Notice2022-28026
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
December 23, 2022
Effective
January 23, 2023
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (USPS[supreg]) is proposing to revise one General Privacy Act Systems of Records (SOR) 500.000 Property Management Records and one Customer Privacy Act Systems of Records (SOR) 890.000 Sales, Marketing, Events, and Publications. These updates are being made to facilitate the implementation of enhanced functionality for web-based collaboration and communication applications.
Full Text
<html>
<head>
<title>Federal Register, Volume 87 Issue 246 (Friday, December 23, 2022)</title>
</head>
<body><pre>
[Federal Register Volume 87, Number 246 (Friday, December 23, 2022)]
[Notices]
[Pages 79006-79013]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-28026]
-----------------------------------------------------------------------
POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service<SUP>TM</SUP>.
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: The United States Postal Service[supreg] (USPS[supreg]) is
proposing to revise one General Privacy Act Systems of Records (SOR)
500.000 Property Management Records and one Customer Privacy Act
Systems of Records (SOR) 890.000 Sales, Marketing, Events, and
Publications. These updates are being made to facilitate the
implementation of enhanced functionality for web-based collaboration
and communication applications.
DATES: These revisions will become effective without further notice on
January 23, 2023, unless comments received on or before that date
result in a contrary determination.
[[Page 79007]]
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#f085838083808299869193899695948295979e9f84999395b085838083de979f86"><span class="__cf_email__" data-cfemail="f98c8a898a898b908f989a809f9c9d8b9c9e97968d909a9cb98c8a898ad79e968f">[email protected]</span></a>). Arrangements to view copies of any
written comments received, to facilitate public inspection, will be
made upon request.
SUPPLEMENTARY INFORMATION:
I. Background
The Postal Service is proposing to enhance the functionality of a
web-based collaboration and communication application used enterprise
wide for online web-based meetings through the implementation of
software upgrades. Notice of proposed modifications to relevant SORs is
being provided to meet Privacy Act requirements and promote
transparency.
Notices for the original implementation of these applications were
previously published in the Federal Register on June 1, 2020.
<bullet> Document Citation: 85 FR 33212 for SOR 500.000 Property
Management Records
<bullet> Document Citation: 85 FR 33208 for SOR 890.000 Sales,
Marketing, Events, and Publications
In addition, selected information is being deleted from SOR 500.000
Property Management Records, as it was previously incorporated into
three new General Systems of Records:
USPS System of Records (SOR) 550.000 Commercial Information Technology
Resources--Infrastructure May 10th, 2021; 86 FR 24907; January 31,
2022; Document Citation: 87 FR 4961
USPS System of Records (SOR) 550.100 Commercial Information Technology
Resources--Applications May 11, 2021; 86 FR 25899; January 31, 2022;
Document Citation: 87 FR 4957
USPS System of Records (SOR) 550.200 Commercial Information Technology
Resources--Administrative May 10th, 2021; 86 FR 24902; January 31,
2022, Document Citation: 87 FR 4964
For further information contact, Janine Castorina, Chief Privacy
and Records Management Officer, Privacy and Records Management Office,
<a href="/cdn-cgi/l/email-protection#85f0f6f5f6f5f7ecf3e4e6fce3e0e1f7e0e2ebeaf1ece6e0c5f0f6f5f6abe2eaf3"><span class="__cf_email__" data-cfemail="8bfef8fbf8fbf9e2fdeae8f2edeeeff9eeece5e4ffe2e8eecbfef8fbf8a5ece4fd">[email protected]</span></a>.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify SOR 500.000 as follows:
Existing purposes and categories of records will be deleted or
modified from the existing SOR to eliminate duplication within the
three separate SORs listed above.
The following purpose will be removed from this SOR:
To allow task allocation and tracking among team members.
The following purpose will strike ``by telephone and instant-
messaging'' from its current language:
To allow users to communicate by telephone and instant-messaging
through web-based applications.
The following categories of records will be modified to include new
data elements:
Participant session data from web-based meetings and web conferences
Device data from web-based meetings and web conferences (formerly
Historical device usage data from web-based meetings and web
conferences)
One new purpose will be added to the existing SOR, appearing as
purpose 12 within the revised list of purposes.
New categories of records will be added to the existing SOR,
appearing as numbers 5. 7, 8, 9, 10, and 11.
The Postal Service is proposing to modify SOR 890.000 as follows:
Existing purposes and categories of records will be deleted or
modified from the existing SOR to eliminate duplication within the
three separate SORs listed above.
The following purpose will be removed from this SOR:
To allow task allocation and tracking among team members.
The following purpose will strike ``by telephone and instant-
messaging'' from its current language:
To allow users to communicate by telephone and instant-messaging
through web-based applications.
One new purpose has been added to the existing SOR appearing as
purpose 10.
