FR Doc 05-8444 [Federal Register: April 29, 2005 (Volume 70, Number 82)] [Notices] [Page 22516-22560] From the Federal Register Online via GPO Access [wais.access.gpo.gov] [DOCID:fr29ap05-106] [[Page 22516]] ----------------------------------------------------------------------- POSTAL SERVICE Privacy Act of 1974, System of Records AGENCY: Postal Service. ACTION: Notice of new and deleted systems of records. ----------------------------------------------------------------------- SUMMARY: The United States Postal Service[reg] (USPS[reg]) is publishing this notice in accordance with subsection (e)(4) of the Privacy Act of 1974 (5 U.S.C. 552a), which requires an agency to issue notice of the existence and character of its systems of records upon establishment or revision. In this notice, the USPS is revising and publishing its Privacy Act systems of records in their entirety. The revised systems of records are better organized and are written with clarity as a goal. The systems of records incorporate Privacy Act and USPS privacy policies, and reflect USPS emphasis on industry best practices to protect privacy. Routine uses have been revised to more clearly communicate circumstances under which personal information might be disclosed. DATES: Any interested party may submit written comments about this proposed action. Sections B through E will become effective without further notice June 8, 2005, unless comments received on or before that date result in a contrary determination. ADDRESSES: Please address your comments to the Privacy Office, United States Postal Service, 475 L' Enfant Plaza, SW., Room 10433, Washington, DC 20260-2200. Copies of all written comments will be available at this address for public inspection and photocopying between 8 a.m. and 4 p.m., Monday through Friday. FOR FURTHER INFORMATION CONTACT: Privacy Office, United States Postal Service, Room 10433, Washington, DC 20260-2200, Telephone: 202-268- 5959. SUPPLEMENTARY INFORMATION: For over two centuries, the USPS has valued privacy and built a brand that customers trust. Part of the USPS privacy framework is compliance with the Privacy Act of 1974, when the USPS maintains information about customers, employees, and other individuals in a system of records. A system of records is a file, database, or program from which personal information is retrieved by name or other personal identifier. In this notice, the USPS is publishing and revising the complete set of its Privacy Act systems of records. The USPS systems of records is divided into two categories: general systems and customer systems. General systems cover all employee systems, as well as those related to finance, contractors, property, investigations, litigation, and administration. Customer systems relate to customers who register for and use postal products and services, or are otherwise covered by the Privacy Act. The complete text of all USPS systems was last published on October 26, 1989 (54 FR 43652-43715). The general systems were last systematically evaluated and revised on February 23, 1999 (64 FR 8876- 8892). Customer systems were overhauled and published in their entirety in the Federal Register on December 16, 2002 (67 FR 77086-77104). Individual systems have also been created and amended over time as appropriate. As a general rule, most revisions described in this notice concern USPS general systems of records. The revisions have been made to reflect current management and storage of personal information. In undertaking this effort, the USPS used a methodology similar to that employed to reorganize customer systems of records on December 16, 2002 (67 FR 77086-77104). General systems have been reorganized and reduced in number from 73 to 28. The systems are organized around major employee and other activities, where activities are logically grouped and practices have been standardized. This provides for more consistent practices and ease of use for covered individuals and Postal ServiceTM personnel with compliance responsibilities. A new system for emergency management records has also been added. In addition, revisions have been made to the existing 17 customer systems. These revisions involve updates that have occurred since the 2002 Federal Register notice. The revisions also reflect updates needed to present USPS systems of records, both general and customer systems, as an integrated and comprehensive package. Examples of these updates include renumbering systems and integrating routine uses. A commercial database has been added as a records source to four customer systems in order to support USPS call center operations. A single set of standard routine uses for general and customer systems has been created. The standard routine uses show which apply to general systems and which apply to customer systems. The standard routine uses have also been integrated to show where a routine use is the same for both general and customer systems. Unnecessary or redundant routine uses have been eliminated. The revised systems of records provide a more concise, accurate, and understandable picture to employees and to the public of the personal information collected and maintained. The improved organization of records will also assist USPS staff in the performance of records cataloging and searches. The ultimate effect is an improvement in the privacy of individuals covered by USPS systems of records. This notice publishes the following: Explanation (Section A) Privacy Act protections (Section B) Index of systems of records (Section C) Authorized disclosures and routine uses (Section D) Complete text of systems of records (Section E) Section A. Explanation Described below are (I) changes impacting all general systems of records; (II) changes to specific systems of records (both general and customer systems); (III) explanation of the new system for emergency management records; (IV) changes to routine uses; and (V) table of deleted systems and the revised systems into which records have been incorporated. The revised systems of records then follow in their entirety. I. Changes Impacting All General Systems of Records All general systems of records have been revised and reorganized from 73 to 28 systems. General systems contain all non-customer records covered by the Privacy Act, including records relating to employees, finance, contractors, property, investigations, litigation, and other administrative matters. The reorganization culminating in this notice used methods similar to those employed earlier to reorganize customer records which were published in the Federal Register on December 16, 2002 (67 FR 77086-77104). Existing general systems contained many outdated features. These systems have been corrected to reflect current practices. The titles of general systems are now more indicative of their content and scope, and will be more readily apparent to the reader. Management practices and system language has been updated and standardized. This includes all aspects of records systems, such as regarding covered individuals, records categories, records sources, safeguards, retention, routine uses, disposal, and exemptions to disclosure. Standardized terminology has been used to describe safeguards, retention, and disposal methods. Outdated facility nomenclature has been corrected under system location. Outdated system manager designations have been corrected to reflect current [[Page 22517]] responsibility. The USPS has replaced employees' Social Security Number (SSN) as the employee identifier with a new nine-digit Employee Identification Number (EIN). The EIN has been incorporated in all relevant employee systems of records. II. Changes to Specific Systems of Records The following describes substantive changes that have been made to specific general and customer systems of records. General Systems of Records USPS 100.000 General Personnel Records, which includes the employee official personnel folder (OPF) as a records category, was corrected to comply with a union agreement promulgated since the system was last revised regarding the maintenance of bargaining unit employees' discipline and adverse action records. USPS 100.100 Recruiting, Examining, and Placement Records was revised to clearly distinguish as separate records categories the preemployment investigative records compiled directly by USPS and investigative records compiled by the Office of Personnel Management at the request of USPS. USPS 100.700 Medical Records was made compatible with USPS management instructions by aligning the description of records categories, including alcohol/drug testing records. The system was revised to correctly describe records collected by the Headquarters Health and Fitness Center as being USPS records. USPS 100.800 Employee Accident Reports was corrected to comply with a union agreement promulgated since the system of records was last revised regarding disclosures. USPS 100.950 Employee Assistance Program (EAP) Records was updated to indicate that EAP records, with the exception of two USPS facilities still operating internal EAP offices, are now under the control of the Federal Occupational Health Service and as such are not records under the control of USPS. USPS 700.300 Inspector General Investigative Records has been amended to limit disclosures to other Federal offices of Inspectors General or to the President's Council on Integrity and Efficiency. Records originating from any other USPS system, which might be duplicated in or incorporated into this system, must first be redacted of all personally identifiable information. Customer Systems of Records USPS 840.000 Customer Mailing and Delivery Instructions. This system has been amended to include name and address records related to rural route customers that are maintained on Postal Service (PS) Form 4232-A. These records had been addressed in the general system USPS 010.080, Rural Carrier Route Records. Because these records relate to customers, it is more appropriate for them to be covered by a customer system. 850.000 Auction Files. References to online auctions have been eliminated to reflect current USPS auction practices. 860.000 Financial Transactions. This system has been corrected to link the exemptions paragraph to the appropriate system. When last published on December 31, 2002 (67 FR 79858-79858), the exemption improperly referenced an obsolete system name and number. 