Privacy Act: Modified System of Records, 29492-29497 [2020-10462]

Agencies

• Postal Service

[Federal Register Volume 85, Number 95 (Friday, May 15, 2020)]
[Notices]
[Pages 29492-29497]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-10462]


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POSTAL SERVICE


Privacy Act: Modified System of Records

AGENCY: Postal Service\TM\.
SUMMARY: The United States Postal ServiceTM 
(USPSTM) is proposing to revise four General Privacy Act 
Systems of Records (SOR). These changes are being made to support the 
administration of the USPS fleet card program.

DATES: These revisions will become effective without further notice on 
June 15, 2020, unless, in response to comments received on or before 
that date result in a contrary determination.

ADDRESSES: Comments may be mailed or delivered to the Privacy and 
Records Management Office, United States Postal Service, 475 L'Enfant 
Plaza SW, Room 1P830, 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: Janine Castorina, Chief Privacy and 
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].

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 Service has determined that USPS General Privacy Act 
Systems of Records (SORs), 100.100 Recruiting, Examining, and Placement 
Records, 100.400, Personnel Compensation and Payroll Records, 100.500, 
Personnel

[[Page 29493]]

Resource Management Records, and 500.100, Carrier and Vehicle Operator 
Records should be revised to support the administration of the USPS 
fleet card program that is used to purchase commercial fuel and oil, 
maintenance repair, polishing and washing, servicing, shuttling, and 
towing services.
    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 revisions has been sent to Congress and to the Office of 
Management and Budget for their evaluations. The Postal Service does 
not expect these amended systems of records to have any adverse effect 
on individual privacy rights.
    The notices for USPS SORs 100.100 Recruiting, Examining, and 
Placement Records, 100.400, Personnel Compensation and Payroll Records, 
100.500, Personnel Resource Management Records, and 500.100, Carrier 
and Vehicle Operator Records, provided below in their entirety, are as 
follows:

SYSTEM NAME AND NUMBER:
    USPS 100.100 Recruiting, Examining, and Placement Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Pre-employment investigation records are located at USPS Human 
Resources (HR) 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 HR 
offices, Headquarters, Human Resources Shared Services Center, 
Integrated Business Solutions Services Centers, the Bolger Center for 
Leadership Development, the National Center for Employee Development, 
and contractor locations.

SYSTEM MANAGER(S):
    Vice President, Employee Resource Management, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 410, 1001, 1005, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To determine suitability for employment.
    2. To provide managers, HR personnel, and medical officers with 
information for recruiting and recommending appointment of qualified 
individuals.
    3. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees, applicants for employment, and 
potential applicants with candidate profiles.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Applicant, potential applicants with candidate profiles, and 
employee information: Name(s), Social Security Number(s), Candidate 
Identification Number, Employee Identification Number, date(s) of 
birth, postal assignment or vacancy/job posting history information, 
work contact information, home address(es) and phone number(s), 
personal email address, finance number(s), duty location, pay location, 
and Fuel Purchase Fleet Card Personal Identification Number (PIN).
    2. Pre-employment investigation information: Records compiled by 
USPS, including criminal, employment, military, and driving records; 
drug screening and medical assessment results. Also includes Special 
Agency Check with Inquiries (SACI) and National Agency Check with 
Inquiry (NACI): Investigative records requested by USPS and compiled by 
the Office of Personnel Management (OPM) for newly hired employees, 
including postal inspectors' investigative reports.
    3. Recruiting, examining, and placement information: Records 
related to candidate profiles, applications, test results, interview 
documentation, and suitability screening.

RECORD SOURCE CATEGORIES:
    Applicants; potential applicants with candidate profiles; 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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    By applicant or employee name, Social Security Number, Candidate 
Identification Number, Employee Identification Number, duty or pay 
location, or posting/vacancy to which application was made, and Fleet 
Card Personal Identification Number (PIN).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Pre-employment 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. Candidate information and Candidate Identification Number are 
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and 
information supplied by applicant/employee in response to the vacancy 
posting, are retained 5 years. Employment registers are retained 10 
years. Certain forms related to a successful applicant are filed in the 
electronic Official Personnel Folder as permanent records.
    3. Paper examining answer sheets are retained 6 months; and 
computer media copies are retained 10 years. Scanned Maintenance 
Selection System forms are retained 10 years, and related hiring lists 
are retained 5 years.
    4. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 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.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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,

[[Page 29494]]

terminal and transaction logging, and file management software.

