 1001.
Purpose(s):
To distribute a sales and marketing newsletter to Postal Service
marketing employees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape, and paper forms.
Retrievability:
Recipient of communicator letter.
Safeguards:
Paper forms are kept in closed file cabinets accessible only by
authorized marketing personnel. Magnetic tapes are maintained in a
secured ADP facility.
Retention and disposal:
List is updated on a continuous basis.
System manager(s) and address:
Assistant Postmaster General, Marketing Department, Headquarters,
Washington, DC 20260-6300.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should write to the System Manager and give
the following information: Name, job title, and business ZIP Code.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information in this system is obtained from payroll system and in-
house listings of interested readers.
USPS 100.050
System name: Office Administration--Localized Employee
Administration Records, 100.050.
System location:
Field facilities as designated by the facility head.
Categories of individuals covered by the system:
Facility employees.
Categories of records in the system:
Employee name, various information associated with work location, home
address, emergency contact point, and other information as locally
required.
Authority for maintenance of the system:
39 U.S.C. 1001.
Purpose(s):
Provides readily available information on employees for various
routine administrative purposes such as work location identification,
emergency locating and home mailings.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records and computer disk.
Retrievability:
Employee name, organization, pay location, finance number, others as
locally required.
Safeguards:
Paper records kept in locked files; computerized disk files password
protected.
Retention and disposal:
Records about individual employees will be destroyed within 6 months
of employment termination at that facility.
Lists generated from computerized systems will be destroyed upon the
generation of a subsequent more current list.
System manager(s) and address:
Facility head.
Notification procedure:
Inquiries should contain employee's name and be addressed to the
SYSTEM MANAGER.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individuals of record.
USPS 110.010
System name: Property Management--Accountable Property Records,
110.010.
System location:
All USPS Components.
Categories of individuals covered by the system:
Employees assigned accountable property.
Categories of records in the system:
Records controlling the issuance of accountable Postal Service
property, such as equipment credentials and controlled documents.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To provide a record of accountable property on hand and to whom it has
been assigned.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements, A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms and computer storage media.
Retrievability:
Name or social security number of recipient of accountable property
and types of equipment.
Safeguards:
Physical security and controlled access.
Retention and disposal:
Issuance documents are returned to individual when accountability is
terminated. Automated printouts are destroyed upon generating updated
printouts.
System manager(s) and address:
(1) Chief Postal Inspector, Headquarters, Washington, DC 20260-2100,
(2) APMG, Facilities Department, Headquarters, Washington, DC 20260-
6400.
Notification procedure:
Employees wishing to know whether information about them is maintained
in the system should address inquiries to the Custodian in the
facility where assignment was made. Headquarters employees should
submit request to the SYSTEM MANAGER.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the individual to whom the record
pertains.
USPS 110.020
System name: Property Management--Possible Infringement of USPS
Intellectual Property Rights, 110.020.
System location:
Office of Patent Counsel, Law Department, USPS Headquarters.
Categories of individuals covered by the system:
Possible infringers of USPS copyrights and trademarks; inventors of
proposed devices in which the USPS may have an interest.
Categories of records in the system:
Reports from Inspection Service, other postal employees, or other
sources reporting possible infringers, including advertisements,
photographs, magazine clippings or other documents and any
correspondence or records of telephone conversations between the
Postal Service and the possible infringer; patent applications and
related documents, including descriptions of inventions, drawings,
specifications and letters of patent issued by the U.S. Patent Office
or notices of abandonment; litigation records related to the defense
or enforcement of USPS rights in intellectual property or patents.
Authority for maintenance of the system:
39 U.S.C. 401(5).
Purpose(s):
To protect USPS intellectual properties and patents by insuring timely
action against possible infringers and to support potential
litigation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. A record may be transferred, and information from it disclosed, to
any officer, employee, former officer or employee, consultant,
contractor or subcontractor when necessary to enable counsel to afford
proper representation to the Postal Service.
2. A record may be transferred, and information from it disclosed to
any Federal agency as may be appropriate for the coordinated defense
or prosecution of related litigation or the resolution of related
claims or issues without litigation.
3. A record may be disclosed in a Federal, State, local, or foreign
judicial or administrative proceeding in accordance with the
procedures and practices governing such proceeding.
4. A record may be transferred and information from it disclosed to
the Patent and Trademark Office, Department of Commerce, when
pertinent in any proceeding involving the registration of Postal
Service trademarks or issuance of patents.
5. A record may be transferred and information from it disclosed to
the Copyright Office, Library of Congress, when pertinent in any
proceeding involving the registration of Postal Service copyrights.
6. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, statute and disposition of the proceeding, may be
disclosed to any person, unless it is determined that release of
specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Stored in lockable file cabinets in original, typed, printed or
handwritten form. Index cards, kept in a card file, are filed by USPS
copyright and trademark and subfiled under the name of each possible
infringer of that particular copyright or trademark. Some
correspondence is also stored on magnetic tape or disk in automated
office equipment.
Retrievability:
Name of possible infringer and USPS copyright or trademark; patent
application files are retrieved by name of inventor.
Safeguards:
Lockable file cabinets under the general scrutiny of Postal Service
attorneys. Access to computer data is restricted to personnel having
an official need for access.
Retention and disposal:
Records are retained for 50 years after closing case and then
destroyed by shredding or burning.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
An individual wishing to determine whether this system of records
contains information about him should write to the System Manager and
provide his full name and, if known, the pertinent USPS copyright,
trademark, or patent.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
Information is provided by the Postal Inspection Service, postal
employees and customers.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from these other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.020
System name: Personnel Records--Blood Donor Records, 120.020.
System location:
Health Units at USPS Facilities: District Chapters of the American Red
Cross.
Categories of individuals covered by the system:
USPS employees who volunteer to join the USPS Blood Donor Program.
Categories of records in the system:
Name, work location, blood type, and date of each donation.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To provide the USPS Blood Donation Program with a record of each
donor's blood type and dates of donation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
Disclosure may be made to the American Red Cross in response to an
inquiry for available donors having a particular blood type.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms.
Retrievability:
Employee's name.
Safeguards:
Closed file cabinets in secured facilities.
Retention and disposal:
These records are retained for a period of five years after
termination of employment and then destroyed by shredding.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where employed. Headquarters employees should submit requests
to the SYSTEM MANAGER. Inquiries should contain full name.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the individual.
USPS 120.035
System name: Personnel Records--Employee Accident Records,
120.035.
System location:
Safety offices in any USPS facility.
Categories of individuals covered by the system:
All employees that experience an on-the-job accident and/or an
occupational injury or illness.
Categories of records in the system:
Name, social security number, address, sex, age, and accident/injury
circumstances and factors, statements of witnesses, investigation
worksheet, summary of claims, and related logs, forms, and
correspondence.
Authority for maintenance of the system:
Pub. L. 91-596, Executive Order 12196, and 29 CFR part 1960.
Purpose(s):
1. To assist postal managers in meeting the requirement to develop and
maintain an effective program of collection, compilation, and analysis
of occupational safety and health statistics.
2. To provide for the uniform collection and compilation of
occupational safety and health data, for proper evaluation and
necessary corrective action.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To furnish the U.S. Department of Labor with serious accident
reports, information to reconcile claims filed with the Office of
Worker's Compensation, and quarterly and annual summaries of
occupational injuries and illnesses; and to make information available
to the Secretary of Labor upon his request.
2. Disclosure may be made to a court, claimant, party in litigation--
or counsel for a claimant or party when necessary to facilitate
settlement or attempts at settlement of claims involving the accident.
3. May be disclosed to Compliance Safety and Health Officers or to
Compliance Safety and Health Officers--Industrial Hygienists from the
Occupational Safety and Health Administration, or to Industrial
Hygienists from the National Institute for Occupational Safety and
Health, when conducting announced or unannounced inspections or
investigations of postal facilities.
4. Disclosure may be made to the American Insurance Association Indez
System and its members, when necessary to obtain information from the
System that may be relevant to a reported postal job-related accident,
injury or illness. Disclosure will be limited to the name, occupation,
home address, date and place of accident, nature of injury and type of
claim, if applicable.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Index cards, magnetic tape/disk microfilm, preprinted forms, logs, and
computer reports.
Retrievability:
Employee name and social security number.
Safeguards:
Maintained in closed file cabinets within secured facilities, and are
also protected by computer password and tape or disk library physical
security.
Retention and disposal:
Records are maintained locally for 5 years. Copies are maintained at
National Headquarters for 5 years following the end of the calendar
year to which they relate as required by OSHA.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where employed. Headquarters employees should submit requests
to the SYSTEM MANAGER. Inquiries should contain full name, address,
finance number and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
USPS Accident Reports and OWCP claim forms.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from these other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.036
System name: Personnel Records--Discipline, Grievance and
Appeals Records for Non-Bargaining Unit Employees, 120.036.
System location:
All postal facilities.
Categories of individuals covered by the system:
Records are maintained on non-bargaining employees in the Executive
and Administrative (EA) Schedule, Executive and Administrative
Postmaster (EPM) Schedule, and Postal Career Executive Service (PCES)
Level I, who have completed six months of continuous service in the
U.S. Postal Service or a minimum of twelve months of combined service,
without break of a workday, in positions in the same line of work in
the Civil Service and the Postal Service, unless any part of such
service was pursuant to a temporary appointment in the competitive
service with a definite time limitation.
Categories of records in the system:
Notice to employee of proposed action, reply to notice, summary of
oral reply, employee notice of grievance, employee notice of appeal,
records of hearing proceedings, appeal decisions from installation
head, region or Headquarters, notice of action, investigative reports
and related records.
Authority for maintenance of the system:
39 U.S.C. 1001; Subchapter 650 of the Employee & Labor Relations
Manual.
Purpose(s):
Provides a grievance and appeal procedure for an employee, not subject
to the provisions of a collective bargaining agreement, who alleges
that his or her rights regarding compensation, benefits, or other
terms and conditions of employment have been adversely affected.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
Listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To respond to a court subpoena and/or refer to a court in
connection with a civil suit.
2. To adjudicate an appeal, complaint, or grievance.
3. Records from the employee file will be disclosed to the Merit
Systems Protection (MSPB) and the Equal Employment Opportunity
Commission (EEOC) for action on appeals before the MSPB and complaints
of discrimination before the EEOC.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Information in this system is maintained on paper in the form of
letters, forms, notices and transcripts of hearings. In some
instances, records of hearing proceedings are on magnetic tape.
Retrievability:
Employee name.
Safeguards:
Records are kept in locked filing cabinets or secured record storage
rooms and are available only to authorized officials.
Retention and disposal:
Appeal records are kept for 7 years after close of file. All other
records are kept 1 year after close of file.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Field employees must submit a written request to the head of the field
installation where the action was initiated. Headquarters employees
must submit a written request to the System Manager. They may also
request permission to listen to or record tape recordings of hearings.
This must be done in the presence of a postal official. They must
identify themselves to the satisfaction of the official authorized to
approve request.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Employee initiating actions; employee's supervisors, management,
complaining customer, law enforcement agencies, and others.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from these other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.040
System name: Personnel Records--Employee Job Bidding Records,
120.040.
System location:
Most departments, facilities and certain contractor sites of the
Postal Service.
Categories of individuals covered by the system:
Employees who have made a ``Bid for Preferred Assignment'' with the
USPS.
Categories of records in the system:
Employee name, social security number, seniority and grade levels,
craft, and knowledge of schemes; vacant position characteristics.
Authority for maintenance of the system:
39 U.S.C. 1001,1206.
Purpose(s):
To provide personnel offices with fair and impartial information to
match vacant position to the most qualified candidate.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To provide information for official bulletin boards and release to
various employee organizations.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored on magnetic tape, punched cards, preprinted forms
and computer printed reports.
Retrievability:
This system is indexed by employee name and social security number.
Safeguards:
Computer center access control and limitation within offices to those
employees maintaining the system.
Retention and disposal:
Computer records are kept 2 years, then automatically deleted. Paper
records are kept 6 months after a vacancy is filled, then destroyed.
Some records are retained until employee separates. (Where records
become part of a grievance case file, dispose of with the case file.)
System manager(s) and address:
APMG, Employee Relations Department Headquarters, Washington, DC
20260-4200.
Notification procedure:
The employee should state the position of bid and identify himself/
herself with name, social security number, closing date of the bid
notice, and forward this information to the head of the facility where
employed. Headquarters employees should submit requests to the System
Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Employee personnel data, scheme knowledge, qualifications of the job
and of the candidate, successful bidders notices from vacant duty
assignment postings.
USPS 120.050
System name: Personnel Records--Employee Suggestion Program
Records, 120.050.
System location:
USPS Headquarters, Regional Headquarters, Postal Data Centers.
Categories of individuals covered by the system:
USPS employees.
Categories of records in the system:
Name of employee, employee number, employment location, suggestion
number, subject and decision. If adopted, estimate of benefits and
recognition granted.
Authority for maintenance of the system:
Chapter 45 of Title 5, U.S.C.
Purpose(s):
To provide a source of data on the effectiveness of the Employee
Suggestion program which is summarized in an Annual Report.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
Disclosure may be made to the news media from the record of an
individual regarding his/her receipt of an employee award when the
information is of news interest and consistent with the public right
to know.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms and magnetic tape.
Retrievability:
Employee name, region where employed, pay location, and division.
Safeguards:
This information is maintained in file cabinets in secured facilities;
automated records are restricted to personnel having an official need
for access.
Retention and disposal:
a. Adopted Suggestions (1) Record copies--Destroy when 4 years old.
(2) All other copies--Destroy 2 years from date of adoption or
approval.
b. Disapproved suggestions--Destroy 2 years from date of disapproval.
Records are destroyed by shredding and automatic deletions from
computer tapes.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should contact the head of the facility
where employed. Also, employees who have appealed decisions or whose
suggestions have been adopted nationwide should submit requests to the
System Manager. Headquarters employees should submit all requests to
the System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the individual making the suggestion.
USPS 120.060
System name: Personnel Records--Confidential Statements of
Employment and Financial Interests, 120.060.
System location:
Records pertaining to employees in each organizational component of
the Postal Service are maintained by the Assistant or Associate
Ethical Conduct Officer having jurisdiction for that component
pursuant to 39 CFR 447.31(b).
Categories of individuals covered by the system:
Postal Service Governors, employees in levels 24 and above, and
Special Employees (except employees who are required to file public
financial disclosure reports) as determined by the criteria in
Executive Order 11222 and implemented by Postal Service regulations,
39 CFR 447.41(a).
Categories of records in the system:
PS Forms 2417 and 2418, and supplemental statements, containing
employee name, title, salary, date of appointment to present position;
list of organizations in which employee has a financial interest,
types of indebtedness, interest in real property and types of outside
employment. Opinions of counsel. Other information related to review
of statements and conflict of interest determinations. Postal Service
Governors complete Standard Form 278 in lieu of PS Forms 2417 or 2418.
Authority for maintenance of the system:
Section 207 of the Ethics in Government Act, Pub. L. 95-521, as
amended; Executive Orders 11222 and 11590.
Purpose(s):
These records are maintained to meet requirements of Executive Order
11222 on the filing of employment and financial interest statements.
Such statements are required to assure compliance with the standards
of conduct for Government employees contained in the Executive Order
and title 18 of the U.S. Code, and to determine if a conflict of
interest exists between the employment of individuals by the Postal
Service and their personal employment and financial interests. To
enable the Director of the Office of Government Ethics to ensure that
these purposes are met, records maintained by the Postal Service are
to be made available to that office on request. Records may also be
furnished to the Executive Office of the President and to the
appropriate Congressional committee when needed in connection with the
nomination and confirmation of Presidential appointees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records or information may be provided to the Director, or his
representative, of the Office of Government Ethics.
2. Records or information may be provided upon request to the
Executive Office of the President when needed in connection with the
nomination of Presidential appointees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and paper folders. Information from the forms may
also be stored on magnetic tape or disk in automated office equipment.
Retrievability:
Records are retrieved by the individual's name within each
organizational component.
Safeguards:
Records are kept in lockable file cabinets to which only authorized
personnel have access. Access to computer data is restricted to
personnel having an official need for access.
Retention and disposal:
Records are maintained for as long as employee is subject to reporting
requirements and for two years thereafter. Records needed in an on-
going investigation may be retained longer until such time as they are
no longer needed for the investigation. Disposal is by shredding.
System manager(s) and address:
General Counsel, Law Department, Headquarters, Washington, DC 20260-
1100.
Notification procedure:
An employee wishing to inquire whether this system of records contains
information about him/her or to gain access to information pertaining
to him/her should direct an inquiry to the head of the facility where
employed. Headquarters employees should submit requests to the SYSTEM
MANAGER. Inquiries should contain full name and place of employment.
Record access procedures:
See NOTIFICATION above. Individuals requesting access must also comply
with USPS' Privacy Act regulations on verification of identity and
access to records (39 CFR 266.6).
Contesting record procedures:
See NOTIFICATION above. Since the information in these records is
updated by the subject individual on a periodic basis, most record
corrections can be accomplished by filing supplemental statements.
However, individuals can obtain information on the procedures for
contesting the records under the provisions of the Privacy Act by
contacting the USPS Records Officer.
Record source categories:
Information in this system of records is provided by:
a. The subject individual or by a designated person such as a trustee,
attorney, accountant, or relative.
b. Ethics officials who review the statements to make conflict of
interest determinations.
c. Persons alleging conflicts of interests and persons contacted
during any investigation of the allegations.
USPS 120.061
System name: Personnel Records--Public Financial Disclosure
Reports for Executive Branch Personnel, 120.061.
System location:
Law Department, USPS Headquarters.
Categories of individuals covered by the system:
Senior level employees as determined by the criteria in section 201(f)
of the Ethics in Government Act and implemented by Postal Service
regulations, 39 CFR 47.42(a), consisting of the following persons:
Postmaster General; Deputy Postmaster General; Ethical Conduct
Officer; Administrative Law Judges; each employee who occupies a
position that is compensated at or above level 2 of PCES I; and each
employee whose basic rate is equal to or greater than the rate of
basic pay for the first step of GS-16.
Note.--Records pertaining to the Governors of the Postal Service are
maintained as a part of System USPS 120.060 and are not contained in
this system.
Categories of records in the system:
Public Financial Disclosure Report (Standard Form 278, or such other
forms as may be prescribed by the Director, Office of Government
Ethics), containing the following types of information: Income from
sources other than the Postal Service; interests in property;
purchases, sales and exchanges of property; gifts and reimbursements;
liabilities; positions held; and relations with other employees.
Position descriptions. Opinions of counsel and other information
related to review of reports and to conflict of interest
determination.
Authority for maintenance of the system:
Title II of Ethics in Government Act of 1978, Pub. L. 95-521, amended.
Purpose(s):
These records are maintained to meet the public financial reporting
requirements imposed by the Ethics in Government Act on high level
executive personnel. The reports serve to deter conflicts of interest
and to identify potential conflicts of interest by providing for a
systematic disclosure and review of the financial interests of both
current and prospective officers and employees. To enable the Director
of the Office of Government Ethics to ensure that these purposes are
met, records maintained by the Postal Service are made available to
that office on request. Records may also be furnished to the Executive
Office of the President and to the appropriate Congressional committee
when needed in connection with the nomination and confirmation of
Presidential appointees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
(1) Financial Disclosure Reports (SF 278) are available to members of
the public for inspection and copying upon written request made in
accordance with section 205 of the Ethics in Government Act, Pub. L.
95-521, as amended, and 39 CFR 442.42(e)(2).
(2) Records or information may be provided to the Director, or his
representative, of the Office of Government Ethics.
(3) Records or information may be provided upon request to the
Executive Office of the President when needed in connection with the
nomination of Presidential appointees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and paper folders. Information from the forms may
also be stored on magnetic tape or disk in automated office equipment.
Retrievability:
Records are retrieved by the individual's name.
Safeguards:
Paper records are kept in lockable file cabinets to which only
authorized personnel have access. Access to computer data is
restricted to personnel having an official need for access.
Retention and disposal:
Records are maintained for six years, or longer if needed in
connection with a pending investigation. Disposal is by shredding or
burning.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, 475 L'Enfant
Plaza, SW, Washington, DC 20260-1100.
Notification procedure:
An employee wishing to inquire whether this system of records contains
information about him or to gain access to information pertaining to
him should direct an inquiry to the System Manager. Inquiries should
contain full name and place of employment.
Record access procedures:
See Notification above.
Contesting record procedures:
See Notification above. Since the information in these records is
updated by the subject individual on a periodic basis, most record
corrections can be accomplished by filing subsequent reports. However,
individuals can obtain information on the procedures for contesting
the records under the provisions of the Privacy Act by contacting the
System Manager.
Record source categories:
Information in this system of records is provided by:
a. The subject individual or by a designated person such as a trustee,
attorney, accountant, or relative.
b. Ethics officials who review the reports to make conflict of
interest determinations.
c. Persons alleging conflicts of interests and persons contacted
during any investigation of the allegations.
