Home > 1995 Privacy Act Documents > Privacy Act: [ USPS 070.040] Inquiries and Complaints--Customer and Employee Complaint Records, 070.040....

Privacy Act: [ USPS 070.040] Inquiries and Complaints--Customer and Employee Complaint Records, 070.040....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.POSTAL SERVICE


   #..PREFATORY STATEMENT OF ROUTINE USES

         A. For Law Enforcement Purposes
       When the Postal Service becomes aware of an indication of a 
   violation or potential violation of law, whether civil, criminal or 
   regulatory in nature, and whether arising by general statute or 
   particular program statute, or by regulation, rule or order issued 
   pursuant thereto, or in response to the appropriate agency's request 
   upon a reasonable belief that a violation has occurred, the relevant 
   records may be referred to the appropriate agency, whether Federal, 
   State, local, or foreign, charged with the responsibility of 
   investigating or prosecuting such violation or charged with enforcing 
   or implementing the statute, rule, regulation, or order issued 
   pursuant thereto.
         B. Disclosure Incident to Litigation
       Records from this system may be disclosed to the Department of 
   Justice or to other counsel representing the Postal Service, or may 
   be disclosed in a proceeding before a court or adjudicative body 
   before which the Postal Service is authorized to appear, when (a) the 
   Postal Service; or (b) any postal employee in his or her official 
   capacity; or (c) any postal employee in his or her individual 
   capacity whom the Department of Justice has agreed to represent; or 
   (d) the United States when it is determined that the Postal Service 
   is likely to be affected by the litigation, is a party to litigation 
   or has an interest in such litigation, and such records are 
   determined by the Postal Service or its counsel to be arguably 
   relevant to the litigation, provided, however, that in each case, the 
   Postal Service determines that disclosure of the records is a use of 
   the information that is compatible with the purpose for which it was 
   collected.
       This routine use specifically contemplates that information may 
   be released in response to relevant discovery and that any manner of 
   response allowed by the rules of the forum may be employed.
         C. Disclosure Incident to Requesting Information
       Records may be disclosed to a Federal, State or local agency 
   maintaining civil, criminal, or other relevant enforcement or other 
   pertinent information, such as licenses, when necessary to obtain 
   information from such agency that is relevant to a Postal Service 
   decision concerning the hiring or retention of an employee, the 
   issuance of a security clearance, the letting of a contract, or the 
   issuance of a license, grant, permit, or other benefit.
         D. Disclosure to Requesting Agency
       Records may be disclosed to a Federal, State, local or foreign 
   agency, in response to its request, in connection with the hiring or 
   retention of an employee, the issuance of a security clearance, the 
   conduct of a security or suitability investigation of an individual, 
   the reporting of an investigation of an employee, the letting of a 
   contract, or the issuance of a license, grant, or other benefit by 
   the requesting agency, to the extent that the information is relevant 
   and necessary to the requesting agency's decision on the matter.
         E. Congressional Inquiries
       Disclosure may be made to a Congressional office from the record 
   of an individual in response to an inquiry from the Congressional 
   office made at the prompting of that individual.
         F. Disclosure to Agents and Contractors
       Records or information from this system may be disclosed to an 
   expert, consultant, or other person who is under contract to the 
   Postal Service to fulfill an agency function, but only to the extent 
   necessary to fulfill that function. This may include disclosure to 
   any person with whom the Postal Service contracts to reproduce, by 
   typing, photocopy or other means, any record for use by Postal 
   Service officials in connection with their official duties or to any 
   person who performs clerical or stenographic functions relating to 
   the official business of the Postal Service.
         G. Storage
       Inactive records may be transferred to a Federal Records Center 
   for storage prior to destruction.
         H. Disclosure to Office of Management and Budget
       Records from this system may be disclosed to the Office of 
   Management and Budget in connection with the review of private relief 
   legislation as set forth in OMB Circular No. A-19 at any stage of the 
   legislative coordination and clearance process as set forth in that 
   Circular.
         J. Disclosure to Outside Auditors
       Records in this system may be subject to review by an independent 
   certified public accountant during an official audit of Postal 
   Service finances.
       K. Disclosure to Equal Employment Opportunity Commission. Records 
   from this system 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 U.S. Postal Service under 29 CFR part 1614.
         L. Disclosure to Merit Systems Protection Board or Office of 
   the Special Counsel
       Records from this system 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.
         M. Disclosure to Labor Organizations
       Pursuant to the National Labor Relations Act, records from this 
   system may be furnished to a labor organization upon its request when 
   needed by that organization to perform properly its duties as the 
   collective bargaining representative of postal employees in an 
   appropriate bargaining unit.

