[Federal Register: April 29, 2005 (Volume 70, Number 82)]
[Notices]
[Page 22516-22560]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr29ap05-106]
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POSTAL SERVICE
Privacy Act of 1974, System of Records
AGENCY: Postal Service.
ACTION: Notice of new and deleted systems of records.
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SUMMARY: The United States Postal Service[reg] (USPS[reg]) is
publishing this notice in accordance with subsection (e)(4) of the
Privacy Act of 1974 (5 U.S.C. 552a), which requires an agency to issue
notice of the existence and character of its systems of records upon
establishment or revision. In this notice, the USPS is revising and
publishing its Privacy Act systems of records in their entirety. The
revised systems of records are better organized and are written with
clarity as a goal. The systems of records incorporate Privacy Act and
USPS privacy policies, and reflect USPS emphasis on industry best
practices to protect privacy. Routine uses have been revised to more
clearly communicate circumstances under which personal information
might be disclosed.
DATES: Any interested party may submit written comments about this
proposed action. Sections B through E will become effective without
further notice June 8, 2005, unless comments received on or before that
date result in a contrary determination.
ADDRESSES: Please address your comments to the Privacy Office, United
States Postal Service, 475 L' Enfant Plaza, SW., Room 10433,
Washington, DC 20260-2200. Copies of all written comments will be
available at this address for public inspection and photocopying
between 8 a.m. and 4 p.m., Monday through Friday.
FOR FURTHER INFORMATION CONTACT: Privacy Office, United States Postal
Service, Room 10433, Washington, DC 20260-2200, Telephone: 202-268-
5959.
SUPPLEMENTARY INFORMATION: For over two centuries, the USPS has valued
privacy and built a brand that customers trust. Part of the USPS
privacy framework is compliance with the Privacy Act of 1974, when the
USPS maintains information about customers, employees, and other
individuals in a system of records. A system of records is a file,
database, or program from which personal information is retrieved by
name or other personal identifier.
In this notice, the USPS is publishing and revising the complete
set of its Privacy Act systems of records. The USPS systems of records
is divided into two categories: general systems and customer systems.
General systems cover all employee systems, as well as those related to
finance, contractors, property, investigations, litigation, and
administration. Customer systems relate to customers who register for
and use postal products and services, or are otherwise covered by the
Privacy Act.
The complete text of all USPS systems was last published on October
26, 1989 (54 FR 43652-43715). The general systems were last
systematically evaluated and revised on February 23, 1999 (64 FR 8876-
8892). Customer systems were overhauled and published in their entirety
in the Federal Register on December 16, 2002 (67 FR 77086-77104).
Individual systems have also been created and amended over time as
appropriate.
As a general rule, most revisions described in this notice concern
USPS general systems of records. The revisions have been made to
reflect current management and storage of personal information. In
undertaking this effort, the USPS used a methodology similar to that
employed to reorganize customer systems of records on December 16, 2002
(67 FR 77086-77104). General systems have been reorganized and reduced
in number from 73 to 28. The systems are organized around major
employee and other activities, where activities are logically grouped
and practices have been standardized. This provides for more consistent
practices and ease of use for covered individuals and Postal
ServiceTM personnel with compliance responsibilities. A new
system for emergency management records has also been added.
In addition, revisions have been made to the existing 17 customer
systems. These revisions involve updates that have occurred since the
2002 Federal Register notice. The revisions also reflect updates needed
to present USPS systems of records, both general and customer systems,
as an integrated and comprehensive package. Examples of these updates
include renumbering systems and integrating routine uses. A commercial
database has been added as a records source to four customer systems in
order to support USPS call center operations.
A single set of standard routine uses for general and customer
systems has been created. The standard routine uses show which apply to
general systems and which apply to customer systems. The standard
routine uses have also been integrated to show where a routine use is
the same for both general and customer systems. Unnecessary or
redundant routine uses have been eliminated.
The revised systems of records provide a more concise, accurate,
and understandable picture to employees and to the public of the
personal information collected and maintained. The improved
organization of records will also assist USPS staff in the performance
of records cataloging and searches. The ultimate effect is an
improvement in the privacy of individuals covered by USPS systems of
records.
This notice publishes the following:
Explanation (Section A)
Privacy Act protections (Section B)
Index of systems of records (Section C)
Authorized disclosures and routine uses (Section D)
Complete text of systems of records (Section E)
Section A. Explanation
Described below are (I) changes impacting all general systems of
records; (II) changes to specific systems of records (both general and
customer systems); (III) explanation of the new system for emergency
management records; (IV) changes to routine uses; and (V) table of
deleted systems and the revised systems into which records have been
incorporated. The revised systems of records then follow in their
entirety.
I. Changes Impacting All General Systems of Records
All general systems of records have been revised and reorganized
from 73 to 28 systems. General systems contain all non-customer records
covered by the Privacy Act, including records relating to employees,
finance, contractors, property, investigations, litigation, and other
administrative matters. The reorganization culminating in this notice
used methods similar to those employed earlier to reorganize customer
records which were published in the Federal Register on December 16,
2002 (67 FR 77086-77104).
Existing general systems contained many outdated features. These
systems have been corrected to reflect current practices. The titles of
general systems are now more indicative of their content and scope, and
will be more readily apparent to the reader. Management practices and
system language has been updated and standardized. This includes all
aspects of records systems, such as regarding covered individuals,
records categories, records sources, safeguards, retention, routine
uses, disposal, and exemptions to disclosure. Standardized terminology
has been used to describe safeguards, retention, and disposal methods.
Outdated facility nomenclature has been corrected under system
location. Outdated system manager designations have been corrected to
reflect current
[[Page 22517]]
responsibility. The USPS has replaced employees' Social Security Number
(SSN) as the employee identifier with a new nine-digit Employee
Identification Number (EIN). The EIN has been incorporated in all
relevant employee systems of records.
II. Changes to Specific Systems of Records
The following describes substantive changes that have been made to
specific general and customer systems of records.
General Systems of Records
USPS 100.000 General Personnel Records, which includes the employee
official personnel folder (OPF) as a records category, was corrected to
comply with a union agreement promulgated since the system was last
revised regarding the maintenance of bargaining unit employees'
discipline and adverse action records.
USPS 100.100 Recruiting, Examining, and Placement Records was
revised to clearly distinguish as separate records categories the
preemployment investigative records compiled directly by USPS and
investigative records compiled by the Office of Personnel Management at
the request of USPS.
USPS 100.700 Medical Records was made compatible with USPS
management instructions by aligning the description of records
categories, including alcohol/drug testing records. The system was
revised to correctly describe records collected by the Headquarters
Health and Fitness Center as being USPS records.
USPS 100.800 Employee Accident Reports was corrected to comply with
a union agreement promulgated since the system of records was last
revised regarding disclosures.
USPS 100.950 Employee Assistance Program (EAP) Records was updated
to indicate that EAP records, with the exception of two USPS facilities
still operating internal EAP offices, are now under the control of the
Federal Occupational Health Service and as such are not records under
the control of USPS.
USPS 700.300 Inspector General Investigative Records has been
amended to limit disclosures to other Federal offices of Inspectors
General or to the President's Council on Integrity and Efficiency.
Records originating from any other USPS system, which might be
duplicated in or incorporated into this system, must first be redacted
of all personally identifiable information.
Customer Systems of Records
USPS 840.000 Customer Mailing and Delivery Instructions. This
system has been amended to include name and address records related to
rural route customers that are maintained on Postal Service (PS) Form
4232-A. These records had been addressed in the general system USPS
010.080, Rural Carrier Route Records. Because these records relate to
customers, it is more appropriate for them to be covered by a customer
system.
850.000 Auction Files. References to online auctions have been
eliminated to reflect current USPS auction practices.
860.000 Financial Transactions. This system has been corrected to
link the exemptions paragraph to the appropriate system. When last
published on December 31, 2002 (67 FR 79858-79858), the exemption
improperly referenced an obsolete system name and number.
880.000 Post Office and Retail Services. The special routine uses
were amended to more clearly describe the limitations on information
that may be disclosed from PS Form 1093, Application for Post Office
Box or Caller Service, depending on the category of requester.
USPS 800.000 Address Change, Mail Forwarding, and Related Services;
USPS 810.300 Offline Registration, Payment, and Fulfillment; USPS
820.200 Mail Management and Tracking Activity; and USPS 830.000
Customer Service and Correspondence. The record sources for these four
systems have been amended to include commercially available source(s)
of names, addresses, and telephone numbers for use by USPS call
centers. The USPS is at the forefront of providing customer services
and transactions via all channels, including by phone. As a
consequence, the USPS performs Privacy Act-covered transactions in a
call center environment. As an example, a customer may request by
telephone that his or her mail be held at the local Post
OfficeTM for a certain period of time. The USPS has built
systems of records, and has also developed and implemented a
methodology to provide a Privacy Act notice, for these transactions.
