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Notice2022-01062

Privacy Act of 1974; System of Records

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Published

January 31, 2022

Effective

March 2, 2022

Issuing agencies

Postal Service

Abstract

The United States Postal ServiceTM (USPSTM) is proposing to modify a General Privacy Act System of Records to support the implementation of a suite of cloud-based workplace productivity software.

Full Text

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<title>Federal Register, Volume 87 Issue 20 (Monday, January 31, 2022)</title>
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[Federal Register Volume 87, Number 20 (Monday, January 31, 2022)]
[Notices]
[Pages 4961-4964]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-01062]

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POSTAL SERVICE

Privacy Act of 1974; System of Records

AGENCY: Postal ServiceTM.

ACTION: Notice of a modified system of records.

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SUMMARY: The United States Postal ServiceTM
(USPSTM) is proposing to modify a General Privacy Act System
of Records to support the implementation of a suite of cloud-based
workplace productivity software.

DATES: These revisions will become effective without further notice on
March 2, 2022, unless 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#ed9d9f849b8c8e94ad989e9d9ec38a829b">[email&#160;protected]</a>). Arrangements to view copies of any written comments
received, to facilitate public inspection, 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#403032293621233900353330336e272f36">[email&#160;protected]</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.

I. Background

The Postal Service is constantly seeking methods to improve
employee productivity and efficiency. To that end, the Postal Service
will implement a suite of cloud-based workplace productivity
applications. These applications will expand employee access to various
programs, allowing more employees to utilize resources to increase
productivity and team collaboration.

II. Rationale for Changes to USPS Privacy Act Systems of Records

The Postal Service is proposing to modify USPS System of Records
(SOR) 550.000 Commercial Information

[[Page 4962]]

Technology Resources--Infrastructure to support the implementation of a
suite of cloud-based workplace productivity software. This system will
be modified in conjunction with USPS 550.100 Commercial Information
Technology Resources--Applications and USPS 550.200 Commercial
Information Technology Resources--Administrative to reflect the full
scope of application implementation. Revisions to these SORs will be
submitted independent of this notice. More information on accompanying
changes can be found within those SORs.
This system specifically reflects data elements collected,
gathered, or used to provide application access generally. Revisions to
the existing SOR to support this implementation are documented as
additions to existing categories of records Information System Account
Access records beginning with ``Last Sign-In Time'' and Security
Analytics records beginning with ``Login IP Address.''

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 has been sent to Congress and to the Office
of Management and Budget for their evaluations. The Postal Service does
not expect this amended system of records to have any adverse effect on
individual privacy rights. The notice for USPS 550.000 Commercial
Information Technology Resources--Infrastructure, provided below in its
entirety, is as follows:

SYSTEM NAME AND NUMBER:
550.000 Commercial Information Technology Resources-Infrastructure.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
All USPS facilities and contractor sites.

SYSTEM MANAGER(S):
For records of computer access authorizations: Chief Information
Officer and Executive Vice President, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, and 404.

PURPOSE(S) OF THE SYSTEM:
1. To provide USPS employees, contractors, and other authorized
individuals with hierarchical access to and accounts for commercial
information technology resources administered by the Postal Service and
based on least privileged access.
2. To facilitate a cohesive software experience and simplify ease
of use by sharing user and application data across participating IT
programs.
3. To authenticate user identity for the purpose of accessing USPS
information systems.
4. To assess user attributes and assign related access privileges.
5. To authenticate suppliers and contractors and facilitate further
access to downstream Postal Service information systems.
6. To provide active and passive monitoring of information systems,
applications, software, devices, and users for information security
risks.
7. To review information systems, applications, software, devices,
and users to ensure compliance with USPS regulations.
8. To facilitate and support cybersecurity investigations of
detected or reported information security incidents.
9. To administer programs, processes, and procedures to assess
information security risks and to detect information security threats
and vulnerabilities.
10. To provide tools and analytics for USPS employees and
contractors to measure work productivity and improve efficiency.
11. To improve manager-subordinate relationships within their
formal reporting structure through data-based insights generated from
their own email and related electronic communications with
subordinates.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Individuals with authorized access to USPS computers,
information resources, and facilities, including employees,
contractors, business partners, suppliers, and third parties.
2. Individuals participating in web-based meetings, web-based video
conferencing, web-based communication applications, and web-based
collaboration applications.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Information System Account Access records: Records relating to
the access or use of an information system, application, or piece of
software, including; Name, User ID, Email Address, User Type, User
Role, Job Title, Department, Manager, Company, Street Address, State Or
Province, Country Or Region, Work Phone Number(S), Employee
Identification Number (EIN), Advanced Computing Environment (ACE) ID,
License Information, Action Initiated, Datetime, User Principle Name,
Usage Location, Alternate Email Address, Proxy Address, Age Group, IP
Address, MAC Address, Password, Multi-Factor Authentication
Credentials, Security Questions, Security Answers, Passcode,
Geolocation Data, User Profile Picture, Picture Metadata, Information
Technology Account Administration User Configuration Status, Supplier
Credentials, Supplier Company Codes, Conditional Access Attributes,
Last Sign-In Time, User Account Status, User Admin Status, Password
Length Compliance, Password Strength, Number Of Installed External
Apps, Less Secure Apps Access, Admin-Defined Name, Profile Name Status,
Photo Storage Space Used, Total Storage Space Used, Storage Usage
Percentage, Total Emails Sent, Total Emails Received, Total Emails Sent
And Received, Email Server Last Usage Time, Device Application Change,
Device Privilege Changed, Device Policy Changed, Device Action
Reported, Device Compliance Status, Device Operating System Updated,
Device Ownership Updated, Device Settings Changed, Device Status
Changed Through Apple Device Enrollment, Device Account Synced, Device
Risk Signal Updated, Device Work Profile Submitted.
2. Security Analytics records: Records relating to the gathering,
analysis, review, monitoring, and investigation of information system
security risks, including; User Investigation Priority Score, User
Identity Risk Level, User Lateral Movement Paths, User Devices Numbers,
User Account Numbers, User Resources Numbers, User Locations Numbers,
User Matches Files Numbers, User Locations, Apps Used By User, User
Groups, User Last Seen Date, User Affiliation, User Domain, App
Instance, Organizational Groups, User Account Status, Activity ID,
Activity Objects, Activity Type, Administrative Activity, Alert ID,
Applied Action, Activity Date, Device Tag, Activity Files And Folders,
Impersonated Activities, App Instance Activity, App Location Activity,
Activity Matched Policy, Activity Registered ISP, Activity Source,
Activity User, Activity User Agent, Activity User Agent Tag,
Application Risk Score, Application Activity, User Software
Deactivation, User Software Installation, User Software Removal, Last
Date Of Software Execution, internet Application Transaction Counts,
Data Volume Upload, Data Volume Download, Data Sensitivity
Classification, internet Protocol, internet

