[Privacy Act Issuances (2001)]
[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 1614.
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, and Related Services Records, 010.010.
System location:
Post Offices and contractor/licensee sites.
Categories of individuals covered by the system:
Postal customers requesting mail forwarding and related services
from their local postal facilities or through Postal Service Internet
services. Any postal customers who are victims of a disaster who have
requested mail forwarding services through the American Red Cross.
Categories of records in the system:
a. Address change records including customer number, name, old
mailing address, new mailing address, mail forwarding instructions,
effective date, information about whether the move is permanent or
temporary, contact information for customer service, and any
information/records for online proof or identity.
b. Records pertaining to other move-related services provided by
entities outside the Postal Service contain customer number, name,
address, products, effective date, billing, and identity validation
information required to service the customers' requests.
c. Postal customer inquiry/comment records may contain customer
number, name, contact information, description of service request,
and responses.
d. Outside service provider records contain name of the service
provider, customer name, policies related to privacy and customer
service, product offerings, and service processing information.
e. Optional customer records contain the information a customer
chooses to save to apply to future transactions on the Internet site.
They may contain names, addresses, online proof of identification,
billing, and other information used to request a service.
f. Internet site usage records contain referral source, search
word used to come to the Internet Protocol (IP) address, domain name,
operating system versions, browser version, page visited, and other
information to analyze the usage of the site.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
a. To provide mail forwarding services to postal customers who
have changed address;
b. To provide address correction services to postal customers;
c. To provide address information to the American Red Cross about
a customer who has been relocated because of a disaster.
d. To provide postal customers with Internet access the ability
to file fully electronic change-of-address in order to further
automate and enhance current address change services.
e. To provide postal customers with Internet access to providers
of move-related services as a means of improving customer convenience
and service quality.
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. The new address of a specific business or organization that
has filed a permanent Change of Address (PS Form 3575, handwritten
order, or an electronically communicated order) may be furnished to
any individual on request.
Note: The new address of an individual or family will not be
furnished pursuant to this routine use, but only when authorized by
one of the general routine uses listed above or one of the specific
routine uses listed below.
2. Disclosure of any customer's new permanent address may be made
from the National Change of Address file to customers seeking
corrected addresses for their mailing lists. Copies of change of
address orders may not be furnished.
3. Any customer's permanent change of address may be disclosed to
a duly formed election board or registration commission using
permanent voter registration. Copies of change of address orders may
be furnished.
4. Any customer's 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. Any customer's 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 for a
criminal investigation. A copy of the change of address order may be
furnished.
6. Any customer's permanent or 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.
Disclosure will be limited to the address of the specifically
identified individual (not other family members or individuals whose
names may also appear on the change of address order). A copy of the
change of address order may not be furnished.
7. Any customer's change of address information may be disclosed
to a jury commission or other court official, such as a judge or
court clerk, for purpose of jury service. A copy of the change of
address order may be furnished.
8. Disclosure of any customer's new permanent address may be made
from the Computerized Forwarding System files to a mailer who has
requested address correction service in the event that a mail piece
cannot be delivered as addressed. A copy of the change of address
order may not be furnished.
9. Postal custumer online requests for move-related services will
be forwarded in a secured manner to the specified service providers,
which may include government agencies and private companies, at the
election of the customer online.
10. Change-of-address information from this system may be
disclosed to certain government agencies and other entities at the
election of the postal customer online.
11. Information from this system shall be disclosed to an
authorized online identity validation system for the purpose of
verifying the identity of a customer submitting a change-of-address
online.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The source document is maintained on file at the delivery unit.
They are filed alphabetically by name within month. Records generated
from the source document are recorded on the Forwarding System file
server and on 8-mm tapes at Computerized Forwarding System units.
Electronic change-of-address records and related service records are
also stored on disk and/or magnetic tape in a secured environment.
Change-of-address records are consolidated in a National Change of
Address (NC)A) File at the National Customer Support Center (NCSC).
Selected extracts of NCOA are provided to a limited number of firms
under contract or license agreement with the Postal Service. Records
pertaining to move-related services are also transmitted to specific
service providers, including government agencies and private
companies under contract to the Postal Service.
Retrievability:
By name and address (paper records). By name and address within
ZIP Code (computerized records). By name and address and cutomer
number for electron change-of-address and related service records. By
name, address, and e-mail address for customer service records. By
name or service provider number for service provider records. By
customer number, name, password, and/or challenging question and
answer. The Internet site usage records are summarized for site usage
analysis and are not retrieved by personal identifier.
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. Change-of-address source document is retained for 18 months
from effective date and then destroyed.
b. Change-of-address 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 data is automatically
purged from the Forwarding Control System.
c. Change-of-address information on magnetic tape at the Natioanl
Customer Support Center (National Change-of-Address File) is retained
for 36 months from effective date.
d. Internet change-of-address and related service records are
kept on the online disks for 6 months from the execution date of the
requests and archived to offline disks or tapes for an additional 13
months. At the end of that period, the records on offline disks or
tapes are erased.
e. Postal customer service records are kept on the online disks
for 6 months from the closure date of the request and archived to
offline disks or tapes for an additional 7 months. At the end of that
period, the records are erased.
f. Outside service provider records are kept on the online disks
for 3 months from the date of service termination and archived to
offline disks or tapes for an additional 10 months. At the end of
that period, the records on offline disks or tapes are erased.
g. Records saved at the customer's option are maintained until
the customer decides to delete the previous transaction records or
the account is disabled for inactivity. The customer can choose to
modify saved records at any time, and the choice will be executed
immediately. An erased customer record shall not be recovered or
recalled.
h. Internet site usage records are kept on the online disks for
12 months and archived to offline disks or tapes for an additional 13
months. At the end of the period, the records on offline disks or
tapes are erased.
System manager(s) and address:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON DC 20260-7000
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, NATIONAL CUSTOMER SUPPORT CENTER,
UNITED STATES 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; service providers;
and providers-of-online identity validation.
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 business
use.
Categories of records in the system:
Records are in printed card form, or in an electronic database
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 authorized
by boxholder to receive and/or pickup mail from a post office box.
Authority for maintenance of the system:
39 U.S.C. 403, 404.
Purpose(s):
To provide post office box services to postal customers.
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. A copy of PS
Form 1093 may be furnished pursuant to any of the general routine
uses. Other routine uses are as follows:
1. Subject to the exception noted below, 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 duties. A copy of PS Form 1093
may be furnished.
2. Subject to the exception noted below, the name or address of
the holder of a post office box may be disclosed to a person
empowered 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,
on receipt of written information that meets prescribed certification
requirements. A copy of the PS Form 1093 will not be furnished.
3. Subject to the exception noted below, disclosure of boxholder
information may be made, on 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 (a) outside the United States and its
territories, and (b) within the territorial boundaries of the
requesting foreign government. A copy of PS Form 1093 may be
furnished.
Exception: Information concerning an individual boxholder who has
filed an appropriate protective court order with the postmaster will
not be disclosed under any routine use except pursuant 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:
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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000.
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-5200
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:
Districts, Post Offices, and Information Systems Service 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 Accounting Service Center (PS
1839 information)--Destroy when 7 years old.
System manager(s) and address:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-5200
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, Area Offices, Districts, Post
Offices, Information Systems Service 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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
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:
Districts and 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, address, and telephone number of the
agenct and of the addressee, the signature of both parties, and
copies of forms of identification of the addressee.
Authority for maintenance of the system:
39 U.S.C. 403, 404
Purpose(s):
a. Serves as the written authority for the delivery of mail to
the addressee's agent.
b. Promotes security of the mail.
c. Protects postal customers from mail fraud and identity theft.
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, and g 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 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.
Exception: Information concerning an individual who has filed an
appropriate protective court order with the postmaster will not be
disclosed under any of the general routine uses except pursuant 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:
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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
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: Area locations;
Districts; Information Systems Service Center; National Customer
Support 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
(street name and number) address; and rural 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
street name and number 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 (street name and number) street addresses.
(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 (street name and address)
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 (street name and
address) 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 (street name and address) 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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
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 010.090
System name:
Collection and Delivery Records--Customer Public Key Certificate
Records, USPS 010.090.
System location:
Marketing, Headquarters, and Information Systems Service Center,
San Mateo, CA.
Categories of individuals covered by the system:
Business and individual postal customers who apply to receive a
public key certificate.
Categories of records in the system:
The following information is kept with regard to customers who
have applied for public key certificates from the Postal Service:
Name, address, phone number, electronic mail address, payment
information, customer's public key(s), certificate serial numbers,
customer's distinguished name, effective dates of authorized
certificates, certificate algorithm, date of revocation or expiration
of certificate, Postal Service-authorized digital signature, and
information supplied by the customer to identify who may have access
to public key data related to that customer.
Authority for maintenance of the system:
39 U.S.C. 403 and 404.
Purpose(s):
Information within this system is used to issue and manage public
key certificates.
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 follow:
1. The X.509 certificate and public key associated with a records
subject may be disclosed to persons who provide the associated
certificate number or distinguished name and who have not been denied
access by the records subject.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper, automated database, and computer storage media.
Retrievability:
Customer name, distinguished name, certificate serial number, and
public key.
Safeguards:
Hard copy records and computers containing information within
this system of records are located in a building with entrance access
controlled by guards and room access controlled by card readers.
Information within the database is protected by a security
architecture of several layers that includes an asynchronous gateway,
network firewall, operating security system, and database software
security architecture. Internal access to the database is limited to
the system administrator, database administrator, and designated
support personnel. Key pairs are protected against cryptanalysis by
encrypting the private key and by using a shared secret algorithm to
protect the encryption key, and the certificate authority key is
stored in a separate, tamperproof, hardware device. Activities are
audited and archived information is protected from corruption,
deletion, and modification.
Retention and disposal:
a. Pending Public Key Certificate Application Files. These
records are added as received to an electronic database. Move to
authorized certificate file when they are updated with the required
data. Destroy records not updated within 90 days from the date of
receipt.
b. Public Key Certificate Directory. These records are maintained
in an electronic database and are constantly updated. Destroy records
as they are superseded or deleted.
c. Authorized Public Key Certificate Master File. These records
are maintained in an electronic database for the life of the
authorized certificate. Move to the certificate revocation file when
certificate is revoked or expired.
d. Public Key Certificate Revocation List. Cut off this file at
the end of each calendar year. Destroy these records 30 years from
the date of cutoff.
System manager(s) and address:
Vice President, Technology Applications, United States Postal
Service, 475 L'Enfant Plaza SW, Washington, DC 20260-2403
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. Inquiries must contain name and
certificate serial number.
Record access procedures:
Access must be requested 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:
Customers.
USPS 020.010
System name: Corporate Relations--Biographical Summaries of
Management Personnel for Press Release, 020.010.
System location:
Office of Media Relations, Headquarters; Corporate Relations
Service Centers (12 locations).