The USPS now plans to use commercial source(s) to reflect industry
standard practices in call center operations to improve speed and
accuracy of customer service.
The USPS has carefully considered and incorporated privacy features
regarding use of commercial source(s) for call centers as follows. The
USPS has limited the type and amount of data acquired from the
commercial source(s) to include only telephone numbers, names, and
addresses. Strict limitations have also been placed around use of the
data by USPS call center operations, as well as how data is shared with
the commercial source(s).
When customers call 1-800-ASK-USPS or other USPS call center
numbers for a transaction or inquiry covered by the Privacy Act, they
will be informed their information is Privacy Act-protected. They will
be offered the opportunity to hear the USPS privacy statement prior to
the automated system or call center operator requesting their telephone
number. Customers will be told that their phone number is requested to
help locate their street address. They may decline to provide their
number and still be able to access the desired service. When customers
provide their phone number, USPS uses the commercial source(s) to
return a name and address, in the proper USPS format, associated with
the phone number. The automated system or operator will ask the
customers to confirm that the address is correct. If confirmed, the
system or operator will use the address to complete the transaction,
rather than asking customers to provide it and entering it into the
USPS system. This allows the transaction to be faster, avoids keying
errors, and increases the rate of properly formatted addresses. If the
name and/or address returned by the commercial source(s) are/is not
those/that of the customer, the correct information is obtained from
the customer via the current practice without use of commercial
source(s).
After the transaction is complete, the USPS may retain the name and
address provided by the commercial source(s). The information will be
managed in accordance with the applicable system of records. The
commercial source(s) will not obtain any new information about the
customer from the USPS. It already possessed the phone number, and any
corrections or other information supplied by the customer will not be
shared with the commercial source(s).
III. Explanation of New System of Records for Emergency Management
A new system of records, USPS 500.300 Emergency Management Records,
is being established in support of a USPS emergency management program.
This system includes records generated as a result of USPS obligations
to mitigate, prepare for, respond to, or recover from any natural
disaster, man-made hazard, or other emergency event. The system
includes records relating to emergency management personnel, as well as
[[Page 22518]]
records relating to emergency evacuees and unaccounted for individuals
in the event of a disaster, hazard, or event.
IV. Changes to Routine Uses
The USPS divides its routine uses into standard routine uses and
special routine uses. Standard routine uses, listed in Section D, apply
to multiple systems of records. Each system of records described in
Section E will indicate which standard routine uses apply, along with
applicable special routine use(s), if any. Described below are changes
made to standard and special routine uses.
Standard Routine Uses
Previously, USPS maintained separate sets of standard routine uses
for general and customer systems. This notice integrates the two sets
into a single set of 11 standard routine uses:
Disclosure Incident to Legal Proceedings
Disclosure for Law Enforcement Purposes
Disclosure to Congressional Office
Disclosure to Agents or Contractors
Disclosure to Auditors
Disclosure to Labor Organizations
Disclosure to Government Agencies
Disclosure to Equal Employment Opportunity Commission
Disclosure to Merit Systems Protection Board or Office of the Special
Counsel
Disclosure to Agencies and Entities for Financial Matters
Disclosure for Customer Service Purposes
Following is a description of the 11 revised standard routine uses,
and the two standard routine uses that have been eliminated.
Disclosure Incident to Legal Proceedings. This routine use was
formerly titled Disclosure Incident to Litigation as it applied to
general systems and Disclosure Incident to Legal Proceedings as it
applied to customer systems. The two routine uses have been integrated
into one routine use applicable to both systems. Disclosure of records
to former USPS employees or contractors has been added to conform to a
litigation routine use recommended by the Department of Justice.
Disclosure to a bar association or similar authority has also been
removed from certain systems as a special routine use and added as part
of this standard routine use, since the disclosure is related to
litigation and may be applicable to all systems.
Disclosure for Law Enforcement Purposes. This routine use has been
revised to place all standard law enforcement disclosures together for
ease of reference. The routine use differentiates the conditions of
such disclosures applicable to general and customer systems.
Disclosure to Congressional Office. This routine use had been two
separate routine uses for customers and general systems which were
almost identical. This has been made an integrated routine use
applicable to both systems, with minor editorial changes to existing
language.
Disclosure to Agents or Contractors. This routine use integrates
disclosures applicable to customer and general systems. The word
`partners' which had been included in the title of the customer routine
use has been eliminated because it is considered redundant. The new
form of this routine use has been supplemented to include the potential
for disclosing records to an agent or contractor relating to
investigations or performance of their employee(s).
Disclosure to Auditors. This routine use existed in slightly
different forms for customer and general systems. These routine uses
have been integrated into one, preserving the customer system version
to account for disclosures related to audits by government agencies and
other entities, instead of solely by certified public accountants.
Disclosure to Labor Organizations. This routine use is revised to
cover legally required disclosures made pursuant to a collective
bargaining agreement enforced through the Postal Reorganization Act and
not solely through the National Labor Relations Act.
Disclosure to Government Agencies. This routine use was formerly
two standard routine uses for general systems, which were named
Disclosure Incident to Requesting Information and Disclosure to
Requesting Agency. In its notice of December 16, 2002 (67 FR 77086-
77104), the USPS merged these two routine uses as they related to
customer systems into one routine use to account for disclosures to and
from other agencies. The combined form now applies to all systems.
Disclosure to the Equal Employment Opportunity Commission. This
routine use has been preserved as is.
Disclosure to the Merit Systems Protection Board or Office of the
Special Counsel. This routine use has been preserved as is.
Disclosure to Agencies and Entities for Financial Matters. This
routine use is slightly re-titled and expanded to cover disclosures to
the Judicial Officer in response to Debt Collection Act petitions by
employees.
Disclosure for Customer Service Purposes. This routine use is
preserved with minor edits to improve clarity.
Storage. This routine use existed previously as a routine use
applicable to general systems. It is deleted because OMB guidance
provides that the regular transfer of records to a Federal records
center for safekeeping or storage is not deemed a disclosure outside
the agency.
Disclosure to Office of Management and Budget. This routine use is
deleted because USPS does not experience a demand for this disclosure
within the context of private relief legislation.
Elimination of Special Routine Uses in General Systems
Unnecessary or redundant special routine uses were eliminated in
general systems. This reduces the number and type of disclosures. It
also makes the description of potential disclosures more understandable
for individuals whose information is protected by the Privacy Act, as
well as Postal Service personnel responsible for disclosing records in
compliance with the Act. The prior 73 general systems contained a total
of 225 special routine uses. The 28 general systems now contain a total
of only 36 special routine uses. Special routine uses were eliminated
for several reasons, including improvements made in this notice to the
standard routine uses; the special use described a disclosure already
permissible by statute or implementing agency rules; or the special use
had been made obsolete by changes in law or agency practice. As a
general principle, USPS eliminated special routine uses from a system
where the records in question could have derived from other USPS
systems (a practice known as data recompilation). These disclosures
belong more properly as a standard routine use, since applicable to
more than one system. Furthermore, this approach ensures that an
individual is advised of the disclosure in the Privacy Act notice when
data is collected, which data recompilation could circumvent. Special
routine uses have only been retained to describe a unique kind of
disclosure that applies to that particular system.
V. Table of Deleted Systems
Records from deleted systems of records are incorporated in systems
as follows:
020.010 Biographical Summaries of Management Personnel for Press
Release; 100.050 Localized Employee Administration Records; 120.036
Discipline, Grievance, and Appeals Records for Nonbargaining Unit
Employees; 120.040 Employee Job Bidding Records; 120.070 General
Personnel Folders (Official Personnel Folders and Records Related
Thereto);
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and 120.190 Supervisors' Personnel Record are incorporated into 100.000
General Personnel Records.
120.110 Preemployment Investigation Records; 120.130 Postmaster
Selection Program Records; and 120.151 Recruiting, Examining, and
Appointment Records are incorporated into 100.100 Recruiting,
Examining, and Placement Records.
120.100 Performance Awards System Records; 120.153 Individual
Performance Evaluation/Measurement; 120.154 Employee Survey Process
System Records; and 120.170 Safe Driver Awards Records are incorporated
into 100.200 Employee Performance Records.
120.152 Career Development and Training Records and 120.180 Skills
Bank are incorporated into 100.300 Employee Development and Training
Records.
050.020 Payroll System; 050.040 Uniform Allowance Program; 120.050
Employee Ideas Program Records; 120.099 Injury Compensation Payment
Validation Records; 120.240 Garnishment Case Files; and 200.020
Monetary Claims for Personal Property Loss or Damage Involving Present
or Former Employees are incorporated into 100.400 Personnel
Compensation and Payroll Records.
