Privacy Act; System of Records, 2709-2712 [2021-00530]

Agencies

• Postal Service

[Federal Register Volume 86, Number 8 (Wednesday, January 13, 2021)]
[Notices]
[Pages 2709-2712]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-00530]


=======================================================================
-----------------------------------------------------------------------

POSTAL SERVICE


Privacy Act; System of Records

AGENCY: Postal Service\TM\.

ACTION: Notice of new system of records.

-----------------------------------------------------------------------

SUMMARY: The United States Postal ServiceTM 
(USPSTM) is proposing to create a new Customer Privacy Act 
System of Records (SOR) to support the implementation of enhanced 
scanning functionality at the USPS Mail Recovery Center (MRC) in order 
to improve the customer experience. The new SOR will

[[Page 2710]]

also bring related functions under one new SOR as described below.

DATES: These revisions will become effective without further notice on 
February 12, 2021, unless comments received on or before that date 
result in a contrary determination.

ADDRESSES: Comments may be submitted via email to the Privacy and 
Records Management Office, United States Postal Service Headquarters 
([email protected]). To facilitate public inspection, arrangements to 
view copies of any written comments received will be made 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 the creation of a new USPS Customer Privacy 
Act System of Records (SOR), USPS 830.100 Mail Recovery Center Search 
and Inventory System Records is needed to support the implementation of 
enhanced scanning functionality and to consolidate other related 
functions performed by the MRC under one SOR.

I. Background

    The Mail Recovery Center (MRC) receives USPS undeliverable mail, 
packages and other items that are characterized as being undeliverable 
as addressed (UAA). Some of the reasons that UAA mail, packages and 
items do not reach their destination include missing address or address 
components, inadequate postage, and incorrect or ``bad'' addresses that 
cannot be returned to sender. The Mail Recovery Center (MRC) receives 
USPS undeliverable mail, packages and items found within the Postal 
Service mail processing and delivery network. U.S. Postal Service 
policies and procedures related to processing and handling of 
undeliverable mail are outlined in the Administrative Support Manual 
(ASM), the Domestic Mail Manual (DMM) and the Postal Operations Manual 
(POM).
    The MRC processes undeliverable mail, packages, and items found 
loose in the mail that are sent to the MRC. The MRC processes and 
handles undeliverable mail in keeping with USPS policies and 
procedures. Those mail pieces and contents that meet established 
criteria for retention are entered into inventory through the Mail 
Recovery Center System (MRCS) application. USPS customers are able to 
initiate a search request to attempt to locate their missing mail or 
items, either by asking a USPS employee to enter a search form on their 
behalf in the MRCS application, or by directly submitting a Missing 
Mail search request via USPS.COM[supreg]. A daily matching process 
within the MRCS application attempts to match inventory items to search 
form requests, so that the undeliverable mail or missing item can 
either be returned to the sender or delivered to its intended 
destination. During this matching process, USPS customers receive 
periodic notifications via email or letter regarding the status of the 
search, including the outcome of an unsuccessful match.

II. Rationale for Creation of a New USPS Privacy Act Systems of Records

    Mail Recovery Center (MRC) records and the Mail Recovery Center 
System (MRCS) records have previously been covered by USPS SOR 830.000 
Customer Service and Correspondence. USPS SOR 830.100, Mail Recovery 
Center Search and Inventory System Records is being created to support 
the implementation of enhanced scanning functionality and to 
consolidate other related functions performed by the MRC, covering all 
records under one SOR.
    Some of the undeliverable letter mail sent to the MRC may 
potentially contain items of value such as checks, cash, and coins, 
requiring further processing and handling. Mail Recovery Center (MRC) 
operations currently use a technology solution and equipment for the 
downstream processing of undeliverable letter mail that may contain 
contents of potential value such as checks, cash, and coins. The MRC is 
working towards updating and implementing new scanner technology and 
software to capture a greater percentage of letter mail volume for 
customer returns and inquiries. This new technology will enhance the 
ability to capture images of lost checks in a digital format, then 
integrate the lost check process into similar processes currently used 
to search for other items held in inventory. The new scanner technology 
will enable the MRC to improve efficiency, reduce operating costs, and 
increase the capacity to scan and hold more images of letter mail in 
digital format. The implementation of this new technology supports the 
overall mission of the MRC by increasing the likelihood for returning 
missing mail to customers and improving the customer experience.
    The primary source of customer communication will be channeled 
through the MRCS missing mail search request application hosted on 
USPS.COM. Customers will have the ability to submit search requests 
specifically for missing letter mail, including checks. MRC operations 
will also be enhanced by increasing the ability to let customers know 
that their undeliverable check was received by the MRC, by sending them 
a redacted scanned image of the original check, and notifying them that 
the check has been shredded to preserve the confidentiality and privacy 
of their personal information.

