[Federal Register Volume 76, Number 117 (Friday, June 17, 2011)]
[Notices]
[Pages 35483-35491]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-15038]
=======================================================================
-----------------------------------------------------------------------
POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of modification to existing systems of records and the
addition of one new system of records.
-----------------------------------------------------------------------
[[Page 35484]]
SUMMARY: The United States Postal Service is proposing to modify nine
of its General Privacy Act Systems of Records: USPS 100.000, General
Personnel Records; USPS 100.100, Recruiting, Examining, and Placement
Records; USPS 100.200, Employee Performance Records; USPS 100.300,
Employee Development and Training Records; USPS 100.400, Personnel
Compensation and Payroll Records; USPS 100.500, Personnel Resource
Management Records; USPS 100.600, Personnel Research Records; USPS
100.700, Medical Records and Related Documents; and USPS 100.950,
Employee Assistance Program (EAP) Records. These modifications reflect
the changes that have been made in changing from a primarily paper-
based record keeping system to an electronic record keeping system.
The United States Postal Service is also amending one Customer
Privacy Act System of Records, USPS 810.200, www.usps.com Ordering,
Payment, and Fulfillment, which was last updated on May 12, 2009 (74 FR
22186), where the standard routine uses were mistakenly deleted. The
change to USPS 810.200 will add the standard routine uses that applied
to the system prior to the May 12, 2009, revisions, and will update the
retention period from 6 months to 12 months for online user
information, and update one of the titles in the System Manger(s) and
Address section.
Lastly, the United States Postal Service is adding a new system of
records to its General Privacy Act Systems of Records: 500.050 HSPD-12:
Identity Management System is being established to support
implementation of HSPD-12 identification cards.
DATES: The revision will become effective without further notice on
July 18, 2011 unless comments received on or before that date result in
a contrary determination.
ADDRESSES: Comments may be mailed or delivered to the Records Office,
United States Postal Service, 475 L'Enfant Plaza, SW., Room 4541,
Washington, DC 20260-2201. 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: Jane Eyre, Manager, Records Office,
202-268-2608.
SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their amended systems of
records in the Federal Register when there is a revision, change, or
addition. The Postal Service has reviewed its systems of records and
has determined that the Human Resource records system should be revised
to modify existing routine uses of records maintained in the system,
including system location; categories of individuals; categories of
records in the system; purposes; routine uses of records maintained in
the system, including categories of users and the purposes of such
uses; storage; retrievability; safeguards; retention and disposal;
system manager(s) and address; notification procedure; and record
source categories of such uses.
I. Background
In 2005, Human Resources and the Privacy Office partnered under the
Human Capital Steering Committee to improve all general (non-customer)
systems of records. General systems cover all employee systems. Since
that last revision, the Postal Service has undertaken a total
modernization of how it collects and stores information about
employees. The Postal Service has automated personnel actions,
implemented an electronic Official Personnel Folder (eOPF), and changed
how it tests and hires employees. Redesign of all the processes
requires changes to the current systems of records. The Privacy Office
worked closely with systems managers to develop the revised general
systems. These changes are proposed for the reasons discussed below.
II. Rationale for Changes to USPS Privacy Act Systems of Records
Many businesses and other Federal agencies have automated their
Human Resource (HR) processes in order to maintain competitiveness and
ensure the most efficient use of resources. The Postal Service, like
any other large organization, must cope with the constant demand for
information from employees, management, and third parties. These
applications assist the Postal Service in ensuring accuracy of data and
quick retrieval of data in order to meet that demand. In addition, the
introduction of automated systems provides improved service, quick
development of reports required for benefits administration, government
requirements, and strategic planning. Customized reports enhance
analysis, forecasting, and planning.
The other changes outlined update retention periods, administrative
changes, and system locations due to the abolishment of local HR
offices and movement to a central location for all HR processing in
Greensboro, North Carolina. The revisions to 810.200, the only customer
system of records in this notice, are required due an inadvertent error
that occurred when the system of records was last revised on May 12,
2009, and the routine uses were deleted. This change reinstates those
routine uses. Also, 810.200 has an updated retention period from 6
months to 12 months for online user information and an update to one of
the titles in the System Manager(s) and Address section.
