[Privacy Act Issuances (1999)]
[From the U.S. Government Publishing Office, www.gpo.gov]
POSTAL RATE COMMISSION
TABLE OF CONTENTS
PRC-1 Personnel, Pay, Leave, and Travel
Docket Room Records
PRC-1
System name:
Personnel, Pay, Leave, and Travel (PRC-1).
Security classification:
None.
System location:
1333 H Street NW., Suite 300, Washington, DC 20268-0001.
Categories of individuals covered by the system:
Current and former employees.
Categories of records in the system:
This system contains records relating to personnel, pay, leave,
and travel. This includes: Name; date of birth; social security
number; home address; grade; salary; time and attendance; alternate
work schedules; biographical information; leave accrual rate, usage,
and balances; training; Civil Service Retirement and Federal
Employees' Retirement System contributions; FICA withholdings;
Federal, State, and local tax withholdings; Federal Employees' Group
Life Insurance withholdings; Federal Employees' Health Benefits
withholdings; charitable deductions; allotments to financial
organizations; garnishment documents; savings bonds allotments;
travel expenses; parking permits; carpools; building security
records; employee locator; and information on the fare subsidy
program.
Authority for maintenance of the system:
Includes 39 U.S.C. 3603, 44 U.S.C. 3101, 5 U.S.C. ch. 57
(relating to travel, transportation, and subsistence), together with
any amendments.
Purpose(s):
These records are used to administer pay, leave, travel, parking,
fare subsidies, and other administrative functions.
Routine uses of records maintained in the system, including
categories of users and the PURPOSE OF SUCH USES:
*ERR11**ERR11*A. Disclosure to the U.S. Postal Service
The U.S. Postal Service handles payroll and other disbursements
on behalf of the Postal Rate Commission. As a result, records related
to payroll functions, travel, and other disbursements are disclosed
as a routine use to the U.S. Postal Service. The records from the
Commission are incorporated into Privacy Act systems of records
maintained by the U.S. Postal Service and are routinely disclosed for
purposes defined in those systems of records. The main systems of
records at the U.S. Postal Service are Finance Records--Payroll
System. (USPS 050.020), and Finance Records--Employee Travel Records
(USPS 050.010).
*ERR11**ERR11*B. Disclosure for Law Enforcement Purposes
Information may be disclosed to the appropriate Federal, State,
local, or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order, if
the information indicates a violation or potential violation of civil
or criminal law or regulation within the jurisdiction of the
receiving entity.
*ERR11**ERR11*C. Disclosure Incident to Requesting Information
Information may be disclosed to any source from which additional
information is requested (to the extent necessary to identify the
individual, inform the source of the purpose(s) of the request, and
to identify the type of information requested), when necessary to
obtain information relevant to a decision concerning retention of an
employee or other personnel action (other than hiring), retention of
a security clearance, the letting of a contract, or the issuance or
retention of a grant, or other benefit.
*ERR11**ERR11*D. Disclosure to Requesting Agency
Disclosure may be made to a Federal, State, local, foreign, or
tribal or other public authority of the fact that this system of
records contains information relevant to the retention of an
employee, the retention of a security clearance, the letting of a
contract, or the issuance or retention of a license, grant, or other
benefit. The other authority may then make a request supported by the
written consent of the individual for the record if it chooses. No
disclosure will be made unless the information has been determined to
be sufficiently reliable to support a referral to the authority or to
another Federal agency for criminal, civil, administrative,
personnel, or regulatory action.
*ERR11**ERR11*E. Disclosure to Office of Management and Budget
Information may be disclosed to the Office of Management and
Budget at any stage in the legislative coordination and clearance
process in connection with private relief legislation as set forth in
OMB Circular No. A-19.
*ERR11**ERR11*F. Disclosure to Congressional Offices
Information may be disclosed to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of the individual.
*ERR11**ERR11*G. Disclosure During Litigation
Information may be disclosed to the Department of Justice, or in
a proceeding before a court, adjudicative body, or other
administrative body before which the Postal Rate Commission is
authorized to appear, when:
1. The Commission, or any component thereof; or
2. Any employee of the Commission in his or her official
capacity; or
3. Any employee of the Commission in his or her individual
capacity where the Department of Justice or the Commission has agreed
to represent the employee; or
4. The United States, when the Commission determines that
litigation is likely to affect the Commission or any of its
components is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
or the Commission is deemed by the Commission to be relevant and
necessary to the litigation provided, however, that in each case it
has been determined that the disclosure is compatible with the
purpose for which the records were collected.
*ERR11**ERR11*H. Disclosure to the National Archives
Information may be disclosed to the National Archives and Records
Administration in records management inspections.
*ERR11**ERR11*I. Disclosure to Contractors, Grantees, and Others
Information may be disclosed to contractors, grantees,
consultants, or volunteers performing or working on a contract,
service, grant, cooperative agreement, job, or other activity for the
Postal Rate Commission and who need the information in the
performance of their duties or activities for the Commission. If
appropriate, recipients will be required to comply with the
requirements of the Privacy Act of 1974 as provided in 5 U.S.C.