USPS 120.070
System name: Personnel Records--General Personnel Folder
(Official Personnel Folders and records related thereto), 120.070.
System location:
Personnel offices at all USPS facilities; National Personnel Records
Center, St. Louis, MO: Information Systems, Employee Relations,
Headquarters; Information Systems Service Centers, National Test
Administration Center, Merrifield, VA; and selected contractor sites.
Categories of individuals covered by the system:
Present and former USPS employees; and current employees' children or
former spouses and former employees' family members or former spouses
who qualify and apply for Federal Employees Health Benefits coverage
under Public Laws 98-615 or 100-654.
Categories of records in the system:
Documents pertaining to preemployment, prior Federal employment and
current service as prescribed by USPS directives, including but not
limited to: Applications, resumes, merit evaluations, promotion/salary
change and other personnel actions; letters of commendation; records
of disciplinary actions; and health benefit, retirement, flexible
spending account, and life insurance elections.
Note: This system also contains an automated tracking system which is
used primarily to control and document disciplinary actions and to
provide statistical information.
Authority for maintenance of the system:
39 U.S.C. 1001, 1005; 42 U.S.C. 2000-16; Executive Orders 11478 and
11590.
Purpose(s):
Used by administrators, managers, selection review committees, and
individual employee supervisors to perform routine personnel
functions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To provide information to a prospective employer of a USPS employee
or former USPS employee.
2. To provide statistical reports to Congress, agencies, and the
public on characteristics of the USPS work force.
3. To provide data for the compilation of a local seniority list that
is used by management to make decisions pertaining to appointment and
assignments among craft personnel. The list is posted in local
facilities where it may be reviewed by USPS employees.
4. To transfer to the OPM upon retirement of an employee information
necessary for processing retirement benefits.
5. Disclosure of relevant and necessary information pertaining to an
employee's participation in health, life insurance and retirement
programs may be made to the Office of Personnel Management and private
carriers for the provision of related benefits to the participant
(also see USPS 050.020).
6. Disclosure of minority designation codes may be made to the Equal
Employment Opportunity Commission for the oversight and enforcement of
Federal EEO regulations.
7. Disclosure of records of discipline relating to individual
employees may be made to State Employment Security Agencies at the
initial a determination level of the unemployment compensation claim
process.
8. Information pertaining to an employee who is a retired military
officer will be furnished to the appropriate service finance center as
required under the provisions of the Dual Compensation Act.
9. May be disclosed to a Federal or State agency, providing parent
locator services or to other authorized persons as defined by Pub. L.
93-647.
10. Records in this system are subject to review by an independent
certified public accountant during an official audit of Postal Service
finances.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, preprinted forms, Official Personnel Folders, magnetic
tape and other computer storage devices.
Retrievability:
Employee name and location of employment and social security number.
Safeguards:
Folders are maintained in locked cabinets to which only authorized
personnel have access; automated records are protected by computer
passwords and tape or disc library physical security.
Retention and disposal:
a. Official Personnel Folder (OPF) Records--These records are
considered to be permanent and are maintained until employee is
separated, and then are sent to the National Personnel Records Center,
St. Louis, for storage, or to another Federal agency to which the
individual transfers employment.
b. Personnel Work Sheets--Destroy 30 days after a new PS 50 is issued.
c. Temporary Records of Individual Employees--Destroy when 2 years
old, upon separation, or upon transfer of employee, whichever is
sooner.
d. Service Record Cards--Destroy 3 years after separation or transfer
of employee.
System manager(s) and address:
Vice President, Employee Relations, United States Postal Serive, 475
L'Enfant Plaza SW, Washington, DC 20260-4200.
Notification procedure:
Employees wishing to gain access to their Official Personnel Folders
should submit requests to the facility head where employed.
Headquarters employees should submit requests to the System Manager.
Former Postal Service employees should submit request to any Postal
Service facility head giving name, date of birth and social security
number. Former Post Office Department employees having no Postal
Service employment (prior to July 1971) should submit the request to
the Office of Personnel Management (formerly the U.S. Civil Service
Commission), Compliance and Investigations Group, Washington, DC
20415-0001.
Record access procedure:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access procedures above.
Record source categories:
Individual employee, personal references, former employers and USPS
050.020 (Finance Records-Payroll System).
Systems exempted from certain provisions of the act:
The USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.090
System name: Personnel Records--Medical Records, 120.090.
System location:
Postal Service medical facilities and designee offices; USPS Corporate
Health Fitness Center (Headquarters only).
Categories of individuals covered by the system:
Present and former USPS employees, individuals who have been offered
employment but failed the medical examination before being placed on
the rolls, and employees of other agencies that have entered into an
agreement with the Postal Service to have the Postal Services perform
medical services for the agencies' employees; also Headquarters
employees who participate in the corporate health/fitness program.
Categories of records in the system:
Name, address, job title, social security number, installation,
illness, supervisor's and physician's reports (on Authorizations for
Medical Attention); pertinent medical history including physical
examinations, treatment received at the health unit, occupational
injuries, or illnesses, substance abuse information, findings,
diagnoses and treatment, doctor's statements and recommendations,
records of immunizations, and medical findings related to employees'
exposure to toxic substances. In addition, Headquarters employees who
participate in the corporate health/fitness program will voluntarily
provide data about their lifestyle, exercise schedule, smoking habits,
knowledge as to personal health, personal and family medical history,
nutrition, stress levels, and other data relevant to making a health
risk appraisal. Records of participant employees' individualized
schedules and progress may be kept.
Authority for maintenance of the system:
29 U.S.C. 401, 1001.
Purpose(s):
a. To provide all employees with necessary health care and to
determine fitness for duty; and
b. To provide a comprehensive individualized health promotion program
for Headquarters employees and to determine the employee and
organizational benefits of that program. (NOTE: Personal information
about employee participants in the Corporate Health Fitness Program at
Headquarters is under the exclusive custody of the contractor
operating the Program and is not available to postal management. These
data are maintained only for those employees who voluntarily provide
it and under conditions assuring that it will not be disclosed without
the written authority of the subject employee. Aggregated data may be
provided to postal management for its use in determining the employee
and organizational benefits of the program, but that data will have no
personal identifiers affixed to it.)
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information in these records may be provided to the Office of
Personnel Management in making determinations related to:
a. Veterans Preference;
b. Disability Retirement; and
c. Benefit Entitlement.
2. Information on these records may be provided to officials of the
following Federal agencies responsible for administering benefit
programs:
a. Office of Workers' Compensation Programs;
b. Retired Military Pay Centers;
c. Veterans Administration; and
d. Social Security Administration.
3. Records in this system may be disclosed to an employee's private
treating physician and to medical personnel retained by the Postal
Service to provide medical services in connection with an employee's
health or physical condition related to employment.
4. May be disclosed to an outside medical service when that
organization performs the physical examinations and submits the
evaluation to the Postal Service pursuant to a contract with the USPS
as part of an established Postal Service health program for the
purpose of determining a postal employee's fitness for duty.
5. May be disclosed to the Occupational Safety and Health
Administration, Department of Labor when needed by that organization
to perform its duties properly in accordance with 29 CFR part 19.
6. May be disclosed to the National Institute of Occupational Safety
and Health when needed by that organization to perform its duties
properly in accordance with 29 CFR part 19.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and paper files (Official Medical Folders);
Preprinted forms and paper files and hard-copy computer storage
(Corporate Health Fitness Center records).
Retrievability:
Employee name.
Safeguards:
Maintained in locked files. Access to automated Corporate Health
Fitness Center records is restricted by password protection to medical
screening personnel and health/fitness specialists under contract to
operate the Corporate Health Fitness Program facility at Headquarters.
Retention and disposal:
a. Employee Medical Folder--Medical records considered to be permanent
are maintained until employee is separated and then are sent to the
National Personnel Records Center for storage, or to another Federal
agency to which the individual transfers employment. The records are
maintained for 30 years from the date the employee separates from
Federal service.
b. Failed Eligibles--Retained in Personnel office along with
employment application and destroyed by shredding when 2 years old.
c. Authorization for Medical Attention (PS 3956)--Destroy when 2 years
old.
d. Corporate Health Fitness Center records--Retained by contractor
operating Center until termination of contract at which time they must
be returned to the USPS.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
An employee wishing to know whether information about him/her is
maintained in this system of records should address inquiries to the
head of the facility where employed. Headquarters employees should
submit requests to the System Manager. Failed eligibles should address
inquiries to the head of the facility where application for employment
was made. Inquiries should contain full name.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
USPS employees, selected eligibles, Veterans Administration and USPS
medical staff.
USPS 120.091
System name:
Personnel Records--Vehicle Operators Controlled Substance and Alcohol
Testing Records, 120.091.
System locations:
Postal Service medical facilities, designee medical offices, and
program contractor's office.
Categories of individuals covered by the system:
Current and former postal employees who are or were required to have a
commercial driver's license (CDL) and subject to the controlled
substance and alcohol testing requirements of the Omnibus
Transportation Employee Testing Act of 1991 (Pub. L. 102-143) as
mandated by the U.S. Department of Transportation (DOT).
Categories of records in the system:
Employee or applicant name; social security number; work address and
telephone number; controlled substance and alcohol testing records and
results, including date, time, and reason for each test; test results
from former employers; medical personnel assessments of employees'
test results, recommendations for action, and related documentation;
employee or applicant statements concerning controlled substance and
alcohol test results; and documentation of substance abuse
professionals' (SAPs) determinations of employees' need for assistance
and employees' compliance with SAPs' recommendations.
Authority for maintenance of the system:
39 U.S.C. 401; Pub. L. 102-143; and 49 CFR 40 and 382, 391, 392, 395.
Purpose(s):
a. To comply with the requirements of the Omnibus Transportation
Employee Testing Act of 1991 (Pub. L. 102-143) to implement a
controlled substance and alcohol testing program for employees in
safety-sensitive positions.
b. To provide for the uniform collection and compilation of controlled
substance and alcohol test results for reporting, analysis,
evaluation, and corrective action.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements a, b, c, d, e, f, j, k, l, and m listed
in the prefatory statement at the beginning of the Postal Service's
published system notices apply to this system.
Other routine uses are as follows:
1. Information in these records may be provided to the Federal Highway
Administration (FHWA), when requested by the Secretary of
Transportation; to any U.S. Department of Transportation agency; or to
any state or local official with regulatory authority over the Postal
Service or its employees (as authorized by DOT agency regulations).
2. Information in these records may be provided to the National
Transportation Safety Board in conjunction with an accident
investigation.
3. Information in these records may be provided to a subsequent
employer upon receipt of a written request from the employee, or as
directed by the specific written consent of the employee to an
identified individual.
4. Information in these records may be provided to the employee or to
the decisionmaker in a lawsuit, grievance, or other proceeding
initiated by or on behalf of the employee and arising from the results
of a controlled substance and/or alcohol test administered under the
regulations issued by DOT, or from a determination that the employee
engaged in conduct prohibited by Pub. L. 102-143.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and paper files (including hard-copy computer
printouts) and computer files.
Retrievability:
Employee or applicant name; social security number; and chain of
custody form numbers.
Safeguards:
Kept in locked file cabinets in secured Postal Service medical units
and those of its designees.
Retention and disposal:
a. Destroy the records related to alcohol test results indicating a
breath alcohol concentration of 0.02 or greater, verified positive
controlled substance test results, refusals, medical review officer's
evaluations, employee statements, and substance abuse professionals'
evaluations and referrals when the records are 5 years old.
b. Destroy the records related to alcohol test results indicating a
breath alcohol concentration of less than 0.02 and negative and
canceled controlled substance test results when the records are 1 year
old.
System manager(s) and address:
Vice President, Human Resources, United States Posta Service, 475
L'Enfant Plaza SW, Washington, DC 20260-4200.
Notification procedures:
An employee wanting to know whether information about him or her is
maintained in this system of records must address inquiries to the
head of the facility where the employee is employed. Inquiries must
contain the employee's or applicant's full name, social security
number, and facility where employed (or tested).
Record access procedures:
Requests for access must be made in accordance with the notification
procedures above and the Postal Service Privacy Act regulations
regarding access to records and verification of identity under 39 CFR
266.6.
Contesting record procedures:
See Notification Procedures and Record Access Procedures above.
Record source categories:
Postal Service employees, Postal Service medical staff, Postal Service
designee testing facilities, substance abuse professionals, and
designated contractors.''
USPS 120.098
System name: Personnel Records--Office of Workers' Compensation
Program (OWCP) Record Copies, 120.098.
System location:
All postal facilities.
Categories of individuals covered by the system:
Postal employees who have voluntarily filed for injury compensation.
Categories of records in the system:
Copies of Department of Labor forms consisting of claims and
supporting information, Postal Service forms and correspondence
related to the claim; automated payment and accounting records.
Authority for maintenance of the system:
39 U.S.C. 1005.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Purpose(s):
To provide injury compensation to qualifying employees and to maintain
a record of the events as a basis for managerial decisions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information may be provided to the Department of Labor for the
purpose of determining whether a claimant qualifies for compensation
and to what extent qualification applies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms and correspondence (Note: In some cases, the USPS by
agreement with the Department of Labor (DOL) temporarily stores
original case files. These files are considered to be DOL records to
which DOL rather than USPS regulations apply.) Continuation of pay and
DOL charge-back information is stored on computer media.
Retrievability:
Alphabetically by name and social security number.
Safeguards:
Maintained in locked filing cabinets within the exclusive custody of
the injury compensation control point. Automated records are protected
through computer password security, encryptions, and/or a computer
software security system.
Retention and disposal:
Transfer to a Federal Records Center 5 years after the employee has
left the Postal Service; dispose of 30 years from date the employee
leaves the Postal Service.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200; and APMG, Department of the Controller, Washington, DC
20260-5200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where employed. Headquarters employees should submit requests
to the System Manager.
Record access procedures:
See Notification Procedure above. (Note: The original case file (in
most instances) is maintained by OWCP and must be requested from that
organization as provided for under Department of Labor Privacy Act
System DOL/EAS-13.)
Contesting record procedures:
The contents of OWCP records may be contested only by contacting OWCP
as provided for under the Department of Labor Privacy Act System DOL/
EAS-13.
Record source categories:
Information is obtained from the claimant, the supervisor, witnesses,
physicians, Department of Labor, and USPS 120.035.
USPS 120.099
System name: Personnel Records--Injury Compensation Payment
Validation Records, 120.099.
System location:
All postal facilities having injury compensation units, National
Headquarters and Postal Data Centers.
Categories of individuals covered by the system:
Current and former Postal Service employees who have received or are
receiving injury compensation program payments.
Categories of records in the system:
Lists of individuals whose names appear in two systems of records,
research case records, and remuneration records related to injury
compensation paid to current and former employees by the Postal
Service. (See ``Retention and disposal'' for cases in which these
records are converted to investigative files.)
Authority for maintenance of the system:
39 U.S.C. 1001, 39 U.S.C. 1005.
Purpose(s):
This information is used to identify instances in which improper
double payments have been or are being made to Postal Service
employees who have filed injury-sickness compensation claims and to
maintain records of this event as a basis for: Detecting fraud;
seeking remuneration and/or legal action; reporting the extent of
double payments nationwide; and proposing corrective legislation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer reports, paper records, correspondence and research records.
Note: These files are considered to be USPS records to which USPS
regulations apply.
Retrievability:
Social security number.
Safeguards:
These restricted files are maintained in locked file cabinets. Access
to automated records is protected through a computer security system,
file encryption, and/or password protection.
Retention and disposal:
a. Computer reports.
(1) All personal information on initial data collection reports and
master file/tape will be destroyed (or erased) when 3 years old.
(2) Subsequent reports containing affirmative identifications become
part of research case records.
b. Research case records (copies of records from other systems--
includes computer reports, paper records, and correspondence).
(1) If research determines nonapplicability, destroy by burning or
shredding 6 months after such determination is made.
(2) If research determines applicability, research records then become
(a) part of an investigative case file and fall within system USPS
080.010. Inspection Requirements Investigative File System (refer to
USPS 080.010 for retention and disposal instructions), or (b) a
remuneration case file which is maintained for 2 years and destroyed
by burning or shredding.
Extra copies of research records are destroyed at the time a
remuneration or investigative case file is created.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees or former employees wishing to know whether information
about them is maintained in this system of records should address
inquiries to the System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from Postal Service injury compensation case
files, payment records and employment records as found in USPS Privacy
Act Systems: USPS 050.020, 120.070, and 120.098; Social Security
Administration death files; and pertinent Federal health benefit
carrier's claim/payment files.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.100
System name: Personnel Records--Performance Awards System
Records, 120.100.
System location:
USPS Personnel Division and Inspection Service, Headquarters; Regional
and Divisional Offices of Inspection Service; Division Offices; Post
Offices; Bulk Mail Centers; Postal Data Centers.
Categories of individuals covered by the system:
USPS employees.
Categories of records in the system:
Name of recognized employee and pay location, related records
including letter of commendation and appreciation, correspondence or
memoranda pertaining to awards from other government agencies or
private organizations, length of service awards, incentive awards,
recommendations, nominations, and evidence of payment made.
Authority for maintenance of the system:
Chapter 45 of Title 39, U.S.C.
Purpose(s):
To control and measure the effectiveness of the Awards Program under
which cash awards are given to recognize and reward employees for
special acts, services, or efforts in the public interest related to
USPS employment or that improve USPS effectiveness.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information is summarized and furnished to the Office of Personnel
Management annually, to be included in the OPM report on incentive
awards to the President.
2. Disclosure may be made to the news media from the record of an
individual regarding his/her receipt of an employee award when the
information is of news interest and consistent with the public's right
to know.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape and printed forms.
Retrievability:
Employee name, region where employed, pay location and Division.
Safeguards:
Physical security.
Retention and disposal:
a. Incentive Award Files--Destroy 4 years from date of approval or
disapproval.
b. Length of Service Award Files--Destroy when 1 year old.
c. Non-USPS Awards--Destroy 2 years after date of award.
d. Letter of Commendation and Appreciation (excluding copies filed in
the OPF)--Destroy 2 years from date of letter.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where employed. Headquarters employees should submit requests
to the SYSTEM MANAGER. Inquiries should contain full name and pay
location.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained in summary printouts supplied to each region
by Postal Data Centers.
USPS 120.110
System name: Personnel Records--Preemployment Investigation
Records, 120.110.
System location:
USPS Facilities; District Offices, Area Offices and National
Headquarters; and site of USPS contractor (all records except
laboratory reports containing drug test results and related medical
records which are maintained in Postal Service medical facilities and
designee offices.
Categories of individuals covered by the system:
Postal employees and applicants for employment.
Categories of records in the system:
Replies from former employers, local police records, military records,
driving recirds, drug screening records including laboratory results,
drug history records and other investigative reports used to determine
suitability for employment. Other records filed with these are: Office
of Personnel Management records (privacy system--OPM/CENTRAL-9)
compiled through a National Agency Check and Inquiry (NACI) and
forwarded to the USPS for assistance in making a hiring decision.
Authority for maintenance of the system:
39 USC 410(b), 1001.
Purpose(s):
To determine suitability for employment.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
With the exception noted below, general routine use statements A, B,
C, D, E, F, G, H, J, K, L, and M listed in the Prefatory Statement at
the beginning of the Postal Service's published system notices apply
to this system.
Note: Only general routine use B applies to drug screening records and
laboratory results identified in the ``Categories of Records in the
System'' section of this notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and correspondence.
Retrievability:
Alphabetically by name.
Safeguards:
Laboratory results of drug testing are stored in locked file cabinets
under the supervision of medical personnel. Other information is
stored in locked file cabinets accessible to those with an appropriate
security clearance.
Retention and disposal:
a. Destroy 5 years from the date the employee is initially found
suitable for employment or 5 years from the date action was taken to
deny or terminate employment.
b. NACI reports are retained in the same fashion as local
investigative records.
System manager(s) and address:
Vice President, Employee Relations, United States Postal Service,
Washington, DC 20260-4200.
Notification procedure:
a. Local Investigative records--Apply to the head of the postal
facility where employed. Headquarters employees should submit requests
to the System manager. b. OPM NACI reports--Apply to the Office of
Personnel Management as instructed by privacy system OPM/CENTRAL-9.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained primarily from local police records, state
driving records, military records, former employers and drug testing
laboratory.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 120.120
System name: Personnel Records--Personnel Research and Test
Validation Records, 120.120.
System location:
USPS Headquarters, Washington, DC (paper records only); National Test
Administration Center, Alexandria, VA, and contractor sites (paper and
ADP records); and National Information Systems Development Center,
Raleigh, NC and Minneapolis Postal Data Center, Minneapolis, MN (ADP
records only).
Categories of individuals covered by the system:
Applicants for postal employment and USPS employee applicants for
reassignment and/or promotion; current employees whose work records or
solicited responses are involved in research projects.