170.010 Operations Data Collection System-Workload/Productivity
Management Records and 170.020 Resource Management/Productivity
Records-Resource Management Database are incorporated into 100.500
Personnel Resource Management Records.
120.120 Personnel Research and Test Validation Records and 120.121
Applicant Race, Sex, National Origin, and Disability Status are
incorporated into 100.600 Personnel Research Records.
120.020 Blood Donor Records System; 120.090 Medical Records; and
120.091 Vehicle Operators Controlled Substance and Alcohol Testing are
incorporated into 100.700 Medical Records.
120.035 Employee Accident Records is amended and renumbered as
100.800 Employee Accident Records.
120.098 Office of Workers' Compensation Program (OWCP) Record
Copies is amended and renumbered as 100.850 Office of Workers'
Compensation Program (OWCP) Record Copies.
070.040 Employee Inquiry, Complaint, and Investigative Records is
amended and renumbered as 100.900 Employee Inquiry, Complaint, and
Investigative Records.
120.140 Employee Assistance Program (EAP) Records is amended and
renumbered as 100.950 Employee Assistance Program (EAP) Records.
030.010 EEO Discrimination Complaint Files; 030.020 EEO Staff
Selection Records; 030.040 Roster of Alternative Dispute Resolution
Providers; and 120.220 Personnel Records-Arbitration Case Files are
incorporated into 200.000 Labor Relations Records.
050.005 Accounts Receivable Files and 050.060 Accounts Payable
Files are incorporated into 300.000 Finance Records.
200.010 Relocation Assistance Claims; 210.010 Architect-Engineers
Selection Records; 210.020 Driver Screening System Assignment Records;
210.030 Contractor Employee Fingerprint Records; and 210.040 Supplier
and Contractor Records are incorporated into 400.000 Supplier and
Tenant Records.
100.010 Carpool Coordination/Parking Services Records; 110.010
Accountable Property Records; and 150.030 Computer Access Records are
incorporated into 500.000 Property Management Records.
010.030 Carrier Drive-Out Agreements; 010.040 City Carrier Route
Records; 010.080 Rural Carrier Route Records; and 120.210 Vehicle
Maintenance Personnel and Operator Records are incorporated into
500.100 Carrier and Vehicle Operator Records.
070.010 Correspondence Files of the Postmaster General; 070.020
Government Officials' Inquiry System; 150.010 Information Disclosure
Accounting Records (Freedom of Information Act); and 150.020
Information Disclosure Accounting Records (Privacy Act) are
incorporated into 500.200 Controlled Correspondence, FOIA, and Privacy
Act Disclosure Records.
500.300 Emergency Management Records is established as a new system
of records.
060.010 Consumer Protection Records-Fraud, False Representation,
Lottery, and Nonmailability Case Record; 060.020 Consumer Protection
Records-Pandering Act Prohibitory Orders; 060.030 Consumer Protection
Records-Appeals Involving Mail Withheld from Delivery; and 060.040
Consumer Protection Records-Appeals from Termination of Post Office Box
or Caller Service are incorporated into 600.000 Legal Records Related
to Mail.
110.020 Possible Infringement of Postal Service Intellectual
Property Rights; 190.010 Litigation Records-Miscellaneous Civil Action
and Administrative Proceeding Case Files; 190.020 Litigation Records-
National Labor Relations Board Administrative Litigation Case Files;
190.030 Litigation Records-Employee and Labor Relations Court
Litigation Case Files; and 200.030 Nonmail Monetary Claims-Tort Claims
Records are incorporated into 600.100 General Legal Records.
150.015 Freedom of Information Act Appeals and Litigation Records
and 150.025 Privacy Act Appeals and Litigation Records are incorporated
into 600.200 Privacy Act and FOIA Appeal and Litigation Records.
120.060 Confidential Financial Disclosure Reports and 120.061
Public Financial Disclosure Reports for Executive Branch Personnel are
incorporated into 600.300 Public and Confidential Financial Disclosure
Reports.
030.030 Equal Employment Opportunity-EEO Administrative Litigation
Case File and 120.230 Personnel Records-Adverse Action Appeals
(Administrative Litigation Case Files) are incorporated into 600.400
Administrative Litigation Records. 080.010 Inspection Requirements-
Investigative File System is amended and renumbered as 700.000
Inspection Service Investigative File System.
080.020 Mail Cover Program Records is amended and renumbered as
700.100 Mail Cover Program Records.
080.030 Vehicular Violations Records System is amended and
renumbered as 700.200 Vehicular Violations Records System.
300.010 Office of Inspector General-Investigative File System is
amended and renumbered as 700.300 Inspector General Investigative
Records.
The following systems are renumbered and amended with respect to
their routine uses and to correct minor errors.
500.000 Address Change, Mail Forwarding, and Related Services is
amended and renumbered as 800.000 Address Change, Mail Forwarding, and
Related Services.
500.100 Address Matching for Mail Processing is amended and
renumbered as 800.100 Address Matching for Mail Processing.
510.100 http://www.usps.com Registration is amended and renumbered as
810.100 http://www.usps.com Registration.
510.200 http://www.usps.com Ordering, Payment, and Fulfillment is amended
and renumbered as 810.200 http://www.usps.com Ordering, Payment, and
Fulfillment.
510.300 Offline Registration, Payment, and Fulfillment is amended
and renumbered as 810.300 Offline Registration, Payment, and
Fulfillment.
520.100 Mailer Services-Applications and Approvals is amended
[[Page 22520]]
and renumbered as 820.100 Mailer Services-Applications and Approvals.
520.200 Mail Management and Tracking Activity is amended and
renumbered as 820.200 Mail Management and Tracking Activity.
530.000 Customer Service and Correspondence is amended and
renumbered as 830.000 Customer Service and Correspondence.
540.000 Customer Mailing and Delivery Instructions is amended and
renumbered as 840.000 Customer Mailing and Delivery Instructions.
550.000 Auction Files is amended and renumbered as 850.000 Auction
Files.
560.000 Financial Transactions is amended and renumbered as 860.000
Financial Transactions.
570.100 Trust Funds and Transaction Records is amended and
renumbered as 870.100 Trust Funds and Transaction Records.
570.200 Meter Postage and PC Postage Customer Data and Transaction
Records is amended and renumbered as 870.200 Meter Postage and PC
Postage Customer Data and Transaction Records.
580.000 Post Office and Retail Services is amended and renumbered
as 880.000 Post Office and Retail Services.
590.000 Sales, Marketing, Events, and Publications is amended and
renumbered as 890.000 Sales, Marketing, Events, and Publications.
600.000 International Services is amended and renumbered as 900.000
International Services.
610.000 Identity and Document Verification Services is amended and
renumbered as 910.000 Identity and Document Verification Services.
Section B. Privacy Act Protections
The Privacy Act of 1974, 5 U.S.C. 552a, applies to Federal
agencies, including the Postal Service. The Privacy Act provides
protections for personal information that an agency maintains in a
system of records. A system of records describes a file, database, or
program from which information is retrieved about an individual by name
or other personal identifier.
The Privacy Act establishes recordkeeping, access, and
nondisclosure requirements for information maintained in a system of
records. The Privacy Act requires agencies to publish a description of
each system of records to provide full information on how personal
information within the system of records is treated. This description
includes how information is collected, used, disclosed, stored, and
disposed of. It also includes how individuals can obtain access to,
correct, and amend information about them that is included in the
system of records.
The Privacy Act places limitations and requirements on how
information from within a system of records can be disclosed, as
described in Section D.
Section C. Index of Systems of Records
Part I. General Systems
100.000 General Personnel Records
100.100 Recruiting, Examining, and Placement Records
100.200 Employee Performance Records
100.300 Employee Development and Training Records
100.400 Personnel Compensation and Payroll Records
100.500 Personnel Resource Management Records
100.600 Personnel Research Records
100.700 Medical Records
100.800 Employee Accident Records
100.850 Office of Workers' Compensation Program (OWCP) Record Copies
100.900 Employee Inquiry, Complaint, and Investigative Records
100.950 Employee Assistance Program (EAP) Records
200.000 Labor Relations Records
300.000 Finance Records
400.000 Supplier and Tenant Records
500.000 Property Management Records
500.100 Carrier and Vehicle Operator Records
500.200 Controlled Correspondence, FOIA, and Privacy Act Disclosure
Records
500.300 Emergency Management Records
600.000 Legal Records Related to Mail
600.100 General Legal Records
600.200 Privacy Act and FOIA Appeal and Litigation Records
600.300 Public and Confidential Financial Disclosure Reports
600.400 Administrative Litigation Records
700.000 Inspection Service Investigative File System
700.100 Mail Cover Program Records
700.200 Vehicular Violations Records Systems
700.300 Inspector General Investigative Records
Part II. Customer Systems
800.000 Address Change, Mail Forwarding, and Related Services
800.100 Address Matching for Mail Processing
810.100 http://www.usps.com Registration
810.200 http://www.usps.com Ordering, Payment, and Fulfillment
810.300 Offline Registration, Payment, and Fulfillment
820.100 Mailer Services--Applications and Approvals
820.200 Mail Management and Tracking Activity
830.000 Customer Service and Correspondence
840.000 Customer Mailing and Delivery Instructions
850.000 Auction Files
860.000 Financial Transactions
870.100 Trust Funds and Transaction Records
870.200 Meter Postage and PC Postage Customer Data and Transaction
Records
880.000 Post Office and Retail Services
890.000 Sales, Marketing, Events, and Publications
900.000 International Services
910.000 Identity and Document Verification Services
Section D. Authorized Disclosures and Routine Uses
Under the Privacy Act, information can only be disclosed from a
system of records, internally or externally, under one of two
conditions:
The individual has authorized the disclosure in writing.
