Privacy Act of 1974; System of Records, 13157-13161 [2023-04225]

Agencies

• Postal Service

[Federal Register Volume 88, Number 41 (Thursday, March 2, 2023)]
[Notices]
[Pages 13157-13161]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-04225]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service\TM\.

ACTION: Notice of a revised system of records.

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SUMMARY: The United States Postal Service[supreg] (USPS) is proposing 
to revise a General Privacy Act System of Records to support the 
upgrade of a secure board portal software that provides leadership with 
instant access to the information they need before, during and after 
meetings, making board and committee interactions more efficient and 
productive.

DATES: These revisions will become effective without further notice on 
April 3, 2023 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 written comments received may be made 
upon request.

FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and 
Records Management Officer, Privacy and Records Management Office, 
[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 is proposing to modify USPS System of Records 
(SOR) 550.100 Commercial Information Technology Resources--
Applications. USPS will enhance functionality of current software used 
for leadership collaboration. This collaboration-focused software will 
provide leadership with instant access to the information they need 
before, during, and after meetings, making board and committee meetings 
more efficient and productive.

[[Page 13158]]

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

    The Postal Service is proposing to modify USPS System of Records 
(SOR) 550.100 Commercial Information Technology Resources--Applications 
to support an upgrade of collaboration software that provides 
leadership with instant access to the information they need before, 
during and after meetings, making board and committee meetings more 
efficient and productive.

III. Description of the Modified System of Records

    The Postal Service is proposing modifications to USPS SOR 550.100 
Commercial Information Technology Resources--Applications in the 
summary of changes listed below:

 Added PURPOSE #11
 Added CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM #3
 Added new CATEGORIES OF RECORDS IN THE SYSTEM as #11
 Added RECORD SOURCE CATEGORY for Board of Governors
 Added Board of Governors and corresponding data elements to 
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORD #11
 Added #11 to POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL 
OF RECORDS for new retention period
 Added employees to NOTIFICATION PROCEDURE

    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 550.100 Commercial 
Information Technology Resources--Applications, is provided below in 
its entirety:

SYSTEM NAME AND NUMBER:
    550.100 Commercial Information Technology Resources--Applications.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    All USPS facilities and contractor sites.

SYSTEM MANAGER(S) AND ADDRESS:
    For records of computer access authorizations: Chief Information 
Officer and Executive Vice President, United States Postal Service, 475 
L'Enfant Plaza SW, Washington, DC 20260.