880.000 Post Office and Retail Services. The special routine uses were amended to more clearly describe the limitations on information that may be disclosed from PS Form 1093, Application for Post Office Box or Caller Service, depending on the category of requester. USPS 800.000 Address Change, Mail Forwarding, and Related Services; USPS 810.300 Offline Registration, Payment, and Fulfillment; USPS 820.200 Mail Management and Tracking Activity; and USPS 830.000 Customer Service and Correspondence. The record sources for these four systems have been amended to include commercially available source(s) of names, addresses, and telephone numbers for use by USPS call centers. The USPS is at the forefront of providing customer services and transactions via all channels, including by phone. As a consequence, the USPS performs Privacy Act-covered transactions in a call center environment. As an example, a customer may request by telephone that his or her mail be held at the local Post OfficeTM for a certain period of time. The USPS has built systems of records, and has also developed and implemented a methodology to provide a Privacy Act notice, for these transactions. The USPS now plans to use commercial source(s) to reflect industry standard practices in call center operations to improve speed and accuracy of customer service. The USPS has carefully considered and incorporated privacy features regarding use of commercial source(s) for call centers as follows. The USPS has limited the type and amount of data acquired from the commercial source(s) to include only telephone numbers, names, and addresses. Strict limitations have also been placed around use of the data by USPS call center operations, as well as how data is shared with the commercial source(s). When customers call 1-800-ASK-USPS or other USPS call center numbers for a transaction or inquiry covered by the Privacy Act, they will be informed their information is Privacy Act-protected. They will be offered the opportunity to hear the USPS privacy statement prior to the automated system or call center operator requesting their telephone number. Customers will be told that their phone number is requested to help locate their street address. They may decline to provide their number and still be able to access the desired service. When customers provide their phone number, USPS uses the commercial source(s) to return a name and address, in the proper USPS format, associated with the phone number. The automated system or operator will ask the customers to confirm that the address is correct. If confirmed, the system or operator will use the address to complete the transaction, rather than asking customers to provide it and entering it into the USPS system. This allows the transaction to be faster, avoids keying errors, and increases the rate of properly formatted addresses. If the name and/or address returned by the commercial source(s) are/is not those/that of the customer, the correct information is obtained from the customer via the current practice without use of commercial source(s). After the transaction is complete, the USPS may retain the name and address provided by the commercial source(s). The information will be managed in accordance with the applicable system of records. The commercial source(s) will not obtain any new information about the customer from the USPS. It already possessed the phone number, and any corrections or other information supplied by the customer will not be shared with the commercial source(s). III. Explanation of New System of Records for Emergency Management A new system of records, USPS 500.300 Emergency Management Records, is being established in support of a USPS emergency management program. This system includes records generated as a result of USPS obligations to mitigate, prepare for, respond to, or recover from any natural disaster, man-made hazard, or other emergency event. The system includes records relating to emergency management personnel, as well as [[Page 22518]] records relating to emergency evacuees and unaccounted for individuals in the event of a disaster, hazard, or event. IV. Changes to Routine Uses The USPS divides its routine uses into standard routine uses and special routine uses. Standard routine uses, listed in Section D, apply to multiple systems of records. Each system of records described in Section E will indicate which standard routine uses apply, along with applicable special routine use(s), if any. Described below are changes made to standard and special routine uses. Standard Routine Uses Previously, USPS maintained separate sets of standard routine uses for general and customer systems. This notice integrates the two sets into a single set of 11 standard routine uses: Disclosure Incident to Legal Proceedings Disclosure for Law Enforcement Purposes Disclosure to Congressional Office Disclosure to Agents or Contractors Disclosure to Auditors Disclosure to Labor Organizations Disclosure to Government Agencies Disclosure to Equal Employment Opportunity Commission Disclosure to Merit Systems Protection Board or Office of the Special Counsel Disclosure to Agencies and Entities for Financial Matters Disclosure for Customer Service Purposes Following is a description of the 11 revised standard routine uses, and the two standard routine uses that have been eliminated. Disclosure Incident to Legal Proceedings. This routine use was formerly titled Disclosure Incident to Litigation as it applied to general systems and Disclosure Incident to Legal Proceedings as it applied to customer systems. The two routine uses have been integrated into one routine use applicable to both systems. Disclosure of records to former USPS employees or contractors has been added to conform to a litigation routine use recommended by the Department of Justice. Disclosure to a bar association or similar authority has also been removed from certain systems as a special routine use and added as part of this standard routine use, since the disclosure is related to litigation and may be applicable to all systems. Disclosure for Law Enforcement Purposes. This routine use has been revised to place all standard law enforcement disclosures together for ease of reference. The routine use differentiates the conditions of such disclosures applicable to general and customer systems. Disclosure to Congressional Office. This routine use had been two separate routine uses for customers and general systems which were almost identical. This has been made an integrated routine use applicable to both systems, with minor editorial changes to existing language. Disclosure to Agents or Contractors. This routine use integrates disclosures applicable to customer and general systems. The word `partners' which had been included in the title of the customer routine use has been eliminated because it is considered redundant. The new form of this routine use has been supplemented to include the potential for disclosing records to an agent or contractor relating to investigations or performance of their employee(s). Disclosure to Auditors. This routine use existed in slightly different forms for customer and general systems. These routine uses have been integrated into one, preserving the customer system version to account for disclosures related to audits by government agencies and other entities, instead of solely by certified public accountants. Disclosure to Labor Organizations. This routine use is revised to cover legally required disclosures made pursuant to a collective bargaining agreement enforced through the Postal Reorganization Act and not solely through the National Labor Relations Act. Disclosure to Government Agencies. This routine use was formerly two standard routine uses for general systems, which were named Disclosure Incident to Requesting Information and Disclosure to Requesting Agency. In its notice of December 16, 2002 (67 FR 77086- 77104), the USPS merged these two routine uses as they related to customer systems into one routine use to account for disclosures to and from other agencies. The combined form now applies to all systems. Disclosure to the Equal Employment Opportunity Commission. This routine use has been preserved as is. Disclosure to the Merit Systems Protection Board or Office of the Special Counsel. This routine use has been preserved as is. Disclosure to Agencies and Entities for Financial Matters. This routine use is slightly re-titled and expanded to cover disclosures to the Judicial Officer in response to Debt Collection Act petitions by employees. Disclosure for Customer Service Purposes. This routine use is preserved with minor edits to improve clarity. Storage. This routine use existed previously as a routine use applicable to general systems. It is deleted because OMB guidance provides that the regular transfer of records to a Federal records center for safekeeping or storage is not deemed a disclosure outside the agency. Disclosure to Office of Management and Budget. This routine use is deleted because USPS does not experience a demand for this disclosure within the context of private relief legislation. Elimination of Special Routine Uses in General Systems Unnecessary or redundant special routine uses were eliminated in general systems. This reduces the number and type of disclosures. It also makes the description of potential disclosures more understandable for individuals whose information is protected by the Privacy Act, as well as Postal Service personnel responsible for disclosing records in compliance with the Act. The prior 73 general systems contained a total of 225 special routine uses. The 28 general systems now contain a total of only 36 special routine uses. Special routine uses were eliminated for several reasons, including improvements made in this notice to the standard routine uses; the special use described a disclosure already permissible by statute or implementing agency rules; or the special use had been made obsolete by changes in law or agency practice. As a general principle, USPS eliminated special routine uses from a system where the records in question could have derived from other USPS systems (a practice known as data recompilation). These disclosures belong more properly as a standard routine use, since applicable to more than one system. Furthermore, this approach ensures that an individual is advised of the disclosure in the Privacy Act notice when data is collected, which data recompilation could circumvent. Special routine uses have only been retained to describe a unique kind of disclosure that applies to that particular system. V. Table of Deleted Systems Records from deleted systems of records are incorporated in systems as follows: 020.010 Biographical Summaries of Management Personnel for Press Release; 100.050 Localized Employee Administration Records; 120.036 Discipline, Grievance, and Appeals Records for Nonbargaining Unit Employees; 120.040 Employee Job Bidding Records; 120.070 General Personnel Folders (Official Personnel Folders and Records Related Thereto); [[Page 22519]] and 120.190 Supervisors' Personnel Record are incorporated into 100.000 General Personnel Records. 120.110 Preemployment Investigation Records; 120.130 Postmaster Selection Program Records; and 120.151 Recruiting, Examining, and Appointment Records are incorporated into 100.100 Recruiting, Examining, and Placement Records. 120.100 Performance Awards System Records; 120.153 Individual Performance Evaluation/Measurement; 120.154 Employee Survey Process System Records; and 120.170 Safe Driver Awards Records are incorporated into 100.200 Employee Performance Records. 120.152 Career Development and Training Records and 120.180 Skills Bank are incorporated into 100.300 Employee Development and Training Records. 050.020 Payroll System; 050.040 Uniform Allowance Program; 120.050 Employee Ideas Program Records; 120.099 Injury Compensation Payment Validation Records; 120.240 Garnishment Case Files; and 200.020 Monetary Claims for Personal Property Loss or Damage Involving Present or Former Employees are incorporated into 100.400 Personnel Compensation and Payroll Records. 