FR Doc 02-31386
[Federal Register: December 16, 2002 (Volume 67, Number 241)]
[Notices]               
[Page 77086-77104]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr16de02-80]                         


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POSTAL SERVICE


 
Privacy Act of 1974, System of Records


AGENCY: Postal Service.


ACTION: Notice of new and deleted systems of records.


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SUMMARY: The Postal Service proposes a reorganization of the current 
Privacy Act systems of records, as they relate to its external 
customers. The Postal Service is creating 16 new systems and deleting 
22 existing systems of records. The new systems contain all records 
provided by individual and business customers to the Postal Service.
    The new systems encompass a wider range of programs and services in 
order to provide customers with a comprehensive view of the Postal 
Service's data collection and management practices. They are organized 
into more useful categories and are written in plain English. The new 
systems incorporate our Privacy Act and Postal Service privacy policy 
requirements, and they reflect the Postal Service focus on industry 
best practices in protecting customer privacy. The routine uses that 
apply to customer systems have been revised to more clearly communicate 
the ways in which the Postal Service uses customer information.
    This notice publishes:


Explanation (Section A)
Systems of records index (Section B)
Privacy Act overview (Section C)
Routine uses for general systems (Section D)
Routine uses for customer systems (Section E)
Deletion of 22 systems of records (Section F)
Advance notice of 16 new systems of records (Section G)
Complete text of new systems of records (Section H)


Deleted Systems


    The 22 existing systems deleted by the reorganization are listed as 
follows:
010.010 Address Change, Mail Forwarding, and Related Services Records
010.020 Boxholder Records
010.050 Delivery of Mail Through Agents
010.060 Free Matter for Blind and Visually Handicapped Persons
010.070 Mailbox Irregularities
010.090 Customer Public Key Certificate Records
040.010 Memo to Mailers Address File
040.020 Sexually Oriented Advertisements
040.030 Auction Customer Address Files
040.050 Customer Electronic Document Preparation and Delivery Records
040.060 Customer Electronic Bill Presentment and Payment Records
050.050 International Money Transfer Transaction and Inquiry Records
050.070 Funds Transaction/Transfer Reports
050.080 Suspicious Transaction Reports
090.020 Passport Application Records
140.020 Postage--Postage Evidencing System Records
160.010 Domestic Insured, Registered, Collect on Delivery (COD), and 
Express Mail Claim and Inquiry Records
160.020 International Ordinary, Insured, Registered, and Express Mail 
Inquiry and Application for Indemnity Records
220.010 Marketing Database--Customer Records
220.020 Express Mail Service Customer Mailing List
220.030 Postal Products Sales and Distribution
400.010 USPS eServices Registration System Records


New Systems


    The preceding 22 systems will be replaced in their entirety with 
the 16 new systems of records listed as follows:


500.000 Address Change, Mail Forwarding, and Related Services
510.100 www.usps.com Registration
510.200 www.usps.com Ordering, Payment, and Fulfillment
510.300 Offline Registration, Payment, and Fulfillment
520.100 Mailer Services--Applications and Approvals
520.200 Mail Management and Tracking Activity
530.000 Customer Service and Correspondence
540.000 Customer Delivery Instructions
550.000 Auction Files
560.000 Financial Transactions
570.100 Trust Funds and Transaction Records
570.200 Meter Postage and PC Postage Customer Data and Transaction 
Records
580.000 Post Office and Retail Services
590.000 Sales, Marketing, Events, and Publications
600.000 International Services
610.000 Identity and Document Verification Services


    These actions comply with subsection (e)(4) of the Privacy Act (5 
U.S.C. 552a) that requires an agency to publish notice of the existence 
and character of its systems of records upon establishment or revision, 
and with paragraph 3a(8) of Appendix I to OMB Circular No. A-130 
requiring an agency to conduct a review of the accuracy of its systems 
of records.


DATES: Any interested party may submit written comments on the proposed 
new systems of records. Sections A through H will become effective 
without further notice January 27, 2003, unless comments received on or 
before that date result in a contrary determination.


ADDRESSES: Written comments on this proposal should be mailed or 
delivered to the Records Officer, United States Postal Service, 475 
L'Enfant Plaza, Room 5846, Washington, DC 20260-5846. Copies of all 
written comments will be available at the above address for public 
inspection and photocopying between 8 a.m. and 4 p.m., Monday through 
Friday.


FOR FURTHER INFORMATION CONTACT: Robert J. Faruq at (202) 268-2608.


SUPPLEMENTARY INFORMATION: The Postal Service has revised its Privacy 
Act systems of records that relate to its customers. The systems of 
records have been issued in order to clearly communicate the Postal 
Service's data collection and management practices to all its 
customers.


[[Page 77087]]


    The existing customer-related systems have been combined and 
recategorized into 16 new systems. The new systems have been updated in 
order to improve usability for customers, ensure inclusion of 
individuals who use business-oriented products and services, and revise 
and clarify routine uses of information for customer-related systems.
    The new systems of records will enhance privacy protection by 
extending protections to business customers, expanding programs 
covered, incorporating privacy policies, refining disclosures of 
information, and establishing systems that are clearer and easier to 
use and understand.
    The new systems of records are not expected to have any adverse 
effect on privacy rights.
    Following are:


Section A--Explanation
Section B--Index
Section C--Privacy Act protections
Section D--Routine uses for general systems
Section E--Routine uses for customer systems
Section F--Deletion of 22 systems
Section G--Notice of 16 new systems
Section H--Complete text of new systems


Section A. Explanation


    This notice includes Sections A-H relating to systems of records 
under the Privacy Act.
    Section B is a complete index of Postal Service systems of records 
that incorporates all of the changes published in this notice. Section 
B is divided into two parts:
    Part 1 includes all general systems, such as personnel systems, 
litigation systems, and other noncustomer systems.
    Part 2 includes all systems that contain records relating to Postal 
Service customers.
    Section C contains an overview of the Privacy Act, its protections, 
and a description of authorized disclosures.
    Section D contains the routine uses that apply to all general 
systems of records.
    Section E contains the routine uses that apply to all customer 
systems of records.
    Section F is a listing of the 22 deleted systems of records with 
specific references for each deleted system to the new system 
containing the relevant records.
    Section G is the advance notice of the 16 new systems of records, 
with a listing and brief description of each system.
    Section H contains the complete text of the 16 new systems of 
records.


Section B. Systems of Records Index


Part 1. General Systems of Records


010.000 Collection and Delivery Records
    .030 Carrier Drive-Out Agreements
    .040 City Carrier Route Records
    .080 Rural Carrier Route Records
    .020.000 Corporate Relations
    .010 Biographical Summaries of Management Personnel for Press 
Release
030.000 Equal Employment Opportunity/Alternative Dispute Resolution
    .010 EEO Discrimination Complaint Files
    .020 EEO Staff Selection Records
    .030 EEO Administrative Litigation Case Files
    .040 Roster of Alternative Dispute Resolution Providers
050.000 Finance Records
    .005 Accounts Receivable Files
    .020 Payroll System
    .040 Uniform Allowance Program
    .060 Accounts Payable Files
060.000 Consumer Protection Records
    .010 Fraud, False Representation, Lottery, and Nonmailability 
Case Records
    .020 Pandering Act Prohibitory Orders
    .030 Appeals Involving Mail Withheld from Delivery
    .040 Appeals from Termination of Post Office Box or Caller 
Service
070.000 Inquiries and Complaints
    .010 Correspondence Files of the Postmaster General
    .020 Government Officials' Inquiry System
    .040 Employee Complaint Records
080.000 Inspection Requirements
    .010 Investigative File System
    .020 Mail Cover Program Records
    .030 Vehicular Violations Records System
100.000 Office Administration
    .010 Carpool Coordination/Parking Services Records System
    .050 Localized Employee Administration Records
110.000 Property Management
    .010 Accountable Property Records
    .020 Possible Infringement of Postal Service Intellectual 
Property Rights
120.000 Personnel Records
    .020 Blood Donor Records System
    .035 Employee Accident Records
    .036 Discipline, Grievance, and Appeals Records for 
Nonbargaining Unit Employees
    .040 Employee Job Bidding Records
    .050 Employee Ideas Program Records
    .060 Confidential Statements of Employment and Financial 
Interests
    .061 Public Financial Disclosure Reports for Executive Branch 
Personnel
    .070 General Personnel Folders (Official Personnel Folders and 
Records Related Thereto)
    .090 Medical Records
    .091 Vehicle Operators Controlled Substance and Alcohol Testing 
Records
    .098 Office of Workers' Compensation Program (OWCP) Record 
Copies
    .099 Injury Compensation Payment Validation Records
    .100 Performance Awards System Records
    .110 Preemployment Investigation Records
    .120 Personnel Research and Test Validation Records
    .121 Applicant Race, Sex, National Origin, and Disability Status 
Records
    .130 Postmaster Selection Program Records
    .140 Employee Assistance Program (EAP) Records
    .151 Recruiting, Examining, and Appointment Records
    .152 Career Development and Training Records
    .153 Individual Performance Evaluation/Measurement
    .154 Employee Survey Process System Records
    .170 Safe Driver Awards Records
    .180 Skills Bank (Human Resources Records)
    .190 Supervisors' Personnel Records
    .210 Vehicle Maintenance Personnel and Operators Records
    .220 Arbitration Case Files
    .230 Adverse Action Appeals (Administrative Litigation Case 
Files)
    .240 Garnishment Case Files
150.000 Records and Information Management Records
    .010 Information Disclosure Accounting Records (Freedom of 
Information Act)
    .015 Freedom of Information Act Appeals and Litigation Records
    .020 Information Disclosure Accounting Records (Privacy Act)
    .025 Privacy Act Appeals and Litigation Records
    .030 Computer Logon ID Records
170.000 Resource Management/Productivity Records
    .010 Workload/Productivity Management Records
    .020 Resource Management Database
190.000 Litigation Records
    .010 Miscellaneous Civil Action and Administrative Proceeding 
Case Files
    .020 National Labor Relations Board Administrative Litigation 
Case Files
    .030 Employee and Labor Relations Court Litigation Case Files
200.000 Nonmail Monetary Claims
    .010 Relocation Assistance Claims
    .020 Monetary Claims for Personal Property Loss or Damage 
Involving Present or Former Employees
    .030 Tort Claims Records
210.000 Contractor Records
    .010 Architect-Engineers Selection Records
    .020 Driver Screening System Assignment Records
    .030 Contractor Employee Fingerprint Records
    .040 Supplier and Contractor Records
300.000 Inspector General's Records
    .010 Investigative File System