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 Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system must address inquiries to Human Resources Shared 
Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries 
must include full name, Candidate Identification Number (as provided 
during the application process) or Employee Identification Number, name 
and address of facility where last employed, and dates of USPS 
employment or date of application.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    February 25, 2019, 84 FR 6022; July 19, 2013, 78 FR 43247; June 17, 
2011, 76 FR 35483; April 29, 2005, 70 FR 22516.

SYSTEM NAME AND NUMBER:
    USPS 100.400 Personnel Compensation and Payroll Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS Area and District Human Resources offices, the Human Resources 
Shared Services Center, Integrated Business Solutions Services Centers, 
Computer Operations Services Centers, Accounting Services Centers, 
other area and district facilities, Headquarters, contractor sites, and 
all organizational units.

SYSTEM MANAGER(S):
    Chief Human Resource Officer and Executive Vice President, United 
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Employee Resource Management, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Controller, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

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) OF THE SYSTEM:
    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 and employee contests.
    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.
    9. To support statistical research and reporting.
    10. To generate W-2 and 1095-C information for use with external 
third party tax preparation services at the request of the individual 
employee.
    11. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. Current and former USPS employees and postmaster relief/leave 
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, ACE ID, date(s) of birth, 
postal assignment information, work contact information, home 
address(es) and phone number(s), finance number(s), occupation code, 
occupation title, duty location, and pay location, and Fuel Purchase 
Fleet Card Personal Identification Number (PIN).
    2. Compensation and payroll information: Records related to 
payroll, annual salary, hourly rate, Rate Schedule Code (RSC) or pay 
type, payments, deductions, compensation, and benefits; uniform items 
purchased; proposals and decisions under monetary awards; suggestion 
programs and contests; injury compensation; monetary claims for 
personal property loss or damage; and garnishment of wages.

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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND 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

[[Page 29495]]

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 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.
    h. 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.
    i. 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.
    j. 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.
    k. Disclosure of employment and wage data records about current 
Postal Service employees may be made to the Bureau of Labor Statistics 
for use in their Occupational Employment Statistics program for the 
purpose of developing estimates of the number of jobs in certain 
occupations, and estimates of the wages paid to them.
    l. Disclosure of W-2 and 1095-C tax information records to external 
third party tax preparation services.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, Social Security Number, Employee Identification 
Number, Fuel Purchase Fleet Card Personal Identification Number (PIN), 
or duty or pay location.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    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 monetary awards with a status that they have been 
processed, failed processing, cancelled, or reported (Service Award 
Pins, Retirement Service Awards, Posthumous Service Awards) are 
retained 7 years, as payroll records would have been affected/
processed. Records of award submissions with the status approved, 
deleted, or as a draft are retained 31 days, as payroll records would 
not have been affected/processed.
    4. Records of employee-submitted ideas are maintained for 90 days 
after being closed.
    5. 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.
    6. Monetary claims records are retained 3 years.
    7. Automated records of garnishment cases are retained 6 months. 
Records located at a Post Office are retained 3 years.
    8. Overtime administrative records are retained for 7 years.
    9. Tax preparation records are limited to an employee's previous 
year's wages, tax documentation, and health insurance coverage as 
required by the Affordable Care Act.
    10. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 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.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.

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 Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    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, 
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.

[[Page 29496]]

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    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.

HISTORY:
    February 25, 2019, 84 FR 6022; February 23, 2017, 82 FR 11489; June 
17, 2011, 76 FR 35483; March 2, 2015, 80 FR 11241

SYSTEM NAME AND NUMBER:
    USPS 100.500 Personnel Resource Management Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Post Offices; area and district facilities; Human Resources and 
Operations, Headquarters; and Computer Operations Service Centers.

SYSTEM MANAGER(S):
    Vice President, Employee Resource Management, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Logistics, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

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) OF THE SYSTEM:
    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.
    3. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee information: Name, home address, Social Security 
Number, employee identification number(s), postal assignment 
information, work contact information, finance number(s), duty 
location, and pay location, and Fleet Purchase Fleet Card Personal 
Identification Number (PIN).
    2. Employee resource management information: Records related to 
workload, productivity, scheduling, availability, and absences, 
including family medical leave absences.