170.010 Operations Data Collection System-Workload/Productivity Management Records and 170.020 Resource Management/Productivity Records-Resource Management Database are incorporated into 100.500 Personnel Resource Management Records. 120.120 Personnel Research and Test Validation Records and 120.121 Applicant Race, Sex, National Origin, and Disability Status are incorporated into 100.600 Personnel Research Records. 120.020 Blood Donor Records System; 120.090 Medical Records; and 120.091 Vehicle Operators Controlled Substance and Alcohol Testing are incorporated into 100.700 Medical Records. 120.035 Employee Accident Records is amended and renumbered as 100.800 Employee Accident Records. 120.098 Office of Workers' Compensation Program (OWCP) Record Copies is amended and renumbered as 100.850 Office of Workers' Compensation Program (OWCP) Record Copies. 070.040 Employee Inquiry, Complaint, and Investigative Records is amended and renumbered as 100.900 Employee Inquiry, Complaint, and Investigative Records. 120.140 Employee Assistance Program (EAP) Records is amended and renumbered as 100.950 Employee Assistance Program (EAP) Records. 030.010 EEO Discrimination Complaint Files; 030.020 EEO Staff Selection Records; 030.040 Roster of Alternative Dispute Resolution Providers; and 120.220 Personnel Records-Arbitration Case Files are incorporated into 200.000 Labor Relations Records. 050.005 Accounts Receivable Files and 050.060 Accounts Payable Files are incorporated into 300.000 Finance Records. 200.010 Relocation Assistance Claims; 210.010 Architect-Engineers Selection Records; 210.020 Driver Screening System Assignment Records; 210.030 Contractor Employee Fingerprint Records; and 210.040 Supplier and Contractor Records are incorporated into 400.000 Supplier and Tenant Records. 100.010 Carpool Coordination/Parking Services Records; 110.010 Accountable Property Records; and 150.030 Computer Access Records are incorporated into 500.000 Property Management Records. 010.030 Carrier Drive-Out Agreements; 010.040 City Carrier Route Records; 010.080 Rural Carrier Route Records; and 120.210 Vehicle Maintenance Personnel and Operator Records are incorporated into 500.100 Carrier and Vehicle Operator Records. 070.010 Correspondence Files of the Postmaster General; 070.020 Government Officials' Inquiry System; 150.010 Information Disclosure Accounting Records (Freedom of Information Act); and 150.020 Information Disclosure Accounting Records (Privacy Act) are incorporated into 500.200 Controlled Correspondence, FOIA, and Privacy Act Disclosure Records. 500.300 Emergency Management Records is established as a new system of records. 060.010 Consumer Protection Records-Fraud, False Representation, Lottery, and Nonmailability Case Record; 060.020 Consumer Protection Records-Pandering Act Prohibitory Orders; 060.030 Consumer Protection Records-Appeals Involving Mail Withheld from Delivery; and 060.040 Consumer Protection Records-Appeals from Termination of Post Office Box or Caller Service are incorporated into 600.000 Legal Records Related to Mail. 110.020 Possible Infringement of Postal Service Intellectual Property Rights; 190.010 Litigation Records-Miscellaneous Civil Action and Administrative Proceeding Case Files; 190.020 Litigation Records- National Labor Relations Board Administrative Litigation Case Files; 190.030 Litigation Records-Employee and Labor Relations Court Litigation Case Files; and 200.030 Nonmail Monetary Claims-Tort Claims Records are incorporated into 600.100 General Legal Records. 150.015 Freedom of Information Act Appeals and Litigation Records and 150.025 Privacy Act Appeals and Litigation Records are incorporated into 600.200 Privacy Act and FOIA Appeal and Litigation Records. 120.060 Confidential Financial Disclosure Reports and 120.061 Public Financial Disclosure Reports for Executive Branch Personnel are incorporated into 600.300 Public and Confidential Financial Disclosure Reports. 030.030 Equal Employment Opportunity-EEO Administrative Litigation Case File and 120.230 Personnel Records-Adverse Action Appeals (Administrative Litigation Case Files) are incorporated into 600.400 Administrative Litigation Records. 080.010 Inspection Requirements- Investigative File System is amended and renumbered as 700.000 Inspection Service Investigative File System. 080.020 Mail Cover Program Records is amended and renumbered as 700.100 Mail Cover Program Records. 080.030 Vehicular Violations Records System is amended and renumbered as 700.200 Vehicular Violations Records System. 300.010 Office of Inspector General-Investigative File System is amended and renumbered as 700.300 Inspector General Investigative Records. The following systems are renumbered and amended with respect to their routine uses and to correct minor errors. 500.000 Address Change, Mail Forwarding, and Related Services is amended and renumbered as 800.000 Address Change, Mail Forwarding, and Related Services. 500.100 Address Matching for Mail Processing is amended and renumbered as 800.100 Address Matching for Mail Processing. 510.100 http://www.usps.com Registration is amended and renumbered as 810.100 http://www.usps.com Registration. 510.200 http://www.usps.com Ordering, Payment, and Fulfillment is amended and renumbered as 810.200 http://www.usps.com Ordering, Payment, and Fulfillment. 510.300 Offline Registration, Payment, and Fulfillment is amended and renumbered as 810.300 Offline Registration, Payment, and Fulfillment. 520.100 Mailer Services-Applications and Approvals is amended [[Page 22520]] and renumbered as 820.100 Mailer Services-Applications and Approvals. 520.200 Mail Management and Tracking Activity is amended and renumbered as 820.200 Mail Management and Tracking Activity. 530.000 Customer Service and Correspondence is amended and renumbered as 830.000 Customer Service and Correspondence. 540.000 Customer Mailing and Delivery Instructions is amended and renumbered as 840.000 Customer Mailing and Delivery Instructions. 550.000 Auction Files is amended and renumbered as 850.000 Auction Files. 560.000 Financial Transactions is amended and renumbered as 860.000 Financial Transactions. 570.100 Trust Funds and Transaction Records is amended and renumbered as 870.100 Trust Funds and Transaction Records. 570.200 Meter Postage and PC Postage Customer Data and Transaction Records is amended and renumbered as 870.200 Meter Postage and PC Postage Customer Data and Transaction Records. 580.000 Post Office and Retail Services is amended and renumbered as 880.000 Post Office and Retail Services. 590.000 Sales, Marketing, Events, and Publications is amended and renumbered as 890.000 Sales, Marketing, Events, and Publications. 600.000 International Services is amended and renumbered as 900.000 International Services. 610.000 Identity and Document Verification Services is amended and renumbered as 910.000 Identity and Document Verification Services. Section B. Privacy Act Protections 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. 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 of records is treated. This description includes how information is collected, used, disclosed, stored, and disposed of. It also includes how individuals can obtain access to, correct, and amend information about them that is included in the system of records. The Privacy Act places limitations and requirements on how information from within a system of records can be disclosed, as described in Section D. Section C. Index of Systems of Records Part I. General Systems 100.000 General Personnel Records 100.100 Recruiting, Examining, and Placement Records 100.200 Employee Performance Records 100.300 Employee Development and Training Records 100.400 Personnel Compensation and Payroll Records 100.500 Personnel Resource Management Records 100.600 Personnel Research Records 100.700 Medical Records 100.800 Employee Accident Records 100.850 Office of Workers' Compensation Program (OWCP) Record Copies 100.900 Employee Inquiry, Complaint, and Investigative Records 100.950 Employee Assistance Program (EAP) Records 200.000 Labor Relations Records 300.000 Finance Records 400.000 Supplier and Tenant Records 500.000 Property Management Records 500.100 Carrier and Vehicle Operator Records 500.200 Controlled Correspondence, FOIA, and Privacy Act Disclosure Records 500.300 Emergency Management Records 600.000 Legal Records Related to Mail 600.100 General Legal Records 600.200 Privacy Act and FOIA Appeal and Litigation Records 600.300 Public and Confidential Financial Disclosure Reports 600.400 Administrative Litigation Records 700.000 Inspection Service Investigative File System 700.100 Mail Cover Program Records 700.200 Vehicular Violations Records Systems 700.300 Inspector General Investigative Records Part II. Customer Systems 800.000 Address Change, Mail Forwarding, and Related Services 800.100 Address Matching for Mail Processing 810.100 http://www.usps.com Registration 810.200 http://www.usps.com Ordering, Payment, and Fulfillment 810.300 Offline Registration, Payment, and Fulfillment 820.100 Mailer Services--Applications and Approvals 820.200 Mail Management and Tracking Activity 830.000 Customer Service and Correspondence 840.000 Customer Mailing and Delivery Instructions 850.000 Auction Files 860.000 Financial Transactions 870.100 Trust Funds and Transaction Records 870.200 Meter Postage and PC Postage Customer Data and Transaction Records 880.000 Post Office and Retail Services 890.000 Sales, Marketing, Events, and Publications 900.000 International Services 910.000 Identity and Document Verification Services Section D. Authorized Disclosures and Routine Uses Under the Privacy Act, information can only be disclosed from a system of records, internally or externally, under one of two conditions: The individual has authorized the disclosure in writing. The disclosure fits within one of twelve specified categories. The following is a description of disclosures, including those authorized by the Privacy Act and USPS regulations and routine uses. D.1. Disclosures Authorized by the Privacy Act The Privacy Act authorizes disclosures in the following twelve circumstances: 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 [[Page 22521]] 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 the extent the matter is within their jurisdiction, to any of its committees or subcommittees. 10. To the Comptroller General in the performance of duties of the Government Accountability 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. 