[Federal Register Volume 60, Number 125 (Thursday, June 29, 1995)]
[Notices]
[Pages 33882-33883]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: X95-10629]



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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service.

ACTION: Notice of revisions to an existing system of records.

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SUMMARY: This document publishes notice of modifications to Privacy Act 
system of records USPS 070.040, Inquiries and Complaints--Customer 
Complaint Records. The modifications expand the system locations and 
purpose statements, make editorial revisions that change the name of 
the system, clarify the system as a result of the expansions, and 
correct organization name changes as a result of the restructuring of 
the Postal Service. The system locations and purpose statements are 
expanded to note the system's coverage of complaint and inquiry records 
from individuals, including employees, that indicate potential threats, 
a potentially volatile workplace climate, and/or significant personal 
concerns of employees or customers.

DATES: This proposal will become effective without further notice 
August 8, 1995, unless comments are received on or before that date 
that result in a contrary determination.

ADDRESSES: Written comments on this proposal should be mailed or 
delivered to Payroll Accounting/Records, United States Postal Service, 
475 L'Enfant Plaza SW, Room 8650, Washington, DC 20260-5242. Copies of 
all written comments will be available for public inspection and 
photocopying between 8 a.m. and 4:45 p.m., Monday through Friday, at 
the above address.

FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608.

SUPPLEMENTARY INFORMATION: System of records USPS 070.040 contains 
records relating to inquiries and complaints from postal customers and 
employees. Its current description is inaccurate in that it suggests 
that records in the system are limited to customer inquiries and 
complaints regarding mail service. In fact, the system has come to 
include inquiries and complaints of employees as well. This notice 
expands the purpose statement because some employee inquiries covered 
by the system pertain to issues other than mail service. These 
inquiries and complaints frequently relate to an employee's postal 
employment.
    Occasionally a customer or employee complaint may indicate a 
potential for violence, a potentially volatile workplace climate, and/
or significant personal concerns of employees or customers that should 
receive remedial attention. Because such inquiries and complaints may 
be referred to the Postal Service's Human Resources office or to its 
contractor for analysis and proactive attention, the Vice President of 
Human Resources has been added as a System Manager. Where the threat of 
violence is particularly strong, the correspondence may be referred to 
the Postal Inspection Service for investigative action. In those 
instances, related records may also become part of the Privacy Act 
system USPS 080.010, Inspection Requirements--Investigative File 
System. Other system changes clarify existing language, particularly 
with relation to the above-noted changes, and correct organization 
names that were changed as a result of a recent restructuring of the 
Postal Service.
    All records within the system are kept in a secured environment, 
with automated data processing (ADP) physical and administrative 
security and technical software applied to information on computer 
media. Contractors who maintain information collected by this system 
are subject to subsection (m) of the Privacy Act and are required to 
apply appropriate protections subject to the audit and inspection of 
the Postal Inspection Service. Further, the only routine uses applied 
are those that the Postal Service has established and applied to most 
of its systems of records representing potential uses of information in 
the conduct of official business. These appear in the Postal Service's 
last compilation of its records systems, 

[[Page 33883]]
published in the Federal Register on October 26, 1989 (54 FR 43652-
43715).
    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments on this proposal. A report of 
the proposed system has been sent to Congress and to the Office of 
Management and Budget for their evaluation.
    The most recent description of USPS 070.040 was published in the 
above-referenced compilation at 54 FR 43675. That description is 
modified as follows:

USPS 070.040

    [Change to read:]
    Inquiries and Complaints--Customer and Employee Complaint Records, 
070.040.
    [Change to read:]
    Consumer Advocate and Human Resources, Postal Service Headquarters; 
districts; post offices; the Information Service Center at St. Louis, 
MO; and contractor sites.
    [Change to read:]
    Postal Service customers and employees who have contacted the 
Postal Service with a suggestion or a problem.
    [Change to read:]
    Complaining individual's name and address; nature of the inquiry or 
complaint; assessment of concerns, findings, and recommendations; and 
resolution of same. Includes general correspondence and Consumer 
Service Cards about individuals' complaints/inquiries.
    39 U.S.C. 403, 404.
    [Change to read:]
    To process Postal Service customer and employee concerns and 
inquiries regarding mail services and other issues relating to the 
Postal Service.
    Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m 
listed in the prefatory statement at the beginning of the Postal 
Service's published system notices apply to this system.
    [Change to read:]
    Typed, printed, handwritten or computer-printed form, microfilm, 
magnetic tape, and worm optical disk.
    [Change to read:]
    For correspondence and computerized complaint cards, by 
chronological sequence within subject category as derived from 
correspondence and the name of inquirer or complainant. Human 
Resources' records may also be retrieved by work location. For hard 
copy complaint cards, chronological by retrieval code and preprinted 
complaint card serial number.
    [Change to read:]
    These are restricted files and are to be maintained in locked file 
cabinets in secured facilities, with access limited to personnel having 
an official need. Automated records are protected through computer 
password security.
    [Change to read:]
    Records of referrals to Human Resources: Destroy 3 years after 
resolution of problem.
    Other inquiry/complaint records: Destroy 1 year after resolution of 
problem.
    [Change to read:]
Vice President, Human Resources, United States Postal Service, 475 
L'Enfant Plaza SW, Washington DC 20260-4200
Vice President and Consumer Advocate, United States Postal Service, 475 
L'Enfant Plaza SW, Washington DC 20260-2200
    Customers wanting to know whether information about them is 
maintained in this system of records must address inquiries to the same 
facility to which they submitted their complaint. Inquiries about 
complaint cards must contain the date and card serial number.
    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.
    See Notification Procedure and Record Access Procedures above.
    [Change to read:]
    Postal Service customers and employees.
    [Change to read:]
    Records or information in this system that have been compiled in 
reasonable anticipation of a civil action or proceeding are exempt from 
individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal 
Service has claimed exemptions from certain provisions of the Act for 
several of its other systems of records as permitted by 5 U.S.C. 
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt 
records from those other systems are incorporated into this system, the 
exemptions applicable to the original primary system must continue to 
apply to the incorporated records.''
Neva R. Watson,
Acting Chief Counsel, Legislative.
[FR Doc. 95- 15981 Filed 6-28 -95; 8:45 am]
BILLING CODE 7710-12-P