Privacy Act of 1974; System of Records, 46027-46028 [2021-17648]

Agencies

• Postal Service

[Federal Register Volume 86, Number 156 (Tuesday, August 17, 2021)]
[Notices]
[Pages 46027-46028]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17648]


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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 an initiative that promotes innovation by issuing challenges 
and soliciting responses from participants through a crowd sourced 
solution.

DATES: These revisions will become effective without further notice on 
September 16, 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 innovation in its operations by way of crowd sourced 
solutions.

I. Background

    The Postal Service is seeking to reduce the cost and enhance the 
value of proposed solutions to problems faced by the organization that 
promote efficient and effective operation. As part of this initiative, 
USPS is soliciting collaborative methods to develop models, 
infrastructure, and innovation platforms to enhance USPS's 
capabilities. The objectives of this initiative will advance the 
mission of USPS by:

 Supporting USPS Technology Development and Applications
 Providing the ability to award prizes competitively to 
stimulate innovation

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

    The Postal Service is proposing to modify USPS SOR 400.000, 
Supplier and Tenant Records in support of an innovative approach for 
gathering feedback and ideas regarding challenges faced and topics of 
interest. USPS routinely encounters challenging science, technology, 
and engineering problems in the ordinary course of providing postal 
services. USPS is working with another federal agency with expertise in 
solving problems by way of crowd sourced solutions.
    USPS seeks to utilize that expertise to aid it in formulating and 
conducting challenges for crowd sourced solutions with the purpose of 
identifying problem sets that have objectives suitable for generating 
innovative solutions using a distributed innovation model. USPS will 
further this objective by sponsoring competitions and challenges to 
generate innovative solutions.
    Two new purposes have been added to USPS SOR 400.000, Supplier and 
Tenant Records, along with a new Category of Records and a record 
retention and disposal policy that pertain to records maintained by the 
crowd sourced initiative. The Postal Service will also change the name 
of the SOR from ``USPS SOR 400.000, Supplier and Tenant Records'' to 
``USPS SOR 400.000, Supplier Records, Tenant Records, and Records 
related to other Agreements'' to reflect the scope of information that 
will be maintained by this system of records.

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 this proposal. A report of 
the proposed revisions to this SOR 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 400.000 Supplier Records, Tenant Records, and Records related 
to other Agreements.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS Headquarters; supply management offices; facilities service 
offices; area and district facilities, and contractor sites.

SYSTEM MANAGER(S) AND ADDRESS:
    For contracting records: Vice President, Supply Management, United 
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    For contractor fingerprint screening records: Chief Postal 
Inspector, Inspection Service, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.
    For real property owner and tenant records: Vice President, 
Facilities, United States Postal Service, 475 L'Enfant Plaza SW, 
Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401 and 411.

PURPOSE(S):
    1. To administer contracts.
    2. To determine supplier suitability for assignments requiring 
access to mail.
    3. To adjudicate claims by owners and tenants of real property 
acquired by USPS.
    4. To facilitate registration for participation in innovative 
challenges sponsored by USPS.
    5. To provide an interactive forum that promotes innovation by 
challenging participants to gather ideas and relevant feedback about 
selected problems and topics using crowd sourced solutions.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Suppliers; prospective suppliers; owners and tenants of real 
property purchased or leased by USPS; participants in challenges 
sponsored by USPS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Supplier information: Records related to suppliers, such as 
supplier

[[Page 46028]]

name; Social Security Number or tax identification number; business 
contact information; contract number; and other contract information; 
fingerprint cards and experience and qualifications to provide services 
including principals' names and company descriptions.
    2. Real property owner and tenant information: Records related to 
compensation claims by occupants of property acquired by USPS, 
including name and address of claimant, address of vacated dwelling, 
and itemized expenses.
    3. Crowdsourcing Agreement Participant Records: First name, last 
name, email address, team name, organization name, team official 
representative or point of contact designation status, and password 
established during the registration process, idea text and relevant 
feedback responses to challenges regarding selected problems and 
topics, drawings, attachments, or documents associated with 
submissions.

RECORD SOURCE CATEGORIES:
    Contract employees or businesses; previous dwelling owner or tenant 
claimant; and USPS claims reviewers and adjudicators; feedback and 
ideas provided by participating teams or individuals in USPS sponsored 
challenges.

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.

STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN 
THE SYSTEM:
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, and paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Individual, business, lessor, or claimant name; contract name or 
number, Social Security Number, tax identification number, business 
contact information, or address of leased facility; individuals 
participating in challenges and teams or organizations participating in 
challenges.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Unsuccessful proposals and architect/engineering questionnaires 
are retained 1 year beyond contract award. Contract records are closed 
at the end of the fiscal year in which they become inactive and are 
retained 6 years thereafter.
    2. Contractor fingerprint records are retained 2 years beyond 
contractor termination date.
    3. Leased property records are closed at the end of the calendar 
year in which the lease or rental agreement expires or terminates and 
are retained 6 years and 3 months from that date.
    4. Real property owner and tenant records are retained 6 years 
unless required longer for litigation purposes.
    5. Participant registration information for challenges and 
participant responses to challenges are retained for 1 year after 
conclusion of challenge.
    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 Procedures and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system of records must address inquiries to the appropriate 
system manager. Inquiries about highway vehicle contracts must be made 
to the applicable USPS area office. Real property owner and tenant 
claimants must address inquiries to the same facility to which they 
submitted the claim. Inquiries must contain full individual or business 
name, Social Security Number, tax identification number, contract 
number, date of contract, or other pertinent identifying information.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    June 27, 2012, 77 FR 38342; April 29, 2005, 70 FR 22516.
* * * * *

Ruth B. Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2021-17648 Filed 8-16-21; 8:45 am]
BILLING CODE 7710-12-P