III. Description of the New or Modified System of Records

    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, arguments or comments on this proposal. A 
report of the proposed new SOR has been sent to Congress and to the 
Office of Management and Budget (OMB) for their evaluations. The Postal 
Service does not expect this new system of records to have any adverse 
effect on individual privacy rights. The new USPS Customer System of 
Records is provided below in its entirety.

SYSTEM NAME AND NUMBER:
    USPS 830.100 Mail Recovery Center Search and Inventory System 
Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Mail Recovery Center System (MRCS), located in St. Louis, MO (IT 
operations in St. Louis Solutions Center). Applications and database 
servers are located in Eagan, MN.
    Customer letters and redacted images of scanned checks that are 
recovered in undeliverable mail are currently processed through the 
National Printing Center (Topeka Material Distribution Center, located 
in Topeka, KS), with servers located in Eagan, MN.

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

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 403, 404, and 39 U.S.C. 406.

PURPOSE(S) OF THE SYSTEM:
    1. To facilitate recovery of mailpieces and packages or mailpiece 
and package contents that are undeliverable as addressed or lost in the 
mail, by attempting to identify and provide notice to the intended 
recipient or sender.

[[Page 2711]]

    2. To alert customers about the status of missing mail search 
requests.
    3. To facilitate timely responses to customer inquiries and missing 
mail search requests and to foster a positive customer experience.
    4. To safeguard mailpieces and packages or mailpiece and package 
contents that are undeliverable as addressed and items that are found 
loose in the mail.
    5. To enable review and response services for customer inquiries 
related to reports of lost or missing mail pieces, packages, and their 
contents.
    6. To support the scanning and indexing of information obtained 
from the outside of undeliverable mail.
    7. To support the scanning and indexing of information and 
materials obtained from mail and package contents that are found in 
undeliverable mail and packages or loose in the mail.
    8. To facilitate the matching of descriptions of items and 
mailpieces in the MRC physical inventory with descriptions of items and 
mailpieces from missing mail search requests.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system contains records relating to residential customers, 
business customers, and government agencies or entities that have made 
inquiries or submitted missing mail requests about lost and missing 
mail or mailpiece contents.
    ``Customers'' are defined as any sender or intended recipient of 
undeliverable as addressed mail and packages, or any items that arrive 
at the MRC that have been identified as loose in the mail.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Mailer/Sender information: Customer name, mailing address, email 
address, phone and/or fax number, company name and contact information.
    2. Addressee/Sender information: Recipient name, mail address, 
email address, phone and/or fax number, and company name and contact 
information.
    3. Product and/or service use information: Product and/or service 
type, product numbers, technology specifications, quantity ordered, 
logon and product use dates and times, case number, pickup number, 
article number, ticket number, mail piece tracking/bar code number or 
numbers, missing mail search ID number, missing mail search request 
status; S10 13-character item identifier or any bilaterally agreed 
identifier (Customs Data).
    4. Customer preferences: Requested mode of contact
    5. Customer search request preferences: Individual customer 
preferences related to email and contact/mailing information
    6. Service inquiries and correspondence: Contact history; nature of 
inquiry, dates and times, comments, status, resolution, customer 
notifications, missing mail search requests, and USPS personnel 
involved.
    7. Description of mail contents.
    8. Scanned Images: Electronic files containing scanned images of 
mail piece contents captured for mail recovery purposes; and scanned 
images of mail piece contents uploaded and attached to missing mail 
search requests or checks recovered from undeliverable as addressed 
mail.
    9. Mailpiece data: Mail piece return address, destination address 
of mail piece; Intelligent Mail barcode (IMb); 11-digit delivery point 
ZIP Code; purchased service, and delivery status.
    10. Other mailing data: Information captured from the exterior of 
the mailpieces and packages, including postage amount, postmark 
information, destination of mailing, IMb, ZIP Code information and 
barcode, package label, Special Services label, article number, 
tracking number and permit numbers.
    11. MRCS Missing Mail search request: Sender mailing address, 
recipient mailing address, size and type of container or envelope used, 
identifying information such as the USPS Tracking number(s), the 
mailing date from the mailing receipt, or Click-N-Ship[supreg] label 
receipt, description of the contents, and pictures that could help in 
recognizing the item(s).