Categories of individuals covered by the system:
USPS executives, and managers to include area vice presidents,
district managers, select major city postmasters 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 and photographs. Summaries include present
title and responsibility, length of service, 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 Corporate Relations offices where
information is available only to individuals having a need for
access.
Retention and disposal:
a. Biographical sketches maintained at Area Offices are are
retained while the individual is assigned within the Area. If
individual is promoted to or assigned to a position within the USPS
outside the Area, biographical information is forwarded to the
appropriate Corporate Relations 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:
VICE PRESIDENT, CORPORATE RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-3100
Notification procedure:
Inquiries should contain name and position held and should be
presented to the Manager of Corporate Relations 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:
EEO Compliance & Appeals, Labor Relations, Headquarters; EEO
Compliance and Appeals Processing Centers, area offices; districts;
and contractor sites.
Categories of individuals covered by the system:
Current and former postal employees, applicants for positions
within the Postal Service, third-party complainants, and mediators
(postal employees, other federal agency employees and contract
employees).
Categories of records covered by the system:
Records may contain names, work locations, dates, Social Security
numbers, the number of complaints and the resolution of complaints
mediated, and other information as contained on affidavits, interview
reports, investigative forms, counselor reports, exhibits, withdrawal
notices, settlement agreements, 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. Also used by Human
Resources personnel to administer voluntary alternative dispute
resolution programs.
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:
l. Information contained in this system of records may be
disclosed to an authorized investigator appointed by the Equal
Employment Opportunity Commission, upon his/her 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 1614 and the contents of the requested records are
needed by the investigator in the performance of his/her duty to
investigate a discrimination issue involved in the complaint.
2. Information may be disclosed to a mediator retained by the
Postal Service when needed to resolve an EEO complaint at the
precomplaint stage.
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.
Records of alternative dispute resolution are maintained in an
electronic database.
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 Area (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:
SENIOR VICE PRESIDENT, LABOR RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4100
Notification procedure:
Individuals interested in finding out if there is information in
this records system pertaining to them should contact EEO officers at
the Districts, Area Office 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:
Labor Relations Department, Headquarters and districts.
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:
SENIOR VICE PRESIDENT, LABOR RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4100
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:
Law Department, USPS Headquarters, and field offices; Area
Offices and Districts.
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:
SENIOR VICE PRESIDENT, LABOR RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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 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 030.040
System name:
Equal Employment Opportunity/Alternative Dispute Resolution-
Roster of Alternative Dispute Resolution Providers, 030.040.
System location:
Law Department, Postal Service Headquarters, and field offices;
area and district offices.
Categories of individuals covered by the system:
Individuals and organizations interested in providing Alternative
Dispute Resolution (ADR) services to all disputes except those
arising under Postal Service collective bargaining agreements.
Categories of records covered by the system:
Name, address, telephone, and fax numbers of alternative dispute
resolution providers; education, certification status, special
qualifications; types of disputes mediated; partnering agreements;
evaluation as a neutral; billing information; and any other
correspondence relating to the individual performance or information
contained on the survey.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
Used to determine an individual's qualifications to provide ADR
services.
Routine uses of records maintained in the system, including
categories of users and the purpose 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.
Another routine use follows:
1. To another federal agency upon request who needs the names
and/or addresses and other information about ADR providers to arrange
for or manage ADR proceedings for that agency.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are maintained in locked file cabinets and computer
files on magnetic tape or disk in automated office equipment.
Retrievability:
By ADR provider's name.
Safeguards:
Paper records are kept in locked file cabinets; automated data
are password-protected.
Retention and disposal:
Files of active ADR providers: Cutoff file upon notification of
decertification or removal. Destroy one year from date of cutoff.
Files of rejected ADR providers: Cutoff file at end of year in which
survey was received from prospective ADR provider. Maintain file for
one year after cutoff date.
System manager(s) and address:
EXECUTIVE VICE PRESIDENT AND GENERAL COUNSEL, LAW DEPARTMENT,
UNITED STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON DC
20260-1100
Notification procedure:
Individuals wanting to know whether information about them is
maintained in this system of records must address inquiries to the
system manager. Inquiries must contain full name and address of the
individual and date the survey was completed.
Record access procedures:
Requests for access must be made in accordance with 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 and Record Access Procedures above.
Record source categories:
Information is received from ADR provider completing survey.
USPS 040.010
System name: Customer Programs--Memo to Mailers Address File,
040.010.
System location:
Corporate Relations, USPS Headquarters, National Customer Service
Center (Memphis, TN) 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:
VICE PRESIDENT, CORPORATE RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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:
Prohibitory Order Processing Center, Memphis, TN.
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:
CD-ROM, computer printouts, and preprinted forms.
Retrievability:
Applicant's name and application case number.
Safeguards:
Records are retained by the Prohibitory Order Processing Center,
Memphis, TN 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:
VICE PRESIDENT, MARKETING SYSTEMS, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-2401
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:
VICE PRESIDENT, MARKETING SYSTEMS, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-2401
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 040.050
System name:
Customer Programs-Customer Electronic Document Preparation and
Delivery Records, USPS 040.050.
System location:
Marketing, Headquarters; and Information Systems Service Center,
San Mateo, CA.
Categories of individuals covered by the system:
Customers who electronically request mail preparation and
delivery service.
Categories of records in the system:
Name and address of customer requesting service. USPS -assigned
order number, and billing information; address list provided by the
customer.
Authority for maintenance of the system:
29 U.S.C. 403, 404.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Note: Mailing lists contained within this system are owned by the
customer submitting the mailing list; consequently, no routine uses
apply to these mailing lists.
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 uses specifically contemplates that
information may be released to relevant discovery and that any manner
of response allowed by the rules of the forum may be employed.
2. 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
on a reasonable belief that a violation has occurred, the relevant
reocrds 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.
3. Disclosure may be made to a congressional office fro m the
record of an individual in response to an inquiry from the
congressional office made at the prompting of that individual.
4. Records of 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 trhat function. TRhis 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:
Name and address of customer will be automated during conversion
and then stored off-lined on magnetic media.
Retrievability:
Postal Service-assigned job number and customer name and customer
identification number.
Safeguards:
Access to these records is limited to those persons whose
official duties require such access. Access to automated records is
restricted by the use of encryption technology, dedicated lines, and
authorized access codes. Licensees who have access to information are
required by the terms of the license agreement to protect the
information from unauthorized access; to limit its use to that
provided by the license agreement; and to apply appropriate
administrative and physical safeguards to protect the information.
Retention and disposal:
Records supporting a customer order will be destroyed 30 days
from completion of order, unless maintained longer at customer's
request. Disposal will be by data deletion from magnetic media.
System manager(s) and address:
Cheif Marketing Officer & Senior Vice President, United States
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260-2400.
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. Inquiries must contain name, customer
identification number, address, and order number, if known.
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 and Record Access Procedures above.
Record source categories:
Information is furnished by record subjects (customers)
requesting the service.
USPS 040.060
System name:
Customer Programs-Customer Electronic Bill Presentment and
Payment Records, USPS 040.060.
System location:
Postal Service Headquarters and contractor site.
Categories of individuals covered by the system:
Customers who use the Postal Service's electronic bill
presentment and payment (EBP) service.
Categories of records in the system:
Registration information includes customer name, address, date of
birth, driver's license number, home and work phone numbers, e-mail
address, EBP service billing information (checking account number and
bank routing number), EBP service user name/ID and password,
consumer's billers registered with service, bill detail, and bill
summaries. Customer social security numbers are collected but not
retained by the Postal Service; they are used to confirm customer
identity at time of registration.
Authority for maintenance of the system:
39 U.S.C. 401 and 404.
Purpose(s):
Information in this system is used to provide electronic bill
presentment and payment services to Postal Service customers.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
General routine use statements b, e, f, 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 may be disclosed to a service
provider under contract with the Postal Service for the purpose of
providing electronic bill presentment and payment service and
customer service support services.
2. Information from this system may be disclosed to a payee or
financial institution for purposes of resolving payment-posting
questions or discrepancies and questions regarding status of
electronic bill payments.
3. Information from this system may be disclosed to an authorized
credit bureau for the purpose of verifying identity and for
determining the risk limits to be applied to each subscriber.
4. Information from this system may be disclosed for law
enforcement purposes to a government agency, either federal, state,
local, or foreign, only pursuant to a federal warrant duly issued
under Rule 41 of the Federal Rules of Criminal Procedure. See
Administrative Support Manual (ASM) 274.6 for procedures relating to
search warrants.
5. Information from this system may be disclosed pursuant to the
order of a federal court of competent jurisdiction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Automated database, computer storage media, and microfiche.
Retrievability:
The service provider retrieves information by customer
identification number. The Postal Service retrieves information by
customer name and address.
Safeguards:
Computer storage tapes and disks are maintained in locked filing
cabinets in controlled-access areas or under general scrutiny of the
service provider program personnel. Computers containing information
are located in controlled-access areas with personnel access
controlled by a cipher lock system, card key system, or other
physical access control method, as appropriate. Authorized persons
must be identified by a badge. Computer systems are protected with an
installed security software package, computer logon identifications
and operating system controls including access controls, terminal and
user identifications, and file management. Online data transmission
is protected by encryption. Contractors must provide similar
protection subject to an operational security compliance review by
the Postal Inspection Service.
Retention and disposal:
1. For active subscribers, the personal enrollment data (e.g.,
name and address) is retained as long as the subscriber's account is
active, and is archived for seven (7) years after the subscriber's
account ceases to be active. For non-active subscribers, the personal
enrollment data collected at the time of enrollment is archived for
seven (7) years after the service is canceled.
2. Payment History includes paid, canceled, and failed payments.
Account Banking data includes Demand Deposit Account (DDA) number and
routing number. This information is maintained for six (6) months
online and is then archived to magnetic tape for seven (7) years from
the date of processing.
3. Billing summary data includes bill due date, bill amount,
biller information, biller representation of account number, and the
various status indicators (scheduled, in progress, etc.). This
information is stored on magnetic tape for two (2) years from the
date of processing.
4. At the end of each record retention period, the data on tape
is destroyed by over-recording.
System manager(s) and address:
Senior Vice President, Corporate and Business Development, United
States Postal Service, 475 L'Enfant Plaza SW., Washington DC 20260-
5130.
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(s). Inquiries must contain name and
address or other identifying information.
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:
Information is furnished by record subjects and billers.
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 and other information relating to the amount,
history, and status of the claim; information relating to due process
notice; and records reflecting information obtained from or dislcosed
to consumer reporting or credit reporting agencies for purposes of
recovering the debt.
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:
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.
9. Dislcosure of information about individuals who are over 180
days delinquent in debts owed to the Postal Service may be made to
the Department of the Treasury for cross-matching under its Treasury
Offset Program. Disclosure will be limited to information needed to
establish the identity of the individual as a payee of funds payable
by another federal agency and to those funds by administrative
offset.
10. Disclosure of information that a person is responsible for a
claim which is current may be made to a consumer reporting agency or
commercial reporting agency.