Categories of records in the system:
Records are hard-copy (paper, including scannable answer sheets) or
ADP (magnetic tape, disk) and may contain the following information,
depending on personnel research or test validation study: Applicant
and research subject demographic data, including race, sex, national
origin, employment status, date of birth and geographical location;
and identification data, including name, social security number or
respondent identification code; project identification codes, batch
codes, and information collection dates; applicant and research
subject responses to, or evaluation on, personnel assessment
instruments; applicant and research data and laboratory data and
analysis, concerning performance, work suitability, physical
condition, disciplinary incidents, awards, attendance, training or
other work-related data, when used in conjunction with personnel
research; and job analysis data, including respondent identification
and evaluation of job activities and employee qualifications.
Authority for maintenance of the system:
39 U.S.C. 401.1001.
Purpose(s):
To support research and development efforts in the construction and
use of personnel assessment instruments (such as tests and performance
evaluation forms); the analysis of employee behavior, characteristics,
interests, attitudes, and physical condition affecting productivity;
and the evaluation and improvement of personnel management practices.
Data are collected when specific research projects are undertaken
(such as pilot tryouts of personnel selection methods and job attitude
surveys). Race and national origin data are used to evaluate any
adverse impact of the selection process. Use of these race and
national origin data is limited to research projects and test
validation conducted by the Postal Service.
No individual personnel decisions are made in the use of these
research records. Many data are collected under conditions ensuring
their confidentiality which will be protected. Personnel information
in this system of records is used primarily by the personnel research
staff of the Office of Selection and Evaluation of the U.S. Postal
Service. Reports and analyses that result from use of this system, or
use of this system in conjunction with system USPS 120.121, are based
on aggregated data, with no identification of the individuals
involved.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To disclose information to the Equal Employment Opportunity
Commission for use in determining the existence of adverse impact in
the total selection process, in reviewing allegations of
discrimination, or in assessing the status of compliance with Federal
law.
2. Disclosure of information about applicants for employment with the
Postal Service may be made to the Selective Service System (SSS) under
approved computer matching efforts in which either the Postal Service
or SSS acts as the matching agency. Disclosure will be limited to only
those data elements considered relevant to identify individuals
eligible for registration under the Military Selective Service Act (50
U.S.C. App. 451 et seq.), to determine whether those individuals have
complied with registration requirements, and to enforce compliance
when necessary.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, magnetic tape, and disks.
Retrievability:
Depending on the research project, employee name, social security
number, batch number, employee's date of examination, location, or
respondent identification code.
Safeguards:
These records are maintained in closed file cabinets in a secure
facility. Access to computer data is restricted to authorized
personnel.
Retention and disposal:
Records are maintained for five years. Paper records are destroyed by
shredding and computer records by erasing.
a. Hard-Copy--Paper response forms (scannable answer sheets, booklets)
are destroyed upon transcription to magnetic media, usually within six
months of collection.
b. Magnetic Tape--Retention is dependent upon the type of research
project and is not to exceed 30 years--DO NOT TRANSFER TO A FEDERAL
RECORDS CENTER.
System manager(s) and address:
APMG, Employee Relations, Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to gain access to their records should submit
requests to the facility head where employed. Headquarters employees
should submit requests to the System Manager. Former Postal Service
employees wishing to gain access to their Official Personnel Folder
should submit request to any Postal Service facility head giving name,
date of birth and social security number. Former Post Office
Department employees having no Postal Service employment (prior to
July 1971) should submit the request to the Office of Personnel
Management (formerly the U.S. Civil Service Commission), Compliance
and Investigations Group, Washington, DC 20415-0001.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Applicants or research subjects, or others providing evaluations or
work-related data on subjects as part of a research study. Other
systems from which information is accessed include records relating
to: Collection and Delivery, EEO, Finance, Inquiries and Complaints,
Inspection Requirements, Personnel, Statistical Systems and
Litigation.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 120.121
System name: Personnel Records--Applicant Race, Sex, National
Origin and Disability Status Records, 120.121.
System location:
USPS National Test Administration Center, Alexandria, VA (paper and
ADP records); and USPS National Information System Development Center,
Raleigh, NC; and Minneapolis Postal Data Center, Minneapolis, MN (ADP
records only).
Categories of individuals covered by the system:
Applicants for USPS examinations, including USPS employees.
Categories of records in the system:
Individual's name, Social Security Number, date of birth, lead office
installation number, race, sex, national origin and disability status
data:
Authority for maintenance of the system:
39 U.S.C. 401, 101 and 5 U.S.C. 7201.
Purpose(s):
To provide the Postal Service with the ability to assess the impact of
personnel selection decisions on applicants in each racial, sex,
national origin and disability category.
Note: These data are maintained only on those applicants who
voluntarily provide it and under conditions assuring that the
individual's self-identifications as to race, sex, national origin,
and disability status does not accompany that individual's application
when it is under consideration by a selecting official. Data are
collected via a research questionnaire on an applicant-by-applicant
basis and are used to produce summary descriptive statistics and
analytical studies to evaluate personnel/organizational measurement
and selection methods; to implement and evaluate USPS affirmative
action programs; to determine any adverse impact on the overall
personnel selection process; to identify categories of individuals for
personnel research; and for related work force studies.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To disclose information to the Equal Employment Opportunity
Commission for use in determining the existence of adverse impact in
the total selection process, in reviewing allegations of
discrimination, or in assessing the status of compliance with Federal
law.
2. Disclosure may be made in response to the order of a court of
competent jurisdiction.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, magnetic tape and disks.
Retrievability:
Name and Social Security Number.
Safeguards:
Records are maintained in lockable filing cabinets in a secured room.
Access to automated data is restricted by computer passwords.
Retention and disposal:
a. Hard Copy--Destroy 6 months after processing.
b. Magnetic Tape--Maintain for 30 years--DO NOT TRANSFER TO A FEDERAL
RECORDS CENTER.
c. Statistical Records (without individual identifiers)--Maintained
for as long as needed for the purpose of conducting longitudinal
studies.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Individuals wishing to know whether this system of records contains
information about them should address inquiries to the head of the
examination center of the facility that administered the test.
Inquiries should be written, signed, and contain full name, Social
Security Number, type of examination, examination number, and the date
and place of participation in the examination.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is provided by applicants taking examinations.
USPS 120.130
System name: Personnel Records--Postmaster Selection Program
Records, 120.130.
System location:
USPS Divisions and Management Sectional Centers.
Categories of individuals covered by the system:
USPS employees and external applicants desiring to be considered for
appointment to a Postmaster position.
Categories of records in the system:
Name, address, date of birth, social security number, education
summary, postal background, other employment experience, Postal
Inspector's Investigative Report, and other pertinent personal
information.
Authority for maintenance of the system:
39 U.S.C. 401, 1001.
Purpose(s):
To provide USPS selecting officials and appointing officials with
decision-making information to determine the best qualified candidates
for appointment to postmaster positions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed, typed or handwritten forms.
Retrievability:
Applicant's name and post office for which application was made.
Safeguards:
Locked file cabinets in a secured facility with access restricted to
authorized personnel.
Retention and disposal:
Postmaster vacany files are retained in the selecting official's
organization for 2 years and then destroyed, unless an audit,
investigation, or appeal is pending. Records are destroyed by
shredding or burning.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether this system of records contains
information on them should address inquiries to the Field Division
General Manager/Postmaster of the Division in which the application
was made. Inquiries should contain full name, the postal facility to
which application was made, title and place of employment.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the employee, postal background personnel
data, and from forms completed by the employee.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 120.140
System name: Personnel Records--Employee Assistance Program
(EAP) Records, 120.140.
System location:
EAP Offices, Headquarters, the Minneapolis Postal Data Center and
certain contractor sites.
Categories of individuals covered by the system:
USPS employees and immediate family members who volunteer for or are
referred to the Program which is established primarily to help postal
employees in their efforts to recover from alcohol, drug abuse and
other problems which may adversely impact their personal lives, job
behavior or performance.
Categories of records in the system:
Name of employee participant, personal information needed to assist in
a program of recovery, information about referral, problem, progress
and participation (number of counselling contacts and leave usage
while a Program participant), name of referred family member and name
of community resource where referred. Demographic data collected on
records subjects for statistical reporting includes marital status,
ethnic group, gender, and age group.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To provide counselors with information needed to maintain program
operations and counsel individuals under the Program. Also, used as a
management data source for statistical reporting on the Program.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Records or information from this system may be disclosed to an
expert, consultant, or other individual who is under contract to the
Postal Service to fulfill an agency function, but only to the extent
necessary to fulfill that function. This may include disclosure to any
individual with whom the Postal Service contracts to reproduce by
typing, photocopying, or other means any records for use by Postal
Service officials in connection with their official duties or to any
individual who performs clerical or stenographic functions relating to
the official business of the Postal Service.
2. Records or information from this system may be made to medical
personnel to the extent necessary to meet a medical emergency
involving the participant.
3. Non-identifying records or information from this system may be
disclosed to qualified personnel for purposes of research, audit, or
program evaluation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, magnetic tape/disk and computer printouts.
Retrievability:
Name, Social Security Number or case number of participants.
Safeguards:
These restricted files are maintained in locked file cabinets with
access limited to EAP personnel and in secured facilities. Automated
records are protected through computer password security and encoding
of personal identifiers.
Retention and disposal:
a. Historical Case Record Cards--Destroy 25 years from the close of
case to which card corresponds.
b. Case Files--(1) Deceased persons--Destroy 1 year from date of
cutoff; (2) Persons successfully completing the Program and persons
dropped from the Program for reasons of termination, retirement,
withdrawal or transfer--Destroy 3 years from date of cutoff; (3)
Family member--Destroy 1 year from date of interview.
Do not transfer to a federal records center.
System manager(s) and address:
Headquarters USPS, APMG, Employee Relations Department, 475 L'Enfant
Plaza SW, Washington, DC 20260-4200.
Notification procedure:
Participants in the Program should address inquiries to the head of
the facility where participating. Inquiries should contain full name,
Social Security Number, and location of employment, if applicable.
Headquarters employees should submit request to the System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The participating employee, family member referee, EAP counselor and
the referring source.
USPS 120.151
System name: Personnel Records--Recruiting, Examining, and
Appointment Records, 120.151.
System location:
U.S. Postal Service personnel offices, National Test Administration
Center (NTAC); Minneapolis Postal Data Center, and/or other offices
within Postal Service facilities authorized to engage in recruiting or
examing activities or to make appointments to positions.
Categories of individuals covered by the system:
Job applicants.
Categories of records in the system:
Personal and professional resumes, personal applications, test scores,
medical assessments, academic transcripts, letters of recommendation,
employment certifications, medical records, and registers of
eligibles. Restricted medical records are accumulated by personnel
offices prior to transmittal to medical facilities. The above records
may include such information as name of applicant, post office of
application, social security number, date of examination, employment
and education background, estimates of potential, and recommendations.
Authority for maintenance of the system:
39 U.S.C. 401.1001.
Purpose(s):
To provide managers, personnel officials and medical officers with
information for recruiting and recommending appointment of qualified
persons.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, index cards, magnetic tape, punched cards, preprinted
forms and computer printed reports.
Retrievability:
Job applicant name and/or social security number.
Safeguards:
Paper records are maintained in closed filing cabinets under scrutiny
of designated managers. Computer records are maintained in secured
facilities.
Retention and disposal:
a. Applications for Employment--Dispose of upon expiration of
eligibility, unless extended for an additional year at the request of
the eligible person.
b. Applications for Master Instructor Positions--Destroy 3 years after
date of selection.
c. Employment Registers:
(i) Notice of Rating Card--Forward to applicant.
(ii) Alpha and numeric Register Cards--Destroy when 10 years old.
d. Outside Applicant Files:
(i) Successful Applicant Files--Move PS 50B or PS 52 as appropriate,
to the Official Personnel Folder. Dispose of all other forms and
papers when 6 months old.
(ii) Unsuccessful Applicant File--Dispose of when 1 year old.
e. Answer Sheets
(i) Hard Copy-Destroy 6 months after processing
Magnetic Tape-Maintain for 30 years-DO NOT TRANSFER TO A FEDERAL
RECORDS CENTER.
System manager(s) and address:
APMG Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility to which job application was made. Inquiries should contain
full name, social security number, and, if applicable, approximate
date of application submitted and residence.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individual, school officials, former employers, supervisors, named
references, Veterans Administration and State Division of Vocational
Rehabilitation Counselors.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 120.152
System name: Personnel Records--Career Development and Training
Records, 120.152.
System location:
Postal Education and Development Centers (PEDCs) and other facilities
within the Postal Service where career development training, and
curriculum evaluation activities are authorized.
Categories of individuals covered by the system:
Current and former postal employees.
Categories of records in the system:
Career development records, applications for and records of postal and
non-postal training, records containing student and manager
evaluations of training received, examination and skills bank records,
and scheme examination records (including dates of examination due and
taken, and results). Information within these records may include
name, social security number, special qualifications, skills or
knowledge, career goals, education, work histories or summaries,
nominations, recommendations, and copies of personnel actions,
certificates and other material contained within USPS 120.070.
Authority for maintenance of the system:
39 U.S.C. 401.1001.
Purpose(s):
To provide managers, supervisors, and training and development
professionals with decision-making information for employee career
development, training, and assignment.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, index cards, magnetic tape, punched cards, preprinted
forms and computer printed reports.
Retrievability:
Employee name and social security number.
Safeguards:
Paper records are maintained in closed filing cabinets under scrutiny
of designated managers. Computer records are maintained in secured
facilities.
Retention and disposal:
a. Management Training Program Records: (1) Trainee's Individual
Files--Destroy 5 years from the date trainee leaves the program. (2)
Trainee Travel Records--Destroy 1 year from date trainee leaves
program. (3) Travel files of postal manager in connection with
program--dispose of when 1 year old.
b. Nomination for Executive Leadership Files--Destroy 1 year from date
of selection.
c. Employee Training Files--Destroy 5 years from date of training.
d. Case Examination Records--Destroy 1 year from date of separation of
employee.
Certain records of examinations are maintained as part of USPS
120.120, Personnel Records--Personnel Research and Test Validation
Records.
System manager(s) and address:
APMG, Employee Relations Department, Washington, DC 20260-4200; APMG,
Facilities Department, Washington, DC 20260-6400; and APMG, Philatelic
and Retail Services Department, Washington, DC 20260-6700.
Notification procedure:
Current and former field employees wishing to know whether information
about them is contained in this system of records should address
inquiries to the head of the appropriate employment facility.
Headquarters employees should submit requests to the System Manager.
Inquiries should contain full name and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the subject, subject's employment
records, and his/her supervisor.
Systems exempted from certain provisions of the act:
Reference 39 CFR 266.9 for details.
USPS 120.153
System name: Personnel Records--Individual Performance
Evaluation/Measurement, 120.153.
System location:
U.S. Postal Service facilities where individual performance
evaluation/measurement activities are conducted.
Categories of individuals covered by the system:
Current and former postal employees.
Categories of records in the system:
Individual performance evaluation and measurement records that include
audit sheets, performance ratings, performance appraisals for PCES
candidates, self-appraisals, statements of goals and objectives, and
related correspondence.
Authority for maintenance of the system:
39 U.S.C. 401.1001.
Purpose(s):
To provide managers and supervisors with decision making information
for training needs, promotion and assignment considerations, or other
employee/job related actions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, index cards, magnetic tapes, punched cards, preprinted
forms and computer printed reports.
Retrievability:
Employee name and social security number.
Safeguards:
Paper records are maintained in closed filing cabinets under scrutiny
of designated managers. Computer records are maintained in secured
facilities.
Retention and disposal:
a. Merit Performance Evaluation Files--Destroy when 5 years old.
b. Individual Performance Evaluation/Measurement Records--Destroy when
10 years old or when no longer useful, whichever is sooner. DO NOT
TRANSFER TO A FEDERAL RECORDS CENTER.
System manager(s) and address:
Assistant Postmaster General having jurisdiction over the functional
or administrative performance evaluation/measurement procedure.
Notification procedure:
Current and former field employees wishing to know whether information
is maintained about them in this system of records should address
inquiries to the head of the appropriate employment facility.
Headquarters employees should submit requests to the System Manager.
Inquiries should contain full name and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the subject, the subject's employment
records and his/her co-workers.
USPS 120.154
System name:
Personnel Records--Employee Survey Process System Records, USPS
120.154.
System location:
Human Resources at Headquarters, and at a contractor site.
Categories of individuals covered by the system:
Supervisors and managers who are rated under an employee survey
process or have responsibility for a rated work location.
Categories of records in the system:
Work location, name and social security number of manager or
supervisor, aggregate data and analyses of data, and national feedback
reports.
Authority for maintenance of the system:
39 U.S.C. 401, 1001.
Purpose(s):
To improve the quality of postal services, employee-management
relations, and communication between managers and employees by
soliciting employee feedback on job-related issues; to provide
management and supervisors with information needed to improve their
leadership skills; and to provide information for evaluating manager
and supervisor performance.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements b, f, and g listed in the prefatory
statement at the beginning of the Postal Service's published system
notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper and computer storage media.
Retrievability:
Some survey information in the system is retrieved only by work
location. Other information is retrieved by manager or supervisor name
or social security number.
Safeguards:
Hardcopy records are maintained in a secured environment, with access
limited to those individuals whose official duties require such
access. Access to automated records is restricted by authorized user
identification codes. Information on computer storage media maintained
at a contractor site is protected by ADP physical security, technical
software, and administrative security subject to audit and inspection
by the Postal Inspection Service.
Retention and disposal:
a. Employee Opinion Survey Process Records--Retain for 20 years.
Destroy paper records by shredding or burning. Destroy computer
records by erasure or degaussing.
b. Management Development Process Records: (1) Paper Survey Feeder
Records--Cut off at the end of the calendar year and destroy by
shredding or burning 3 years from cutoff date; (2) Computer Records--
Retain for 20 years and then erase or degauss.
System manager(s) and address:
Vice President, Human Resources, United States Postal Service, 475
L'Enfant PLZ SW, Washington DC 20260-4200.
Notification procedure:
Individuals wanting to know whether information about them is
maintained in this system of records must address inquiries in writing
to the system manager.
Record access procedures:
Requests for access must be made in accordance with the notification
procedure above and the Postal Service Privacy Act regulations
regarding access to records and verification of identity under 39 CFR
266.6.
Contesting record procedures:
See Notification Procedure and Record Access Procedures above.
Record source categories:
Postal employees.
USPS 120.170
System name: Personnel Records--Safe Driver Award Records,
120.170.
System location:
Motor Vehicle Offices of Postal Facilities.
Categories of individuals covered by the system:
USPS employees who are full-time drivers of postal vehicles.
Categories of records in the system:
Contain employees' name, yearly Safe Driver Awards record of any
accidents in which employee is involved, and evaluations by Safe
Driver Award Committee.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To provide information for awarding Safe Driver Awards.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. To furnish information to the National Safety Council for award
purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Index cards.
Retrievability:
Alphabetically by name of employee.
Safeguards:
Kept in closed file cabinet with limited access.
Retention and disposal:
Destroy 4 years from date of separation, expiration of license,
recision of authorization, or transfer of driver into a nondriving
status, or other transfer (unless requested by new installation or
agency).
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where employed. Headquarters employees should submit the
request to the SYSTEM MANAGER. Inquiries should contain full name.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the driver and from USPS accident
reports.
USPS 120.180
System name: Personnel Records--Skills Bank (Human Resources
Records), 120.180.
System location:
Maintained by various postal facilities as determined by management.
Categories of individuals covered by the system:
Different categories of USPS employees, women, PCES and employees in
various job categories.
Categories of records in the system:
Employee name, social security number, address, job position, sex,
educational background, work history, salary history, skills,
licenses, language, career preferences and goals, geographical
preferences, special achievements, merit awards, project assignments,
benefits, and other personal information. (The various systems in
existence may contain more or less information than specified herein.)
Authority for maintenance of the system:
Pub. L. 92-261, 39 USC 401, 1001.
Purpose(s):
Used by USPS management to make and track employee job assignments, to
place employees in new positions, and to assist in career planning and
training in general; the system is also used to provide statistics for
personnel and workload management.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms, magnetic tape and disk files, computer reports, and
microfiche.
Retrievability:
Name and social security number.
Safeguards:
Locked file cabinets, controlled access, computer password
authentication, magnetic tape library, physical security.
Retention and disposal:
Paper records will be destroyed by shredding or burning 1 or 2 years
after information is successfully entered into the system depending
upon the particular program involved. Automated information will be
erased 1 year after employee is terminated or is no longer in the
particular job category.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200; and Chief Postal Inspector, Postal Inspection Service,
Headquarters, Washington, DC 20260-2100.
Notification procedure:
Employees wishing to know whether such a system exists at their place
of employment or whether information about them is maintained in this
system of records should address inquiries to the head of the facility
where employed. Headquarters employees should submit requests to the
System Manager. Inquiries should contain full name, social security
number, and place of employment.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained directly from employee and USPS personnel
forms and reports.
