Notice2022-15853
Privacy Act; System of Records
Primary source
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Published
July 25, 2022
Effective
August 24, 2022
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (Postal Service) is proposing to modify one General Privacy Act System of Records (SOR) to support an initiative sponsored by its Transportation Strategy group to procure a software tool that will be used to manage bid solicitation and contract management activities more effectively, by aligning tactical buying decisions with overall sourcing strategies. This initiative also aligns with the network modernization objective within the USPS Delivering for America 10-year plan.
Full Text
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<title>Federal Register, Volume 87 Issue 141 (Monday, July 25, 2022)</title>
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[Federal Register Volume 87, Number 141 (Monday, July 25, 2022)]
[Notices]
[Pages 44157-44159]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-15853]
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POSTAL SERVICE
Privacy Act; System of Records
AGENCY: Postal Service[supreg]
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 one General Privacy Act System of Records (SOR) to
support an initiative sponsored by its Transportation Strategy group to
procure a software tool that will be used to manage bid solicitation
and contract management activities more effectively, by aligning
tactical buying decisions with overall sourcing strategies. This
initiative also aligns with the network modernization objective within
the USPS Delivering for America 10-year plan.
DATES: These revisions will become effective without further notice on
August 24, 2022, unless, responses 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#80f0f2e9f6e1e3f9c0f5f3f0f3aee7eff6"><span class="__cf_email__" data-cfemail="3f4f4d56495e5c467f4a4c4f4c11585049">[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#1f6f6d76697e7c665f6a6c6f6c31787069"><span class="__cf_email__" data-cfemail="d1a1a3b8a7b0b2a891a4a2a1a2ffb6bea7">[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 the implementation of a software solution that will provide
enhanced functionality and be used to more effectively manage bid
solicitation and contract management activities to meet USPS
transportation needs.
I. Background
The Postal Service is proposing modifications to SOR 500.100
Carrier and Vehicle Operator Records, to support an initiative to
replace existing information systems that have reached the end of their
useful life, with a more effective solution that will be used for
fulfilling transportation contracting management needs. USPS is
implementing a Commercial off-the-shelf (COTS) Bid Solicitation and
Contract Management System (CMS) that will align tactical buying
decisions with overall sourcing strategies. The USPS Transportation
group encompasses Transportation Services, Air, Contract Delivery
Service (CDS), Processing Network Transportation (PNT), and Local
Distribution Transportation (LDT) with management and oversight of over
12,000 contracts.
Each year thousands of transportation contracts reach the end of
their contract term period of performance and require analysis,
procurement and negotiation of new agreements. In addition, the Postal
Service must respond to unexpected events and emergencies related to
seasonal changes, weather emergencies and global crises requiring
urgency and flexibility to solicit contracts for reactionary services
in a timely manner. The implementation of the COTS solution
comprehensively creates, generates and releases solicitations, produces
and manages contract requests, and provides approval and tracking
capabilities for all transportation organizational stakeholders'
groups. The solution will be supported by a combined cloud-based
architecture system, that includes a secure, stable, reliable, and
scalable application, with a user interface platform for internal and
external stakeholders.
The new solution for Bid Solicitation and Contract Management is
expected to meet the changing needs of the USPS' transportation needs
to improve usability, increase accuracy, and reduce redundant
activities. A logistics gateway and user interface will be established
for existing suppliers, that will also facilitate participation of new
bidders to provide service for USPS. All information is currently
requested by
[[Page 44158]]
and received via a printed form. To support transition from the old
systems, the newly implemented solution will offer the opportunity to
convert printed form data into an electronic means that accepts the
supplier's electronic signature as confirmation. The system will also
house both historical and current contracts, manage workflow,
automatically assign purchase requests, facilitate contract approvals,
send email notifications and follow-up emails, along with opportunities
for customization of data fields and reporting capabilities.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing modifications to USPS SOR 500.100
Carrier and Vehicle Operator Records in the summary of changes listed
below:
<bullet> Updated System Managers to reflect current USPS organizational
structure
<bullet> Added new Categories of Individuals #4, Purpose #7, Categories
of Records #4, Retention period #7
<bullet> Added ``suppliers'' to the Record Source Categories
<bullet> Added ``contract number'' to Retrieval 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 USPS SOR
500.100 Carrier and Vehicle Operator Records as follows:
SYSTEM NAME AND NUMBER:
USPS 500.100 Carrier and Vehicle Operator Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Headquarters; area and district facilities; processing and
distribution centers; bulk mail centers; vehicle maintenance
facilities; Post Offices; Integrated Business Solutions Services
Centers; Accounting Service Centers; contractor or licensee locations;
and facilities employing persons under a highway vehicle contract.