The following categories of records will be modified to include new
data elements:
Participant session data from web-based meetings and web conferences
Device data from web-based meetings and web conferences (formerly
Historical device usage data from web-based meetings and web
conferences)
New categories of records will be added to the existing SOR,
appearing as numbers 12, 13, 14, 15, and 16.
The following categories of records will be removed from this SOR:
Event session data from web-based meetings and web conferences
Historical application usage data from web-based meetings and web
conferences
Web-based Public Switched Telephone Network data records
Web-based Direct Routing Public Switched Telephone Network 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 has been sent to Congress and to the Office
of Management and Budget for their evaluations. The Postal Service does
not expect these amended systems of records to have any adverse effect
on individual privacy rights.
The notices for modifications to USPS SOR 500.000, Property
Management Records and USPS SOR 890.000, Sales, Marketing, Events, and
Publications are provided below in their entirety, as follows:
SYSTEM NAME AND NUMBER:
USPS 500.000, Property Management Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
All USPS facilities and contractor sites.
SYSTEM MANAGER(S):
For records of accountable property, carpool membership, and use of
USPS parking facilities: Vice President, Facilities, United States
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
For records of building access and Postal Inspector computer access
authorizations: Chief Postal Inspector, Inspection Service, United
States Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
For other 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.
PURPOSE(S) OF THE SYSTEM:
1. To ensure personal and building safety and security by
controlling access to USPS facilities.
2. To ensure accountability for property issued to persons.
3. To assign computer logon IDs; to identify USPS computer users to
resolve their computer access problems by telephone; and to monitor and
audit the use of USPS information resources as necessary to ensure
compliance with USPS regulations.
4. To enable access to the USPS meeting and video web conferencing
applications.
[[Page 79008]]
5. To enhance your online meeting experience by utilizing enhanced
features and functionality, including voluntary polling to gather
responses from attendees to generate reports or the interactive chat
feature.
6. To facilitate team collaboration and communication through
information sharing and cross-functional participation.
7. To allow users to communicate through web-based applications.
8. To facilitate and support cybersecurity investigations of
detected or reported information security incidents.
9. To share your personal image via your device camera during
meetings and web conferences,
if you voluntarily choose to turn the camera on, enabling virtual
face-to-face conversations.
10. To authenticate user identity for the purpose of accessing USPS
information systems.
11. To provide parking and carpooling services to individuals who
use USPS parking facilities.
12. To provide pre-registration for guest access to online meetings
and web conferences
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Individuals who are granted regular access to USPS facilities
through the issuance of a building access badge, or who are assigned
accountable property.
2. Individuals with authorized access to USPS computers and
information resources, including USPS employees, contractors, and other
individuals; Individuals participating in web-based meetings, video
conferences, collaboration, and communication applications.
3. Individuals who are members of carpools with USPS employees or
otherwise regularly use USPS parking facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Building access information: Records related to issuance of
building access badges, including name, Social Security Number,
Employee Identification Number, date of birth, photograph, postal
assignment information, work contact information, finance number(s),
duty location, and pay location.
2. Property issuance information: Records related to issuance of
accountable USPS property, equipment, and controlled documents,
including name, Social Security Number, equipment description,
equipment serial numbers, and issuance date.
3. Computer access authorization information: Records related to
computer users, including logon ID, Social Security Number, Employee
Identification Number, or other assigned identifier, employment status
information or contractor status information, and extent of access
granted.
4. Participant session data from web-based meetings and web
conferences: Participant Name, Participant's Webcam-Generated Image
(Including Presenters), Recorded Participant Audio, Video, And Shared
Meeting Screen Content, Chat Interaction, Polling Questions And
Associated Responses, Participant Join Time And Leave Time, Meeting
Duration, Participant Location, Participant Media Hardware Information,
Participant Job Information, Participant Stated Locale, Participant
Connection Type, Participant Data Center, Participant Device Type,
Participant Domain, Participant Full Data Center, Participant Hard Disk
ID, Participant ID, Participant IP Address, Participant Join Time,
Participant Camera Name, Participant MAC Address, Participant
Microphone Name, Participant Network Type, Participant PC Name,
Participant Role, Participant Share Settings, Participant Speaker Name,
Participant Status, Participant User ID, Participant User Name,
Participant Zoom, Participant SIP URL, Participant Leave Reason,
Participant AS Input, Participant AS Output, Participant Audio Input,
Participant Audio Output, Participant CPU Usage, Participant Video
Input, Participant Video Output, Participant Quality, Participant
Sharing Details, Participant Recording Details.