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

PURPOSE(S) OF THE SYSTEM:
    1. To provide event registration services to USPS customers, 
contractors, and other third parties.
    2. To allow task allocation and tracking among team members.
    3. To allow users to communicate by telephone, instant-messaging, 
and email through local machine and web-based applications on desktop 
and mobile operating systems.
    4. To share your personal image via your device camera during 
meetings and web conferences, if you voluntarily choose to turn the 
camera on, enabling virtual face-to-face conversations.
    5. To provide for the creation and storage of media files, 
including video recordings, audio recordings, desktop recording, and 
web-based meeting recordings.
    6. To provide a collaborative platform for viewing video and audio 
recordings.
    7. To create limited use applications using standard database 
formats.
    8. To review distance driven by approved individuals for accurate 
logging and compensation.
    9. To develop, maintain, and share computer code.
    10. To comply with Security Executive Agent Directive (SEAD) 3 
requirements for self-reporting of unofficial foreign travel pertaining 
to covered individuals who have access to classified information or who 
hold a sensitive position.
    11. To administer and maintain a secure board portal software that 
provides leadership with instant access to information they need 
before, during and after meetings, making board and committee 
interactions more efficient and productive by promoting collaboration 
and information sharing among USPS Board of Governors (BOG) and 
Executive Leadership Team (ELT).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. Individuals with authorized access to USPS computers, 
information resources, and facilities, including employees, 
contractors, business partners, suppliers, and third parties.
    2. Individuals participating in web-based meetings, web-based video 
conferencing, web-based communication applications, and web-based 
collaboration applications.
    3. USPS Board of Governors, administrators, and USPS Executive 
Leadership Team.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Third-party Information records: Records relating to non-Postal, 
third-party individuals utilizing an information system, application, 
or piece of software, including: Third-Party Name, Third Party Date 
Request, Third Party Free Text, Guest User Information.
    2. Collaboration application records: Records relating to web-
conferencing and web-collaboration applications, including; 
Collaborative Group Names, Collaborative Group IDs, Action Name, Number 
Of Actions Sent, Number Of Action Responses, Employee Phone Number, 
Collaborative Group Chat History, Profile Information, Collaborative 
Group Membership, Contacts, Project Owner, Project Creator, Event Start 
Time, Event Status, Event Organizer, Event Presenter, Event Producer, 
Event Production Type, Event Recording Setting, Total Number Of Event 
Media Viewings, Number Of Active Users, Number Of Active Users In 
Collaborative Groups, Number Of Active Collaborative Group 
Communication Channels, Number Of Messages Sent, Number Of Calls 
Participated In, Last Activity Date Of A User, Number Of Guest Users In 
A Collaborative Group, Event Name, Event Description, Event Start Date, 
Event End Date, Video Platform Group Name, Video Platform Group Email 
Alias, Video Platform Group Description, Video Platform Group 
Classification, Video Platform Group Access Level, Video Platform 
Channel Name, Video Platform Channel Description, Video Platform 
Channel Access, Video Platform Live Event Recording, Total Number Of 
Video Conferences, Add Room Member To Collaborative Group, Attachment 
Downloaded From Collaborative Group, Attachment Uploaded From 
Collaborative Group, Direct Message Started From Collaborative Group, 
Invite Sent From Collaborative Group, Message Edited From Collaborative 
Group, Message Posted In Collaborative Group, Remove Room Member From 
Collaborative Group, Room Created In Collaborative Group, Add Service 
Account Permission To Enterprise Collaborative Group, Remove Service 
Account Permission To Enterprise Collaborative Group, Added User To 
Enterprise Collaborative Group, Added User Role To Enterprise 
Collaborative Group, Removed User From Enterprise Collaborative Group, 
Request To Join Enterprise Collaborative Group, Approve Join Request 
From Enterprise Collaborative Group, Reject Join Request From 
Enterprise Collaborative Group, Invite User To Enterprise Collaborative 
Group, Accept Invitation For Enterprise Collaborative Group, Reject 
Invitation For Enterprise Collaborative Group, Revoke Invitation

[[Page 13159]]