552a(m).
*ERR11**ERR11*J. Disclosures for Administrative Claims, Complaints, and
Appeals
Information from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator or other person
properly engaged in investigation or settlement of an administrative
grievance, complaint, claim, or appeal filed by an employee, but only
to the extent that the information is relevant and necessary to the
proceeding. Agencies that may obtain information under this routine
use include, but are not limited to, the Office of Personnel
Management, Office of Special Counsel, Merit Systems Protection
Board, Federal Labor Relations Authority, Equal Employment
Opportunity Commission, and Office of Government Ethics.
*ERR11**ERR11*K. Disclosure to the Office of Personnel Management
Information from this system of records may be disclosed to the
Office of Personnel Management pursuant to that agency's
responsibility for evaluation and oversight of Federal personnel
management.
*ERR11**ERR11*L. Disclosure in Connection with Litigation
Information from this system of records may be disclosed in
connection with litigation or settlement discussions regarding claims
by or against the Postal Rate Commission, including public filing
with a court, to the extent that disclosure of the information is
relevant and necessary to the litigation or discussions and except
where court orders are otherwise required under section (b)(11) of
the Privacy Act of 1974, 5 U.S.C. 552a(b)(11).
*ERR11**ERR11*M. Disclosure for Child Support Enforcement
The name, social security number, home address, date of birth,
date of hire, quarterly earnings, employer identifying information,
and State of hire for each employee may be disclosed to the Office of
Child Support Enforcement, Administration for Children and Families,
Department of Health and Human Services for the purpose of locating
individuals to establish paternity, establishing and modifying orders
of child support, identifying sources of income, and for other child
support enforcement actions as required by the Personal
Responsibility and Work Opportunity Reconciliation Act (Welfare
Reform Law, Pub. L. 104-193).
Disclosure to consumer reporting agencies:
Information from this system of records may be disclosed to a
consumer reporting agency as provided in 31 U.S.C. 3711.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in paper, in folders, in file cabinets, and on
the Postal Rate Commission's computer network.
Retrievability:
Records may be retrieved by name, Social Security Number, or
other identification number.
Safeguards:
Records are maintained in locked file cabinets or combination
safes and on computers and computer networks that use password
protections and other system controls to prevent unauthorized access
by Postal Rate Commission staff. Firewalls prevent access to internal
Commission documents by outsiders. All records and computer
facilities are maintained in Commission offices, and public access to
Commission offices is controlled.
Retention and disposal:
Records are maintained for varying periods of time, in accordance
with NARA General Records Schedules 2 (pay and leave) and 9 (travel).
System manager(s) and address:
Chief Administrative Officer, Postal Rate Commission, 1333 H
Street NW., Suite 300, Washington, DC 20268-0001.
Notification procedure:
Record access procedures:
All requests should be directed to the System Manager. Requesters
will be required to provide adequate identification, such as a
driver's license, employee identification card, or other identifying
document, and dates of employment.
Contesting record procedures:
All requests should be directed to the System Manager. Requesters
will be required to provide adequate identification, such as a
driver's license, employee identification card, or other identifying
document, and dates of employment.
Record source categories:
Information in this system of records is obtained from: the
subject of the record; employment applications, references, and other
employment-related sources; the official personnel file from the
Office of Personnel Management; and internal Postal Rate Commission
documents, including time and attendance records, leave slips, travel
requests, performance evaluations, training records, and similar
internal documents.
Exemptions claimed for the system:
None.
PRC-2
System name:
Docket Room Records (PRC-2).
Security classification:
None.
System location:
1333 H Street NW., Suite 300, Washington, DC 20268-0001.
Categories of individuals covered by the system:
Individuals who intervene in Postal Rate Commission proceedings
and individuals whose name and other identifying information appears
in records filed in connection with Postal Rate Commission
proceedings.
Categories of records in the system:
This system contains names, addresses, and contact information
for anyone who intervenes in a proceeding before the Postal Rate
Commission; submissions, filings, answers, exhibits, and any other
record provided to the Commission and made public under Commission
rule 3001.42(b).
Authority for maintenance of the system:
39 U.S.C. 3603.
Purpose(s):
These records are used under the Postal Rate Commission's rules
and procedures in Commission proceedings, decisions, opinions, and
other activities authorized by law.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
All records in this system are public and will be disclosed to
any person upon request.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in paper, in folders, in file cabinets, and on
the Postal Rate Commission's computer network.
Retrievability:
Records may be retrieved by name or docket number.
Safeguards:
Records are maintained in the Postal Rate Commission's docket
room, on computer networks, and on the Commission website. All
records and computer facilities are maintained in Commission offices,
and public access to Commission offices is controlled.
Retention and disposal:
Records are disposed of in accordance with approved record
schedules. Most records pertaining to Commission decisions are
retained permanently.
System manager(s) and address:
Chief Administrative Officer, Postal Rate Commission, 1333 H
Street NW., Suite 300, Washington, DC 20268-0001.
Notification procedure:
Record access procedures:
All requests should be directed to the System Manager. Requesters
will be required to provide adequate identification, such as a
driver's license, employee identification card, or other identifying
document, and dates of employment.