11. Disclosure of information about individual from whom the
Postal Service is attempting to collect or compromise a claim may be
made to consumer reporting agencies for the purpose of obtaining a
consumer report as defined in the Fair Credit Reporting Act.
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:
VICE PRESIDENT, CONTROLLER, FINANCE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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:
Information Systems Service Center (San Mateo); Imprest Fund
Offices; Personnel Offices; and contractor offices (travel agencies).
Categories of individuals covered by the sytem:
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:
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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
organizational units, facilities and certain contractor sites of the
Postal Service. However, Minneapolis Information Systems Service
Center is the main location 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 Postal Service 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; and certain beneficiaries of
former postal employees who qualify for the annuity protection
program (APP) life insurance benefits.
Categories of records in the system:
General payroll information including retirement deductions,
family compensations, benefit deductions, garnishment deductions,
APP, annual leave exchange program, flexible spending account,
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 and Pub. L. 103-3.
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 Postal Service management and
executive personnel for use in selection decisions and evaluation of
training effectiveness. These records are examined by the Selection
Committee and Area Vice Presidents.
3. To compile various lists and mailing lists, i.e., Focus,
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:
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, Flexible Spending
Account, Combined Federal Campaign mailings, and postal mailings such
as Postal Life, Focus, 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, temps and transitional employees). 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. Redords or information from the record of an individual may be
disclosed to the following agencies for the named programs, when
requested by that individual agency or program, in connection with
determining an individual's claim for benefits under such program:
The U.S. Department of Labor for the Office of Workers' Compensation
Program and the Fair Labor Standards Act; the Social Securdity
Administration for Social Security Benefits programs (including
retirement, survivors, and disability insurance); the Department of
Veterans Affairs for Pension Benefits Program; the Health Care
Financing Administration for the Medicare Program; a branch of the
Armed Services under military retired pay programs; and federal
civilian employee retirement systems including, but not limited to,
the Civil Service Retirement System or the Federal Employees'
Retirement 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.
Certain information pertaining to postmasters may be transferred to
the National Association of Postmasters of the USA, and /or the
National League of Postmasters of the USA.
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 insurance carriers sponsored by unions and/or management
associations for the purpose of determining eligibility for coverage
and payment of benefits under those 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.
31. Disclosure of limited information about current or former
postal employees, who are identified through computer matching, may
be made to the Department of Health and Human Services pursuant to 42
U.S.C. 653, Parent Locator Service, for further release to state
child support enforcement agencies when needed for locating
noncustodial parents in order to establish and/or enforce child
support obligations and for locating parents who may be involved in
parental kidnapping or child custody cases.
32. Disclosure of information about current or former postal
employees may be made to the Department of the Treasury for approved
computer matching efforts under its Treasury Offset Program.
Disclosure will be limited to the information needed to establish the
identity of the employee as an individual owing a delinquent debt to
another federal agency and to ffset the salary of the employee to
repay that debt.
33. Disclosure of information about current or former postal
employees may be made to the Office of Child support Enforcement,
Administration for Children and Families, Department of health and
Human Services Federal Parent Locator System (FPLS) and Federal Tax
Offset System for locating individuals and identifying their income
sources to establish paternity, establish and modify orders of
support, and for enforcement action.
34. Disclsoure of information about current or former postal
employees may be made to the Social Security Administration for
verifying social security numbers in connection with the operation of
the FPLS by the Office of Child Support Enforcement.
35. Disclosure of information about current or former postal
employees may be made to the Department of the Treasury for purposes
of administering the Earned Income Tax Credit Program (Section 32,
Internal Revenue Code of 1986) and verifying a claim with respect to
employment in a tax return.
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 3 years old.
b. Time and Attendance Records (Other than payroll) and local
payroll records--Destroy when 3 years old.
c. Information Systems Service Center records retention-contact
Information Service Center Payroll Systems or Manager, Post Office
Accounting.
System manager(s) and address:
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON,M DC 20260-5200,
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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, the Postal
Source Data System, and the the electronic time clock 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 Information Service Center, St. Louis, MO, and
contractor facilities where necessary to perform uniform supply and
postal purchasing card services..
Categories of individuals covered by the system:
USPS employees entitled to uniform allowances.
Categories of records in the system:
Name, social security number, home address; uniform code,
designation code, and pay location; account balance and invoices and
other information relating to uniform item(s) purchase.
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.
3. Disclosure of information about current or former employees
may be made to a financial institution under contract with the Postal
Service to provide purchasing card service with respect to the
purchase of uniform items.
4. Disclosure of information about current or former employees
may be made to a distribution firm under contract with the Postal
Service to provide fulfillment services with respect to the purchase
of uniform items.
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:
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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 050.050
System name:
Finance Records--International Money Transfer Transaction and
Inquiry Records, USPS 050.050.
System location:
Accounting service centers.
Categories of individuals covered by the system:
Purchasers and payees of postal money order and money transfer
services.
Categories of records in the system:
Name and address of purchaser, name and address of money order/
money transfer payee, amount, country code, date of issue, place of
issue, and identifying numbers such as list number, authorization
number, serial number, and/or reference number.
Authority for maintenance of the system:
39 U.S.C. 401 and 404.
Purpose(s):
Information within this system is used to issue and track
international postal money order and money transfer transactions and
to respond to inquiries concerning the status of those transactions.
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 follow:
1. Information from this system may be disclosed to a Foreign
Postal Administration or postal or financial institution which has
entered into a reciprocal agreement with the Postal Service to
exchange postal money orders.
2. Information from this system may be disclosed to a foreign
entity under agreement with the Postal Service to distribute money
order and transfer funds.
3. Information from this system may be disclosed to the purchaser
or payee of a money order or money transfer in order to respond to an
inquiry concerning the transaction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer storage media.
Retrievability:
Name of purchaser, name of payee, authorization number, money
order serial number, and reference number.
Safeguards:
Hard copy records and computers containing information within
this system of records are located in a building with controlled
access. To gain access to the building and access to controlled areas
within the building, individuals must have authorized badges and/or
card keys. Computer systems are protected with an installed security
software package, the use of computer log-on IDs, and operating
system controls. Access is limited by those means to persons whose
duties require such access.
Retention and disposal:
a. Money Order Inquiry Records. Cut off this file each calendar
year and destroy three years from date of cutoff.
b. Money Transfer Transaction Records. Maintain for three years.
Destroy by shredding (paper) or degaussing or electronic erasure
(computer).
System manager(s) and addresses:
Vice President, Controller United States Postal Service 475
L'Enfant Plaza SW., Washington DC 20260-5200.
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. Inquiries must contain the
authorization number for money orders and the reference number for
money transfers.
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:
Purchasers and payees of money order and money transfer
transactions and Foreign Postal Administrations and entities.
USPS 050.060
System name:
Finance Records--Accounts Payable Files, USPS 050.060.
System location:
Post offices; accounting service centers; and Postal Service
Headquarters, Washington, DC.
Categories of individuals covered by the system:
Individuals or entities to whom the Postal Service owes, or makes
payment to, for services or materials received. Payments relate to
expenses incurred for rental of properties used by the Postal
Service; job cleaning; reimbursement of carriers who use privately
owned vehicles to deliver mail; procurement of employee uniforms;
air, highway, and contract transportation services; indemnity claims
made for damage or loss to certain classes of mail; employee travel;
capital investments such as facility projects; mortgages on postal-
owned properties; administrative tort claims; and various other
equipment, supplies, and services procured by the Postal Service.
Categories of records in the system:
Name, address, and taxpayer identification number (or social
security number) of creditor; amount, status, and history of the
purchase or lease including invoices and control documents; and
payment history including any adjustments.
Authority for maintenance of the system:
39 U.S.C. 401, 404, and 1206; Public Law 104-134.
Purpose(s):
Information within this system is used to verify charges for
goods and services received; to assure charges are properly
authorized and services and materials are delivered; to offset any
delinquent debts the creditor owes to the federal government; and to
promptly pay creditors.
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 follow:
1. Disclosure of information about individuals on whom the Postal
Service has established accounts payable may be made to the
Department of the Treasury for cross-matching under its Treasury
Offset Program. Disclosure will be limited to information needed to
establish the identity of the individual as a delinquent debtor of
another federal agency and to offset the payment to pay the debt.
2. Disclosure of the name and address of the owner of leased
property, or of the payee when different from the owner, may be made
upon request.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer storage media.
Retrievability:
Name of creditor and taypayer identification number (Social
Security number, if an individual).
Safeguards:
Hard copy records and computers containing information within
this system of records are located in a building with controlled
access. Access to the building and to controlled areas within the
building is restricted by the use of guards and authorized badges
and/or card keys. Computer systems are protected with an installed
security software package, the use of computer log-on IDs, and
operating system controls. Access is limited by those means to
persons whose duties require such access.
Retention and disposal:
a. See the following systems descriptions for retentions of
accounts payable-related records: USPS 050.010; 050.040; 160.010;
160.020; 200.020; and 200.030.
b. Stop Payment Cases. Cut off the file at the end of each
calendar year. Destroy 8 years from the date of cutoff.
c. Notice of Remittances Received. Cut off the file each fiscal
year. Destroy 8 years from the date of cutoff.
System manager(s) and address:
VICE PRESIDENT, CONTROLLER, U.S. POSTAL SERVICE, 475 L'ENFANT
PLAZA SW., WASHINGTON DC 20260-5200.
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. Inquiries must contain the
individual's name and taxpayer identification number (or social
security 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:
Information is furnished by Postal Service creditors, employees,
supervisors, and accounting systems and by other federal agencies to
whom the creditor is delinquently indebted. Some information may be
duplicated in other Privacy Act systems of records including USPS
010.030, 050.010, 050.040, 160.010, 160.020, 200.020 and 200.030.
1. The name and address of a meter user, and the name of any
person applying for a permit on behalf of the user, may be disclosed
to any member of the public provided that the requester at the time
of the request supplies the applicable meter serial number and the
name or ZIP Code of the licensing post office as they appear in meter
indicia.
USPS 050.070
System name:
Finance Records-Funds Transaction/Transfer Reports.
System location:
Finance, Headquarters and St. Louis Accounting Service Center,
St. Louis, Missouri.
Categories of individuals covered by the system:
Postal Service customers who purchase money orders, wire
transfers, and/or stored value cards purchased in any combination
totaling $3,000 or more during the same visit or multiple visits in 1
business day to the post office. Recipients of wire transfers and the
beneficiary of funds from money orders totaling $10,000 or more
during the same visit or multiple visits in 1 business day to the
post office.
Categories of records in the system:
Name, address, social security number, date of birth, photo ID,
type and amount of transactions, driver's license number (or other
type of ID if driver's license is not available, such as Alien
Registration Number, Passport Number, Military ID, Tax Identification
Number), country code, date of issue, transaction number, place of
issue, beginning and ending money order serial numbers, and wire
transfer number or other transaction number.