Systems exempted from certain provisions of the act:
The USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C. 552a
(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.190
System name: Personnel Records--Supervisors' Personnel Records,
120.190.
System location:
Any Postal Service facility.
Categories of individuals covered by the system:
USPS Employees.
Categories of records in the system:
Records consist of summaries or excerpts from the following other USPS
personnel records systems: 120.036, 120.070, 120.151, 120.152,
120.153, 120.180, 120.210; as well as records of discipline. In
addition copies of other Postal Service records and records originated
by the supervisor may be included at the supervisor's discretion.
Authority for maintenance of the system:
39 U.S.C. 401, 1001.
Purpose(s):
To enable supervisors to efficiently manage assigned personnel.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records of discipline may become part of USPS 120.070 and would
therefore be subject to disclosure under the routine uses of that
system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper files, index cards, magnetic tape and disk, computer printouts.
Retrievability:
Employee name.
Safeguards:
Paper documents/index cards are locked in supervisor's desk or filing
cabinets. Computer readable media are maintained in secured data
processing facilities.
Retention and disposal:
a. Counseling Records--Destroy when 1 year old if there has been no
disciplinary action initiated against the employee during that period.
b. Letters of Warning--Destroy when 2 years old if there has been no
disciplinary action initiated against the employee during that period.
c. All Other Records--Dispose of immediately upon termination of
supervisor/employee relationship.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Employees wishing to know whether this system of records contains
information on them should address inquiries to the head of the
facility where employed. Headquarters employees should submit requests
to the System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Other personnel records systems, supervisor notes, employees and
postal customers.
Systems exempted from certain provisions of the act:
Records of information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.210
System name: Personnel Records--Vehicle Maintenance Personnel
and Operators Records, 120.210.
System location:
Postal Service vehicle maintenance facilities; processing and
distribution centers; bulk mail centers; post offices; area offices;
district offices; Headquarters; and program contractor's office.
Categories of individuals covered by the system:
Current and former postal employees who operate or maintain postal
vehicles, including those employees required to have commercial
driver's licenses (CDLs) and who drive vehicles in excess of 26, 000
pounds gross venicle weight rating (GVWR).
Categories of records in the system:
Records relating to individual employee operation of USPS-owned or
USPS-leased vehicles, including employee name; social security number;
age; length of service; physical condition; qualifications to drive;
results of driving; vehicle and safety training; licensing information
(including revocations and suspensions); driving habits; route and
vehicle assignments; vehicle accidents; driving citations and safety
awards; notificationsof substance and alcohol tests, with related
checklists and correspondence; employee workload; and work habits.
Authority for maintenance of the system:
39 U.S.C. 401; Pub. L. 102-143; and 49 CFR 40 and 382, 391, 392, 395.
Purpose(s):
a. To provide local post office managers, supervisors, and
transportation managers with information to assign routes and vehicles
and to adjust workload, schedules, and type of equipment operated.
b. To serve as a basis for corrective action and presentation of safe
driving awards.
c. To comply with the testing and documentation requirements of the
Omnibus Transportation Employee Testing Act of 1991 (Pub. L. 102-143)
implementing a controlled substance and alcohol testing program for
employees required to have commercial driver's licenses (CDLs).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m
listed in the prefatory statement at the beginning of the Postal
Service's published system notices apply to this system.
Other routine uses are as follows:
1. Information in these records provides GSA and Postal Service driver
credentials.
2. Information in these records may be provided to the contractor
responsible for maintaining the database of employees to be selected
randomly for controlled substance and alcohol testing.
3. Information in these records may be provided to the Federal Highway
Administration (FHWA), when requested by the Secretary of
Transportation; to any U.S. Department of Transportation agency; or to
any state or local official with regulatory authority over the Postal
Service or its employees (as authorized by DOT agency regulations).
4. Information in these records may be provided to the National
Transportation Safety Board in conjunction with an accident
investigation.
5. Information in these records may be provided to the employee or to
the decisionmaker in a lawsuit, grievance, or other proceeding
initiated by or on behalf of the employee and arising from the results
of a controlled substance and/or alcohol test administered under the
regulations issued by DOT, or from a determination that the employee
engaged in conduct prohibited by Pub. L. 102-143.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Preprinted forms and paper files (including hard-copy computer
printouts) and computer files.
Retrievability:
Employee names; vehicle number; route number; and work order number.
Safeguards:
Kept in locked file cabinets in secured Postal Service and contractor
facilities. Access to computer data is restricted to authorized
contractor personnel.
Retention and disposal:
a. Destroy the records related to the employee's random selection for
controlled substance and alcohol testing when the records are 1 year
old.
b. Destroy the checklists, correspondence, and any other documentation
related to the employee's testing for controlled substances and
alcohol when the records are 5 years old.
c. Destroy records maintained in the database of employees subject to
Pub. L. 102-143 when the employee separates from the Postal Service or
is no longer authorized to operate a Postal Service vehicle.
d. Destroy the remaining records related to the employee's operation
or maintenance of Postal Service vehicles 4 years from the date of
separation, transfer (unless requested by new installation or agency),
expiration of license, rescission of authorization, or transfer of the
employee into a nondriving status.
System manager(s) and address:
Vice President, Operations Support, United States Postal Service, 475
L'Enfant Plaza SE, Washington, DC 20260-2402.
Notification procedure:
An employees wishing to know whether information about him or her is
maintained in this system of records must address inquiries to the
head of the facility where the employee is employed. Inquiries must
contain employee's full name, social security number, route number,
work station and facility where employed.
Record access procedures:
Requests for access must be made in accordance with the Notification
Procedure above and the Postal Service Privacy Act regulations
regarding access to records and verification of identity under 39 CFR
266.6.
Contesting record procedures:
See Notification Procedures and Record Access Procedures above.
Record source categories:
Postal Service employees, supervisor, and medical staff; staff motor
vehicle departments and designated contractor(s).
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the Postal Service has claimed exemption from certain provisions of
the Act for several of its other systems of records as permitted by 5
U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of
exempt records are incorporated into this system, the exemptions
applicable to the original primary system must continue to apply to
the incorporated records.
USPS 120.220
System name: Personnel Records--Arbitration Case Files, 120.220.
System location:
Office of Labor Law, Law Department, National Headquarters; Office of
Field Legal Services, Regions; and Field Divisions.
Categories of individuals covered by the system:
Employees involved in labor arbitration.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
Documents relating to proceedings when the USPS is a party in labor
arbitration cases. Includes disciplinary and contract grievances, and
appeals of bargaining unit employees, formal pleadings and memoranda
of law, excerpts from grievance files, supporting documents, notes and
case analyses prepared by Postal Service advocates and other
personnel, and correspondence and telephone records.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d).
Purpose(s):
To provide advice and representation to the Postal Service in labor
arbitration cases.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
3. A record may be transferred, and information from it disclosed to
any Federal agency as may be appropriate for the coordinated defense
or prosecution of related litigation or the resolution of related
claims or issues without litigation,
4. A record may be disclosed in a Federal, State, local, or foreign
judicial or administrative proceeding in accordanc with the procedures
and practices governing such proceeding.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
Name of litigant(s).
Safeguards:
Folders containing paper documents are kept in lockable filing
cabinets within secured buildings or areas under the general scrutiny
of authorized personnel. Computer terminals and tape/disk files are
located in a secured area and access is restricted to personnel having
an official need.
Retention and disposal:
a. Disciplinary Cases (to include removal) and contract application
cases--(1) National Level--Destroy 15 years from date of final
decision. (2) Field Level--Destroy 5 years from date of final
decision.
b. Contract Interpretation Cases (National Level)--Transfer to a
Federal Records Center when 5 years old; destroy 15 years from date of
expiration of the agreement.
c. Court Actions--Transfer to a Federal Courts Center when 5 years
old, destroy 15 years from date of final agreement.
System manager(s) and address:
APMG, Labor Relations Department,
Headquarters, Washington, DC 20260-4100.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
name, case number, if known, and the approximate date the action was
initiated.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
(a) Employees involved in labor arbitration cases; (b) Counsel(s) or
other representative(s) for parties involved in the arbitration case
other than Postal Service; (c) Arbitrators; (d) Other individuals
involved in labor arbitration cases. Source documents include the
formal case file, investigative reports, and other records relevant to
the case.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the exent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.230
System name: Personnel Records--Adverse Action Appeals
(Administrative Litigation Case Files) 120.230.
System location:
Office of Labor Law, Law Department, National Headquarters; Office of
Field Legal Services, Regions; and Field Divisions.
Categories of individuals covered by the system:
Employees involved in Veterans' Appeals and other adverse action
appeals.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
(a) Formal pleadings and memoranda of law; (b) excerpts from
disciplinary or adverse action files and other relevant documents; (c)
miscellaneous notes and case analyses prepared by Postal Service
advocates; and (d) correspondence and telephone records.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d).
Purpose(s):
This information is used to provide advice and representation to the
Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
Name of litigant(s).
Safeguards:
Folders containing paper documents are kept in lockable filing
cabinets within secured buildings or areas under the general scrutiny
of authorized personnel. Computer terminals are located in a secured
area, and access is restricted to personnel having an official need.
Retention and disposal:
Destroy 7 years from date of final decision.
System manager(s) and address:
APMG, Employee Relations Department, Headquarters, Washington, DC
20260-4200.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
their name, case number, if known, and the approximate date the action
was instituted.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
(a) Employees involved in Veterans Appeals and other adverse action
appeals; (b) Counsel(s) or other representative(s) for parties in
administrative litigation other than Postal Service; (c) Other
individuals involved in appeals. Source documents include the formal
case file, investigative reports, and other records relevant to the
case.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 120.240
System name: Personnel Records--Garnishment Case Files, 120.240.
System location:
Finance Offices within USPS facilities and the Minneapolis, Postal
Data Center.
Categories of individuals covered by the system:
Employees whose wages are garnished to satisfy a financial obligation.
Categories of records in the system:
Employee name, social security number, address, employing facility,
name and address of the recipient of the deduction, amount of the debt
and deduction, and other data relevant to the garnishment of an
employee's wages in payment of alimony, child support, or commercial
debts, or state or local tax levies. Records within case files may
also include notices to employee of the intent to withhold wages,
court orders, worksheets for calculating or processing garnishments,
and other correspondence/documents relating to the indebtedness.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d).
Purpose(s):
To process garnishment of a postal employee's wages to satisfy a debt
related to child support, alimony, a commercial obligation, or a state
or local tax levy.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper documents and computer tape/disk.
Retrievability:
Employee name.
Safeguards:
Paper and automated records are subject to controlled access.
Retention and disposal:
Postal Data Center records are maintained for six months after the
debt is satisfied or cancelled; Post Office records are maintained for
3 years after the debt is satisfied or cancelled. Paper records are
shredded and computer tape/disk records are erased at the end of
retention period.
System manager(s) and address:
Assistant Postmaster General, Department of the Controller,
Headquarters, Washington, DC 20260-5010.
Notification procedure:
Employees wishing to know whether this system of records contains
information about them should submit requests to the facility head
where employed. Headquarters employees should submit requests to the
System Manager. Inquiries should include the employee's full name and
case number, if known.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The indebted employee, court related documents, and other records
relating to the debt.
USPS 130.010
System name: Philately--Benjamin Franklin Stamp Club
Coordinators and Project Leaders List, 130.010.
System location:
Philatelic and Retail Services Department Headquarters, and Philatelic
Sales Division, Merrifield, VA.
Categories of individuals covered by the system:
Adult Coordinators of Stamp Clubs for youth groups.
Categories of records in the system:
Name and address of club coordinators.
Authority for maintenance of the system:
39 U.S.C. 401.404.
Purpose(s):
To be used as an adjunct to a philatelic program by Sectional Center
personnel, Division personnel, and individual postmasters as follows:
1. Assisting coordinators in forming stamp Clubs;
2. Making contact with Clubs to assist in program presentation and
USPS cooperation at stamp shows and philatelic exhibits;
3. Responding to philatelic information requests;
4. Determining USPS needs for films, graphics, and publications
related to philately; and
5. Mailing newsletters to Stamp Club coordinators.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer tape/disk.
Retrievability:
Name of individual and ZIP Code within the club or stamp group with
which the individual is associated.
Safeguards:
Computer media are stored in a fire resistant and secured facility
with controlled access.
Retention and disposal:
Records are maintained on a year-to-year basis subject to
reverification each year.
System manager(s) and address:
APMG, Philatelic and Retail Services Department, Washington, DC 20260-
6700.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the System
Manager. Inquiries should contain full name, address, and the club or
stamp group with which the requester is associated.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the individual to which the record
refers.
USPS 130.020
System name: Philately--Educators Stamp Fun Mailing Lists,
130.020.
System location:
Philatelic and Retail Services Department, Headquarters.
Categories of individuals covered by the system:
Elementary school teachers in schools around the country.
Categories of records in the system:
Teacher's name, address of school, number of students in the school,
number of known stamp collectors in the school, existence of a stamp
club.
Authority for maintenance of the system:
39 USC 401, 404.
Purpose(s):
To be used by the Office of Stamps to mail periodic issues of ``Stamp
Fun'' and related materials.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape.
Retrievability:
Coding number or school teacher's name.
Safeguards:
Controlled access to data.
Retention and disposal:
Indefinitely with annual updates.
System manager(s) and address:
APMG, Philatelic and Retail Services Department, Headquarters,
Washington, DC 20260-6700.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the above SYSTEM
MANAGER. Inquiries should include full name and name and address of
school.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Return responses from national mailing of ``Stamp Fun.''
USPS 130.040
System name: Philately--Postal Product Sales and Distribution,
130.040.
System location:
Philatelic and Retail Services Department, Headquarters;
Communications Department, Headquarters; and at a contractor site.
Categories of individuals covered by the system:
Customers who have initiated correspondence by (1) responding to
various philatelic and other USPS sponsored (e.g., Olympic) product
sales promotion programs by submitting order forms, business reply
cards, or cut outs from posters and promotional literature, (2)
providing postal clerks with name and address information to receive
future product announcements, (3) opening subscription accounts for
products, or (4) requesting products in unsolicited correspondence,
such as letters.
Categories of records in the system:
Customers/subscriber name and account number, address, funds on
deposit, remittance type and amount order/product specifications,
order history, credit card payment information; special lists
identifying individuals who have submitted bad checks, and special
service customers/subscribers, and individuals who have registered
multiple service complaints; and customer name with date and amount of
claim submitted for merchandise that was defective, not received, etc.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
(1) To operate a subscription service or services for customers who
remit money for a particular product or products; (2) to maintain a
file to send product announcements and sales literature to customers
or subscribers; (3) to serve, as a source for statistical data for
research and market analysis, billing and inventory data, and mailing
basis for product shipment; and (4) to identify discrete groups of
customers/subscribers for better order control and service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original typed or handwritten form, or microform, and on magnetic tape
or disk and computer printouts.
Retrievability:
Customer/subscriber name and number, if assigned.
Safeguards:
Paper and microform records are maintained in closed filing cabinets
under general scrutiny of program personnel. Information on magnetic
tape and disk is protected by ADP physical security, technical
software and administrative security or by contractors providing
similar protection subject to the audit and inspection of the USPS
Inspection Service.
Retention and disposal:
ADP and microform records are maintained for three years after the
individual has failed to make a purchase or has indicated no other
interest. ADP records are obliterated after their period of
usefulness; microform records are incinerated. Correspondence and
other paper documents are retained for 3 years and then destroyed by
shredding.
System manager(s) and address:
USPS Headquarters, APMG, Philatelic and Retail Services Department,
475 L Enfant Plaza SW, Washington, DC 20260-6700.
USPS Headquarters, APMG, Communications Department, 475 L Enfant Plaza
SW, Washington, DC 20260-3100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
System Manager above. Inquiries should contain full name and address.
Record access procedure:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained directly from the individual as is described
in ``Categories of Individuals Covered by the System'' above.
USPS 130.050
System name: Philately--United States Postal Service Olympic Pen
Pal Club, 130.050.
System location:
Office of Olympic Marketing, Communications Department, Headquarters;
and at a contractor site.
Categories of individuals covered by the system:
Children, both United States and foreign, who register to join the
United States Postal Service Olympic Pen Pal Club.
Categories of records in the system:
Information identifying Pen Pal Club registrants that includes name,
home address, gender, and date of birth; payment information
(including credit card); and registrant profile data (without personal
identifiers).
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
1. To make a computerized matchup of children who register to become
pen pals;
2. To maintain a file to send philatelic and Olympic-related
promotional and informational materials; and
3. To serve as a source for statistical data for philatelic research
and market analysis.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. Records from this system may be disclosed to another Pen Pal Club
registrant with whom a record subject has been matched as a pen pal.
2. Records from this system may be disclosed to the Department of
Justice or to other counsel representing the Postal Service, or may be
disclosed in a proceeding before a court or adjudicative body before
which the Postal Service is authorized to appear, when (a) the Postal
Service; or (b) any postal employee in his or her official capacity;
or (c) any postal employee in his or her individual capacity whom the
Department of Justice has agreed to represent; or (d) the United
States when it is determined that the Postal Service is likely to be
affected by the litigation, is a party to litigation or has an
interest in such litigation, and such records are determined by the
Postal Service or its counsel to be arguably relevant to the
litigation, provided, however, that in each case, the Postal Service
determines that disclosure of the records is a use of the information
that is compatible with the purpose for which it was collected.
This routine use specifically contemplates that information may be
released in response to relevant discovery and that any manner of
response allowed by the rules of the forum may be employed.
3. When the Postal Service becomes aware of an indication of a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rule or order issued
pursuant thereto, or in response to the appropriate agency's request
upon a reasonable belief that a violation has occurred, the relevant
records may be referred to the appropriate agency, whether Federal,
State, local, or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, rule, regulation, or order issued
pursuant thereto.
4. Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the prompting of that individual.
5. Records or information from this system may be disclosed to an
expert, consultant, or other person who is under contract to the
Postal Service to fulfill an agency function, but only to the extent
necessary to fulfill that function. This may include disclosure to any
person with whom the Postal Service contracts to reproduce, by typing,
photocopy or other means, any record for use by Postal Service
officials in connection with their official duties or to any person
who performs clerical or stenographic functions relating to the
official business of the Postal Service.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer media storage and paper. Paper records consisting of
registrant forms or registrant lists submitted by foreign postal
administrations will be kept only until the information is entered
into the database.
Retrievability:
Club member's name.
Safeguards:
Hardcopy records are maintained in a secured environment with access
limited to those persons who official duties require such access. When
entered into the computer, individually identified data is kept
separate from profile data used for analysis. Access to automated
records is restricted by authorized user identification codes.
Information on computer storage media maintained at a contractor site
is protected by ADP physical security, technical software, and
administrative security subject to the audit and inspection of the
USPS Inspection Service.
Retention and disposal:
ADP records are maintained for two years after the individual has
become a member of the Pen Pal Club. After that time, the records are
erased. Correspondence and other paper documents are retained for two
years and then destroyed by shredding or burning.
System manager(s) and address:
USPS Headquarters, APMG, Communications Department,
475 L'Enfant Plaza SW, Washington, DC 20260-3100.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
System Manager. Inquiries should contain name and address.
Record access procedure:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedure:
See Notification and Record Access Procedures above.
Record source categories:
Information is furnished by record subjects registering for membership
in Pen Pal Club and by foreign postal administrations.
USPS 140.020
System name: Postage--Postage Meter Records, 140.020.
System location:
Post Offices.
Categories of individuals covered by the system:
Postage meter users.
Categories of records in the system:
Customer name and address, postal facility setting the meter, license
number, date of issuance; license application, and transaction
documents.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To enable responsible administration of postage meter activities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
To disclose identity and address of meter user and identity of agent
or user to any member of the public upon request.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms and computer tape/disk.
Retrievability:
Customer name and by numeric file of postage meters.
Safeguards:
Paper records and computer storage media are maintained in closed file
cabinets in secured facilites; automated records are protected by
computer password.
Retention and disposal:
Records are maintained for 1 year after final entry or the duration of
the license and then destroyed by shredding.
System manager(s) and address:
APMG, Rates and Classification Department, Headquarters, Washington,
DC 20260-5300.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the local
postmaster from which license was obtained, supplying name and meter
number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from the individual and officials making
entries to reflect activities.
USPS 150.010
System name: Records and Information Management Records--
Information Disclosure Accounting Records, 150.010.
System location:
Records Officer, USPS Headquarters, and Records Custodians at all USPS
facilities.
Categories of individuals covered by the system:
Individuals who submit inquiries and requests for information (many of
which are made pursuant to the Freedom of Information Act) about the
general activities of the Postal Service.
Note.--This system may contain inquiries and requests regarding
information contained in other USPS systems of records that are
subject to the Privacy Act. As a result, information about individuals
from other systems may, when appropriate, become part of this system.
Categories of records in the system:
Name and address of requester, request letters, referral letters,
internal memoranda, response letters, and copies of records requested.