5. Web-Based Meeting And Web Conference Application Data: In-
Meeting Messages, Meeting Transcriptions, Written Feedback Responses,
Invitation Tails, Meeting Name, Chat Name, Meeting Agenda, Meeting
Host, Meeting Department, Meeting Duration, Meeting Email, Meeting End
Time, Meeting Media Settings, Meeting ID, Meeting Participants, Meeting
Participants In Room, Meeting Start Time, Meeting Topic, Meeting
Tracking Fields, Meeting User Type, Meeting UU ID, Meeting Audio
Quality, Meeting Video Quality, Meeting Screen Share Quality, Meeting
Duration, Meeting Contacts, Meeting Contact Email, Meeting Settings.
Web Conferences Custom Keys, Web Conferences Department, Web
Conferences Duration, Web Conferences Email, Web Conferences End Time,
Web Conferences Settings, Web Conferences ID, Web Conferences
Participants, Web Conference Start Time, Web Conferences Topic, Web
Conferences User Type, Web Conferences UU ID, Web Conferences Audio
Quality, Web Conferences Video Quality, Web Conferences Screen Share
Quality, Web Conferences Host Name, Web Conferences Participant Camera
Name, Web Conferences Participant Connection Type, Web Conferences
Participant Data Center, Web Conferences Participant Device Type, Web
Conferences Participant Domain, Web Conferences Participant From SIP
Uri, Web Conferences Participant Full Data Center, Web Conferences
Participant Hard Disk ID, Web Conferences Participant ID, Web
Conferences Participant IP Address, Web Conferences Participant Join
Time, Web Conferences Participant Leave Reason, Web Conferences
Participant Leave Time, Web Conferences Participant Location, Web
Conferences Participant MAC Address, Web Conferences Participant
Microphone Name, Web Conferences Participant Network Type, Web
Conferences Participant PC Name, Web Conferences Participant Role, Web
Conferences Participant Share Settings, Web Conferences Participant SIP
URI, Web Conferences Participant Speaker Name, Web Conferences
Participant Status, Web Conferences Participant User ID, Web
Conferences Participant User Name, Web Conferences Participant Version,
Web Conferences Participant AS Input, Web Conferences Participant AS
Output, Web Conferences Participant Audio Input, Web Conferences
Participant Audio Output, Web Conferences Participant CPU Usage, Web
Conferences Participant Video Input, Web Conferences Participant Video
Output, Web Conferences Participant Recording Details, Web Conferences
Participant Sharing Details, Web Conferences Participant Customer Key,
Web Conferences Poll Title, Web Conferences Poll Status, Web
Conferences Poll Start Time, Web Conferences Q&A Question Email, Web
Conferences Q&A Question Name, Web Conferences Q&A Question Details,
Web Conferences Q&A Question Start Time, Web Conferences Registrant
Address, Web Conferences Registrant City, Web Conferences Registrant
Comments, Web Conferences Registrant Country, Web Conferences
Registrant Create Time, Web Conferences Registrant Custom Questions,
Web Conferences Registrant Email, Web Conferences Registrant Name, Web
Conferences Registrant ID, Web Conferences Registrant Industry, Web
Conferences Registrant Join URL, Web Conferences Registrant Job Title,
Web Conferences Registrant Number Of Employees, Web Conferences
Registrant
[[Page 79009]]
Organization, Web Conferences Registrant Phone, Web Conferences
Registrant Purchasing Time Frame, Web Conferences Registrant State, Web
Conferences Registrant Status, Web Conferences Registrant ZIP Code, Web
Conferences Poll Results, Web Conferences Panelist Email, Web
Conferences Panelist Name.
Meeting Registrant Name, Meeting Registrant Email, Meeting
Invitation Text, Meeting Attendee Name, Meeting Attendee Join URL,
Meeting Registrant Address, Meeting Registrant City, Meeting Registrant
Comments, Meeting Registrant Country, Meeting Registrant Create Time,
Meeting Registrant Custom Questions, Meeting Registrant Email, Meeting
Registrant Name, Meeting Registrant ID, Meeting Registrant Industry,
Meeting Registrant Job Title, Meeting Registrant Number Of Employees,
Meeting Registrant Organization, Meeting Registrant Phone Number,
Meeting Registrant Purchasing Time Frame, Meeting Registrant Role In
Purchase Process, Meeting Registrant State, Meeting Registrant Status,
Meeting Registrant ZIP Code, Meeting Registrant Language, Meeting
Registrant Join URL, Meeting Attendee Poll Response, Meeting Attendee
Department.
Cloud Recording Registrant City, Cloud Recording Registrant
Comments, Cloud Recording Registrant Country, Cloud Recording
Registrant Create Time, Cloud Recording Registrant Custom Questions,
Cloud Recording Registrant Email, Cloud Recording Registrant Name,
Cloud Recording Registrant ID, Cloud Recording Registrant Industry,
Cloud Recording Registrant Job Title, Cloud Recording Registrant Number
of Employees, Cloud Recording Registrant Organization, Cloud Recording
Registrant Phone, Cloud Recording Registrant Purchasing Time Frame,
Cloud Recording Registrant Role in Purchase Process, Cloud Recording
Registrant Share URL, Cloud Recording Registrant Status, Cloud
Recording Registrant ZIP Code, Cloud Recording Registrant Address,
Cloud Recording Registrant State, Cloud Recording Registrant Meeting
ID, Cloud Recording Registrant Field Name, Cloud Recording Registrant
List of Registrants.
