Notice2022-28588
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
January 4, 2023
Effective
February 3, 2023
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (USPS[supreg]) proposes revising a General Privacy Act System of Records (SOR). These updates are being made to support the implementation of quick customer experience surveys to be conducted at the end of retail Post Office customer visits.
Full Text
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<title>Federal Register, Volume 88 Issue 2 (Wednesday, January 4, 2023)</title>
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[Federal Register Volume 88, Number 2 (Wednesday, January 4, 2023)]
[Notices]
[Pages 376-378]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-28588]
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POSTAL SERVICE
Privacy Act of 1974; 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] (USPS[supreg])
proposes revising a General Privacy Act System of Records (SOR). These
updates are being made to support the implementation of quick customer
experience surveys to be conducted at the end of retail Post Office
customer visits.
DATES: These revisions will become effective without further notice on
February 3, 2023 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#cdb8bebdbebdbfa4bbacaeb4aba8a9bfa8aaa3a2b9a4aea88db8bebdbee3aaa2bb"><span class="__cf_email__" data-cfemail="552026252625273c2334362c3330312730323b3a213c363015202625267b323a23">[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
[[Page 377]]
Records Management Officer, Privacy and Records Management Office, at
202-268-3069 or (<a href="/cdn-cgi/l/email-protection#2e5b5d5e5d5e5c47584f4d57484b4a5c4b4940415a474d4b6e5b5d5e5d00494158"><span class="__cf_email__" data-cfemail="a1d4d2d1d2d1d3c8d7c0c2d8c7c4c5d3c4c6cfced5c8c2c4e1d4d2d1d28fc6ced7">[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 SOR, USPS 100.600
Personnel Research Records, should be revised to support the
implementation of quick customer experience surveys conducted at retail
Post Office locations.
I. Background
The Retail Experience team at USPS Headquarters is sponsoring the
implementation of quick customer experience surveys administered on
customer display units (CDUs) in retail Post Office locations. The
anonymous customer survey will consist of one question that will be
presented to the customer immediately after the retail customer visit
is completed. Participation by the customer in the survey is voluntary,
and a set of four to five questions will be rotated randomly across
transactions and displayed to the customer at the end of their retail
visit.
Upon completion, the anonymous customer survey will create a record
in the response file that links employee information and the retail
customer visit to the quick customer experience survey results. The
employee information captured that is associated with the survey is the
Employee Identification Number (EIN) of the employee who performed the
transaction during the customer visit.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify USPS SOR 100.600
Personnel Research Records to support the implementation of quick
customer experience surveys conducted in retail Post Office locations
that link the Employee Identification Number (EIN) of the employee who
performed the customer transaction during the Post Office visit to
anonymous customer survey responses.
The Postal Service is proposing the following modifications to USPS
SOR 100.600 Personnel Research Records in the summary of changes listed
below.
<bullet> Added one new Purpose--#4
<bullet> Modified Categories of Individuals #1 to include ``USPS
employees''
<bullet> Added one new Retention Period--#3
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 record to have any adverse effect on
individual privacy rights. USPS SOR 100.600 Personnel Research Records
is provided below in its entirety.
SYSTEM NAME AND NUMBER:
USPS 100.600 Personnel Research Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters, Integrated Business Solutions Services Centers,
and contractor sites.
SYSTEM MANAGER(S):
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260-4135.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 410, 1001, and 1005.
PURPOSE(S) OF THE SYSTEM:
1.To support research and development efforts on personnel
assessment instruments, recruitment efforts, workforce analysis, and
evaluation of Human Resource management practices.
2. To assess the impact of selection decisions on applicants in
race, ethnicity, sex, tenure, age, veteran status, and disability
categories.
3. To facilitate and support marketing initiatives, advertising
campaigns, brand strategy, strategic customer programs, customer
experience with products and services, including call centers, and
innovation and product improvement development.
4. To create a record in the survey responses file that links
Employee Identification Number (EIN) and retail customer visits to
quick customer experience surveys results that are administered on
customer display units in retail Post Office locations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. USPS employees, potential applicants for USPS employment,
applicants for USPS employment, USPS employee applicants for
reassignment and/or promotion, employees whose work records or
solicited responses are used in research projects, and former USPS
employees.
2. Employees who voluntarily respond to direct marketing messages,
respond to surveys, voluntarily participate in focus groups,
interviews, diaries, observational studies, prototype assessments, and
A/B comparison tests.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Applicant, potential applicant with candidate profile, and
employee information: Name, Social Security Number, Candidate
Identification Number, Employee Identification Number (EIN) or
respondent identification code, place of birth, date of birth, age,
postal assignment or vacancy/posting information, work contact
information, home address and personal phone number(s), personal email
address, finance number(s), title, level, duty location, and pay
location.
2. Personnel research information: Records related to race,
ethnicity, sex, tenure, age, veteran status, and disability status
(only if volunteered by the individual); research project identifiers;
and other information pertinent to personnel research.
3. Survey data: employee perception, feelings, habits, past
behaviors, preferences, recommended improvements, experiences with
customers, ownership, and hypothetical future scenarios.
RECORD SOURCE CATEGORIES:
USPS employees, former employees, applicants, and potential
applicants with candidate profiles who provide information to personnel
research programs and other systems of records.
ROUTINE USES OF RECORDS 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, digital files, and
paper files.
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
By individual name, Social Security Number, Candidate
Identification Number, Employee Identification Number, personal email
address, respondent identification code, research project identifiers,
postal assignment or vacancy/posting information, duty or pay location,
or location where data were collected.
[[Page 378]]
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Retention depends on the type of research project but does not
exceed 10 years.
2. Data retained for surveys conducted by Customer insight, market
research and survey records will be retained for 3 years.
3. Records for quick customer experience surveys administered on
customer display units in Post Office locations will be retained for 3
fiscal years, representing the current fiscal year-to-date, plus the
prior 2 fiscal 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 log-on
identifications, and operating system controls, which includes 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 below 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.
NOTIFICATION PROCEDURES:
Individuals wanting to know if information about them is maintained
in this system of records must address inquiries to the Vice President,
Employee Resource Management, 475 L'Enfant Plaza SW, Washington, DC
20260.
In cases of studies involving information not collected through an
examination, individuals must address inquiries to the system manager.
Inquiries must contain full name; Candidate Identification Number,
Employee Identification Number, or respondent identification code, and
subject or purpose of research/survey; and date and location of their
participation.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(j) and (k), USPS has established
regulations at 39 CFR 266.9 that exempt records in this system
depending on their purpose. The USPS has also claimed exemption from
certain provisions of the Act for several of its other systems of
records at 39 CFR 266.9. To the extent that copies of exempted records
from those other systems are incorporated into this system, the
exemptions applicable to the original primary system continue to apply
to the incorporated records.
HISTORY:
July 5, 2022: 87 FR 39876; July 19, 2013: 78 FR 43247; June 17,
2011: 76 FR 35483; and April 29, 2005: 70 FR 22516.
* * * * *
Sarah Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2022-28588 Filed 1-3-23; 8:45 am]
BILLING CODE P
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</html>Indexed from Federal Register on January 4, 2023.
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