III. Description of Changes to Systems of Records
The Postal Service is modifying ten systems of records: USPS
100.000, General Personnel Records; USPS 100.100, Recruiting,
Examining, and Placement Records; USPS 100.200, Employee Performance
Records; USPS 100.300, Employee Development and Training Records; USPS
100.400, Personnel Compensation and Payroll Records; USPS 100.500,
Personnel Resource Management Records; USPS 100.600, Personnel Research
Records; USPS 100.700, Medical Records and Related Documents; USPS
100.950, Employee Assistance Program (EAP) Records; and USPS 810.200
www.usps.com Ordering, Payment, and Fulfillment. 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
modification has been sent to Congress and to the Office of Management
and Budget for their evaluation. The Postal Service does not expect
this amended notice to have any adverse effect on individual privacy
rights. The Postal Service proposes amending the systems as shown
below:
USPS 100.000
System Name: General Personnel Records.
USPS 100.100
System Name: Recruiting, Examining, and Placement Records.
USPS 100.200
System Name: Employee Performance Records.
USPS 100.300
System Name: Employee Development and Training Records.
USPS 100.400
System Name: Personnel Compensation and Payroll Records.
USPS 100.500
System Name: Personnel Resource Management Records.
USPS 100.600
System Name: Personnel Research Records.
[[Page 35485]]
USPS 100.700
System Name: Medical Records and Related Documents.
USPS 100.950
System Name: Employee Assistance Program (EAP) Records.
USPS 810.200
System Name: www.usps.com Ordering, Payment, and Fulfillment.
IV. Description of New System of Records
The United States Postal Service is adding a new system of records
to its General Privacy Act Systems of Records Management System. This
new system of records is being established to support implementation of
HSPD-12 identification cards. The Postal Service proposes adding the
system as shown below:
USPS 500.050
SYSTEM NAME:
HSPD-12: Identity Management System (IDMS).
Accordingly, the Postal Service proposes changes in existing
systems of records and addition of a new system of records as follows:
USPS 100.000
SYSTEM NAME:
General Personnel Records.
SYSTEM LOCATION:
[CHANGE TO READ]
All USPS facilities and personnel offices; Integrated Business
Solutions Services Centers; National Personnel Records Center; Human
Resources Information Systems; Human Resources Shared Services Center;
Headquarters; Computer Operations Service Centers; and contractor
sites.
CATEGORIES OF RECORDS IN THE SYSTEM:
* * * * *
[CHANGE TO READ]
2. Official Personnel Folder (OPF) or eOPF (electronic version):
Records related to appointment support, prior federal civilian
employment, postal employment, personnel actions, anniversary dates,
retirement, benefits, and compensation.
3. Automated employee information: Records generated, approved, and
stored by electronic means such as Notification of Personnel Actions,
health benefit elections, tax withholding changes, and address changes.
4. Reference copies of all discipline or adverse actions: Letters
of warning; notices of removal, suspension and/or reduction in grade or
pay; 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 or eOPF but must be maintained in a separate file by
Labor Relations.
* * * * *
[INSERT NEW TEXT]
8. Level 2 supervisors' notes: Records of discussions, letters of
warning, and any other relevant official records being maintained at
the supervisor's discretion for the purpose of enabling effective
management of personnel. (A level 2 supervisor directly supervises
bargaining unit employees.)
PURPOSE(S):
* * * * *
[CHANGE TO READ]
2. To maintain a source of readily available information on
employees for administrative purposes.
* * * * *
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files. Duplicates of records in the OPF or eOPF and automated
employee data may be maintained for localized employee administration
or supervision. Records may be filed at offices other than where OPF or
eOPF is located, or may be duplicated at a site closer to where the
employee works.
SAFEGUARDS:
[INSERT NEW TEXT]
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 (hard or soft
copy) 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:
[CHANGE TO READ]
1. Permanent OPF or eOPF records are permanently retained.
Temporary OPF or eOPF records are generally retained 2 years and are
purged upon the employee's separation from USPS.