Part 2. Customer Systems of Records


500.000 Address Change, Mail Forwarding, and Related Services
510.000 Registration, Fulfillment of Products and Services
    .100 www.usps.com Registration
    .200 www.usps.com Ordering, Payment and Fulfillment
    .300 Offline Registration, Payment and Fulfillment


[[Page 77088]]


520.000 Mail Management and Tracking
    .100 Mailer Services--Applications and Approvals
    .200 Mail Management and Tracking Activity
530.000 Customer Service and Correspondence
540.000 Customer Delivery Instructions
550.000 Auction Files
560.000 Financial Transactions
570.000 Trust Funds and Transaction Records
    .100 Trust Funds and Transaction Records
    .200 Meter Postage and PC Postage Customer Data and Transaction 
Records
580.000 Post Office and Retail Services
590.000 Sales, Marketing, Events, and Publications
600.000 International Services
610.000 Identity and Document Verification Services


Section C. Privacy Act Protections


Privacy Act


    The Privacy Act of 1974, 5 U.S.C. 552a, applies to Federal 
agencies, including the Postal Service. The Privacy Act provides 
protections for personal information that an agency maintains in a 
system of records. A system of records describes a file, database, or 
program from which information is retrieved about an individual by name 
or other personal identifier.


Privacy Act Protections


    The Privacy Act establishes recordkeeping, access, and 
nondisclosure requirements for information maintained in a system of 
records. The Privacy Act requires agencies to publish a description of 
each system of records to provide full information on how personal 
information within the system is treated. This includes how information 
is collected, used, disclosed, stored, and disposed of. It also 
includes how individuals can obtain access to, correct, and amend, 
information relating to themselves that is stored in the system.
    The Privacy Act places limitations and requirements on how 
information from within a system can be disclosed, as described below. 
Sections D and E contain the complete description of routine uses that 
apply to the Postal Service systems of records.


Authorized Disclosures and Routine Uses


    Under the Privacy Act, information can only be disclosed from a 
system, internally or externally, under one of two conditions.
    1. The individual has authorized the disclosure in writing.
    2. The disclosure fits within one of 12 specified categories.
    The following is a description of disclosures, including those 
authorized by the Privacy Act, Postal Service routine uses, and 
regulations.


Disclosures Authorized by the Privacy Act


    The Privacy Act authorizes disclosures in the following 12 
circumstances. To see the official text of the Privacy Act, see 5 
U.S.C. 552a(b).
    Under the Privacy Act, disclosures are authorized:
    1. To agency employees who need the information to perform their 
job.
    2. As required by the Freedom of Information Act (FOIA).
    3. For routine uses for which the agency has provided proper 
notice.
    4. To the Bureau of the Census for purposes related to census and 
survey activities.
    5. To a recipient who provides advance written assurance that the 
information will only be used for statistical research or reporting, 
and the information provided does not identify individuals.
    6. To the National Archives and Records Administration for historic 
preservation purposes.
    7. To other domestic government agencies for a civil or criminal 
law enforcement activity if the activity is authorized by law. In such 
cases, the agency head must specify in writing both the law enforcement 
activity and the particular information needed.
    8. To a person upon a showing of compelling circumstances affecting 
an individual's health or safety. The agency must send notice of the 
disclosure to the individual's last known address.
    9. To Congress, or to any of its committees or subcommittees, to 
the extent the matter is within their jurisdiction.
    10. To the Comptroller General in the performance of duties of the 
General Accounting Office.
    11. Pursuant to the order of a court of competent jurisdiction.
    12. To a consumer reporting agency in order to collect claims owed 
to the Government.


Postal Service Disclosures and Routine Uses


    The Privacy Act allows agencies to disclose information from a 
system of records if they establish a routine use describing the 
disclosure (see 3 above). Under the Privacy Act, routine uses are 
defined as disclosures that are compatible with the purpose for which 
the information was collected--in other words, disclosures that are 
appropriate and necessary for the efficient conduct of government 
business. Routine uses for each system of records are established by 
publishing them in a Federal Register notice that describes the system. 
They must also be disclosed in a notice given to an individual when 
information is collected directly from the individual. Routine uses 
that apply to general and customer systems of records are contained in 
Sections D and E, respectively.
    The Privacy Act also allows disclosures required by the Freedom of 
Information Act (FOIA). Postal Service regulations implementing the 
Privacy Act and FOIA are contained in 39 CFR parts 261-268. Postal 
Service regulations describe treatment for particular FOIA and other 
requests, and describe exemptions permitting nondisclosure for certain 
personal and business information as allowed by FOIA.


Section D. Prefatory Statement of Routine Uses That Apply to the 
General Systems of Records


General Systems of Records


    Section D includes routine uses for general systems of records. 
General systems include systems relating to employees, Finance, Postal 
Inspection Service, litigation, and other systems that are not 
primarily related to Postal Service customers.


Routine Uses for General Systems


    The following are routine uses for general systems of records. 
(Note: The letter ``i'' was not used.) Each system notice indicates 
which standard routine uses are incorporated, as well as any specific 
routine uses that apply.
    a. Disclosure for Law Enforcement Purposes. When the Postal Service 
becomes aware of an indication of a violation or potential violation of 
law, whether civil, criminal, or regulatory in nature, and whether 
arising by general statute or particular program statute, or by 
regulation, rule, or order issued pursuant thereto, or in response to 
the appropriate agency's request on a reasonable belief that a 
violation has occurred, the relevant records may be referred to the 
appropriate agency, whether Federal, state, local, or foreign, charged 
with enforcing or implementing the statute, rule, regulation, or order 
issued pursuant thereto.
    b. Disclosure Incident to Litigation. Records from this system may 
be disclosed to the U.S. Department of Justice or the other counsel 
representing the Postal Service, or may be disclosed in a proceeding 
before a court or adjudicative body before which the Postal Service is 
authorized to appear, when (a) the Postal Service; or (b) any


[[Page 77089]]


Postal Service employee in his or her official capacity; or (c) any 
Postal Service employee in his or her individual capacity whom the 
Department of Justice has agreed to represent; or (d) the United States 
when it is determined that the Postal Service is likely to be affected 
by the litigation, is a party to litigation or has an interest in such 
litigation, and such records are determined by the Postal Service or 
its counsel to be plausibly relevant to the litigation, provided, 
however, that in each case, the Postal Service determines that 
disclosure of the records is a use of the information that is 
compatible with the purpose for which it was collected. This routine 
use specifically contemplates that information may be released in 
response to relevant discovery and that any manner of response allowed 
by the rules of the forum may be employed.
    c. Disclosure Incident to Requesting Information. Records may be 
disclosed to a Federal, state, or local agency maintaining civil, 
criminal, or other relevant enforcement or other pertinent information, 
such as licenses, when necessary to obtain information from such agency 
that is relevant to a Postal Service decision about the hiring or 
retention of an employee, the issuance of a security clearance, the 
letting of a contract, or the issuance of a license, grant, permit, or 
other benefit.
    d. Disclosure to Requesting Agency. Records may be disclosed to a 
Federal, state, local, or foreign agency, in response to its request, 
in connection with the hiring or retention of an employee, the issuance 
of a security clearance, the conduct of a security or suitability 
investigation of an individual, the reporting of an investigation of an 
employee, the letting of a contract, or the issuance or a license, 
grant, or other benefit by the requesting agency, to the extent that 
the information is relevant and necessary to the requesting agency's 
decision on the matter.
    e. Congressional Inquiries. Disclosure may be made to a 
congressional office from the record of an individual in response to an 
inquiry from the congressional office made at the prompting of that 
individual.
    f. Disclosure to Agents and Contractors. Records or information 
from this system may be disclosed to an expert, consultant, or other 
individual who is under contract to the Postal Service to fulfill an 
agency function, but only to the extent necessary to fulfill that 
function. This may include disclosure to any individual with whom the 
Postal Service contracts to reproduce by typing, photocopy, or other 
means, any record for use by Postal Service officials in connection 
with their official duties or to any individual who performs clerical 
or stenographic functions relating to the official business of the 
Postal Service.
    g. Storage. Inactive records may be transferred to a Federal 
records center for Storage prior to destruction.
    h. Disclosure to Office of Management and Budget. Records from this 
system may be disclosed to the Office of Management and Budget in 
connection with the review of private relief legislation as set forth 
in OMB Circular No. A-19 at any stage of the legislative coordination 
and clearance process as set forth in that circular.
    j. Disclosure to Outside Auditors. Records in this system may be 
subject to review by an independent certified public accountant during 
an official audit of Postal Service finances.
    k. Disclosure to Equal Employment Opportunity Commission. Records 
from this system may be disclosed to an authorized investigator, 
administrative judge, or complaints examiner appointed by the Equal 
Employment Opportunity Commission, when requested in connection with 
the investigation of formal complaint of discrimination filed against 
the U.S. Postal Service under 29 CFR Part 1614.
    l. Disclosure to Merit Systems Protection Board or Office of the 
Special Counsel. Records from this system may be disclosed to the Merit 
Systems Protection Board or Office of the Special Counsel for the 
purpose of litigation, including administrative proceedings, appeals, 
special studies, investigations of alleged or possible prohibited 
personnel practices, and such other functions as may be authorized by 
law.
    m. Disclosure to Labor Organizations. Pursuant to the National 
Labor Relations Act, records from this system may be furnished to a 
labor organization when needed by that organization to properly perform 
its duties as the collective bargaining representative of Postal 
Service employees in an appropriate bargaining unit.


