[Federal Register Volume 65, Number 125 (Wednesday, June 28, 2000)]
[Notices]
[Pages 39970-39972]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-16253]


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POSTAL SERVICE


Privacy Act of 1974, System of Records

AGENCY: Postal Service.

ACTION: Notice of proposed modifications to existing system of records.

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SUMMARY: This document publishes notice of modifications to Privacy Act 
system of records USPS 010.010, renamed by this notice as ``Collection 
and Delivery Records-Address Change, Mail Forwarding, and Related 
Services Records.'' The modifications reflect the electronic collection 
of information traditionally covered by the system and the collection 
and maintenance of move-related information.

DATES: Any interested party may submit written comments on the proposed 
addition and modification. This proposal will become effective without 
further notice on July 28, 2000, 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 Finance Administration/FOIA, United States Postal Service, 
475 L'Enfant Plaza SW, RM 8141, Washington, DC 20260-5202. 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: Betty Sheriff, (202) 268-2608.

SUPPLEMENTARY INFORMATION: Postal customers who move and choose to file 
a forwarding order with the Postal Service complete PS Form 3575, 
Change-of-Address Order. Privacy Act system 010.010 covers the 
collection and maintenance of this information. In recent years, the 
Postal Service has provided an Internet version of PS Form 3575, along 
with other information to help customers before, during, and after 
their move to a new address. Customers complete the form online and 
print, sign, and mail it to the Postal Service.
    Enhancements to the Postal Service's Internet site, which is 
currently called MoversNet, will result in the collection of additional 
information, prompting the need for the system revisions proposed by 
this notice. Customers will be able to effect change-of-address service 
online by providing proof of identity such as a credit card number. In 
addition, customers will be able to order move-related services 
provided by entities outside of the Postal Service. These services will 
be offered through a new Internet site called MoversGuide.com, which 
will replace MoversNet. The move-related services will include moving 
van rental; sale of moving boxes; and long-distance telephone and cable 
service, etc. Information needed by the entity to provide service will 
be collected from the customer by the Postal Service and maintained 
after for fulfillment and customer service purposes. A customer can 
elect for the Postal Service to maintain certain information for the 
customer's use in future transactions on MoversGuide.com. The proposed 
changes to the categories of records segment of the system notice 
reflect the addition of this new information.
    In addition, the purpose statement has been expanded to include the 
objective of collecting move-related records to enhance customer 
service and convenience.
    Three new routine uses are being adopted. These routine uses permit 
disclosure of information about a customer to providers of move-related 
services at the customer's request; disclosure of change-of-address 
information to certain government agencies or other entities selected 
by the customer; and disclosure of information about a customer to an 
online identity validation system for purposes of verifying the 
customer's identity. Each of these disclosures is necessary to 
accomplish the purposes for which the information is collected.
    The system modifications are not expected to have an adverse effect 
on individual privacy rights. Customer identity is verified; customers 
have control over how much information is kept about them; and the 
information is securely maintained and transmitted.
    Customers may opt to file a change-of-address online or through the 
mail. To protect individuals who file online against fraud, the Postal 
Service collects information to establish proof of identity and 
confirms the address change request by e-mail. Each time a customer 
uses MoversGuide.com to obtain move-related services, he or she will be 
given the option to save the information for ordering other products 
and services or to delete it then or at a later time. If information is 
saved, the customer must enter a user name and

[[Page 39971]]

password to access the information in the future.
    Security controls have been applied to protect the information 
during transmission and physical maintenance. The system will be housed 
in a restricted area with access controlled by an installed security 
software package, the use of logon identifications and passwords, and 
operating system controls. Information is transmitted in a secure 
session established by Secure Sockets Layer (SSL) or equivalent 
technology. Digital certificates provide the authentication encryption 
to enable an SSL connection with the postal customer's Web browser. Any 
transaction that involves sending information is encrypted on both the 
sending and receiving end to keep others from viewing it. The Postal 
Service's secure server does not support browsers that do not transmit 
encrypted information.
    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the amended system has been sent to Congress and to the Office of 
Management and Budget for their evaluation.
    System USPS 010.010 was last published in its entirety at 54 FR 
43657-43658 dated October 26, 1989, and amended at 64 FR 8877-8878 
dated February 23, 1999. It is proposed that the system description be 
amended as follows:

USPS 010.010

SYSTEM NAME:
    [CHANGE TO READ:]
    Collection and Delivery Records-Address Change, Mail Forwarding, 
and Related Services Records, 010.010.
* * * * *

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    [CHANGE TO READ:]
    Postal customers requesting mail forwarding and related services 
from their local postal facilities or through Postal Service Internet 
services. Any postal customers who are victims of a disaster who have 
requested mail forwarding services through the American Red Cross.