6. Device Data From Web-Based Meetings And Web Conferences: Device
type (such as mobile, desktop, or tablet), Device Operating System,
Number of users of related Operating Systems, Operating System Version,
Operating System Type, MAC address, IP address, hard disk ID, PC Name,
Bluetooth Information, Packet Loss, internet Connection Type, Bluetooth
Device Name, Bluetooth Device Type, Device Architecture, Central
Processing Unit (CPU) Core Type, CPU core frequency, CPU Brand,
Available Memory, Total CPU Capacity, Total Capacity Utilized by
Application, Memory Used by Application, API Permissions, API
Authentication, Authentication Secret Key, Graphics Processing Unit
(GPU) Brand, GPU Type, Custom Attributes Defined by Organization,
Archived Meeting Files, Archive Meeting Account Name, Archived Meeting
File Download User, Archived Meeting File Extension, Archived Meeting
File Size, Archived Meeting File Type, Archived Meeting File ID,
Archived Meeting File Participant Email, Archived Meeting Participant
Join Time, Archived Meeting Participant Leave Time, Archived Meeting
File Recording Type, Archived Meeting File Status, Archived Meeting
Complete Time, Archived Meeting Complete Time Duration, Archived
Meeting Duration, Archived Meeting Duration In Seconds, Archived
Meeting Host ID, Archived Meeting ID, Archived Meeting Settings,
Archived Meeting Type, Archived Meeting Recording Count, Archived
Meeting Start Time, Archived Meeting Topic, Archived Meeting Total
Size, Archived Meeting UU ID, Past Meeting Participant ID, Past Meeting
Participant Name, Past Meeting Participant Email, SIP Phone
Authorization Name, SIP Phone Domain, SIP Phone ID, SIP Phone Password,
SIP Phone Proxy Servers, SIP Phone Register Servers, SIP Phone
Registration Expire Time, SIP Phone Transport Protocols, SIP Phone User
Email, SIP Phone User Name, SIP Phone Voice Voicemail.
7. User Data From Web-Based Meetings And Web Conferences: User
Creation Date, User Department, User Email Address, User Employee ID,
User Name, User System ID, User Chat Group Ids, User System Client
Version, User Last Login Time, User Picture URL, User PMI, User Status,
User Timezone, User Type, User Verified Status, User Password, User
JID, User Language, User Manager, User Personal Meeting URL, User Role
ID, User Role Name, User Use PMI Status, User Phone Country, User
Company, User Custom Attributes, User CMS User ID, User Pronouns, User
Vanity Name, User Assistant Email, User Assistant ID, User Permissions,
User Presence Status, User Scheduler Email, User Scheduler ID, User
Settings, User Token, User Meeting Minutes, User Number Of Meetings,
User Participant Number, User's Web Conferences Template, User
Scheduled Web Conferences, User Web Conferences Settings, User Web
Conferences Recurrence Settings, User Web Conferences Password, User
Web Conferences Agenda, User Web Conferences Duration, User Web
Conferences Start Time, User Web Conferences Template ID, User Web
Conferences Topic. User Web Conferences Tracking Fields, User Web
Conferences Time zone User Web Conferences Created Date, User Web
Conferences Host ID, User Web Conferences Type, User Web Conferences UU
ID, User Web Conferences Start URL, User TSP Account Conference Code,
User TSP Account Dial-In Numbers, User TSP Account ID, User TSP Account
Leader PIN, User TSP account TSP Bridge, User TSP Audio URL, Chat
Messaging Content.
8. Web-Based Meeting And Web Conference Administration Data:
Account Administrator Name, Account Contact Information Account ID,
Account Billing Information, Account Plan Information, Conference Room
Account type, Conference Room calendar name, conference room camera
name, conference room device IP address, conference room email address,
conference room health, conference room ID, conference room issues,
conference room last start time, conference room microphone name,
conference room name, conference room speaker name, conference room
status, Conference Room live meeting, Conference Room past meetings,
conference room activation code, conference room support email,
conference room support phone, conference room passcode, conference
room settings, conference room location description, conference room
location name, User Sign In And Sign Out Times, Group admin name, Group
admin email, group admin ID, group member email, group member first
name, group member last name, group member ID, group member type, chat
group ID, chat group name, chat croup total members, chat group, Files
sent through chat, GIPHYs sent through chat, groups sent through chat,
p2p sent through chat, text sent through chat, total sent through chat,
audio sent through chat, code snippet sent through chat, Operation Log
action, operation log category type, operation log operation detail,
operation log user, operation log time, Role member department, role
member email, role member first name, role member ID, role member type,
client feedback detail email, client feedback detail meeting ID, client
feedback detail participant name, client feedback detail time.