For Enterprise Collaborative Group, Join Enterprise Collaborative 
Group, Ban User Including With Moderation In Enterprise Collaborative 
Group, Unban User From Enterprise Collaborative Group, Add All Users In 
Domain For Enterprise Collaborative Group, Create Group In Enterprise 
Collaborative Group, Delete Group In Enterprise Collaborative Group, 
Create Namespace In Enterprise Collaborative Group, Delete Namespace In 
Enterprise Collaborative Group, Change Info Setting In Enterprise 
Collaborative Group, Add Info Setting In Enterprise Collaborative 
Group, Remove Info Setting In Enterprise Collaborative Group, Add 
Member Role In Enterprise Collaborative Group, Remove User Role In 
Enterprise Collaborative Group, Membership Expiration Added In 
Enterprise Collaborative Group, Membership Expiration Removed In 
Enterprise Collaborative Group, Membership Expiration Updated In 
Enterprise Collaborative Group, ACL Permission Changed In Collaborative 
Group, Collaborative Group Invitation Accepted, Join Request Approved, 
User Joined Collaborative Group, User Requested To Join Collaborative 
Group, Collaborative Group Basic Setting Changed, Collaborative Group 
Created, Collaborative Group Deleted, Collaborative Group Identity 
Setting Changed, Collaborative Group Info Setting Added, Collaborative 
Group Info Setting Changed, Collaborative Group Info Setting Removed, 
Collaborative Group New Member Restriction Changed, Collaborative Group 
Post Reply Settings Changed, Collaborative Group Spam Moderation 
Settings Changed, Collaborative Group Topic Setting Changed, 
Collaborative Group Message Moderated, User Posts Will Always Be 
Posted, User Added To Collaborative Group, User Banned From 
Collaborative Group, User Invitation Revoked From A Collaborative 
Group, User Invited To Collaborative Group, User Join Request Rejected 
From A Collaborative Group, User Reinvited To Collaborative Group, User 
Removed From Collaborative Group, Call Event Abuse Report Submitted, 
Call Event Endpoint Left, Call Event Livestream Watched, Individual 
Form Response, Form Respondent Email Address, Whiteboard Software 
Updated, Whiteboard Reboot Requested, Whiteboard Export Requested, 
Attachment Deleted, Attachment Uploaded, Note Content Edited, Note 
Created, Note Deleted, Note Permissions Edited.
    3. Communication Application Records: Enterprise Social Network 
User Name, Enterprise Social Network User State, Enterprise Social 
Network User State Change Date, Enterprise Social Network User Last 
Activity Date, Number Of Messages Posted By An Enterprise Social 
Network User In Specified Time Period, Number Of Messages Viewed By An 
Enterprise Social Network User, Number Of Liked Messages By An 
Enterprise Social Network User, Products Assigned To A Enterprise 
Social Network User, Home Network Information, External Network 
Information, External Network Name, External Network Description, 
External Network Image, Network Creation Date, Network Usage Policy, 
External Network User Name, External Network User Email Address, 
External Group Name, Number Of Users On A Network, Network ID, Live 
Event Video Links, Files Added Or Modified In Enterprise Social 
Network, Message ID, Thread ID, Message Privacy Status, Full Body Of 
Message, Chat User Action, Chat Room Member Added, Chat Attachment 
Downloaded, Chat Attachment Uploaded, Chat Room Blocked, Chat User 
Blocked, Chat Direct Message Started, Chat Invitation Accepted, Chat 
Invitation Declined, Chat Invitation Sent, Chat Message Edited, Chat 
Message Posted, Chat Room Member Removed, Chat Room Created.
    4. Multimedia records: Records relating to media associated with or 
originating from an information system, including; Video Platform User 
ID, Video Name, Videos Uploaded By User, Videos Accessed By User, 
Channels Created By User, User Group Membership, Comments Left By User 
On Videos, Screen Recordings, Video Transcript, Deep Search Captions, 
Video Metadata, Audio Metadata, Phone Number, Time Phone Call Started, 
User Name, Call Type, Phone Number Called To, Phone Number Called From, 
Called To Location, Called From Location, Telephone Minutes Used, 
Telephone Minutes Available, Charges For Use Of Telephone Services, 
Currency Of Charged Telephone Services, Call Duration, Call ID, 
Conference ID, Phone Number Type, Blocked Phone Numbers, Blocking 
Action, Reason For Blocking Action, Blocked Phone Number Display Name, 
Date And Time Of Blocking, Call Start Time, User Display Name, SIP 
Address, Caller Number, Called To Number, Call Type, Call Invite Time, 
Call Failure Time, Call End Time, Call Duration, Number Type, Media 
Bypass, SBC FQDN, Data Center Media Path, Data Center Signaling Path, 
Event Type, Final SIP, Final Vendor Subcode, Final SIP Phrase, Unique 
Customer Support ID.
    5. Limited Use Application records: Records relating to 
applications with a specific, limited use, including; Application 
Authoring Application Name, Application Authoring Application Author, 
Voice Search Text Strings, Miles Driven, Mileage Rates, Country 
Currency, Destination, Destination Classification, Car Make, Car Model, 
Working Hours, Total Number Of Monthly Drives, Total Number Of Monthly 
Miles, Total Number Of Personal Drives, Total Number Of Personal 
Drives, Users Allowed To Access Application, Application Authoring 
Application Security Settings, Total Number Of Cloud-Based Searches 
Performed, Total Number Of Cloud-Based Search Queries From Web 
Browsers, Total Number Of Cloud-Based Search Queries From Android 
Operating Systems, Total Number Of Cloud-Based Search Queries From iOS 
Operating Systems, Data Visualization Report Email Delivery Added, Data 
Visualization Asset Created, Data Visualization Data Exported, Data 
Visualization Asset Deleted, Data Visualization Report Downloaded, Data 
Visualization Asset Edited, Data Visualization Asset Restored, Data 
Visualization Report Email Delivery Stopped, Data Visualization Asset 
Trashed, Data Visualization Report Email Delivery Updated, Data 
Visualization Asset Viewed, Data Visualization Link Sharing Access Type 
Changed, Data Visualization Link Sharing Visibility Changed, Data 
Visualization User Sharing Permissions Changed.
    6. Development Records: Records relating to applications used for 
the creation, sharing, or modification of software code, including: 
Data Repository User ID, Data Repository Password, Data Repository User 
Address, Data Repository Payment Information, Data Repository User 
First Name, Data Repository User Last Name, Data Repository Profile 
Picture, Data Repository Profile Biography, Data Repository Profile 
Location, Data Repository User Company, Data Repository User 
Preferences, Data Repository User Preference Analytics, Data Repository 
Transaction Date, Data Repository Transaction Time, Data Repository 
Transaction Amount Charged, Data Repository web pages Viewed, Data 
Repository Referring website, Data Repository Date Of web page Request, 
Data Repository Time Of web page Request, Data Repository User Commits, 
Data Repository User Commit Comment Body Text, Data Repository Pull 
Request Comment Body Text, Data Repository Issue Comment Body Text,