Authority for maintenance of the system:
39 U.S.C. 401, 412, 5 U.S.C. 552; Pub. L. 93-502.
Purpose(s):
To enable records custodians to respond to requests from members of
the public for USPS records, and to comply with the reporting
requirements of the FOIA.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records or information may be provided to any source from which the
USPS requests additional information (to the extent necessary to
identify the requesting individual, inform the source of the purpose
of the request, or to identify the type of information requested),
where necessary to obtain information relevant to the USPS' disclosure
determination under the FOIA.
2. Records or information may be provided to the originating Federal
agency in connection with a referral of an FOIA request to that agency
for its disclosure determination.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders. Response letters may also be
temporarily stored on magnetic disk in automated office equipment.
Abbreviated or summarized information may be stored in automated
equipment.
Retrievability:
Chronologically by year and alphabetically by name of the requester
except, in those instances where a requester has made his request
through an attorney or agent. In the latter case, the name of the
attorney or agent might appear as the requester.
Safeguards:
Case files and magnetic disks are stored in lockable file cabinets.
Computer access is restricted by the use of passwords. Access to all
storage media is limited to personnel whose official duties require
access.
Retention and disposal:
Records maintained by custodians and the Records Office are disposed
of 6 years from date of final response to requester. (Files may be
transferred to USPS General Counsel (FOIA Appeals Officer) upon
request. When this is done, files may become a part of the Appeals
Case Files--see USPS 150.015.)
System manager(s) and address:
Postal Service Records Officer, Headquarters, Washington, DC 20260-
5010.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the Custodian at
the facility where request was sent. Inquiries should contain the full
name of the person who submitted the request, or the name of the
attorney who submitted the request on the person's behalf, and the
date of the request.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individuals and their attorneys who submit information/records
requests; USPS officials who respond to the requests; Other sources
whom the USPS believes have information pertinent to a decision on the
request; Other agencies referring requests to the USPS; and pertinent
records responsive to the request.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 150.015
System name: Records and Information Management Records--Freedom
of Information Act Appeals and Litigation Records, 150.015.
System location:
General Administrative Law Division, Law Department, USPS
Headquarters.
Categories of individuals covered by the system:
The system encompasses all individuals who submit administrative
appeals or bring suit against the Postal Service under the Freedom of
Information Act on account of denials of access to records maintained
by the Postal Service.
Note.--This system may contain inquiries and requests regarding
information contained in other USPS systems of records that are
subject to the Privacy Act. As a result, information about individuals
from other systems may, when appropriate, become part of this system.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
This system contains correspondence and other documents related to
administrative appeals made by individuals to the General Counsel for
information under the provisions of the FOIA (5 U.S.C. 552) including
copies of appeal letters, appeal decisions, initial request and
decision letters, internal memoranda, referral letters, and copies of
records requested under the FOIA. Litigation case files may contain
the aforementioned types of records as well as pleadings, memoranda of
law, notes and case analyses prepared by attorneys and other
personnel, and other documents incidental to the litigation.
Authority for maintenance of the system:
5 U.S.C. 552.
Purpose(s):
To enable the General Counsel to carry out his duties as appellate
authority, to assist in the representation of the Postal Service in
FOIA-related litigation, and to comply with the reporting requirements
of the FOIA.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records or information may be provided to the Department of Justice
for its coordination of responses to requests for information, and to
prepare reports required by 5 USC 552(d).
2. Records or information may be provided to a Federal agency in order
to obtain advice and recommendation concerning matters on which the
agency has specialized experience or particular competence that may be
useful to the USPS in making required determinations under the FOIA.
3. Records or information may be provided to any source from which the
USPS requests additional information (to the extent necessary to
identify the requesting individual, inform the source of the purpose
of the request, or to identify the type of information requested),
where necessary to obtain information relevant to the USPS' disclosure
determination under the FOIA.
4. Records or information may be provided to the originating Federal
agency in connection with a referral of an FOIA request to that agency
for its disclosure determination.
5. Appeal decision letters may be made available for public inspection
and copying.
6. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state, or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Appeal and litigation case records are stored in paper folders. Appeal
decision letters are also stored in binders and on magnetic tape or
disk in automated office equipment, and are maintained for public
inspection in the Headquarters Library. Abbreviated or summarized
information is stored on index cards and in automated equipment.
Retrievability:
Chronologically by year; numerically by appeal number; and
alphabetically, by name of the requester except in those instances
where a requester has an appeal filed on his behalf by an attorney or
agent. In the latter case, the name of the attorney or agent might
appear as the requester appellant. Litigation case records are
retrieved by the style of the civil action.
Safeguards:
Appeal and litigation case files are stored in lockable file cabinets
under the general scrutiny of Postal Service attorneys. Access is
limited to personnel whose official duties require access. Library
copies of appeal decision letters are available for public inspection.
Access to computer data is restricted to personnel having an official
need for access.
Retention and disposal:
Appeal decision letters are retained indefinitely. Appeal and
litigation case files are retained for ten years following the date of
the final agency decision, or ten years following the final
adjudication in case of a civil suit, whichever is applicable. Records
are destroyed by shredding, burning, or the equivalent.
System manager(s) and address:
General Counsel, Law Department, USPS National Headquarters,
Washington, DC 20260-1100.
Notification procedure:
Individuals wishing to determine whether this system of records
contains information about them should write to the System Manager and
provide the following information: The name of the person who
submitted the appeal, or the name of the attorney who submitted the
appeal on the person's behalf, and the year in which the appeal was
made; or, when applicable, the name of the plaintiff in the civil
action and the year in which the civil action was filed.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
Individuals and their attorneys who submit FOIA requests and appeals;
USPS officials who respond to FOIA requests; Other sources whom the
USPS believes have information pertinent to a decision on the FOIA
request or appeal; Other agencies referring requests to the USPS; and
pertinent records from other USPS systems of records.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 150.020
System name: Records and Information Management Records--
Information Disclosure Accounting Records (Privacy Act), 150.020.
System location:
Records Officer, USPS Headquarters and records Custodians at all USPS
facilities.
Categories of individuals covered by the system:
Any USPS employee or citizen who makes an inquiry or request for
information or amendment of a record subject to the provisions of the
Privacy Act of 1974 (5 U.S.C. 552a).
Note.--This system may contain inquiries and requests regarding
information contained in other USPS systems of records that are
subject to the Privacy Act. As a result, information about individuals
from other systems may, when appropriate, become part of this system.
Categories of records in the system:
Name and address of inquirer, other personal identifying information
such as social security number and date of birth, request letters,
referral letters, internal memoranda, response letters, accountings of
disclosures, and copies of records at issue.
Authority for maintenance of the system:
39 U.S.C. 401; 5 U.S.C. 552a.
Purpose(s):
To enable records custodians to respond to requests from employees or
members of the public for records the USPS maintains pursuant to the
provisions of the Privacy Act, and to comply with reporting
requirements of that Act.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records or information may be provided to any source from which the
USPS requests additional information (to the extent necessary to
identify the requesting individual, inform the source of the purpose
of the request, or to identify the type of information requested),
where necessary to obtain information relevant to a USPS decision
concerning a Privacy Act request.
2. Records may be disseminated to a Federal agency which originally
furnished the records for the purpose of permitting a decision as to
access or correction to be made by that agency, or for the purpose of
consulting with that agency as to the propriety of access or
correction.
3. Records or information may be disseminated to any appropriate
Federal, State, local, foreign agency or other appropriate source for
the purpose of verifying the accuracy of information that is the
subject of an individual's request for amendment or correction.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders. Response letters may also be
temporarily stored on magnetic disk in automated office equipment.
Abbreviated or summarized information may be stored in automated
equipment.
Retrievability:
Chronologically by year and alphabetically by name of the requester
except, in those instances where a requester has made his request
through an attorney or agent. In the latter case, the name of the
attorney or agent might appear as the requester.
Safeguards:
Case files and magnetic disks are stored in lockable file cabinets.
Computer access is restricted by the use of passwords. Access to all
storage media is limited to personnel whose official duties require
access.
Retention and disposal:
Request letters and related correspondence are retained for two years.
Accountings of disclosures are retained for five years or the life of
the disclosed record, whichever is longer. All records are destroyed
by burning or shredding.
System manager(s) and address:
Postal Service Records Officer, Headquarters, Washington, DC 20260-
5010.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the Custodian at
the facility where request was sent. Inquiries should contain the full
name of the person who submitted the request, or the name of the
attorney who submitted the request on the person's behalf, and the
date of the request.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individuals and their attorneys who submit amendment/records requests;
USPS officials who respond to the requests; Other sources whom the
USPS believes have information pertinent to a decision on the request;
Other agencies referring requests to the USPS; and pertinent records
responsive to the request.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 30 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 150.025
System name: Records and Information Management Records--Privacy
Act Appeals and Litigation Records, 150.025.
System location:
General Administrative Law Division, Law Department, USPS
Headquarters.
Categories of individuals covered by the system:
The system encompasses all individuals who submit administrative
appeals or bring suit against the Postal Service pursuant to the
provisions of the Privacy Act of 1974.
Note.--This system may contain inquiries and requests regarding
information contained in other USPS systems of records that are
subject to the Privacy Act. As a result, information about individuals
from other systems may, when appropriate, become part of this system.
Categories of records in the system:
The system contains correspondence and other documents related to
administrative appeals made by individuals to the General Counsel
under the provisions of the Privacy Act (5 U.S.C. 552a), including
copies of appeal letters, appeal decisions, initial request and
decision letters, internal memoranda, referral letters, and copies of
the records at issue. Litigation case files may contain the
aforementioned types of records as well as pleadings, memoranda of
law, notes and case analyses prepared by attorneys and other
personnel, and other documents incidental to the litigation.
Authority for maintenance of the system:
5 U.S.C. 552a.
Purpose(s):
To enable the General Counsel to carry out his duties as appellate
authority, to assist in the representation of the Postal Service in
Privacy Act litigation, and to comply with reporting requirements.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records or information may be provided to the Department of Justice
for its coordination of responses to requests for information and to
prepare reports required by 5 U.S.C. 552a(p).
2. Records or information may be provided to a Federal agency in order
to obtain advice and recommendation concerning matters on which the
agency has specialized experience or particular competence that may be
useful to the USPS in making required determinations under the Privacy
Act.
3. Records or information may be provided to any source from which the
USPS requests additional information (to the extent necessary to
identify the requesting individual, inform the source of the purpose
of the request, or to identify the type of information requested),
where necessary to obtain information relevant to a USPS decision
concerning a Privacy Act request.
4. Records may be disseminated to a Federal agency which originally
furnished the records for the purpose of permitting a decision as to
access or correction to be made by that agency, or for the purpose of
consulting with that agency as to the propriety of access or
correction.
5. Records or information may be disseminated to any appropriate
Federal, State, local, foreign agency or other appropriate source for
the purpose of verifying the accuracy of information that is the
subject of an individual's request for amendment or correction.
6. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Appeal and litigation case records are stored in paper folders. Appeal
decision letters are also stored in binders and on magnetic tape or
disk in automated office equipment. Abbreviated or summarized
information is stored on index cards and in automated equipment.
Retrievability:
Chronologically by year; numerically by appeal number; and
alphabetically by name of the requester except in those instances
where a requester has an appeal filed on his behalf by an attorney or
agent. In the latter case, the name of the attorney or agent might
appear as the requester appellant. Litigation case records are
retrieved by the style of the civil action.
Safeguards:
Appeal and litigation case files are stored in lockable file cabinets
under the general scrutiny of Postal Service attorneys. Access to
paper records and to computer data is limited to personnel whose
official duties require access.
Retention and disposal:
Appeal decision letters are retained indefinitely. Appeal and
litigation case files are retained for ten years following the date of
the final agency decision, or ten years following the final
adjudication in case of a civil suite, whichever is applicable.
Records are destroyed by shredding, burning, or the equivalent.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Individuals wishing to determine whether this system of records
contains information about them should write to the System Manager and
provide the following information: The name of the person who
submitted the appeal, or the name of the attorney who submitted the
appeal on the person's behalf, and the year in which the appeal was
made; or, when applicable, the name of the plaintiff in the civil
action and the year in which the civil action was filed.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--The amendment provisions for this system are not intended to
permit an individual a second opportunity to request amendment of a
record which was the subject of the initial Privacy Act amendment
request merely because the record has been incorporated into this
system as a result of the appeal process. That is, after an individual
has requested amendment of a specific record in a USPS system under
provisions of the Privacy Act, that specific record may itself become
part of this system of case records. An individual may not
subsequently request amendment of that specific record again simply
because a copy of the record has become part of the second system of
records.
Generally, review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
Individuals and their attorneys who submit Privacy Act requests and
appeals; USPS officials who respond to Privacy Act requests; Other
sources whom the USPS believes have information pertinent to a
decision on the Privacy Act request or appeal; Other agencies
referring requests to the USPS; Pertinent records from other USPS
systems of records.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 150.030
System name: Records and Information Management Records--
Computer Logon ID Records, 150.030.
System location:
Computer logon ID records are maintained at all postal facilities and
certain contractor sites that access USPS computers. However, primary
postal ADP sites are the Postal Data Centers, the National Information
Systems Support Center in Raleigh, NC, the Address Information Center
in Memphis, TN, the National Test Administration Center in Alexandria,
VA, and the Materiel Distribution Centers in Topeka, KS and
Somerville, NJ. In addition, these records are part of a database of
an internal computer security package that uses them in conjunction
with rules to control access.
Categories of individuals covered by the system:
Users of USPS computer systems who sign on with a computer logon ID.
These are primarily USPS employees (including temporary and casual)
and contractor employees, but may include nonpostal persons.
Categories of records in the system:
Requests for computer access and for computer logon ID and other
access control records. These records contain identifying user
information such as name, Social Security Number, job title, BA Code,
work telephone number and address; employing facility finance number;
the name of the data or application systems the user may access, and
the level of access granted; user screening and/or security
clearances; verification of status of contractor employee; and
approvals by ADP security personnel.
Authority for maintenance of the system:
39 U.S.C. 401; Pub. L. 100-235, Computer Security Act of 1987.
Purpose(s):
To assign computer logon IDs by which access to data and/or files on
computer systems is limited to authorized persons through the use of
computer security access control products. Used by computer security
officers in determining various schemes and control of user computer
logon IDs; as a positive user identifier in resolving access problems
by phone; and by Postal Inspectors and authorized personnel in
auditing compliance with access rules.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records that include preprinted forms and lists. Summary
information from paper records is stored on magnetic disks or tapes in
ADP equipment.
Retrievability:
Name, logon ID, and Social Security Number of individual who has been
assigned a computer logon ID.
Safeguards:
Hardcopy records are maintained within lockable filing cabinets under
the general scrutiny of designated postal personnel (such as CSSOs)
responsible for security of the ADP system to which they pertain.
Access to automated records is restricted by authorized access code
(password).
Retention and disposal:
Retained for one year after computer access privileges are cancelled
and then destroyed by shredding (paper records) or deletion (automated
records).
System manager(s) and address:
Assistant Postmaster General, Information Resource Management
Department Headquarters, 475 L Enfant Plaza SW, Washington, DC 20260-
4200.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
head of the facility that manages the ADP system to which they have
been given access. Inquiries should contain full name, Social Security
Number, and logon ID. Headquarters employees should submit requests
to: Assistant Computer Systems Security Officer, Office of Information
Services Information Resource Management Department Headquarters, 475
L Enfant Plaza SW, Washington, DC 20260-1550.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is furnished by record subjects requesting access to
computer files or data and a computer logon ID, and by postal
personnel charged with ADP security responsibilities.
USPS 160.010
System name: Special Mail Services--Insured and Registered
Domestic Mail Inquiry and Application for Indemnity Records,
160.010.
System location:
Rates and Classification Department, Headquarters, Postal Data Center,
St. Louis, MO, and Post Offices.
Categories of individuals covered by the system:
Insured and registered domestic mail claimants/requesters, including
mail senders and addressees.
Categories of records in the system:
Name and address of mail sender and addressee: Declaration of
claimant/requester, and claim/inquiry status information.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To respond to inquiries on the status of domestic insured and
registered mail, and to adjudicate claims related to such mail.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Handwritten and typed forms, computer readable media and printouts.
Retrievability:
Claimant/requester's name, mailer's name, date of mailing, and
registered article number; or claim number, date of mailing, mailer's
name, and insured article number.
Safeguards:
Handwritten and typed forms are maintained in steel file cabinets with
use limited to claims personnel. Computer readable media are stored in
protected areas, and access to the media is confined to authorized
data processing personnel.
Retention and disposal:
Domestic inquiries are maintained for two years. Claim records are
maintained for one year at St. Louis Postal Data Center and then
transferred to the Federal Records Center and maintained for another
three years. All records are destroyed by shredding.
System manager(s) and address:
APMG, Rates and Classification Department, Headquarters, Washington,
DC 20260-5300.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where the insured or registered domestic claim was filed. If
claim has been filed, inquiry should include claim number, (if insured
mail), date of claim, insured or registered number of article mailed,
and the date of mailing.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information from the individual completing the claim/inquiry form.
USPS 160.020
System name: Special Mail Services--Insured and Registered
Ordinary International Mail Inquiry and Application for Indemnity
Records, 160.020.
System location:
Rates and Classification Department, USPS Headquarters; Postal Data
Center, St. Louis, MO; and International Claims and Inquiries Offices
in New York, New Orleans and San Francisco.
Categories of individuals covered by the system:
Insured and registered international mail claimants requesters,
including mail senders and addressees, declaration of claimants
requesters, and claim/inquiry status information.
Categories of records in the system:
Name, address, and description of claim.
Authority for maintenance of the system:
39 U.S.C. 401, 404:
Purpose(s):
To respond to inquiries regarding international mail, and to
adjudicate insured and registered international mail claims.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. To refer an international mail inquiry or claim to the appropriate
foreign postal authority when required for resolution.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Handwritten and typed forms, computer readable media and printouts.
Retrievability:
Claimant/requester's name, case number, and registered or insured
article number.
Safeguards:
Handwritten and typed forms are maintained in steel file cabinets with
use limited to claims personnel. Computer readable media are stored in
protected areas, and access to the media is confined to authorized
data processing personnel.
Retention and disposal:
Destroy when 3 years old.
System manager(s) and address:
APMG, Rates and Classification Department, Headquarters, Washington,
DC 20260-5300.
Notification procedure:
Persons wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where the insured or registered foreign mail claim was filed.
If claim has been filed, inquiry should include claim number, date of
claim, insured or registered number of article mailed.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individual completing the claim/inquiry form.
USPS 160.030
System name: Special Mail Services--Express Mail Service
Insurance Claims for Loss, Delay and Damage, 160.030.
System location:
St. Louis Postal Data Center, St. Louis, MO; International Claims and
Inquiries Office, New York, NY; post offices.
Categories of individuals covered by the system:
Express Mail claimants (mailers or addressees).
Categories of records in the system:
Name and address of mailer and addressee, description of contents
mailed, amount claimed, receipts of mailing and delivery, and other
documentation supporting the claim and its adjudication.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To adjudicate Express Mail claims for loss, delay and damage.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, and M listed
in the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
In file cabinets in original typed, handwritten, copied or printed
form; and on computer-readable media.
Retrievability:
EMS item number, date of mailing, name of sender, and country of
destination (for international items).
Safeguards:
Maintained in steel file cabinets by post office Express Mail
Marketing personnel and by Claims Personnel in the Rates and
Classification Department and the International Claims and Inquiries
Office. Computer-readable media are stored in protected areas having
controlled access.
Retention and disposal:
PDC records are retained for two years.
System manager(s) and address:
APMG, Rates and Classification Department, Headquarters, Washington,
DC 20260-5300.
Notification procedure:
Claimants wishing to know whether information about them is maintained
in this system of records should address inquiries to the SYSTEM
MANAGER.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The claimant or designated representative.
USPS 170.010
System name: Operations Data Collection Systems--Workload/
Productivity Management Records, 170.010.
System location:
Various facilities maintaining such records.
Categories of individuals covered by the system:
USPS employees and contract employees.
Categories of records in the system:
Records within this system may include employee's name, Social
Security Number, work location, pay location, work hours, overtime
status, lunch times, leave information, telephone number, home
address, job skills, seniority number; mail volume, machine
utilization, error rates, productivity goal data; project number,
project name, name of customer contact, estimated completion date,
estimated resources, actual contact, and general remarks about the
development of the project.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
(1) To provide management with information concerning employee
availability and work hours, mail volume status, productivity rates,
equipment usage and maintenance, quality control, inventories, and
other data needed for scheduling daily workloads and controlling
production.
(2) To determine and apportion time and costs by project or operation.
(3) To provide management with essential information on the
relationship between workloads and actual versus planned workhours.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms, magnetic tape and disks.
Retrievability:
Employee name, employee Social Security Number, project number, pay
period, project name.
Safeguards:
Access to these records is limited to those persons whose official
duties require such access. Access to automated records is restricted
by authorized access codes. Hardcopy records are maintained within
lockable filing cabinets.