Section E. Prefatory Statement of Routine Uses That Apply to Customer 
Systems


Customer Systems of Records


    Section E includes routine uses for systems of records containing 
information relating to Postal Service customers.


Routine Uses for Customer Systems


    The following standard routine uses apply to Postal Service systems 
of records for customer information. The routine uses fall into three 
categories: (1) Disclosures that are legally required (such as in a 
legal proceeding); (2) disclosures that facilitate the customer 
transaction (such as sharing data with contractors assisting in the 
program); and (3) disclosures for the benefit of the customer (such as 
sharing with a congressional office at a customer's behest). A system 
may have an additional routine use or uses on occasion. Those routine 
uses will be disclosed in each system notice.
    1. Disclosure for Law Enforcement Purposes. Relevant records may be 
disclosed to appropriate law enforcement agencies to investigate, 
prevent, or take action regarding suspected illegal activities against 
the Postal Service. Records may be disclosed to other law enforcement 
agencies as required by law.
    2. Disclosure Incident to Legal Proceedings. When the Postal 
Service has an interest in litigation or other legal proceedings before 
a state, Federal, local, administrative, or foreign adjudicative body, 
relevant records may be disclosed before that adjudicative body and/or 
to the Department of Justice or other legal counsel representing the 
Postal Service or its employees, and in response to relevant discovery.
    3. Disclosure to Government Agencies. Relevant records may be 
disclosed to a Federal, state, local or foreign government agency when 
necessary in connection with decisions by the requesting agency, or by 
the Postal Service, regarding personnel matters, issuance of security 
clearances, letting of contracts, or decisions to issue licenses, 
grants, or other benefits.
    4. Congressional Inquiries. Relevant records about an individual 
may be disclosed to a congressional office in response to an inquiry 
from the congressional office made at the prompting of that individual.
    5. Disclosure to Agents, Contractors, and Partners. Relevant 
records may be disclosed to entities under contract or agreement with 
the Postal Service, when necessary to fulfill a Postal Service function 
or to provide Postal Service products and services to customers.
    6. Disclosure to Agencies and Entities for Financial Transactions. 
Relevant records may be disclosed to credit bureaus, government 
agencies, and service providers that perform identity verification and 
credit risk assessment services; to financial institutions or payees to 
facilitate or resolve issues with payment services; or to collection 
agencies for the purposes of debt collection.
    7. Disclosure to Auditors. Relevant records may be disclosed to 
government


[[Page 77090]]


agencies and other entities authorized to audit the Postal Service and 
Postal Service activities, including financial and other audits of the 
Postal Service.
    8. Disclosure for Customer Service Purposes. Relevant records may 
be disclosed to entities if the disclosure is part of the service to 
the customer. This includes disclosures to addressees of mail to 
process inquiries and claims; entities to which the customer wants to 
provide identity verification; the State Department for passport 
processing; international posts or agents to process international 
services or inquiries; or disclosures to mailers of sexually oriented 
advertisements of a list of individuals who do not want to receive 
them.
    9. Disclosure to Labor Organizations. Pursuant to the National 
Labor Relations Act, records may be furnished to a labor organization 
when needed by that organization to perform properly its duties as the 
collective bargaining representative of Postal Service employees in an 
appropriate bargaining unit.


Section F. Deletion of 22 Systems of Records


    The following systems have been deleted. The records from the 
deleted systems are contained in the 16 new systems of records as 
follows:
    010.010 Address Change, Mail Forwarding, and Related Services 
Records is incorporated into 500.000 Address Change, Mail Forwarding, 
and Related Services.
    400.010 USPS eServices Registration System Records is incorporated 
into 510.100 usps.com Registration Services.
    040.050 Customer Electronic Document Preparation and Delivery 
Records is incorporated into 510.200 www.usps.com Ordering, Payment and 
Fulfillment Services.
    220.030 Postal Products Sales and Distribution is incorporated into 
510.300 Offline Registrations, Payment, and Fulfillment.
    010.050 Delivery of Mail Through Agents, 010.060 Free Matter for 
Blind and Visually Handicapped Persons, 010.070 Mailbox Irregularities, 
and 040.020 Sexually Oriented Advertisements are incorporated into 
540.000 Customer Delivery Instructions.
    040.030 Auction Customer Address File is incorporated into 550.000 
Auction Files.
    040.060 Customer Electronic Bill Presentment and Payment Records; 
050.050 International Money Transfer Transaction and Inquiry Records; 
050.070 Funds Transaction/Transfer Reports; and 050.080 Suspicious 
Transaction Reports are incorporated into 560.000 Financial 
Transactions.
    220.020 Express Mail Service Customer Mailing List is incorporated 
into 570.100 Trust Funds and Transaction Records
    140.020 Postage--Postage Evidencing System Records is incorporated 
into 570.200 Meter Postage and PC Postage Customer Data and Transaction 
Records.
    010.020 Boxholder Records, 090.020 Passport Application Records, 
160.010 Domestic Insured, Registered, Collect on Delivery (COD), and 
Express Mail Claim and Inquiry Records, and 160.020 International 
Ordinary, Insured, Registered, and Express Mail Inquiry and Application 
for Indemnity Records are incorporated into 580.000 Post Office and 
Retail Services.
    220.010 Marketing Database--Customer Records and 040.010 Memo to 
Mailers Address File are incorporated into 590.000 Sales, Marketing, 
Events, and Publications.
    010.090 Customer Public Key Certificate Records is incorporated 
into 610.000 Identity and Document Verification Services.


Section G. Advance Notice of New Systems


    Reports of new systems of records, as required by 5 U.S.C. 552a 
(o), have been submitted to OMB and Congress pursuant to paragraph 4b 
of Appendix I to OMB Circular No. A-130, ``Federal Agency 
Responsibilities for Maintaining Records about Individuals.''
    The following 16 new systems contain records relating to Postal 
Service customers:


500.000 Address Change, Mail Forwarding, and Related Services


    This system includes records relating to change of address, mail 
forwarding, and related services performed online or offline.


510.100 www.usps.com Registration


    This system includes records relating to customers who register on 
http://www.usps.com.


510.200 www.usps.com Ordering, Payment, and Fulfillment


    Customers are required to provide information when ordering 
products or services on http://www.usps.com. This system includes 
records relating to the ordering, payment, and fulfillment for these 
products and services. Products and services include stamps, Postal 
Service products, shipping supplies, and shipping services, such as 
obtaining delivery status information, receipts, and labels.


510.300 Offline Registration, Payment and Fulfillment


    This system includes records relating to customers who register, 
and/or order products or services by offline means. This system 
includes records related to the following activities: stamps and 
products by mail, catalog, phone, or fax; customer loyalty programs; 
package service pick-up; and shipping supplies ordering and fulfillment 
offline.


520.100 Mailer Services--Applications and Approvals


    This system includes records relating to customers who wish to use 
mail management and tracking products and services. This includes 
records relating to applications and approvals for programs including 
the following: CONFIRM, PostalOne!, presort accuracy systems, drop ship 
appointments, ePubWatch, and registration for Confirmation Services and 
Special Services.


520.200 Mail Management and Tracking Activity


    This system includes records relating to customers who use mail 
management and tracking services. This includes records related to 
orders for redelivery and hold mail services; schedule drop ship 
appointments; receive feedback on mailing efficiency; track their 
mailings; order mail transportation equipment; and receive electronic 
transmissions of mail scan information. Programs covered include: 
PostalOne!, CONFIRM, ePubWatch, drop ship appointments, Delivery Unit 
Notification, Confirmation Services, and Special Services for which the 
customer has registered.


530.000 Customer Service and Correspondence


    This system includes records related to customer service 
interactions. The system includes records related to customer service 
support provided by or for the following: Business Service Networks, 
Nonprofit Mailing Support; mail management and tracking products and 
services; Delivery Confirmation service and Special Services; and other 
telephone, e-mail and correspondence-based customer service 
interactions.


540.000 Customer Delivery Instructions


    This system includes records relating to special delivery 
requirements. The system includes delivery instructions for the 
following customers: Customers who receive mail delivery through 
agents; customers who are visually disabled and receive free mail 
matter; customers with noncompliant mailboxes; and customers who 
request


[[Page 77091]]


that certain types of mail not be delivered.


550.000 Auction Files


    This system includes records relating to individuals who request 
information about or participate in auctions of surplus and/or 
undeliverable items. This system includes records relating to online 
and offline auctions, performed directly by the Postal Service or by 
third parties.


560.000 Financial Transactions


    This system includes records relating to financial transactions. 
Financial transactions include funds transfers and online payment 
services, claims and inquiries related to online payment services, 
funds transfers, money orders, and stored-value cards. The records 
include documentation of certain transactions required by anti-money 
laundering statutes and regulations.


570.100 Trust Funds and Transaction Records


    This system includes records collected from customers who open, 
maintain, and use trust fund payment accounts. This system includes 
records relating to Permit, CAPS, PostalOne!, and Express Mail 
Corporate Accounts.


570.200 Meter Postage and PC Postage Customer Data and Transaction 
Records


    This system includes records relating to meter and PC Postage 
registration, usage, and payment.