The disclosure fits within one of twelve specified
categories.
The following is a description of disclosures, including those
authorized by the Privacy Act and USPS regulations and routine uses.
D.1. Disclosures Authorized by the Privacy Act
The Privacy Act authorizes disclosures in the following twelve
circumstances:
1. To agency employees who need the information to perform their
job.
2. As required by the Freedom of Information Act (FOIA).
3. For routine uses for which the agency has provided proper
notice.
4. To the Bureau of the Census for purposes related to census and
survey activities.
5. To a recipient who provides advance written assurance that the
information will only be used for statistical research or reporting,
and the information provided does not identify individuals.
6. To the National Archives and Records Administration for historic
preservation purposes.
7. To other domestic government agencies for a civil or criminal
law enforcement activity if the activity is authorized by law. In such
cases, the agency head must specify in writing both the law enforcement
activity and the particular information needed.
8. To a person upon a showing of compelling circumstances affecting
an
[[Page 22521]]
individual's health or safety. The agency must send notice of the
disclosure to the individual's last known address.
9. To Congress, or to the extent the matter is within their
jurisdiction, to any of its committees or subcommittees.
10. To the Comptroller General in the performance of duties of the
Government Accountability Office.
11. Pursuant to the order of a court of competent jurisdiction.
12. To a consumer reporting agency in order to collect claims owed
to the Government.
The Privacy Act allows agencies to disclose information from a
system of records if they establish a routine use describing the
disclosure (see 3 above). Under the Privacy Act, routine uses
are defined as disclosures that are compatible with the purpose for
which the information was collected--in other words, disclosures that
are appropriate and necessary for the efficient conduct of government
business. Routine uses for each system of records are established by
publishing them in a Federal Register notice that describes the system.
They must also be disclosed in a notice given to an individual when
information is collected directly from the individual. The Privacy Act
also allows disclosures required by the Freedom of Information Act (see
2 above). USPS regulations implementing the Privacy Act and
FOIA are contained in 39 CFR Parts 261-268.
D.2. Standard Routine Uses
The following standard routine uses apply to USPS systems of
records. In general, standard routine uses 1 through 9 apply to general
systems--systems relating to employees, finance, investigations,
litigation, and other systems not primarily related to USPS customers.
General systems are listed in Section C, Part I. In general, standard
routine uses 1 through 7, 10, and 11 apply to customer systems of
records. These systems, which contain information related to USPS
customers, are listed in Section C, Part II. The specific standard
routine uses applicable to each system of records, as well as any
special routine uses, are described in each system of records in
Section E.
1. Disclosure Incident to Legal Proceedings. When the Postal
Service is a party to or has an interest in litigation or other legal
proceedings before a Federal, state, local, or foreign adjudicative or
administrative body or before an arbitrator, arguably relevant records
may be disclosed before that body, and/or to the Department of Justice
or other legal counsel representing the Postal Service or its
employees, and to actual or potential parties or their representatives
in connection with settlement discussions or discovery. Arguably
relevant records may also be disclosed to former Postal Service
employees or suppliers when reasonably necessary to elicit information
related to actual or potential litigation. Arguably relevant records
may be disclosed to a bar association or similar Federal, state, or
local licensing or regulatory authority that relate to possible
disciplinary action.
2. Disclosure for Law Enforcement Purposes. For information derived
from general systems, when the Postal Service becomes aware of a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, or in response to the appropriate agency's
request on a reasonable belief that a violation has occurred, records
may be referred to the appropriate agency, whether Federal, state,
local, or foreign, charged with enforcing or implementing the statute,
rule, regulation, or relevant order. For records derived from customer
systems, records may be disclosed to appropriate law enforcement
agencies to investigate, prevent, or take action regarding suspected
illegal activities against the Postal Service; and such customer
records may only otherwise be disclosed to law enforcement agencies as
required by law.
3. Disclosure to Congressional Office. Records about an individual
may be disclosed to a congressional office in response to an inquiry
from the congressional office made at the prompting of that individual.
4. Disclosure to Agents or Contractors. Records may be disclosed to
entities or individuals under contract or agreement with the Postal
Service when necessary to fulfill a Postal Service function, to provide
Postal Service products or services to customers, or to provide the
contractor with investigative or performance records about the
contractor's employees.
5. Disclosure to Auditors. Records may be disclosed to government
agencies and other entities authorized to perform audits, including
financial and other audits, of the Postal Service and Postal Service
activities.
6. Disclosure to Labor Organizations. As required by applicable
law, records may be furnished to a labor organization when needed by
that organization to perform its duties as the collective bargaining
representative of Postal Service employees in an appropriate bargaining
unit.
7. Disclosure to Government Agencies. Records may be disclosed to a
Federal, state, local, or foreign government agency when necessary in
connection with decisions by the requesting agency or by the Postal
Service regarding personnel matters, issuance of security clearances,
letting of contracts, or decisions to issue licenses, grants, or other
benefits. With respect to employee records, such matters include
provision of parent locator services; enforcement of child support,
tax, and debt obligations; and claims, investigations, and inspections
related to occupational safety, injuries, illnesses, and accidents.
8. Disclosure to Equal Employment Opportunity Commission. Records
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 Postal Service
under 29 CFR Part 1614.
9. Disclosure to Merit Systems Protection Board or Office of the
Special Counsel. Records 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.
10. Disclosure to Agencies and Entities for Financial Matters.
Records may be disclosed to credit bureaus, government agencies, and
service providers that perform identity verification and credit risk
assessment services; to financial institutions or payees to facilitate
or resolve issues with payment services; or to government or collection
agencies for the purposes of debt collection or responding to
challenges to such collection.
11. Disclosure for Customer Service Purposes. Records may be
disclosed to entities if the disclosure is part of the service to the
customer. This includes disclosures to addressees of mail to process
inquiries and claims; entities to which the customer wants to provide
identity verification; the State Department for passport processing;
international posts or agents to facilitate or process international
services, claims, or inquiries; and mailers of sexually-oriented
advertisements to provide a list of customers who do not want to
receive them.
[[Page 22522]]
Section E. Complete Text of Systems of Records
USPS 100.000
SYSTEM NAME:
General Personnel Records.
SYSTEM LOCATION:
All USPS facilities and personnel offices; National Personnel
Records Center; Human Resources Information Systems, Headquarters;
Computer Operations Service Centers; National Test Administration
Center; and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees, their family members, and former
spouses who apply and qualify for federal employee benefits under
public law.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee and family member information: Name(s), Social Security
Number(s), Employee Identification Number, date(s) of birth, place(s)
of birth, marital status, postal assignment information, work contact
information, home address(es) and phone number(s), finance number(s),
duty location, and pay location.
2. Official Personnel Folder (OPF): Records related to pre-
employment, prior employment, postal employment, supervisor's letters,
notifications of personnel action, benefits, compensation, and monetary
awards and other forms of recognition.
3. Automated employee information: Information corresponding to
records in OPFs, such as notifications of personnel actions; OPF
location; anniversary dates; and tax, retirement, and salary
information.
4. Reference copies of all discipline or adverse actions: Letters
of warning; notices of removal, suspension, reduction in grade or pay;
and 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. They may not be maintained in the
employee's OPF but must be maintained in a separate file by Labor
Relations.
5. Nonbargaining unit employee discipline, grievance, and appeals
records.
6. Job bidding records: Records related to the employee's bid for a
preferred assignment.
7. Biographical summaries. Records and photographs used for public
relations purposes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To perform routine personnel functions.
2. To have a source of readily available information on employees
for local administrative purposes.
3. To administer the grievance and appeal procedure for
nonbargaining unit employees.
4. To match a vacant position to the most qualified candidate in
bids for preferred assignment.
