Notice2022-21441
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
October 4, 2022
Effective
November 3, 2022
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (USPS) is proposing to revise one General Privacy Act System of Records (SOR). These modifications are being proposed to support an initiative to streamline the employee lead generation entry process for leads submitted by USPS employees on behalf of business customers that request to speak with a USPS Sales Representative about Postal products and services. Employee leads generate potential opportunities for new revenue for the Postal Service. Streamlining and simplifying the entry process for the employee lead generation program will enhance the employee's ability to meet customer needs, improve responsiveness and encourage additional employees to participate in the LEADing Together program, or similar programs.
Full Text
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<title>Federal Register, Volume 87 Issue 191 (Tuesday, October 4, 2022)</title>
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[Federal Register Volume 87, Number 191 (Tuesday, October 4, 2022)]
[Notices]
[Pages 60227-60228]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-21441]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of modified systems of records.
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SUMMARY: The United States Postal Service[supreg] (USPS) is proposing
to revise one General Privacy Act System of Records (SOR). These
modifications are being proposed to support an initiative to streamline
the employee lead generation entry process for leads submitted by USPS
employees on behalf of business customers that request to speak with a
USPS Sales Representative about Postal products and services. Employee
leads generate potential opportunities for new revenue for the Postal
Service. Streamlining and simplifying the entry process for the
employee lead generation program will enhance the employee's ability to
meet customer needs, improve responsiveness and encourage additional
employees to participate in the LEADing Together program, or similar
programs.
DATES: These revisions will become effective without further notice on
November 3, 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#0b7b79627d6a68724b7e787b78256c647d"><span class="__cf_email__" data-cfemail="5c2c2e352a3d3f251c292f2c2f723b332a">[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#ff8f8d96899e9c86bf8a8c8f8cd1989089"><span class="__cf_email__" data-cfemail="80f0f2e9f6e1e3f9c0f5f3f0f3aee7eff6">[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 General Privacy Act Systems of Records,
USPS SOR 100.500, Personnel Resource Management Records, should be
revised to support the streamlined entry process for employee lead
generation programs.
I. Background
The Postal Service is implementing a streamlined process for
employees that enter information about a Postal business customer lead
for subsequent follow-up with a USPS Sales employee. The objective of
this initiative is to improve ease of use for participating employees
by pre-filling their work position and location information from a
central database, rather than having to manually look-up needed
information from multiple sources to complete the entry process. This
new approach will assure that credit is assigned to the employee that
acquires the lead submission from a business customer. Employee lead
programs have been around since 2003 and have been an effective way of
generating new revenue for the Postal Service. Enhancements are being
made to support the LEADing Together initiative and are based on
improvements in functionality that provide employees with a streamlined
process for submitting customer leads. The streamlined process also
reduces the complexity and time associated with the current manual lead
entry process.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service continuously seeks to improve internal processes
and procedures that will reduce workhours and increase productivity.
Modifications are being proposed to USPS SOR 100.500, Personnel
Resource Management Records to streamline and simplify the employee
lead generation entry process by pre-filling work position and location
information, resulting in improved ease of use. A summary of proposed
modifications is listed below.
<bullet> A new Purpose is being added as purpose #4
<bullet> A new Category of Record is being added as categories of
records #3, Employee lead generation program(s)
<bullet> The System Manager's title has been updated to reflect current
USPS organizational structure
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. Accordingly, for the reasons stated above,
the Postal Service proposes revisions to this system of records as
follows:
SYSTEM NAME AND NUMBER:
USPS 100.500 Personnel Resource Management Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Post Offices; area and district facilities; Human Resources and
Operations, Headquarters; and Computer Operations Service Centers.
SYSTEM MANAGER(S):
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Logistics, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et
seq.
PURPOSE(S) OF THE SYSTEM:
1. To administer leave, attendance, and attendance-related awards;
and to identify potential attendance problems.
2. To provide operations management with information about employee
work schedules, mail volume, and productivity.
3. To administer the USPS fleet card program used to purchase
commercial
[[Page 60228]]
fuel and oil, maintenance repair, polishing and washing, servicing,
shuttling, and towing.
4. To support the administration of employee lead generation
programs, such as LEADing Together or similar programs, and to pre-fill
individual work position and location information for participating
employees as part of the lead entry process.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former USPS employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Employee information: Name, home address, Social Security
Number, employee identification number(s), postal assignment
information, work contact information, finance number(s), duty
location, and pay location, and Fleet Purchase Fleet Card Personal
Identification Number (PIN).
2. Employee resource management information: Records related to
workload, productivity, scheduling, availability, and absences,
including family medical leave absences.
3. Employee lead generation program(s): Name, employee
identification number(s), postal assignment information, work contact
information, finance number(s), and duty location.
RECORD SOURCE CATEGORIES:
Employees; employees' supervisor or manager; and other systems of
records.
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, digital files, and
paper files.
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
By employee name, Social Security Number, employee identification
number(s), route number, duty or pay location, pay period or Fuel
Purchase Fleet Card Personal Identification Number (PIN).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Resource management records related to leave application, time
and attendance, and light duty status are retained 3 years.
2. Family and Medical Leave Records are retained 5 years.
3. Other categories of resource management records are retained 1
year.
4. 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.
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. Restricted medical information is maintained
in a separate locked cabinet under control of the FMLA Coordinator.
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:
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 Corporate Personnel Management, 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.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
May 15, 2020, 85 FR 29492; June 17, 2011, 76 FR 35483, June 27,
2012, 77 FR 38342.
Ruth B. Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2022-21441 Filed 10-3-22; 8:45 am]
BILLING CODE 7710-12-P
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