Authority for maintenance of the system:
31 U.S.C. 5325 and 5330.
Purpose(s):
The information will be used to obtain and maintain identifying
information on Postal Service customers who purchase money orders,
wire transfers, and/or stored value cards totaling $3,000 or more.
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 follow:
1. Information may be disclosed to the U.S. Department of
Treasury, the U.S. Justice Department, and federal law enforcement
agencies pursuant to the provisions of the Federal Bank Secrecy Act,
as codified in section 5313 of Title 31 of the U.S. Code.
2. Information from this system may be disclosed to a foreign
entity under agreement with the Postal Service to distribute money
orders and transfer funds.
3. Information from this system may be disclosed to the purchaser
or payee of a money order or money transfer in order to respond to an
inquiry concerning the transaction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer storage media.
Retrievability:
By name and other unique identifier.
Safeguards:
Hard copy records and computers containing information within
this system of records are maintained in a building with controlled
access. To gain access to the building and access to controlled areas
within the building, individuals must have authorized badges and/or
card keys. Computer systems are protected within an installed
security software package, the use of computer LOG-ON IDs, and
operating system controls.
Retention and disposal:
PS Form 8105-A will be destroyed either by shredding, burning,
or other acceptable method of destruction 5 years from the end of
accounting period in which they were created. Related automated
information will be retained for the same period and purged from the
system quarterly after the date of creation.
System manager(s) and address:
Chief Financial Officer, Finance, United States Postal Service,
475 L'Enfant Plaza SW, Washington DC 20260-5000.
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. Inquiries must contain the name,
address, and social security number or other identifying number
(driver's license, Alien Registration Number, Passport Number, etc.)
of purchaser; and the recipient's name and address of wire transfer
transaction.
Record access procedures:
Requests for access must be made in accordance with the
Notification Procedure above and the 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:
Information is obtained from purchaser and, for wire transfer
transaction information, is obtained from purchaser and recipient.
USPS 050.080
System name:
Finance Records-Suspicious Transaction Reports, 050.080
System location:
Finance, Headquarters, and St. Louis BSA Support Group, St.
Louis, Missouri.
Categories of individuals covered by the system:
Postal Service customers who purchase money orders, wire
transfers, or stored value cards in a suspicious manner under the
provisions of the Bank Secrecy Act, 31 U.S.C. 5311, et seq.
Categories of records in the system:
Name, address, Social Security number, alien registration number,
tax identification number, passport number, date of birth, photo
identification number and type (e.g., driver's license, passport,
military ID), bank account number, and amount of transaction are
collected on PS Form 8105-B. Regulations under the Bank Secrecy Act
require that customer's identifying information, including the
customer's Social Security number, be collected.
Authority for maintenance of the system:
31 U.S.C. 5318(g)(1).
Purpose(s):
Under the provisions of the Bank Secrecy Act, the system will be
used to obtain and maintain identifying information on Postal Service
customers who purchase money orders, wire transfers, or stored value
cards in a manner raising a good faith suspicion of money laundering
and to comply with the reporting requirements of the Bank Secrecy
Act.
Routine uses of records maintained in the system, including
categories of users and the purpose 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 follow:
1. Information may be disclosed to the U.S. Department of
Treasury, the U.S. Justice Department, and federal law enforcement
agencies pursuant to the provisions of the Federal Bank Secrecy Act,
as codified in section 5318 of Title 31 of the U.S. Code.
2. Information from this system may be disclosed to a foreign
entity under agreement with the Postal Service to distribute money
orders and transfer funds.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer storage media.
Retrievability:
By name and other unique identifier.
Safeguards:
Printed records and computers containing information within this
system of records are maintained in a building with controlled
access. To gain access to the building and access to controlled areas
within the building, individuals must have authorized badges and/or
card keys. Computer systems are protected with an installed security
software package, the use of computer log-on IDs, and operating
system controls.
Retention and disposal:
PS Forms 8105-B will be destroyed either by shredding, burning,
or other acceptable method of destruction five (5) years from the end
of the accounting period in which they were created. Related
automated information will be retained for the same period and purged
from the system quarterly after the date of creation.
System manager(s) and address:
Chief Financial Officer, Finance, U.S. Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260-5000.
Notification procedure:
While the Privacy Act provides for the release of certain
information, the portion of the Bank Secrecy Act dealing with
suspicious activity states a financial institution (in this case the
Postal Service) may not notify any person involved in the suspicious
transaction that the transaction has been reported (31 U.S.C.
5318(g)(2)). Therefore, it would be contrary to the statutory
mandates concerning collection of this information to provide
notification thereof. It is the Postal Service's understanding that
the ``non-notification'' clause in the Bank Secrecy Act supercedes
the provision for the release of information in the Privacy Act.
Therefore, this system has been exempted from the notification,
access, and amendment requirements of the Privacy Act by regulation
set out as 39 CFR 266.9.
Record access procedures:
See Notification Procedure above.
Contesting record procedures:
See Notification Procedures above.
Record source categories:
Information resident in this system of records is provided
through transaction analysis and by postal employees in accordance
with the provisions of the Bank Secrecy Act.
System exempted from certain provisions of the act:
The Postal Service has established regulations at 39 CFR 266.9
that exempt information contained in this system of records from
various provisions of the Privacy Act in order to conform to the
prohibition in the Bank Secrecy Act, 31 U.S.C. 5318(g)(2), against
notification of the individual that a suspicious transaction has been
reported.
USPS 060.010
System name: Consumer Protection Records--Fraud, False
Representation, Lottery and Non-Mailability Case Records, 060.010.
System location:
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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
Law Department, USPS Headquarters and field offices; and
Prohibitory Orders Processing Center (POPC), Memphis, TN.
Categories of individuals covered by the system:
Addresses who request orders prohibiting further mailings to them
by mailer of pandering 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 and the mail pieces upon
which they are predicated, issued orders, signed return receipts,
from mailers receiving the orders, applications for the enforcement
of prohibitory orders, complaints issued to alleged violators and
signed return receipts showing their delivery, notices to mailers
that court action dwill be sourght, pleadings, exhibits, briefs,
investigative reports, hearing transcripts, material documents from
POPC managers' case files; initial, tentative and final
administrative decisions and appeals from such decisions; requests to
the U.S. Attorneys for court actions enforcing violated orders,
complaints and other documents filed in bringing such actions; and
orders, opinions, and other documents issued by the courts.
Authority for maintenance of the system:
39 U.S.C. 3006, 39 CFR part 963.
Purpose(s):
To process requests for orders prohibiting mailers of pandering
advertisements from making further mailings to the applicants, to
determine whether violations of such orders have occurred, and to
terminate the violations. Used by Prohibitory Order Processing Center
personnel to effect such processing and determining; and by Postal
Service attorneys in proceedings to terminate violations of the
antipandering statute, including administrative proceedings before
the Judicial Officer Department, requests to U.S. Attorney for court
action, and in court enforcement proceedings.
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. To help mailters avoid repeated violations, records may be
used to provide them with a list of individuals who have obtained
prohibitory orders against them and applied for enforcement upon
violation of those orders.
2. Copies of initial, tentative and final decisions rendered in
administrative proceedings befor the Judicial Officer Department 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 and in a computer data
base. 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:
Litigation files are stored in lockable file cabinets or rooms
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--Retained for 5 years following issuance of order or
last application for enforcement.
System manager(s) and address:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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, mailers of pandering
advertisements. Prohibitory Order Processing Center personnel,
members of the Judicial Officer Department, and attorneys for the
Postal Service and for the mailers.
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:
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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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, 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:
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:
Optical disk/magnetic tape/disk records are kept for three years
and then erased.
System manager(s) and address:
SENIOR VICE PRESIDENT, GOVERNMENT RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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, information request,
or compliment.
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, and at local offices, alphabetically by
customer last name.
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:
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) Field
Operations Support Groups; and (3) Inspector-in-Charge (30
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.
Categories 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 , Field Operations Support Group, or 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 files 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, 842 and 1716).
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. Drug Paraphernalia. Makes use of Postal Service for sale of
drug unlawful. Self-expalanatory (title 21, United States Code,
Section 863).
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 and /or other types of investigations.
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, or delegate,
because it is deemed 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 that could affect them 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 and fingerprint image 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).
Addresses of Division Postal Inspectors-In-Charge
1. PO Box 16489, Atlanta, GA 30321-0489.
2. 425 Summer St., 7th Fl., Boston, MA 02210-1736.
3. 1200 Main Place Tower, Buffalo, NY 14202-3796.
4. 2901 I 85 South GMF, Charlotte, NC 28228-3000.
5. 433 W Van Buren St. Room 642, Main Post Office Bldg, Chicago,
IL 60669-2201.
6. PO Box 14487, Cincinnati, OH 45250-0487
7. PO Box 5726, Cleveland, OH 44101-0726.
8. 1745 Stout St., Suite 900, Denver, CO 80202-3034.
9. PO Box 330119, Detroit, MI 48232-6119.
10. PO Box 162929, Ft Worth, TX 76161-2929.
11. PO Box 1276, Houston, TX 77251-1276.
12. 3101 Broadway, Suite 850, Kansas City, MO 64111-2416.
13. PO Box 2000, Pasadena, CA 91102-2000.
14. PO Box 3180, Memphis, TN 38173-0180.
15. 3400 Lakeside Drive, 6th Floor, Miami, FL 33027-3242.
16. PO Box 509, Newark, NJ 07101-0509.
17. PO Box 51690, New Orleans, LA 70151-1690.
18. PO Box 555, JAF Bldg, New York, NY 10116-0555.
19. PO Box 7500, Philadelphia, PA 19101-9000.
20. PO Box 20666, Phoenix, AZ 85036-0666.
21. 1001 California Ave., Pittsburgh, PA 15290-9000.
22. PO Box 25009, Richmond, VA 23260-5009.
23. 1106 Walnut St., St. Louis, MO 63199-2201.
24. PO Box 64558, St. Paul, MN 55164-2201.
25. PO Box 2110, San Diego, CA 92112-2110.
26. PO Box 882528, San Francisco, CA 94188-2528.
27. PO Box 363667, San Jan, PR 00936-3667.
28. PO Box 400, Seattle, WA 98111-4000.
29. PO Box 22526, Tampa, FL 33622-2526.
30. 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; Field Operation
Support Groups 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 5 years after mail cover
terminates.
b. Investigations (C)-- Transfer to FRC when 2 years old; destroy
when 5 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:
Purchasing, Engineering, 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 Postal 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:
39 U.S.C. 401(2) and 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, Washington
Division, PO Box 96096, Washington, DC 20260-6096.
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, Postal 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 and thirty-five (1035) 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 mailed on the day of acceptance with
fees and documentation. Destroy original and carbon copy of PS 5659
when 4 months old.
System manager(s) and address:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000.
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, Headquarters, 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 use 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:
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD SUITE 300, ARLINGTON, VA 22203-1861
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 and contractors who have access to Postal Service
buildings and facilities and/or who are assigned accountable
property. Database also contains the following categories: Building
tenants; Advisory Committee Member (MTAC); Board of Governors; Union
Officials.