580.000 Post Office and Retail Services


    This system includes records relating to retail transactions 
conducted at Post Offices and other locations. This includes records 
relating to the following: Passport applications and payment; Post 
Office box and caller services; and the use of self-service equipment. 
The system also contains records relating to special mail services 
including: Domestic Insured Mail or Registered Mail; collect on 
delivery (COD); insured, registered, and recorded international mail; 
domestic and international Express Mail; and inquiries and claims 
related to special mail services. (Note: Financial services, such as 
funds transfers, are covered by the system of records for Financial 
Transactions.)


590.000 Sales, Marketing, Events, and Publications


    This system includes records relating to customer interactions with 
sales personnel, responses to marketing messages, orders for Postal 
Service publications, and attendance at events. This system includes 
records relating to the following activities: Sales; marketing 
(including business reply cards, e-mail campaigns, and telephone-based 
marketing interactions); subscriptions to Postal Service publications 
such as ``Memo to Mailers''; customer contests and surveys; and Postal 
Service events such as the National Postal Forum (NPF) and meetings of 
Postal Customer Councils (PCCs) and the Mailers Technical Advisory 
Committee (MTAC).


600.000 International Services


    This system includes records relating to international transactions 
and services, including compliance with domestic and foreign customs 
requirements. This includes records relating to Customs Pre-Advisory 
System (CPAS), International Customized Mail Agreements, and 
international tray label tracking.


610.000 Identity and Document Verification Services


    This system contains records related to Postal Service identity and 
document verification and authentication services. The services provide 
verification and authentication services, enhanced mail security, and 
enhanced customer service. Programs in the system include 
authentication services (such as verifying identities at Postal Service 
facilities), public key certificates, and electronic postmarks.


Section H. Complete Text of New Systems


    This part contains the complete text of the Postal Service's 
customer-related Privacy Act systems of records.
USPS 500.000


System Name:
    Address Change, Mail Forwarding, and Related Services.


System Location:
    Postal Service National Customer Support Center (NCSC), 
Computerized Forwarding System (CFS) sites, Post Offices, and 
contractor sites.


Categories of Individuals Covered by the System:
    Customers requesting change of address, mail forwarding or other 
related services either online or offline. Customers who are victims of 
a natural disaster who request mail forwarding services through the 
American Red Cross.


Categories of Records in the System:
    1. Customer information: Name, title, signature, customer number, 
old address, new address, filing date, and other contact information.
    2. Verification and payment information: Credit and/or debit card 
number, type, and expiration date; information for identity 
verification; billing information.
    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, including for move-related 
services, such as name of provider; customer name, number, and contact 
information; information related to products purchased, billing, and 
customer service; and records for identity verification.
    7. Optional customer information: Information a customer chooses to 
save to apply to future transactions, such as names, addresses, proof 
of identification, billing, and other information used to request a 
service.
    8. Protective Orders.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide mail forwarding and change of address services.
    2. To provide address correction services.
    3. To provide address information to the American Red Cross about a 
customer who has been relocated because of disaster.
    4. To provide customers the ability to contact providers of move-
related services (e.g., moving vans or supplies).


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    In addition to the standard routine uses for customer-related 
systems, the following additional routine uses also apply:
    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, but only when authorized by one of the standard routine uses 
listed above or one of the specific routine uses listed below.)
    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


[[Page 77092]]


possession of the old address: From the National Change of Address file 
if the mailer is seeking corrected addresses for a mailing list; from 
the CFS if a mailpiece is undeliverable as addressed; or from the 
Locatable Address Correction System if an address designation has been 
changed or assigned. Copies of change of address orders may not be 
furnished.
    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, and requests for move-related services may be forwarded to 
the specified service provider.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Change of address orders are maintained on file at the delivery 
unit. They are filed alphabetically by name within a month. Records 
generated from the source document are recorded on the Forwarding 
Control system file server and on 8-mm tapes at CFS units. Electronic 
change of address records and related service records are also stored 
on disk and/or magnetic tape in a secured environment. Change of 
address records are consolidated in a National Change of Address (NCOA) 
File at the NCSC. Selected extracts of NCOA are provided to a limited 
number of firms under contract or license agreement with the Postal 
Service. Records pertaining to move-related services are also 
transmitted to specific service providers, including government 
agencies and private companies under contract to the Postal Service.


Retrievability:
    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, and 
customer number for electronic change of address and related service 
records; by name, address, and e-mail address for customer service 
records; by service provider name or number for service provider 
records.


Safeguards:
    Access to and use of these records is limited to those individuals 
whose official duties require such access. Contractor/licensee is 
subject to contract controls and unannounced on-site audits and 
inspection by the Postal Inspection Service.


Retention and Disposal:
    National change of address records are retained for 4 years from 
the effective date.
    Records saved at the customer's option are retained until the 
customer notifies the Postal Service to delete the previous transaction 
records or the account is disabled for inactivity. The customer may 
request modifications to saved records at any time, and those 
modifications will be executed upon receipt of that request.
    All other records are retained for up to 18 months. Records are 
destroyed or deleted at the end of the retention period.


System Manager(s) and Address:
    Chief Technology Officer and Senior Vice President, United States 
Postal Service, 475 L'Enfant Plz. SW., Washington DC 20260.
    Vice President, Delivery and Retail, United States Postal Service, 
475 L'Enfant Plz. SW., Washington DC 20260.


Notification Procedure:
    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, 6060 Primacy 
Parkway, Memphis TN 38188-0001.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers, personnel, and service providers.
USPS 510.100


System Name:
    http://www.usps.com Registration.


System Location:
    Information Systems Service Centers (ISSC), Postal Service 
Headquarters Marketing, and contractor sites.


Categories of Individuals Covered by the System:
    Customers who register via the Postal Service Web site at http://www.usps.com
.


Categories of Records in the System:
    1. Customer information: Name; customer ID(s); company name; job 
title and role; home, business, and billing address; home and business 
phone and fax number; e-mail; URL; and Automated Clearing House (ACH) 
information.


[[Page 77093]]


    2. Identity verification information: Question, answer, username, 
user ID, and password.
    3. Business specific information: Business type and location, 
business IDs, annual revenue, number of employees, industry, nonprofit 
rate status, product usage information, annual and/or monthly shipping 
budget, payment method and information, planned use of product, and age 
of Web site.
    4. Customer preferences: Preferences to receive Postal Service 
marketing information, preferences to receive marketing information 
from Postal Service partners, preferred means of contact, preferred e-
mail format, product and/or service marketing preference.
    5. Customer feedback: Method of referral to Web site.
    6. Registration information: Date of registration.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide online registration services for customers.
    2. To obtain accurate contact information in order to deliver 
requested products, services, and other material.
    3. To authenticate customer logon information for http://www.usps.com
.
    4. To permit customer feedback in order to improve http://www.usps.com
 or Postal Service products and services.
    5. To enhance understanding and fulfillment of customer needs.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated database, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), phone number, or mail or e-mail 
address.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    For small business registration, computer Storage tapes and disks 
are maintained in controlled-access areas or under general scrutiny of 
program personnel. Access is controlled by logon ID and password as 
authorized by the Marketing organization via secure Web site. Online 
data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel. 
Contractors must provide similar protection subject to a security 
compliance review by the Postal Inspection Service.


Retention and Disposal:
    ACH records are retained for up to 2 years.
    Records stored in the registration database are retained until the 
customer cancels the profile record, for 3 years after the customer 
last accesses records, or until the relationship ends.
    For small business registration, records are retained for 5 years 
after the relationship ends.
    Records are destroyed or deleted at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system manager. Inquiries must contain name, address, and other 
identifying information.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 510.200


System Name:
    www.usps.com Ordering, Payment, and Fulfillment.


System Location:
    Postal Service Marketing Headquarters; Information Systems Service 
Centers (ISSC); Philatelic Fulfillment Centers; Post Offices; and 
contractor sites.


Categories of Individuals Covered by the System:
    Customers who place orders and/or make payment for Postal Service 
products and services through http://www.usps.com.


Categories of Records in the System:
    1. Customer information: Name, customer ID(s), phone and/or fax 
number, mail and e-mail address.
    2. Payment information: Credit and/or debit card number, type, and 
expiration date, billing information, Automated Clearing House (ACH) 
information.
    3. Shipping and transaction information: Product and/or service ID 
numbers, descriptions, and prices; name and address(es) of recipients; 
order number and delivery status; electronic address lists; electronic 
documents or images; job number.
    4. Claims submitted for defective merchandise.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To fulfill orders for Postal Service products and services.
    2. To promote increased use of the mail by providing electronic 
document preparation and mailing services for customers.
    3. To provide shipping supplies and services, including return 
receipts and labels.
    4. To provide recurring ordering and payment services for products 
and services.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), phone number, mail or e-mail 
address, or job number.


Safeguards:
    Paper records and computer Storage tapes and disks are maintained 
in


[[Page 77094]]


controlled-access areas or under general supervision of program 
personnel. Computers containing information are located in controlled-
access areas with personnel access controlled by a cipher lock system, 
card key system, or other physical access control method. Computer 
systems are protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and user identifications, and file 
management. Online data transmission is protected by encryption, 
dedicated lines, and authorized access codes. For shipping supplies, 
data is protected within a stand-alone system within a controlled-
access facility.
    Access to these records is limited to those persons whose official 
duties require such access. Contractors must provide similar protection 
subject to contract controls and security compliance review by the 
Postal Inspection Service.


