Privacy Act of 1974; System of Records, 30289-30291 [2015-12672]

Agencies

• Postal Service

[Federal Register Volume 80, Number 101 (Wednesday, May 27, 2015)]
[Notices]
[Pages 30289-30291]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-12672]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal ServiceTM.

[[Page 30290]]


ACTION: Notice of modification to existing system of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is 
proposing to modify a General Privacy Act System of Records (SOR) to 
support the collection of additional information related to the Equal 
Employment Opportunity (EEO) discrimination complaint and appeals 
processes.

DATES: These revisions will become effective without further notice on 
June 26, 2015 unless comments received on or before that date result in 
a contrary determination.

ADDRESSES: Comments may be mailed or delivered to the Privacy and 
Records Office, United States Postal Service, 475 L'Enfant Plaza SW., 
Room 9517, Washington, DC 20260-1101. 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: Matthew J. Connolly, Chief Privacy 
Officer, Privacy and Records Office, 202-268-8582 or privacy@usps.gov.

SUPPLEMENTARY INFORMATION: This notice is in accordance with the 
Privacy Act requirement that agencies publish their systems of records 
in the Federal Register when there is a revision, change, or addition, 
or when the agency establishes a new system of records. The Postal 
ServiceTM has determined that one General Privacy Act System 
of Records should be revised to modify categories of individuals 
covered by the system, categories of records in the system, purpose(s), 
safeguards, system manager(s) and address, retention and disposal, 
notification procedure, and record source categories.

I. Background

    The EEO process is a critical component of the Postal Service's 
efforts towards eliminating discrimination, facilitating dialogue, 
responding to employee concerns, and ensuring accountability. The 
Postal Service is responsible for oversight, implementation, and 
compliance with federal laws and regulations covering equal employment 
opportunity. To promptly and effectively resolve EEO complaints, the 
Postal Service will be revising its EEO forms to include the collection 
of employee personal contact information and Veteran's Preference 
eligibility.

II. Rationale for Changes to USPS Privacy Act Systems of Records

    The Postal Service is proposing modifications to SOR 200.000. 
``Categories of individuals'' is being amended to include contractors 
and individuals interested in providing contract investigative services 
for EEO complaints. This change is attributed to the development of the 
National EEO Investigative Service Office (NEEOISO), which now retains 
contractors that provide mediation, investigation, and final agency 
decision writer services that were previously provided by one or more 
Alternative Dispute Resolution (ADR) providers. Records pertaining to 
USPS employees who are candidates considered by promotion boards for an 
EEO staff position will be deleted because this information is now 
collected and maintained by the Human Resources Shared Service Center 
(HRSSC). All EEO promotion assignment considerations records are 
located at the HRSSC, covered under Privacy Act System of Records 
100.200, Employee Performance Records, and available to EEO staff 
through the HRSSC database. ``Categories of records'' is being amended 
to reflect that the Postal Service will now collect additional 
information from employees and contractors involved in EEO 
discrimination complaints. The information will include the 
individuals' home address(es), phone number(s), email address(es), and 
Veteran's Preference eligibility. The collection of personal contact 
information will allow for employees and contractors to be contacted 
when it is most convenient for them, and the Veteran's Preference 
eligibility information will assist with determining if the same 
complaint was filed with the Merit Systems Protection Board (MSPB). The 
Postal Service is also adding contractor provider information and will 
collect information related to mediation service providers, contract 
investigators, and contract final agency decision writers.
    ``Purpose(s)'' is being modified to clarify the specific types of 
contractors that provide EEO resolution services that were previously 
performed by alternative dispute resolution (ADR) providers before the 
development of the NEEOISO. ``Safeguards'' is being updated to inform 
that computers are maintained in offices that can be locked and are 
also protected by User IDs and passwords. ``Notification Procedures'' 
is being amended to explain where inquiries should be submitted for 
complaint case records and arbitration records concerning EEO claims 
filed by field, Headquarter, Headquarter Field Unit, and Inspection 
Service employees.

