Privacy Act of 1974; System of Records, 73132-73133 [2024-20189]

Agencies

• Postal Service

[Federal Register Volume 89, Number 174 (Monday, September 9, 2024)]
[Notices]
[Pages 73132-73133]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-20189]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service[supreg].

ACTION: Notice of a new system of records.

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SUMMARY: The United States Postal Service[supreg] (USPS[supreg]) is 
proposing to create one Customer Privacy Act System of Records (SOR) 
1225.000. This new SOR will formalize the Postal Service program known 
as USPS Operation Santa[supreg] and promote transparency.

DATES: These revisions will become effective without further notice on 
October 9, 2024, 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-
268-2000, [email protected].

SUPPLEMENTARY INFORMATION:

I. Background

    The United States Postal Service has a long, storied history 
concerning letters to Santa. From cultural touchstones like Miracle on 
34th Street to ``Letters to Santa'' holiday decorations, the notion of 
a child writing a letter to Santa Claus, Saint Nicolas, Papa Noel, and 
countless other derivations goes back generations. The Postal Service 
has long supported these types of programs, formalizing efforts at the 
turn of the 20th century, then evolving over time into what we now know 
as Operation Santa.
    The Postal Service now seeks to expand this program further, 
enhancing the capability for spreading holiday cheer and keeping the 
spirit of the holidays alive. This SOR is drafted therefore with the 
goal of turning Operation Santa into a beloved, perennial program 
cherished by children and adults across the country. To further that 
end, this SOR will formalize components of Operation Santa, standardize 
previously disparate components, and add channels for keeping the magic 
alive all season long.
    The USPS Operation Santa program encourages the public to adopt 
letters written to Santa. For 111 years this program has helped 
children and families have a magical holiday when they otherwise might 
not. USPS Operation Santa is designed to allow individuals to adopt 
actual letters written to Santa that are only displayed online after 
any personal information is redacted to protect the confidentiality and 
safety of the letter writer. Prescreened adopters have the opportunity 
to adopt and send thoughtful, heartfelt gifts anonymously. Package 
recipients or sender names are never revealed to program participants. 
This security practice of anonymity safeguards the confidentiality of 
participants, while preserving holiday ``Santa magic.''

II. Rationale for Creation of a New USPS Privacy Act System of Records

    The first goal of this SOR is to formalize the letter-writing 
program known as Operation Santa. Every year, thousands of individuals 
write and send letters to Santa through USPS. These letters are 
received, redacted of all identifying information, and placed for 
``adoption'' through a USPS website. Here, members of the public have 
the opportunity to register, become verified, and ``adopt'' those 
letters and fulfill holiday wishes. With the creation of this SOR, USPS 
will formally centralize the program for adopting letters and 
fulfilling holiday wishes to solely within USPS headquarters, ensuring 
that any participants in the program are provided with the rigorous 
security and anonymity requirements provided by the program while also 
supplanting the need for individual post office locations to create 
their own letter-adoption program.
    This SOR will also confer on USPS a higher capacity to ensure 
accountability under this program. This will allow U.S. Postal 
Inspection Service (USPIS) greater flexibility in investigating any 
actual or suspected misbehavior that may occur during the seasonal 
program. Further, this will allow USPS to refer incidents of improper 
disclosure by USPS employees through the proper disciplinary courses.

III. Description of the New 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 new System of Records has been sent to Congress and to 
the Office of Management and Budget for their evaluations. The Postal 
Service does not expect that this new system of records will have any 
adverse effect on individual privacy rights.
    The notice for the creation of USPS SOR 1225.000, USPS Operation 
Santa[supreg], is provided below in its entirety, as follows:

SYSTEM NAME AND NUMBER:
    USPS 1225.000 USPS Operation Santa[supreg].

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    All USPS facilities and contractor sites.

SYSTEM MANAGER(S) AND ADDRESS:
    Vice President, Processing & Maintenance Operations, United States 
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Chief Customer and Marketing Officer and Executive Vice President, 
United States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 
20260-4016.
    Chief Postal Inspector, Inspection Service, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.

[[Page 73133]]

    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, 404.

PURPOSE(S) OF THE SYSTEM:
    1. To administer the formal USPS letter-writing, letter-adopting, 
and gift-sending holiday program known as Operation Santa.
    2. To allow individuals to create online accounts to view and adopt 
redacted letters and to fulfill gift requests on behalf of letter-
writers.
    3. To verify the identity of letter-adopters to ensure the safety 
of the program's participants.
    4. To produce semi-anonymous labels for packages sent through the 
formal Operation Santa program.
    5. To allow communication between USPS and letter-adopters 
regarding letters, adoption, account functionality, and marketing.
    6. To provide disciplinary referrals for USPS employees related to 
improper disclosures of personally identifiable information.
    7. To identify improper handling and improper disclosures of 
personally identifiable information for administrative referral and 
mitigation of harm to impacted individuals.
    8. To allow investigation into fraud, abuse, and illegal conduct 
related to activity occurring during the Operation Santa seasonal 
program.
    9. To provide an online e-commerce platform for facilitating online 
gift requests.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    USPS Customers, USPS employees, USPS Contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Operation Santa Participant information: Name, Email Address, 
Phone Number, Address.
    2. Model Release information: Name, Name of Minor Child, Name of 
Minor Child's Guardian or Parent, Email Address, Phone Number, 
Individual Photograph, Social Media Handle.
    3. E-commerce transaction information: Transaction ID, Order 
Number.

RECORD SOURCE CATEGORIES:
    USPS Employees, Operation Santa Letter Participants.

ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSES OF SUCH USES:
    Standard routine uses 1. through 7., 10., and 11. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated databases, computer storage media, scanned images of 
letters and paper.

POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by name, ZIP Code and numeric code 
assigned to redacted letters.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Electronic records are retained until July 1st of the year 
following the conclusion of that season's program.
    Paper records are retained until July 1st of the year following the 
conclusion of that season's program.
    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. Online data transmission is protected by encryption.

RECORD ACCESS PROCEDURES
    Requests for access must be made in accordance with the 
Notification Procedures below 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.

NOTIFICATION PROCEDURES:
    Individuals wanting to know if information about them is maintained 
in this system of records must address inquiries to their local 
postmasters. Individuals requesting notification must include name, 
address, and other identifying information in their request.

EXEMPTIONS PROMULGATED FROM THIS SYSTEM:
    None.

HISTORY:
    None.

Christopher Doyle,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2024-20189 Filed 9-6-24; 8:45 am]
BILLING CODE 7710-12-P