Retention and disposal:
In some cases, records are retained for one year and then
automatically deleted from computer disks; paper files are destroyed
by shredding. Some records are maintained on computer media beyond one
year for historical and trend analyses. On some systems, information
is updated on a real-time basis.
System manager(s) and address:
Vice President, Engineering Research and Development, United States
Postal Service, 475 L'Enfant Plaza, Washington, DC 20260-7300 (Real-
Time Productivity Management System).
Vice President, Operations Support, United States Postal Service, 475
L'Enfant Plaza, Washington, DC 20260-5400 (Decision Support
Information System).
Other covered systems--the department or facility head where such
records are required.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
department or facility head where employed at the time of reporting.
Inquiries should contain full name, Social Security Number and project
name and number (if applicable).
Record access procedure:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity contained in 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
USPS 050.020; 120.070; employees; supervisors; mail processing
equipment counts.
USPS 190.010
System name: Litigation--Miscellaneous Civil Action and
Administrative Proceeding Case Files, 190.010.
System location:
Law Department, Regional and National Headquarters.
Categories of individuals covered by the system:
Individuals involved in litigation or formal administrative
proceedings to which the USPS is a party or in which information or
testimony is sought from Postal Service sources. This system includes
only those litigation matters that are not specifically included in
other Postal Service systems that cover particular litigation subject
areas.
Note.--These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number; in those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
Formal pleadings, and briefs, investigative reports, exhibits and
other documentary evidence, affidavits, discovery documents, decisions
and orders, memoranda of law, miscellaneous notes and case analyses
prepared by Postal Service attorneys and other personnel,
correspondence and telephone records, and other relevant documents.
Authority for maintenance of the system:
39 U.S.C. 204, 401, 409(d); 39 CFR Subchapter N.
Purpose(s):
This information is used to provide legal advice and representation to
the Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in these records is public to the extent that
the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. A record may be transferred, and information from it disclosed to
any Federal agency as may be appropriate for the coordinated defense
or prosecution of related litigation or the resolution of related
claims or issues without litigation.
3. A record may be disclosed in a Federal, state, local, or foreign
judicial or administrative proceeding in accordance with the
procedures and practices governing such proceeding.
4. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
By case name or by case or docket number. Although case files may
contain items of information about particular individuals, there is
not necessarily a means for retrieving information about a particular
individual by the individual's name or other personal identifier.
Safeguards:
Folders containing paper documents are kept in lockable filing
cabinets under the general scrutiny of Postal Service attorneys.
Computer terminals and tape/disk files are located in a secured area,
and access is restricted to personnel having an official need.
Retention and disposal:
Selected records are retained for as long as subject matter has value
for reference and research purposes. All other records are retained in
accordance with the applicable Postal Service Retention Schedule.
Paper records are destroyed by shredding or burning, and computer
tape/disk records are erased.
System manager(s) and address:
General Counsel, Law Department, USPS Headquarters, Washington, DC
20260-1100.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
their name and current address, the case number and court of record,
if known, the approximate date the action was instituted, and a brief
description of the nature of the action.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6. The
right to access may be limited by various provisions of 5 U.S.C. 552a,
including subsection (d)(5).
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
Individuals involved in the proceedings, their attorneys or other
representatives, agency officials, law enforcement agencies,
witnesses, and relevant records.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 190.020
System name: Litigation Records--National Labor Relations Board
Administrative Litigation Case Files, 190.020.
System location:
Office of Labor Law, Law Department, National Headquarters and Office
of Field Legal Services, Regions.
Categories of individuals covered by the system:
Employees who are charging parties in NLRB cases, or on whose behalf
NLRB charges have been filed by a collective bargaining
representative.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
(a) Formal pleadings and memoranda of law; (b) Other relevant
documents, (c) Miscellaneous notes and case analyses prepared by
Postal Service attorneys and personnel; (d) Correspondence and
telephone records.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d), 1208.
Purpose(s):
This information is used to provide legal advice and representation to
the Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
3. A record may be transferred, and information from it disclosed to
any Federal agency as may be appropriate for the coordinated defense
or prosecution of related litigation or the resolution of related
claims or issues without litigation.
4. A record may be disclosed in a Federal, State, local, or foreign
judicial or administrative proceeding in accordanc with the procedures
and practices governing such proceeding.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
By name of charging party or individual on whose behalf a charge has
been filed or by NLRB case number.
Safeguards:
Case folders are kept in lockable filing cabinets within secured
buildings or areas under the general scrutiny of Postal Service
attorneys. Computer terminals and tape/disk files are located in a
secured area, and access is restricted to personnel having an official
need.
Retention and disposal:
Selected records are maintained on an active basis until subject
matter has no information value, and on inactive basis for an
additional three years. All other records are maintained for five
years. Paper records are shredded and computer tape/disk records are
erased at the end of retention period.
System manager(s) and address:
General Counsel, Law Department, Headquarters, Washington, DC 20260-
1100.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
their name, NLRB case number, if known, and approximate date the
action was initiated.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
(a) Employee involved in NRLB cases; (b) Counsel(s) or other
representative(s) for parties involved in the case other than the
Postal Service; (c) The National Labor Relations Board and its General
Counsel; (d) Other individuals involved in NRLB cases. Source
documents include case files, investigative reports, and other
relevant records.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 190.030
System name: Litigation Records--Employee & Labor Relations
Court Litigation Case Files, 190.030.
System location:
Office of Labor Law, Law Department, National Headquarters.
Categories of individuals covered by the system:
Individuals involved in employee and labor relations litigation.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
(a) Pleadings in court cases; (b) Briefs and legal memoranda; (c)
Correspondence and telephone messages; and (d) Other documents
relevant to cases filed in the courts or compiled in contemplation
that a case will be filed in the courts.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d).
Purpose(s):
This information is used to provide legal advice and representation to
the Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state or local licensing or
regulatory authority for possible disciplinary action.
3. A record may be transferred, and information from it disclosed to
any Federal agency as may be appropriate for the coordinated defense
or prosecution of related litigation or the resolution of related
claims or issues without litigation.
4. A record may be disclosed in a Federal, State, local, or foreign
judicial or administrative proceeding in accordanc with the procedures
and practices governing such proceeding.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Case records are stored in paper folders and on magnetic tape or disk
in automated office equipment.
Retrievability:
By topic title or name of individual.
Safeguards:
Folders are kept in lockable filing cabinets within secured buildings
or areas under the general scrutiny of Postal Service attorneys.
Computer terminals and tape/disk files are located in a secured area
and access is restricted to personnel having an official need.
Retention and disposal:
Selected records are maintained on an active basis until subject
matter has no information value, and on inactive basis for an
additional three years. All other records are maintained for five
years. Paper records are shredded and computer tape/disk records are
erased at the end of retention period.
System manager(s) and address:
General Counsel, Law Department, Headquarters, Washington, DC 20260-
1100.
Notification procedure:
Persons wishing to determine whether this system of records contains
information about them should write to the System Manager and provide
their name, case number, if known, and the approximate date the action
was initiated.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action, determination, or finding.
Record source categories:
(a) Individuals involved in employee and labor relations matters; (b)
Counsel(s) or other representative(s) for parties in an action other
than the Postal Service; (c) Other individuals involved in this
matter. Source documents include internal memoranda, court related
documents, case files and other relevant records.
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 pursuant to 5 U.S.C. 552a(d)(5). In addition, the
USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 200.010
System name: Non-Mail Monetary Claims--Relocation Assistance
Claims, 200.010.
System location:
Facilities Department, Headquarters, and all Regional Facilities
offices. Departments.
Categories of individuals covered by the system:
Owners and tenants of real property purchased or leased by the U.S.
Postal Service.
Categories of records in the system:
Completed claim forms and other documents related to indemnifying
occupants of property acquired by the U.S. Postal Service. Information
within these documents include name and address of claimant, address
of vacated dwelling, itemized expenses incurred in moving, interim
renting, and replacement housing.
Authority for maintenance of the system:
Uniform Relocation and Assistance and Real Property Acquisition
Policies Act of 1970 (Pub. L. 91-646) and 39 U.S.C. 401.
Purpose(s):
This information is used to adjudicate claims for reimbursement of
relocation expenses incurred by owners and tenants of real property
acquired by the U.S. Postal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system. Other routine uses are
as follows:
1. May be disclosed to a Federal compliance investigator for case or
program review.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
In file cabinets in original, typed, printed, or handwritten form.
Retrievability:
Alphabetically by claimant name within project file.
Safeguards:
Maintained in locked file cabinets within the exclusive custody of
Facilities Department management personnel.
Retention and disposal:
Records are retained for the life of the facility and then destroyed.
System manager(s) and address:
APMG, Facilities Department, Headquarters, Washington, DC 20260-6400.
Notification procedure:
Claimants wishing to know whether information about them is maintained
in this system of records should address inquiries to the same
facility to which they applied for relocation benefits.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access procedures above.
Record source categories:
Information is obtained from previous dwelling owner or tenant
claimant and Postal Service claim reviewers and adjudicators.
USPS 200.020
System name: Non-Mail Monetary Claims--Monetary Claims for
Personal Property Loss or Damage involving Present or Former
Employees, 200.020.
System location:
Employee Relations Department, Headquarters, and field facilities;
Postal Data Center.
Categories of individuals covered by the system:
Employees (or their survivors or agents) making a claim for loss or
damage to personal property while on duty.
Categories of records in the system:
Form or written claim of loss or damage, supporting documents such as
bills, receipts, repair estimates, replacement estimates, and
investigative reports. Data within documents may include employee name
and address, date and description of loss or damage occurrence,
insurance coverage and deductible, and amounts of claims.
Authority for maintenance of the system:
39 U.S.C. 401, 409(d).
Purpose(s):
To adjudicate employee claims for loss or damage to their personal
property in connection with or incident to their postal employment
duties.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper documents and computer tape/disk.
Retrievability:
By name of claimant.
Safeguards:
Folders containing paper documents are kept in locked filing cabinets
under the general scrutiny of Postal Service attorneys. Computer
terminals and tape/disk files are located in a secured area.
Retention and disposal:
Records are destroyed 3 years from date claim is adjudicated.
System manager(s) and address:
APMG, Employee Relations Department, Washington, DC 20260-4200.
Notification procedure:
Claimants wishing to know whether information about them is maintained
in this system of records should address inquiries to the head of the
facility where the claim was filed. Headquarters employees should
submit their inquiries to the System Manager.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Claimants or their agents making monetary claims for loss or damage to
personal property; witnesses; investigative sources, and insurance
companies.
USPS 200.030
System name: Non-Mail Monetary Claims--Tort Claim, Records,
200.030.
System location:
Claims Division, Law Department at Headquarters and regions, Postal
Inspection Service,
Division Headquarters, Post Offices and Postal Data Centers.
Categories of individuals covered by the system:
Persons involved in accidents as a result of postal operations or
alleging money damages under the provisions of the Federal Tort Claims
Act.
Note: These files constitute a Privacy Act system of records only to
the extent that personally identifying information about an individual
is in fact retrieved from the files by use of the individual's name or
other personal identifier. Generally, information in litigation files
is retrieved by reference to the case name or number. In those
instances where the case name or number is not the personal identifier
of an individual, the file does not constitute a Privacy Act system of
records.
Categories of records in the system:
Accident reports, tort claims filed, documentary evidence in support
of tort claims administrative appeals, payment records,
correspondence, locator cards, and papers pertaining to litigation
arising out of tort claims. Litigation case files may contain the
aforementioned types of records as well as summonses, lists of
witnesses, witness statements, litigation reports, copies of processes
and formal pleadings, briefs, supporting documents, notes and case
analyses, correspondence, telephone records, and other documents
related to the litigation.
Authority for maintenance of the system:
28 U.S.C. 2671-80, 39 U.S.C. 409(c).
Purpose(s):
To be used by attorneys and other employees of the Postal Service to
consider, settle and defend against tort claims made against the USPS
under the Federal Tort Claims Act; to support effective program
management by accident prevention and safety officers; and to provide
pertinent information regarding safety, accidents and claims to
equipment manufacturers, suppliers, and their insurers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, L, and M
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Records may be transferred to the Department of Justice, other
governmental agencies, and other persons or entities involved in a
claim against the Postal Service, including lessors, insurers, or
other parties who may be jointly liable to the claimant or who may owe
USPS a duty to defend, insure, indemnify or contribute, when
appropriate, or for use in adjudication, civil litigation and criminal
prosecution.
2. Disclosure may be made to provide members of the American Insurance
Association Index System with certain information related to accidents
and injuries.
3. Disclosure may be made to provide information to USPS accident
prevention and safety officers.
4. Disclosure may be made to furnish information to insurance
companies that have named the United States as an additional insured
or coinsured party in liability insurance policies.
5. Disclosure may be made to provide information to equipment
manufacturers, suppliers, and their insurers for claims considerations
and possible improvement of equipment and supplies.
6. Disclosure may be made to respond to a subpoena duces tecum and
other appropriate court order and summons.
7. May be disclosed to independent contractors retained by the Postal
Service to provide advice in connection with the settlement or defense
of claims filed against USPS.
8. Information contained in litigation records is public to the extent
that the documents have been filed in a court or public administrative
proceeding, unless the court or other adjudicative body has ordered
otherwise. Such public information, including information concerning
the nature, status and disposition of the proceeding, may be disclosed
to any person, unless it is determined that release of specific
information in the context of a particular case would constitute an
unwarranted invasion of personal privacy.
9. When considered appropriate, records in this system may be referred
to a bar association or similar Federal, state, or local licensing or
regulatory authority for possible disciplinary action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records kept in file folders and other suitable containers. Some
information may also be stored on magnetic tape or disk in automated
office equipment.
Retrievability:
Information may be retrieved by claimant's name or Postal Inspection
Service case number. Litigation case files are retrieved by case name
or name of plaintiff.
Safeguards:
Records are maintained in ordinary filing equipment under general
scrutiny of postal personnel. Access to computer data is restricted to
authorized personnel.
Retention and disposal:
a. Paid Claims and Disallowed Claims (Journal Cases and Litigation
Case Files).-- Transfer to a Federal Records Center 2 years after
final adjudication; destroy when 7 years old.
b. Closed Case Files (Cases Where Claims Were Neither Allowed nor
Disallowed)-- Transfer to a Federal Records Center when 2 years old;
destroy when 5 years old.
c. PDC Payment Records--Transfer to a Federal Records Center when 1
year old; destroy when 4 years old.
d. Locator Cards--Destroy when 7 years old.
System manager(s) and address:
(1) General Counsel, Law Department, Headquarters, Washington, DC
20260-1100; (2) Chief Postal Inspector, Headquarters, Washington, DC
20260-2100.
Notification procedure:
Individuals wishing to determine whether this system of records
contains information about them should write to the head of the
facility where the claim was filed and provide full name and date and
place of the occurrence that gave rise to the filing of a claim under
the Federal Tort Claims Act. Inquiries regarding records maintained by
the Inspection Service should be directed to the Chief Postal
Inspector. Inquiries regarding records maintained by the Law
Department should be directed to the General Counsel.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Note.--Review of requests seeking amendment of records which have
previously been the subject of a judicial or quasi-judicial
administrative action will be limited in scope. The amendment
provisions of the Act are not intended to permit the alteration of
evidence presented in the course of an adjudication, nor are they
intended to provide a means for collaterally attacking the finality of
a judicial or administrative decision. Review of requests for
amendment of adjudicative records will be restricted to determining
whether the records accurately reflect the action of the judicial or
administrative body ruling on the case, and will not include a review
of the merits of the action.
Record source categories:
Claimants and their attorneys, reports of postal employees involved in
accidents, local police reports, Inspection Service investigative
reports, American Insurance Association Index reports, and pertinent
records from other USPS systems of records.
Systems exempted from certain provisions of the act:
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt
from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition,
the USPS has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system,
the exemptions applicable to the original primary system shall
continue to apply to the incorporated records.
USPS 210.010
System name: Contractor Records--Architect Engineers Selection
Records, 210.010.
System location:
Facilities Department, regional Facilities Service Centers.
Categories of individuals covered by the system:
Professional Architect Engineers.
Categories of records in the system:
Information profile on individual's past experience and present
qualifications in the field of providing architect engineering
services. These profiles may include firm name and address, name of
principals, personnel statistics, history of fee receipts, experience,
and names of associate firms.
Authority for maintenance of the system:
39 U.S.C. 401
Purpose(s):
To facilitate the review and assessment of the qualifications of
architect-engineer firms which have potential for selection and award
of a contract to perform architect-engineer services under a
designated facility project.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Printed forms.
Retrievability:
State, city and name of individual or firm.
Safeguards:
Records access is limited to authorized personnel in the Facilities
Department. Records are retained in filing receptacles in locked
quarters and in a secured building facility.
Retention and disposal:
a. Architect-Engineer and Related Services Questionnaire, SF 254--
Destroy when 1 year old.
b. Architect-Engineer and Related Services for Specific Projects, SF
255--When a contract is awarded, attach form to contract; otherwise,
destroy when 1 year old.
System manager(s) and address:
APMG, Facilities Department, USPS Headquarters.
Notification procedure:
Any persons desiring information about this system of records should
address their inquiries to the designated SYSTEM MANAGER and provide
his name and project title.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Persons and firms interested in being considered for the negotiation
and award of architect-engineer services contracts under the Major
Facilities Program.
USPS 210.020
System name: Contractor Records--Driver Screening System
Assignment Records, 210.020.
System location:
Delivery, Distribution & Transportation Department, Headquarters
postal facilities employing persons under a highway contract with the
USPS; and Transportation Management Service Centers.
Categories of individuals covered by the system:
Persons under a highway contract with the USPS.
Categories of records in the system:
Contractor Employee Assignment Notifications and Personnel
Questionnaires that include name, social security number, birthdate
and place, address and employment history, driver's license number,
date and type of assignment, route number, and highway contract to
which assigned.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To ascertain employees suitability for having an assignment requiring
access to mail or postal premises under contract with the USPS.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Originally typed, printed or handwritten form; magnetic tape and
computer printed reports.
Retrievability:
Primarily by highway contract and postal locations serviced;
secondarily, by individual's social security number and name.
Safeguards:
Through computerized codes and passwords, access is restricted to
offices that are the authority for a specific contract and to only
those post offices serviced by the contract.
Retention and disposal:
Records are held one year after the contract expires, or one year
following an individual's employment termination with a company that
has been awarded a highway contract.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
Notification procedure:
Contractors wishing to know whether information about them is
maintained in this system of records should address inquiries to the
Transportation Management Services Center Manager. Inquiries should
contain full name and highway contract number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
The contractor.
USPS 210.030
System name: Contractor Records--Contractor Employee Fingerprint
Records, 210.030.
System location:
Delivery, Distribution & Transportation Department, Headquarters;
Regional Offices; and postal facilities having contract personnel.
Categories of individuals covered by the system:
Persons under contract with the USPS.
Categories of records in the system:
Fingerprint cards containing prospective contractor's name, social
security number, address, date and place of birth, personal
description characteristics, and fingerprints.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To determine if a contractor employee has had a previous arrest record
and to provide information to the Contracting Officer with regard to
the USPS screening procedures.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. All USPS fingerprint charts are sent to the Federal Bureau of
Investigation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Original typed, printed or handwritten form.
Retrievability:
Contractor employee name.
Safeguards:
Maintained in locked file cabinets by Administrative Officials.
Retention and disposal:
Records are kept until employee leaves employment of USPS and then are
destroyed 2 years later by shredding.
System manager(s) and address:
APMG, Delivery, Distribution & Transportation Department,
Headquarters, Washington, DC 20260-7100.
Notification procedure:
Inquiries should be addressed to the Regional Postmaster General
within the region where employed. Inquiries should contain full name
and social security number.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Contractor employed by the USPS.
USPS 220.010
System name: Marketing Records--Marketing Data Base Customer
Records.
System location:
Marketing Department, USPS Headquarters; Marketing and Communications,
Regions; Marketing/Customer Service, Divisions and MSCs.
Categories of individuals covered by the system:
Officers or employees of corporations, other business firms, and
organizations that are volume users of postal services; USPS account
representatives.
Categories of records in the system:
Organization names, addresses, and telephone numbers; size of firm;
Standard Industrial Classification Code; officers of the organization
or other contact persons; purchase records for USPS services;
information on service or equipment needs; USPS account
representatives and other postal employees serving the organization
and calls made on the organization.
Authority for maintenance of the system:
39 U.S.C. 401, 403, 404.
Purpose(s):
To provide market information about business customers for USPS
employees to use to sell postal products and services, assure account
management, conduct research, plan new products and services, and
otherwise make financial and operational decisions about the condition
of the USPS. Specifically, this includes:
1. Assisting account representatives and other marketing and postal
personnel in contacting and servicing customers and selling postal
services.
2. Developing and conducting market research.
3. Targeting promotion campaigns, newsletters.
4. Testing new products and services.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, J, K, and L
listed in the Prefatory Statement at the beginning of the Postal
Service's published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape or disks.