[[Page 13160]]

Data Repository User Comment Body Text, Data Repository User 
Authentication, Language Of Device Accessing Data Repository, Operating 
System Of Device Accessing Data Repository, Application Version Of 
Device Accessing Data Repository, Device Type Of Device Accessing Data 
Repository, Device ID Of Device Accessing Data Repository, Device Model 
Of Device Accessing Data Repository, Device Manufacturer Of Device 
Accessing Data Repository, Browser Version Of Device Accessing Data 
Repository, Client Application Information Of Device Accessing Data 
Repository, Data Repository User Usage Information, Data Repository 
Transactional Information, Data Repository API Notification Status, 
Data Repository API Issue Status, Data Repository API Pull Status, Data 
Repository API Commit Status, Data Repository API Review Status, Data 
Repository API Label, Data Repository API User Account Signin Status, 
Data Repository API Schedule Status, Data Repository API Schedule List.
    7. Unofficial Foreign Travel Monitoring: Records relating to 
covered individuals for the administration of the SEAD 3 program, 
including: Title, Name Of Traveler, Information Type: Pre-Travel And 
Post-Travel, Start Date Of Travel, End Date Of Travel, Carrier Of 
Transportation, Countries You Are Visiting, Passport Number, Passport 
Expiration Date, Names And Association Of Foreign National Travel 
Companions, Planned Foreign Contacts, Emergency Contact Name, Emergency 
Contact Phone Number, Emergency Contact Relationship, Post-Travel 
Questions Relating To Activity, Events, And Interactions.
    8. Cloud-based storage records: Records relating to activity within 
cloud-based storage systems, including: Number Of Files Made Publicly 
Available, Number Of Files Made Available With A Link, Number Of Files 
Shared With Domain Users, Number Of Files Shared With Domain Users 
Through Link, Number Of Files Shared With Users Outside Domain, Number 
Of Files Shared With User Or Group In Domain, Number Of Files Not 
Shared At All, Number Of Spreadsheet Documents Added, Number Of Text 
Documents Added, Number Of Presentation Documents, Number Of Form 
Documents Added, Number Of Other Files Added, Number Of Files Edited, 
Number Of Files Viewed, Number Of Files Added, Total Cloud Storage 
Space Used, Last Time Storage Accessed By User, Item Added To Folder, 
Item Approval Cancelled, Comment Added On Approval Of Item, Due Date 
Time Change Requested, Item Approval Requested, Reviewer Change 
Requested For Item Approval, Item Approval Reviewed, Document Copy 
Created, Document Created, Document Deleted, Document Downloaded, 
Document Shared As Email Attachment, Document Edited, Label Applied, 
Label Value Changed, Label Removed, Item Locked, Item Moved, Item 
Previewed, Item Printed, Item Removed From Folder, Item Renamed, Item 
Restored, Item Trashed, Item Unlocked, Item Uploaded, Item Viewed, 
Security Update Applied To File, Security Update Applied To All Files 
In Folder, Publish Status Changed, Editor Settings Changed, Link 
Sharing Access Type Changed, Link Sharing Access Changed From Parent 
Folder, Link Sharing Visibility Changed, Link Sharing Visibility 
Changed From Parent Folder, Security Update Removed From File, 
Membership Role Changed, Shared Storage Settings Changed, Spreadsheet 
Range Enabled, User Sharing Permissions Changed, User Sharing 
Permissions Changed From Parent Folder, User Storage Updated, File 
Viewed, File Renamed, File Created, File Edited, File Previewed, File 
Printed, File Updated, File Deleted, File Uploaded, File Downloaded, 
File Shared.
    9. Email Application records: Records relating to regular use of 
email applications, including: Email Body Text, Email Metadata, Total 
Number Of Emails Sent, Total Number Of Emails Received, Total Number Of 
Emails Sent And Received, Last Time User Accessed Email Client Through 
A Post Office Protocol (POP) Mail Server, Last Time User Accessed Email 
Client Through An internet Message Access Protocol (IMAP) Mail Server, 
Last Time User Accessed Through Web-Based Server, Total Email Client 
Storage Space Used, Calendar Access Level(S) Changed, Calendar Country 
Changed, Calendar Created, Calendar Deleted, Calendar Description 
Changed, Calendar Location Changed, Calendar Time zone Changed, 
Calendar Title Changed, Calendar Notification Triggered, Calendar 
Subscription Added, Calendar Subscription Deleted, Calendar Event 
Created, Calendar Event Deleted, Calendar Event Guest Added, Calendar 
Event Guest Auto-Response, Calendar Event Guest Removed, Calendar Event 
Guest Response Changed, Calendar Event Modified, Calendar Event Removed 
From Trash, Calendar Event Restored, Calendar Event Start Time Changed, 
Calendar Event Title Modified, Successful Availability Lookup Of A 
Calendar Between Email Clients, Successful Availability Lookup Of Email 
Client Resource, Successful Email Client Resource List Lookup, 
Unsuccessful Availability Lookup Of A Calendar On Email Client, 
Unsuccessful Availability Lookup Of Email Client Resource, Unsuccessful 
Email Client Resource List Lookup.
    10. Web Browser Records: Records relating to activity within a web 
browser, including: Web Browser Password Changed, Web Browser Password 
Reused, Malware Detected in Transferred Content for User, Sensitive 
Data Detected In Transferred Content, Unsafe website Visit Detected For 
User.
    11. USPS Board of Governors name, email, and collaborative meeting 
records used to store meeting material such as presentations, briefing 
documents/memos, meeting minutes/notes, and responses to various board 
inquiries, presentation briefing documents, and memos.

