Privacy Acy; Modified System of Records, 33210-33211 [2020-11640]

Agencies

• Postal Service

[Federal Register Volume 85, Number 105 (Monday, June 1, 2020)]
[Notices]
[Pages 33210-33211]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-11640]


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POSTAL SERVICE


Privacy Acy; Modified System of Records

AGENCY: Postal Service\TM\.

ACTION: Notice of a modified system of records.

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SUMMARY: The United States Postal Service\TM\ (USPS\TM\) is proposing 
to revise a General Privacy Act Systems of Records. These updates are 
being made to facilitate the implementation of web-based conferencing 
applications.

DATES: These revisions will become effective without further notice on 
July 1, 2020, 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 Management Office, United States Postal Service, 475 L'Enfant 
Plaza SW, Room 1P830, Washington, DC 20260-1101. Copies of all written 
comments will be made available for public inspection upon request.

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 General Privacy Act Systems 
of Records (SORs), USPS 500.000, Property Management Records should be 
revised to support the implementation of web-based conferencing 
applications with enhanced functionality. These applications will 
further encourage collaboration, promote meeting efficiency, and 
facilitate the sharing of information.
    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 notice for USPS 500.000, Property 
Management Records provided below in its entirety, is as follows:

SYSTEM NAME AND NUMBER:
    USPS 500.000, Property Management Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    All USPS facilities.

SYSTEM MANAGER(S):
    For records of accountable property, carpool membership, and use of 
USPS parking facilities: Vice President, Facilities, United States 
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    For records of building access and Postal Inspector computer access 
authorizations: Chief Postal Inspector, Inspection Service, United 
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    For other records of computer access authorizations: Chief 
Information Officer and Executive Vice President, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401.

PURPOSE(S) OF THE SYSTEM:
    1. To ensure personal and building safety and security by 
controlling access to USPS facilities.
    2. To ensure accountability for property issued to persons.
    3. To assign computer logon IDs; to identify USPS computer users to 
resolve their computer access problems by telephone; and to monitor and 
audit the use of USPS information resources as necessary to ensure 
compliance with USPS regulations.
    4. To enable access to the USPS meeting and video web conferencing 
application.
    5. To enhance your online meeting experience by utilizing enhanced 
features and functionality, including voluntary polling to gather 
responses from attendees to generate reports or the interactive chat 
feature.
    6. To facilitate information sharing and cross-functional 
participation.
    7. To share your personal image via your device camera during 
meetings and web conferences, if you voluntarily choose to turn the 
camera on, enabling virtual face-to-face conversations.
    8. To authenticate user identity for the purpose of accessing USPS 
information systems.
    9. To provide parking and carpooling services to individuals who 
use USPS parking facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. Individuals who are granted regular access to USPS facilities 
through the issuance of a building access badge, or who are assigned 
accountable property.
    2. Individuals with authorized access to USPS computers and 
information resources, including USPS employees, contractors, and other 
individuals; Individuals participating in web-based meetings and video 
conferences.
    3. Individuals who are members of carpools with USPS employees or 
otherwise regularly use USPS parking facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Building access information: Records related to issuance of 
building access badges, including name, Social Security Number, 
Employee Identification Number, date of birth, photograph, postal 
assignment information, work contact information, finance number(s), 
duty location, and pay location.
    2. Property issuance information: Records related to issuance of 
accountable USPS property, equipment, and controlled documents, 
including name, Social Security Number, equipment description, 
equipment serial numbers, and issuance date.
    3. Computer access authorization information: Records related to 
computer users, including logon ID, Social Security Number, Employee 
Identification Number, or other assigned identifier, employment status 
information or contractor status information, and extent of access 
granted.
    4. Session data from web-based meetings and web conferences: 
Participant name, participant's webcam-generated image (including 
presenters), recorded participant audio, video, and shared meeting 
screen content, chat interaction, polling questions and associated 
responses, participant join

[[Page 33211]]

time and leave time, meeting duration, participant location, and 
participant media hardware information.
    5. Historical device usage data from web-based meetings and web 
conferences: Device type (such as mobile, desktop, or tablet), Device 
Operating System, Operating System Version, MAC address, and IP 
address.
    6. Identity verification information: Question, answer, and email 
address.
    7. Carpool and parking information: Records related to membership 
in carpools with USPS employees or about individuals who otherwise 
regularly use USPS parking facilities, including name, space number, 
principal's and others' license numbers, home address, and contact 
information.

RECORD SOURCE CATEGORIES:
    Employees; contractors; subject individuals; and other systems of 
records.

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 STORAGE OF RECORDS:
    Automated database, computer storage media, and paper.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    1. Records about building access and issuance of accountable 
property are retrieved by name, Social Security Number, or Employee 
Identification Number.
    2. Records about authorized access to computer and information 
resources are retrieved by name, logon ID, Employee Identification 
Number, or other unique identifier of the individual.
    3. Report and tracking data created during web-based meetings and 
video conferences that pertain to individual participants, content 
shared, conference codes and other relevant session data and historical 
device usage data are retrieved by meeting ID, host name or host email 
address.
    4. Media recordings created during web-based meetings and video 
conferences are retrieved by meeting ID, host name or host email 
address.
    5. Records of carpools and parking facilities are retrieved by 
name, ZIP Code, space number, or parking license number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Building access and accountable property records are retained 
until termination of access or accountability.
    2. Records of computer access privileges are retained 1 year after 
all authorizations are cancelled.
    3. Report and tracking data created during web-based meeting and 
video conferences, such as other relevant session data and historical 
device usage data, are retained for twenty-four months.
    4. Web-based meeting or video session recordings are retained for 
twenty-four months.
    5. Records of carpool membership and use of USPS parking facilities 
are retained 6 years.
    6. 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 266.5.

CONTESTING RECORD PROCEDURES:
    See Notification Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Inquiries for records about building access, accountable property, 
carpool membership, and use of USPS parking facilities must be 
addressed to the facility head. Inquiries about computer access 
authorization records must be directed to the Manager, Corporate 
Information Security, 475 L'Enfant Plaza SW, Suite 2141, Washington, DC 
20260. For Inspection Service computer access records, inquiries must 
be submitted to the Inspector in Charge, Information Technology 
Division, 2111 Wilson Blvd., Suite 500, Arlington, VA 22201. Inquiries 
must include full name, Social Security Number or Employee 
Identification Number, and period of employment or residency at the 
location.

EXEMPTIONS PROMULGATED FROM THIS SYSTEM:
    None.

HISTORY:
    April 11, 2014, 79 FR 20249; June 27, 2012, 77 FR 38342; June 17, 
2011, 76 FR 35483; April 29, 2005, 70 FR 22516.

Joshua J. Hofer,
Attorney, Federal Compliance.
[FR Doc. 2020-11640 Filed 5-29-20; 8:45 am]
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