Categories of records in the system:
Information needed to issue building access badges to employees
and contractors. This information includes name, social security
number, date of birth, home address, emergency contact name and
telephone number, image (photograph); organization/office of
assignment; employee's title and work number, supervisor's title and
work number, and security badge issue information such as access
level. The system also contains information controlling the issuance
of accountable Postal Service property, such as equipment and
controlled documents. That information incldues names, social
security number, equipment description, equipment serial numbers, and
issuance date.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
To ensure employee and building safety and security by
controlling access to Postal Service buildings and facilities; and to
protect Postal Service accountable property and equipment by
controlling issuance.
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:
Hard copy records and computers containing information within
this system of records are located in buildings and/or areas with
controlled access. Information within computer systems is protected
by computer security technology including the use of logon IDs and
passwords. Access to automated and hard copy records is given on an
official need-to-know basis.
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:
CHIEF POSTAL INSPECTOR, INSPECTION SERVICE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-2100
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD SUITE 300, ARLINGTON, VA 222301-1861
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, Corporate Law Section, 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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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, Area Office 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200
Notification procedures:
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--Ideas Program, Employee Records,
120.050.
System location:
USPS Headquarters, Area Offices, and Information Service Centers.
Categories of individuals covered by the system:
USPS employees.
Categories of records in the system:
Name of employee, employee number, employment location, idea
number, idea proposal and decision. If adopted, award authorization
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
Ideas program that 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, Area where employed, pay location, and District.
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 Ideas (1) Record copies--Destroy when 4 years old. (2)
All other copies--Destroy 2 years from date of adoption or approval.
b. Ideas Not Adopted--Destroy 2 years from date of disapproval.
Records are destroyed by shredding and automatic deletions from
computer tapes.
System manager(s) and address:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200
Notification procedure:0
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 whose ideas 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 submitting the idea
proposal.
USPS 120.060
System name: Personnel Records--Confidential Financial
Disclosure Reports, 120.060.
System location:
Records pertaining to employees in each organizational component
of the Postal Service are maintained in the field by Managing Field
Counsel and at Headquarters by the Vice President having jurisdiction
for that component.
Note:The records in this system are part of a government-wide
system, OGE/GOVT-2, that is managed by the U.S. Office of Government
Ethics. See 55 FR 6330 (1990).
Categories of individuals covered by the system:
Postal Service Governors, employees, and Special Employees
(except employees who are required to file public financial
disclosure reports) as determined by the criteria in Executive Orders
12674 and 12731 and implemented by regulations of the U.S. Office of
Government Ethics, 5 CFR 2634.904.
Categories of records in the system:
Standard Form 450, Executive Branch Personnel Confidential
Financial Disclosure Report (superseding PS Form 2417) and 2418) and
supplemental statements, containing employee name, title, date of
appointment to present position; list of assets and sources of income
other than the United States Government, liabilities, outside
positions; relations with other employers, and gifts and
reimbursements. Opinions of counsel. Other information related to
review of reports and conflict of interest determinations. Postal
Service Governors complete Standard Form 278 in lieu of SF 450.
Authority for maintenance of the system:
Section 107 of the Ethics in Government Act, 5 U.S.C. App., as
amended; Executive Orders 12674 and 12731; 5 CFR Part 2634.
Purpose(s):
These records are maintained to meet requirements of Executive
Order 12674 on the filing of confidential financial disclosure
reports. Such reports 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.
3. Records or information may be disclosed to any source when
necessary to obtain information relevant to a conflict-of-interest
investigation or determination.
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 six years, or longer if needed in
connection with a pending investigation. Disposal is by shredding or
burning.
System manager(s) and address:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 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/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 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 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.
Note: The records in this system are part of a government-wide
system, OGE/GOVT-1, that is managed by the U.S. Office of Government
Ethics. (See 55 FR 6328 (1990).
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 consisting of the following
persons: Postmaster General; Deputy Postmaster General; Ethical
Conduct Officer; Administrative Law Judges; each employee whose basic
rate is equal to or greater than 120% of the rate of basic pay for
the first step of GS 15.
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, and purchases, sales and exchanges of property; gifts and
reimbursements; liabilities; positions held, relations with other
employees. Position descriptions, opinions of counsel and other
information related to review of reports and to conflict of interest
determinations.
Authority for maintenance of the system:
Title I of Ethics in Government Act of 1978, Pub. L. 95-521 and
Ethics Reform Act of 1989, Pub. L. 101-194, as 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.
(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.
4. Records or information may be disclosed to any source when
necessary to obtain information relevant to a conflict-of-interest
investigation or determination.
5. In accordance with section 105 of the Ethics in Government
Act, as amended, and subject to the limitations contained in section
208(d)(1) of title 18, U.S. Code, any determination granting an
exemption pursuant to 208(b)(1) of title 18, U.S. Code, may be
disclosed to any requesting person.
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:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 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 of all USPS facilities; National Personnel
Records Center, St. Louis, MO; Human Resources Information Systems,
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 Postal Service 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 Pub. Ls. 98-615 or 100-654.
Categories of records covered in the system:
1. Contents of Official Personnel Folders. These include
documents pertaining to preemployment, prior federal employment, and
current service as prescribed by Postal Service directives, including
but not limited to: applications; resumes; merit evaluations;
promotions; salary changes, and other personnel actions; letters of
commendation; records of disciplinary actions (which include letters
of warning; notices of removal, suspension, reduction in grade or
pay; letters of decision; and documents relating to these actions);
health benefits, retirement, flexible spending account, and life
insurance elections.
2. Automated employee data contained within records maintained in
Official Personnel Folders (OPFs), especially from Form 50,
Notification of Personnel Action. These include social security
number, date of birth; mailing address; occupation title; OPF
location; duty station; employment status; level of education; prior
employment; leave, retirement, and anniversary dates; tax,
retirement, salary, and military service information. Some of this
information is part of USPS 050.020, Finance Records-Payroll System.
3. Reference copies of all discipline or adverse actions. These
include letters of warning; notices of removal, suspension, reduction
in grade or pay; letters of decisions; and documents relating to
these actions. These are used only to refute inaccurate statements by
witnesses before a judicial or administrative body.
Note: This system also has an automated tracking system that 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. 2000e-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 disclose to prospective employers the following information
about a specifically identified current or former postal employee:
(a) Grade, (b) duty status, (c) length of service, (d) job title, (e)
salary, and (f) date and reason for separation, limited to one of the
following terms: retired, resigned, or separated.
2. To provide statistical reports to Congress, agencies, and the
public on characteristics of the Postal Service 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 Postal Service
employees.
4. To transfer to the Office of Personnel Management on
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 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, and
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 disk library physical security.
Retention and disposal:
1. Official Personnel Folder (OPF) Records. Records maintained on
the right side of the OPF are considered to be permanent and are
maintained until the employee is separated. They are then sent to the
National Personnel Records Center, St. Louis, MO for storage or to
the federal agency to which the individual transfers employment.
2. Temporary Records of Individual Employees. These records are
maintained on the left side of the OPF and are destroyed when two
years old, upon separation, or upon transfer of employee if the
temporary record is relevant only to the losing postal installation,
whichever is sooner.
3. Original or copies of discipline or adverse actions. These are
maintained on the left side of the OPF for up to two years or longer
if additional or more recent disciplinary action has been taken.
After two years the employee may request the disciplinary record be
purged from the OPF. Records that support a Form 50, Notification of
Personnel Action, that documents the separation of an employee for
cause, or the resignation of an employee pending charges, are
considered permanent records and are maintained on the right side of
the OPF. These records may not be purged at the request of an
employee.
4. Reference copies of discipline or adverse actions. These
records are kept for historical purposes and are not to be used for
decisions about the employee. The retention of these records may not
exceed ten years beyond the employee's separation date. The records
are maintained longer if the employee is rehired during the ten year
period.
5. Disciplinary Tracking System Records. These are maintained
until research purposes are served, not to exceed thirty years.
Destruction is by electronic erasure.
System manager(s) and address:
Vice President, Human Resources, United States Postal Service,
475 L'Enfant Plaza SW, Washington DC 20260-4200
Vice President, Labor Relations, United States Postal Service,
475 L'Enfant Plaza SW, Washington DC 20260-4100
Notification procedure:
Current employees wishing to gain access to records within this
system should submit requests to the facility head where currently
employed. Requests should include their name and Social Security
number. Former employees should submit requests to the facility head
where last employed. Requests should include name, Social Security
number, date of birth, name and address of office where last
employed, and the begin and end dates of postal employment. Former
Post Office Department employees having no Postal Service employment
(prior to July 1971) must submit the request to the Office of
Personnel Management (formerly the U.S. Civil Service Commission) at:
Office of Personnel Management, Compliance and Investigations
Group, 1900 E Street NW, Washington DC 20415-0001
Record access procedures:
Requests for access must be made in accordance with the
notification procedure above and Postal Service Privacy Act
regulations regarding access to records and verification of identity
under 39 CFR 266.6.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Individual employee, personal references, former employers, and
other Postal Service personnel records systems.
Systems exempted from certain provisions of the act:
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 exempted 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 120.090
System name: Personnel Records--Medical Records, 120.090.
System location:
Postal Service medical facilities and designee offices; Postal
Service Corporate Health and Fitness Center (L'Enfant Plaza location
only only), and Postal Service personnel offices (rosters of
examinees scheduled for medical assessment only)..
Categories of individuals covered by the system:
Present and former Postal Service employees and individuals who
have been offered employment but failed the medical examination
before being placed on the rolls, or who declined the offer; and any
Headquarters employees who participate in the Corporate and 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); relevant medical history and medical assessment
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 and
Fitness Program will voluntarily provide data about their lifestyle,
exercise schedule, smoking habits, knowledge about 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), and
magnetic tapes or disks (candidate medical assessments); preprinted
forms, paper, paper files, and hard-copy computer storage (Corporate
Health and Fitness Center records) are stored in limited access areas
with appropriate physical and environmental controls to ensure the
confidentiality and physical integrity of the information.
Retrievability:
Employee name, Social Security number, and location.
Safeguards:
Printed copies of medical records are kept in locked file
cabinets with controlled physical access, restricted to individuals
who need to know the information in performance of their job
functions. Access to computer data is restricted to authorized
personnel with a need to know the information in performance of their
job functions and is protected through computer password controls and
data encryption. Access to automated Corporate Health and Fitness
Center records is restricted by password protection to medical
screening personnel and health and fitness specialists under contract
to operate the Corporate Health and Fitness Program facility at
Headquarters.