III. Description of Changes to Systems of Records

    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the proposed modifications has been sent to Congress and to the Office 
of Management and Budget for their evaluations. The Postal Service does 
not expect this amended system of records to have any adverse effect on 
individual privacy rights. The affected system is as follows: USPS 
200.000
    System Name: Labor Relations Records.
    Accordingly, for the reasons stated, the Postal Service proposes 
changes in the existing system of records as follows:
USPS 200.000

SYSTEM NAME:
    Labor Relations Records
* * * * *

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM
    [CHANGE TO READ]
    1. Current and former USPS employees, applicants for employment, 
third-party complainants, and mediators (other federal agency employees 
or contract employees) involved in EEO discrimination complaints and 
complaint processing.
    2. USPS employees and contractors involved in labor arbitration.
    [TEXT TO BE DELETED]
    3. USPS employees who are candidates considered by promotion boards 
for an EEO staff position.
    [CHANGE TO READ]
    3. Individuals and organizations interested in providing 
alternative dispute resolution (ADR) services to all disputes, except 
those arising under USPS collective bargaining agreements.
    4. Current providers and individuals interested in providing 
contract investigative services for EEO complaints and contract 
services for drafting final agency decisions concerning EEO complaints.

CATEGORIES OF RECORDS IN THE SYSTEM
    [CHANGE TO READ]
    1. EEO discrimination complaint case information: Individuals' 
names, Social Security Numbers, Employee Identification Number, postal 
assignment information, work contact information, home address(es) and 
phone number(s), email address(es), Veteran's Preference eligibility, 
finance number(s), duty location(s), case number, and other complaint, 
counseling, investigation, hearing, an appeal information describing 
the case.

[[Page 30291]]

    2. Labor arbitration information: Records related to labor 
arbitration proceedings in which USPS is a party.
    [TEXT TO BE DELETED]
    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.
    [CHANGE TO READ]
    3. Contractor provider information: Records related to mediation 
providers, contract investigators, and contract final agency decision 
writers including name of individual or entity, contact information, 
capabilities, and performance.
* * * * *

PURPOSE(S)
* * * * *
    [TEXT TO BE DELETED]
    3. To accomplish EEO staff selection.
    [CHANGE TO READ]
    3. To determine mediation service provider, contract investigator, 
and final agency decision writer qualifications.
* * * * *

SAFEGUARDS
    [CHANGE TO READ]
    Paper records and computer storage media are located in secure file 
cabinets within locked rooms or within locked filing cabinets. 
Computers are maintained in offices or rooms that can be locked when 
users are not present and their contents are protected by user IDs and 
passwords. 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
    [CHANGE TO READ]
    1. EEO discrimination complaint case records: Precomplaint records 
are retained for 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 
for 4 years. Copies of official files are retained for 1 year. 
Background documents not in official files are retained for 2 years. 
Records of closed cases on computer storage media are removed for 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 for 5 years from the date of final 
decision. National-level contract interpretation cases and court 
actions are retained for 15 years from the date of expiration of the 
agreement.
    3. EEO staff selection records: Staff selection records are 
retained for 3 years from the date the position became vacant.
    4. ADR provider records: Records of active providers are retained 
for 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 for 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
    [CHANGE TO READ]
    Vice President, Labor Relations, United States Postal Service, 475 
L'Enfant Plaza SW., Washington, DC 20260.
    [TEXT TO BE DELETED]
    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
    [CHANGE TO READ]
    Inquires about EEO discrimination complaint case records regarding 
claims filed by field employees must be submitted to the Manager, EEO 
Compliance and Appeals, located in the appropriate Regional Office, 
Eastern and Northeast Areas (Region 4)--8 Griffin Road North, Windsor 
CT 06095-1578, Southern and Capital Metro Areas (Region 3)--225 North 
Humphreys Blvd., Memphis TN 38166-0978, Southern and Great Lakes Areas 
(Region 2)--P.O. Box 223863, Dallas TX 75222-3663, and Pacific and 
Western Areas (Region 1)--P.O. Box 880546, San Francisco CA 94188-0546. 
Inquiries regarding claims filed by employees at Postal Service 
Headquarters and Headquarter Field Units and employees of the 
Inspection Service must be submitted to the Headquarters National EEO 
Compliance and Appeals Office at 475 L'Enfant Plaza SW., Washington DC 
20260-4101. Inquiries must include complaint name, complainant Social 
Security Number or Employee Identification Number, location, and case 
number and year. Inquiries about labor arbitration records, mediator 
provider, contract investigator, and contract final agency decision 
writer records must be submitted to the system manager.
* * * * *

RECORD SOURCE CATEGORIES
    [CHANGE TO READ]
    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 mediation provider, contract investigator, and final 
agency decision writer records, the service contract provider.
* * * * *

Stanley F. Mires,
Attorney, Federal Compliance.
[FR Doc. 2015-12672 Filed 5-26-15; 8:45 am]
 BILLING CODE 7710-12-P