2. Except as otherwise provided by a collective bargaining
agreement, original or copies of discipline or adverse actions are
maintained 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 or eOPF 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 10
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 or eOPF, but must be maintained
in a separate file by Labor Relations.
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
* * * * *
[INSERT NEW TEXT]
Director of Human Resources, USPS OIG, 1735 N. Lynn Street, 10th
floor, Arlington, VA 22209.
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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.,
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 SOURCE CATEGORIES:
[INSERT NEW TEXT]
Employees; employees' supervisors; USPS customers; law enforcement
agencies; individuals who are personal references; former employers,
including other federal agencies; and other systems of records.
* * * * *
[[Page 35486]]
USPS 100.100
SYSTEM NAME:
Recruiting, Examining, and Placement Records.
SYSTEM LOCATION:
[CHANGE TO READ]
Pre-employment investigation records are located at USPS Human
Resources (HR) 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 HR
offices, Headquarters, Human Resources Shared Services Center,
Integrated Business Solutions Services Centers, the Bolger Center for
Leadership Development, the National Center for Employee Development,
and contractor locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
[INSERT NEW TEXT]
Current and former USPS employees, applicants for employment, and
potential applicants with candidate profiles.
CATEGORIES OF RECORDS IN THE SYSTEM:
[CHANGE TO READ]
1. Applicant, potential applicants with candidate profiles, and
employee information: Name(s), Social Security Number(s), Candidate
Identification Number, Employee Identification Number, date(s) of
birth, postal assignment or vacancy/job posting history 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, including criminal, employment, military, and driving records;
drug screening and medical assessment results. Also includes Special
Agency Check with Inquiries (SACI) and National Agency Check with
Inquiry (NACI): Investigative records requested by USPS and compiled by
the Office of Personnel Management (OPM) for newly hired employees,
including postal inspectors' investigative reports.
3. Recruiting, examining, and placement information: Records
related to candidate profiles, applications, test results, interview
documentation, and suitability screening.
PURPOSE(S):
* * * * *
[CHANGE TO READ]
2. To provide managers, HR personnel, and medical officers with
information for recruiting and recommending appointment of qualified
individuals.
STORAGE:
[INSERT NEW TEXT]
Automated database, computer storage media, digital files, and
paper files.
RETRIEVABILITY:
[CHANGE TO READ]
By applicant or employee name, Social Security Number, Candidate
Identification Number, Employee Identification Number, duty or pay
location, or posting/vacancy to which application was made.
RETENTION AND DISPOSAL:
* * * * *
[CHANGE TO READ]
2. Candidate information and Candidate Identification Number are
retained for a minimum of 2 years. Vacancy files, including applicant/
employee name, identification number, posting/vacancy number, and
information supplied by applicant/employee in response to the vacancy
posting, are retained 5 years. Employment registers are retained 10
years. Certain forms related to a successful applicant are filed in the
electronic Official Personnel Folder as permanent records.
3. Paper examining answer sheets are retained 6 months; and
computer media copies are retained 10 years. Scanned Maintenance
Selection System forms are retained 10 years, and related hiring lists
are retained 5 years.
* * * * *
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
Individuals wanting to know if information about them is maintained
in this system must address inquiries to Human Resources Shared
Services Center, P.O. Box 970400, Greensboro, NC 27497-0400. Inquiries
must include full name, Candidate Identification Number (as provided
during the application process) or Employee Identification Number, name
and address of facility where last employed, and dates of USPS
employment or date of application.
* * * * *
RECORD SOURCE CATEGORIES:
[INSERT NEW TEXT]
Applicants; potential applicants with candidate profiles; 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.
* * * * *
USPS 100.200
SYSTEM NAME:
Employee Performance Records.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
[CHANGE TO READ]
Current and former USPS employees, including supervisors and
managers who are responsible for a work location.
CATEGORIES OF RECORDS IN THE SYSTEM:
* * * * *
[CHANGE TO READ]
2. Employee performance information: Records related to individual
performance evaluation; reports about supervisors and managers who are
responsible for a work location; employee recognition; and safe driver
awards.