Retrievability:
Organization name, organization identification number, services
purchased, Zip Code area, sales territory, USPS account
representative, and Division/MSC.
Safeguards:
Computer records are subject to computer security procedures,
including password access.
Retention and disposal:
Records are maintained for three years after final entry and then
deleted from the data base.
System manager(s) and address:
APMG, Marketing Department, Headquarters, Washington, DC 20260-6300.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to the Division
Field Director of Marketing and Communications for their geographic
area.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Information is obtained from USPS business customers, statements of
mailing and other USPS forms completed by the customer, commercial
data bases, and account representatives' personal knowledge.
USPS 220.020
System name: Marketing Records--Express Mail Service Customer
Mailing List.
System location:
Marketing Department, USPS Headquarters, and its regional, divisional
and sectional center marketing components.
Categories of individuals covered by the system:
Users of Express Mail service.
Categories of records in the system:
Names and addresses of users of Express Mail service.
Authority for maintenance of the system:
39 U.S.C. 401, 403, 404.
Purpose(s):
To communicate information and updates concerning Express Mail service
to current users of that service and to provide management with
statistical data to analyze usage of and improve Express Mail service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine use statements A, B, C, D, E, F, G, H, and J listed in
the Prefatory Statement at the beginning of the Postal Service's
published system notices apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Computer storage media and hardcopy printouts.
Retrievability:
Name of user and ZIP Code.
Safeguards:
Records are kept in a secured area, with access limited to authorized
marketing personnel; access to information in computer files is
limited to personnel having an authorized computer password.
Retention and disposal:
The master computer file is maintained indefinitely and is updated
annually. Hardcopy printouts are destroyed when updated printouts are
generated.
System manager(s) and address:
APMG, Marketing Department, Headquarters, Washington, DC 20260-6300.
Notification procedure:
Customers wishing to know whether information about them is maintained
in this system of records should address inquiries to the System
Manager and supply their name and address.
Record access procedures:
Requests for access should be made in accordance with the Notification
Procedure above and the USPS Privacy Act regulations regarding access
to records and verification of identity set forth at 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Express Mail mailing forms and labels, most of which collect
information directly from the customer.
List of U.S. Postal Service Facilities Referenced Herein.
The address of each Postal Service facility to which requests may be
sent (referred to in systems descriptions), other than post offices
and the geographical area served, is provided below. The addresses of
individual post offices are not provided because of their large number
and because that information is available locally to all concerned
individuals.
The addresses of all Postal facilities, including locations in Puerto
Rico, and the Virgin Islands are contained in THE NATIONAL FIVE-DIGIT
ZIP CODE AND POST OFFICE DIRECTORY, Publication 65, STOCK NUMBER, 039-
000-00274-4, available for sale by the Superintendent of Documents,
U.S. Government Printing Office, Washington, DC 20402-1575.
Postmasters, upon request, will supply the addresses of the Management
Sectional Centers and Division Offices to which they report.
The following excerpt to addresses and areas serviced is provided for
convenience of Privacy Act correspondents, and obviates the repetition
in each notice.
Postal service regional offices
Regional Postmaster General, Central Region, 433 W. Van Buren Street,
Chicago, IL 60699-0100. (States serviced: IL, MI, IN, HY, WY, MN, IA,
MO, ND, SD, NE, KS, CO WY.)
Regional Postmaster General, Eastern Region, PO Box 8601,
Philadelphia, PA 19101-0100. (States serviced: VA, WV, MD, DE, PA, DC,
and KY, NC, OH, SC and ZIP Code prefixes 420-424 and 476-477 in IN:
and ZIP Code prefixes 080-084 in NJ.)
Regional Postmaster General, Southern Region, 1407 Union Avenue,
Memphis, TN 38166-0100. (States serviced: TN, AL, MS, TX, LA, GA, FL,
OK, and AR.)
Regional Postmaster General, Northeast Region, 6 Griffin Road North,
Windsor, CT 06006-0100. (States serviced: RI, MA, NH, CT, NY, PR, VI,
VT, ME and ZIP Code prefixes 070-079 and 085-089 in NJ.)
Regional Postmaster General, Western Region, 850 Cherry Avenue, San
Bruno, CA 94099-0100. (States serviced: CA, NV, HI, AK, WA, OR, MT,
ID, UT, AZ, NM and ZIP Code prefixes 797-799 in TX and all Pacific
Possessions and Trust Territory.)
Inspection service
Chief Postal Inspector, U.S. Postal Service, 475 L'Enfant Plaza West
SW, Washington, DC 20260-2100.
Training institute
William F. Bolger Management Academy, 10000 Kentsdale Drive, Potomac,
MD 20858-4320.
National test administration center
National Test Administration Center, U.S. Postal Service, Alexandria,
VA 22314-4646.
Bulk Mail Centers
Atlanta, 1800 James Jackson Pky, NW, Atlanta, GA 30369-9998.
Chicago, 7500 West Roosevelt Road, Forest Park, IL 60130-2211.
Cincinnati, 3055 Crescentville Road, Cincinnati, OH 45235-9998.
Dallas, 2400 Dallas-Ft. Worth Tpke., 75398-9998.
Denver, 7755 East 58th Avenue, CO 80238-9997.
Des Moines, 4000 NW, 109th Street, Des Moines, IA 50395-0001.
Detroit, 17500 Oakwood Boulevard, Allen Park, MI 48101-2788.
Greensboro, 3701 West Wendover Avenue, Greensboro, NC 27495-9998.
Jacksonville, 7415 Commonwealth Avenue, Jacksonville, FL 32099-9998.
Kansas City, 4900 Speaker Road, Kansas City, KS 66106-1093.
Los Angeles, 5555 Bandini Blvd., Avenue, Bell, CA 90201-9997.
Memphis, 1921 Elvis Presley Boulevard, Memphis, TN 38136-9998.
Minneapolis-St. Paul, 3165 South Lexington Avenue, St. Paul MN 55121-
2288.
New Jersey, 80 County Road, Jersey City, NJ 07097-9998.
Philadelphia, 1900 Byberry Road, Philadelphia, PA 19116-9997.
Pittsburgh, PO Box 1000, Warrendale, PA 15095-1000.
St. Louis, 5800 Phantom Drive, Hazelwood, MO 63042-2487.
San Francisco, 2501 Rydin Road, Richmond, CA 94804-9998.
Seattle, 34301 9th Ave. S. Federal Way, WA 98003-0500.
Springfield, 190 Fiberloid Street, Springfield, MA 01151-1088.
Washington, 9201 Edgeworth Drive, Capitol Heights, MD 20743-9997.
PRIVACY ACT RULES
POSTAL SERVICE
Title 39-Postal Service
Chapter I-United States Postal Service
PART 266--PRIVACY OF INFORMATION
Sec.
266.1 Purpose and scope.
266.2 Policy.
266.3 Responsibility.
266.4 Collection and disclosure of personal information.
266.5 Notification.
266.6 Procedures for requesting inspection and copying.
266.7 Procedures for requesting amendment.
266.8 Schedule of fees.
266.9 Exemptions.
266.10 Computer matching.7
Authority: 39 U.S.C. 401; 5 USC 552a.
Source: 40 FR 45723, Oct. 2, 1975, unless otherwise noted.
Sec. 266.1 Purpose and scope.
This part is intended to protect individual privacy and affects all
personal information collection and usage activities of the entire U.S.
Postal Service. This includes the information interface of Postal
Service employees to other employees, to individuals from the public at
large, and to any private organization or governmental agency.
Sec. 266.2 Policy.
It is the policy of the U.S. Postal Service to insure that any record
within its custody that identifies or describes any characteristic or
provides historical information about an individual or that affords a
basis for inferring personal characteristics, or things done by or to
such individual, including the record of any affiliation with an
organization or activity, or admission to an institution, is accurate,
complete, timely, relevant, and reasonably secure from unauthorized
access. Additionally, it is the policy to provide the means for
individuals to know: (a) Of the existence of all Postal Service Privacy
Act systems of records, (b) the recipients and usage made of such
information, (c) what information is optional or mandatory to provide to
the Postal Service, (d) the procedures for individuals to review and
request update to all information about themselves, (e) the reproduction
fees for releasing records, (f) the procedures for individual legal
appeal in cases of dissatisfaction; and (g) of the establishment or
revision of a computer matching program.
[45 FR 44272, July 1, 1980; as amended at 59 FR 37160, July 21, 1994]
Sec. 266.3 Responsibility.
(a) Records Officer. The Records Officer will insure Postal Service-
wide compliance to this policy.
(b) Custodian. Custodians are responsible for adherence to this part
within their respective units and in particular for affording
individuals their rights to inspect and obtain copies of records
concerning them.
(c) Information System Executive. These managers are responsible for
reporting to the Records Officer the existence or proposed development
of Privacy Act systems of records. They also must report any change that
would alter the systems description as published in the Federal
Register. They establish the relevancy of information within those
systems.
(d) Data Integrity Board--(1) Responsibilities. The Data Integrity
Board oversees Postal Service computer matching activities. Its
principal function is to review, approve, and maintain all written
agreements for use of Postal Service records in matching programs to
ensure compliance with the Privacy Act and all relevant statutes,
regulations, and guidelines. In addition, the Board annually reviews
matching programs and other matching activities in which the Postal
Service has participated during the preceding year to determine
compliance with applicable laws, regulations, and agreements; compiles a
biennial matching report of matching activities; and performs review and
advisement functions relating to records accuracy, recordkeeping and
disposal practices, and other computer matching activities.
(2) Composition. The Privacy Act requires that the senior official
responsible for implementation of agency Privacy Act policy and the
Inspector General serve on the Board. The Records Officer, as
administrator of Postal Service Privacy Act policy, serves as Secretary
of the Board and performs the administrative functions of the Board. The
Board is composed of these and other members designated by the
Postmaster General, as follows:
(i) Vice President/Controller (Chairman).
(ii) Chief Postal Inspector in his or her capacity as Inspector
General.
(iii) Vice President, Employee Relations.
(iv) General Counsel.
(v) Records Officer (Secretary).
[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980; 59
FR 37160, July 21, 1994].
Sec. 266.4 Collection and disclosure of personal information.
(a) The following rules govern the collection of information about
individuals throughout Postal Service operations:
(1) The Postal Service will:
(i) Collect, solicit and maintain only such information about an
individual as is relevant and necessary to accomplish a purpose required
by statute or Executive Order,
(ii) Collect information, to the greatest extent practicable, directly
from the subject individual when such information may result in adverse
determinations about an individual's rights, benefits or privileges,
(iii) Inform any individual who has been asked to furnish information
about himself whether that disclosure is mandatory or voluntary, by what
authority it is being solicited, the principal purposes for which it is
intended to be used, the routine uses which may be made of it, and any
penalties and specific consequences for the individual, which are known
to the Postal Service, which will result from refusal to furnish it.
(2) The Postal Service will not discriminate against any individual
who fails to provide information about himself unless that information
is required or necessary for the conduct of the system or program in
which the individual desires to participate.
(3) No information will be collected (or maintained) describing how
individuals exercise rights guaranteed by the First Amendment unless the
Postmaster General specifically determines that such information is
relevant and necessary to carry out a statutory purpose of the Postal
Service.
(4) The Postal Service will not require individuals to furnish their
Social Security account number or deny a right, privilege or benefit
because of an individual's refusal to furnish the number unless it must
be provided by Federal law.
(b) Disclosures. (1) Disclosure: Limitations On. The Postal Service
will not disseminate information about an individual unless reasonable
efforts have been made to assure that the information is accurate,
complete, timely and relevant and unless:
(i) The individual to whom the record pertains has requested in
writing that the information be disseminated, or
(ii) It has obtained the prior written consent of the individual to
whom the record pertains, or
(iii) The dissemination is in accordance with paragraph (b)(2) of this
section.
(2) Dissemination of personal information may be made:
(i) To a person pursuant to a requirement of the Freedom of
Information Act (5 U.S.C. 552);
(ii) To those officers and employees of the Postal Service who have a
need for such information in the performance of their duties;
(iii) For a routine use as contained in the system notices published
in the Federal Register;
(iv) To a recipient who has provided advance adequate written
assurance that the information will be used solely as a statistical
reporting or research record, and to whom the information is transferred
in a form that is not individually identifiable;
(v) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
title 13, U.S. Code;
(vi) To the National Archives of the United States as a record which
has sufficient historical or other value to warrant its continued
preservation by the United States Government, or for evaluation by the
Administrator of General Services or his designee to determine whether
the record has such value;
(vii) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual, if upon such disclosure
notification is transmitted to the last known address of such
individual;
(viii) To a federal agency or to an instrumentality of any
governmental jurisdiction within or under the control of the United
States for a civil or criminal law enforcement activity, if such
activity is authorized by law and if the head of the agency or
instrumentality has made a written request to the Postal Service
specifying the particular portion of the record desired and the law
enforcement activity for which the record is sought;
(ix) To either House of Congress or its committees or subcommittees to
the extent of matter within their jurisdiction;
(x) To the Comptroller General or any of his authorized
representatives in the course of the performance of the duties of the
General Accounting Office;
(xi) Pursuant to the order of a court of competent jurisdiction.
(3) Names and Addresses of Postal Customers. The disclosure of lists
of names or addresses of Postal customers or other persons to the public
is prohibited (39 U.S.C. 412). Names or addresses will be disclosed only
in those cases permitted by 39 CFR 265.6(d) relating to the Release of
Information.
(4) Employee Credit References. A credit bureau or commercial firm
from which an employee is seeking credit may be given the following
information upon request: Grade, duty status length of service, job
title, and salary.
(5) Employee Job References. Prospective employers of a Postal
employee or a former Postal employee may be furnished with the
information in paragraph (b)(4) of this section, in addition to the date
and reason for separation, if applicable. The reason for separation must
be limited to one of the following terms: Retired, resigned, or
separated. Other terms or variations of these terms (e.g., retired--
disability) may not be used. If additional information is desired, the
requester must submit the written consent of the employee, and an
accounting of the disclosure must be kept.
(6) Computer matching purposes. Records from a Postal Service system
of records may be disclosed to another agency for the purpose of
conducting a computer matching program or other matching activity as
defined in paragraphs (c) and (d) of Sec. 262.5, but only after a
determination by the Data Integrity Board that the procedural
requirements of the Privacy Act, the guidelines issued by the Office of
Management and Budget, and these regulations as may be applicable are
met. These requirements include:
(i) Routine use. Disclosure is made only when permitted as a routine
use of the system of records. The USPS Records Officer determines the
applicability of a particular routine use and the necessity for adoption
of a new routine use.
(ii) Notice. Publication of new or revised matching programs in the
Federal Register and advance notice to Congress and the Office of
Management and Budget must be made pursuant to paragraph (f) of
Sec. 266.5.
(iii) Computer matching agreement. The participants in a computer
matching program must enter into a written agreement specifying the
terms under which the matching program is to be conducted (see
Sec. 266.10). The Records Officer may require that other matching
activities be conducted in accordance with a written agreement.
(iv) Data Integrity Board approval. No record from a Postal Service
system of records may be disclosed for use in a computer matching
program unless the matching agreement has received approval by the
Postal Service Data Integrity Board (see Sec. 266.10). Other matching
activities may, at the discretion of the Records Officer, be submitted
for Board approval.
(c) Correction Disclosure. Any person or other agency to which a
personal record has been or is to be disclosed shall be informed of any
corrections or notations of dispute relating thereto affecting the
accuracy, timeliness or relevance of that personal record.
(d) Recording of Disclosure. (1) An accurate accounting of each
disclosure will be kept in all instances except those in which
disclosure is made to the subject of the record, or to Postal Service
employees in the performance of their duties or is required by the
Freedom of Information Act (5 U.S.C. 552).
(2) The accounting will be maintained for at least five (5) years or
the life of the record, whichever is longer.
(3) The accounting will be made available to the individual named in
the record upon inquiry, except for disclosures made pursuant to
provision in paragraph (b)(2)(viii) of this section relating to law
enforcement activities.
[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980; 58
FR 62036, Nov. 24, 1993; 59 FR 37160, July 21, 1994].
Sec. 266.5 Notification.
(a) Notification of Systems. The following procedures permit
individuals to determine the types of personal records systems
maintained by the Postal Service.
(1) Upon written request, the Postal Service will notify any
individual whether a specific system named by him contains a record
pertaining to him. See Sec. 266.6 for suggested form of request.
(2) The Postal Service shall publish annually in the Federal Register
a notice of existence and character of all personal systems of records.
This notice will contain the following information:
(i) Name and location of the system,
(ii) Nature and purposes of the system,
(iii) Categories of individuals on whom personal information is
maintained and categories of personal information generally maintained
in the system,
(iv) Confidentiality requirements and the extent to which access
controls apply to such information,
(v) Postal Service policies and standards regarding the safeguarding
and disclosure of information, information storage, duration of
retention of information, and elimination of such information from the
system,
(vi) Routine uses made by the Postal Service of the personal
information contained in the system, including the categories of users
and the purpose of the use,
(vii) Title and official address of the custodian,
(viii) Procedures by which an individual can be informed if a system
contains personal information pertaining to him, gain access to such
information, and contest the accuracy, completeness, timeliness,
relevance and necessity for retention of the information.
(ix) Categories of sources of such personal information,
(x) System status--either developmental or operational.
(b) Notification of Disclosure. The Postal Service shall make
reasonable efforts to serve notice on an individual before any personal
information on such individual is made available to any person under
compulsory legal process when such process becomes a matter of public
record.
(c) Notification of Amendment. (See Sec. 266.7 (b)(3) relating to
amendment of records upon request.)
(d) Notification of New Use. Any newly intended use of personal
information maintained by the Postal Service will be published in the
Federal Register thirty (30) days before such use becomes operational.
Public views may then be submitted to the Records Officer.
(e) Notification of Exemptions. The Postal Service will publish within
the Federal Register its intent to exempt any system of records and
shall specify the nature and purpose of that system.
(f) Notification of computer matching program. The Postal Service
publishes in the Federal Register and forwards to Congress and the
Office of Management and Budget advance notice of its intent to
establish, substantially revise, or renew a matching program, unless
such notice is published by another participant agency. In those
instances in which the Postal Service is the ``recipient'' agency, as
defined in the Act, but another participant agency sponsors and derives
the principal benefit from the matching program, the other agency is
expected to publish the notice. The notice must be sent to Congress and
OMB 40 days, and published at least thirty (30) days, prior to (1)
initiation of any matching activity under a new or substantially revised
program, or (2) expiration of the existing matching agreement in the
case of a renewal of a continuing program.
[40 FR 45724, Oct. 2, 1975; 40 FR 48512, Oct. 16, 1975, as amended at 45
FR 44272, July 1, 1980; 59 FR 37161, July 21, 1994]
Sec. 266.6 Procedures for requesting inspection and copying.
The purpose of this section is to provide procedures by which an
individual may have access to personal information within a
comprehensible format.
(a) Submission of Requests-- (1) Manner of Submission. Inquiries
regarding the contents of records systems or access to personal
information should be submitted in writing to the custodian of the
official record, if known, or to the Records Officer, United States
Postal Service, Washington, DC 20260-5010. Inquiries should be clearly
marked, ``Privacy Act Request''. Any inquiry concerning a specific
system of records should provide the Postal Service with the information
contained under ``Notification'' for that system as published in the
Federal Register. If the information supplied is insufficient to locate
or identify the record, the requester will be notified promptly and, if
possible, informed of additional information required. If the requester
is not a Postal Service employee, he should designate the post office at
which he wishes to review or obtain copies of records. Amendment
requests contest the relevance, accuracy, timeliness or completeness of
the record and will include a statement of the amendment requested.
(2) Third Party Inquiries. Anyone desiring to review or copy records
pertaining to another person must have the written consent of that
person.
(3) Period for Response by Custodian. Upon receipt of an inquiry, the
custodian will respond with an acknowledgement of receipt within ten
(10) days. If the inquiry requires the custodian to determine whether a
particular record exists, the inquirer shall be informed of this
determination as a part of the acknowledgement letter.
(b) Compliance with Request for Access-- (1) Notification of Time and
Place for Inspection. When a requested record has been identified and is
to be disclosed, the custodian shall ensure that the record is made
available promptly and shall immediately notify the requester where and
when the record will be available for inspection or copying. Postal
Service records will normally be available for inspection and copying
during regular business hours at the postal facilities at which they are
maintained. The custodian may, however, designate other reasonable
locations and times for inspection and copying of some or all of the
records within his custody.
(2) Identification of Requester. The requester must present personal
identification sufficient to satisfy the custodian as to his identity
prior to record review. Examples of sufficient identification are a
valid driver's license, medicare card, and employee identification
cards.
(3) Responsibilities of Requester. The requester shall assume the
following responsibilities regarding the review of official personal
records:
(i) Requester must agree not to leave Postal Services premises with
official records unless specifically given a copy for that purpose by
the custodian or his representative.
(ii) Requester must sign a statement indicating he has reviewed a
specific record(s) or category of record.
