Privacy Act of 1974; System of Records, 12500-12502 [2022-04532]

Agencies

• Postal Service

[Federal Register Volume 87, Number 43 (Friday, March 4, 2022)]
[Notices]
[Pages 12500-12502]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-04532]


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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\TM\ (USPS\TM\) is proposing 
to modify a General Privacy Act System of Records to support the 
collection and administration of records and materials in response to 
potential emerging public health crises and other emergency events.

DATES: These revisions will become effective without further notice on 
April 4, 2022 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]). Arrangements to view copies of any written comments 
received, to facilitate public inspection, 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.

I. Background

    The Postal Service has determined that General Privacy Act Systems 
of Records (SOR), USPS 100.700, Medical Records and Related Documents, 
should be revised to support the collection and administration of 
records and materials in response to potential emerging public health 
crises and other emergency events.

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

    The emergence of SARS-CoV-2 (COVID-19) in early 2020 identified the 
need for robust set of policies and practices to ensure operational 
continuity and employee safety amidst an emergency event, while also 
protecting individual privacy. To support this endeavor, this SOR will 
be revised to support the collection of information related to ongoing 
pathogenic public health crises, including an individual's inoculation 
status related to an ongoing pathogenic public health crisis, as well 
as to collect information on positive or negative diagnostic test 
results related to an ongoing pathogenic public health crisis.

III. Description of the Modified System of Records

    To provide for the appropriate tracking of information related to 
an ongoing pathogenic public health crisis, the Postal Service will 
revise this SOR to include two new purposes, one new category of 
records, and two new retention periods for that new category 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 has been sent to Congress and to the Office of 
Management and Budget for their evaluations. The Postal Service does 
not expect this amended system of records to have any adverse effect on 
individual privacy rights. The notice for USPS 100.700, Medical Records 
and Related Documents, provided below in its entirety, is as follows:

SYSTEM NAME AND NUMBER:
    USPS 100.700, Medical Records and Related Documents.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS medical facilities, designee offices, and National Personnel 
Records Center.

SYSTEM MANAGER(S):
    Vice President, Human Resources, 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. Medical information maintained in the employee medical folder is 
used to, but is not limited to, support hiring decisions and determine 
job-related medical suitability, fitness for duty, and Family Medical 
Leave Act documentation.
    2. To implement a controlled substance and alcohol testing program 
for employees in safety-sensitive positions.
    3. To provide for the uniform collection and compilation of 
controlled substance and alcohol test results.
    4. To assess disability retirement requests.
    5. To assist in making determinations about reasonable 
accommodation.
    6. To verify vaccination status related to an ongoing pathogenic 
public health crisis, to record such status within a roster, and to 
disclose record relating to this vaccination status to an employee's 
medical records file.
    7. To track COVID-19 medical tests, to record results of those 
tests within a roster, and to disclose records relating to this 
vaccination status to an employee's medical records file.

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

[[Page 12501]]

    2. Individuals who have been offered employment but were determined 
medically unsuitable or who declined the offer.
    3. Current and former USPS employees who are or were required to 
have a commercial driver's license (CDL) or are otherwise subject to 
controlled substance and alcohol testing.
    4. Applicants and current or former USPS employees, or persons who 
request reasonable accommodation on behalf of an applicant or employee.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Employee or applicant information: Name, Social Security Number, 
Employee Identification Number, Candidate Identification Number, date 
of birth, postal assignment information, work contact information, 
finance number(s), duty location, and pay location.
    2. Employee Medical Folder: Restricted medical records, 
administrative medical records, and OWCP-related medical records.
    3. Controlled substance and alcohol testing information: Records 
related to alcohol and controlled substance test results, refusals, 
medical review officer's evaluations, employee statements, and 
substance abuse professionals' evaluations and referrals.
    4. Reasonable Accommodation folders: These folders document the 
decision-making process and contain records related to requests for 
Reasonable Accommodation.
    5. COVID-19 Related Medical Records: Records related to the COVID-
19 public health crisis, including copies of COVID-19 Vaccination 
Record Cards, and Records of COVID-19 immunization from a health care 
provider or pharmacy, copies of COVID-19 immunization records from 
public health, state, or tribal immunization information system.

RECORD SOURCE CATEGORIES:
    Employees, applicants for employment; applicant or employee health 
care provider(s), USPS and Department of Veterans Affairs medical 
staff, USPS designee testing facilities, substance abuse professionals, 
and designated contractors.

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. In addition:
    a. Medical records may be disclosed to an employee's private 
treating physician and to medical personnel retained by USPS to provide 
medical examinations or treatment for an employee's health or physical 
condition related to employment.

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 or applicant name, Social Security Number, Employee 
Identification Number, Candidate Identification Number, or duty or pay 
location.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. The Employee Medical Folder is retained by USPS until the 
employee is separated from USPS. On an annual basis, records of all 
employees separated during the prior year are transferred to the 
National Personnel Records Center and retained for 30 years.
    2. Candidate medical information for applicants determined to be 
medically unsuitable for the position offered is retained 2 years in 
hard copy. Computer data is retained 3 years in a history database.
    3. Documentation supporting applicant requests for reasonable 
accommodation for participation in the hiring or assessment process are 
maintained for 2 years in hard copy. Computer records of such requests 
are retained 3 years.
    4. Reasonable Accommodation Committee and District Reasonable 
Accommodation Committee records are maintained for the duration of the 
employee's tenure with the USPS or until any appeals are adjudicated, 
whichever is longer. After the official use for these records has been 
satisfied, the records are to be placed in a sealed envelope, labeled 
as ``Reasonable Accommodation Committee Records,'' and placed in the 
employee medical folder (EMF) and retained in accordance with the 
official retention period for the EMFs.
    5. Alcohol test results indicating a breath alcohol concentration 
of 0.02 or greater, verified positive controlled substance test 
results, refusals, medical review officer's evaluations, employee 
statements, and substance abuse professionals' evaluations and 
referrals are retained 5 years. Alcohol test results indicating a 
breath alcohol concentration of less than 0.02, and negative and 
canceled controlled substance test results, are retained 1 year.
    6. COVID-19 Test results are retained for one year after the 
expiration of Postal Service COVID-19 Policies.
    7. COVID-19 Vaccination Status is retained for one year after the 
expiration of Postal Service COVID-19 Policies.
    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 below 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 the National Medical Director, Health and Resource 
Management, 475 L'Enfant Plaza SW, Washington, DC 20260. Individuals 
who requested accommodation for an entrance examination or assessment 
must submit inquiries to the Manager of Selection, Evaluation, and 
Recognition, 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 or date of application.

[[Page 12502]]

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

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

Sarah E. Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-04532 Filed 3-3-22; 8:45 am]
BILLING CODE 7710-12-P