[[Page 4963]]

Port, And internet Access History, Login IP Address, Login Type, Login
Failed, Login Successful, Number Of Times A User Was Suspended, Number
Of Times A User Was Suspended Due To Spam Relay, Number Of Times A User
Was Suspended Due To Spam, Number Of Times A User Was Suspended Due To
Suspicious Activity, Device Name, Device Operating System, Days Since
First Sync, Days Since Last Sync, Device Status, Device Type, Device
Model, Device Account Registration Changed, Device Action Event, Device
Compliance Status, Device Compromise Status, Device Ownership Change,
Device Operating System Updated, Device Settings Changed, Device Failed
Screen Unlock Attempts, Device Status Changed On Apple Portal, Device
User Signed Out, Device Suspicious Activity Detected, Device Work
Profile Supported, Two-Factor Authentication Disabled, Two-Factor
Authentication Enrolled, Account Password Changed, Account Recovery
Email Changed, Account Recovery Phone Number Changed, Account Recovery
Secret Question Changed, Account Recovery Secret Answer Changed,
Account Password Leak Suspected, Account Suspicious Login Blocked,
Account Suspicious Login From Less Secure App Blocked, Suspicious
Programmatic Login Blocked, User Suspended, User Suspended (Spam
Through Relay), User Suspended (Spam), User Suspended (Suspicious
Activity), Account Enrolled In Advanced Protection, Account Unenrolled
In Advanced Protection, Account Targeted By Government-Backed Attack,
Out Of Domain Email Forwarding Enabled, Login Challenge Question
Presented, Login Verification Presented, Log Out, Secure Shell Public
Key Added, Secure Shell Public Key Deleted, Secure Shell Public Key
Retrieved, Secure Shell Public Key Updated, Login Profile Retrieved,
POSIX Account Deleted, Application Method Called, Application Access
Authorized, Application Access Revoked, Device Compromised, Failed
Password Attempts On User Device, Device Property Changed.
3. Productivity Analytics records: Records relating to the
gathering, analysis, review, and investigation of information system
utilization, including; Calendar Appointments, Email Read Rate, Email
Response Rate, Operating System Activity History, Email Timestamp,
Statements Made In Email Body, Email Sender, Email Recipient, Email
Subject Line, Calendar Event Type, Calendar Event Status, Calendar
Event Category, Calendar Event Subject, Calendar Event Duration,
Calendar Event Attendees, Meeting Organizer, Meeting Invitees, Meeting
Subject Line, Meeting Scheduled Time, Meeting Attendee Status, Meeting
Scheduled Location, Web Call Organizer, Web Call Invitees, Web Call
Scheduled Time, Web Call Joined Time, Web Call Duration, Web Call
Status, Web Call Join Status, Number Of Collaborative Audio Calls Made,
Number Of Collaborative Video Calls Made, Chat Initiator, Chat
Recipient, Chat IM Sent Time, Number Of Cloud-Based Personal Storage
Documents Worked On, Number Of Cloud-Based Enterprise Storage Documents
Worked On, Device Name.

RECORD SOURCE CATEGORIES:
Employees; contractors; customers.

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. In addition:
(a) To appropriate agencies, entities, and persons when (1) the
Postal Service suspects or has confirmed that there has been a breach
of the system of records; (2) the Postal Service has determined that as
a result of the suspected or confirmed breach there is a risk of harm
to individuals, the Postal Service (including its information systems,
programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with the Postal
Service's efforts to respond to the suspected or confirmed breach or to
prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
1. Records relating to information system access are retrievable by
name, email address, username, geolocation data, and ACE ID.
2. Records relating to security analysis are retrievable by name,
unique user ID, email address, geolocation data, IP address and
computer name.
3. Records relating to productivity are retrievable by name, email
address, and ACE ID.
4. Records relating to third-parties are retrievable by name, email
address, user name, and IP address.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records relating to information system access are retained
twenty-four months after last access.
2. Records relating to security analysis are retained for twenty-
four months.
3. Records relating to productivity are retained for twenty-four
months.
4. Records relating to third-parties are retained for twenty-four
months.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel.
Computer access is limited to authorized personnel with a current
security clearance, and physical access 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 encryption, 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 Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
Customers wanting to know if other information about them is
maintained in this system of records must address inquiries in writing
to the Chief Information Officer and Executive Vice President and
include their name and address.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.

[[Page 4964]]

HISTORY:
May 10th, 2021; 86 FR 24907.
* * * * *

Joshua J. Hofer,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-01062 Filed 1-28-22; 8:45 am]
BILLING CODE 7710-12-P

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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.