   #.. USPS 010.010

   #....System name: Collection and Delivery Records--Address Change and 
      Mail Forwarding, and Related Services Records, 010.010.

     System location: 
       Post Offices and contractor/licensee sites.
     Categories of individuals covered by the system: 
       Postal customers requesting mail forwarding and related services 
   from their local postal facilities or through Postal Service Internet 
   services. Any postal customers who are victims of a disaster who have 
   requested mail forwarding services through the American Red Cross.
     Categories of records in the system: 
       a. Address change records including customer number, name, old 
   mailing address, new mailing address, mail forwarding instructions, 
   effective date, information about whether the move is permanent or 
   temporary, contact information for customer service, and any 
   information/records for online proof or identity.
       b. Records pertaining to other move-related services provided by 
   entities outside the Postal Service contain customer number, name, 
   address, products, effective date, billing, and identity validation 
   information required to service the customers' requests.
       c. Postal customer inquiry/comment records may contain customer 
   number, name, contact information, description of service request, 
   and responses.
       d. Outside service provider records contain name of the service 
   provider, customer name, policies related to privacy and customer 
   service, product offerings, and service processing information.
       e. Optional customer records contain the information a customer 
   chooses to save to apply to future transactions on the Internet site. 
   They may contain names, addresses, online proof of identification, 
   billing, and other information used to request a service.
       f. Internet site usage records contain referral source, search 
   word used to come to the Internet Protocol (IP) address, domain name, 
   operating system versions, browser version, page visited, and other 
   information to analyze the usage of the site.
     Authority for maintenance of the system: 
       39 U.S.C. 403, 404.
   Purpose(s): 
       a. To provide mail forwarding services to postal customers who 
   have changed address;
       b. To provide address correction services to postal customers;
       c. To provide address information to the American Red Cross about 
   a customer who has been relocated because of a disaster.
       d. To provide postal customers with Internet access the ability 
   to file fully electronic change-of-address in order to further 
   automate and enhance current address change services.
       e. To provide postal customers with Internet access to providers 
   of move-related services as a means of improving customer convenience 
   and service quality.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       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 are as follows:
       1. The new address of a specific business or organization that 
   has filed a permanent Change of Address (PS Form 3575, handwritten 
   order, or an electronically communicated order) may be furnished to 
   any individual on request.

       Note: The new address of an individual or family will not be 
   furnished pursuant to this routine use, but only when authorized by 
   one of the general routine uses listed above or one of the specific 
   routine uses listed below.

