[Federal Register: July 14, 1997 (Volume 62, Number 134)] [Notices] [Page 37631-37633] From the Federal Register Online via GPO Access [wais.access.gpo.gov] [DOCID:fr14jy97-129] ----------------------------------------------------------------------- POSTAL SERVICE Privacy Act of 1974; System of Records AGENCY: Postal Service. ACTION: Notice of modifications and addition of three new routine uses to an existing system of records. ----------------------------------------------------------------------- SUMMARY: This document publishes notice of modifications to Privacy Act system of records USPS 130.040, Philately--Postal Product Sales and Distribution, renamed by this notice to USPS 220.030, Marketing Records--Postal Product Sales and Distribution. The proposed modifications rename the system to better describe the type of information collected; update various segments of the system notice to reflect collection of information relating to new electronic retail concepts; and add three related routine uses. Two of the three new routine uses allow disclosure of limited information to a contractor to fulfill the agency functions of bank card verification, order shipping, and customer service support. The other routine use allows the Postal Service to discuss with either the sender or recipient the status of an order that may be retrieved by the other's name. DATES: Any interested party may submit written comments on the proposed amendments and additions. This proposal will become effective without further notice on August 25, 1997, unless comments received on or before that date result in a contrary determination. ADDRESSES: Written comments on this proposal should be mailed or delivered to Payroll Accounting and Records, United States Postal Service, 475 L'Enfant Plaza SW, Room 8800, Washington, DC 20260-5242. Copies of all written comments will be available at the above address for public inspection and photocopying between 8 [[Page 37632]] a.m. and 4:45 p.m., Monday through Friday. FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608. SUPPLEMENTARY INFORMATION: Privacy Act system of records USPS 130.040, Philately--Postal Product Sales and Distribution, historically has collected information relating to philatelic sales promotion programs. With the passage of time, information within the system now relates to both philatelic and other Postal Service-sponsored product sales. ``Philately'' in the current title still implies that the system's coverage is limited to philatelic sales. Consequently, this notice renames the system to USPS 220.030, Marketing Records--Postal Product Sales and Distribution. This new name changes categorization of the system from ``Philately'' to the broader ``Marketing Records.'' The modifications to the system notice do not alter the character or use of information contained in the system, but rather improve the system description to reflect information collection in today's environment. As stated above, the system was originally established to collect information related to philatelic sales. Orders for philatelic and, later, other postal products were submitted by way of an order form or other paper medium. Recently the Postal Service introduced new retail concepts that increase the availability of postal products and services. These concepts provide a convenient means for postal customers to place orders by way of the Internet, kiosks, and interactive voice response systems as well as the traditional paper form. The modifications proposed by this notice are intended to cover retail programs and the various means for placing orders. With these modifications, the system description will better inform the public of the circumstances under which the Postal Service may be maintaining information about them. The new retail programs also prompt the addition of the three routine uses. Routine use numbers 1 and 2 allow the Postal Service to disclose limited information to a contractor for the purpose of providing customer service support and verifying bank card transactions, respectively. Disclosure for these purposes is considered authorized by the Postal Service's general routine use ``f'' (published in the Federal Register on October 26, 1989 (54 FR 43654)), which allows disclosure to a contractor to fulfill an agency function. Nevertheless, routine use numbers 1 and 2 are published to better communicate to records subjects the key functions for which information may be disclosed to a contractor. Routine use number 3 permits the Postal Service to disclose to either the sender or recipient of an order information concerning the status of the order. When a customer places an order for a postal product, information may be maintained under that customer's name. However, it is frequently the intended recipient of the order who contacts the Postal Service concerning nonreceipt or other order problems. To resolve the problem, the Postal Service must discuss the order with the recipient. New routine use number 3 permits such disclosure. Each of the proposed routine uses is compatible with the purpose for collecting the information. The purpose for collecting information is, in part, ``to operate a subscription service or services for customers who remit money for a particular product or products.'' Because the disclosures allowed by these routine uses will enable the Postal Service to accept and fulfill orders for postal products and services, the routine uses are clearly compatible with the system's purpose. All records within this system continue to be kept in a secured environment. The Safeguards section of the system notice is revised to more fully describe the controls applied, particularly to computer systems and automated records. Controls have been strengthened commensurate with the level of protection required in support of the new retail concepts. Levels of the security architecture of computer systems have been analyzed to ensure security of the systems. Contractors who maintain data collected by this system are subject to the Privacy Act in accordance with subsection (m) and are required to apply appropriate protections subject to the audit and inspection of the Postal Inspection Service. 