5. To provide public relations information on USPS management
personnel.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply. In addition:
a. Job bidding records may be disclosed on official bulletin boards
in Postal Service facilities and to supervisory and other managerial
organizations recognized by USPS.
b. Records pertaining to financial institutions and to nonfederal
insurance carriers and benefits providers elected by an employee may be
disclosed for the purposes of salary payment or allotments, eligibility
determination, claims, and payment of benefits.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper. Duplicates
of records in the OPF and automated employee data may be maintained for
localized employee administration or supervision. Records may be filed
at offices other than where the OPF is, or may be duplicated at a site
closer to where the employee works.
RETRIEVABILITY:
By name, Social Security Number, Employee Identification Number, or
duty or pay location.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Nonbargaining unit employee discipline,
grievance, and appeals records maintained outside the OPF are kept in
locked filing cabinets or secured record storage rooms; and related
automated records are protected with password security. Computers are
protected by mechanical locks, card key systems, or other physical
access control methods. The use of computer systems is regulated with
installed security software, computer logon identifications, and
operating system controls including access controls, terminal and
transaction logging, and file management software.
RETENTION AND DISPOSAL:
1. OPF records maintained on the right side of the folder are
permanently retained. Temporary OPF records maintained on the left side
of the folder are retained 2 years, upon separation, or upon transfer
of the employee (if the temporary record is not relevant to the gaining
USPS facility), whichever is sooner.
2. Original or copies of discipline or adverse actions are
maintained on the left side of the OPF up to 2 years, or, if an
additional or more recent disciplinary action has been taken, for a
longer period. After 2 years, or lesser time specified in the decision,
the employee may request the disciplinary record be purged from the OPF
provided no subsequent discipline was issued. Records that support a PS
Form 50, Notification of Personnel Action, e.g. the separation of an
employee for cause or the resignation of an employee pending charges,
are considered permanent records and may not be purged at the request
of an employee.
3. 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 10-year period. They may
not be maintained in the employee's OPF but must be maintained in a
separate file by Labor Relations.
4. Grievance and appeal records of nonbargaining unit employees are
retained 7 years.
5. Job bidding records are retained 2 years.
6. Biographical summaries are retained for the duration of
employment.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
[[Page 22523]]
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
Vice President, Labor Relations, United States Postal Service, 475
L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and the dates of USPS
employment.
Former Post Office Department employees (prior to July 1971) having
no USPS employment must submit the inquiry to: Assistant Director for
Workforce Information, U.S. Office of Personnel Management, 1900 E
Street, NW., Washington, DC 20415-6000.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisors; USPS customers; law enforcement
agencies; individuals who are personal references; former employers;
and other 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 as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed
exemption from certain provisions of the Act for several of its other
systems of records at 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
continue to apply to the incorporated records.
USPS 100.100
SYSTEM NAME:
Recruiting, Examining, and Placement Records.
SYSTEM LOCATION:
Preemployment investigation records are located at USPS personnel
offices and contractor locations, except for drug screening and medical
examination records, which are maintained in USPS medical facilities
and designee offices.
Recruiting, examining, and placement records are located at USPS
personnel offices, National Test Administration Center, Computer
Operations Service Centers, and contractor locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees and applicants for employment.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Applicant and employee information: Name(s), Social Security
Number(s), Employee Identification Number, date(s) of birth, place(s)
of birth, postal assignment information, work contact information, home
address(es) and phone number(s), finance number(s), duty location, and
pay location.
2. Pre-employment investigation information: Records compiled by
USPS from character references; former employers; police, military, and
driving records; drug screening and medical examinations; and postal
inspectors' investigative reports.
3. National Agency Check and Inquiry (NACI): Investigative records
requested by USPS and compiled by the Office of Personnel Management
(OPM).
4. Recruiting, examining, and placement information: Records
related to applications, test scores, and registers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To determine suitability for employment.
2. To provide managers, personnel officials, and medical officers
with information for recruiting and recommending appointment of
qualified individuals.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By applicant or employee name, Social Security Number, Employee
Identification Number, duty or pay location, or location where
application was made.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. Preemployment investigation records are retained 10 years from
the date the individual is initially found suitable for employment, or
10 years from the date action was taken to deny or terminate
employment.
2. Employment applications are disposed of on expiration of
eligibility, unless extended for an additional year at the request of
the eligible individual. Employment registers are retained 10 years.
Certain forms related to a successful applicant are filed in the
Official Personnel Folder as permanent records; and remaining records
are retained 6 months. Applications for master instructor positions are
retained 3 years after date of selection. Postmaster selection records
are retained 2 years.
3. Paper examining answer sheets are retained 6 months; and
computer media copies are retained 30 years. Scanned Maintenance
Selection System forms are retained 20 years; and related hiring
worksheets are retained 5 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
[[Page 22524]]
NOTIFICATION PROCEDURE:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed, or where job application was made.
Headquarters employees must submit inquiries to Corporate Personnel
Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260.
Inquiries must include full name, Social Security Number or Employee
Identification Number, name and address of facility where last
employed, and dates of USPS employment or date of application.
For investigative records compiled by OPM, individuals must apply
as instructed by OPM.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Applicants; OPM; police, driving, and military records; former
employers and named references; medical service providers; school
officials; other federal agencies; and state divisions of vocational
rehabilitation counselors.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose.
USPS 100.200
SYSTEM NAME:
Employee Performance Records.
SYSTEM LOCATION:
USPS facilities where employee performance is evaluated or
measured.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees, including supervisors and
managers who are rated under an employee survey process or are
responsible for a rated work location.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, postal assignment information, work contact
information, finance number(s), duty location, and pay location.
2. Employee performance information: Records related to individual
performance evaluation and measurement; reports about supervisors and
managers who are rated under an employee survey process or are
responsible for a rated work location; employee recognition; and safe
driver awards.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To provide managers and supervisors with decision-making
information for training needs, promotion, assignment considerations,
or other job-related actions.
2. To administer achievement award programs and pay for
performance.
3. To improve relations and communication between managers and
employees by soliciting employee feedback, and to improve management
and supervisor leadership skills.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply. In addition:
a. When records about the receipt of an award by an employee,
including driver safety records, are of news interest and consistent
with the public's right to know, the records may be disclosed to the
news media or the National Safety Council.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, Employee Identification
Number, or duty or pay location.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. Merit performance evaluation records are retained 5 years.
Individual performance evaluation and measurement records are retained
10 years or upon separation of the employee, whichever comes first.
2. Incentive award records are retained 4 years. Length of service
award records are retained 1 year. Non-USPS awards are retained 2
years. Letters of commendation and appreciation (excluding permanent
copies filed on the right side of the OPF) are retained 2 years.
3. Employee survey process records are retained 20 years.
4. Safe Driver Award records are retained 4 years from date of
separation, expiration of license, rescission of authorization,
transfer of driver into a nondriving status, or other transfer,
whichever comes first.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
[[Page 22525]]
RECORD SOURCE CATEGORIES:
Employees and employees' supervisor or manager.
USPS 100.300
SYSTEM NAME:
Employee Development and Training Records.
SYSTEM LOCATION:
Management training centers and other USPS facilities where career
development and training, skills bank, and curriculum evaluation
activities are performed.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, sex, postal assignment information, work contact
information, finance number(s), duty location, and pay location.
2. Employee development and training information: Records related
to career development, skills bank participation, USPS and non-USPS
training, examinations, evaluations of training, and USPS lodging when
a discrepancy report is filed against the student about unauthorized
activities while occupying the room.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To provide managers, supervisors, and training and development
professionals with decisionmaking information for employee career
development, training, and assignment.
2. To make and track employee job assignments, to place employees
in new positions, and to assist in career planning and training in
general.
3. 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:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, or Employee
Identification Number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. Training records are retained 5 years. Training-related travel
records are retained 1 year.
2. Records of nomination for executive leadership are retained 1
year.
3. Examination records are retained 1 year after employee
separation.
4. Skills bank records are retained up to 2 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system of records must address inquiries to the facility head
where currently, or last, employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; and other systems of
records.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose. The USPS has also claimed exemption from
certain provisions of the Act for several of its other systems of
records at 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 continue to apply
to the incorporated records.
USPS 100.400
SYSTEM NAME:
Personnel Compensation and Payroll Records.
SYSTEM LOCATION:
USPS personnel offices, Integrated Business Solutions Services
Centers (IBSSC), Computer Operations Services Centers, Accounting
Services Centers, area and district facilities, Headquarters,
contractor sites, and all organizational units.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current and former USPS employees and postmaster relief/
replacement employees.
2. Current and former employees' family members, beneficiaries, and
former spouses who apply and qualify for benefits.
3. An agent or survivor of an employee who makes a claim for loss
or damage to personal property.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee and family member information: Name(s), Social Security
Number(s), Employee Identification Number, date(s) of birth, postal
assignment information, work contact information, home address(es) and
phone number(s), finance number(s), duty location, and pay location.