Retention and Disposal:
    Records related to mailing online and online tracking and/or 
Confirmation Services supporting a customer order are retained for up 
to 30 days from completion of fulfillment of the order, unless retained 
longer by request of the customer. Records related to shipping services 
and domestic & international labels are retained for 90 days. Delivery 
Confirmation and return receipt records are retained for 6 months. 
Signature Confirmation records are retained for 1 year. ACH records are 
retained for up to 2 years.
    Other customer records are retained for 3 years after the customer 
relationship ends.
    Records are destroyed or deleted at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system manager. Inquiries must contain name, address, customer ID(s), 
and order number, if known.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 510.300


System Name:
    Offline Registration, Payment, and Fulfillment.


System Location:
    Postal Service Marketing Headquarters; Information Systems Service 
Centers (ISSC); Philatelic Fulfillment Service Center; area and 
district facilities; Post Offices; and contractor sites.


Categories of Individuals Covered by the System:
    Customers who register for Postal Service programs, place orders 
and/or make payment for Postal Service products and services via 
offline means.


Categories of Records in the System:
    1. Customer information: Name, customer ID(s), company name, job 
title, home, business, and billing address(es), phone number(s), fax 
number(s), e-mail, URL, verification question and answer, username, and 
password.
    2. Payment information: Credit and/or debit card number, type, and 
expiration date; billing name and address; check; money order, 
Automated Clearing House (ACH) information.
    3. Shipping information: Product and/or service ID number, name and 
address of recipient.
    4. Customer preferences: Preferences to receive Postal Service 
marketing information, preferences to receive marketing information 
from Postal Service partners, preferred contact media, preferred e-mail 
format, product and/or service marketing preference.
    5. Customer feedback: Method of referral.
    6. Order processing: Inquiries on status of orders; claims 
submitted for defective merchandise; lists of individuals who have 
submitted bad checks.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide offline registration services for customers.
    2. To fulfill requests for Postal Service products, services, and 
other materials.
    3. To authenticate customer information and permit customer 
feedback.
    4. To operate recurring ordering and payment services for products 
and services.
    5. To enhance understanding and fulfillment of customer needs.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper forms.


Retrievability:
    By customer name, customer ID(s), phone number, mail or e-mail 
address, or order number.


Safeguards:
    Paper records and computer Storage tapes and disks are maintained 
in controlled-access areas or under general scrutiny of program 
personnel. Computers containing information are located in controlled-
access areas with personnel access controlled by a cipher lock system, 
card key system, or other physical access control method. Computer 
systems are protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and user identifications, and file 
management. Online data transmission is protected by encryption, 
dedicated lines, and authorized access codes. For shipping supplies, 
data is protected within a stand-alone system within a controlled-
access facility.
    Access to these records is limited to those persons whose official 
duties require such access. Contractors must provide similar protection 
subject to contract controls and security compliance review by the 
Postal Inspection Service.


Retention and Disposal:
    ACH records are retained for up to 2 years. Other records are 
retained for up to 3 years after the customer relationship ends.
    Records are destroyed or deleted at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington, VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system


[[Page 77095]]


manager. Inquiries must contain name, address, and other identifying 
information.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 520.100


System Name:
    Mailer Services--Applications and Approvals.


System Location:
    Postal Service Headquarters; Information Systems Service Centers 
(ISSC); National Customer Support Center (NCSC); district facilities; 
detached mailing units; and facilities that access Postal Service 
computers.


Categories of Individuals Covered by the System:
    Customers who apply for mail management and tracking products or 
services.


Categories of Records in the System:
    1. Customer information: Applicant and key contacts name, mail and 
e-mail address, phone number, fax number, customer ID(s), job title 
and/or role, employment status, company name, location, industry, 
monthly shipping budget, annual revenue, payment information, Automated 
Clearing House (ACH) information.
    2. Customer or product identification and authentication: User and 
manager customer ID(s) and/or passwords; customer signature, date, last 
four digits of Social Security Number (SSN); Postal Service site; 
security personnel name, signature, date, telephone number, and last 
four digits of SSN; Postal Service location information; D-U-N-S[reg] 
Number; postage meter numbers; permit numbers; POSTNET code; mailer 
ID(s); publication name(s) and ID(s); and name(s) of authorized users.
    3. Mail practices and delivery information: Type of mailing 
equipment and/or containers used, mail preparation information, drop 
shipment sites and codes, compatibility with mailing automation 
equipment, presort options and tests, frequency of mailings, mail 
volume, primary type of mailing, destination information, use of 
contracted mail services, names and addresses of contractors and 
advertisers, publication name(s) and ID(s), and appointment times.
    4. Technical information: Hardware, software, and equipment names, 
types, versions, and specifications; media preferences; mail site 
specifications.
    5. Product usage and payment information: Package volumes, package 
weights, product ordered, quantity ordered, billing information, 
products used, ordered date, inventory date, and usage measure dates.
    6. Customer feedback: Method of referral.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide application services for mail management and tracking 
products and services.
    2. To authenticate applicant information, assign computer logon 
IDs, and qualify and assist users.
    3. To provide product and/or service updates, service, and support.
    4. To collect accurate technical data to ensure the proper 
operation of electronic data transmission and software.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated database, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), or logon ID.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel, who 
must be identified with a badge. Contractors must provide similar 
protection subject to a security compliance review by the Postal 
Inspection Service.


Retention and Disposal:
    Logon records are retained for 1 year after computer access. ACH 
records are retained for up to 2 years. Security access records are 
retained for 2 years after computer access privileges are cancelled.
    Other customer records are retained for 4 years after the customer 
relationship ends.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington, VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system manager. Inquiries should contain name, customer ID(s), if any, 
and/or logon ID.


Record Access Procedures:
    Requests for access much be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 520.200


System Name:
    Mail Management and Tracking Activity.


System Location:
    Postal Service Headquarters; Information Systems Service Centers 
(ISSC); and Mail Transportation Equipment Service Centers.


Categories of Individuals Covered by the System:
    Customers who use Postal Service mail management and tracking 
services.


Categories of Records in the System:
    1. Customer information: Customer or contact name, mail and e-mail 
address, title or role, and phone number.
    2. Identification information: Customer ID(s), last four digits of 
Social Security Number (SSN), D-U-N-S


[[Page 77096]]


Number; mailer and mailing ID, advertiser name/ID, username, and 
password.
    3. Data on mailings: Paper and electronic data on mailings, 
including postage statement data (such as volume, class, rate, postage 
amount, date and time of delivery, mailpiece count), destination of 
mailing, delivery status, mailing problems, presort information, reply 
mailpiece information, container label numbers, package label, Special 
Services label, article number, and permit numbers.
    4. Payment information: Credit and/or debit card number, type, and 
expiration date; Automated Clearing House (ACH) information.
    5. Customer preference data: Hold mail begin and end date, 
redelivery date, delivery options, shipping and pickup preferences, 
drop ship codes, comments and instructions, mailing frequency, 
preferred delivery dates.
    6. Product usage information: Special Services label and article 
number.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide mail acceptance, induction, and scheduling services.
    2. To fulfill orders for mail transportation equipment.
    3. To provide customers with information about the status of 
mailings within the Postal Service network.
    4. To help mailers identify performance issues regarding their 
mail.
    5. To provide delivery units with information needed to fulfill 
requests for mail redelivery and hold mail service at the address and 
for the dates specified by the customer.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), or logon ID.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel, who 
must be identified with a badge. Contractors must provide similar 
protection subject to a security compliance review by the Postal 
Inspection Service.


Retention and Disposal:
    CONFIRM records are retained for up to 30 days. Records related to 
ePubWatch, Confirmation Services and hold mail services are retained 
for up to 1 year. Special Services and drop ship records are retained 
for 2 years. ACH records are retained for up to 2 years.
    Other records are retained for 4 years after the relationship ends.
    Records are destroyed or deleted at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system manager. Inquiries should contain name, customer ID(s), if any, 
and/or logon ID.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.


System Location:
    Postal Service Consumer Advocate, Headquarters; Information Systems 
Service Centers (ISSC); the Integrated Business Systems Solutions 
Center (IBSSC); the National Customer Support Center (NCSC); districts, 
Post Offices, contractor sites; and detached mailing units at customer 
sites.


Categories of Individuals Covered by the System:
    This system contains records relating to customers who contact 
customer service by online and offline channels. This includes 
customers making inquiries via e-mail, 1-800-ASK-USPS, other toll-free 
contact centers, or the BSN, as well as customers with product-specific 
service or support issues.


Categories of Records in the System:
    1. Customer information: customer and key contact name, mail and e-
mail address, phone and/or fax number; customer ID(s); title, role, and 
employment status; company name, location, type and URL; vendor and/or 
contractor information.
    2. Identity verification information: Last four digits of Social 
Security Number (SSN), username and/or password, D-U-N-S Number, mailer 
ID number, publisher ID number, security level and clearances, and 
business customer number.
    3. Product and/or service use information: Product and/or service 
type, product numbers, technology specifications, quantity ordered, 
logon and product use dates and times, case number, pickup number, 
article number, and ticket number.
    4. Payment information: Credit and/or debit card number, type, and 
expiration date; billing information; checks, money orders, or other 
payment method.
    5. Customer preferences: Drop ship sites and media preference.
    6. Service inquiries and correspondence: Contact history; nature of 
inquiry, dates and times, comments, status, resolution, and Postal 
Service personnel involved.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To enable review and response services for customer inquiries 
and concerns regarding the Postal Service and its products and 
services.
    2. To ensure that customer accounts and needs are attended to in a 
timely manner.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


[[Page 77097]]


Retrievability:
    By customer name, customer ID(s), mail or e-mail address, phone 
number, customer account number, case number, article number, pickup 
number, and last four digits of SSN, ZIP Code, or other customer 
identifier.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel, who 
must be identified with a badge. Contractors must provide similar 
protection subject to a security compliance review by the Postal 
Inspection Service.


