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