9. Web-Based Meeting And Web Conference Telemetry Data: Event Time,
Client Type, Event Location, Event,
[[Page 79010]]
Subevent, UUID, Client Version, UserID, Client OS, Meeting ID.
10. Persistent Message Application Telemetry Data: User Email,
Group Chat, Message Type, In Meeting Message, Status, Do Not Disturb
Time, Notification Setting, Show Group On Contact List, File Type, File
Location, Link URL, Keywords, GIF Keywords, Emoji Code, Audio Setting,
Video Setting, Is E2E Enabled, Message ID, IP Address.
11. Communication Data: Deleted Persistent Message Sender, Deleted
Persistent Message Time, Deleted Persistent Message ID, Deleted
Persistent Message Text, Deleted Persistent Message Main Message ID,
Deleted Persistent Message Main Message Timestamp, Deleted Persistent
Message File Name, Deleted Persistent Message File Size, Edited
Persistent Message Sender, Edited Persistent Message Time, Edited
Persistent Message ID, Edited Persistent Message Text, Edited
Persistent Message Main Message ID, Edited Persistent Message Main
Message Timestamp, Edited Persistent Message File Name, Edited
Persistent Message File Size, Persistent Message Sender, Persistent
Message Time, Persistent Message ID, Persistent Message Main Message
ID, Persistent Message Main Message Timestamp, Persistent Message File,
Persistent Message File Size, Persistent Message Images Exchanged,
Persistent Message Files Exchanged, Persistent Message Videos
Exchanged, Persistent Message Channel Title, Persistent Message
Whiteboard Annotations, Persistent Message Text, Deleted Message
Sender, Deleted Message Time, Deleted Message ID, Deleted Message Text,
Deleted Message Main Message ID, Deleted Message Main Message
Timestamp, Deleted Message File Name, Deleted Message File Size, Edited
Message Sender, Edited Message Time, Edited Message ID, Edited Message
Text, Edited Message Main Message ID, Edited Message Main Message
Timestamp, Edited Message File Name, Edited Message File Size, Message
Sender, Message Time, Message ID, Message Main Message ID, Message Main
Message Timestamp, Message File, Message File Size, Message Text.
12. Identity verification information: Question, answer, and email
address.
13. Carpool and parking information: Records related to membership
in carpools with USPS employees or about individuals who otherwise
regularly use USPS parking facilities, including name, space number,
principal's and others' license numbers, home address, and contact
information.
RECORD SOURCE CATEGORIES:
Employees; contractors; subject individuals; and other systems of
records.
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.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
1. Records about building access and issuance of accountable
property are retrieved by name, Social Security Number, or Employee
Identification Number.
2. Records about authorized access to computer and information
resources are retrieved by name, logon ID, Employee Identification
Number, or other unique identifier of the individual.
3. Report and tracking data created during web-based meetings and
video conferences that pertain to individual participants, content
shared, conference codes and other relevant session data and historical
device usage data are retrieved by meeting ID, host name or host email
address.
4. Records pertaining to web-based collaboration and communication
applications are retrieved by organizer name and other associated
personal identifiers.
5. Media recordings created during web-based meetings and video
conferences are retrieved by meeting ID, host name or host email
address.
6. Records of carpools and parking facilities are retrieved by
name, ZIP Code, space number, or parking license number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Building access and accountable property records are retained
until termination of access or accountability.
2. Records of computer access privileges are retained 1 year after
all authorizations are cancelled.
3. Report and tracking data created during web-based meeting and
video conferences, such as other relevant session data and historical
device usage data, are retained for twenty-four months.
4. Records pertaining to web-based collaboration and communication
applications are retained for twenty-four months.
5. Web-based meeting or video session recordings are retained for
twenty-four months.
6. Records of carpool membership and use of USPS parking facilities
are retained 6 years.
7. 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 and Record Access Procedures above.
NOTIFICATION PROCEDURES:
Inquiries for records about building access, accountable property,
carpool membership, and use of USPS parking facilities must be
addressed to the facility head. Inquiries about computer access
authorization records must be directed to the Manager, Corporate
Information Security, 475 L'Enfant Plaza SW, Suite 2141, Washington, DC
20260. For Inspection Service computer access records, inquiries must
be submitted to the Inspector in Charge, Information Technology
Division, 2111 Wilson Blvd., Suite 500, Arlington, VA 22201. Inquiries
must include full name, Social Security Number or Employee
Identification Number, and period of employment or residency at the
location.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
[[Page 79011]]
HISTORY:
August 4, 2020, 85 FR 47258; June 1, 2020, 85 FR 33210; April 11,
2014, 79 FR 20249; June 27, 2012, 77 FR 38342; June 17, 2011, 76 FR
35483; April 29, 2005, 70 FR 22516.