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. The Privacy Act also allows disclosures required by the Freedom of Information Act (see 2 above). USPS regulations implementing the Privacy Act and FOIA are contained in 39 CFR Parts 261-268. D.2. Standard Routine Uses The following standard routine uses apply to USPS systems of records. In general, standard routine uses 1 through 9 apply to general systems--systems relating to employees, finance, investigations, litigation, and other systems not primarily related to USPS customers. General systems are listed in Section C, Part I. In general, standard routine uses 1 through 7, 10, and 11 apply to customer systems of records. These systems, which contain information related to USPS customers, are listed in Section C, Part II. The specific standard routine uses applicable to each system of records, as well as any special routine uses, are described in each system of records in Section E. 1. Disclosure Incident to Legal Proceedings. When the Postal Service is a party to or has an interest in litigation or other legal proceedings before a Federal, state, local, or foreign adjudicative or administrative body or before an arbitrator, arguably relevant records may be disclosed before that body, and/or to the Department of Justice or other legal counsel representing the Postal Service or its employees, and to actual or potential parties or their representatives in connection with settlement discussions or discovery. Arguably relevant records may also be disclosed to former Postal Service employees or suppliers when reasonably necessary to elicit information related to actual or potential litigation. Arguably relevant records may be disclosed to a bar association or similar Federal, state, or local licensing or regulatory authority that relate to possible disciplinary action. 2. Disclosure for Law Enforcement Purposes. For information derived from general systems, when the Postal Service becomes aware of a violation or potential violation of law, whether civil, criminal, or regulatory in nature, or in response to the appropriate agency's request on a reasonable belief that a violation has occurred, records may be referred to the appropriate agency, whether Federal, state, local, or foreign, charged with enforcing or implementing the statute, rule, regulation, or relevant order. For records derived from customer systems, records may be disclosed to appropriate law enforcement agencies to investigate, prevent, or take action regarding suspected illegal activities against the Postal Service; and such customer records may only otherwise be disclosed to law enforcement agencies as required by law. 3. Disclosure to Congressional Office. 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. 4. Disclosure to Agents or Contractors. Records may be disclosed to entities or individuals under contract or agreement with the Postal Service when necessary to fulfill a Postal Service function, to provide Postal Service products or services to customers, or to provide the contractor with investigative or performance records about the contractor's employees. 5. Disclosure to Auditors. Records may be disclosed to government agencies and other entities authorized to perform audits, including financial and other audits, of the Postal Service and Postal Service activities. 6. Disclosure to Labor Organizations. As required by applicable law, records may be furnished to a labor organization when needed by that organization to perform its duties as the collective bargaining representative of Postal Service employees in an appropriate bargaining unit. 7. Disclosure to Government Agencies. 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. With respect to employee records, such matters include provision of parent locator services; enforcement of child support, tax, and debt obligations; and claims, investigations, and inspections related to occupational safety, injuries, illnesses, and accidents. 8. Disclosure to Equal Employment Opportunity Commission. Records 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 a formal complaint of discrimination filed against the Postal Service under 29 CFR Part 1614. 9. Disclosure to Merit Systems Protection Board or Office of the Special Counsel. Records 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. 10. Disclosure to Agencies and Entities for Financial Matters. 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 government or collection agencies for the purposes of debt collection or responding to challenges to such collection. 11. Disclosure for Customer Service Purposes. 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 facilitate or process international services, claims, or inquiries; and mailers of sexually-oriented advertisements to provide a list of customers who do not want to receive them. [[Page 22522]] Section E. Complete Text of Systems of Records USPS 100.000 SYSTEM NAME: General Personnel Records. SYSTEM LOCATION: All USPS facilities and personnel offices; National Personnel Records Center; Human Resources Information Systems, Headquarters; Computer Operations Service Centers; National Test Administration Center; and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former USPS employees, their family members, and former spouses who apply and qualify for federal employee benefits under public law. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee and family member information: Name(s), Social Security Number(s), Employee Identification Number, date(s) of birth, place(s) of birth, marital status, postal assignment information, work contact information, home address(es) and phone number(s), finance number(s), duty location, and pay location. 2. Official Personnel Folder (OPF): Records related to pre- employment, prior employment, postal employment, supervisor's letters, notifications of personnel action, benefits, compensation, and monetary awards and other forms of recognition. 3. Automated employee information: Information corresponding to records in OPFs, such as notifications of personnel actions; OPF location; anniversary dates; and tax, retirement, and salary information. 4. Reference copies of all discipline or adverse actions: Letters of warning; notices of removal, suspension, reduction in grade or pay; and letters of decisions; and documents relating to these actions. These are used only to refute inaccurate statements by witnesses before a judicial or administrative body. They may not be maintained in the employee's OPF but must be maintained in a separate file by Labor Relations. 5. Nonbargaining unit employee discipline, grievance, and appeals records. 6. Job bidding records: Records related to the employee's bid for a preferred assignment. 7. Biographical summaries. Records and photographs used for public relations purposes. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To perform routine personnel functions. 2. To have a source of readily available information on employees for local administrative purposes. 3. To administer the grievance and appeal procedure for nonbargaining unit employees. 4. To match a vacant position to the most qualified candidate in bids for preferred assignment. 5. To provide public relations information on USPS management personnel. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. In addition: a. Job bidding records may be disclosed on official bulletin boards in Postal Service facilities and to supervisory and other managerial organizations recognized by USPS. b. Records pertaining to financial institutions and to nonfederal insurance carriers and benefits providers elected by an employee may be disclosed for the purposes of salary payment or allotments, eligibility determination, claims, and payment of benefits. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Automated database, computer storage media, and paper. Duplicates of records in the OPF and automated employee data may be maintained for localized employee administration or supervision. Records may be filed at offices other than where the OPF is, or may be duplicated at a site closer to where the employee works. RETRIEVABILITY: By name, Social Security Number, Employee Identification Number, or duty or pay location. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Nonbargaining unit employee discipline, grievance, and appeals records maintained outside the OPF are kept in locked filing cabinets or secured record storage rooms; and related automated records are protected with password security. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. OPF records maintained on the right side of the folder are permanently retained. Temporary OPF records maintained on the left side of the folder are retained 2 years, upon separation, or upon transfer of the employee (if the temporary record is not relevant to the gaining USPS facility), whichever is sooner. 2. Original or copies of discipline or adverse actions are maintained on the left side of the OPF up to 2 years, or, if an additional or more recent disciplinary action has been taken, for a longer period. After 2 years, or lesser time specified in the decision, the employee may request the disciplinary record be purged from the OPF provided no subsequent discipline was issued. Records that support a PS Form 50, Notification of Personnel Action, e.g. the separation of an employee for cause or the resignation of an employee pending charges, are considered permanent records and may not be purged at the request of an employee. 3. Reference copies of discipline or adverse actions. These records are kept for historical purposes and are not to be used for decisions about the employee. The retention of these records may not exceed ten years beyond the employee's separation date. The records are maintained longer if the employee is rehired during the 10-year period. They may not be maintained in the employee's OPF but must be maintained in a separate file by Labor Relations. 4. Grievance and appeal records of nonbargaining unit employees are retained 7 years. 5. Job bidding records are retained 2 years. 6. Biographical summaries are retained for the duration of employment. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal [[Page 22523]] Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. Vice President, Labor Relations, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and the dates of USPS employment. Former Post Office Department employees (prior to July 1971) having no USPS employment must submit the inquiry to: Assistant Director for Workforce Information, U.S. Office of Personnel Management, 1900 E Street, NW., Washington, DC 20415-6000. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; employees' supervisors; USPS customers; law enforcement agencies; individuals who are personal references; former employers; and other systems of records. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.100 SYSTEM NAME: Recruiting, Examining, and Placement Records. SYSTEM LOCATION: Preemployment investigation records are located at USPS personnel offices and contractor locations, except for drug screening and medical examination records, which are maintained in USPS medical facilities and designee offices. Recruiting, examining, and placement records are located at USPS personnel offices, National Test Administration Center, Computer Operations Service Centers, and contractor locations. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former USPS employees and applicants for employment. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Applicant and employee information: Name(s), Social Security Number(s), Employee Identification Number, date(s) of birth, place(s) of birth, postal assignment information, work contact information, home address(es) and phone number(s), finance number(s), duty location, and pay location. 2. Pre-employment investigation information: Records compiled by USPS from character references; former employers; police, military, and driving records; drug screening and medical examinations; and postal inspectors' investigative reports. 