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETENTION AND DISPOSAL:
[CHANGE TO READ]
1. Pay for performance evaluation records are retained 5 years.
Individual performance evaluations are retained 5 years or until
separation of the employee, whichever comes first.
2. Incentive award records are retained 7 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 in the OPF or eOPF) are retained 2 years.
3. Employee survey records are retained 5 years.
4. Safe Driver Award records are retained 2 years from date of
separation, expiration of license, rescission of authorization,
transfer of driver into a nondriving status, or other transfer,
whichever comes first.
* * * * *
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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.,
Washington, DC 20260. Inquiries must include full name, Social Security
Number or Employee
[[Page 35487]]
Identification Number, name and address of facility where last
employed, and dates of USPS employment.
* * * * *
USPS 100.300
SYSTEM NAME:
Employee Development and Training Records.
SYSTEM LOCATION:
[CHANGE TO READ]
Management training centers, Integrated Business Solutions Services
Centers, and other USPS facilities where career development and
training records are stored.
CATEGORIES OF RECORDS IN THE SYSTEM:
[CHANGE TO READ]
1. Employee information: Name, Social Security Number, Employee
Identification Number, demographic information, photograph, years of
service, retirement eligibility, 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, work history, skills bank participation, USPS
and non-USPS--sponsored training, examinations, evaluations of
training, and USPS lodging when a discrepancy report is filed against
the student about unauthorized activities while occupying the room.
PURPOSE(S):
[CHANGE TO READ]
1. To provide managers, supervisors, and training and development
professionals with decision-making information for employee career
development, succession planning, training, and assignment.
* * * * *
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETENTION AND DISPOSAL:
* * * * *
[CHANGE TO READ]
2. Records related to succession planning and individual
development planning are retained 10 years.
* * * * *
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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.,
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.
* * * * *
USPS 100.400
SYSTEM NAME:
Personnel Compensation and Payroll Records.
SYSTEM LOCATION:
[CHANGE TO READ]
USPS Area and District Human Resources offices, the Human Resources
Shared Services Center, Integrated Business Solutions Services Centers,
Computer Operations Services Centers, Accounting Services Centers,
other area and district facilities, Headquarters, contractor sites, and
all organizational units.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
[CHANGE TO READ]
1. Current and former USPS employees and Postmaster Relief/Leave
Replacement employees.
* * * * *
CATEGORIES OF RECORDS IN THE SYSTEM:
[CHANGE TO READ]
* * * * *
2. Compensation and payroll information: Records related to
payroll, payments, deductions, compensation, and benefits; uniform
items purchased; proposals and decisions under monetary awards;
suggestion programs and contests; injury compensation; monetary claims
for personal property loss or damage; and garnishment of wages.
PURPOSE(S):
* * * * *
[CHANGE TO READ]
5. To administer monetary awards programs and employee contests.
* * * * *
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
* * * * *
[DELETE THE FOLLOWING]
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.
[RELETTER THE REMAINING PARAGRAPHS FROM I THROUGH L AS G THROUGH J]
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETENTION AND DISPOSAL:
* * * * *
[CHANGE TO READ]
3. Records of approved monetary awards are retained 7 years.
Records of award submissions not approved are retained 90 days.
[RENUMBER PARAGRAPHS 4 THROUGH 6 AS 5 THROUGH 7]
[ADD TEXT]
4. Automated records of employee ideas are maintained for 7 years.
SYSTEM MANAGER(S) AND ADDRESS:
[ADD TEXT]
Chief Human Resource Officer and Executive Vice President, United
States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
* * * * *
[CHANGE TO READ]
Vice President, Controller, United States Postal Service, 475
L'Enfant Plaza, SW., Washington, DC 20260.
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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.,
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.
* * * * *
[[Page 35488]]
USPS 100.500
SYSTEM NAME:
Personnel Resource Management Records.
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETENTION AND DISPOSAL:
[CHANGE TO READ]
Resource management records related to leave application, time and
attendance, and light duty status are retained 3 years. Family and
Medical Leave Records are retained 5 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.