CATEGORIES OF RECORDS IN THE SYSTEM:
    [CHANGE TO READ:]
    a. Address change records including customer number, name, old 
mailing address, new mailing address, mail forwarding instructions, 
effective date, information about whether the move is permanent or 
temporary, contact information for customer service, and any 
information/records for online proof of identity.
    b. Records pertaining to other move-related services provided by 
entities outside the Postal Service contain customer number, name, 
address, products, effective date, billing, and identity validation 
information required to service the customers' requests.
    c. Postal customer inquiry/comment records may contain customer 
number, name, contact information, description of service request, and 
responses.
    d. Outside service provider records contain name of the service 
provider, customer name, policies related to privacy and customer 
service, product offerings, and service processing information.
    e. Optional customer records contain the information a customer 
chooses to save to apply to future transactions on the Internet site. 
They may contain names, addresses, online proof of identification, 
billing, and other information used to request a service.
    f. Internet site usage records contain referral source, search word 
used to come to the site, Internet Protocol (IP) address, domain name, 
operating system versions, browser version, page visited, and other 
information to analyze the usage of the site.
* * * * *

PURPOSE(S):
    [CHANGE TO READ:]
    a. To provide mail forwarding services to postal customers who have 
changed addresses.
    b. To provide address correction services to postal customers.
    c. To provide address information to the American Red Cross about a 
postal customer who has been relocated because of a disaster.
    d. To provide postal customers with Internet access the ability to 
file fully electronic change-of-address in order to further automate 
and enhance current address change services.
    e. To provide postal customers with Internet access to providers of 
move-related services as a means of improving customer convenience and 
service quality.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    [ADD ROUTINE USE 9, 10, AND 11 AS FOLLOWS:]
    9. Postal customer online requests for move-related services will 
be forwarded in a secured manner to the specified service providers, 
which may include government agencies and private companies, at the 
election of the customer online.
    10. Change-of-address information from this system may be disclosed 
to certain government agencies and other entities at the election of 
the postal customer online.
    11. Information from this system shall be disclosed to an 
authorized online identity validation system for the purpose of 
verifying the identity of a customer submitting a change-of-address 
online.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    [CHANGE TO READ:]
    The source document is 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 Computerized Forwarding System 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 National Customer Support Center (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:
    [ADD:]
    By name and address and customer number for electronic change-of-
address and related service records. By name, address, and e-mail 
address for customer service records. By name or service provider 
number for service provider records. By customer number, name, 
password, and/or challenging question and answer. The Internet site 
usage records are summarized for site usage analysis and are not 
retrieved by personal identifier.
* * * * *

RETENTION AND DISPOSAL:
    [CHANGE TO READ:]
    a. Change-of-address source document is retained for 18 months from 
effective date and then destroyed.
    b. Change-of-address information on magnetic tape and/or disk at 
Computerized Forwarding System sites is retained for 18 months from 
effective date. At the end of that period, the data is automatically 
purged from the Forwarding Control System.

[[Page 39972]]

    c. Change-of-address information on magnetic tape at the National 
Customer Support Center (National Change-of-Address File) is retained 
for 36 months from effective date.
    d. Internet change-of-address and related service records are kept 
on the online disks for 6 months from the execution date of the 
requests and archived to offline disks or tapes for an additional 13 
months. At the end of that period, the records on offline disks or 
tapes are erased.
    e. Postal customer service records are kept on the online disks for 
6 months from the closure date of the request and archived to offline 
disks or tapes for an additional 7 months. At the end of that period, 
the records on offline disks or tapes are erased.
    f. Outside service provider records are kept on the online disks 
for 3 months from the date of service termination and archived to 
offline disks or tapes for an additional 10 months. At the end of that 
period, the records on offline disks or tapes are erased.
    g. Records saved at the customer's option are maintained until the 
customer decides to delete the previous transaction records or the 
account is disabled for inactivity. The customer can choose to modify 
saved records at any time, and the choice will be executed immediately. 
An erased customer record shall not be recovered or recalled.
    h. Internet site usage records are kept on the online disks for 12 
months and archived to offline disks or tapes for an additional 13 
months. At the end of the period, the records on offline disks or tapes 
are erased.

RECORD SOURCE CATEGORIES:
    The individual to whom the record pertains; service providers; and 
providers of online identity validation.

Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 00-16253 Filed 6-27-00; 8:45 am]
BILLING CODE 7710-12-P