Notice2022-04532
Privacy Act of 1974; System of Records
Primary source
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Published
March 4, 2022
Effective
April 4, 2022
Issuing agencies
Postal Service
Abstract
The United States Postal Service\TM\ (USPS\TM\) is proposing to modify a General Privacy Act System of Records to support the collection and administration of records and materials in response to potential emerging public health crises and other emergency events.
Full Text
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<title>Federal Register, Volume 87 Issue 43 (Friday, March 4, 2022)</title>
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[Federal Register Volume 87, Number 43 (Friday, March 4, 2022)]
[Notices]
[Pages 12500-12502]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-04532]
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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\TM\ (USPS\TM\) is proposing
to modify a General Privacy Act System of Records to support the
collection and administration of records and materials in response to
potential emerging public health crises and other emergency events.
DATES: These revisions will become effective without further notice on
April 4, 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#a2d2d0cbd4c3c1dbe2d7d1d2d18cc5cdd4"><span class="__cf_email__" data-cfemail="ea9a98839c8b8993aa9f999a99c48d859c">[email protected]</span></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#e9999b809f888a90a99c9a999ac78e869f"><span class="__cf_email__" data-cfemail="7c0c0e150a1d1f053c090f0c0f521b130a">[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.
I. Background
The Postal Service has determined that General Privacy Act Systems
of Records (SOR), USPS 100.700, Medical Records and Related Documents,
should be revised to support the collection and administration of
records and materials in response to potential emerging public health
crises and other emergency events.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The emergence of SARS-CoV-2 (COVID-19) in early 2020 identified the
need for robust set of policies and practices to ensure operational
continuity and employee safety amidst an emergency event, while also
protecting individual privacy. To support this endeavor, this SOR will
be revised to support the collection of information related to ongoing
pathogenic public health crises, including an individual's inoculation
status related to an ongoing pathogenic public health crisis, as well
as to collect information on positive or negative diagnostic test
results related to an ongoing pathogenic public health crisis.
III. Description of the Modified System of Records
To provide for the appropriate tracking of information related to
an ongoing pathogenic public health crisis, the Postal Service will
revise this SOR to include two new purposes, one new category of
records, and two new retention periods for that new category 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 100.700, Medical Records
and Related Documents, provided below in its entirety, is as follows:
SYSTEM NAME AND NUMBER:
USPS 100.700, Medical Records and Related Documents.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS medical facilities, designee offices, and National Personnel
Records Center.
SYSTEM MANAGER(S):
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, 1005, and 1206.
PURPOSE(S) OF THE SYSTEM:
1. Medical information maintained in the employee medical folder is
used to, but is not limited to, support hiring decisions and determine
job-related medical suitability, fitness for duty, and Family Medical
Leave Act documentation.
2. To implement a controlled substance and alcohol testing program
for employees in safety-sensitive positions.
3. To provide for the uniform collection and compilation of
controlled substance and alcohol test results.
4. To assess disability retirement requests.
5. To assist in making determinations about reasonable
accommodation.
6. To verify vaccination status related to an ongoing pathogenic
public health crisis, to record such status within a roster, and to
disclose record relating to this vaccination status to an employee's
medical records file.
7. To track COVID-19 medical tests, to record results of those
tests within a roster, and to disclose records relating to this
vaccination status to an employee's medical records file.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current and former USPS employees.
[[Page 12501]]
2. Individuals who have been offered employment but were determined
medically unsuitable or who declined the offer.
3. Current and former USPS employees who are or were required to
have a commercial driver's license (CDL) or are otherwise subject to
controlled substance and alcohol testing.
4. Applicants and current or former USPS employees, or persons who
request reasonable accommodation on behalf of an applicant or employee.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee or applicant information: Name, Social Security Number,
Employee Identification Number, Candidate Identification Number, date
of birth, postal assignment information, work contact information,
finance number(s), duty location, and pay location.
2. Employee Medical Folder: Restricted medical records,
administrative medical records, and OWCP-related medical records.
3. Controlled substance and alcohol testing information: Records
related to alcohol and controlled substance test results, refusals,
medical review officer's evaluations, employee statements, and
substance abuse professionals' evaluations and referrals.
4. Reasonable Accommodation folders: These folders document the
decision-making process and contain records related to requests for
Reasonable Accommodation.
5. COVID-19 Related Medical Records: Records related to the COVID-
19 public health crisis, including copies of COVID-19 Vaccination
Record Cards, and Records of COVID-19 immunization from a health care
provider or pharmacy, copies of COVID-19 immunization records from
public health, state, or tribal immunization information system.
RECORD SOURCE CATEGORIES:
Employees, applicants for employment; applicant or employee health
care provider(s), USPS and Department of Veterans Affairs medical
staff, USPS designee testing facilities, substance abuse professionals,
and designated contractors.
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. Medical records may be disclosed to an employee's private
treating physician and to medical personnel retained by USPS to provide
medical examinations or treatment for an employee's health or physical
condition related to employment.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, digital files, and
paper files.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By employee or applicant name, Social Security Number, Employee
Identification Number, Candidate Identification Number, or duty or pay
location.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. The Employee Medical Folder is retained by USPS until the
employee is separated from USPS. On an annual basis, records of all
employees separated during the prior year are transferred to the
National Personnel Records Center and retained for 30 years.
2. Candidate medical information for applicants determined to be
medically unsuitable for the position offered is retained 2 years in
hard copy. Computer data is retained 3 years in a history database.
3. Documentation supporting applicant requests for reasonable
accommodation for participation in the hiring or assessment process are
maintained for 2 years in hard copy. Computer records of such requests
are retained 3 years.
4. Reasonable Accommodation Committee and District Reasonable
Accommodation Committee records are maintained for the duration of the
employee's tenure with the USPS or until any appeals are adjudicated,
whichever is longer. After the official use for these records has been
satisfied, the records are to be placed in a sealed envelope, labeled
as ``Reasonable Accommodation Committee Records,'' and placed in the
employee medical folder (EMF) and retained in accordance with the
official retention period for the EMFs.
5. Alcohol test results indicating a breath alcohol concentration
of 0.02 or greater, verified positive controlled substance test
results, refusals, medical review officer's evaluations, employee
statements, and substance abuse professionals' evaluations and
referrals are retained 5 years. Alcohol test results indicating a
breath alcohol concentration of less than 0.02, and negative and
canceled controlled substance test results, are retained 1 year.
6. COVID-19 Test results are retained for one year after the
expiration of Postal Service COVID-19 Policies.
7. COVID-19 Vaccination Status is retained for one year after the
expiration of Postal Service COVID-19 Policies.
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 Procedure below and Record Access Procedures
above.
NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system must address inquiries to the facility head where
currently or last employed. Headquarters employees must submit
inquiries to the National Medical Director, Health and Resource
Management, 475 L'Enfant Plaza SW, Washington, DC 20260. Individuals
who requested accommodation for an entrance examination or assessment
must submit inquiries to the Manager of Selection, Evaluation, and
Recognition, 475 L'Enfant Plaza SW, Washington, DC 20260. Inquiries
must include full name, Social Security Number or Employee
Identification Number, name and address of facility where last
employed, and dates of USPS employment or date of application.
[[Page 12502]]
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
June 17, 2011, 76 FR 35483; April 29, 2005, 70 FR 22516.
Sarah E. Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-04532 Filed 3-3-22; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on March 4, 2022.
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.