Retention and Disposal:
    Customer care records for usps.com products are retained for 90 
days. Records related to 1-800-ASK-USPS, Delivery Confirmation service, 
Special Services, and international call centers are retained for 1 
year. Customer complaint records are retained for 3 years. Business 
Service Network records are retained for 5 years.
    Other records are retained for 2 years after resolution of the 
inquiry.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Vice President and Consumer Advocate, United States Postal Service, 
475 L'Enfant Plz. SW., Washington DC 20260-2200.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries to the system manager 
in writing. Inquiries should include name, address, and other 
identifying information.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 540.000


System Name:
    Customer Delivery Instructions.


System Location:
    Postal Service Headquarters, Prohibitory Order Processing Center, 
districts, Information Systems Service Centers (ISSC), and Post 
Offices.


Categories of Individuals Covered by the System:
    1. Customers requesting delivery of mail through an agent and the 
agent to whom the mail is to be delivered.
    2. Customers who are visually disabled and cannot use or read 
conventionally printed material and who are receiving postage-free 
service in their delivery areas.
    3. Customers whose mailboxes do not comply with Postal Service 
standards and regulations.
    4. Customers who elect to have their name and address, or the name 
and address of their children under 19 years of age or a deceased 
spouse, placed on the list of individuals who do not want to receive 
sexually oriented advertisements through the mail.


Categories of Records in the System:
    1. Customer information: name, address, phone number, customer 
ID(s), signature, application number, names and birthdates of children 
under 19; reports of mailbox irregularities and date; postmaster 
signature.
    2. Verification information: photocopies of IDs, customer name, 
address, signature, statement from competent authority as being 
visually impaired.
    3. Agency information: agent name, address, signature, and phone 
number.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, 404, 3010, and 3403.


Purpose(s):
    1. To provide for efficient and secure mail delivery services.
    2. To permit authorized delivery of mail to the addressee's agent.
    3. To enable the efficient processing of mail for visually disabled 
customers.
    4. To protect customers from mail fraud and identity theft.
    5. To maintain a list, available to mailers of sexually oriented 
advertisements (SOAs) of individuals desiring not to receive such 
matter through the mail.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    In addition to the standard routine uses for customer-related 
systems, the following additional routine use also applies:
    Information may be disclosed for the purpose of identifying an 
address as an address of an agent to whom mail is delivered on behalf 
of other persons. This routine use does not authorize the disclosure of 
the identities of persons on behalf of whom agents receive mail.
    All routine uses are subject to the following exception:
    Information concerning an individual who has filed an appropriate 
protective court order with the postmaster will not be disclosed under 
any of the general routine uses except pursuant to the order of a court 
of competent jurisdiction.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, address, and application number, or by customer 
ID(s).


Safeguards:
    Records are kept in file cabinets or computer Storage with access 
limited to those individuals whose official duties require such access. 
Contractors are subject to contract controls and unannounced onsite 
audits and inspection by the Postal Inspection Service. Automated 
records are subject to computer center access controls.


Retention and Disposal:
    Records related to requests not to receive sexually oriented 
advertisements are retained for up to 5 years after request.
    Other records are retained for 1 year from the date the customer 
relocates, cancels an order, corrects a cited mailbox irregularity, or 
terminates the special instruction.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    For SOA records: Vice President, Pricing and Classification, United 
States Postal Service, 1735 N Lynn Street, Arlington, VA 22209.
    For other delivery records: Vice President, Delivery and Retail, 
United


[[Page 77098]]


States Postal Service, 475 L'Enfant Plz. SW., Washington, DC 20260.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system pertaining to mail delivery by agents, noncompliant 
mailboxes, or with regard to free matter for the visually disabled, 
must address inquiries to their local postmasters. Customers should 
include name, address, and other identifying information.
    Customers wanting to know if information about them is maintained 
in this system pertaining to requests not to receive sexually oriented 
advertising must address inquiries to the system manager. Customers 
should include name, address, application number, and the date of 
filing, if applicable.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers; cosigners of the request for delivery of mail through an 
agent; medical personnel or other competent authorities; and Postal 
Service personnel.
USPS 550.000


System Name:
    Auction Files.


System Location:
    Postal Service Mail Recovery Centers, Information Systems Service 
Centers (ISSC), participating Post Offices, and contractor sites.


Categories of Individuals Covered by the System:
    Customers who participate in or request information about Postal 
Service auctions.


Categories of Records in the System:
    1. Customer Information: Name, customer ID(s), mail and e-mail 
address, and phone number.
    2. Payment information: Online transaction information, credit and/
or debit card number, type, and expiration date; check, or money order.
    3. Customer feedback: Means of referral.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To maintain a list of names and addresses of customers 
participating in or requesting information about auctions.
    2. To accurately process delivery and payment.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), or other identifier.


Safeguards:
    Paper records and disks are kept in locked cabinets. Online data is 
password protected.


Retention and Disposal:
    Records are retained for up to 1 year after entry.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Vice President and Consumer Advocate, United States Postal Service, 
475 L'Enfant Plz. SW., Washington, DC 20260.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system must address inquiries to the postmaster of the 
participating Post Office, or to the system manager for online 
auctions. Inquiries must contain full name, address, and other 
identifying information.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 560.000


System Name:
    Financial Transactions.


System Location:
    Postal Service Headquarters; Information System Service Centers; 
Accounting Service Centers; anti-money laundering support group; and 
contractor sites.


Categories of Individuals Covered by the System:
    1. Customers who use online payment or funds transfer services.
    2. Customers who file claims or make inquiries related to online 
payment services, funds transfers, money orders, and stored-value 
cards.
    3. Customers who purchase funds transfers or stored-value cards in 
an amount of $1000 or more per day, or money orders in an amount of 
$3000 or more per day, or who purchase or redeem any such services in a 
manner requiring collection of information as potential suspicious 
activities under anti-money laundering requirements. Recipients of 
funds transfers and the beneficiaries of funds from money orders 
totaling $10,000 in one day.


Categories of Records in the System:
    1. Customer information: Name, customer ID(s), mail and e-mail 
address, telephone number, occupation, type of business, and customer 
history.
    2. Identity verification information: Date of birth, username and/
or ID, password, Social Security Number (SSN) or tax ID number, and 
driver's license number (or other type of ID if driver's license is not 
available, such as Alien Registration Number, Passport Number, Military 
ID, Tax ID Number). (Note: For online payment services, SSNs are 
collected, but not retained, in order to verify ID.)
    3. Billers registered for online payment services: biller name and 
contact information, bill detail, and bill summaries.
    4. Transaction information: Name, address, and phone number of 
purchaser, payee, and biller; amount, date, and location; credit and/or 
debit card number, type, and expiration; sales, refunds, and fees; type 
of service selected and status; sender and recipient bank account and 
routing number; bill detail and summaries; transaction number, serial 
number, and/or reference number or other identifying number, pay out 
agent name and address; type of payment, currency, and exchange rate; 
Post Office information such as location, phone number, and terminal; 
employee ID numbers, license number and state, and employee comments.
    5. Information to determine credit-worthiness: period at current 
residence, previous address, and period of time with same phone number.


[[Page 77099]]


    6. Information related to claims and inquiries: name, address, 
phone number, signature, SSN, location where product was purchased, 
date of issue, amount, serial number, and claim number.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404 and 31 U.S.C. 5318, 5325, 5331 and 
7701.


Purpose(s):
    1. To provide financial products and services.
    2. To respond to inquiries and claims related to financial products 
and services.
    3. To fulfill requirements of anti-money laundering statutes and 
regulations.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply. 
Legally required disclosures to agencies for law enforcement purposes 
include disclosures of information relating to money orders, funds 
transfers, and stored-value cards as required by anti-money laundering 
statutes and regulations.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated database, computer storage media, microfiche, and paper.


Retrievability:
    For online payment and funds transfer services, information is 
retrieved by customer name, customer ID(s), transaction number, or 
address.
    Claim information is retrieved by name of purchaser or payee, claim 
number, serial number, transaction number, check number, customer 
ID(s), or ZIP Code.
    Information related to anti-money laundering is retrieved by 
customer name; SSN; alien registration, passport, or driver's license 
number; serial number; transaction number; ZIP Code; transaction date; 
data entry operator number; and employee comments.


Safeguards:
    Paper records, computers, and computer storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel. 
Contractors must provide similar protection subject to contract 
controls and a security compliance review by the Postal Inspection 
Service.


Retention and Disposal:
    Summary records, including bill due date, bill amount, biller 
information, biller representation of account number, and the various 
status indicators, are retained for 2 years from the date of 
processing.
    For funds transfers, transaction records are retained for 3 years.
    Records related to claims are retained for up to 3 years from date 
of final action on the claim.
    Forms related to fulfillment of anti-money laundering requirements 
are retained for 5 years from the end of the calendar quarter in which 
they were created.
    Related automated records are retained for the same 5-year period 
and purged from the system quarterly after the date of creation.
    Enrollment records related to online payment services are retained 
for 7 years after the subscriber's account ceases to be active or the 
service is cancelled.
    Account banking records, including payment history, Demand Deposit 
Account (DDA) number, and routing number, are retained for 7 years from 
the date of processing.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Financial Officer and Executive Vice President, United States 
Postal Service, 475 L'Enfant Plz. SW., Washington, DC 20260.
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N. Lynn St., Arlington, VA 22209.


Notification Procedure:
    For online payment services, funds transfers, and stored-value 
cards, individuals wanting to know if information about them is 
maintained in this system must address inquiries in writing to the 
Chief Marketing Officer. Inquiries must contain name, address, and 
other identifying information, as well as the transaction number for 
funds transfers.
    For money order claims and anti-money laundering documentation, 
inquiries should be addressed to the Chief Financial Officer. Inquiries 
must include name, address, or other identifying information of the 
purchaser (such as driver's license, Alien Registration Number, 
Passport Number, etc), and serial or transaction number. Information 
collected for anti-money laundering purposes will only be provided in 
accordance with Federal anti-money laundering laws and regulations.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers, recipients, financial institutions, and Postal Service 
employees.
USPS 570.100


System Name:
    Trust Funds and Transaction Records.


