[Federal Register: May 12, 1997 (Volume 62, Number 91)] [Notices] [Page 25980-25981] From the Federal Register Online via GPO Access [wais.access.gpo.gov] [DOCID:fr12my97-142] ======================================================================= ----------------------------------------------------------------------- POSTAL SERVICE Privacy Act of 1974, System of Records AGENCY: Postal Service. ACTION: Notice of the addition of a new routine use and modifications to an existing system of records. ----------------------------------------------------------------------- SUMMARY: This document publishes notice of the addition of a new routine use and modifications to Privacy Act system of records USPS 140.020, Postage--Postage Meter Records. The new routine use clarifies that the Postal Service may make disclosures to authorized postage meter manufacturers for administering postage meter activities. The modifications expand the system location to include a centralized site and clarify the language of an existing routine use and other segments of the system description. DATES: This proposal will become effective without further notice on June 23, 1997, unless comments 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 8800, Washington, DC 20260-5243. Copies of all written comments will be available at the above address for public inspection and photocopying between 8 a.m. and 4:45 p.m., Monday through Friday. FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608. SUPPLEMENTARY INFORMATION: System of records USPS 140.020, Postage-- Postage Meter Records, collects information concerning postage meter use. This notice adds a routine use consistent with existing practice and postal regulations and clarifies a routine use and other segments of the system description as explained below. Customers who wish to pay postage using a postage meter may request authorization from the Postal Service. If authorization is granted, the customer is issued a license to use a postage meter. Postage meters are available only by lease from authorized manufacturers. Because the Postal Service holds these manufacturers responsible for the control, operation, maintenance, and replacement of customer meters, the Postal Service and the manufacturers must exchange relevant information about the meter holders. For example, if a meter manufacturer cannot locate one of its meters in service, the Postal Service requires the manufacturer to take several actions. One of those [[Page 25981]] actions is to contact the local post office to verify the location of the meter holder as shown in meter records kept at that post office. In another example, the Postal Service might need to disclose to a meter manufacturer that a holder's license has been revoked so that the meter can be retrieved by the manufacturer. New routine use No. 2 makes express that the Postal Service may make such necessary disclosures to an authorized meter manufacturer, its affiliates, dealers, subsidiaries, or franchises. Minor changes are also made to the system description. Clarifying language is added to routine use No. 1. The language does not alter its scope of authority but merely conforms to applicable regulations by stating which information a requester must provide before the Postal Service will disclose information. The system location is amended to include the site of a new centralized system for processing license applications. In addition, the descriptions of the categories of records in the system, the record source categories, and the notification procedures are strengthened. Finally, the system manager's name is changed to reflect recent changes in organizational units. The system changes are not expected to have any effect on individual privacy rights. Most information kept within the system pertains to businesses rather than individuals. To the extent information is kept about individuals, the changes do not in any manner alter the nature or broaden the types of information already kept in the system. New routine use No. 2 supports a long-standing practice and need to disclose information to postage meter manufacturers for administering postage meter activities. Information about a meter user will be disclosed only as necessary and only to the manufacturer or its affiliates, dealers, subsidiaries, or franchises supplying the meter to that user. The integrity of information kept will be enhanced by the central tracking system. That system will monitor meter inspections by manufacturers to provide maintenance of more accurate records. Finally, the privacy protections extended to these records are not diminished in any manner. Paper records continue to be kept in secured areas of post offices, with access restricted to those individuals who have an official need. Automated records are protected by security packages and password access. In addition to the protections imposed by the Privacy Act, the Postal Reorganization Act imposes restrictions on the disclosure of information of the type kept within system USPS 140.020. The Act does not permit the Postal Service to disclose lists of postal customers or other persons. It also does not require the Postal Service to disclose information that could cause competitive harm. The Postal Service has traditionally considered the mailing habits of a particular customer exempt from disclosure under the Postal Reorganization Act. 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 new routine use has been sent to Congress and to the Office of Management and Budget for their evaluation. The most recent description of USPS 140.020 appears at 54 FR 43701, dated October 26, 1989. It is proposed that the description be amended as follows: USPS 140.020 SYSTEM NAME: Postage--Postage Meter Records, 140.020. SYSTEM LOCATIONS: [CHANGE TO READ] Post offices and the National Customer Support Center, Memphis, TN. * * * * * CATEGORIES OF RECORDS IN THE SYSTEM: [CHANGE TO READ] Customer name and address, change of address information, corporate business customer information (CBCIS) number, business tax identification number, business profile information, estimated annual metered postage and annual percentage of metered mail by type, post office where mail is entered, license number, date of issuance, license application, and transaction documents. * * * * * ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: [CHANGE TO READ] General routine use statements a, b, c, d, e, f, g, h, j, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses follow: 1. The name and address of a meter user, and the name of any person applying for a permit on behalf of the user, may be disclosed to any member of the public provided that the requester at the time of request supplies the applicable meter serial number and the name or ZIP Code of the licensing post office as they 2. Records or information from this system may be disclosed to an authorized postage meter manufacturer or its affiliates, dealers, subsidiaries, or franchises for administering the postage meter program. Release will be limited to relevant information about that manufacturer's customers only. * * * * * SYSTEM MANAGER(S) AND ADDRESS: [CHANGE TO READ] CHIEF MARKETING OFFICER, SENIOR VICE PRESIDENT, UNITED STATES POSTAL SERVICE, 475 L'ENFANT PLZ. SW., WASHINGTON, DC 20260-2400. NOTIFICATION PROCEDURE: [CHANGE TO READ] Individuals wanting to know whether information about them is maintained in this system of records must address inquiries in writing to the postmaster of their licensing post office. When making this request, an individual must supply the license number and his or her name as it appears on the meter license. * * * * * RECORD SOURCE CATEGORIES: [CHANGE TO READ] License applicants, licensees, postal officials administering meter licenses; and authorized manufacturers of postage meters. Stanley F. Mires, Chief Counsel, Legislative. [FR Doc. 97-12267 Filed 5-9-97; 8:45 am] BILLING CODE 1170-12-P