Retention and disposal:
a. Employee Medical Folder (EMF)----Medical records considered
permanent are maintained until employee is separated and then thr
records are sent to the National Personnel Records Center for
storage, or to another Federal agency that now employs the
individual. The records are kept for 30 years from the date the
employee separates from Federal service. Security and privacy of the
EMF is safeguarded by the processes and procedures described in
Postal Service management Instruction EL-860-98-2, Employee Medical
Records. Computer data is archived from the active database to a
history database after 3 years and retained in the history database
indefinitely.
b. Candidate medical information of failed eligibles (and those
who cleared but ultimately declined the offer--Candidate medical
information, which includes the medical history questionnaire, answer
sheet containing thew candidate's responses, copy of job aplication,
job description and functional requirements, and supporting medical
information acquired in the process of reaching a medical
determination of ability to work is retained in the medical office
and destroyed by shredding after 2 years. Computer data are archived
from the active database to a history database after 3 years and
retained in the history database indefinitely.
c. Authorization of Medical Attention (Form 3956)--The form is
destroyed after 2 years.
d. Corporate Health and Fitness Center records--The record is
retained by the contractor operating the Health and Fitness Center
until termination of the contract, at which time the record must be
returned to the Postal Service.
System manager(s) and address:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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.
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:
Cut off file at the end of the calendar year in which employee's
compensation is terminated. Destroy file 5 years from date of cutoff.
System manager(s) and address:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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.
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 Information Systems Service 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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 Corporate Personnel Operations and Inspection Service,
Headquarters; Inspection Service Field Operations Support Groups;
District Offices; Post Offices and Information Systems Service
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. Area where employed, pay location and District.
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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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
Area by Information Systems Service 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. Retain for 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. Send to the appropriate
Federal Records Center (FRC) for an additional 5-year retention
period.
b. NACI reports are retained in the same fashion as local
investigative records.
System manager(s) and address:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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, Merrifield, VA, and contractor sites
(paper and ADP records); and Information Systems Development Centers.
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 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200.
Notification procedure:
Persons wishing to know whether this sytem of records contains
information on them should address inquiries to the head of the
examination center of the facility that administered the test; in
case of research studies involving information not collected pursuant
to an examination, person should address inquiries to the manager,
Employment and Placement. Headquarters employees should submit
requests to the System Manager. Inquiries should contain full name,
social security number, date of examination or study, examination
nmber or project name, and place of participation in the examination
or study.
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 Service, Job Evaluation, 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, Merrifield, VA (paper
and ADP records); and USPS Information System Service Centers.
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 diversity 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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 Customer Services District offices.
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 vacancy 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200
Notification procedure:
Employees wishing to know whether this system of records contains
information on them should address inquiries to the Manager, Human
Resources of the Customer Services District offices 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 Information Systems
Service 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
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, the National Test
Administration Center (NTAC); the Minneapolis Integrated Business
Systems Solutions Center (MIBSSC); and offices within Postal Service
facilities authorized to engage in recruiting or examining activities
or to make appointments to positions; and contractor sites.
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, CD-ROM, 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 and computer-based register
records --Destroy when 10 years old.
d. Outside Applicant Files:
(i) Successful Applicant Files--Move PS Form 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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. In addition, the system may contain postal lodging
information when a discrepancy report is filed against the student
regarding any unauthorized activities while occupying the room.
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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200.
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD, SUITE 300, ARLINGTON, VA 22203-1861
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:
Vice President 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/Roster sheets..
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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200.
CHIEF POSTAL INSPECTOR, POSTAL INSPECTION SERVICE, UNITED STATES
POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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:
Law Department, USPS Headquarters and field offices, Area Offices
and Districts.
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:
SENIOR VICE PRESIDENT, LABOR RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200
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:
Law Department, USPS Headquarters and field offices; Area Offices
and Districts.
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:
SENIOR VICE PRESIDENT, LABOR RELATIONS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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:
Personnel Offices within USPS facilities and the Minneapolis
Information Systems Service 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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-4200
VICE PRESIDENT CONTROLLER, FINANCE, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-5200
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 130.050
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 Evidencing System Records,
140.020.
System location:
Retail, Postal Service headquarters; District offices; the
Information Systems Support Center, Eagan, MN; and authorized postal
evidencing system service providers.
Categories of individuals covered by the system:
Postage evidencing system users.
Categories of records in the system:
Customer name and address, change of address information,
corporate business customer information (CBCIS) number, business
profile information, estimated annual metered postage and annual
percentage of mail by type, type of usage (customer, postal, or
government), post office where mail is entered, license number, date
of issuance; ascending and descending register values, device model
number, certificate serial number, amount and date of postage
purchases, amount of unused postage refunded, contact telephone
nmber, date, destinating five-digit ZIP Code and rate category of
each individual created, and transaction documents.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
Purpose(s):
To enable responsible administration of postage evidencing system
activities and, secondarily, to provide information about postal
products and services to customers who use postal evidencing
systems.I08Routine 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 follow:
1. The name and address of a meter user, and the name of any
person applying for a permit on behalf of the user, may be disclosed
to any member of the public provided that the requester at the time
of the request supplies the applicable meter serial number and the
name or ZIP Code of the licensing post office as they appear in meter
indicia.
2. Records or information from this system may be disclosed to an
authorized postage evicencing system service provider or its
affiliates, dealers, subsidiaries, or franchises for administering
the postage evidencing system. Release will be limited to relevant
information about that service provider's customers only.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Printed forms and computer tape/disk.
Retrievability:
By customer name and by numeric file of postage evidencing
systems identification number or customer license number.
Safeguards:
Paper records and computer storage media are maintained in closed
file cabinets in secured facilites; automated records are protected
by computer password. Information is obtained from users over the
Internet and transmitted electronically to the Postal Service by
authorized postal evidencing system service providers in a
secure session established by the Secure
Sockets Layer (SSL), or equivalent technology.
Retention and disposal:
Records are maintained for a period of up to four years after
final entryor the duration of the license and then destroyed by
shredding.
System manager(s) and address:
Chief, Marketing Officer, Senior Vice President, United States
Postal Service, 475 L'Enfant Plz., SW, Washington, DC 20260-2400.
Notification procedure:
Individuals wanting to know whether information about them is
maintained in this system of records must address inquiries in
writing to: Manager, Metering Technology Management, United STates
Postal Service, 475 L'Enfant Plaza SW, Room 8430, Washington, DC
20260-2444. When making this request, an individual must supply the
license number and his or her name as it appears on the postage
evidencing system license.
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:
License applicants, licensees, postal evidencing system activity
reports, refund requests for unused postage, postage evidencing
system resetting reports, log file entries, and authorized service
providers of postage evidencing systems.
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:
MANAGER, ADMINISTRATION AND RECORDS FINANCE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-5243
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:
Civil Practice Section, 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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
MANAGER, ADMINISTRATION AND RECORDS, FINANCE, UNITED STATES
POSTAL SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-5243
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:
Civil Practice Section, 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:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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. The records
are maintained at the site where the logon ID has been installed. 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 Information Systems 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 information systems equipment.
Retrievability:
Name, logon ID, and Social Security Number of individual who has
been assigned a computer logon ID.
Safeguards:
Hard copy records are maintained within lockable filing cabinets
under the general scrutiny of designated postal personnel (such as
Information Systems Security Office) responsible for security of the
information systems 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:
VICE PRESIDENT, INFORMATION SYSTEMS, UNITED STATES POSTAL
SERVICE, 475 L' ENFANT PLAZA SW, WASHINGTON, DC 20260-1500.
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 information systems to which
they have been given access. Inquiries should contain full name,
Social Security Number, and logon ID. Headquarters employees should
submit requests to: Information Service Center, Computer Operations
Service Center, 1 Federal Drive, Ft.Snelling, MN 55111-9340.
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 information systems security responsibilities.
USPS 160.010
System name:
Special Mail Services-Domestic Insured, Registered, Collect on
Delivery (COD), and Express Mail Claim and Inquiry Records.
System location:
Consumer Advocate, Headquarters; Accounting Service Cenmter
(ASC), St. Louis, MO; and post offices.
Categories of individuals covered by the system:
Domestic insured, registered, COD, and Express Mail claimants/
requesters, including mail senders and addressees.
Authority for maintenance of the system:
39 U.S.C. 401, 404.
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 from this system may be disclosed to the sender or
addressee of the mailpiece for which a claim has been filed in
connection with resolution of the claim.
2. Information from this system may be disclosed to an expert
consultant for the purpose of determining the value of lost or
damaged items or to determine otherwise the validity of a claim.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Handwritten and typed forms and computer-readable media and
printouts.
Retrievability:
Mailer's name; date of mailing; and insured, registered, COD, or
Express Mail article number; or claim number.
Safeguards:
Handwritten and typed forms are stored in steel file cabinets,
with access limited to authorized personnel. Computer-readable media
are stored in protected areas, with access limited to authorized
personnel.
Retention and disposal:
a. Automated claims and inquiry system records. Delete from
system after 2 years.
b. Insured, registered, COD, and Express Mail claim and inquiry
records (post office). Destroy 2 years from date of cutoff.
c. Insured, registered, COD, and Express Mail claim and inquiry
records (ASC). Destroy 4 years from date of cutoff.
System manager(s) and address:
VICE PRESIDENT AND CONSUMER ADVOCATE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLZ SW, WASHINGTON DC 20260-2200
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 where the domestic insured, registered, COD, or
Express Mail claim was filed. If a claim has been filed, the inquiry
should include claim number; date of claim; insured, registered, COD,
or Express Mail number of article mailed; and date of mailing.
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 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-International Ordinary, Insured,
Registered, and Express Mail Inquiry and Application for Indemnity
Records, 160.020.
System location:
Consumer Advocate, Headquarters; Accounting Service Center (ASC),
St. Louis, MO; and international claims and inquiries offices in New
York, New Orleans, and San Francisco.
Categories of individuals covered by the system:
International insured, registered, and Express Mail claimants/
requesters, including mail senders and addresses, and ordinary mail
inquirers.
Categories of records in the system:
Names and addresses 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 adjudicate claims related to international insured mail,
registered mail, Express Mail, and ordinary mail, and to respond to
inquiries concerning those claims.
Routine uses of records maintained in the system, including
categories of users and 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 from this system may be disclosed to the sender or
addressee of the mailpiece for which a claim has been filed when
required for resolution of the claim.
2. Information from this system may be disclosed to an expert
consultant for the purpose of determining the value of lost or
damaged items or to determine otherwise the validity of a claim.
3. Information from this system may be disclosed to an authority
of a foreign postal administration when required for resolution of an
international mail inquiry.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Handwritten and typed forms and computer-readable media and
printouts.
Retrievability:
Claimant's/requester's name; case number; registered; insured, or
Express Mail article number; date of mailing; and country of
destination.
Safeguards:
Handwritten and typed forms are stored in steel file cabinets,
with access limited to authorized personnel. Computer-readable media
are stored in protected areas, and access to the media is limited to
authorized personnel.
Retention and disposal:
Destroy 3 years from date of cutoff.
System manager(s) and address:
VICE PRESIDENT AND CONSUMER ADVOCATE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLZ SW, WASHINGTON, DC 20260-2200
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 where the international insured, registered, or
Express Mail claim was filed or the ordinary mail inquiry was made.