SYSTEM NAME AND NUMBER:
USPS 890.000, Sales, Marketing, Events, and Publications.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters Marketing and Public Policy; Integrated Business
Solutions Services Centers; National Customer Service Center; Area and
District USPS facilities; Post Offices; and contractor sites.
SYSTEM MANAGER(S):
Chief Customer and Marketing Officer and Executive Vice President,
United States Postal Service, 475 L'Enfant Plaza SW, Washington, DC
20260-4016.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, 404.
PURPOSE(S) OF THE SYSTEM:
1. To understand the needs of customers and improve USPS sales and
marketing efforts.
2. To provide appropriate materials and publications to customers.
3. To conduct registration for USPS and related events.
4. To enable access to the USPS meeting and video web conferencing
application.
5. To enhance your online meeting experience by utilizing enhanced
features and functionality, including voluntary polling to gather
responses from attendees to generate reports or the interactive chat
feature.
6. To facilitate team collaboration and communication through
information sharing and cross-functional participation.
7. To provide users outside of the USPS limited collaboration and
communication capabilities through guest account access.
8. To facilitate and support cybersecurity investigations of
detected or reported information security incidents.
9. To share your personal image via your device camera during
meetings and web conferences, if you voluntarily choose to turn the
camera on, enabling virtual face-to-face conversations.
10. To provide pre-registration for guest access to online meetings
and web conferences
11. To facilitate and support marketing initiatives, advertising
campaigns, brand strategy, customer experience with products and
service, including call centers, strategic customer programs, and
innovation and product improvement development.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Customers who interact with USPS sales personnel, respond to
direct marketing messages, request publications, respond to contests
and surveys, voluntarily participate in focus groups, interviews,
diaries, observational studies, prototype assessments, A/B comparison
tests, and attend USPS events.
2. Customers and other individuals who participate in web-based
meeting, video conference, collaboration, and communication
applications sponsored by the USPS.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Customer information: Customer and key contacts' names, date of
birth, age, home mailing address, and email address; phone, fax, and
pager numbers; company name, job descriptions, titles, roles, level,
and company address; other names and emails provided by customers.
2. Identifying information: Customer ID(s), D-U-N-S Numbers, USPS
account numbers, meter numbers, and signatures.
3. Business specific information: Firm name, size, and years in
business; number of employees; sales and revenue information; business
sites and locations; URLs; company age; industrial classification
numbers; use of USPS and competitor's products and services; types of
customers served; customer equipment and services; advertising agency
and spending; names of USPS employees serving the firm; and calls made.
4. Information specific to companies that act as suppliers to USPS:
Contract start and end dates, contract award number, contract value,
products and/or services sold under contract.
5. Information provided by customers as part of a survey or
contest.
6. Payment information: Credit and/or debit card number, type,
expiration date, and check information; and ACH information.
7. Event information: Name of event; role at event; itinerary; and
membership in a PCC.
8. Customer preferences: Preferences for badge name and
accommodations.
9. Survey data: customer perception, feelings, habits, past
behaviors, preferences, recommended improvements, willingness to buy,
ownership, and hypothetical future scenarios.
10. Participant session data from web-based meetings and web
conferences: Participant name, participant's webcam-generated image
(including presenters), recorded participant audio, video, and shared
meeting screen content, chat interaction, polling questions and
associated responses, participant join time and leave time, meeting
duration, participant location, and participant media hardware
information, Participant Job Information, Participant Stated Locale,
Participant Connection Type, Participant Data Center, Participant
Device Type, Participant Domain, Participant Full Data Center,
Participant Hard Disk ID, Participant ID, Participant IP Address,
Participant Join Time, Participant Camera Name, Participant MAC
Address, Participant Microphone Name, Participant Network Type,
Participant PC Name, Participant Role, Participant Share Settings,
Participant Speaker Name, Participant Status, Participant User ID,
Participant User Name, Participant Zoom, Participant SIP URL,
Participant Leave Reason, Participant AS Input, Participant AS Output,
Participant Audio Input, Participant Audio Output, Participant CPU
Usage, Participant Video Input, Participant Video Output, Participant
Quality, Participant Sharing Details, Participant Recording Details.