System Location:
    Postal Service Headquarters Marketing; Information Systems Service 
Centers (ISSC); district offices; Post Offices; and detached mailing 
units.


Categories of Individuals Covered by the System:
    Customers who are users of trust fund payment accounts.


Categories of Records in the System:
    1. Customer information: Customer and key contact name, mail and e-
mail address, phone and fax number(s); D-U-N-S Number; customer ID(s), 
taxpayer ID number.
    2. Transactional information: Permit authorizations and numbers, 
postage paid, postage class transaction dates, volume, weight, and 
revenue of mailing, postage indicium created, estimated annual postage, 
percent by mailing type, type of user, mailing data files including 
Postal Service location where the mail was entered.
    3. Information necessary for processing electronic payments: Bank 
name, contact name, bank address and telephone number, bank account 
number, bank transit ABA number, voided check, credit and/or debit card 
number, type, and expiration date; Automated Clearing House (ACH) 
information.


[[Page 77100]]


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To establish and maintain trust fund accounts and process 
payments.
    2. To ensure revenue protection.
    3. To provide information and updates to users of these accounts.
    4. To enhance understanding and fulfillment of customer needs.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated database, computer Storage media, and paper.


Retrievability:
    By customer name or customer ID(s), account number, and/or address.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel, who 
must be identified with a badge. Contractors must provide similar 
protection subject to contract controls and a security compliance 
review by the Postal Inspection Service.


Retention and Disposal:
    ACH records are retained for up to 2 years.
    Other records in this system are retained for up to 4 years after 
the relationship ends.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington VA 22209.


Notification Procedure:
    To access Permit records, customers must make a written request to 
their local postmaster. Correspondence must include name, address, 
account number, company name, mailing location, and a clear description 
of the issue.
    To access all other records, customers must make a written request 
to the system manager. Correspondence must include name, address, 
account numbers, and other identifying information.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 570.200


System Name:
    Meter Postage and PC Postage Customer Data and Transaction Records.


System Location:
    Postal Service Headquarters Marketing, Postal Service facilities, 
Information Systems Security Centers (ISSC), and partner locations.


Categories of Individuals Covered by the System:
    Postage evidencing system users.


Categories of Records in the System:
    1. Customer information: customer ID(s), contact name, address, and 
telephone number; company name; and change of address information.
    2. Identification information: Business customer number, license 
number, date of license issuance, device ID number, device model 
number, and certificate serial number.
    3. Business-specific information: Estimated annual postage and 
annual percentage of mail by type, type of usage, and primary business 
function.
    4. Transactional information: Post Office where mail is entered; 
number, amount, and date of postage purchases; ascending and descending 
register values; amount of unused postage refunded; contact telephone 
number; destinating five-digit ZIP Code, date, and rate category of 
each indicium created; and transaction documents.
    5. Financial information: Credit and/or debit card number, type, 
expiration date, and transaction number; check and electronic fund 
transfer information; Automated Clearing House (ACH) information.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To enable responsible administration of postage evidencing 
system activities.
    2. To enhance understanding and fulfillment of customer needs.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    In addition to the standard routine uses for customer-related 
systems, the following additional routine use also applies:
    The name and address of the holder of a postage meter license 
authorizing use of a postage meter printing a specified indicium will 
be furnished to any person provided the holder is using the license for 
a business or firm.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name and by numeric file of postage evidencing systems 
ID number, by customer ID(s), or customer license number.


Safeguards:
    Paper records and computer Storage media are maintained in closed 
file cabinets in secured facilities. Automated records are protected by 
computer password. Information obtained from users over the Internet is 
transmitted electronically to the Postal Service by authorized postage 
evidencing system providers via a virtual private network.


Retention and Disposal:
    ACH records are retained for up to 2 years. Records of payment are 
retained for up to 7 years.
    Other records in this system are retained for up to 4 years after 
final entry or the duration of the license.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St, Arlington VA 22209.


Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquires in writing to: Manager, 
Postage


[[Page 77101]]


Technology Management, United States Postal Service, 1735 North Lynn 
St, Arlington VA 22209.
    Inquiries should include the individual's name as it appears on the 
postage evidencing system license and the license number.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers; authorized service providers of postage evidencing 
systems; and Postal Service personnel.
USPS 580.000


System Name:
    Post Office and Retail Services.


System Location:
    Postal Service Headquarters, Consumer Advocate; Information Systems 
Service Centers (ISSC); Accounting Service Centers; and Postal Service 
facilities, including Post Offices (New Jersey, as an exception, does 
not store passport information in Post Offices), international claims 
and inquiry offices, and contractor locations.


Categories of Individuals Covered by the System:
    1. Customers who apply for or purchase products and services at 
Post Offices or other retail sites. This includes products and services 
related to passports, Post Office boxes, caller services, and self-
service equipment.
    2. Senders and recipients of special mail services.
    3. Authorized users of Post Office boxes and caller services.
    4. Customers with inquiries or claims relating to special mail 
services.


Categories of Records in the System:
    1. Customer information: Name, customer ID(s), company name, phone 
number, mail and e-mail address, record of payment, passport 
applications and a description of passport services rendered, Post 
Office box and caller service numbers.
    2. Identity verification and biometric information: Driver's 
license; two forms of ID; signature; photographic image via self-
service equipment; fingerprints, date of birth, and Social Security 
Numbers (SSNs) as required for passports by the State Department.
    3. Recipient information: Name, address, and signature.
    4. Names and addresses of persons authorized to access a Post 
Office box or caller service.
    5. Claim and inquiry information: Mailer and addressee name, mail 
and e-mail address, and phone number; claimant SSN and signature; claim 
or inquiry description, number, and status.
    6. Payment information: Credit and/or debit card number, type, and 
expiration date.
    7. Product information: Article number.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, 404, and 411; 22 U.S.C. 214; and 31 U.S.C. 
7701.


Purpose(s):
    1. To enable customers to apply for and purchase nonfinancial 
products and services at Post Offices and other retail locations.
    2. To ensure accurate mail delivery.
    3. To respond to inquiries and claims related to special mail 
services.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    In addition to the standard routine uses for customer-related 
systems, the following additional routine uses also apply with the 
exception noted below:
    a. Disclosure of boxholder information may be made 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 PS Form 1093, Application for Post Office Box or Caller Service, may 
be furnished.
    b. The name or address of the holder of a Post Office box may be 
disclosed to a person empowered 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, on receipt of written information that meets prescribed 
certification requirements. A copy of PS Form 1093 will not be 
furnished.
    c. Disclosure of boxholder information may be made, on prior 
written certification from a foreign government agency citing the 
relevance of the information to an indication of a violation or 
potential violation of law and its responsibility for investigating or 
prosecuting such violation, and only if the address is (a) outside the 
United States and its territories, and (b) within the territorial 
boundaries of the requesting foreign government. A copy of PS Form 1093 
may be furnished.
    All routine uses are subject to the following exception: 
Information concerning an individual boxholder who has filed an 
appropriate protective court order with the postmaster will not be 
disclosed under any routine use except pursuant to the order of a court 
of competent jurisdiction.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By name, customer ID(s), ZIP Code, article number, claim number, 
Post Office box or caller service number, check number, or debit and/or 
credit card number.


Safeguards:
    Paper records, computers, and computer Storage tapes and disks are 
maintained in controlled-access areas or under general supervision of 
program personnel. Computers are protected by a cipher lock system, 
card key system, or other physical access control methods. Computer 
systems are also protected with an installed security software package, 
computer logon identifications, and operating system controls including 
access controls, terminal and use identifications, and file management. 
Online data transmissions are protected by encryption.
    Access to these records is limited to authorized personnel, who 
must be identified with a badge. Contractors must provide similar 
protection subject to contract controls and a security compliance 
review by the Postal Inspection Service.


Retention and Disposal:
    Passport applications are mailed on the day of acceptance with fees 
and documentation. Records related to passports are destroyed after 4 
months.
    Records related to Special Services for domestic and International 
Express Mail are retained for up to 1 year. Domestic and international 
Special Services records are retained for 2 years. Records relating to 
Post Office boxes and caller services are retained for up to 2 years 
after the customer relationship ends. Records collected via self-
service equipment are retained for up to 2 years. Records related to 
credit and/or debit card transactions are retained for 2 years. Records 
related to inquiries and claims are retained for up to 3 years from 
final action on the claim. Records related to retail transactions are 
retained for up to 5 years.
    Records are deleted or destroyed at the end of the retention 
period.


[[Page 77102]]


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St., Arlington, VA 22209.
    Senior Vice President, Operations, United States Postal Service, 
475 L'Enfant Plz. SW., Washington, DC 20260.


Notification Procedure:
    For records relating to Post Office boxes, caller services, self-
service, and passports, inquiries made in person must be made by the 
subject individual at the local Post Office. Requestors must identify 
themselves with a driver's license or military, government, or other 
form of acceptable identification. (Note: for passports, inquiries are 
best directed to the Department of State, which maintains the original 
case file.)
    For Special Services, information can be obtained from the facility 
where the service was obtained, or can be accessed on http://www.usps.com.
 Inquiries should include name, date of mailing, and 
article number. For Special Services claims, customers can write a 
letter, including name, date of claim, and claim number, to the head of 
the facility where the claim was filed, or can call 888-601-9328.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.
USPS 590.000


System Name:
    Sales, Marketing, Events, and Publications.