2. Compensation and payroll information: Records related to
payroll, payments, deductions, compensation, and benefits; uniform
items purchased; proposals and decisions under monetary awards and
suggestion programs; injury compensation; monetary claims for personal
property loss or damage; and garnishment of wages.
[[Page 22526]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 409, 410, 1001, 1003, 1004, 1005, and 1206; and 29
U.S.C. 2601 et seq.
PURPOSE(S):
1. To support all necessary compensation and payroll activities and
related management functions.
2. To generate lists of employee information for home mailings,
dues membership, and other personnel support functions.
3. To generate retirement eligibility information and analysis of
employees in various salary ranges.
4. To administer the purchase of uniforms.
5. To administer monetary awards programs.
6. To detect improper payment related to injury compensation
claims.
7. To adjudicate employee claims for loss or damage to their
personal property in connection with or incident to their postal
duties.
8. To process garnishment of employee wages.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply. In addition:
a. Records pertaining to financial institutions and to nonfederal
insurance carriers and benefits providers elected by an employee may be
disclosed for the purposes of salary payment or allotments, eligibility
determination, claims, and payment of benefits.
b. Records pertaining to supervisors and postmasters may be
disclosed to supervisory and other managerial organizations recognized
by USPS.
c. Records pertaining to recipients of monetary awards may be
disclosed to the news media when the information is of news interest
and consistent with the public's right to know.
d. Disclosure of records about current or former Postal Service
employees may be made to requesting states under an approved computer
matching program to determine employee participation in, and
eligibility under, unemployment insurance programs administered by the
states (and by those states to local governments), to improve program
integrity, and to collect debts and overpayments owed to those
governments and their components.
e. Disclosure of records about current or former Postal Service
employees may be made to requesting federal agencies or nonfederal
entities under approved computer matching programs to make a
determination of employee participation in, and eligibility under,
particular benefit programs administered by those agencies or entities
or by USPS; to improve program integrity; to collect debts and
overpayments owed under those programs and to provide employees with
due process rights prior to initiating any salary offset; and to
identify those employees who are absent parents owing child support
obligations and to collect debts owed as a result.
f. Disclosure of records about current or former Postal Service
employees may be made, upon request, to the Department of Defense (DoD)
under approved computer matching programs to identify Postal Service
employees who are ready reservists for the purposes of updating DoD's
listings of ready reservists and to report reserve status information
to USPS and the Congress; and to identify retired military employees
who are subject to restrictions under the Dual Compensation Act and to
take subsequent actions to reduce military retired pay or collect debts
and overpayments.
g. Disclosure of records about current and former employees may be
made to the Selective Service System under an approved computer
matching program to identify individuals eligible for registration
under the Military Selective Service Act, to determine whether those
individuals have complied with registration requirements and to enforce
compliance when necessary.
h. Disclosure of records about current or recently terminated
Postal Service employees who live or work in Colorado may be made to
the Colorado Bureau of Investigation under an approved computer
matching program to identify currently or recently terminated employees
who have been arrested for violations of law that relate to postal
offenses and/or suitability for continued employment, or who are
fugitives, and to assist state or local agents to apprehend fugitives.
i. Disclosure of records may be made to the Internal Revenue
Service under approved computer matching programs to identify current
or former Postal Service employees who owe delinquent federal taxes or
returns and to collect the unpaid taxes by levy on the salary of those
individuals pursuant to Internal Revenue Code; and to make a
determination as to the proper reporting of income tax purposes of an
employee's wages, expenses, compensation, reimbursement, and taxes
withheld and to take corrective action as warranted.
j. Disclosure of the records about current or recently terminated
Postal Service employees may be made to the Department of
Transportation (DOT) under an approved computer matching program to
identify individuals who appear in DOT's National Driver Register
Problem Driver Pointer System. The matching results are used only to
determine as a general matter whether commercial license suspension
information within the pointer system would be beneficial in making
selections of USPS motor vehicle and tractor-trailer operator personnel
and will not be used for actual selection decisions.
k. Disclosure of records about current or former Postal Service
employees may be made to the Department of Health and Human Services
under an approved computer matching program for further release to
state child support enforcement agencies when needed to locate
noncustodial parents, to establish and/or enforce child support
obligations, and to locate parents who may be involved in parental
kidnapping or child custody cases.
l. Disclosure of records about current or former Postal Service
employees may be made to the Department of the Treasury under Treasury
Offset Program computer matching to establish the identity of the
employee as an individual owing a delinquent debt to another federal
agency and to offset the salary of the employee to repay that debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, Employee Identification
Number, or duty or pay location.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
[[Page 22527]]
RETENTION AND DISPOSAL:
1. Leave application and unauthorized overtime records are retained
3 years. Time and attendance records (other than payroll) and local
payroll records are retained 3 years. Automated payroll records are
retained 10 years.
2. Uniform allowance case files are retained 3 years; and automated
records are retained 6 years.
3. Records of approved monetary awards are retained 4 years.
Records of proposals not adopted are retained 2 years.
4. Injury compensation records are retained 5 years. Records
resulting in affirmative identifications become part of a research case
file, which if research determines applicability, become either part of
an investigative case record or a remuneration case record that is
retained 2 years beyond the determination.
5. Monetary claims records are retained 3 years.
6. Automated records of garnishment cases are retained 6 months.
Records located at a Post Office are retained 3 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
Vice President, Finance (Controller), United States Postal Service,
475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and the dates of USPS
employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; other systems of
records; claimants or their survivors or agents who make monetary
claims; witnesses; investigative sources; courts; and insurance
companies.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Records in this system relating to injury compensation that have
been compiled in reasonable anticipation of a civil action or
proceeding are exempt from individual access as permitted by 5 U.S.C.
552a(d)(5). The USPS has also claimed exemption from certain provisions
of the Act for several of its other systems of records at 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 continue to apply to the incorporated records.
USPS 100.500
SYSTEM NAME:
Personnel Resource Management Records.
SYSTEM LOCATION:
Post Offices; area and district facilities; Human Resources and
Operations, Headquarters; and Computer Operations Service Centers.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, employee
identification number(s), postal assignment information, work contact
information, finance number(s), duty location, and pay location.
2. Employee resource management information: Records related to
workload, productivity, scheduling, availability, and absences,
including family medical leave absences.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et
seq.
PURPOSE(S):
1. To administer leave, attendance, and attendance-related awards;
and to identify potential attendance problems.
2. To provide operations management with information about employee
work schedules, mail volume, and productivity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, employee identification
number(s), route number, duty or pay location, or pay period.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Restricted medical information is maintained
in a separate locked cabinet under control of the FMLA Coordinator.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections. Computers are
protected by mechanical locks, card key systems, or other physical
access control methods. The use of computer systems is regulated with
installed security software, computer logon identifications, and
operating system controls including access controls, terminal and
transaction logging, and file management software.
RETENTION AND DISPOSAL:
Resource management records related to leave application and time
and attendance are retained 3 years. Other categories of resource
management records are retained 1 year. Records existing on paper are
destroyed by burning, pulping, or shredding. Records existing on
computer storage media are destroyed according to the applicable USPS
media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
Senior Vice President, Operations, United States Postal Service,
475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in
[[Page 22528]]
this system must address inquiries to the facility head where currently
or last employed. Headquarters employees must submit inquiries to
Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831,
Washington, DC 20260. Inquiries must include full name, Social Security
Number or Employee Identification Number, name and address of facility
where last employed, and the dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; and other systems of
records.
USPS 100.600
SYSTEM NAME:
Personnel Research Records.
SYSTEM LOCATION:
USPS Headquarters; National Test Administration Center; Integrated
Business Solutions Services Centers (IBSSC); and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for USPS employment, USPS employee applicants for
reassignment and/or promotion, and employees whose work records or
solicited responses are used in research projects.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Applicant and employee information: Name, Social Security Number
or respondent identification code, date of birth, place of birth,
postal assignment information, work contact information, home address
and phone number(s), finance number(s), duty location, and pay
location.
2. Personnel research information: Records related to race, sex,
national origin, disability status (only if volunteered by the
individual); research project identifiers; and other information
pertinent to personnel research.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, and 1005.
PURPOSE(S):
1. To support research and development efforts on personnel
assessment instruments, workforce analysis, and evaluation of personnel
management practices.
2. To assess the impact of selection decisions on applicants in
race, sex, national origin, and disability categories.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply. In addition:
a. Disclosure of records about applicants for employment with USPS
may be made to the Selective Service System under an approved computer
matching program to identify individuals eligible for registration
under the Military Selective Service Act, 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:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By individual name, Social Security Number or respondent
identification code, research project identifiers, duty or pay
location, or location where test or survey was administered.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Retention depends on the type of research project, but does not
exceed 30 years. Records existing on paper are destroyed by burning,
pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Individuals wanting to know if information about them is maintained
in this system of records must address inquiries to the head of the
examination center that administered the test. Headquarters employees
must submit inquiries to Corporate Personnel Management, 475 L'Enfant
Plaza, SW., Room 1831, Washington, DC 20260. In cases of studies
involving information not collected through an examination, individuals
must address inquiries to the system manager. Inquiries must contain
full name, Social Security Number or Employee Identification Number,
and date and location of their participation.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
USPS employees and applicants who provide information to personnel
research programs; and other systems of records.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose. The USPS has also claimed exemption from
certain provisions of the Act for several of its other systems of
records at 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 continue to apply
to the incorporated records.
