Notice2021-25498
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
November 23, 2021
Effective
December 23, 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 a program that provides employees with USPS approved brand content to share to their personal social media accounts. Sharing is made easy for participating employees through an intuitive website and mobile application interfaced as an internal social media platform tool.
Full Text
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<title>Federal Register, Volume 86 Issue 223 (Tuesday, November 23, 2021)</title>
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[Federal Register Volume 86, Number 223 (Tuesday, November 23, 2021)]
[Notices]
[Pages 66601-66602]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-25498]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
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 a program that provides employees with USPS approved brand
content to share to their personal social media accounts. Sharing is
made easy for participating employees through an intuitive website and
mobile application interfaced as an internal social media platform
tool.
DATES: These revisions will become effective without further notice on
December 23, 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="b0c0c2d9c6d1d3c9f0c5c3c0c39ed7dfc6">[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#5f2f2d36293e3c261f2a2c2f2c71383029"><span class="__cf_email__" data-cfemail="e8989a819e898b91a89d9b989bc68f879e">[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 an employee advocacy program which utilizes an all-in-one
social media platform. The voluntary program will provide USPS approved
content to current participating employees across the country to share
on their personal social media platforms.
I. Background
The Postal Service is sponsoring a new voluntary program that
provides USPS approved content to current participating employees
across the country to share on their personal social media platforms.
Employee advocacy program leverages the power of employees to promote
the value of the USPS brand through the eyes of passionate employees
vested in the success of the organization. The program will share
content on stamps, licensing partnerships, organizational facts and
history, business-focused content, and more. The program is completely
voluntary as it is preferred that participants use their personal
social accounts. Many employees already share information about USPS
that they find on their own accord, so the program allows for USPS to
provide consistent and accurate information being shared with the
public. While the program does rely on two-way communication, customer
service is not the focus, so program managers are instructing
participants to refer any service issues and inquiries to the USPS
Customer Care Center for customer service.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify USPS SOR 100.450 User
Profile Support Records Related to Digital Services in support of a
program which provides USPS approved content to current participating
employees across the country to share on their personal social media
platforms.
Program objectives:
--Increase brand presence and improve brand reputation on social media
by providing quality content to employees who love their jobs and want
to promote the brand.
--Amplify earned reach at minimal costs by repurposing content on USPS
corporate pages and creating content with existing agency contracts.
--Leverage through an intuitive website and mobile application for a
unified marketing strategy for prominent USPS campaigns, including
Informed Delivery[supreg], peak season, and more.
--Improve marketing and social content through the feedback
participants provide from two-way communication with their social
networks.
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 100.450; User Profile Support Records Related to Employee
Programs.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Contractor sites.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Information Officer and Executive Vice President, United
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
Vice President Corporate Communications, United States Postal
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
[[Page 66602]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, 404; 1003, 1004, and 1201-1209.
PURPOSE(S):
1. To provide administrative support to assist end users with
technical questions and issues.
2. To provide account management assistance.
3. To provide account security and to deter and detect fraud.
4. To allow USPS employees to share pre-approved USPS brand
messages or content on social media via personal social media accounts.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current USPS employees that voluntarily opt-in to participate in
employee programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. User profile information: Name, date of birth, email, gender,
phone, internally assigned identifier, username, physical address,
employee identification number (EIN), contact information, customer
ID(s), text message number, date of account creation, method of
referral to website, date of last logon, and authentication method
preferences.
2. User preferences for communications: Frequency and channel opt
in/opt out and preferred means of contact for service alerts and
notifications, and language.
3. Online user information: Internet Protocol (IP) address, domain
name, operating system versions, browser version, date and time of
first and last connection, and geographic location.
4. Identity verification information: Username, user ID, email
address, text message number, and results of identity proofing
validation.
5. Employee social media program: Work contact information, social
media user handle, photograph, feedback received regarding content, and
aggregate feedback metrics not associated with personally identifiable
information.
RECORD SOURCE CATEGORIES:
Individual end user.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1-9 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 digital files.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
For system administrators and/or customer service representatives,
by internally assigned identifier, or end user account details such as
name, phone number, etc. to assist end users with access or use of USPS
social media access and to understand and fulfill end user needs.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records stored in digital service are retained until (1) the end
user cancels the account, (2) six years after the end user last
accesses their account, (3) until the relationship ends, or (4) after
reasonable notice has been provided to the end user to export their
account information in the event the agreement is terminated.
2. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
3. Records are retained as long as the employee is active in the
program data is maintained. When user is in-active, user data is marked
as inactive, but data is retained.
4. Records for social media historical data, posts, feedback
received regarding content, and aggregate feedback metrics not
associated with personally identifiable information are maintained
indefinitely.
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.
NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system must address inquiries in writing to the system manager.
Inquiries must include full name, date of birth, physical address,
email address, username, and other identifying information, if
requested.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
August 14, 2015, 80 FR 48935.
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Ruth Stevenson,
Chief Counsel, Ethics & Legal Compliance.
[FR Doc. 2021-25498 Filed 11-22-21; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on November 23, 2021.
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