System Location:
    Postal Service Headquarters Marketing and Public Policy; 
Information Systems Service Centers (ISSC); National Customer Service 
Center; Area and District Postal Service facilities; Post Offices; and 
contractor sites.


Categories of Individuals Covered by the System:
    Customers who interact with Postal Service sales personnel, respond 
to direct marketing messages, request publications, respond to contests 
and surveys, and attend Postal Service events.


Categories of Records in the System:
    1. Customer information: Customer and key contacts' names, mail and 
e-mail addresses, phone, fax and pager numbers; job descriptions, 
titles, and roles; other names and e-mails provided by customers.
    2. Identifying information: Customer ID(s), D-U-N-S Numbers, Postal 
Service account numbers, meter numbers, and signatures.
    3. Business specific information: Firm name, size, and years in 
business; number of employees; sales and revenue information; business 
sites and locations; URLs; company age; industrial classification 
numbers; use of Postal Service and competitors products and services; 
types of customers served; customer equipment and services; advertising 
agency and spending; names of Postal Service employees serving the 
firm; and calls made.
    4. Information specific to companies that act as suppliers to 
Postal Service: Contract start and end dates, contract award number, 
contract value, products and/or services sold under contract.
    5. Information provided by customers as part of a survey or 
contest.
    6. Payment information: Credit and/or debit card number, type, 
expiration date, and check information; and Automated Clearing House 
(ACH) information.
    7. Event information: Name of event; role at event; itinerary; and 
membership in a PCC.
    8. Customer preferences: Preferences for badge name and 
accommodations.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To understand the needs of customers and improve Postal Service 
sales and marketing efforts.
    2. To provide appropriate materials and publications to customers.
    3. To conduct registration for Postal Service and related events.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    For sales, events, and publications, information is retrieved by 
customer name or customer ID(s), mail or e-mail address, and phone 
number.
    For direct marketing, information is retrieved by Standard Industry 
Code (SIC) or North American Industry Classification System (NAISC) 
number, and company name.


Safeguards:
    For sales, events, and publications, paper records and computer 
Storage tapes and disks are maintained in controlled-access areas or 
under general supervision of program personnel. Computers containing 
information are located in controlled-access areas with personnel 
access controlled by a cipher lock system, card key system, or other 
physical access control method, as appropriate. Authorized persons must 
be identified by a badge. Computer systems are protected with an 
installed security software package, computer logon identifications, 
and operating system controls including access controls, terminal and 
user identifications, and file management. Online data transmission is 
protected by encryption.
    For direct marketing, paper records and computer Storage tapes and 
disks are maintained in controlled-access areas or under general 
scrutiny of program/contractor personnel. Access is controlled by logon 
ID and password as authorized by the Marketing organization via secure 
Web site. Within the secured Storage facility, authorized persons must 
be identified by a badge. Online data transmission is protected by 
encryption.
    Contractors must provide similar protections subject to contract 
controls and a security compliance review by the Postal Inspection 
Service.


Retention and Disposal:
    Records relating to organizations and publication mailing lists are 
retained until the customer ceases to participate. ACH records are 
retained for up to 2 years. Records relating to direct marketing, 
advertising, and promotions are retained for 5 years.
    Other records are retained for 3 years after the relationship ends.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N. Lynn St., Arlington VA 22209.


[[Page 77103]]


Notification Procedure:
    For information pertaining to sales, inquiries should be addressed 
to: Office of Sales Performance Assessment and Administration, 1735 N. 
Lynn St., Arlington, VA 22209.
    Customers wanting to know if other information about them is 
maintained in this system of records must address inquiries in writing 
to the Chief Marketing Officer, and include their name and address.


Record Access Procedures:
    Requests for access must be made in accordance with the 
NotificationProcedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers, Postal Service personnel, and list providers.
USPS 600.000


System Name:
    International Services.


System Location:
    Postal Service Headquarters, Information Systems Service Centers 
(ISSC), and Postal Service facilities.


Categories of Individuals Covered by the System:
    Customers shipping to or from international locations.


Categories of Records in the System:
    1. Customer information: customer name, customer ID(s), and contact 
information.
    2. Name and address of senders and addressees.
    3. Information pertaining to mailings: Contents, order number, 
volume, destination, weight, origin, and type of mailing.
    4. Customer barcode scan data.
    5. Company name; contact name, title, and phone and fax number; 
mail and e-mail address; after-hours contact name and phone number; Tax 
ID number; Permit account number; and CAPS account number.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide international mailings and business services.
    2. To provide Postal Service scan data to customers for mail 
tracking purposes.
    3. To support customized mail agreements with international 
customers.
    4. To satisfy reporting requirements for customs purposes.


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, ID number(s).


Safeguards:
    Paper records and computer Storage tapes and disks are maintained 
in controlled-access areas or under general supervision of program 
personnel. Hardware is stored in secure cabinets and hardcopy materials 
are stored in locked Storage cabinets. Data is firewall protected and 
accessible by the customer by username and password. Postal Service 
access is restricted to authorized personnel.


Retention and Disposal:
    Records related to the Pre-Customs Advisory System are retained for 
5 years and then erased, according to the requirements of domestic and 
foreign Customs services.
    Other records are retained for 3 years after the relationship ends.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Vice President, International Business, United States Postal 
Service, 1735 N Lynn St, Arlington VA 22209.


Notification Procedure:
    Customers wanting to know if other information about them is 
maintained in this system of records must address inquiries in writing 
to the system manager, and include their name and address.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers and Postal Service personnel.
USPS 610.000


System Name:
    Identity and Document Verification Services.


System Location:
    Postal Service Marketing, Headquarters; Information Systems Service 
Centers (ISSC); and contractor sites.


Categories of Individuals Covered by the System:
    Customers who apply for identity and document verification 
services.


Categories of Records in the System:
    1. Customer information: Name, address, customer ID(s), telephone 
number, mail and e-mail address, date of birth, place of birth, company 
name, title, role, and employment status.
    2. Names and contact information of users who are authorized to 
have access to data.
    3. Verification and payment information: Credit and/or debit card 
information or other account number, government issued ID type and 
number, verification question and answer, and payment confirmation 
code. (Note: Social Security Number (SSN) and credit and/or debit card 
information are collected, but not stored, in order to verify ID.)
    4. Biometric information including fingerprint, photograph, height, 
weight, and iris scans. (Note: Information may be collected, secured, 
and returned to customer, but not stored.)
    5. Digital certificate information: Customer's public key(s), 
certificate serial numbers, distinguished name, effective dates of 
authorized certificates, certificate algorithm, date of revocation or 
expiration of certificate, and Postal Service-authorized digital 
signature.
    6. Transaction information: clerk signature; product use and 
inquiries.
    7. Electronic information related to encrypted documents.


Authority for Maintenance of the System:
    39 U.S.C. 401, 403, and 404.


Purpose(s):
    1. To provide services related to identity and document 
verification services.
    2. To issue and manage public key certificates and/or electronic 
postmarks.
    3. To provide secure mailing services.


[[Page 77104]]


Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such Uses:
    The standard routine uses for customer-related systems apply.


Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases, computer Storage media, and paper.


Retrievability:
    By customer name, customer ID(s), distinguished name, certificate 
serial number, receipt number, and transaction date.


Safeguards:
    For public keys, hardcopy records and computer records are stored 
in a building with access controlled by guards and room access 
controlled by card readers. Information in the database is protected by 
a security architecture of several levels that includes an asynchronous 
gateway, network firewall, operating security system, and database 
software security architecture. Internal access to the database is 
limited to the system administrator, database administrator, and 
designated support personnel. Key pairs are protected against 
cryptanalysis by encrypting the private key and by using a shared 
secret algorithm to protect the encryption key, and the certificate 
authority key is stored in a separate, tamperproof, hardware device. 
Activities are audited, and archived information is protected from 
corruption, deletion, and modification.
    For authentication services and electronic postmark, electronic 
data is transmitted via secure socket layer (SSL) encryption to a 
secured data center. Computer media are stored within a secured, locked 
room within the facility. Access to the database is limited to the 
system administrator, database administrator, and designated support 
personnel. Paper forms are stored within a secured area within locked 
cabinets.


Retention and Disposal:
    Records related to Pending Public Key Certificate Application Files 
are added as received to an electronic database, moved to the 
authorized certificate file when they are updated with the required 
data, and records not updated within 90 days from the date of receipt 
are destroyed.
    Records related to the Public Key Certificate Directory are 
retained in an electronic database, are consistently updated, and 
records are destroyed as they are superseded or deleted.
    Records related to the Authorized Public Key Certificate Master 
File are retained in an electronic database for the life of the 
authorized certificate.
    When the certificate is revoked, it is moved to the certificate 
revocation file.
    The Public Key Certificate Revocation List is cut off at the end of 
each calendar year and records are destroyed 30 years from the date of 
cutoff.
    Records may be retained longer with customer consent or request.
    Other records in this system are retained for 7 years.
    Records are deleted or destroyed at the end of the retention 
period.


System Manager(s) and Address:
    Chief Marketing Officer and Senior Vice President, United States 
Postal Service, 1735 N Lynn St, Arlington VA 22209.


Notification Procedure:
    For authentication services, electronic postmarks, and digital 
certificates, inquiries should be addressed to:
    Manager, Identity and Document Verification Services, United States 
Postal Service, 475 L'Enfant Plz. SW., Washington DC 20260.
    Customers wanting to know if other information about them is 
maintained in this system of records must address inquiries in writing 
to the system manager, and include their name and address.


Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the Postal Service Privacy Act 
regulations regarding access to records and verification of identity 
under 39 CFR 266.6.


Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.


Record Source Categories:
    Customers.


Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 02-31386 Filed 12-13-02; 8:45 am]

BILLING CODE 7710-12-P