RECORD SOURCE CATEGORIES:
    Residential customers, business customers, and government agencies 
or entities that submit Missing Mail Search Requests. USPS employees 
and MRC personnel that respond to inquiries and search requests, or 
process undeliverable as addressed mail and items found loose in the 
mail,
    USPS employees who submit a Missing Mail Search Requests on behalf 
of the customer.
    MRC personnel who enter items into inventory for the purposes of 
finding a potential match to items submitted via Missing Mail Search 
Requests.
    Descriptions of physical items and/or mailpieces that have been 
entered into physical inventory by MRC personnel.
    MRCS records are comprised of:
     Descriptions of items and mailpieces in physical inventory 
that have arrived at the MRC and meet holding criteria.
     Descriptions of items and mailpieces from missing mail 
search requests.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 7., 10., and 11. apply, in 
addition:
    Records may also be disclosed to Joint Military Command contacts 
for the purposes of determining sender or recipients of undeliverable 
as addressed military mail (domestic and international).

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

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrievable by customer name, inquiry number, search 
request number, ZIP Code, and tracking numbers.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. All inventory (included scanned images) and missing mail search 
request data is considered active until the established expiration/
retention date of a mail piece in inventory PLUS an additional six 
months. After the additional six-month timeframe, data (inventory and 
missing mail search requests) will be archived for 3 years (minus 
attachments/images).
    2. After a match is made--All inventory and search request data is 
considered active for six months after a match is made. After the 
additional six-month timeframe, data (inventory and search requests) 
should be archived for 3 years (minus attachments/images).
    3. After the 3-year archive period, all inventory and missing mail 
search requests will be purged.
    4. Records existing on paper are destroyed by pulping or shredding. 
Records existing on computer storage media are destroyed according to 
the applicable USPS media sanitization practice.
    5. Unless otherwise specified, records are maintained indefinitely 
for missing mail search requests which do not have an expiration date.

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 the facility is limited to authorized personnel, who must be 
identified with a badge. The facility is not open to the public. Access 
to records is limited to individuals whose official duties require such 
access.

[[Page 2712]]

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. Access is controlled by logon ID and 
password. Online data transmissions are protected by encryption.
    MRC (On-site System Access and Facility Access)--Paper records, 
computers, and computer storage media are located in controlled-access 
areas under supervision of program personnel. 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. Online data transmissions are protected 
by encryption.
    Access to the MRC facility is limited to authorized personnel, who 
must be identified with a badge. The facility is not open to the 
public.
    Status of Missing Mail Search Requests are viewable by any USPS 
employee via the MRCS application. The information displayed contains 
no personally identifiable information and is limited to Missing Mail 
Search ID number, mailpiece tracking or barcode number, status of 
Missing Mail Search Request, date entered, date modified, submission 
method, Missing Mail Search Request expiration date, email notification 
history, and an indicator that a photo is or is not included in the 
search request (but the actual photo is not viewable).
    Missing Mail Search Requests submitted by USPS personnel on behalf 
of a customer via MRCS are accessible only by MRC employees.
    Records maintained in Mail Recovery Center System (MRCS) are only 
retrievable and viewable by MRC employees who need the information to 
perform their jobs.
    Missing Mail Search Requests submitted by customers via the Missing 
Mail Application at www.usps.com are accessible only by the customer 
who submitted the Missing Mail Search Request and MRC employees. This 
also includes Missing Mail Search Requests that have not yet been 
submitted (draft form), have been closed, or have not yet been 
fulfilled.
    Any internal USPS requests for a specific Missing Mail Search 
Request must be accompanied by the customer's expressed consent.

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 ACCESS PROCEDURES:
    See Notification Procedure and Record Access Procedures.

NOTIFICATION PROCEDURES:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries to the system manager 
in writing. Inquiries should include name, address, email address and 
other identifying information that confirms the requestor's identity.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

Ruth Stevenson,
Chief Counsel, Federal Compliance.
[FR Doc. 2021-00530 Filed 1-12-21; 8:45 am]
BILLING CODE 7710-12-P