RECORD SOURCE CATEGORIES:
    Employees; employees' supervisor or manager; and other systems of 
records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, digital files, and 
paper files.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, Social Security Number, employee identification 
number(s), route number, duty or pay location, pay period or Fuel 
Purchase Fleet Card Personal Identification Number (PIN).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Resource management records related to leave application, time and 
attendance, and light duty status are retained 3 years. Family and 
Medical Leave Records are retained 5 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. Records pertaining to the USPS fuel 
fleet card purchase program are retained for 10 years.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.

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 Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    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, 
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.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    June 17, 2011, 76 FR 35483, June 27, 2012, 77 FR 38342.

SYSTEM NAME AND NUMBER:
    USPS 500.100 Carrier and Vehicle Operator Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Headquarters; area and district facilities; processing and 
distribution centers; bulk mail centers; vehicle maintenance 
facilities; Post Offices; Integrated Business Solutions Services 
Centers; Accounting Service Centers; contractor or licensee locations; 
and facilities employing persons under a highway vehicle contract.

SYSTEM MANAGER(S):
    Vice President, Delivery and Retail Operations, United States 
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.

[[Page 29497]]

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 403, 404, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To reimburse carriers who use privately owned vehicles to 
transport the mail pursuant to a contractual agreement.
    2. To evaluate delivery and collection operations and to administer 
these functions.
    3. To provide local Post Office managers, supervisors, and 
transportation managers with information to assign routes and vehicles, 
and to adjust workload, schedules, and type of equipment operated.
    4. To determine contract vehicle operator suitability for 
assignments requiring access to mail.
    5. To serve as a basis for vehicle operator corrective action and 
presentation of safe driving awards.
    6. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. City Letter carriers.
    2. Current and former USPS employees who operate or maintain USPS-
owned or leased vehicles.
    3. Contract highway vehicle operators.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Carrier information: Records related to letter carriers, 
including carrier's name, home address, Social Security Number, 
Employee Identification Number, postal assignment information, work 
contact information, finance number(s), duty location, pay location, 
route number and work schedule, and effective date of agreement for use 
of a privately owned vehicle to transport the mail, if applicable.
    2. Vehicle operator information: Records of employees' operation or 
maintenance of USPS-owned or leased vehicles, including employee name, 
home address, Social Security Number, Employee Identification Number, 
age, postal assignment information, work contact information, finance 
number(s), duty location, pay location, work schedule, Fuel Purchase 
Fleet Card Personal Identification Number (PIN), and other records of 
vehicle operation and maintenance.
    3. Highway vehicle contract employee information: Records related 
to contract employee name, Social Security Number, address and 
employment history, driver's license number, and contract assignment 
information.

RECORD SOURCE CATEGORIES:
    Employees; contractors; carrier supervisors; route inspectors; and 
state motor vehicle departments.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, and paper.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    By name, Social Security Number, Employee Identification Number, 
pay location, Postal Service facility name, route number, vehicle 
number, or Fuel Purchase Fleet Card Personal Identification Number 
(PIN).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Route inspection records and minor adjustment worksheets are 
retained 2 years where inspections or minor adjustments are made 
annually or more frequently. Where inspections are made less than 
annually, records are retained until a new inspection or minor 
adjustment, and an additional 2 years thereafter.
    2. Statistical engineering records are retained 5 years, and may be 
retained further on a year-to-year basis.
    3. Agreements for use of a privately owned vehicle are retained 2 
years. Post office copies of payment authorizations are retained 90 
days. Vehicle records are maintain for the life of the vehicle.
    4. Records of employees who operate or maintain USPS vehicles are 
retained 4 years.
    5. Records of highway vehicle contract employees are retained 1 
year after contract expiration or contract employee termination.
    6. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 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.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.

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 Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Current and former employees, and highway vehicle contract 
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. Requests must include full name, 
Social Security Number or Employee Identification Number, and, where 
applicable, the route number and dates of any related agreements or 
contracts.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    June 27, 2012, 77 FR 38342.

Joshua J. Hofer,
Attorney, Federal Compliance.
[FR Doc. 2020-10462 Filed 5-14-20; 8:45 am]
BILLING CODE 7710-12-P