Privacy Act of 1974; System of Records, 59128-59130 [2022-21101]

Agencies

• Postal Service

[Federal Register Volume 87, Number 188 (Thursday, September 29, 2022)]
[Notices]
[Pages 59128-59130]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-21101]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service[supreg].

ACTION: Notice of modified systems of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is 
proposing to revise a Customer Privacy Act System of Records (SOR). 
These modifications are being made to support an initiative to identify 
population mobility trends in the aggregate.

DATES: These revisions will become effective without further notice on 
October 31, 2022, 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 has determined that Customer Privacy Act System of Records, 
USPS 800.000 Address Change, Mail Forwarding, and Related Services 
should be revised

I. Background

    The Postal Service is proposing to utilize ZIP CodeTM 
data from the National Change-of-Address (COA) system to identify 
household population mobility trends.
    The Postal Service will limit the trend analysis to ZIP Code data 
extracted (or taken) from old and new address location information 
submitted by customers filing COA requests.
    The numerical ZIP Code data will be used in aggregate to determine 
household population movement and mobility trends within the United 
States.
    Information will be restricted to ZIP Code data only, provided by 
customers that have submitted COA requests. No Personally Identifiable 
Information (PII) will be associated with ZIP Code data used for 
analyzing and determining population mobility trends. No PII will be 
retained or utilized to conduct the proposed household population 
mobility trend analysis.

[[Page 59129]]

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

    The Postal Service is proposing to modify SOR 800.000 Address 
Change, Mail Forwarding, and Related Services, to identify population 
mobility trends in the aggregate.
    A new purpose is being added to the existing SOR, appearing as 
purpose number 12.

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 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 SOR 800.000, Address 
Change, Mail Forwarding, and Related Services.is provided below in its 
entirety, as follows:

SYSTEM NAME AND NUMBER:
    USPS 800.000, Address Change, Mail Forwarding, and Related 
Services.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    USPS National Customer Support Center (NCSC), Computerized 
Forwarding System (CFS) sites, Post Offices, USPS Processing and 
Distribution Centers, USPS IT Eagan Host Computing Services Center, and 
contractor sites.

SYSTEM MANAGER(S):
    Vice President, Enterprise Analytics, United States Postal Service, 
475 L'Enfant Plaza SW, Washington, DC 20260-5626, (202) 268-7542.
    Vice President, Delivery Operations, United States Postal Service, 
475 L'Enfant Plaza SW, Washington, DC 20260-7116, (202) 268-6500.
    Vice President, Customer Experience, United States Postal Service, 
475 L'Enfant Plaza SW, Washington, DC 20260-0004, (202) 268-2252.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401(2), 403, and 404(a)(1).

PURPOSE(S) OF THE SYSTEM:
    1. To provide mail forwarding and Change of Address (COA) services, 
including local community information, and move related advertisements.
    2. To provide address correction services.
    3. To counter efforts to abuse the COA process.
    4. To provide address information to the American Red Cross or 
other disaster relief organization about a customer who has been 
relocated because of disaster.
    5. To support investigations related to law enforcement for 
fraudulent transactions.
    6. To provide automatic updates to USPS customer systems using mail 
forwarding and COA services.
    7. To facilitate communication between USPS customers and the 
Postal Service with regard to COA and address correction services.
    8. To enhance the customer experience by improving the security of 
COA and Hold Mail processes.
    9. To protect USPS customers from becoming potential victims of 
mail fraud and identity theft.
    10. To identify and mitigate potential fraud in the COA and Hold 
Mail processes.
    11. To verify a customer's identity when applying for COA and Hold 
Mail services.
    12. To provide input into aggregate household population mobility 
trend analysis using numerical ZIP Code location data from Change-of-
Address (COA) requests.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Customers requesting Change of Address (COA), mail forwarding, or 
other related services either electronically or in writing.
    Customers who are victims of a natural disaster who request mail 
forwarding services through the Postal Service or the American Red 
Cross.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Customer information: Name, title, signature, customer number, 
old address, new address, filing date, email address(es), telephone 
numbers, and other contact information.
    2. Verification and payment information: Credit and/or debit card 
number, type, and expiration date; or date of birth and driver's state 
and license number; information for identity verification; and billing 
information. Customers who are victims of a natural disaster who 
request mail forwarding service electronically may be required to 
provide date of birth for verification if credit and/or debit card 
information is unavailable.
    3. Demographic information: Designation as individual/family/
business.
    4. Customer preferences: Permanent or temporary move; mail 
forwarding instructions; service requests and responses.
    5. Customer inquiries and comments: Description of service requests 
and responses.
    6. Records from service providers for identity verification.
    7. Online user information: internet Protocol (IP) address, domain 
name, operating system versions, browser version, date and time of 
connection, and geographic location.
    8. Protective Court Orders filed with change-of-address and mail 
forwarding requests for individuals, also referred to as Court Ordered 
Protected Individuals (COPI).

RECORD SOURCE CATEGORIES:
    Customers, personnel, contractors, service providers, and for call 
center operations, commercially available sources of names, addresses, 
and telephone numbers. For emergency change-of-addresses only, 
commercially available sources of names, previous addresses, and dates 
of birth. For alternative authentication, sources of names, previous 
and new addresses, dates of birth, and driver's state and license 
number.

