Notice2021-17648
Privacy Act of 1974; System of Records
Primary source
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Published
August 17, 2021
Effective
September 16, 2021
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (Postal Service) is proposing to modify a General Privacy Act System of Records (SOR) to support an initiative that promotes innovation by issuing challenges and soliciting responses from participants through a crowd sourced solution.
Full Text
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<title>Federal Register, Volume 86 Issue 156 (Tuesday, August 17, 2021)</title>
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[Federal Register Volume 86, Number 156 (Tuesday, August 17, 2021)]
[Notices]
[Pages 46027-46028]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-17648]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service\TM\.
ACTION: Notice of a modified system of records.
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SUMMARY: The United States Postal Service[supreg] (Postal Service) is
proposing to modify a General Privacy Act System of Records (SOR) to
support an initiative that promotes innovation by issuing challenges
and soliciting responses from participants through a crowd sourced
solution.
DATES: These revisions will become effective without further notice on
September 16, 2021, unless, in response to comments received on or
before that date result in a contrary determination.
ADDRESSES: Comments may be submitted via email to the Privacy and
Records Management Office, United States Postal Service Headquarters
(<a href="/cdn-cgi/l/email-protection#ff8f8d96899e9c86bf8a8c8f8cd1989089"><span class="__cf_email__" data-cfemail="08787a617e696b71487d7b787b266f677e">[email protected]</span></a>). To facilitate public inspection, arrangements to
view copies of any written comments received will be made upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or <a href="/cdn-cgi/l/email-protection#7303011a0512100a33060003005d141c05"><span class="__cf_email__" data-cfemail="9eeeecf7e8fffde7deebedeeedb0f9f1e8">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their systems of records
in the Federal Register when there is a revision, change, or addition,
or when the agency establishes a new system of records. The Postal
Service is proposing revisions to an existing system of records (SOR)
to support innovation in its operations by way of crowd sourced
solutions.
I. Background
The Postal Service is seeking to reduce the cost and enhance the
value of proposed solutions to problems faced by the organization that
promote efficient and effective operation. As part of this initiative,
USPS is soliciting collaborative methods to develop models,
infrastructure, and innovation platforms to enhance USPS's
capabilities. The objectives of this initiative will advance the
mission of USPS by:
<bullet> Supporting USPS Technology Development and Applications
<bullet> Providing the ability to award prizes competitively to
stimulate innovation
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify USPS SOR 400.000,
Supplier and Tenant Records in support of an innovative approach for
gathering feedback and ideas regarding challenges faced and topics of
interest. USPS routinely encounters challenging science, technology,
and engineering problems in the ordinary course of providing postal
services. USPS is working with another federal agency with expertise in
solving problems by way of crowd sourced solutions.
USPS seeks to utilize that expertise to aid it in formulating and
conducting challenges for crowd sourced solutions with the purpose of
identifying problem sets that have objectives suitable for generating
innovative solutions using a distributed innovation model. USPS will
further this objective by sponsoring competitions and challenges to
generate innovative solutions.
Two new purposes have been added to USPS SOR 400.000, Supplier and
Tenant Records, along with a new Category of Records and a record
retention and disposal policy that pertain to records maintained by the
crowd sourced initiative. The Postal Service will also change the name
of the SOR from ``USPS SOR 400.000, Supplier and Tenant Records'' to
``USPS SOR 400.000, Supplier Records, Tenant Records, and Records
related to other Agreements'' to reflect the scope of information that
will be maintained by this system of records.
III. Description of the Modified System of Records
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 revisions to this SOR has been sent to Congress and to the
Office of Management and Budget for their evaluations. The Postal
Service does not expect this modified system of records to have any
adverse effect on individual privacy rights. Accordingly, for the
reasons stated above, the Postal Service proposes revisions to this
system of records as follows:
SYSTEM NAME AND NUMBER:
USPS 400.000 Supplier Records, Tenant Records, and Records related
to other Agreements.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters; supply management offices; facilities service
offices; area and district facilities, and contractor sites.
SYSTEM MANAGER(S) AND ADDRESS:
For contracting records: Vice President, Supply Management, United
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
For contractor fingerprint screening records: Chief Postal
Inspector, Inspection Service, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
For real property owner and tenant records: Vice President,
Facilities, United States Postal Service, 475 L'Enfant Plaza SW,
Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401 and 411.
PURPOSE(S):
1. To administer contracts.
2. To determine supplier suitability for assignments requiring
access to mail.
3. To adjudicate claims by owners and tenants of real property
acquired by USPS.
4. To facilitate registration for participation in innovative
challenges sponsored by USPS.
5. To provide an interactive forum that promotes innovation by
challenging participants to gather ideas and relevant feedback about
selected problems and topics using crowd sourced solutions.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Suppliers; prospective suppliers; owners and tenants of real
property purchased or leased by USPS; participants in challenges
sponsored by USPS.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Supplier information: Records related to suppliers, such as
supplier
[[Page 46028]]
name; Social Security Number or tax identification number; business
contact information; contract number; and other contract information;
fingerprint cards and experience and qualifications to provide services
including principals' names and company descriptions.
2. Real property owner and tenant information: Records related to
compensation claims by occupants of property acquired by USPS,
including name and address of claimant, address of vacated dwelling,
and itemized expenses.
3. Crowdsourcing Agreement Participant Records: First name, last
name, email address, team name, organization name, team official
representative or point of contact designation status, and password
established during the registration process, idea text and relevant
feedback responses to challenges regarding selected problems and
topics, drawings, attachments, or documents associated with
submissions.
RECORD SOURCE CATEGORIES:
Contract employees or businesses; previous dwelling owner or tenant
claimant; and USPS claims reviewers and adjudicators; feedback and
ideas provided by participating teams or individuals in USPS sponsored
challenges.
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.
STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN
THE SYSTEM:
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Individual, business, lessor, or claimant name; contract name or
number, Social Security Number, tax identification number, business
contact information, or address of leased facility; individuals
participating in challenges and teams or organizations participating in
challenges.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Unsuccessful proposals and architect/engineering questionnaires
are retained 1 year beyond contract award. Contract records are closed
at the end of the fiscal year in which they become inactive and are
retained 6 years thereafter.
2. Contractor fingerprint records are retained 2 years beyond
contractor termination date.
3. Leased property records are closed at the end of the calendar
year in which the lease or rental agreement expires or terminates and
are retained 6 years and 3 months from that date.
4. Real property owner and tenant records are retained 6 years
unless required longer for litigation purposes.
5. Participant registration information for challenges and
participant responses to challenges are retained for 1 year after
conclusion of challenge.
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
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. Access to records is limited to individuals
whose official duties require such access. Contractors and licensees
are subject to contract controls and unannounced on-site audits and
inspections. 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.
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 266.5.
CONTESTING RECORD PROCEDURES:
See Notification Procedures and Record Access Procedures above.
NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system of records must address inquiries to the appropriate
system manager. Inquiries about highway vehicle contracts must be made
to the applicable USPS area office. Real property owner and tenant
claimants must address inquiries to the same facility to which they
submitted the claim. Inquiries must contain full individual or business
name, Social Security Number, tax identification number, contract
number, date of contract, or other pertinent identifying information.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
June 27, 2012, 77 FR 38342; April 29, 2005, 70 FR 22516.
* * * * *
Ruth B. Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2021-17648 Filed 8-16-21; 8:45 am]
BILLING CODE 7710-12-P
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