Contesting record procedure:
All requests should be directed to the System Manager. Requesters
will be required to provide adequate identification, such as a
driver's license, employee identification card, or other identifying
document, and dates of employment.
Record source categories:
Information in this system of records is obtained from
intervenors in Postal Rate Commission proceedings and from Commission
staff.
Exemptions claimed for the system:
None.
POSTAL RATE COMMISSION
Title 39-Postal Service
Chapter III-Postal Rate Commission
PART 3003--PRIVACY ACT RULES
Sec.
3003.1 Purpose and scope.
3003.2 Definitions.
3003.3 Procedures for requesting inspection, copying, or correction.
3003.4 Response to a request.
3003.5 Appeals of denials of access or amendment.
3003.6 Fees.
3003.7 Exemptions.
Authority: Privacy Act of 1974 (Pub. L. 93-579), 5 U.S.C. 552a.
64 FR 57982, Oct. 28, 1999.
Sec. 3003.1 Purpose and scope.
This part implements the Privacy Act of 1974 (5 U.S.C. 552a) by
establishing Commission policies and procedures that permit individuals
to obtain access to and request amendment of information about
themselves that is maintained in systems of records. This part does not
expand or restrict any rights granted under the Privacy Act of 1974.
Sec. 3003.2 Definitions.
For purposes of this part:
(a) Commission means the Postal Rate Commission.
(b) Individual, record, and system of records have the meanings
specified in 5 U.S.C. 552a(a).
(c) Day means a calendar day and does not include Saturdays, Sundays,
and legal holidays.
Sec. 3003.3 Procedures for requesting inspection, copying, or
correction.
(a) An individual who--
(1) Wishes to know whether a Commission system of records contains a
record about him or her,
(2) Seeks access to a Commission record about him or her that is
maintained in a system of records (including the accounting of
disclosures), or
(3) Seeks to amend a record about him or her that is maintained in a
system of records, may file a written request with the chief
administrative officer of the Commission at the Commission's current
address (1333 H Street NW., Suite 300, Washington, DC 20268-0001). The
request should state on the outside of the envelope and in the request
that it is a Privacy Act request.
(b) A request for amendment must describe the information sought to be
amended and the specific reasons for the amendment.
(c) A requester--
(1) May request an appointment to inspect records at the Commission's
offices between the hours of 8 a.m. and 4:30 p.m. on any day;
(2) Must present suitable identification, such as a driver's license,
employee identification card, or Medicare card;
(3) If accompanied by another individual, must sign a statement, if
requested by the chief administrative officer, authorizing discussion of
his or her record in the presence of that individual;
(4) Who files a request by mail must include his or her date of birth,
dates of employment at the Commission (if applicable), and suitable
proof of identity, such as a facsimile of a driver's license, employee
identification card, or Medicare card; and
(5) Must, if requested by the chief administrative officer, provide
additional proof of identification.
Sec. 3003.4 Response to a request.
(a) In the case of a request for notice of the existence of a record,
the chief administrative officer shall respond within 10 days of receipt
of a request and shall inform the individual whether a system of records
maintained by the Commission contains such a record.
(b) In the case of a request for access to a record or for a copy of a
record, the chief administrative officer shall acknowledge the request
within 10 days and shall promptly thereafter--
(1) Fulfill the request by mail or arrange for an inspection by the
requester in the Commission's offices; or
(2) If the request is denied, notify the requester of the denial, the
reasons for the denial, the procedures for appealing the refusal, and
the name and address of the Chairman of the Commission who will consider
an appeal.
(c) In the case of a request for amendment, the chief administrative
officer shall
(1) Acknowledge the request in writing within 10 days;
(2) Promptly review the record; and
(3)(i) Make any requested amendment of a record found to be not
accurate, relevant, timely, or complete; notify the requester of the
change and provide a copy of the corrected record; and notify any
previous recipient of the record (excluding Commission staff who
obtained the record in the performance of their duties and recipients
under the Freedom of Information Act) of any change; or
(ii) Inform the requester of a refusal to amend the record, the
reasons for the refusal, the procedures for appealing the refusal, and
the name and address of the Chairman of the Commission who will consider
an appeal.
Sec. 3003.5 Appeals of denials of access or amendment.
(a) If a request for access to or amendment of a record is denied, the
requester may file a written appeal with the Chairman of the Commission.
The Chairman will decide each appeal within 30 days of receipt unless
the Chairman has, for good cause, extended the period for another 30
days.
(b) If an appeal is denied, the requester will be notified of the
decision, the reasons for the denial, the right to file a concise
statement of disagreement, the procedures for filing a statement of
disagreement, the subsequent uses of a statement of disagreement, and of
the right to seek judicial review in accordance with subsection (g) of
the Privacy Act.
Sec. 3003.6 Fees.
The first copy of any record furnished under the Privacy Act of 1974
will be provided without charge. Additional copies will be charged at
the cost of reproduction.
Sec. 3003.7 Exemptions.
The Postal Rate Commission has not established any exempt system of
records.