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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.,
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.
* * * * *
USPS 100.600
SYSTEM NAME:
Personnel Research Records.
SYSTEM LOCATION:
[CHANGE TO READ]
USPS Headquarters, Integrated Business Solutions Services Centers,
and contractor sites.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
[CHANGE TO READ]
Potential applicants for USPS employment, 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:
[CHANGE TO READ]
1. Applicant, potential applicant with candidate profile, and
employee information: Name, Social Security Number, Candidate
Identification Number, or respondent identification code, place of
birth, postal assignment or vacancy/posting 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,
ethnicity, sex, tenure, age, and disability status (only if volunteered
by the individual); research project identifiers; and other information
pertinent to personnel research.
PURPOSE(S):
[CHANGE TO READ]
1. To support research and development efforts on personnel
assessment instruments, recruitment efforts, workforce analysis, and
evaluation of human resource management practices.
2. To assess the impact of selection decisions on applicants in
race, ethnicity, sex, tenure, age, and disability categories.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS:
[CHANGE TO READ]
Standard routine uses 1. through 9. apply.
[DELETE TEXT]
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.
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETRIEVABILITY:
[CHANGE TO READ]
By individual name, Social Security Number, Candidate
Identification Number, Employee Identification Number, or respondent
identification code, research project identifiers, postal assignment or
vacancy/posting information, duty or pay location, or location where
data were collected.
RETENTION AND DISPOSAL:
[CHANGE TO READ]
Retention depends on the type of research project, but does not
exceed 10 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.
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
Individuals wanting to know if information about them is maintained
in this system of records must address inquiries to the Vice President,
Employee Resource Management, 475 L'Enfant Plaza, SW., 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; Candidate Identification
Number, Employee Identification Number, or respondent identification
code; and date and location of their participation.
RECORD SOURCE CATEGORIES:
[CHANGE TO READ]
USPS employees, applicants, and potential applicants with candidate
profiles who provide information to personnel research programs and
other systems of records.
* * * * *
USPS 100.700
SYSTEM NAME:
[CHANGE TO READ]
Medical Records and Related Documents.
SYSTEM LOCATION:
[CHANGE TO READ]
USPS medical facilities, designee offices, and National Personnel
Records Center.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
* * * * *
[CHANGE TO READ]
2. Individuals who have been offered employment but were determined
medically unsuitable or who declined the offer.
[DELETE TEXT]
3. Headquarters employees who participate in the Corporate Health
and Fitness Program.
4. Employees who volunteer to join the USPS Blood Donor Program.
[RENUMBER REMAINING TEXT TO READ]
3. 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.
[ADD TEXT]
4. Applicants and current or former USPS employees, or persons who
[[Page 35489]]
request reasonable accommodation on behalf of an applicant or employee.
CATEGORIES OF RECORDS IN THE SYSTEM:
[CHANGE TO READ]
1. Employee or applicant information: Name, Social Security Number,
Employee Identification Number, Candidate Identification Number, date
of birth, postal assignment information, work contact information,
finance number(s), duty location, and pay location.
* * * * *
[DELETE TEXT]
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.
[RENUMBER REMAINING TEXT STARTING WITH 3]
* * * * *
[ADD TEXT]
4. Reasonable Accommodation folders: These folders document the
decision-making process and contain records related to requests for
Reasonable Accommodation.
PURPOSE(S):
[CHANGE TO READ]
1. Medical information maintained in the Employee Medical Folder is
used to, but is not limited to, support hiring decisions and determine
job-related medical suitability, fitness for duty, and Family Medical
Leave Act documentation.
[DELETE TEXT]
2. To provide for a Headquarters health promotion program.
3. To provide the USPS Blood Donation Program with a record of
donations.
* * * * *
[RENUMBER REMAINING TEXT STARTING WITH 2]
* * * * *
[ADD TEXT]
4. To assess disability retirement requests.
5. To assist in making determinations about Reasonable
Accommodation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
[DELETE TEXT]
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.
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETRIEVABILITY:
[CHANGE TO READ]
By employee or applicant name, Social Security Number, Employee
Identification Number, Candidate Identification Number, or duty or pay
location.
