Notice2023-04339
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
March 8, 2023
Effective
April 7, 2023
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (USPS) is proposing to revise one Customer Privacy Act System of Records (SOR). These modifications are being made to support an initiative that is intended to enhance the USPS shippers' customer experience and individual privacy protection when filing an online International inquiry. The USPS International Assistant (IA) initiative will improve the efficiency of the identity verification process by streamlining name and address verification as described below.
Full Text
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<title>Federal Register, Volume 88 Issue 45 (Wednesday, March 8, 2023)</title>
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[Federal Register Volume 88, Number 45 (Wednesday, March 8, 2023)]
[Notices]
[Pages 14400-14402]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-04339]
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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] (USPS) is proposing
to revise one Customer Privacy Act System of Records (SOR). These
modifications are being made to support an initiative that is intended
to enhance the USPS shippers' customer experience and individual
privacy protection when filing an online International inquiry. The
USPS International Assistant (IA) initiative will improve the
efficiency of the identity verification process by streamlining name
and address verification as described below.
DATES: These revisions will become effective without further notice on
April 7, 2023, 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#d6a3a5a6a5a6a4bfa0b7b5afb0b3b2a4b3b1b8b9a2bfb5b396a3a5a6a5f8b1b9a0"><span class="__cf_email__" data-cfemail="691c1a191a191b001f080a100f0c0d1b0c0e07061d000a0c291c1a191a470e061f">[email protected]</span></a>). To facilitate public inspection,
arrangements to view copies of written comments received may be made
upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, via
(<a href="/cdn-cgi/l/email-protection#631610131013110a1502001a0506071106040d0c170a000623161013104d040c15"><span class="__cf_email__" data-cfemail="d0a5a3a0a3a0a2b9a6b1b3a9b6b5b4a2b5b7bebfa4b9b3b590a5a3a0a3feb7bfa6">[email protected]</span></a> or 202-268-2000).
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 SOR 810.100, <a href="http://www.usps.com">www.usps.com</a> Registration, should be revised to
support the USPS International Assistant (IA) initiative. The Postal
Service continuously seeks to improve service and the customer
experience and is therefore proposing to simplify the process for
filing an international inquiry online by using the IA tool. The IA
initiative is intended to improve the efficiency of the identity
verification process by streamlining name and address verification when
submitting International Inquiries on <a href="http://usps.com">usps.com</a>. The USPS International
Assistant (IA) promotes individual privacy protection by leveraging
<a href="http://usps.com">usps.com</a> Customer Registration account profile information to improve
the identity verification of the individual submitting the
international inquiry.
I. Background
International customer care involves a two-step process to submit
an International inquiry for lost or damaged packages. Investigation of
a package that a customer shipped from the United States (U.S.) to an
International destination begins with an individual customer inquiry.
Once the inquiry is filed and the USPS agent investigates the lost or
damaged package request, the inquiry is determined to be either closed
or to proceed as a Claim.
The IA online International inquiry tool initially facilitates the
filing of an inquiry by using the package tracking number to pull
product, service, scanning, and shipment data from internal USPS
databases. The USPS requires this data for each export shipment to meet
compliance regulations and to investigate the status of a customer's
International inquiry. The individual that is filing the inquiry will
be required to login to their <a href="http://usps.com">usps.com</a> Customer Registration account to
proceed. IA then begins the process to verify that the customer filing
the inquiry is the sender of the package, or if the individual filing
the inquiry is the Sender's Representative.
Enhanced International Assistant (IA) Online Inquiry Process
Description
For the Sender: If the sender's name and address on the package
matches the name and address in the Customer Registration profile of
the individual customer filing the international inquiry, the IA system
will allow the
[[Page 14401]]
customer to proceed with filing an inquiry. However, if the sender's
name and/or address associated with the package is different than the
name and/or address in the Customer Registration profile, the IA system
will ask the customer to confirm the sender's name and/or address that
appears on the shipment. If the sender's name on the package matches
the name in the Customer Registration profile, and the sender can
identify the sender's address on the package, the customer will be
advised to update their address profile, if applicable, in Customer
Registration on <a href="http://usps.com">usps.com</a>. If this customer does not accurately identify
the sender's name and/or address on the package, then the customer will
be asked to call the USPS Customer Care Center for further assistance.
