Privacy Act of 1974; System of Records, 44060-44062 [2021-17117]

Agencies

• Postal Service

[Federal Register Volume 86, Number 152 (Wednesday, August 11, 2021)]
[Notices]
[Pages 44060-44062]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17117]


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POSTAL SERVICE


Privacy Act of 1974; 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[supreg] (Postal Service) is 
proposing to modify a General Privacy Act System of Records (SOR) to 
support the implementation of an online tool that will be used by the 
Government Relations and Public Policy department within the Postal 
Service to more effectively manage relationships with Congressional, 
federal, and state officials.

DATES: These revisions will become effective without further notice on 
September 10, 2021, unless, in response to 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 is proposing revisions to an existing system of records (SOR) 
to support the implementation of an online tool that will be used to 
track meetings and interactions for the Government Relations and Public 
Policy department within the Postal Service.

I. Background

    The Government Relations and Public Policy (GRPP) department is 
responsible for managing public policy issues at all levels. This 
includes legislation and other policies affecting the Postal Service, 
as well as developing public policy strategy, tactics and messaging, 
and serving as the primary representative with Congress, the Executive 
Branch, and other government leaders. GRPP is implementing the use of 
an online tool used by public policy professionals across all 
industries to manage relationships with Congressional, federal, and 
state officials. The online tool also provides public policy 
professionals with enhanced legislative and public policy research and 
analysis tools. GRPP will primarily use the online tool to research and 
track legislative and public policy actions of members of Congress and 
Congressional committees to determine if such action could impact the 
Postal Service. Additionally, GRPP will use the communications features 
of the tool to send educational and advocacy information to members of 
Congress and their staff, and to track the number of engagements with 
members of Congress and their staff for internal reporting purposes. 
GRPP will also enter notes in the tool to memorialize details of 
engagements with members of Congress and Congressional staff that will 
be maintained to provide historical perspectives to all GRPP personnel 
who may be involved in future engagements with the same officials.

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

    The Postal Service is proposing to modify USPS SOR 100.200 Employee 
Performance Records to support the implementation of an online tool by 
the GRPP department that will be used to more effectively manage 
relationships with Congressional, federal, and state officials. 
Implementation of the use of the online tool is expected to enhance 
legislative and public policy research, tracking and analysis 
capabilities, gain better insights on GRPP's Congressional engagements, 
and to enhance the ability for more centralized and trackable delivery 
of information to Congress.
    A new Purpose is being added to SOR 100.200, Employee Performance 
Records, along with a new Category of Records and record retention and 
disposal policy that pertain to records maintained by the online tool. 
The Postal Service is also proposing administrative changes for system 
managers within the SOR to reflect recent organizational changes.

III. Description of the Modified System of Records

    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on

[[Page 44061]]

this proposal. A report of the proposed revisions to USPS SOR 100.200, 
Employee Performance Records, has been sent to Congress and to the 
Office of Management and Budget for their evaluations. The Postal 
Service does not expect this modified system of records to have any 
adverse effect on individual privacy rights. Accordingly, for the 
reasons stated above, the Postal Service proposes revisions to this 
system of records as follows:

SYSTEM NAME AND NUMBER:
    USPS 100.200 Employee Performance Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS facilities where employee performance is evaluated or 
measured.

SYSTEM MANAGER(S):
    Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Government Relations and Public Policy, 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 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.
    4. To document USPS Business interactions and meetings for 
historical purposes.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former USPS employees, including supervisors and 
managers who are responsible for a work location.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee information: Name, Social Security Number, Employee 
Identification Number, postal assignment information, work contact 
information, username, email address, finance number(s), duty location, 
and pay location.
    2. Employee performance information: Records related to individual 
performance evaluation; reports about supervisors and managers who are 
responsible for a work location; employee recognition; and safe driver 
awards.
    3. USPS Business information: Records maintained regarding an 
employee's use of record tracking system; records maintained regarding 
employee's participation and/or presence representing the USPS in 
meetings and discussions; information regarding USPS meetings, such as 
time, place, topics discussed, and attendees.

RECORD SOURCE CATEGORIES:
    Employees and employees' supervisor or manager.

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

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By employee name, email address, username, Social Security Number, 
Employee Identification Number, or duty or pay location.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Pay for performance evaluation records are retained 5 years. 
Individual performance evaluations are retained 5 years or until 
separation of the employee, whichever comes first.
    2. Incentive award records are retained 7 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 in the OPF or eOPF) are retained 2 years.
    3. Employee survey records are retained 5 years.
    4. Safe Driver Award records are retained 2 years from date of 
separation, expiration of license, rescission of authorization, 
transfer of driver into a nondriving status, or other transfer, 
whichever comes first.
    5. Active employee data is retained until the employee no longer is 
active or has access to the tracking system; USPS business information 
which may contain employee names is retained indefinitely for 
historical purposes.
    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.

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 Human Resources or Government Relations and Public Policy, 
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.

[[Page 44062]]

HISTORY:
    June 17, 2011, 76 FR 35483; April 29, 2005, 70 FR 22516.

Ruth B. Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2021-17117 Filed 8-10-21; 8:45 am]
BILLING CODE 7710-12-P