       2. Disclosure of any customer's new permanent address may be made 
   from the National Change of Address file to customers seeking 
   corrected addresses for their mailing lists. Copies of change of 
   address orders may not be furnished.
       3. Any customer's permanent change of address may be disclosed to 
   a duly formed election board or registration commission using 
   permanent voter registration. Copies of change of address orders may 
   be furnished.
       4. Any customer's permanent or temporary change of address 
   information may be disclosed to a federal, state, or local government 
   agency upon prior written certification that the information is 
   required for the performance of its duties. A copy of the change of 
   address order may be furnished.
       5. Any customer's permanent or temporary change of address 
   information may be disclosed to a law enforcement agency, for oral 
   requests made through the Inspection Service, but only after the 
   Inspection Service has confirmed that the information is needed for a 
   criminal investigation. A copy of the change of address order may be 
   furnished.
       6. Any customer's permanent or temporary change of address 
   information may be disclosed to a person empowered by law to serve 
   legal process, or the attorney for a party in whose behalf service 
   will be made, or a party who is acting pro se, upon receipt of 
   written information that meets prescribed certification requirements. 
   Disclosure will be limited to the address of the specifically 
   identified individual (not other family members or individuals whose 
   names may also appear on the change of address order). A copy of the 
   change of address order may not be furnished.
       7. Any customer's change of address information may be disclosed 
   to a jury commission or other court official, such as a judge or 
   court clerk, for purpose of jury service. A copy of the change of 
   address order may be furnished.
       8. Disclosure of any customer's new permanent address may be made 
   from the Computerized Forwarding System files to a mailer who has 
   requested address correction service in the event that a mail piece 
   cannot be delivered as addressed. A copy of the change of address 
   order may not be furnished.
       9. Postal custumer online requests for move-related services will 
   be forwarded in a secured manner to the specified service providers, 
   which may include government agencies and private companies, at the 
   election of the customer online.
       10. Change-of-address information from this system may be 
   disclosed to certain government agencies and other entities at the 
   election of the postal customer online.
       11. Information from this system shall be disclosed to an 
   authorized online identity validation system for the purpose of 
   verifying the identity of a customer submitting a change-of-address 
   online.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       The source document is maintained on file at the delivery unit. 
   They are filed alphabetically by name within month. Records generated 
   from the source document are recorded on the Forwarding System file 
   server and on 8-mm tapes at Computerized Forwarding System units. 
   Electronic change-of-address records and related service records are 
   also stored on disk and/or magnetic tape in a secured environment. 
   Change-of-address records are consolidated in a National Change of 
   Address (NC)A) File at the National Customer Support Center (NCSC). 
   Selected extracts of NCOA are provided to a limited number of firms 
   under contract or license agreement with the Postal Service. Records 
   pertaining to move-related services are also transmitted to specific 
   service providers, including government agencies and private 
   companies under contract to the Postal Service.
     Retrievability: 
       By name and address (paper records). By name and address within 
   ZIP Code (computerized records). By name and address and cutomer 
   number for electron change-of-address and related service records. By 
   name, address, and e-mail address for customer service records. By 
   name or service provider number for service provider records. By 
   customer number, name, password, and/or challenging question and 
   answer. The Internet site usage records are summarized for site usage 
   analysis and are not retrieved by personal identifier.
     Safeguards: 
       Access to and use of these records are limited to those persons 
   whose official duties require such access. Contractor/licensee 
   Privacy Act protections are subject to impromptu on-site audits and 
   inspection by the Postal Inspection Service.
     Retention and disposal: 
       a. Change-of-address source document is retained for 18 months 
   from effective date and then destroyed.
       b. Change-of-address information on magnetic tape and/or disk at 
   Computerized Forwarding System sites is retained for 18 months from 
   effective date. At the end of that period, the data is automatically 
   purged from the Forwarding Control System.
       c. Change-of-address information on magnetic tape at the Natioanl 
   Customer Support Center (National Change-of-Address File) is retained 
   for 36 months from effective date.
       d. Internet change-of-address and related service records are 
   kept on the online disks for 6 months from the execution date of the 
   requests and archived to offline disks or tapes for an additional 13 
   months. At the end of that period, the records on offline disks or 
   tapes are erased.
       e. Postal customer service records are kept on the online disks 
   for 6 months from the closure date of the request and archived to 
   offline disks or tapes for an additional 7 months. At the end of that 
   period, the records are erased.
       f. Outside service provider records are kept on the online disks 
   for 3 months from the date of service termination and archived to 
   offline disks or tapes for an additional 10 months. At the end of 
   that period, the records on offline disks or tapes are erased.
       g. Records saved at the customer's option are maintained until 
   the customer decides to delete the previous transaction records or 
   the account is disabled for inactivity. The customer can choose to 
   modify saved records at any time, and the choice will be executed 
   immediately. An erased customer record shall not be recovered or 
   recalled.
       h. Internet site usage records are kept on the online disks for 
   12 months and archived to offline disks or tapes for an additional 13 
   months. At the end of the period, the records on offline disks or 
   tapes are erased.
     System manager(s) and address: 
         VICE PRESIDENT, OPERATIONS PLANNING, UNITED STATES POSTAL 
   SERVICE, 475 L'ENFANT PLAZA SW, WASHINGTON DC 20260-7000
     Notification procedure: 
       Customers wishing to know whether information about them is 
   maintained in this system of records should address inquiries to 
   their local postmaster. Inquiries should contain full name and 
   address, effective date of change order, route number (if known) and 
   ZIP Code. Customers wishing to know whether information about them is 
   also maintained in the National Change of Address File should address 
   such inquiries to: MANAGER NCOA, NATIONAL CUSTOMER SUPPORT CENTER, 
   UNITED STATES POSTAL SERVICE, 6060 PRIMACY PARKWAY, MEMPHIS TN 38188-
   0001.
     Record access procedures: 
       Requests for access should be made in accordance with the 

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