For the Sender's Representative: If the sender's representative is
filing the inquiry and has registered in Customer Registration on
<a href="http://usps.com">usps.com</a> with a name and address that is different from the sender's,
they will be asked to identify the sender's address on the package
identified with the tracking number. If this customer does not
accurately identify the sender's address on the package, then the
customer will be asked to call the USPS Customer Care Center for
further assistance.
The IA tool is a dynamic customer facing interactive solution that
facilitates a complete and accurate inquiry for lost or damaged
packages that were sent to International destinations. IA optimizes
steps needed to submit an inquiry, while providing guidance to
customers based on their responses for key information. The Postal
Service is proposing to enhance the International Assistant (IA)
international inquiry registration process on <a href="http://usps.com">usps.com</a>, by making it
easier for the customer to secure authorization to file an inquiry by
verifying their identity using their Customer Registration account
profile name and address information.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The enhanced IA online inquiry submission process requires the
customer to sign-in to, or to create an account on <a href="http://www.usps.com">www.usps.com</a>,
Customer Registration. The proposed process change will protect the
privacy of the sender's personal information by verifying that the
customer filing the inquiry is either the Sender or the Sender's
Representative. This process fulfills the objective to protect the
privacy of the sender's personal information by verifying the sender's
identity and address, or by verifying the sender representative's
authority to file the Inquiry. For example, the sender's representative
cannot access the sender's personal address information based on the
package tracking number alone. By leveraging the customer registration
profile information of a logged-in customer, the IA can also prefill
most of the information individual customers are required to enter when
filing an inquiry. Therefore, the IA enhancement facilitates sender
name and address verification, while streamlining the online
international inquiry process.
The Postal Service has determined that Privacy Act System of
Records, USPS SOR 810.100 <a href="http://www.usps.com">www.usps.com</a> Registration, should be revised
to support a key component of the International Assistant (IA)
Initiative, to verify the sender's name and address or the authority of
the sender's representative to file the inquiry, by leveraging their
respective Customer Registration account profile.
III. Description of the Modified System of Records
<bullet> Added new PURPOSE #16 for International Package inquiries
using the International Assistant tool
<bullet> Added new CATEGORY OF RECORDS #8 for International Package
inquiries using the International Assistant tool
<bullet> Added Retrieval by Tracking Number for International Package
inquiries to Policies and Practices for Retrieval of Records
<bullet> Added Sender and Sender's representative for international
package shipment inquiries to Record Source Categories
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. USPS SOR 810.100 <a href="http://www.usps.com">www.usps.com</a> Registration
is provided below in its entirety.
SYSTEM NAME AND NUMBER:
USPS 810.100, <a href="http://www.usps.com">www.usps.com</a> Registration.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Computer Operations Service Centers.
SYSTEM MANAGER(S):
Chief Customer and Marketing Officer and Executive Vice President,
United States Postal Service, 475 L'Enfant Plaza SW, Washington, DC
20260-5005, (202) 268-7536.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, and 404.
PURPOSE(S) OF THE SYSTEM:
1. To provide online registration with single sign-on services for
customers.
2. To facilitate online registration, provide enrollment
capability, and administer internet-based services or features.
3. To maintain current and up-to-date address information to assure
accurate and reliable delivery and fulfillment of postal products,
services, and other material.
4. To obtain accurate contact information in order to deliver
requested products, services, and other material.
5. To authenticate customer logon information for <a href="http://usps.com">usps.com</a>.
6. To permit customer feedback in order to improve <a href="http://usps.com">usps.com</a> or USPS
products and services.
