Notice2023-12616
Privacy Act of 1974; Modified System of Records
Primary source
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Published
June 21, 2023
Effective
July 21, 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. These updates are being made to support an initiative to track workroom floor assets and activities.
Full Text
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<title>Federal Register, Volume 88 Issue 118 (Wednesday, June 21, 2023)</title>
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[Federal Register Volume 88, Number 118 (Wednesday, June 21, 2023)]
[Notices]
[Pages 40340-40344]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-12616]
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POSTAL SERVICE
Privacy Act of 1974; Modified System of Records
AGENCY: Postal Service<SUP>TM</SUP>.
ACTION: Notice of a modified system of records.
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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. These updates are being made to
support an initiative to track workroom floor assets and activities.
DATES: These revisions will become effective without further notice on
July 21, 2023, unless 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#0f7a7c7f7c7f7d66796e6c76696a6b7d6a6861607b666c6a4f7a7c7f7c21686079"><span class="__cf_email__" data-cfemail="295c5a595a595b405f484a504f4c4d5b4c4e47465d404a4c695c5a595a074e465f">[email protected]</span></a>). Arrangements to view copies of any
written comments received, to facilitate public inspection, will be
made upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
[[Page 40341]]
Records Management Officer, Privacy and Records Management Office,
<a href="/cdn-cgi/l/email-protection#7104020102010318071012081714150314161f1e0518121431040201025f161e07"><span class="__cf_email__" data-cfemail="552026252625273c2334362c3330312730323b3a213c363015202625267b323a23">[email protected]</span></a> and by phone at 202-268-2000.
SUPPLEMENTARY INFORMATION:
I. Background
The Postal Service is seeking to implement an initiative that will
allow for the tracking of assets and activities on the workroom floor.
This asset and activity tracking will use Bluetooth chip technology
associated with ID badges for employees, contractors and visitors
within a building or facility. This tracking functionality will
facilitate the collection of workhour statistics, including time spent
on various activities and duties, allow employees to perform clock
rings, and help account for employees during an emergency evacuation
from selected facilities.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service is proposing to modify SOR 500.000 Property
Management Records, to allow for the tracking of assets and activities
on the workroom floor. The SOR will be revised accordingly in the
following manners:
--Add four new Purposes of the System: #s 13,14, 15, and 16.
--Add one new Category of Records in the System, # 14
--Add one new Policy and Practice for Retrieval of Records: # 7
--Add one new Policy and Practice for Retention and Disposal of
Records: # 8
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 notice for modifications to USPS SOR 500.000, Property
Management Records is provided below in its entirety:
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:
To ensure personal and building safety and security by controlling
access to USPS facilities. To ensure accountability for property issued
to persons. 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. To enable access to the USPS
meeting and video web conferencing applications. 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. To facilitate team
collaboration and communication through information sharing and cross-
functional participation. To allow users to communicate through web-
based applications. To facilitate and support cybersecurity
investigations of detected or reported information security incidents.
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. To authenticate user
identity for the purpose of accessing USPS information systems. To
provide parking and carpooling services to individuals who use USPS
parking facilities. To provide pre-registration for guest access to
online meetings and web conferences. To provide visibility on
unmeasured workroom floor activities. To enhance visibility into work
hours used by product type, standard work management, and overtime
status. To improve scheduling efficiency through visibility into the
use of workroom floor assets and activities. To generate clock ring
data based on employee workroom floor activities, assignments and/or
duties.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are granted regular access to USPS facilities
through the issuance of a building access badge, or who are assigned
accountable property. 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. Individuals who are members of carpools with USPS
employees or otherwise regularly use USPS parking facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
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. 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. 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.
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,
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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, 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 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. 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,
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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. 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, 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, Web-Based Meeting And Web Conference Telemetry Data: Event
Time, Client Type, Event Location, Event, Subevent, UUID, Client
Version, UserID, Client OS, Meeting ID. 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. 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.
Identity verification information: Question, answer, and email address.
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. Workroom Floor Access and Activity Information: Records
related to issuance of building access badges supporting time keeping
functions, including name, Bluetooth Device ID, Employee Identification
Number, postal assignment information, workroom floor activities,
assignments and/or duties, work contact information, finance number(s),
duty location, clock ring data, and pay location.
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 AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records about building access and issuance of accountable property
are retrieved by name, Social Security Number, or Employee
Identification Number. Records about authorized
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access to computer and information resources are retrieved by name,
logon ID, Employee Identification Number, or other unique identifier of
the individual. 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. Records pertaining to web-based collaboration and
communication applications are retrieved by organizer name and other
associated personal identifiers. Media recordings created during web-
based meetings and video conferences are retrieved by meeting ID, host
name or host email address. Records of carpools and parking facilities
are retrieved by name, ZIP Code, space number, or parking license
number. Records pertaining to workhour data derived from RFID and
Bluetooth technologies are retrieved by name, Employee Identification
Number, and Bluetooth Device ID.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Building access and accountable property records are retained until
termination of access or accountability. Records of computer access
privileges are retained 1 year after all authorizations are cancelled.
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. Records pertaining to
web-based collaboration and communication applications are retained for
twenty-four months. Web-based meeting or video session recordings are
retained for twenty-four months. Records of carpool membership and use
of USPS parking facilities are retained 6 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. Records pertaining to workhour data
derived from RFID and Bluetooth technologies may be retained up to 90
days.
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 FROM THIS SYSTEM:
None.
HISTORY:
December 23, 2022, 87 FR 79006; 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.
Sarah Sullivan,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2023-12616 Filed 6-20-23; 8:45 am]
BILLING CODE 7710-12-P
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