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:
    a. Disclosure upon request. The new address of a specific business 
or organization that has filed a permanent change-of-address order may 
be furnished to any individual on request. (Note: The new address of an 
individual or family will not be furnished pursuant to this routine 
use, unless authorized by one of the standard routine uses listed above 
or one of the specific routine uses listed below.) If a domestic 
violence shelter has filed a letter on official letterhead from a 
domestic violence coalition stating (i) that such domestic violence 
coalition meets the requirements of 42 U.S.C. 10410 and (ii) that the 
organization filing the change of address is a domestic violence 
shelter, the new address shall not be released except pursuant to 
routine use d, e, or f pursuant to the order of a court of competent 
jurisdiction.
    b. Disclosure for Address Correction. Disclosure of any customer's 
new permanent address may be made to a mailer, only if the mailer is in 
possession of the name and old address: From the National Change-of-
Address Linkage (NCOALink[supreg]) file if the mailer is seeking 
corrected addresses for a mailing list; from the Computerized 
Forwarding System (CFS), from the Postal Automated Redirection System 
(PARS) if a mailpiece is undeliverable

[[Page 59130]]

as addressed, or from the Locatable Address Conversion System if an 
address designation has been changed or assigned. Copies of change-of-
address orders may not be furnished. In the event of a disaster or 
manmade hazard, temporary address changes may be disclosed to a mailer 
when, in the sole determination of the Postal Service, such disclosure 
serves the primary interest of the customer, for example, to enable a 
mailer to send medicines directly to the customer's temporary address, 
and only if the mailer is in possession of the customer's name and 
permanent address. If a domestic violence shelter has filed a letter on 
official letterhead from a domestic violence coalition stating (i) that 
such domestic violence coalition meets the requirements of 42 U.S.C. 
10410 and (ii) that the organization filing the change of address is a 
domestic violence shelter, the new address shall not be released except 
pursuant to routine use d, e, or f pursuant to the order of a court of 
competent jurisdiction.
    c. Disclosure for Voter Registration. Any customer's permanent 
change of address may be disclosed to a duly formed election board or 
registration commission using permanent voter registration. Copies of 
change of address orders may be furnished.
    d. Disclosure to Government Agency. Any customer's permanent or 
temporary change of address information may be disclosed to a federal, 
state, or local government agency upon prior written certification that 
the information is required for the performance of its duties. A copy 
of the change of address order may be furnished. Name and address 
information may be disclosed to government planning authorities, or 
firms under contract with those authorities, if an address designation 
has been changed or assigned.
    e. Disclosure to Law Enforcement Agency. Any customer's permanent 
or temporary change of address information may be disclosed to a law 
enforcement agency, for oral requests made through the Postal 
Inspection Service, but only after the Postal Inspection Service has 
confirmed that the information is needed for a criminal investigation. 
A copy of the change of address order may be furnished.
    f. Disclosure for Service of Process. Any customer's permanent or 
temporary change of address information may be disclosed to a person 
empowered by law to serve legal process, or the attorney for a party in 
whose behalf service will be made, or a party who is acting pro se, 
upon receipt of written information that meets prescribed certification 
requirements. Disclosure will be limited to the address of the 
specifically identified individual (not other family members or 
individuals whose names may also appear on the change of address 
order). A copy of the change of address order may not be furnished.
    g. Disclosure for Jury Service. Any customer's change of address 
information may be disclosed to a jury commission or other court 
official, such as a judge or court clerk, for purpose of jury service. 
A copy of the change of address order may be furnished.
    h. Disclosure at Customer's Request. If the customer elects, change 
of address information may be disclosed to government agencies or other 
entities.
    i. Disclosure to a disaster relief organization. Any customer's 
permanent or temporary change of address may be disclosed to the 
American Red Cross or other disaster relief organizations, if that 
address has been impacted by disaster or manmade hazard.
    All routine uses are subject to the following exception: 
Information concerning an individual who has filed an appropriate 
protective court order with the postmaster/CFS manager will not be 
disclosed under any routine use except pursuant to the order of a court 
of competent jurisdiction.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by the following methods: For paper records: 
by name, address, date, and ZIP Code. For electronic records: by name, 
address, date, ZIP Code\TM\, and customer number for electronic change 
of address and related service records; by name, address, and email 
address for customer service records.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. National change-of-address and mail forwarding records are 
retained 4 years from the effective date.
    2. Delivery units access COA records from the Change-Of-Address 
Reporting System (COARS) database, which retains 2 years of information 
from the COA effective date. The physical change-of-address order is 
retained in the CFS unit for 30 days if it was scanned, or 18 months if 
it was manually entered into the national database.
    3. Online user information may be retained for 12 months.
    Records existing on paper are destroyed by 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.

CONTESTING RECORD PROCEDURES:
    See NOTIFICATION PROCEDURES and RECORD ACCESS PROCEDURES.

NOTIFICATION PROCEDURES:
    Customers wanting to know if information about them is maintained 
in this system of records should address inquiries to their local 
postmaster. Inquiries should contain full name, address, effective date 
of change order, route number (if known), and ZIP Code. Customers 
wanting to know if information about them is also maintained in the 
NCOA File should address such inquiries to: Manager, NCOA, National 
Customer Support Center, United States Postal Service, 225 N Humphreys 
Blvd. Ste 501, Memphis, TN 38188.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    December 27, 2018, 83 FR 66768; June 30, 2016, 81 FR 42760; August 
21, 2014, 79 FR 49543; September 13, 2012, 77 FR 56676; July 17, 2008, 
73 FR 41135; April 29, 2005, 70 FR 22516.

Sarah Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-21101 Filed 9-28-22; 8:45 am]
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