11. Device data from web-based meetings and web conferences: Device
type (such as mobile, desktop, or tablet), Device Operating System,
Number of users of related Operating Systems, Operating System Version,
Operating System Type, MAC address, and IP address, hard disk ID, PC
Name, Bluetooth Information, Packet Loss, internet Connection Type,
Bluetooth Device Name, Bluetooth Device Type, Device Architecture,
Central Processing Unit (CPU) Core Type, CPU core frequency, CPU Brand,
Available Memory, Total CPU Capacity, Total Capacity Utilized by
Application, Memory Used by Application, API Permissions, API
Authentication, Authentication Secret Key, Graphics Processing Unit
(GPU) Brand, GPU Type, Custom Attributes Defined by Organization,
Archived Meeting Files, Archive Meeting Account Name, Archived Meeting
File Download User, Archived Meeting File Extension, Archived Meeting
File Size, Archived Meeting File Type, Archived Meeting File ID,
Archived Meeting File Participant Email, Archived Meeting Participant
Join Time, Archived Meeting Participant Leave Time, Archived Meeting
File Recording Type, Archived Meeting File Status, Archived Meeting
Complete Time, Archived Meeting
[[Page 79012]]
Complete Time Duration, Archived Meeting Duration, Archived Meeting
Duration In Seconds, Archived Meeting Host ID, Archived Meeting ID,
Archived Meeting Settings, Archived Meeting Type, Archived Meeting
Recording Count, Archived Meeting Start Time, Archived Meeting Topic,
Archived Meeting Total Size, Archived Meeting UU ID, Past Meeting
Participant ID, Past Meeting Participant Name, Past Meeting Participant
Email, SIP Phone Authorization Name, SIP Phone Domain, SIP Phone ID,
SIP Phone Password, SIP Phone Proxy Servers, SIP Phone Register
Servers, SIP Phone Registration Expire Time, SIP Phone Transport
Protocols, SIP Phone User Email, SIP Phone User Name, SIP Phone Voice
Voicemail.
12. User data from web-based meetings and web conferences: User
Creation Date, User Department, User Email Address, User Employee ID,
User Name, User System ID, User Chat Group Ids, User System Client
Version, User Last Login Time, User Picture URL, User PMI, User Status,
User Timezone, User Type, User Verified Status, User Password, User
JID, User Language, User Manager, User Personal Meeting URL, User Role
ID, User Role Name, User Use PMI Status, User Phone Country, User
Company, User Custom Attributes, User CMS User ID, User Pronouns, User
Vanity Name, User Assistant Email, User Assistant ID, User Permissions,
User Presence Status, User Scheduler Email, User Scheduler ID, User
Settings, User Token, User Meeting Minutes, User Number Of Meetings,
User Participant Number, User's Web Conferences Template, User
Scheduled Web Conferences, User Web Conferences Settings, User Web
Conferences Recurrence Settings, User Web Conferences Password, User
Web Conferences Agenda, User Web Conferences Duration, User Web
Conferences Start Time, User Web Conferences Template ID, User Web
Conferences Topic. User Web Conferences Tracking Fields, User Web
Conferences Time zone User Web Conferences Created Date, User Web
Conferences Host ID, User Web Conferences Type, User Web Conferences UU
ID, User Web Conferences Start URL, User TSP Account Conference Code,
User TSP Account Dial-In Numbers, User TSP Account ID, User TSP Account
Leader PIN, User TSP account TSP Bridge, User TSP Audio URL, Chat
Messaging Content.
13. Web-based meeting and web conference administration data:
Account Administrator Name, Account Contact Information Account ID,
Account Billing Information, Account Plan Information, Conference Room
Account type, Conference Room calendar name, conference room camera
name, conference room device IP address, conference room email address,
conference room health, conference room ID, conference room issues,
conference room last start time, conference room microphone name,
conference room name, conference room speaker name, conference room
status, Conference Room live meeting, Conference Room past meetings,
conference room activation code, conference room support email,
conference room support phone, conference room passcode, conference
room settings, conference room location description, conference room
location name, User Sign In And Sign Out Times, Deleted Message Sender,
Deleted Message Time, Deleted Message ID, Deleted Message Text, Deleted
Message Main Message ID, Deleted Message Main Message Timestamp,
Deleted Message File Name, Deleted Message File Size, Edited Message
Sender, Edited Message Time, Edited Message ID, Edited Message Text,
Edited Message Main Message ID, Edited Message Main Message Timestamp,
Edited Message File Name, Edited Message File Size, Message Sender,
Message Time, Message ID, Message Main Message ID, Message Main Message
Timestamp, Message File, Message File Size, Group admin name, Group
admin email, group admin ID, group member email, group member first
name, group member last name, group member ID, group member type, chat
group ID, chat group name, chat croup total members, chat group, Files
sent through chat, GIPHYs sent through chat, groups sent through chat,
p2p sent through chat, text sent through chat, total sent through chat,
audio sent through chat, code snippet sent through chat, Operation Log
action, operation log category type, operation log operation detail,
operation log user, operation log time, Role member department, role
member email, role member first name, role member ID, role member type,
client feedback detail email, client feedback detail meeting ID, client
feedback detail participant name, client feedback detail time.