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. USPS Privacy Act system 130.040, renamed by this notice to 220.030, was last published in its entirety in the Federal Register on May 20, 1991 (56 FR 23095). The Postal Service proposes amending that system as shown below. USPS 130.040 [CHANGE TO READ] USPS 220.030. SYSTEM NAME: [CHANGE TO READ] Marketing Records--Postal Product Sales and Distribution, 220.030. SYSTEM LOCATION: [CHANGE TO READ] Marketing, Headquarters; Philatelic Fulfillment Center, Kansas City, MO; and contractor sites. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: [CHANGE TO READ] Customers who have responded to various philatelic and other Postal Service-sponsored product sales promotion programs. Programs include, but are not limited to, sales of philatelic products, postal products, and products that include licensed stamp designs, such as phone cards. Response may be received by submission of unsolicited correspondence, such as letters and preprinted and tear off order forms; telephone; interactive voice response systems; on-line orders via Internet and commercial vendors; and orders via other interactive electronic initiatives such as kiosk retail sales applications. Response may involve an order for products, opening a subscription account, or a request to receive future product announcements. CATEGORIES OF RECORDS COVERED BY THE SYSTEM: [CHANGE TO READ] Name, address, customer profile and telephone number of customer who orders or subscribes to receive postal products; name and address of recipient of order; description of the items ordered and prices; payment type; credit card payment information; order fulfillment information; inquiries on status of orders; claims submitted for defective merchandise; and lists identifying individuals who have submitted bad checks. * * * * * ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: [CHANGE TO READ] Routine use statements a, b, c, d, e, f, g, h, and j listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses follow: Note: Phone card information covered by the system is owned by phone card vendors; consequently, no routine uses apply to phone card information. 1. Information from this system may be disclosed to a Postal Service contractor for the purpose of providing customer service support services with [[Page 37633]] regard to the acceptance and fulfillment of orders for a postal- sponsored product. 2. Information from this system may be disclosed to a contractor for the purpose of verifying bank cards when customers order postal- sponsored products and pay by bank card. Disclosure will be limited to information needed for verification. 3. Information from this system may be disclosed to the purchaser or intended recipient of an order for a postal-sponsored product for purposes of responding to his or her query regarding status of or problems in filling the order. Disclosure of financial information to a recipient will be limited to the explanation that payment is outstanding. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM. STORAGE: [CHANGE TO READ] Paper forms and correspondence; electronic order forms; microform; magnetic tape and disk; and computer printouts. RETRIEVABILITY: [CHANGE TO READ] Name of customer (purchaser, recipient, or subscriber) and identifying number, if assigned. SAFEGUARDS: [CHANGE TO READ] Paper and microform records and computer storage tapes and disks are maintained in closed filing cabinets in controlled access areas or under general scrutiny of program personnel. Computers containing information are located in controlled access areas with personnel access controlled by a cypher lock system, card key system, or other physical access control method, as appropriate. Authorized persons must be identified by a badge. Computer systems are protected with an installed security software package, the use of computer log-on identifications and operating system controls including access controls, terminal and user identifications, and file management. On- line data transmission is protected by encryption. Contractors must provide similar protection subject to operational security compliance reviews by the Postal Inspection Service. * * * * * SYSTEM MANAGER(S) AND ADDRESS: [CHANGE TO READ] Vice President, Operations Support, United States Postal Service, 475 L'Enfant Plaza SW., Washington DC 20260-7000. Chief Marketing Officer and Senior Vice President United States Postal Service 475 L'Enfant Plaza SW., Washington DC 20260-2400. * * * * * RECORD SOURCE CATEGORIES: [CHANGE TO READ] Purchasers of or subscribers to Postal Service products; recipients of Postal Service-sponsored products; and contractors. Stanley F. Mires, Chief Counsel, Legislative. [FR Doc. 97-18416 Filed 7-11-97; 8:45 am] BILLING CODE 7710-12-P