Notice2022-21101
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
September 29, 2022
Effective
October 31, 2022
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (Postal Service) is proposing to revise a Customer Privacy Act System of Records (SOR). These modifications are being made to support an initiative to identify population mobility trends in the aggregate.
Full Text
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<title>Federal Register, Volume 87 Issue 188 (Thursday, September 29, 2022)</title>
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[Federal Register Volume 87, Number 188 (Thursday, September 29, 2022)]
[Notices]
[Pages 59128-59130]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-21101]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service[supreg].
ACTION: Notice of modified systems of records.
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SUMMARY: The United States Postal Service[supreg] (Postal Service) is
proposing to revise a Customer Privacy Act System of Records (SOR).
These modifications are being made to support an initiative to identify
population mobility trends in the aggregate.
DATES: These revisions will become effective without further notice on
October 31, 2022, 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#2c5c5e455a4d4f556c595f5c5f024b435a"><span class="__cf_email__" data-cfemail="e595978c9384869ca590969596cb828a93">[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#b6c6c4dfc0d7d5cff6c3c5c6c598d1d9c0"><span class="__cf_email__" data-cfemail="6212100b1403011b22171112114c050d14">[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 has determined that Customer Privacy Act System of Records,
USPS 800.000 Address Change, Mail Forwarding, and Related Services
should be revised
I. Background
The Postal Service is proposing to utilize ZIP Code<SUP>TM</SUP>
data from the National Change-of-Address (COA) system to identify
household population mobility trends.
The Postal Service will limit the trend analysis to ZIP Code data
extracted (or taken) from old and new address location information
submitted by customers filing COA requests.
The numerical ZIP Code data will be used in aggregate to determine
household population movement and mobility trends within the United
States.
Information will be restricted to ZIP Code data only, provided by
customers that have submitted COA requests. No Personally Identifiable
Information (PII) will be associated with ZIP Code data used for
analyzing and determining population mobility trends. No PII will be
retained or utilized to conduct the proposed household population
mobility trend analysis.
[[Page 59129]]
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify SOR 800.000 Address
Change, Mail Forwarding, and Related Services, to identify population
mobility trends in the aggregate.
A new purpose is being added to the existing SOR, appearing as
purpose number 12.
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 SOR 800.000, Address
Change, Mail Forwarding, and Related Services.is provided below in its
entirety, as follows:
SYSTEM NAME AND NUMBER:
USPS 800.000, Address Change, Mail Forwarding, and Related
Services.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS National Customer Support Center (NCSC), Computerized
Forwarding System (CFS) sites, Post Offices, USPS Processing and
Distribution Centers, USPS IT Eagan Host Computing Services Center, and
contractor sites.
SYSTEM MANAGER(S):
Vice President, Enterprise Analytics, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260-5626, (202) 268-7542.
Vice President, Delivery Operations, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260-7116, (202) 268-6500.
Vice President, Customer Experience, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260-0004, (202) 268-2252.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401(2), 403, and 404(a)(1).
PURPOSE(S) OF THE SYSTEM:
1. To provide mail forwarding and Change of Address (COA) services,
including local community information, and move related advertisements.
2. To provide address correction services.
3. To counter efforts to abuse the COA process.
4. To provide address information to the American Red Cross or
other disaster relief organization about a customer who has been
relocated because of disaster.
5. To support investigations related to law enforcement for
fraudulent transactions.
6. To provide automatic updates to USPS customer systems using mail
forwarding and COA services.
7. To facilitate communication between USPS customers and the
Postal Service with regard to COA and address correction services.
8. To enhance the customer experience by improving the security of
COA and Hold Mail processes.
9. To protect USPS customers from becoming potential victims of
mail fraud and identity theft.
10. To identify and mitigate potential fraud in the COA and Hold
Mail processes.
11. To verify a customer's identity when applying for COA and Hold
Mail services.
12. To provide input into aggregate household population mobility
trend analysis using numerical ZIP Code location data from Change-of-
Address (COA) requests.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Customers requesting Change of Address (COA), mail forwarding, or
other related services either electronically or in writing.
Customers who are victims of a natural disaster who request mail
forwarding services through the Postal Service or the American Red
Cross.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Customer information: Name, title, signature, customer number,
old address, new address, filing date, email address(es), telephone
numbers, and other contact information.
2. Verification and payment information: Credit and/or debit card
number, type, and expiration date; or date of birth and driver's state
and license number; information for identity verification; and billing
information. Customers who are victims of a natural disaster who
request mail forwarding service electronically may be required to
provide date of birth for verification if credit and/or debit card
information is unavailable.
3. Demographic information: Designation as individual/family/
business.
4. Customer preferences: Permanent or temporary move; mail
forwarding instructions; service requests and responses.
5. Customer inquiries and comments: Description of service requests
and responses.
6. Records from service providers for identity verification.
7. Online user information: internet Protocol (IP) address, domain
name, operating system versions, browser version, date and time of
connection, and geographic location.
8. Protective Court Orders filed with change-of-address and mail
forwarding requests for individuals, also referred to as Court Ordered
Protected Individuals (COPI).
