Privacy Act of 1974, System of Records, 22516-22560 [05-8444]

Agencies

• Postal Service

[Federal Register Volume 70, Number 82 (Friday, April 29, 2005)]
[Notices]
[Pages 22516-22560]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-8444]



Federal Register / Vol. 70, No. 82 / Friday, April 29, 2005 / 
Notices

[[Page 22516]]


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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

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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

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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 www.usps.com Registration is amended and renumbered as 
810.100 www.usps.com Registration.
    510.200 www.usps.com Ordering, Payment, and Fulfillment is amended 
and renumbered as 810.200 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

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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 www.usps.com Registration
810.200 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 
shr