USPS 100.700
SYSTEM NAME:
Medical Records.
SYSTEM LOCATION:
USPS medical facilities and designee offices; USPS personnel
offices; USPS Headquarters Corporate Health and
[[Page 22529]]
Fitness Center; National Personnel Records Center.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current and former USPS employees.
2. Individuals who have been offered employment but failed the
medical examination before being placed on the rolls, or who declined
the offer.
3. Headquarters employees who participate in the Corporate Health
and Fitness Program.
4. Employees who volunteer to join the USPS Blood Donor Program.
5. Current and former USPS employees who are or were required to
have a commercial driver's license (CDL) or are otherwise subject to
controlled substance and alcohol testing.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee or applicant information: Name, Social Security Number,
date of birth, postal assignment information, work contact information,
finance number(s), duty location, and pay location.
2. Employee Medical Folder: Restricted medical records,
administrative medical records, and OWCP-related medical records.
3. Headquarters Corporate Health and Fitness Program: Records
volunteered about lifestyle and health.
4. Voluntary blood donation information: Blood type and date of
each donation.
5. Controlled substance and alcohol testing information: Records
related to alcohol and controlled substance test results, refusals,
medical review officer's evaluations, employee statements, and
substance abuse professionals' evaluations and referrals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To provide all employees with necessary health care and to
determine fitness for duty.
2. To provide for a Headquarters health promotion program.
3. To provide the USPS Blood Donation Program with a record of
donations.
4. To implement a controlled substance and alcohol testing program
for employees in safety-sensitive positions.
5. To provide for the uniform collection and compilation of
controlled substance and alcohol test results.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply. In addition:
a. Medical records may be disclosed to an employee's private
treating physician and to medical personnel retained by USPS to provide
medical examinations or treatment for an employee's health or physical
condition related to employment.
b. Blood donor records may be disclosed 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:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee or applicant name, Social Security Number, or duty or
pay location.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. The Employee Medical Folder is retained by USPS until the
employee is separated from USPS. On an annual basis, records of all
employees separated during the prior year are transferred to the
National Personnel Records Center and retained for 30 years.
2. Candidate medical information of failed eligible candidates (and
those who were determined to be eligible but ultimately declined the
offer) is retained 2 years. Computer data are archived from the active
database to a history database after 3 years, and retained in the
history database 30 years.
3. Corporate Health and Fitness Center records are retained 5 years
beyond the membership termination date.
4. Blood donor records are retained 5 years after termination of
employment.
5. 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 are retained 5 years. Alcohol test results indicating a
breath alcohol concentration of less than 0.02, and negative and
canceled controlled substance test results, are retained 1 year.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed, or where job application was made.
Headquarters employees must submit inquiries to the National Medical
Director, Health and Resources, 475 L'Enfant Plaza, SW., Room 2641,
Washington, DC 20260. Inquiries must include full name, Social Security
Number or Employee Identification Number, name and address of facility
where last employed, and dates of USPS employment or date of
application.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; applicants for employment; USPS and Department of
Veterans Affairs medical staff; USPS designee testing facilities;
substance abuse professionals; and designated contractors.
USPS 100.800
SYSTEM NAME:
Employee Accident Records.
[[Page 22530]]
SYSTEM LOCATION:
Safety offices at USPS facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USPS employees who sustain an on-the-job accident or an
occupational injury or illness.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, sex, age, postal assignment information, work
contact information, finance number(s), duty location, and pay
location.
2. Accident information: Records related to accidents and injuries
such as circumstances and factors of accident or injury, statements of
employee and witnesses, investigative documents, and compensation
claims.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, and 1005.
PURPOSE(S):
1. To administer a program to collect and analyze occupational
safety and health statistics.
2. To permit evaluation and correction of occupational safety and
health hazards.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, or Employee
Identification Number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Records are retained 5 years following the end of the calendar year
of their creation. Records existing on paper are destroyed by burning,
pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system of records must address inquiries to the facility head
where currently, or last, employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; witnesses; physicians;
USPS accident reports; and other 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 as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed
exemption from certain provisions of the Act for several of its other
systems of records at 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
continue to apply to the incorporated records.
USPS 100.850
SYSTEM NAME:
Office of Workers' Compensation Program (OWCP) Record Copies.
SYSTEM LOCATION:
USPS personnel offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USPS employees who file for injury compensation.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, date of birth, postal assignment information,
work contact information, finance number(s), duty location, and pay
location.
2. Claim information: Records and supporting information related to
the claim, including copies of Department of Labor forms, postal forms
and correspondence, and automated payment and accounting records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, and 1005.
PURPOSE(S):
To provide injury compensation to qualifying employees, and to
support USPS management decisions and requirements.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, Social Security Number, or Employee
Identification Number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
[[Page 22531]]
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Records are retained 5 years beyond the end of the calendar year in
which the employee's compensation is terminated. Records existing on
paper are destroyed by burning, pulping, or shredding. Records existing
on computer storage media are destroyed according to the applicable
USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system of records must address inquiries to the facility head
where currently, or last, employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
For records maintained by the Department of Labor, individuals must
apply as instructed by the Department of Labor.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
For records maintained by the Department of Labor, individuals must
contest records as instructed by the Department of Labor.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; witnesses; physicians;
other systems of records, and Department of Labor.
USPS 100.900
SYSTEM NAME:
Employee Inquiry, Complaint, and Investigative Records.
SYSTEM LOCATION:
USPS personnel offices; area and district facilities; Post Offices;
and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USPS employees who contact USPS with an inquiry or complaint, and
employees who are subjects of management inquiries or investigations of
workplace issues.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, postal assignment information, work contact
information, finance number(s), duty location, and pay location.
2. Inquiry, complaint, and investigative information: Records
related to the subject category of inquiry or complaint, assigned case
number, background, and description of inquiry, complaint, or
investigation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To enable review and response to employee inquiries and
complaints.
2. To enable management to initiate, review, process, track, and
resolve inquiries, complaints, or concerns about the workplace.
3. To support administrative or court litigation and arbitration
proceedings.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By employee name, subject category, or case number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Records are retained 4 years after response to inquiry, resolution
of complaint, or conclusion of investigation. Records existing on paper
are destroyed by burning, pulping, or shredding. Records existing on
computer storage media are destroyed according to the applicable USPS
media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system of records must address inquiries to the facility head
where currently, or last, employed. Headquarters employees must submit
inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW.,
Room 1831, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, name and
address of facility where last employed, and dates of USPS employment.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees, supervisors and managers, and witnesses.
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 as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed
exemption from certain provisions of the Act for several of its other
systems of records at 39 CFR
[[Page 22532]]
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 continue to apply to the incorporated
records.
USPS 100.950
SYSTEM NAME:
Employee Assistance Program (EAP) Records.
SYSTEM LOCATION:
EAP Offices at Philadelphia and Los Angeles USPS facilities. This
system does not include records maintained by the Federal Occupational
Health Service (FOHS) under an interagency agreement with USPS.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USPS employees and immediate family members who volunteer for or
are referred to an internal EAP office at a USPS facility.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, Social Security Number, Employee
Identification Number, postal assignment information, work contact
information, finance number(s), duty location, and pay location.
2. Assistance information: Case number and other personal
information acquired during the period of participation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401.
PURPOSE(S):
To provide EAP counselors with information needed to maintain
program operations and to assist EAP participants.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
By name, Social Security Number, Employee Identification Number, or
participant case number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Records are retained 3 years from the date of the participant's
last activity. Records existing on paper are destroyed by burning,
pulping, or shredding. Records existing on computer storage media are
destroyed according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Employee Resource Management, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Employees wanting to know if information about them is maintained
in this system of records must address inquiries to the facility head
where currently, or last, employed. Inquiries must include full name,
Social Security Number or Employee Identification Number, and dates of
USPS employment.
For records maintained by the Federal Occupational Health Service
(FOHS) under an interagency agreement with USPS, individuals must
inquire as instructed by FOHS.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Participating employee, other family members, and EAP counselors.
USPS 200.000
SYSTEM NAME:
Labor Relations Records.
SYSTEM LOCATION:
Labor Relations and Law Department, USPS Headquarters; EEO
Compliance and Appeals Processing Centers; area and district
facilities; and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current and former USPS employees, applicants for employment,
third-party complainants, and mediators (USPS employees, other federal
agency employees, or contract employees) involved in EEO discrimination
complaints.