RECORD SOURCE CATEGORIES:
Customers, personnel, contractors, service providers, and for call
center operations, commercially available sources of names, addresses,
and telephone numbers. For emergency change-of-addresses only,
commercially available sources of names, previous addresses, and dates
of birth. For alternative authentication, sources of names, previous
and new addresses, dates of birth, and driver's state and license
number.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Standard routine uses 1. through 7., 10., and 11. apply. In
addition:
a. Disclosure upon request. The new address of a specific business
or organization that has filed a permanent change-of-address order may
be furnished to any individual on request. (Note: The new address of an
individual or family will not be furnished pursuant to this routine
use, unless authorized by one of the standard routine uses listed above
or one of the specific routine uses listed below.) If a domestic
violence shelter has filed a letter on official letterhead from a
domestic violence coalition stating (i) that such domestic violence
coalition meets the requirements of 42 U.S.C. 10410 and (ii) that the
organization filing the change of address is a domestic violence
shelter, the new address shall not be released except pursuant to
routine use d, e, or f pursuant to the order of a court of competent
jurisdiction.
b. Disclosure for Address Correction. Disclosure of any customer's
new permanent address may be made to a mailer, only if the mailer is in
possession of the name and old address: From the National Change-of-
Address Linkage (NCOALink[supreg]) file if the mailer is seeking
corrected addresses for a mailing list; from the Computerized
Forwarding System (CFS), from the Postal Automated Redirection System
(PARS) if a mailpiece is undeliverable
[[Page 59130]]
as addressed, or from the Locatable Address Conversion System if an
address designation has been changed or assigned. Copies of change-of-
address orders may not be furnished. In the event of a disaster or
manmade hazard, temporary address changes may be disclosed to a mailer
when, in the sole determination of the Postal Service, such disclosure
serves the primary interest of the customer, for example, to enable a
mailer to send medicines directly to the customer's temporary address,
and only if the mailer is in possession of the customer's name and
permanent address. If a domestic violence shelter has filed a letter on
official letterhead from a domestic violence coalition stating (i) that
such domestic violence coalition meets the requirements of 42 U.S.C.
10410 and (ii) that the organization filing the change of address is a
domestic violence shelter, the new address shall not be released except
pursuant to routine use d, e, or f pursuant to the order of a court of
competent jurisdiction.
c. Disclosure for Voter Registration. Any customer's permanent
change of address may be disclosed to a duly formed election board or
registration commission using permanent voter registration. Copies of
change of address orders may be furnished.
d. Disclosure to Government Agency. Any customer's permanent or
temporary change of address information may be disclosed to a federal,
state, or local government agency upon prior written certification that
the information is required for the performance of its duties. A copy
of the change of address order may be furnished. Name and address
information may be disclosed to government planning authorities, or
firms under contract with those authorities, if an address designation
has been changed or assigned.
e. Disclosure to Law Enforcement Agency. Any customer's permanent
or temporary change of address information may be disclosed to a law
enforcement agency, for oral requests made through the Postal
Inspection Service, but only after the Postal Inspection Service has
confirmed that the information is needed for a criminal investigation.
A copy of the change of address order may be furnished.
f. Disclosure for Service of Process. Any customer's permanent or
temporary change of address information may be disclosed to a person
empowered by law to serve legal process, or the attorney for a party in
whose behalf service will be made, or a party who is acting pro se,
upon receipt of written information that meets prescribed certification
requirements. Disclosure will be limited to the address of the
specifically identified individual (not other family members or
individuals whose names may also appear on the change of address
order). A copy of the change of address order may not be furnished.
g. Disclosure for Jury Service. Any customer's change of address
information may be disclosed to a jury commission or other court
official, such as a judge or court clerk, for purpose of jury service.
A copy of the change of address order may be furnished.
h. Disclosure at Customer's Request. If the customer elects, change
of address information may be disclosed to government agencies or other
entities.
i. Disclosure to a disaster relief organization. Any customer's
permanent or temporary change of address may be disclosed to the
American Red Cross or other disaster relief organizations, if that
address has been impacted by disaster or manmade hazard.
All routine uses are subject to the following exception:
Information concerning an individual who has filed an appropriate
protective court order with the postmaster/CFS manager will not be
disclosed under any routine use except pursuant to the order of a court
of competent jurisdiction.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by the following methods: For paper records:
by name, address, date, and ZIP Code. For electronic records: by name,
address, date, ZIP Code\TM\, and customer number for electronic change
of address and related service records; by name, address, and email
address for customer service records.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. National change-of-address and mail forwarding records are
retained 4 years from the effective date.
2. Delivery units access COA records from the Change-Of-Address
Reporting System (COARS) database, which retains 2 years of information
from the COA effective date. The physical change-of-address order is
retained in the CFS unit for 30 days if it was scanned, or 18 months if
it was manually entered into the national database.
3. Online user information may be retained for 12 months.
Records existing on paper are destroyed by 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.
CONTESTING RECORD PROCEDURES:
See NOTIFICATION PROCEDURES and RECORD ACCESS PROCEDURES.
NOTIFICATION PROCEDURES:
Customers wanting to know if information about them is maintained
in this system of records should address inquiries to their local
postmaster. Inquiries should contain full name, address, effective date
of change order, route number (if known), and ZIP Code. Customers
wanting to know if information about them is also maintained in the
NCOA File should address such inquiries to: Manager, NCOA, National
Customer Support Center, United States Postal Service, 225 N Humphreys
Blvd. Ste 501, Memphis, TN 38188.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
December 27, 2018, 83 FR 66768; June 30, 2016, 81 FR 42760; August
21, 2014, 79 FR 49543; September 13, 2012, 77 FR 56676; July 17, 2008,
73 FR 41135; April 29, 2005, 70 FR 22516.
Sarah Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-21101 Filed 9-28-22; 8:45 am]
BILLING CODE P
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</html>Indexed from Federal Register on September 29, 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.