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) To appropriate agencies, entities, and persons when (1) the 
Postal Service suspects or has confirmed that there has been a breach 
of the system of records; (2) the Postal Service has determined that as 
a result of the suspected or confirmed breach there is a risk of harm 
to individuals, the Postal Service (including its information systems, 
programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the Postal 
Service's efforts to respond to the suspected or confirmed breach or to 
prevent, minimize, or remedy such harm.

RECORD SOURCE CATEGORIES:
    Employees; contractors; customers; USPS Board of Governors.

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

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    1. Records relating to third-parties are retrievable by name and 
email address.
    2. Records relating to collaboration are retrievable by name, email 
address, and user ID.
    3. Records relating to communication are retrievable by name, email 
address, and user ID.
    4. Records pertaining to multimedia are retrievable by username and 
media title.

[[Page 13161]]

    5. Records relating to application development are retrievable by 
user ID and application name.
    6. Records relating to limited use applications are retrievable by 
name, email address, and user ID.
    7. Records relating to Unofficial Foreign Travel Monitoring for 
covered individuals are retrievable by name.
    8. Records relating to Cloud-based storage are retrievable by name, 
email address, and user ID.
    9. Records relating to Email Applications are retrievable by name, 
email address, and user ID.
    10. Records relating to Web Browsers are retrievable by name, email 
address, and user ID.
    11. USPS Board of Governors secure board portal collaboration 
software data is retrievable by date, meeting information, committee 
name, and other session collaboration details.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Records relating to third parties are retained for twenty-four 
months.
    2. Records relating to collaboration are retained for twenty-four 
months.
    3. Records relating to communication are retained for twenty-four 
months.
    4. Multimedia recordings are retained for twenty-four months.
    5. Records relating to application development are retained for 
twenty-four months.
    6. Records relating to limited use applications are retained for 
twenty-four months.
    7. Records relating to Unofficial Foreign Travel Monitoring for 
covered individuals are retained for twenty-five years.
    8. Records relating to Cloud-based storage are retained for twenty-
four months.
    9. Records relating to Email Applications are retained for twenty-
four months.
    10. Records relating to Web Browsers are retained for twenty-four 
months.
    11. USPS Board of Governors secure board portal collaboration 
software data is retained up to twelve months from the close of the 
corresponding event.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in 
controlled-access areas under supervision of program personnel. 
Computer access is limited to authorized personnel with a current 
security clearance, and physical access 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 encryption, 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 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 above.

NOTIFICATION PROCEDURE:
    Customers and employees wanting to know if other information about 
them is maintained in this system of records must address inquiries in 
writing to the Chief Information Officer and Executive Vice President 
and include their name and address.

EXEMPTION(S) PROMULGATED FROM THIS SYSTEM:
    None.

HISTORY:
    May 11, 2021; 86 FR 25899; January 31, 2022; 87 FR 4957.

Tram T. Pham,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2023-04225 Filed 3-1-23; 8:45 am]
BILLING CODE 7710-12-P