7. To enhance understanding and fulfillment of customer needs.
8. To verify a customer's identity when the customer establishes or
attempts to access his or her account.
9. To identify, prevent, and mitigate the effects of fraudulent
transactions.
10. To enhance the customer experience by improving the security of
Change of Address (COA) and Hold Mail processes.
11. To protect USPS customers from becoming potential victims of
mail fraud and identity theft.
12. To identify and mitigate potential fraud in the COA and Hold
Mail processes.
13. To verify a customer's identity when applying for COA and Hold
Mail services.
14. To provide online registration for Informed Address platform
service for customers.
15. To authenticate customer logon information for Informed Address
platform services.
16. To verify the name and address of the sender or the authority
of the sender's representative when submitting an online International
inquiry for a lost or damaged package on <a href="http://usps.com">usps.com</a>, such as the use of
the International Assistant tool.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Customers who register via the USPS website at <a href="http://usps.com">usps.com</a>.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Customer information: Name; customer ID(s); company name; job
title
[[Page 14402]]
and role; home, business, and billing address; phone number(s) and fax
number; email(s); URL; text message number(s) and carrier; and
Automated Clearing House (ACH) information.
2. Identity verification information: Question, answer, username,
user ID, password, email address, text message address and carrier, and
results of identity proofing validation.
3. Business specific information: Business type and location,
business IDs, annual revenue, number of employees, industry, nonprofit
rate status, mail owner, mail service provider, PC postage user, PC
postage vendor, product usage information, annual and/or monthly
shipping budget, payment method and information, planned use of
product, age of website, and information submitted by, or collected
from, business customers in connection with promotional marketing
campaigns.
4. Customer preferences: Preferences to receive USPS marketing
information, preferences to receive marketing information from USPS
partners, preferred means of contact, preferred email language and
format, preferred on-screen viewing language, product and/or service
marketing preference.
5. Customer feedback: Method of referral to website.
6. Registration information: Date of registration.
7. Online user information: Internet Protocol (IP) address, domain
name, operating system versions, browser version, date and time of
connection, Media Access Control (MAC) address, device identifier,
information about the software acting on behalf of the user (i.e., user
agent), and geographic location.
8. International Inquiries: Name and address in Customer
Registration account profile used to match with Sender name and address
or Sender's representative authority to file an international inquiry
for a lost or damaged package.
RECORD SOURCE CATEGORIES:
Customers, Individual Sender and Sender's representative filing an
international inquiry for lost or damaged packages.
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.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By customer name, customer ID(s), phone number, mail, email
address, IP address, text message address, and any customer information
or online user information.
By tracking number for International package shipments for which an
individual sender or sender's representative is filing an online
International inquiry for loss or damage.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. ACH records are retained up to 2 years.
2. Records stored in the registration database are retained until
the customer cancels the profile record, 3 years after the customer
last accesses records, or until the relationship ends.
3. For small business registration, records are retained 5 years
after the relationship ends.
4. Online user information may be retained for 6 months. 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 transmissions are protected by encryption.
For small business registration, computer storage tapes and disks
are maintained in controlled-access areas or under general scrutiny of
program personnel. Access is controlled by logon ID and password as
authorized by the Marketing organization via secure website. Online
data transmissions are 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 Procedures and Record Access Procedures.
NOTIFICATION PROCEDURES:
Customers wanting to know if information about them is maintained
in this system of records must address inquiries in writing to the
system manager. Inquiries must contain name, address, and other
identifying information.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
December 27, 2018, 83 FR 66768; August 25, 2016, 81 FR 58542; June
30, 2016, 81 FR 42760; June 20, 2014, 79 FR 35389; January 23, 2014, 79
FR 3881; July 11, 2012, 77 FR 40921; October 24, 2011, 76 FR 65756; May
08, 2008, 73 FR 26155; April 29, 2005, 70 FR 22516.
Sarah Sullivan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2023-04339 Filed 3-7-23; 8:45 am]
BILLING CODE 7710-12-P
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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.