(iii) Requester may be accompanied by a person he so chooses to aid in
the inspection of information; however, requester must furnish the
Postal Service with written authorization for such review in that
person's presence.
(4) Special Rules for Medical Records. A medical record shall be
disclosed to the requester to whom it pertains unless, in the judgment
of the medical officer, access to such record could have an adverse
effect upon such individual. When the medical officer determines that
the disclosure of medical information could have an adverse effect upon
the individual to whom it pertains, the medical doctor will transmit
such information to a medical doctor named by the requesting individual.
(5) Limitations on Access. Nothing in this section shall allow an
individual access to any information compiled in reasonable anticipation
of a civil action or proceeding. Other limitations on access are those
specifically addressed in Sec. Sec. 266.6(b)(4) and 266.9.
(6) Response When Compliance Is Not Possible. A reply denying a
written request to review a record shall be in writing signed by the
custodian or other appropriate official and shall be made only if such a
record does not exist or does not contain personal information relating
to the requester, or is exempt from disclosure. This reply shall include
a statement regarding the determining factors of denial, and the right
to appeal the denial to the General Counsel.
(c) Compliance With Request for Amendment. (1) Correct or eliminate
any information that is found to be incomplete, inaccurate, not relevant
to a statutory purpose of the Postal Service, or not timely and notify
the requester when this action is complete, or
(2) Not later than thirty (30) working days after receipt of a request
to amend, notify the requester of a determination not to amend and of
the requester's right to appeal, or to submit, in lieu of an appeal, a
statement of reasonable length setting forth a position regarding the
disputed information to be attached to the contested personal record.
(d) Availability of Assistance in Exercising Rights. The USPS Records
Officer is available to provide an individual with assistance in
exercising rights pursuant to this part.
[40 FR 45723, Oct. 2, 1975, as amended at 45 FR 44272, July 1, 1980].
Sec. 266.7 Procedures for requesting amendment.
(a) Appeal Procedure. (1) If a request to inspect, copy, or amend a
record is denied, in whole or in part, or if no determination is made
within the period prescribed by this part, the requester shall appeal to
the General Counsel, U.S. Postal Service, Washington, DC 20260-1100.
(2) The requester should submit his appeal in writing within thirty
(30) days of the date of denial, or within ninety (90) days of such
request if the appeal is from a failure of the custodian to make a
determination. The letter of appeal should include, as applicable:
(i) Reasonable identification of the record access to which or the
amendment of which was requested.
(ii) A statement of the Postal Service action or failure to act and of
the relief sought.
(iii) A copy of the request, of the notification of denial and of any
other related correspondence.
(3) Any record found on appeal to be incomplete, inaccurate, not
relevant, or not timely, shall within thirty (30) working days of the
date of such findings be appropriately amended.
(4) The decision of the General Counsel, constitutes the final
decision of the Postal Service on the right of the requester to inspect,
copy, change, or update a record. The decision on the appeal shall be in
writing and in the event of a denial shall set forth the reasons for
such denial and state the individual's right to obtain judicial review
in a district court. An indexed file of decisions on appeals shall be
maintained by the Records Officer.
(b) Submission of Statement of Disagreement. If the final decision
concerning a request for the amendment of a record does not satisfy the
requester, any statement of reasonable length provided by that
individual setting forth a position regarding the disputed information
will be accepted and attached to the relevant personal folder.
(c) Availability of Assistance in Exercising Rights. The USPS Records
Officer is available to provide an individual with assistance in
exercising rights pursuant this part.
[40 FR 45723, Oct. 2, 1975, as amended at 41 FR 24709, June 18, 1976; 45
FR 44272, July 1, 1980; 51 FR 26386, Jul. 23, 1986]
Sec. 266.8 Schedule of fees.
(a) Policy. The purpose of this section is to establish fair and
equitable fees to permit duplication of records for subject individuals
(or authorized representatives) while recovering the full allowable
direct costs incurred by the Postal Service.
(b) Duplication. (1) For duplicating any paper or micrographic record
or publication, or computer report, the fee is .15 per page, except that
the first 100 pages furnished in response to a particular request shall
be furnished without charge. See paragraph (d) of this section for fee
limitations.
(2) The Postal Service may at its discretion make coin-operated copy
machines available at any location. In that event, the requester will be
given the opportunity to make copies at his own expense.
(3) The Postal Service normally will not furnish more than one copy of
any record. If duplicate copies are furnished at the request of the
requester, the per page fee is charged for each copy of each duplicate
page without regard to whether the requester is eligible for free copies
pursuant to Sec. 266.8(b)(1).
(c) Aggregating requests.When the custodian reasonably believes that a
requester is attempting to break a request for similar types of records
down into a series of requests in order to evade the assessment of fees,
the custodian may aggregate the requests and charge accordingly.
(d) Limitations. No fee will be charged an individual for the process
of retrieving, or amending a record pertaining to that individual.
(e) The Postal Service may, at its discretion, require reimbursement
of its costs as a condition of participation in a computer matching
program or activity with another agency. The agency to be charged is
notified in writing of the approximate costs before they are incurred.
Costs are calculated in accordance with the schedule of fees at
Sec. 265.9.
[52 FR 38230, Oct. 15, 1987, as amended at 59 FR 37161, July 21, 1994]
Sec. 266.9 Exemptions.
(a) Subsections 552a(j) and (k) of title 5, U.S.C., empower the
Postmaster General to exempt systems of records meeting certain criteria
from various other subsections of section 552a. With respect to systems
of records so exempted, nothing in this part shall require compliance
with provisions hereof implementing any subsections of section 552a from
which those systems have been exempted.
(b) At paragraph (b)(1) of this section is a summary of the Act's
provisions for which exemption is claimed pursuant to, and to the extent
permitted by, subsections 552a(j) and (k) of title 5, U.S.C., for some
systems of records. Paragraphs (b)(2) through (6) of this section
identify the exempted systems of records, the exemptions applied to
each, and the reasons for the exemptions:
(1) Explanation of the Act's provisions for which an exemption is
claimed in the systems discussed below. (i) Subsection (c)(3) requires
an agency to make available to the individual named in the records an
accounting of each disclosure of records.
(ii) Subsection (c)(4) requires an agency to inform any person or
other agency to which a record has been disclosed of any correction or
notation of dispute the agency has made to the record in accordance with
subsection (d) of the Act.
(iii) Subsection (d)(1)-(4) requires an agency to permit an individual
to gain access to records about the individual, to request amendment of
such records, to request a review of an agency decision not to amend
such records, and to provide a statement of disagreement about a
disputed record to be filed and disclosed with the disputed record.
(iv) Subsection (e)(1) requires an agency to maintain in its records
only such information about an individual that is relevant and necessary
to accomplish a purpose required by statute or executive order of the
President.
(v) Subsection (e)(2) requires an agency to collect information to the
greatest extent practicable directly from the subject individual when
the information may result in adverse determinations about an
individual's rights, benefits, and privileges under federal programs.
(vi) Subsection (e)(3) requires an agency to inform each person whom
it asks to supply information of the authority under which the
information is sought, the purposes for which the information will be
used, the routine uses that may be made of the information, whether
disclosure is mandatory or voluntary, and the effects of not providing
the information.
(vii) Subsection (e)(4) (G) and (H) requires an agency to publish a
Federal Register notice of its procedures whereby an individual can be
notified upon request whether the system of records contains information
about the individual, how to gain access to any record about the
individual contained in the system, and how to contest its content.
(viii) Subsection (e)(5) requires an agency to maintain its records
with such accuracy, relevance, timeliness, and completeness as is
reasonably necessary to ensure fairness to the individual in making any
determination about the individual.
(ix) Subsection (e)(8) requires an agency to make reasonable efforts
to serve notice on an individual when any record on such individual is
made available to any person under compulsory legal process when such
process becomes a matter of public record.
(x) Subsection (f) requires an agency to establish procedures whereby
an individual can be notified upon request if any system of records
named by the individual contains a record pertaining to the individual,
obtain access to the record, and request amendment.
(xi) Subsection (g) provides for civil remedies if an agency fails to
comply with the access and amendment provisions of subsections (d)(1)
and (d)(3), and with other provisions of the Act, or any rule
promulgated thereunder, in such a way as to have an adverse effect on an
individual.
(xii) Subsection (m) requires an agency to cause the requirements of
the Act to be applied to a contractor operating a system of records to
accomplish an agency function.
(2) Inspection Requirements--Investigative File System, USPS 080.010;
Inspection Requirements--Mail Cover Program, USPS 080.020. These systems
of records are exempt from 5 U.S.C. 552a (c) (3) and (4), (d)(1)-(4),
(e)(1)-(3), (e)(4) (G) and (H), (e) (5) and (8), (f), (g), and (m). The
reasons for exemption follow:
(i) Disclosure to the record subject pursuant to subsections (c)(3),
(c)(4), or (d)(1)-(4) could (A) Alert subjects that they are targets of
an investigation or mail cover; (B) alert subjects of the nature and
scope of the investigation, and of evidence obtained; (C) enable the
subject of an investigation to avoid detection or apprehension; (D)
subject confidential sources, witnesses, and law enforcement personnel
to harassment or intimidation if their identities were released to the
target of an investigation; (E) constitute unwarranted invasions of the
personal privacy of third parties who are involved in a certain
investigation; (F) intimidate potential witnesses and cause them to be
reluctant to offer information; (G) lead to the improper influencing of
witnesses, the destruction or alteration of evidence yet to be
discovered, the fabrication of testimony, or the compromising of
classified material; and (H) seriously impede or compromise law
enforcement, mail cover, or background investigations that might involve
law enforcement aspects as a result of the above.
(ii) Application of subsections (e)(1) and (e)(5) is impractical
because the relevance, necessity, or correctness of specific information
might be established only after considerable analysis and as the
investigation progresses. As to relevance (subsection (e)(1)), effective
law enforcement requires the keeping of information not relevant to a
specific Postal Service investigation. Such information may be kept to
provide leads for appropriate law enforcement and to establish patterns
of activity that might relate to the jurisdiction of the Postal
Inspection Service and/or other agencies. As to accuracy (subsection
(e)(5)), the correctness of records sometimes can be established only in
a court of law.
(iii) Application of subsections (e)(2) and (e)(3) would require
collection of information directly from the subject of a potential or
ongoing investigation. The subject would be put on alert that he or she
is a target of an investigation or mail cover, enabling avoidance of
detection or apprehension, thereby seriously compromising law
enforcement, mail cover, or background investigations involving law
enforcement aspects. Moreover, in certain circumstances the subject of
an investigation is not required to provide information to
investigators, and information must be collected from other sources.
(iv) The requirements of subsections (e)(4)(G) and (H), and (f) do not
apply because this system is exempt from the individual access and
amendment provisions of subsection (d). Nevertheless, the Postal Service
has published notice of its notification, access, and contest procedures
because access is appropriate in some cases.
(v) Application of subsection (e)(8) could prematurely reveal an
ongoing criminal investigation to the subject of the investigation.
(vi) The provisions of subsection (g) do not apply because exemption
from the provisions of subsection (d) renders the provisions on suits to
enforce subsection (d) inapplicable.
(vii) If one of these systems of records is operated in whole or in
part by a contractor, the exemptions claimed herein shall remain
applicable to it (subsection (m)).
(3) Personnel Records--Preemployment Investigation Records, USPS
120.110; Personnel Records--Postmaster Selection Program Records, USPS
120.130. These systems of records are exempt from 5 U.S.C. 552a(d)(1)-
(4) and (e)(1) to the extent that information in the system is subject
to exemption under 5 U.S.C. 552a(k)(5) as relating to the identity of a
source who furnished information to the government in confidence as a
part of an investigation conducted solely for the purpose of determining
suitability, eligibility, or qualifications of an individual for
employment. The reasons for exemption follow:
(i) During its investigation and evaluation of an applicant for a
position, the Postal Service contacts individuals who, without an
assurance of anonymity, would refuse to provide information concerning
the subject of the investigation. If a record subject were given access
pursuant to subsection (d)(1)-(4), the promised confidentiality would be
breached and the confidential source would be identified. The result
would be restriction of the free flow of information vital to a
determination of an individual's qualifications and suitability for
appointment to or continued occupancy of his position.
(ii) In collecting information for investigative and evaluative
purposes, it is impossible to determine in advance what information
might be of assistance in determining the qualifications and suitability
of an individual for appointment. Information that seems irrelevant,
when linked with other information, can sometimes provide a composite
picture of an individual that assists in determining whether that
individual should be appointed to or retained in a position. For this
reason, exemption from subsection (e)(1) is claimed.
(4) Personnel Records--Personnel Research and Test Validation Records,
USPS 120.120; Personnel Records--Career Development and Training
Records, USPS 120.152. These systems of records are exempt from 5 U.S.C.
552a(d)(1)-(4), (e)(4)(G) and (H), and (f) to the extent that
information in the system is subject to exemption pursuant to 5 U.S.C.
552a(k)(6) as relating to the compromise of the objectivity or fairness
of the testing or examination process. The reasons for exemption follow:
(i) These systems contain questions and answers to standard testing
materials, the disclosure of which would compromise the fairness of the
future use of these materials. It is not feasible to develop entirely
new examinations after each administration as would be necessary if
questions or answers were available for inspection and copying.
Consequently, exemption from subsection (d) is claimed.
(ii) The requirements of subsections (e)(4)(G) and (H), and (f) do not
apply to these systems for which exemption from subsection (d) of the
Act has been claimed. Nevertheless, the Postal Service has published
notice of its notification, access, and contest procedures because
access to system records that do not compromise the objectivity or
fairness of the testing examination process is appropriate in some
cases.
(5) Personnel Records--Recruiting, Examining, and Appointment Records,
USPS 120.151. This system is exempt from 5 U.S.C. 552a(d)(1)-(4),
(e)(1), (e)(4)(G) and (H), and (f) to the extent that information in the
system is subject to exemption pursuant to 5 U.S.C. 552a(k)(5) as
relating to the identity of a source who has furnished information to
the government in confidence as part of an investigation conducted
solely for the purpose of determining suitability, eligibility, or
qualifications of an individual for employment; and to exemption
pursuant to subsection 5 U.S.C. 552a(k)(6) as relating to the compromise
of the objectivity or fairness of the testing or examination process.
The reasons for exemption follow:
(i) To the extent that information in this system is subject to
exemption pursuant to 5 U.S.C. 552a(k)(5), application of the provisions
at subsection (d)(1)-(4) would reveal to the applicant whose suitability
is being investigated the identity of individuals who supplied
information under a promise of anonymity. As a result, the Postal
Service's promise of confidentiality would be breached, its ability to
obtain information in the future would be diminished, and the
information source could be subjected to harassment by the applicant. To
the extent that information in this system is subject to exemption
pursuant to 5 U.S.C. 552a(k)(6), the requirements of the exemption at
subsection (d)(1)-(4) and the reasons for exempting information relating
to the compromise of the objectivity or fairness of the testing or
examination process are the same as those given in paragraph (b)(5)(i)
of this section.
(ii) The reasons for exempting this system of records from subsection
(e)(1) are the same as those given in paragraph (b)(4)(ii) of this
section.
(iii) The requirements of subsections (e) (4) (G) and (H), and (f) do
not apply to this system for which exemption from subsection (d) of the
Act has been claimed. Nevertheless, the Postal Service has published
notice of its notification, access, and contest procedures because
access to system records that do not compromise the objectivity or
fairness of the testing or examination process or reveal the identity of
a confidential is appropriate in some cases.
(6) Equal Employment Opportunity--EEO Discrimination Complaint
Investigations, USPS 030.010. This system is exempt from 5 U.S.C.
552a(d) (1)-(4), (e) (4) (G) and (H), and (f) to the extent that
information in the system is subject to exemption pursuant to 5 U.S.C.
552a(k)(2) as material compiled for law enforcement purposes and
subsection (k)(5) as relating to the identity of a source who has
furnished information to the government in confidence as a part of an
investigation conducted solely for the purpose of determining
suitability, eligibility, or qualifications of an individual for
employment. The reasons for exemption follow.
(i) To the extent that information in this system is subject to
exemption pursuant to 5 U.S.C. 552a(k)(2), application of the
requirements of the exemption at subsection (d)(1)-(4) would cause
disruption of enforcement of the laws relating to equal employment
opportunity (EEO). To the extent that information in this system is
subject to exemption pursuant to 5 U.S.C. 552a(k)(5), application of the
provisions at subsection (d)(1)-(4) would reveal to the EEO complainant
the identity of individuals who supplied information under a promise of
anonymity. It is essential to the integrity of the EEO complaint system
that information collected in the investigative process not be
prematurely disclosed and that witnesses be free from restraint,
interference, coercion, or reprisal.
(ii) The requirements of subsections (e) (4) (G) and (H), and (f) do
not apply to this system for which exemption from subsection (d) of the
Act has been claimed. Nevertheless, the Postal Service has published
notice of its notification, access, and contest procedures because
access to system records that do not compromise the investigative
process or reveal the identity of confidential sources is appropriate in
some cases.
[59 FR 35625, Jul. 13, 1994]
Sec. 266.10 Computer matching.
(a) General. Any agency or Postal Service component that wishes to use
records from a Postal Service automated system of records in a
computerized comparison with other postal or non-postal records must
submit its proposal to the USPS Records Officer. Computer matching
programs as defined in paragraph (c) of Sec. 262.5 must be conducted in
accordance with the Privacy Act, implementing guidance issued by the
Office of Management and Budget and these regulations. Records may not
be exchanged for a matching program until all procedural requirements of
the Act and these regulations have been met. Other matching activities
must be conducted in accordance with the Privacy Act and with the
approval of the Records Officer. See paragraph (b)(6) of Sec. 266.4.
(b) Procedure for submission of matching proposals. A proposal must
include information required for the matching agreement discussed in
paragraph (d)(1) of this section. The Inspection Service must submit its
proposals for matching programs and other matching activities to the
USPS Records Officer through: Independent Counsel, Inspection Service,
U.S. Postal Service, 475 L'Enfant Plaza SW, Rm 3417, Washington, DC
20260-2181. All other matching proposals, whether from postal
organizations or other government agencies, must be mailed directly to:
USPS Records Officer, U.S. Postal Service, 475 L'Enfant Plaza SW, Rm
8831, Washington, DC 20260-5240.
(c) Lead time. Proposals must be submitted to the USPS Records Officer
at least 3 months in advance of the anticipated starting date to allow
time to meet Privacy Act publication and review requirements.
(d) Matching agreements. The participants in a computer matching
program must enter into a written agreement specifying the terms under
which the matching program is to be conducted. The Records Officer may
require similar written agreements for other matching activities.
(1) Content. Agreements must specify:
(i) The purpose and legal authority for conducting the matching
program;
(ii) The justification for the program and the anticipated results,
including, when appropriate, a specific estimate of any savings in terms
of expected costs and benefits, in sufficient detail for the Data
Integrity Board to make an informed decision;
(iii) A description of the records that are to be matched, including
the data elements to be used, the number of records, and the approximate
dates of the matching program;
(iv) Procedures for providing notice to individuals who supply
information that the information may be subject to verification through
computer matching programs;
(v) Procedures for verifying information produced in a matching
program and for providing individuals an opportunity to contest the
findings in accordance with the requirement that an agency may not take
adverse action against an individual as a result of information produced
by a matching program until the agency has independently verified the
information and provided the individual with due process;
(vi) Procedures for ensuring the administrative, technical, and
physical security of the records matched; for the retention and timely
destruction of records created by the matching program; and for the use
and return or destruction of records used in the program;
(vii) Prohibitions concerning duplication and redisclosure of records
exchanged, except where required by law or essential to the conduct of
the matching program;
(viii) Assessments of the accuracy of the records to be used in the
matching program; and
(ix) A statement that the Comptroller General may have access to all
records of the participant agencies in order to monitor compliance with
the agreement.
(2) Approval. Before the Postal Service may participate in a computer
matching program or other computer matching activity that involves both
USPS and non-USPS records, the Data Integrity Board must have evaluated
the proposed match and approved the terms of the matching agreement. To
be effective, the matching agreement must receive approval by each
member of the Board. Votes are collected by the USPS Records Officer.
Agreements are signed on behalf of the Board by the Chairman. If a
matching agreement is disapproved by the Board, any party may appeal the
disapproval in writing to the Director, Office of Management and Budget,
Washington, DC 20503-0001, within 30 days following the Board's written
disapproval.
(3) Effective dates. No matching agreement is effective until 40 days
after the date on which a copy is sent to Congress. The agreement
remains in effect only as long as necessary to accomplish the specific
matching purpose, but no longer than 18 months, at which time the
agreement expires unless extended. The Data Integrity Board may extend
an agreement for one additional year, without further review, if within
3 months prior to expiration of the 18-month period it finds that the
matching program is to be conducted without change, and each party to
the agreement certifies that the program has been conducted in
compliance with the matching agreement. Renewal of a continuing matching
program that has run for the full 30-month period requires a new
agreement that has received Data Integrity Board approval.
[59 FR 37161, July 21, 1994]