2. USPS employees involved in labor arbitration.
3. USPS employees who are candidates considered by promotion boards
for an EEO staff position.
4. Individuals and organizations interested in providing
alternative dispute resolution (ADR) services to all disputes, except
those arising under USPS collective bargaining agreements.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. EEO discrimination complaint case information: Individuals'
names, Social Security Numbers, Employee Identification Numbers, postal
assignment information, work contact information, finance number(s),
duty location(s), pay location(s), case number, and other complaint,
counseling, investigation, hearing, and appeal information describing
the case.
2. Labor arbitration information: Records related to labor
arbitration proceedings in which USPS is a party.
3. EEO staff position information: Records related to candidates
for EEO staff positions, including name, Social Security Number,
Employee Identification Number, date of birth, postal assignment
information, work contact information, finance number(s), duty
location, and pay location.
4. ADR provider information: Records related to ADR providers
including name of individual or entity, contact information,
capabilities, and performance.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 409, 410, 1001, 1005, and 1206.
PURPOSE(S):
1. To adjudicate complaints of alleged discrimination, and to
evaluate USPS EEO program effectiveness.
2. To provide advice and representation to USPS in labor
arbitration cases.
3. To accomplish EEO staff selection.
4. To determine ADR service provider qualifications.
[[Page 22533]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
EEO discrimination complaint case records are retrieved by case
number, complainant's name, Social Security Number, Employee
Identification Number, or the location where the complaint was made.
EEO staff selection records are retrieved by applicant name or pay
location. Other records categories are retrieved by name of subject
individual.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
secure file cabinets within locked rooms or within locked filing
cabinets. Access to records is limited to individuals whose official
duties require such access. Contractors and licensees are subject to
contract controls and unannounced on-site audits and inspections. The
use of computer systems is regulated with installed security software,
computer logon identifications, and operating system controls including
access controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. EEO discrimination complaint case records: Precomplaint records
are retained 1 year after submission of a final report. Formal
complaint records of closed cases are removed from the system of
records quarterly, and retained as follows: Official files are retained
4 years. Copies of official files are retained 1 year. Background
documents not in official files are retained 2 years. Records of closed
cases on computer storage media are removed 3 years after the closure
date and moved to an inactive file for future comparative analyses.
2. Labor arbitration records: Field-level disciplinary and contract
application cases are retained 5 years from the date of final decision.
National-level contract interpretation cases and court actions are
retained 15 years from the date of expiration of the agreement.
3. EEO staff selection records: Staff selection records are
retained 3 years from the date the position became vacant.
4. ADR provider records: Records of active providers are retained 1
year beyond the date the provider is removed from or voluntarily
withdraws from the program or is otherwise notified of their
decertification. Records of prospective providers who are rejected are
retained 1 year beyond the year in which their survey was received.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
For EEO discrimination complaint case records, labor arbitration
records, EEO staff selection records, and REDRESS ADR staff providers:
Vice President, Labor Relations, United States Postal Service, 475
L'Enfant Plaza, SW., Washington, DC 20260.
For records of non-REDRESS ADR staff providers: Senior Vice
President, General Counsel, United States Postal Service, 475 L'Enfant
Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Inquiries about EEO discrimination complaint case records must be
submitted to the EEO officer at the district, area, or Headquarters
level, and must include complainant name, complainant Social Security
Number or Employee Identification Number, location, and case number and
year. Inquiries about labor arbitration records and ADR provider
records must be submitted to the system manager. Inquiries about EEO
staff selection records must be addressed to the head of the facility
where application was made.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
For EEO discrimination complaint case information: complainants,
witnesses, investigators, and respondents. For labor arbitration
records: employees and other individuals involved in arbitration;
counsel or other representatives for parties involved in a case; and
arbitrators. For EEO staff position records: employee applicant and
other systems of records. For ADR provider records, the provider.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt EEO discrimination complaint
case records. Records in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt from
individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has
also claimed exemption from certain provisions of the Act for several
of its other systems of records at 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 continue to apply to the incorporated records.
USPS 300.000
SYSTEM NAME:
Finance Records.
SYSTEM LOCATION:
Computer Operations Service Centers, Integrated Business Solutions
Services Centers, Accounting Service Centers, area and district
facilities, personnel offices, Headquarters, Post Offices, and
contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Debtors of USPS, including suppliers, customers, payees of money
orders, and current and former employees.
2. Individuals or entities to whom USPS makes payments for
materials and services received or expenses incurred in conjunction
with official USPS business.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Accounts receivable information: Debtor's name, contact
information; Social Security Number or Employee Identification Number;
invoice number, other invoice or claim information, and records
obtained from or disclosed to consumer reporting or credit reporting
agencies.
2. Accounts payable information: Creditors' name, contact
information; vendor identification number, tax identification number,
Social Security Number, or Employee Identification Number; and other
transaction details such as account, credit card, or financial
institution numbers, dates, amounts, and batch numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 404, 410, 1001, 1005, 1206, and 2008.
[[Page 22534]]
PURPOSE(S):
1. To facilitate debt collection by USPS.
2. To support payments to creditors of USPS.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 10 apply. In addition:
a. Disclosure of records about USPS customers who write
insufficient funds checks for USPS 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.
b. Disclosure of records about individuals indebted to USPS may be
made to the Office of Personnel Management (OPM) under an approved
computer matching program, but limited to those data elements
considered relevant to determine whether the indebted individual has
retirement funds available for setoff, collecting debts when funds are
available for setoff, and writing off debts determined to be
uncollectible.
c. Disclosure of records about individuals indebted to USPS may be
made to the Defense Manpower Data Center of the Department of Defense
under an approved computer matching program to identify and locate such
individuals in order to initiate collection of the debts through salary
and/or administrative offset procedures.
d. Disclosure of records about individuals indebted to USPS may be
made to the Internal Revenue Service under an approved computer
matching program to obtain the mailing address of a taxpayer in order
to locate the taxpayer to collect a debt owed to USPS.
e. Disclosure of records may be made to the Department of the
Treasury under Treasury Offset Program computer matching to establish
the identity of a current or former Postal Service Employee as an
individual owing a delinquent debt to another federal agency and to
offset the salary of or payments to the employee to repay that debt.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
Accounts receivable records are retrieved by debtor name, Social
Security Number, Employee Identification Number, or invoice number.
Accounts payable records are retrieved by creditor name, creditor
identification number, credit card number, financial institution
account number, transaction date, or batch number.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
Accounts receivable records are retained 3 years after the claim is
paid. Accounts payable records are retained 3 years beyond the end of
the fiscal year in which payment was made. Records existing on paper
are destroyed by burning, pulping, or shredding. Records existing on
computer storage media are destroyed according to the applicable USPS
media sanitization practice.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Finance (Controller), United States Postal Service,
475 L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
Inquiries about accounts receivable records must be submitted to
the pertinent USPS facility. Inquiries about accounts payable records
must be submitted to the system manager. Inquiries must include the
individual's full name and tax identification number or Social Security
Number.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Debtors and creditors; other systems of records; government travel
card vendor; employee-designated financial institutions; and other
federal agencies to which creditors have delinquent debts.
USPS 400.000
SYSTEM NAME:
Supplier and Tenant Records.
SYSTEM LOCATION:
USPS Headquarters; supply management offices; facilities service
offices; and area and district facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Suppliers; prospective suppliers; owners and tenants of real
property purchased or leased by USPS.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Supplier information: Records related to suppliers, such as
supplier name; Social Security Number or tax identification number;
business contact information; contract number; and other contract
information; fingerprint cards; and experience and qualifications to
provide services including principals' names and company descriptions.
2. Real property owner and tenant information: Records related to
compensation claims by occupants of property acquired by USPS,
including name and address of claimant, address of vacated dwelling,
and itemized expenses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401.
PURPOSE(S):
1. To administer contracts.
2. To determine supplier suitability for assignments requiring
access to mail.
3. To adjudicate claims by owners and tenants of real property
acquired by USPS.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1 through 9 apply.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Automated database, computer storage media, and paper.
RETRIEVABILITY:
Individual, business, lessor, or claimant name; contract name or
[[Page 22535]]
number, Social Security Number, tax identification number, business
contact information, or address of leased facility.
SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. Computers are protected by mechanical locks, card key
systems, or other physical access control methods. The use of computer
systems is regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software.
RETENTION AND DISPOSAL:
1. Unsuccessful proposals and architect/engineering questionnaires
are retained 1 year beyond contract award. Contract records are closed
at the end of the fiscal year in which they become inactive, and are
retained 6 years thereafter.
2. Contractor fingerprint records are retained 2 years beyond
contractor termination date.
3. Leased propert