If a claim has been filed, the inquiry should include claim number;
date of claim; insured, registered, or Express Mail number of article
mailed; date of mailing; and destination country.
Record access procedure:
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 and Record Access Procedures above.
Record source categories:
Information from the individual completing the claim/inquiry
form.
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:
Senior Vice President Operations, United States Postal Service,
475 L'Enfant Plaza, SW, Washington, DC 20260-2700.
(Real-Time Productivity Management System and Delivery Operations
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 170.020
System name:
Resource Management/Productivity Records--Resource Management
Database, USPS 170.020.
System location:
Human Resources and Operations, Headquarters; and other postal
facilities as determined by management.
Categories of individuals covered by the system:
Postal employees.
Categories of records covered by the system:
Records contain, but are not limited to, the employee's name,
home address, telephone, pay location, work hours, overtime status,
lunch time, leave balance and usage-sick and annual leave,
continuation of pay, sick leave for dependent care, family medical
leave and supporting documentation--leave without pay, limited
medical information, and information concerning corrective action and
grievance outcomes as they relate to leave usage.
Authority for maintenance of the system:
39 U.S.C. 401, 1001, 1003, 1005, and 5 U.S.C. 8339.
Purpose(s):
Use to establish effective leave administration, analyze employee
absences of all types, identify potential attendance problems, and
identify employees eligible for attendance-related awards.
Routine uses of records maintained in the system, including
categories of users and the purpose 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 are maintained in locked file cabinets and computer
files on magnetic tape or disk in automated office equipment.
Retrievability:
By the employee's name or social security number.
Safeguards:
Access to information in computer files is limited to personnel
having an authorized computer password with hierarchical security
clearance privileges. Hard copy records are maintained within locked
file cabinets under the general scrutiny of designated postal
personnel who have jurisdiction over the information. Supporting
Family Medical Leave documentation containing restricted medical
information will be maintained separately in a locked file cabinet by
the FMLA coordinator, and supporting injury compensation
documentation will be maintained separately in a locked file cabinet
by the Injury Compensation Control Office.
Retention and disposal:
(a) Hard copy records, including leave slips and leave analysis
records, are maintained for 2 years from date of cutoff.
(b) Automated information including absence-related corrective
action and disciplinary information is maintained as provided for in
the National Agreement.
System manager(s) and address:
Senior Vice President, Operations, U.S. Postal Service, 475
L'Enfant Plz. SW, Washington DC 20260-2700.
Senior Vice President, Human Resources, U.S. 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 to the
department or facility head where employed at the time of reporting.
Inquiries should contain full name and social security 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:
Information is provided primarily by the record subject; however,
some data may be obtained from personnel, leave, and timekeeping and
other postal data systems of records.
USPS 190.010
System name: Litigation--Miscellaneous Civil Action and
Administrative Proceeding Case Files, 190.010.
System location:
Law Department, USPS Headquarters and field offices.
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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
Law Department, USPS Headquarters and field offices.
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:
SENIOR VICE PRSIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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:
Law Department, USPS Headquarters and field offices.
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:
SENIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, 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 Headquarters, and all Facilities Service Offices and
Major Facilities Offices.
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:
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD SUITE 300, ARLINGTON, VA 22203-1861
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:
Human Resources, Headquarters, and field facilities; Information
Systems Service Centers.
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:
VICE PRESIDENT, HUMAN RESOURCES, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, 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:
Law Department, USPS Headquarters and field offices; Postal
Inspection Service; District Offices; Post Offices and Information
Systems Service Center, and other field installations.
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:
SNEIOR VICE PRESIDENT & GENERAL COUNSEL, LAW DEPARTMENT, UNITED
STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-
1100
CHIEF POSTAL INSPECTOR, INSPECTION SERVICE, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, 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, Major Facilities, Customer Service Facilities
Offices; Facilities Service Offices.
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. 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:
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD, SUITE 300, ARLINGTON, VA 22203-1861
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:
Logistics, headquarters; postal facilities employing persons
under a surface transportation contract with the USPS; and
Distribution Network Office.
Categories of individuals covered by the system:
Individuals under under a surface transportation contract with
the USPS.
Categories of records in the system:
Contractor Employee Assignment Notifications and Personnel
Questionnaires that include name, social security number, birth date
and place, address and employment history, driver's license number,
date and type of assignment, route number, and surface transportation
contract with the USPS.
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 surface transportation 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 surface transportation contract.
System manager(s) and address:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
Notification procedure:
Contractors wishing to know whether information about them is
maintained in this system of records should address inquiries to the
Transportation Contracting Officer. Inquiries should contain full
name and surfact transportation 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:
Logistics, Headquarters; Area 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:
VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC 20260-7000
Notification procedure:
Inquiries should be addressed to the contracting officer, Surface
Transportation, within the area 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 210.040
System name:
Contractor Records--Supplier and Contractor Records, USPS
210.040.
System location:
Purchasing and Materials offices (Headquarters Purchasing,
Purchasing & Materials Service Centers, Topeka Purchasing Service
Center, Major Facilities Purchasing, and National Mail Transportation
Purchasing); Facilities offices (Headquarters Facilities, Major
Facilities Office, Facilities Service Offices, and satellite
offices); Distribution Network Offices; Administrative Service
Offices at the 85 district offices; Maintenance Support staff doing
repair and alteration work in the areas; and postal organizations
that have received a special delegation of contracting authority.
Categories of individuals covered by the system:
Suppliers with whom the Postal Service contracts for the
furnishing of supplies and equipment; mail transportation,
construction, construction management, maintenance, architect and
engineering, environmental, real estate, and other related services;
and prospective suppliers and offerors of those goods and services.
Note: Records in this system that mention identifiable
individuals consist primarily of proprietary or commercial
information. However, some of the records in the system that pertain
to individuals may reflect personal information. Only the records
reflecting information about an individual are subject to the Privacy
Act. The system also contains records concerning corporations and
other business entities. These records are not subject to the Privacy
Act.
Categories of records in the system:
Name, address, telephone number, fax number, e-mail address,
social security number, tax identification number, socioeconomic
status; information about business type and goods or services
offered; contract number, dollar value of the contract, and related
information; and proprietary proposal information and financial
statements.
Authority for maintenance of the system:
39 U.S.C. 401.
Purpose(s):
Information in this system is used to make informed decisions in
the contracting process and to provide information for administering
contracts and financial recordkeeping, and upon which to base future
purchasing 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. Solicitation mailing lists may be disclosed when, in the
judgment of the contracting officer, a purchase is highly competitive
and competition will not be harmed by the release, or to provide an
opportunity for potential subcontractors seeking business.
2. To a federal, state, or local agency, financial institution,
or other appropriate entity for the purpose of verifying an
individual's or entity's eligibility or suitability for engaging in a
transaction.
3. To any member of the public, a list of lessors of real or
personal property to the Postal Service.
4. To any member of the public, a list of entities with whom the
Postal Service transacts for goods or services, interests in real
property, construction, financial instruments, or intellectual
property.
5. To any member of the public, the identity of a successful
offeror.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper files and various computer systems that track issued
contracts, property lessors, and offerors of goods or services.
Retrievability:
By name of individual or business; contract number; tax
identification number/social security number; and leased facility
(for lessor information).
Safeguards:
Paper records are accessible only by authorized postal employees
and are secured in file cabinets in areas that are restricted during
on-duty hours and are locked during non-duty hours. Access to
automated records is restricted by computer security technology
including the use of passwords. Access is granted on an official
need-to-know basis.
Retention and disposal:
(a) Contract Case Files--The case file is closed at the end of
the fiscal year in which it becomes inactive and disposed of 6 years
from that date.
(b) Unsuccessful Proposals--Disposed of 1 year after contract is
awarded.
(c) Leased Real Estate files--The lease file is closed at the end
of the calendar year in which the lease or rental agreement expires
or terminates and disposed of 6 years and 3 months from that date.
(d) Computerized contractor, lessor, and prospective supplier
information is maintained indefinitely.
System manager(s) and address:
VICE PRESIDENT, PURCHASING AND MATERIALS, UNITED STATES POSTAL
SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON DC 20260-6200
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301
WILSON BLVD STE 300, ARLINGTON VA 22203-1861
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(s). Inquiries must contain name and
contract number or other identifying information.
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 and Record Access Procedures above.
Record source categories:
Information is furnished by records subjects.
USPS 220.010
System name: Marketing Records--Marketing Data Base Customer
Records.
System location:
Marketing Headquarters; Areas and Districts.
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 Area/District.
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:
CHIEF MARKETING OFFICER AND SENIOR, VICE PRESIDENT MARKETING,
UNITED STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC
20260-2400
Notification procedure:
Customers wishing to know whether information about them is
maintained in this system of records should address inquiries to the
Manager, Customer Information & Product Support.
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 Headquarters, and at contractor site.
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, EMCA number, address 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:
CHIEF MARKETING OFFICER AND SENIOR VICE PRESIDENT, MARKETING,
UNITED STATES POSTAL SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON, DC
20260-2400
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.
USPS 220.030
System name: Marketing Records-Postal Product Sales and
Distribution, 220.030.
System location:
Marketing, Headquarters; Philatelic Fulfillment Center, Kansas
City, MO; and contractor sites.
Categories of individuals covered by the system:
Customers who have responded to various philatelic and other
Postal Service-sponsored product sales promotion programs. Programs
include, but are not limited to, sales of philatelic products, postal
products, and products that include licensed stamp designs, such as
phone cards. Response may be received by submission of unsolicited
correspondence, such as letters and preprinted and tear off order
forms; telephone; interactive voice response systems; on-line orders
via Internet and commercial vendors; e letters and preprinted and
tear off order forms; telephone; inactive voice response systems; on-
line orders via Internet and commercial vendors; and orders via other
interactive electronic initiatives sch as kiosk retail sales
applications. Response may involve an order for products, opening a
subscription account, or a request to receive future product
announcements.
Categories of records in the system:
Name, address, customer profile and telephone number of customer
who orders or subscribes to receive postal products; name and address
of recipient of order; description of the items ordered and prices;
payment type; credit card payment information; order fulfillmenbt
information; inquiries on status of orders; claims submitted for
defective merchandise; and lists identifying individuals who have
submitted bad checks.
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:
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
follow:
Note:Phone card information covered by this system is owned by
phone card vendors; consequently, no routine uses apply to phone card
information.
1. Information from this system may be disclosed to a Postal
Service contractor for the purpose of providing customer service
support services with regard to the acceptance and fulfillment of
orders for a postal-sponsored product.
2. Information from this system may be disclosed to a contractor
for the purpose of veriofying bank cards when customers order postal-
sponsored products and pay by bank card. Disclosure will be limited
to information needed for verification.
3. Information from this system may be disclosed to the purchaser
or intended recipient of an order for a postal-sponsored product for
purposes of responding to his or her query regarding status of or
problems in filling the order. Disclosure of financial information to
a recipient will be limited to the explanation that payment is
outstanding.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper forms and correspondence; electronic order forms;
microform; magnetic tape and disk; and computer printouts.