3. National Agency Check and Inquiry (NACI): Investigative records requested by USPS and compiled by the Office of Personnel Management (OPM). 4. Recruiting, examining, and placement information: Records related to applications, test scores, and registers. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To determine suitability for employment. 2. To provide managers, personnel officials, and medical officers with information for recruiting and recommending appointment of qualified individuals. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 applicant or employee name, Social Security Number, Employee Identification Number, duty or pay location, or location where application was made. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. Preemployment investigation records are retained 10 years from the date the individual is initially found suitable for employment, or 10 years from the date action was taken to deny or terminate employment. 2. Employment applications are disposed of on expiration of eligibility, unless extended for an additional year at the request of the eligible individual. Employment registers are retained 10 years. Certain forms related to a successful applicant are filed in the Official Personnel Folder as permanent records; and remaining records are retained 6 months. Applications for master instructor positions are retained 3 years after date of selection. Postmaster selection records are retained 2 years. 3. Paper examining answer sheets are retained 6 months; and computer media copies are retained 30 years. Scanned Maintenance Selection System forms are retained 20 years; and related hiring worksheets are retained 5 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. [[Page 22524]] NOTIFICATION PROCEDURE: Individuals wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed, or where job application was made. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment or date of application. For investigative records compiled by OPM, individuals must apply as instructed by OPM. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Applicants; OPM; police, driving, and military records; former employers and named references; medical service providers; school officials; other federal agencies; and state divisions of vocational rehabilitation counselors. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in this system depending on their purpose. USPS 100.200 SYSTEM NAME: Employee Performance Records. SYSTEM LOCATION: USPS facilities where employee performance is evaluated or measured. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former USPS employees, including supervisors and managers who are rated under an employee survey process or are responsible for a rated work location. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Employee performance information: Records related to individual performance evaluation and measurement; reports about supervisors and managers who are rated under an employee survey process or are responsible for a rated work location; employee recognition; and safe driver awards. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To provide managers and supervisors with decision-making information for training needs, promotion, assignment considerations, or other job-related actions. 2. To administer achievement award programs and pay for performance. 3. To improve relations and communication between managers and employees by soliciting employee feedback, and to improve management and supervisor leadership skills. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. In addition: a. When records about the receipt of an award by an employee, including driver safety records, are of news interest and consistent with the public's right to know, the records may be disclosed to the news media or the National Safety Council. 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 employee name, Social Security Number, Employee Identification Number, or duty or pay location. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. Merit performance evaluation records are retained 5 years. Individual performance evaluation and measurement records are retained 10 years or upon separation of the employee, whichever comes first. 2. Incentive award records are retained 4 years. Length of service award records are retained 1 year. Non-USPS awards are retained 2 years. Letters of commendation and appreciation (excluding permanent copies filed on the right side of the OPF) are retained 2 years. 3. Employee survey process records are retained 20 years. 4. Safe Driver Award records are retained 4 years from date of separation, expiration of license, rescission of authorization, transfer of driver into a nondriving status, or other transfer, whichever comes first. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Individuals wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. [[Page 22525]] RECORD SOURCE CATEGORIES: Employees and employees' supervisor or manager. USPS 100.300 SYSTEM NAME: Employee Development and Training Records. SYSTEM LOCATION: Management training centers and other USPS facilities where career development and training, skills bank, and curriculum evaluation activities are performed. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former USPS employees. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, sex, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Employee development and training information: Records related to career development, skills bank participation, USPS and non-USPS training, examinations, evaluations of training, and USPS lodging when a discrepancy report is filed against the student about unauthorized activities while occupying the room. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To provide managers, supervisors, and training and development professionals with decisionmaking information for employee career development, training, and assignment. 2. To make and track employee job assignments, to place employees in new positions, and to assist in career planning and training in general. 3. To provide statistics for personnel and workload management. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 employee name, Social Security Number, or Employee Identification Number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. Training records are retained 5 years. Training-related travel records are retained 1 year. 2. Records of nomination for executive leadership are retained 1 year. 3. Examination records are retained 1 year after employee separation. 4. Skills bank records are retained up to 2 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; employees' supervisor or manager; and other systems of records. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in this system depending on their purpose. The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.400 SYSTEM NAME: Personnel Compensation and Payroll Records. SYSTEM LOCATION: USPS personnel offices, Integrated Business Solutions Services Centers (IBSSC), Computer Operations Services Centers, Accounting Services Centers, area and district facilities, Headquarters, contractor sites, and all organizational units. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 1. Current and former USPS employees and postmaster relief/ replacement employees. 2. Current and former employees' family members, beneficiaries, and former spouses who apply and qualify for benefits. 3. An agent or survivor of an employee who makes a claim for loss or damage to personal property. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee and family member information: Name(s), Social Security Number(s), Employee Identification Number, date(s) of birth, postal assignment information, work contact information, home address(es) and phone number(s), finance number(s), duty location, and pay location. 2. Compensation and payroll information: Records related to payroll, payments, deductions, compensation, and benefits; uniform items purchased; proposals and decisions under monetary awards and suggestion programs; injury compensation; monetary claims for personal property loss or damage; and garnishment of wages. [[Page 22526]] AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 409, 410, 1001, 1003, 1004, 1005, and 1206; and 29 U.S.C. 2601 et seq. PURPOSE(S): 1. To support all necessary compensation and payroll activities and related management functions. 2. To generate lists of employee information for home mailings, dues membership, and other personnel support functions. 3. To generate retirement eligibility information and analysis of employees in various salary ranges. 4. To administer the purchase of uniforms. 5. To administer monetary awards programs. 6. To detect improper payment related to injury compensation claims. 7. To adjudicate employee claims for loss or damage to their personal property in connection with or incident to their postal duties. 8. To process garnishment of employee wages. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. In addition: a. Records pertaining to financial institutions and to nonfederal insurance carriers and benefits providers elected by an employee may be disclosed for the purposes of salary payment or allotments, eligibility determination, claims, and payment of benefits. b. Records pertaining to supervisors and postmasters may be disclosed to supervisory and other managerial organizations recognized by USPS. c. Records pertaining to recipients of monetary awards may be disclosed to the news media when the information is of news interest and consistent with the public's right to know. d. Disclosure of records about current or former Postal Service employees may be made to requesting states under an approved computer matching program to determine employee participation in, and eligibility under, unemployment insurance programs administered by the states (and by those states to local governments), to improve program integrity, and to collect debts and overpayments owed to those governments and their components. e. Disclosure of records about current or former Postal Service employees may be made to requesting federal agencies or nonfederal entities under approved computer matching programs to make a determination of employee participation in, and eligibility under, particular benefit programs administered by those agencies or entities or by USPS; to improve program integrity; to collect debts and overpayments owed under those programs and to provide employees with due process rights prior to initiating any salary offset; and to identify those employees who are absent parents owing child support obligations and to collect debts owed as a result. f. Disclosure of records about current or former Postal Service employees may be made, upon request, to the Department of Defense (DoD) under approved computer matching programs to identify Postal Service employees who are ready reservists for the purposes of updating DoD's listings of ready reservists and to report reserve status information to USPS and the Congress; and to identify retired military employees who are subject to restrictions under the Dual Compensation Act and to take subsequent actions to reduce military retired pay or collect debts and overpayments. g. Disclosure of records about current