RETENTION AND DISPOSAL:
* * * * *
[CHANGE TO READ]
2. Candidate medical information for applicants determined to be
medically unsuitable for the position offered is retained 2 years in
hard copy. Computer data is retained 3 years in a history database.
3. Documentation supporting applicant requests for reasonable
accommodation for participation in the hiring or assessment process are
maintained for 2 years in hard copy. Computer records of such requests
are retained 3 years.
4. Reasonable Accommodation Committee and District Reasonable
Accommodation Committee records are maintained for the duration of the
employee's tenure with the USPS or until any appeals are adjudicated,
whichever is longer. After the official use for these records has been
satisfied, the records are to be placed in a sealed envelope, labeled
as ``Reasonable Accommodation Committee Records,'' and placed in the
Employee Medical Folder (EMF) and retained in accordance with the
official retention period for the EMFs.
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.
NOTIFICATION PROCEDURE:
[CHANGE TO READ]
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 the National Medical Director, Health and Resource
Management, 475 L'Enfant Plaza, SW., Washington, DC 20260. Individuals
who requested accommodation for an entrance examination or assessment
must submit inquiries to the Manager of Selection, Evaluation, and
Recognition, 475 L'Enfant Plaza, SW., 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 SOURCE CATEGORIES:
[CHANGE TO READ]
Employees, applicants for employment; applicant or employee health
care provider(s), USPS and Department of Veterans Affairs medical
staff, USPS designee testing facilities, substance abuse professionals,
and designated contractors.
* * * * *
USPS 100.950
SYSTEM NAME:
Employee Assistance Program (EAP) Records.
SYSTEM LOCATION:
[CHANGE TO READ]
EAP Offices at Philadelphia and Los Angeles USPS facilities. This
system does not include records maintained by the supplier of EAP
services as outlined in the USPS EAP contract.
STORAGE:
[CHANGE TO READ]
Automated database, computer storage media, digital files, and
paper files.
RETENTION AND DISPOSAL:
[CHANGE TO READ]
Records are retained 3 years from the date of the participant's
last activity. EAP contractor records are retained 7 years from the
date of the participant's last activity or until litigation is
resolved. 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:
[CHANGE TO READ]
Vice President, Labor Relations, United States Postal Service, 475
L'Enfant Plaza, SW., Washington, DC 20260.
* * * * *
NOTIFICATION PROCEDURE:
* * * * *
[CHANGE TO READ]
For records maintained by the provider of USPS EAP services through
contract, individuals must inquire as instructed by the provider.
* * * * *
[[Page 35490]]
USPS 810.200
SYSTEM NAME:
http://www.usps.com Ordering, Payment, and Fulfillment.
ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS
AND THE PURPOSES OF SUCH USES:
[INSERT]
Standard routine uses 1. through 7., 10., and 11. apply. In
addition:
* * * * *
RETENTION AND DISPOSAL:
* * * * *
[CHANGE TO READ]
3. Online user information may be retained for 12 months.
* * * * *
SYSTEM MANAGER(S) AND ADDRESS:
[CHANGE TO READ]
President and Chief Marketing/Sales Officer, United States Postal
Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
* * * * *
[ADD NEW TEXT/SYSTEM OF RECORD]
USPS 500.050
SYSTEM NAME:
HSPD-12: Identity Management System (IDMS).
SYSTEM LOCATION:
Records relating to the Identity Management System are maintained
by a contractor at the contractor's site. This does not include
building or computer access records.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Individuals with authorized USPS law enforcement or emergency
response duties, including postal inspectors, Office of Inspector
General criminal investigators, and USPS executives and their
designees.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Cardholder information: Records related to issuance of identity
management credentials, including name, date of birth, Social Security
Number (SSN), organizational and employee affiliations, fingerprints,
digital color photograph, work e-mail address, and phone number(s) as
well as additional verification and demographic information. Other
types of data contained in the system include federal emergency
response official status; law enforcement official status; and Personal
Identity Verification (PIV) Card issuance location. Records in the IDMS
needed for credential management for enrolled individuals in the PIV
Program include: PIV Card serial number (all past and current Card ID
numbers are retained); digital certificate(s) serial number; PIV Card
issuance and expiration dates; PIV Card personal identification number
(PIN); Cardholder Unique Identification Number (CHUID); card management
keys.