Retrievability:
Name of customer (purchaser, recipient, or subscriber) and
identifying number, if assigned.
Safeguards:
Paper and microform records and computer storage tapes and disks
are maintained in closed filing cabinets in controlled access areas
or under general scrutiny of program personnel. Computers containing
information are located in controlled access areas with personnel
access controlled by a cypher lock system, card key system, or other
physical access control method, as appropriate. Authorized persons
must be identified by a badge. Computer systems are protected with an
installed security software package, the use of computer log-on
identifications and operating system controls including access
controls, terminal and user identifications, and file management. On-
line data transmission is protected by encryption. Contractors must
provide similar protection subject to operational security compliance
reviews by the Postal 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:
Vice President, Operations Support, United States Postal Service,
475 L Enfant Plaza SW, Washington, DC 20260-7000. Chief, Marketing
Officer and Senior Vice President, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260-2400.t
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:
Purchasers of or subscribers to Postal Service products;
recipients of Postal Service-sponsored products; and contractors.
USPS 300.010
System name:
Office of Inspector General-Investigative File System, 300.010.
System location:
Office of the Inspector General (OIG): (1) Headquarters, and (2)
respective OIG field offices (see ADDRESSES at end of system notice).
Categories of individuals covered by the system:
(a) Subjects of investigations, unsolicited information,
surveillance; complainants, informants, witnesses; and other
individuals related to investigations.
(b) Applicants and current and former Postal Service personnel
and contractors and individuals providing information related to
employment suitability checks on those individuals.
(c) Applicants for and appointees to sensitive positions in the
Postal Service and individuals providing information related to
security clearance checks on those individuals.
Categories of records in the system:
Information within this system relates to OIG investigations
carried out under applicable statutes, regulations, policies, and
procedures. 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 OIG field office or at 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 consist of fingerprints, handwriting samples, reports of
confidential informants, physical identifying data, voiceprints,
polygraph tests, photographs, and individual personnel and payroll
information. OIG database systems contain additional or summary
duplicative case files and other information in support of
investigations. In addition, OIG Headquarters and field offices
maintain reference files and indexes, as needed, for quick access in
day-to-day operations.
The specific authority for the OIG to investigate postal offenses
and civil matters relating to the Postal Service is conferred at 39
U.S.C. 202(e)(1)-(3) and 404(a)(7); 18 U.S.C. 3061; and 5 U.S.C. App
3. In the exercise of that authority, the OIG conducts investigations
under all appropriate federal statutes and administrative rules.
Authority for maintenance of the system:
39 U.S.C. 202 and 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. When conducting any official investigation or during 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 involved 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 under an international treaty or convention entered
into and ratified by the United States or under 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 about 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 or returning a fugitive to a
jurisdiction that seeks that individual's return.
11. A record may be disclosed to members of the American
Insurance Association Index System to provide them with information
relating to accidents and injuries.
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 who is the subject of the file.
Safeguards:
Investigative records are maintained in locked file cabinets,
safes, or secured areas under the scrutiny of OIG 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 on 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 OIG are retained in accordance with a
generally applicable Postal Service retention schedule rather than
the OIG disposition schedules.
System manager(s) and address:
Inspector General, U.S. Postal Service, 1735 North Lynn St,
Arlington, VA 22209-2020.
Notification procedure:
Individuals wanting to know whether information about them is in
this system of records or if they were the subject of an
investigation must furnish the system manager sufficient identifying
information to distinguish them from other individuals of like name;
identifying data will contain date of birth, name, address, type of
investigation, dates, places, and the individual's involvement.
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. The address of the OIG Freedom of Information/
Privacy Acts Officer is 1735 N. Lynn Street, Arlington, VA 22209-
2020, telephone (703) 248-2300.
Contesting record procedures:
See Notification and Record Access Procedures above.
Record source categories:
Personal interviews, written inquiries, and other records about
individuals 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 established regulations at 39 CFR 266.9
that exempt information contained in this system of records from
various provisions of the Privacy Act depending on 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 OIG 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--Under 5 U.S.C. 552a(j)(2),
information compiled for this purpose is exempt from all 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) Noncriminal investigatory--under 5 U.S.C. 552a(k)(2),
material compiled for law enforcement purposes (and not exempted by 5
U.S.C. 552a(j)(2)) is exempted from the following provisions of the
Act: (c)(3), (d), (e)(1), (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)(1), (e)(4)(G), (H) and (I), and (f).
USPS 400.010
System name:
eService Customer Program Records--USPS eServices Registration
System (eRS) Records, USPS 400.010.
System location:
Office of Chief Technology Officer; National Customer Support
Center (Memphis, TN), Postal Headquarters; and contractor site.
Categories of individuals covered by the system:
Customers who register for USPS services via the USPS Web site:
www.usps.com will use the Services Registration System (eRS) as its
registration platform.
Categories of records in the system:
Depending on the service or product requested by the customer,
this information is collected in order to provide that service or
product and, if necessary, to verify the customer's identity.
Customer-provided registration information captured and stored within
eServices Registration will include username, password, verification
question and answer, customer name, home/mailing address, e-mail
address(es), and a promotional advertising acceptance (opt-in)
answer. Depending on the service(s) requested by the customer, eRS
information may also include secondary mailing address(es), employer
name and address, date of birth, tax identification number, home and
work phone number, fax phone number, public key data related to the
customer, bank account information (name, type, account number,
routing/transit number), credit card information (number, expiration
date, type), driver's license information or state ID information
(number, state, and expiration date), military ID information
(number, branch, expiration date), or passport/visa information
(number, expiration date, and issuing country).
In some cases, depending on the service or product requested by
the customer, eServices Registration may collect a customer's Social
Security Number as part of the registration process in order for the
application to provide the customer the desired product or service.
Authority for maintenance of the system:
39 U.S.C. 401, 403, and 404.
Purpose(s):
Information in this system is used to provide online registration
capability to postal customers who request an Internet-based
eService, and to provide that service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
General routine-use statements b, e, f, 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 of
information from this system are as follows:
1. Disclosure to a Postal Service technology and/or service
provider who is acting as an agent on behalf of the Postal Service,
such as a Registration Authority or Customer Care/helpdesk operator.
2. Disclosure to a payee or financial institution for billing
payment.
3. Disclosure to an authorized credit bureau or government agency
maintaining a system of records (Social Security Administration,
Health Care Finance Administration, etc.) for the purpose of identity
verification.
4. Disclosure for law enforcement purposes to a government
agency, either federal, state, local, or foreign, but only pursuant
to a federal warrant duly issued under Rule 41 of the Federal Rules
of Criminal Procedure. See Administrative Support Manual 274.6 for
procedures relating to search warrants.
5. Disclosure pursuant to the order of a federal court of
competent jurisdiction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Automated database, computer storage media, and paper forms.
Retrievability:
Information is retrieved by customer identification name or
number, email address, phone number, customer name, and/or physical
address.
Safeguards:
Paper records and computer storage tapes and disks are maintained
in controlled-access areas or under general scrutiny of program
personnel. Computers containing information are located in
controlled-access areas with personnel access controlled by a cypher
lock system, card key system, or other physical access control
method, as appropriate. Authorized persons must be identified by a
badge. Computer systems are protected with an installed security
software package, computer logon identifications, and operating
system controls including access controls, terminal and user
identifications, and file management. Online data transmission is
protected by encryption. Contractors must provide similar protection
subject to operational security compliance review by the Postal
Inspection Service.
Retention and disposal:
Personal enrollment information stored in the eServices
Registration database is maintained until the customer cancels the
profile record or the profile information has not been accessed for
any purpose for a period of 12 months; the information is then
archived for 2 years. If an individual has been issued a USPS digital
certificate, the maintenance of that person's profile information in
the eRS database will be extended beyond this 12-month disuse period,
to coincide with the certificate's expiration date. Thereafter, the
information is archived on nonportable computer hard disk or magnetic
tape for seven (7) years. Customers who have requested postal
services or products requiring in-person identity authentication will
have a USPS Form 2001, Identity Validation Form, maintained on file
as part of this record system. The information on this paper record
will be maintained for seven (7) years. At the end of the retention
period, data on magnetic tape is destroyed by over-recording, data on
hard disk is deleted or over-recorded, and, if issued, USPS Form 2001
is shredded.
System manager(s) and address:
Chief Technology Officer Senior Vice President, United States
Postal Service, 475 L'Enfant Plaza SW RM 2100, Washington DC 20260-
4400.
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. Inquiries must contain name and
address or other identifying information.
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:
Customers registering for USPS eServices.
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 Area
and District Office 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.
Addresses of Office of Inspector General
Headquarters: 1735 N. Lynn Street, Arlington, VA 22209-2020
Field Offices:
St Louis: 1720 Market St., PO Box 78579, St. Louis, MO 63178-
8579
Dallas: 101 E. McKinney St., PO Box 2144, Denton, TX 76201-2144
Minneapolis: 1 Federal Dr., PO Box 32, Fort Smelling, MN 55111-
0032
Inspection Service
CHIEF POSTAL INSPECTOR, UNITED STATES POSTAL SERVICE, 475
L'ENFANT PLAZA SW, WASHINGTON DC 20260-2100
Training Institute
William F. Bolger Center for Leadership Development, 9600
Newbridge Drive, Potomac, MD 20858-4320.
National Test Administration Center
National Test Administration Center, U.S. Postal Service, PO Box
1020 Merrifield, VA 22116-1020.
Bulk Mail Centers
Atlanta, 1800 James Jackson Pky, NW, Atlanta, GA 30369-9751
Chicago, 7500 Roosevelt Road, Forest Park, IL 60130-2296
Cincinnati, 3055 Crescentville Road, Cincinnati, OH 45235-9998
Dallas, 2400 DFW--Turnpike, Dallas, TX 75398-9998
Denver, PO Box 172000, Denver, CO 80217-2000
Des Moines, 4000 NW., 109th Street, Des Moines, IA 50395-9997
Detroit, 17500 Oakland Blvd., Allen Park, MI 48101-9751
Greensboro, 3701 West Wendover Avenue, Greensboro, NC 27495-
0001
Jacksonville, PO Box 2000, Jacksonville, FL 32203-2000
Kansas City, 4900 Speaker Road, Kansas City, KS 66106-9728
Los Angeles, 5555 Bandini Blvd., Avenue, Bell, CA 90201-9997
Memphis, 1921 Elvis Presley Boulevard, Memphis, TN 38136-9998
Minneapolis St. Paul, 3165 Lexington Avenue, St. Paul MN 55121-
2288
New Jersey International, 80 County Road, Jersey City, NJ
07098-9998
Philadelphia, 1900 Byberry Road, Philadelphia, PA 19116-9751
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, PO Box 5000, Federal Way, WA 98063-0500
Springfield, 190 Fiberloid Street, Springfield, MA 01152-9751
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.
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 Secs. 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]