and former employees may be made to the Selective Service System under an approved computer matching program to identify individuals eligible for registration under the Military Selective Service Act, to determine whether those individuals have complied with registration requirements and to enforce compliance when necessary. h. Disclosure of records about current or recently terminated Postal Service employees who live or work in Colorado may be made to the Colorado Bureau of Investigation under an approved computer matching program to identify currently or recently terminated employees who have been arrested for violations of law that relate to postal offenses and/or suitability for continued employment, or who are fugitives, and to assist state or local agents to apprehend fugitives. i. Disclosure of records may be made to the Internal Revenue Service under approved computer matching programs to identify current or former Postal Service employees who owe delinquent federal taxes or returns and to collect the unpaid taxes by levy on the salary of those individuals pursuant to Internal Revenue Code; and to make a determination as to the proper reporting of income tax purposes of an employee's wages, expenses, compensation, reimbursement, and taxes withheld and to take corrective action as warranted. j. Disclosure of the records about current or recently terminated Postal Service employees may be made to the Department of Transportation (DOT) under an approved computer matching program to identify individuals who appear in DOT's National Driver Register Problem Driver Pointer System. The matching results are used only to determine as a general matter whether commercial license suspension information within the pointer system would be beneficial in making selections of USPS motor vehicle and tractor-trailer operator personnel and will not be used for actual selection decisions. k. Disclosure of records about current or former Postal Service employees may be made to the Department of Health and Human Services under an approved computer matching program for further release to state child support enforcement agencies when needed to locate noncustodial parents, to establish and/or enforce child support obligations, and to locate parents who may be involved in parental kidnapping or child custody cases. l. Disclosure of records about current or former Postal Service employees may be made to the Department of the Treasury under Treasury Offset Program computer matching to establish the identity of the employee as an individual owing a delinquent debt to another federal agency and to offset the salary of the employee to repay that debt. 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 employee name, Social Security Number, Employee Identification Number, or duty or pay location. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. [[Page 22527]] RETENTION AND DISPOSAL: 1. Leave application and unauthorized overtime records are retained 3 years. Time and attendance records (other than payroll) and local payroll records are retained 3 years. Automated payroll records are retained 10 years. 2. Uniform allowance case files are retained 3 years; and automated records are retained 6 years. 3. Records of approved monetary awards are retained 4 years. Records of proposals not adopted are retained 2 years. 4. Injury compensation records are retained 5 years. Records resulting in affirmative identifications become part of a research case file, which if research determines applicability, become either part of an investigative case record or a remuneration case record that is retained 2 years beyond the determination. 5. Monetary claims records are retained 3 years. 6. Automated records of garnishment cases are retained 6 months. Records located at a Post Office are retained 3 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. Vice President, Finance (Controller), United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and the dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; employees' supervisor or manager; other systems of records; claimants or their survivors or agents who make monetary claims; witnesses; investigative sources; courts; and insurance companies. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Records in this system relating to injury compensation that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.500 SYSTEM NAME: Personnel Resource Management Records. SYSTEM LOCATION: Post Offices; area and district facilities; Human Resources and Operations, Headquarters; and Computer Operations Service Centers. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former USPS employees. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, employee identification number(s), postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Employee resource management information: Records related to workload, productivity, scheduling, availability, and absences, including family medical leave absences. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et seq. PURPOSE(S): 1. To administer leave, attendance, and attendance-related awards; and to identify potential attendance problems. 2. To provide operations management with information about employee work schedules, mail volume, and productivity. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 employee name, Social Security Number, employee identification number(s), route number, duty or pay location, or pay period. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Restricted medical information is maintained in a separate locked cabinet under control of the FMLA Coordinator. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Resource management records related to leave application and time and attendance are retained 3 years. Other categories of resource management records are retained 1 year. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. Senior Vice President, Operations, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in [[Page 22528]] this system must address inquiries to the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and the dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; employees' supervisor or manager; and other systems of records. USPS 100.600 SYSTEM NAME: Personnel Research Records. SYSTEM LOCATION: USPS Headquarters; National Test Administration Center; Integrated Business Solutions Services Centers (IBSSC); and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Applicants for USPS employment, USPS employee applicants for reassignment and/or promotion, and employees whose work records or solicited responses are used in research projects. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Applicant and employee information: Name, Social Security Number or respondent identification code, date of birth, place of birth, postal assignment information, work contact information, home address and phone number(s), finance number(s), duty location, and pay location. 2. Personnel research information: Records related to race, sex, national origin, disability status (only if volunteered by the individual); research project identifiers; and other information pertinent to personnel research. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, and 1005. PURPOSE(S): 1. To support research and development efforts on personnel assessment instruments, workforce analysis, and evaluation of personnel management practices. 2. To assess the impact of selection decisions on applicants in race, sex, national origin, and disability categories. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. In addition: a. Disclosure of records about applicants for employment with USPS may be made to the Selective Service System under an approved computer matching program to identify individuals eligible for registration under the Military Selective Service Act, to determine whether those individuals have complied with registration requirements, and to enforce compliance when necessary. 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 individual name, Social Security Number or respondent identification code, research project identifiers, duty or pay location, or location where test or survey was administered. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Retention depends on the type of research project, but does not exceed 30 years. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Individuals wanting to know if information about them is maintained in this system of records must address inquiries to the head of the examination center that administered the test. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. In cases of studies involving information not collected through an examination, individuals must address inquiries to the system manager. Inquiries must contain full name, Social Security Number or Employee Identification Number, and date and location of their participation. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: USPS employees and applicants who provide information to personnel research programs; and other systems of records. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt records in this system depending on their purpose. The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.700 SYSTEM NAME: Medical Records. SYSTEM LOCATION: USPS medical facilities and designee offices; USPS personnel offices; USPS Headquarters Corporate Health and [[Page 22529]] Fitness Center; National Personnel Records Center. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 1. Current and former USPS employees. 2. Individuals who have been offered employment but failed the medical examination before being placed on the rolls, or who declined the offer. 3. Headquarters employees who participate in the Corporate Health and Fitness Program. 4. Employees who volunteer to join the USPS Blood Donor Program. 5. Current and former USPS employees who are or were required to have a commercial driver's license (CDL) or are otherwise subject to controlled substance and alcohol testing. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee or applicant information: Name, Social Security Number, date of birth, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Employee Medical Folder: Restricted medical records, administrative medical records, and OWCP-related medical records. 3. Headquarters Corporate Health and Fitness Program: Records volunteered about lifestyle and health. 4. Voluntary blood donation information: Blood type and date of each donation. 5. Controlled substance and alcohol testing information: Records related to alcohol and controlled substance test results, refusals, medical review officer's evaluations, employee statements, and substance abuse professionals' evaluations and referrals. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To provide all employees with necessary health care and to determine fitness for duty. 2. To provide for a Headquarters health promotion program. 3. To provide the USPS Blood Donation Program with a record of donations. 4. To implement a controlled substance and alcohol testing program for employees in safety-sensitive positions. 5. To provide for the uniform collection and compilation of controlled substance and alcohol test results. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. In addition: a. Medical records may be disclosed to an employee's private treating physician and to medical personnel retained by USPS to provide medical examinations or treatment for an employee's health or physical condition related to employment. b. Blood donor records may be disclosed to the American Red Cross in response to an inquiry for available donors having a particular blood type. 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 employee or applicant name, Social Security Number, or duty or pay location. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. The Employee Medical Folder is retained by USPS until the employee is separated from USPS. On an annual basis, records of all employees separated during the prior year are transferred to the National Personnel Records Center and retained for 30 years. 2. Candidate medical information of failed eligible candidates (and those who were determined to be eligible but ultimately declined the offer) is retained 2 years. Computer data are archived from the active database to a history database after 3 years, and retained in the history database 30 years. 3. Corporate Health and Fitness Center records are retained 5 years beyond the membership termination date. 4. Blood donor records are retained 5 years after termination of employment. 5. Alcohol test results indicating a breath alcohol concentration of 0.02 or greater, verified positive controlled substance test results, refusals, medical review officer's evaluations, employee statements, and substance abuse professionals' evaluations and referrals are retained 5 years. Alcohol test results indicating a breath alcohol concentration of less than 0.02, and negative and canceled controlled substance test results, are retained 1 year. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Individuals wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed, or where job application was made. Headquarters employees must submit inquiries to the National Medical Director, Health and Resources, 475 L'Enfant Plaza, SW., Room 2641, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment or date of application. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; applicants for employment; USPS and Department of Veterans Affairs medical staff; USPS designee testing facilities; substance abuse professionals; and designated contractors. USPS 100.800 SYSTEM NAME: Employee Accident Records. [[Page 22530]] SYSTEM LOCATION: Safety offices at USPS facilities. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: USPS employees who sustain an on-the-job accident or an occupational injury or illness. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, sex, age, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Accident information: Records related to accidents and injuries such as circumstances and factors of accident or injury, statements of employee and witnesses, investigative documents, and compensation claims. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, and 1005. PURPOSE(S): 1. To administer a program to collect and analyze occupational safety and health statistics. 2. To permit evaluation and correction of occupational safety and health hazards. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 employee name, Social Security Number, or Employee Identification Number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Records are retained 5 years following the end of the calendar year of their creation. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees; employees' supervisor or manager; witnesses; physicians; USPS accident reports; and other systems of records. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.850 SYSTEM NAME: Office of Workers' Compensation Program (OWCP) Record Copies. SYSTEM LOCATION: USPS personnel offices. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: USPS employees who file for injury compensation. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, date of birth, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Claim information: Records and supporting information related to the claim, including copies of Department of Labor forms, postal forms and correspondence, and automated payment and accounting records. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, and 1005. PURPOSE(S): To provide injury compensation to qualifying employees, and to support USPS management decisions and requirements. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 employee name, Social Security Number, or Employee Identification Number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer [[Page 22531]] systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Records are retained 5 years beyond the end of the calendar year in which the employee's compensation is terminated. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. For records maintained by the Department of Labor, individuals must apply as instructed by the Department of Labor. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. For records maintained by the Department of Labor, individuals must contest records as instructed by the Department of Labor. RECORD SOURCE CATEGORIES: Employees; employees' supervisor or manager; witnesses; physicians; other systems of records, and Department of Labor. USPS 100.900 SYSTEM NAME: Employee Inquiry, Complaint, and Investigative Records. SYSTEM LOCATION: USPS personnel offices; area and district facilities; Post Offices; and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: USPS employees who contact USPS with an inquiry or complaint, and employees who are subjects of management inquiries or investigations of workplace issues. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Inquiry, complaint, and investigative information: Records related to the subject category of inquiry or complaint, assigned case number, background, and description of inquiry, complaint, or investigation. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To enable review and response to employee inquiries and complaints. 2. To enable management to initiate, review, process, track, and resolve inquiries, complaints, or concerns about the workplace. 3. To support administrative or court litigation and arbitration proceedings. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 employee name, subject category, or case number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Records are retained 4 years after response to inquiry, resolution of complaint, or conclusion of investigation. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently, or last, employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L'Enfant Plaza, SW., Room 1831, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Employees, supervisors and managers, and witnesses. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR [[Page 22532]] 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 100.950 SYSTEM NAME: Employee Assistance Program (EAP) Records. SYSTEM LOCATION: EAP Offices at Philadelphia and Los Angeles USPS facilities. This system does not include records maintained by the Federal Occupational Health Service (FOHS) under an interagency agreement with USPS. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: USPS employees and immediate family members who volunteer for or are referred to an internal EAP office at a USPS facility. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment information, work contact information, finance number(s), duty location, and pay location. 2. Assistance information: Case number and other personal information acquired during the period of participation. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401. PURPOSE(S): To provide EAP counselors with information needed to maintain program operations and to assist EAP participants. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. 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 name, Social Security Number, Employee Identification Number, or participant case number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Records are retained 3 years from the date of the participant's last activity. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Employee Resource Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Employees wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently, or last, employed. Inquiries must include full name, Social Security Number or Employee Identification Number, and dates of USPS employment. For records maintained by the Federal Occupational Health Service (FOHS) under an interagency agreement with USPS, individuals must inquire as instructed by FOHS. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Participating employee, other family members, and EAP counselors. USPS 200.000 SYSTEM NAME: Labor Relations Records. SYSTEM LOCATION: Labor Relations and Law Department, USPS Headquarters; EEO Compliance and Appeals Processing Centers; area and district facilities; and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 1. Current and former USPS employees, applicants for employment, third-party complainants, and mediators (USPS employees, other federal agency employees, or contract employees) involved in EEO discrimination complaints. 2. USPS employees involved in labor arbitration. 3. USPS employees who are candidates considered by promotion boards for an EEO staff position. 4. Individuals and organizations interested in providing alternative dispute resolution (ADR) services to all disputes, except those arising under USPS collective bargaining agreements. CATEGORIES OF RECORDS IN THE SYSTEM: 1. EEO discrimination complaint case information: Individuals' names, Social Security Numbers, Employee Identification Numbers, postal assignment information, work contact information, finance number(s), duty location(s), pay location(s), case number, and other complaint, counseling, investigation, hearing, and appeal information describing the case. 2. Labor arbitration information: Records related to labor arbitration proceedings in which USPS is a party. 3. EEO staff position information: Records related to candidates for EEO staff positions, including name, Social Security Number, Employee Identification Number, date of birth, postal assignment information, work contact information, finance number(s), duty location, and pay location. 4. ADR provider information: Records related to ADR providers including name of individual or entity, contact information, capabilities, and performance. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 409, 410, 1001, 1005, and 1206. PURPOSE(S): 1. To adjudicate complaints of alleged discrimination, and to evaluate USPS EEO program effectiveness. 2. To provide advice and representation to USPS in labor arbitration cases. 3. To accomplish EEO staff selection. 4. To determine ADR service provider qualifications. [[Page 22533]] ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Automated database, computer storage media, and paper. RETRIEVABILITY: EEO discrimination complaint case records are retrieved by case number, complainant's name, Social Security Number, Employee Identification Number, or the location where the complaint was made. EEO staff selection records are retrieved by applicant name or pay location. Other records categories are retrieved by name of subject individual. SAFEGUARDS: Paper records, computers, and computer storage media are located in secure file cabinets within locked rooms or within locked filing cabinets. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. EEO discrimination complaint case records: Precomplaint records are retained 1 year after submission of a final report. Formal complaint records of closed cases are removed from the system of records quarterly, and retained as follows: Official files are retained 4 years. Copies of official files are retained 1 year. Background documents not in official files are retained 2 years. Records of closed cases on computer storage media are removed 3 years after the closure date and moved to an inactive file for future comparative analyses. 2. Labor arbitration records: Field-level disciplinary and contract application cases are retained 5 years from the date of final decision. National-level contract interpretation cases and court actions are retained 15 years from the date of expiration of the agreement. 3. EEO staff selection records: Staff selection records are retained 3 years from the date the position became vacant. 4. ADR provider records: Records of active providers are retained 1 year beyond the date the provider is removed from or voluntarily withdraws from the program or is otherwise notified of their decertification. Records of prospective providers who are rejected are retained 1 year beyond the year in which their survey was received. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: For EEO discrimination complaint case records, labor arbitration records, EEO staff selection records, and REDRESS ADR staff providers: Vice President, Labor Relations, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. For records of non-REDRESS ADR staff providers: Senior Vice President, General Counsel, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Inquiries about EEO discrimination complaint case records must be submitted to the EEO officer at the district, area, or Headquarters level, and must include complainant name, complainant Social Security Number or Employee Identification Number, location, and case number and year. Inquiries about labor arbitration records and ADR provider records must be submitted to the system manager. Inquiries about EEO staff selection records must be addressed to the head of the facility where application was made. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: For EEO discrimination complaint case information: complainants, witnesses, investigators, and respondents. For labor arbitration records: employees and other individuals involved in arbitration; counsel or other representatives for parties involved in a case; and arbitrators. For EEO staff position records: employee applicant and other systems of records. For ADR provider records, the provider. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established regulations at 39 CFR 266.9 that exempt EEO discrimination complaint case records. Records in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access as permitted by 5 U.S.C. 552a(d)(5). The USPS has also claimed exemption from certain provisions of the Act for several of its other systems of records at 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system continue to apply to the incorporated records. USPS 300.000 SYSTEM NAME: Finance Records. SYSTEM LOCATION: Computer Operations Service Centers, Integrated Business Solutions Services Centers, Accounting Service Centers, area and district facilities, personnel offices, Headquarters, Post Offices, and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 1. Debtors of USPS, including suppliers, customers, payees of money orders, and current and former employees. 2. Individuals or entities to whom USPS makes payments for materials and services received or expenses incurred in conjunction with official USPS business. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Accounts receivable information: Debtor's name, contact information; Social Security Number or Employee Identification Number; invoice number, other invoice or claim information, and records obtained from or disclosed to consumer reporting or credit reporting agencies. 2. Accounts payable information: Creditors' name, contact information; vendor identification number, tax identification number, Social Security Number, or Employee Identification Number; and other transaction details such as account, credit card, or financial institution numbers, dates, amounts, and batch numbers. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401, 404, 410, 1001, 1005, 1206, and 2008. [[Page 22534]] PURPOSE(S): 1. To facilitate debt collection by USPS. 2. To support payments to creditors of USPS. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 10 apply. In addition: a. Disclosure of records about USPS customers who write insufficient funds checks for USPS services may be made to the permit holder or presenter of a mailing being made on the customer's behalf. Disclosure is limited to the identity of the customer, the date of the mailing, and the date and amount of the check. b. Disclosure of records about individuals indebted to USPS may be made to the Office of Personnel Management (OPM) under an approved computer matching program, but limited to those data elements considered relevant to determine whether the indebted individual has retirement funds available for setoff, collecting debts when funds are available for setoff, and writing off debts determined to be uncollectible. c. Disclosure of records about individuals indebted to USPS may be made to the Defense Manpower Data Center of the Department of Defense under an approved computer matching program to identify and locate such individuals in order to initiate collection of the debts through salary and/or administrative offset procedures. d. Disclosure of records about individuals indebted to USPS may be made to the Internal Revenue Service under an approved computer matching program to obtain the mailing address of a taxpayer in order to locate the taxpayer to collect a debt owed to USPS. e. Disclosure of records may be made to the Department of the Treasury under Treasury Offset Program computer matching to establish the identity of a current or former Postal Service Employee as an individual owing a delinquent debt to another federal agency and to offset the salary of or payments to the employee to repay that debt. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Automated database, computer storage media, and paper. RETRIEVABILITY: Accounts receivable records are retrieved by debtor name, Social Security Number, Employee Identification Number, or invoice number. Accounts payable records are retrieved by creditor name, creditor identification number, credit card number, financial institution account number, transaction date, or batch number. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: Accounts receivable records are retained 3 years after the claim is paid. Accounts payable records are retained 3 years beyond the end of the fiscal year in which payment was made. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: Vice President, Finance (Controller), United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. NOTIFICATION PROCEDURE: Inquiries about accounts receivable records must be submitted to the pertinent USPS facility. Inquiries about accounts payable records must be submitted to the system manager. Inquiries must include the individual's full name and tax identification number or Social Security Number. RECORD ACCESS PROCEDURES: Requests for access must be made in accordance with the Notification Procedure above and USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. CONTESTING RECORD PROCEDURES: See Notification and Record Access Procedures above. RECORD SOURCE CATEGORIES: Debtors and creditors; other systems of records; government travel card vendor; employee-designated financial institutions; and other federal agencies to which creditors have delinquent debts. USPS 400.000 SYSTEM NAME: Supplier and Tenant Records. SYSTEM LOCATION: USPS Headquarters; supply management offices; facilities service offices; and area and district facilities. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Suppliers; prospective suppliers; owners and tenants of real property purchased or leased by USPS. CATEGORIES OF RECORDS IN THE SYSTEM: 1. Supplier information: Records related to suppliers, such as supplier name; Social Security Number or tax identification number; business contact information; contract number; and other contract information; fingerprint cards; and experience and qualifications to provide services including principals' names and company descriptions. 2. Real property owner and tenant information: Records related to compensation claims by occupants of property acquired by USPS, including name and address of claimant, address of vacated dwelling, and itemized expenses. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 39 U.S.C. 401. PURPOSE(S): 1. To administer contracts. 2. To determine supplier suitability for assignments requiring access to mail. 3. To adjudicate claims by owners and tenants of real property acquired by USPS. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Standard routine uses 1 through 9 apply. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Automated database, computer storage media, and paper. RETRIEVABILITY: Individual, business, lessor, or claimant name; contract name or [[Page 22535]] number, Social Security Number, tax identification number, business contact information, or address of leased facility. SAFEGUARDS: Paper records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to these areas is limited to authorized personnel, who must be identified with a badge. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced on-site audits and inspections. Computers are protected by mechanical locks, card key systems, or other physical access control methods. The use of computer systems is regulated with installed security software, computer logon identifications, and operating system controls including access controls, terminal and transaction logging, and file management software. RETENTION AND DISPOSAL: 1. Unsuccessful proposals and architect/engineering questionnaires are retained 1 year beyond contract award. Contract records are closed at the end of the fiscal year in which they become inactive, and are retained 6 years thereafter. 2. Contractor fingerprint records are retained 2 years beyond contractor termination date. 3. Leased property records are closed at the end of the calendar year in which the lease or rental agreement expires or terminates, and are retained 6 years and 3 months from that date. 4. Real property owner and tenant records are retained 6 years unless required longer for litigation purposes. Records existing on paper are destroyed by burning, pulping, or shredding. Records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice. SYSTEM MANAGER(S) AND ADDRESS: For contracting records: Vice President, Supply Management, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260. For contractor fingerprint screening records: Chief Postal Inspector, Inspection Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.