SYSTEM MANAGER(S):
Vice President, Retail & Post Office Operations, United States
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Delivery Operations, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Transportation Strategy, United States Postal
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, 404, and 1206.
PURPOSE(S) OF THE SYSTEM:
1. To reimburse carriers who use privately owned vehicles to
transport the mail pursuant to a contractual agreement.
2. To evaluate delivery and collection operations and to administer
these functions.
3. To provide local Post Office managers, supervisors, and
transportation managers with information to assign routes and vehicles,
and to adjust workload, schedules, and type of equipment operated.
4. To determine contract vehicle operator suitability for
assignments requiring access to mail.
5. To serve as a basis for vehicle operator corrective action and
presentation of safe driving awards.
6. To administer the USPS fleet card program used to purchase
commercial fuel and oil, maintenance repair, polishing and washing,
servicing, shuttling, and towing.
7. To administer a Bid Solicitation and Contract Management System
to meet USPS transportation needs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. City Letter carriers.
2. Current and former USPS employees who operate or maintain USPS-
owned or leased vehicles.
3. Contract highway vehicle operators.
4. Suppliers, including companies and individuals, under contract
or agreement with the Postal Service to provide transportation
services.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Carrier information: Records related to letter carriers,
including carrier's name, home address, Social Security Number,
Employee Identification Number, postal assignment information, work
contact information, finance number(s), duty location, pay location,
route number and work schedule, and effective date of agreement for use
of a privately owned vehicle to transport the mail, if applicable.
2. Vehicle operator information: Records of employees' operation or
maintenance of USPS-owned or leased vehicles, including employee name,
home address, Social Security Number, Employee Identification Number,
age, postal assignment information, work contact information, finance
number(s), duty location, pay location, work schedule, Fuel Purchase
Fleet Card Personal Identification Number (PIN), and other records of
vehicle operation and maintenance.
3. Highway vehicle contract employee information: Records related
to contract employee name, Social Security Number, address and
employment history, driver's license number, and contract assignment
information.
4. Bid Solicitation and Contract Management System Records:
Individual operator name, owner name, address, email address, phone
number, SMS text, other contact information, Social Security Number,
Taxpayer Identification Number (TIN), driver's license number and
state, route number, trip schedules, Accounts Payable Excellence (APEX)
system number, Standard Carrier Alpha Code (SCAC), contract number, bid
solicitation information, financial statements, insurance information,
company name, company address, company phone number, company email
address, list of services provided, cost of services provided,
geographic coverage, other information such as safe driving or accident
records and other scanned in documents that accompany contract
information, contract Terms and Conditions, lease agreements, payment
information, and scanned images of hardcopy contract documentation.
RECORD SOURCE CATEGORIES:
Employees; contractors or suppliers; carrier supervisors; route
inspectors; and state motor vehicle departments.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.
POLICIES OR PRACTICES FOR RETRIEVAL OF RECORDS:
By name, Social Security Number, Taxpayer Identification Number
(TIN), Employee Identification Number, pay location, Postal Service
facility name,
[[Page 44159]]
route number, vehicle number, or Fuel Purchase Fleet Card Personal
Identification Number (PIN), contract number, Accounts Payable
Excellence (APEX) System Number, and Standard Carrier Alpha Code
(SCAC).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Route inspection records and minor adjustment worksheets are
retained 2 years where inspections or minor adjustments are made
annually or more frequently. Where inspections are made less than
annually, records are retained until a new inspection or minor
adjustment, and an additional 2 years thereafter.
2. Statistical engineering records are retained 5 years and may be
retained further on a year-to-year basis.
3. Agreements for use of a privately owned vehicle are retained 2
years. Post office copies of payment authorizations are retained 90
days. Vehicle records are maintained for the life of the vehicle.
4. Records of employees who operate or maintain USPS vehicles are
retained 4 years.
5. Records of highway vehicle contract employees are retained 1
year after contract expiration or contract employee termination.
6. Records pertaining to the USPS fuel fleet card purchase program
are retained for 10 years. 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.
7. Records stored within the Bid Solicitation and Contract
Management System are retained for 6 years after the end of the fiscal
year in which the contract record become inactive.
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 and Record Access Procedures above.
NOTIFICATION PROCEDURES:
Current and former employees, and highway vehicle contract
employees, wanting to know if information about them is maintained in
this system of records must address inquiries to the facility head
where currently or last employed. Requests must include full name,
Social Security Number or Employee Identification Number, and, where
applicable, the route number and dates of any related agreements or
contracts.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
May 15, 2020, 85 FR 29492; June 27, 2012, 77 FR 38342.
* * * * *
Joshua J. Hofer,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2022-15853 Filed 7-22-22; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on July 25, 2022.
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