2. Card-swipe records: Records related to employees and visitors
who enter and leave participating federal facilities and disaster
recovery areas. This does not include direct tracking of access to USPS
facilities.
3. Computer access authorization information: Records related to
computer users, including logon ID; Social Security Number, Employee
Identification Number, or other assigned identifier; employment status
information; and extent of access granted.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, and Homeland Security Presidential Directive 12,
Policy for a Common Identification Standard for Federal Employees and
Contractors, August 27, 2004.
PURPOSE(S):
1. To assist in making determinations for access to other federal
facilities.
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, digital files, and
paper files.
RETRIEVABILITY:
1. Records about building access are retrieved by name or
Cardholder Unique Identifier Number.
2. Cardholder information may be retrieved by name, logon ID, or
other unique identifier of the individual. Note: While many Federal
agencies utilize the IDMS, USPS will only have access to data on its
employees enrolled in the system (not to any other agency's data).
SAFEGUARDS:
All biographic and biometric data collected prior to and during the
enrollment process is transmitted to the PIV IDMS over a private
network in an encrypted format. Facilities and equipment are secured by
limiting physical access to the workspace and system, and by requiring
an appropriate verification of identity. Where appropriate, this method
uses the PIV card providing up to three factors of authentication.
Where necessary, this method also consists of two components (e.g.,
user id + password). Physical security measures are employed to protect
enrollment equipment, facilities, material, and information systems,
including locks, ID badges, fire protection, redundant power and
climate control to protect IT equipment. The PIV IDMS sends confirmed
enrollment information to the card production facility via a secure FTP
connection. Cards that are not active cannot be used for access to
federal facilities. Certifications are revoked when they are reported
lost, stolen, damaged beyond use, or when a cardholder has failed to
meet the terms and conditions of enrollment. Cards will be deactivated
upon collection of damaged cards or if the employee no longer requires
a PIV card.
RETENTION AND DISPOSAL:
1. Building access records are retained according to the policies
of the agencies visited.
2. Records of computer access privileges and authorization
information are retained 5 years after the cardholder is separated from
the Postal Service.
Data will be disposed of according to the requirements of National
Institute of Standards and Technology (NIST) Special Publication (SP)
800-88 Guidelines for Media Sanitization. Magnetic media will be
degaussed and then destroyed; paper records will be stored in locked
bins, transported securely via bonded courier, and shredded.
SYSTEM MANAGER(S) AND ADDRESS:
For collection of cardholder information: Chief Postal Inspector,
United States Postal Inspection Service, 475 L'Enfant Plaza, SW., Fl 3,
Washington, DC 20260.
For records relating to the Identity Management System and
identification cards: Program Manager, HSPD-12 Managed Service Office,
Federal Acquisition Service (FAS), General Services Administration,
10304 Eaton Place Fl 3, Fairfax, VA 22030.
For records of building access to other federal buildings, contact
that agency.
NOTIFICATION PROCEDURE:
Inquiries for records about building access must be addressed to
the facility head. Inquiries about access to the IDMS are to be
directed to the Program Manager, Program Manager, HSPD-12 Managed
Service Office, Federal
[[Page 35491]]
Acquisition Service (FAS), General Services Administration, 10304 Eaton
Place Fl 3, Fairfax, VA 22030. Inquiries regarding collection of
cardholder information are to be directed to the Chief Postal
Inspector, United States Postal Inspection Service, 475 L'Enfant Plaza,
SW., Fl 3, Washington, DC 20260. Inquiries must include full name,
Social Security Number or Employee Identification Number, and period of
employment or residency at the location.
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 Procedure and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Employees, subject individuals, former employers, and other systems
of records.
* * * * *
[END DOCUMENT]
Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 2011-15038 Filed 6-16-11; 8:45 am]
BILLING CODE 7710-12-P