NOTE: COMMENTS REGARDING ANY FEDERAL REGISTER NOTICE MUST BE SENT TO THE ADDRESS INDICATED IN THE DOCUMENT. ANY COMMENTS ON THE RAPID INFORMATION BULLETIN BOARD SYSTEM (RIBBS) ABOUT ANY FEDERAL REGISTER NOTICES WILL NOT BE USED OR CONSIDERED IN THE COURSE OF ANY RULE MAKING. [Federal Register: June 29, 1995 (Volume 60, Number 125)] [Notices] [Page 33882-33883] From the Federal Register Online via GPO Access [wais.access.gpo.gov] ======================================================================= ----------------------------------------------------------------------- POSTAL SERVICE Privacy Act of 1974; System of Records AGENCY: Postal Service. ACTION: Notice of revisions to an existing system of records. ----------------------------------------------------------------------- SUMMARY: This document publishes notice of modifications to Privacy Act system of records USPS 070.040, Inquiries and Complaints--Customer Complaint Records. The modifications expand the system locations and purpose statements, make editorial revisions that change the name of the system, clarify the system as a result of the expansions, and correct organization name changes as a result of the restructuring of the Postal Service. The system locations and purpose statements are expanded to note the system's coverage of complaint and inquiry records from individuals, including employees, that indicate potential threats, a potentially volatile workplace climate, and/or significant personal concerns of employees or customers. DATES: This proposal will become effective without further notice August 8, 1995, unless comments are received on or before that date that result in a contrary determination. ADDRESSES: Written comments on this proposal should be mailed or delivered to Payroll Accounting/Records, United States Postal Service, 475 L'Enfant Plaza SW, Room 8650, Washington, DC 20260-5242. Copies of all written comments will be available for public inspection and photocopying between 8 a.m. and 4:45 p.m., Monday through Friday, at the above address. FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608. SUPPLEMENTARY INFORMATION: System of records USPS 070.040 contains records relating to inquiries and complaints from postal customers and employees. Its current description is inaccurate in that it suggests that records in the system are limited to customer inquiries and complaints regarding mail service. In fact, the system has come to include inquiries and complaints of employees as well. This notice expands the purpose statement because some employee inquiries covered by the system pertain to issues other than mail service. These inquiries and complaints frequently relate to an employee's postal employment. Occasionally a customer or employee complaint may indicate a potential for violence, a potentially volatile workplace climate, and/ or significant personal concerns of employees or customers that should receive remedial attention. Because such inquiries and complaints may be referred to the Postal Service's Human Resources office or to its contractor for analysis and proactive attention, the Vice President of Human Resources has been added as a System Manager. Where the threat of violence is particularly strong, the correspondence may be referred to the Postal Inspection Service for investigative action. In those instances, related records may also become part of the Privacy Act system USPS 080.010, Inspection Requirements--Investigative File System. Other system changes clarify existing language, particularly with relation to the above-noted changes, and correct organization names that were changed as a result of a recent restructuring of the Postal Service. All records within the system are kept in a secured environment, with automated data processing (ADP) physical and administrative security and technical software applied to information on computer media. Contractors who maintain information collected by this system are subject to subsection (m) of the Privacy Act and are required to apply appropriate protections subject to the audit and inspection of the Postal Inspection Service. Further, the only routine uses applied are those that the Postal Service has established and applied to most of its systems of records representing potential uses of information in the conduct of official business. These appear in the Postal Service's last compilation of its records systems, [[Page 33883]] published in the Federal Register on October 26, 1989 (54 FR 43652- 43715). Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to submit written data, views, or arguments on this proposal. A report of the proposed system has been sent to Congress and to the Office of Management and Budget for their evaluation. The most recent description of USPS 070.040 was published in the above-referenced compilation at 54 FR 43675. That description is modified as follows: USPS 070.040 [Change to read:] Inquiries and Complaints--Customer and Employee Complaint Records, 070.040. [Change to read:] Consumer Advocate and Human Resources, Postal Service Headquarters; districts; post offices; the Information Service Center at St. Louis, MO; and contractor sites. [Change to read:] Postal Service customers and employees who have contacted the Postal Service with a suggestion or a problem. [Change to read:] Complaining individual's name and address; nature of the inquiry or complaint; assessment of concerns, findings, and recommendations; and resolution of same. Includes general correspondence and Consumer Service Cards about individuals' complaints/inquiries. 39 U.S.C. 403, 404. [Change to read:] To process Postal Service customer and employee concerns and inquiries regarding mail services and other issues relating to the Postal Service. Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. [Change to read:] Typed, printed, handwritten or computer-printed form, microfilm, magnetic tape, and worm optical disk. [Change to read:] For correspondence and computerized complaint cards, by chronological sequence within subject category as derived from correspondence and the name of inquirer or complainant. Human Resources' records may also be retrieved by work location. For hard copy complaint cards, chronological by retrieval code and preprinted complaint card serial number. [Change to read:] These are restricted files and are to be maintained in locked file cabinets in secured facilities, with access limited to personnel having an official need. Automated records are protected through computer password security. [Change to read:] Records of referrals to Human Resources: Destroy 3 years after resolution of problem. Other inquiry/complaint records: Destroy 1 year after resolution of problem. [Change to read:] Vice President, Human Resources, United States Postal Service, 475 L'Enfant Plaza SW, Washington DC 20260-4200 Vice President and Consumer Advocate, United States Postal Service, 475 L'Enfant Plaza SW, Washington DC 20260-2200 Customers wanting to know whether information about them is maintained in this system of records must address inquiries to the same facility to which they submitted their complaint. Inquiries about complaint cards must contain the date and card serial number. Requests for access must be made in accordance with the notification procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. See Notification Procedure and Record Access Procedures above. [Change to read:] Postal Service customers and employees. [Change to read:] Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.'' Neva R. Watson, Acting Chief Counsel, Legislative. [FR Doc. 95- 15981 Filed 6-28 -95; 8:45 am] BILLING CODE 7710-12-P