14. Web-Based Meeting And Web Conference Telemetry Data: Event
Time, Client Type, Event Location, Event, Subevent, UUID, Client
Version, UserID, Client OS, Meeting ID.
15. Chat Application Telemetry Data: User Email, Group Chat,
Message Type, In Meeting Message, Status, Do Not Disturb Time,
Notification Setting, Show Group On Contact List, File Type, File
Location, Link URL, Keywords, GIF Keywords, Emoji Code, Audio Setting,
Video Setting, Is E2E Enabled, Message ID, IP Address.
16. Communication Data: Deleted Persistent Message Sender, Deleted
Persistent Message Time, Deleted Persistent Message ID, Deleted
Persistent Message Text, Deleted Persistent Message Main Message ID,
Deleted Persistent Message Main Message Timestamp, Deleted Persistent
Message File Name, Deleted Persistent Message File Size, Edited
Persistent Message Sender, Edited Persistent Message Time, Edited
Persistent Message ID, Edited Persistent Message Text, Edited
Persistent Message Main Message ID, Edited Persistent Message Main
Message Timestamp, Edited Persistent Message File Name, Edited
Persistent Message File Size, Persistent Message Sender, Persistent
Message Time, Persistent Message ID, Persistent Message Main Message
ID, Persistent Message Main Message Timestamp, Persistent Message File,
Persistent Message File Size, Persistent Message Images Exchanged,
Persistent Message Files Exchanged, Persistent Message Videos
Exchanged, Persistent Message Channel Title, Persistent Message
Whiteboard Annotations, Persistent Message Text, Deleted Message
Sender, Deleted Message Time, Deleted Message ID, Deleted Message Text,
Deleted Message Main Message ID, Deleted Message Main Message
Timestamp, Deleted Message File Name, Deleted Message File Size, Edited
Message Sender, Edited Message Time, Edited Message ID, Edited Message
Text, Edited Message Main Message ID, Edited Message Main Message
Timestamp, Edited Message File Name, Edited Message File Size, Message
Sender, Message Time, Message ID, Message Main Message ID, Message Main
Message Timestamp, Message File, Message File Size, Message Text.
17. Survey data: customer perception, feelings, habits, past
behaviors, preferences, recommended improvements, willingness to buy,
ownership, and hypothetical future scenarios.
RECORD SOURCE CATEGORIES:
Customers, USPS personnel, and list providers.
ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS
AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 7., 10., and 11. apply.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated databases, computer storage media, and paper.
[[Page 79013]]
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
1. For sales, events, and publications, information is retrieved by
customer name or customer ID(s), mail or email address, and phone
number.
2. For direct marketing, information is retrieved by Standard
Industry Code (SIC) or North American Industry Classification System
(NAISC) number, and company name.
3. Report and tracking data created during web-based meetings and
video conferences that pertain to individual participants, content
shared, conference codes and other relevant session data and historical
device usage data, are retrieved by meeting ID, host name or host email
address.
4. Records pertaining to web-based collaboration and communication
applications are retrieved by organizer name and other associated
personal identifiers.
5. Media recordings created during web-based meetings and video
conferences are retrieved by meeting ID, host name or host email
address.
6. Web-based meeting and video session recordings are retrieved by
meeting ID, host name or host email address.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records relating to organizations and publication mailing lists
are retained until the customer ceases to participate.
2. ACH records are retained up to 2 years. Records relating to
direct marketing, advertising, and promotions are retained 5 years.
3. Other records are retained 3 years after the relationship ends.
4. Report and tracking data created during web-based meeting and
video conferences, such as session data and historical device usage
data, are retained for twenty-four months.
5. Records pertaining to web-based collaboration and communication
applications are retained for twenty-four months.
6. Web-based meeting and video session recordings are retained for
twenty-four months.
7. Customer insight, market research, and survey records will be
retained for 3 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.
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. Online data transmission is protected by encryption.
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:
For information pertaining to sales, inquiries should be addressed
to: Sales and Customer Relations 475 L'Enfant Plaza SW, Washington, DC
20260.
Customers wanting to know if other information about them is
maintained in this system of records must address inquiries in writing
to the Chief Customer and Marketing Officer and Executive Vice
President and include their name and address.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
August 4, 2020, 85 FR 47258; June 1, 2020, 85 FR 33208; October 24,
2011, 76 FR 65756; April 29, 2005, 70 FR 22516.
Ruth Stevenson,
Chief Counsel, Ethics and Legal Compliance.
[FR Doc. 2022-28026 Filed 12-22-22; 8:45 am]
BILLING CODE P
</pre><script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script></body>
</html>Indexed from Federal Register on December 23, 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.