Notice2025-19582
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
October 17, 2025
Effective
November 17, 2025
Issuing agencies
Postal Service
Abstract
The United States Postal Service (USPS) is proposing to revise one General Privacy Act System of Records (SOR). The proposed modifications will provide notice of, and additional transparency into the collection and use of records for the implementation of an electronic centralized USPS Tort Claims presentment portal. The Postal Service is focused on continuous improvement efforts that increase effectiveness and efficiency, such as enhancements to functionality and processing capabilities that support ongoing administrative and compliance activities.
Full Text
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<title>Federal Register, Volume 90 Issue 199 (Friday, October 17, 2025)</title>
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[Federal Register Volume 90, Number 199 (Friday, October 17, 2025)]
[Notices]
[Pages 48365-48367]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-19582]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of modified systems of records.
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SUMMARY: The United States Postal Service (USPS) is proposing to revise
one General Privacy Act System of Records (SOR). The proposed
modifications will provide notice of, and additional transparency into
the collection and use of records for the implementation of an
electronic centralized USPS Tort Claims presentment portal. The Postal
Service is focused on continuous improvement efforts that increase
effectiveness and efficiency, such as enhancements to functionality and
processing capabilities that support ongoing administrative and
compliance activities.
DATES: These revisions will become effective without further notice on
November 17, 2025, 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#374244474447455e4156544e5152534552505958435e5452774244474419505841"><span class="__cf_email__" data-cfemail="087d7b787b787a617e696b716e6d6c7a6d6f66677c616b6d487d7b787b266f677e">[email protected]</span></a>). To facilitate public inspection,
arrangements to view copies of any written comments received will be
made upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, at
202-268-2000 or <a href="/cdn-cgi/l/email-protection#166365666566647f6077756f7073726473717879627f7573566365666538717960"><span class="__cf_email__" data-cfemail="a0d5d3d0d3d0d2c9d6c1c3d9c6c5c4d2c5c7cecfd4c9c3c5e0d5d3d0d38ec7cfd6">[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 General Privacy Act System of Records, USPS SOR
600.100 General Legal Records, should be revised to provide notice and
promote transparency into the collection and use of records for the
implementation of an electronic centralized USPS Tort Claims
presentment portal, designed to enhance ongoing administrative and
compliance activities that meet the requirements of the Federal Tort
Claims Act.
I. Background
The United States Postal Service (USPS) is an independent federal
establishment of the executive branch
[[Page 48366]]
and as such, the Federal Torts Claims Act (FTCA) is applicable to USPS
under 39 U.S.C. 409(c). The USPS Law Department, led by the General
Counsel, effectively functions as a large law firm with an enormously
varied practice. Attorneys for the Postal Service practice in many
areas, including: labor and employment, commercial, torts, economic
regulation, finance, contracts, intellectual property, real estate,
legislation, administrative, international, information, government
ethics, and consumer protection law.
II. Rationale for Changes to USPS Privacy Act Systems of Records
The Postal Service continuously seeks to improve processes and
procedures that enhance functionality, improve efficiency and increase
ease of use for the public. The USPS Law Department is sponsoring an
initiative to replace a decentralized, paper-based Tort Claims filing
process with a centralized electronic Tort Claims portal. The Tort
Claims portal will provide secure access to individuals, attorneys,
insurance companies, businesses, claimants, and claimant's
representatives who are presenting tort claims and uploading supporting
documentation. Secure access is ensured by using a login account and
password assigned to registered users that have been properly
authenticated.
The electronic Tort Claims presentment Portal will be designed to
be easily accessible; to provide the Standard Form 95, Claim for
Damage, Injury or Death, and instructions on presenting a tort claim;
and to provide confirmation that the submission has been successfully
uploaded to the portal. The Portal will also be designed to securely
receive personally identifiable information necessary to support tort
claims, such as medical records; medical bills; wage loss information;
etc. to allow for greater efficiency in real time claim presentment and
supporting documentation.
III. Description of the Modified System of Records
The Postal Service is proposing modifications to USPS SOR 600.100
General Legal Records as indicated in the summary of changes listed
below:
<bullet> Updated System Location with updated name.
<bullet> Added new Purpose number 2, amended the original Purpose
number 2 and split it into Purpose numbers 3 and 4, then renumbered the
remaining Purpose as number 5.
<bullet> Added new Category of Individuals number 2 and renumbered
subsequent Categories of Individuals.
<bullet> Added new Category of Records number 2.
<bullet> Updated 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 (OMB) 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 600.100 is provided below
in its entirety.
SYSTEM NAME AND NUMBER:
USPS 600.100 General Legal Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Law Department, USPS Headquarters and field offices; area and
district facilities; Integrated Business Solutions Services Centers;
National Tort Center; and Post Offices.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel 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, 409, 1206, and 1208.
PURPOSE(S) OF THE SYSTEM:
1. To provide legal advice and representation in NLRB cases, labor
or employment litigation, and miscellaneous civil actions and
litigation.
2. To facilitate the electronic presentment of Tort Claims and
supporting documentation through a secure centralized claims
presentment portal system.
3. To adjudicate, settle, or defend against tort claims made under
the Federal Tort Claims Act;
4. To support program management by accident prevention and safety
officers; and to provide pertinent information regarding safety,
accidents, and claims to equipment providers and insurers.
5. To protect USPS intellectual property and patents.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Current or former USPS employees who are parties to National
Labor Relations Board (NLRB) cases, or on whose behalf NLRB charges are
filed by a collective bargaining representative, and other individuals
involved in labor or employment litigation.
2. Claimants and claimant's representatives who are presenting tort
claims, including individuals, attorneys, insurance companies, and
businesses who claim to be involved in accidents related to USPS
operations and who seek money damages under the Federal Tort Claims Act
(FTCA).
3. Individuals investigated for possible infringement of USPS
intellectual property rights, including inventors seeking patents for
devices.
4. Individuals involved in other formal administrative proceedings
or litigation in which USPS is a party or has an interest in which
information or testimony is sought.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Records related to proceedings, including individuals' names,
Social Security Numbers, postal assignment information, work contact
information, finance number(s), duty location, pay location, assigned
case or docket numbers, and other details related to the nature of the
litigants and litigation subject matter.
2. Records pertaining to Torts Claims including but not limited to
the Standard Form 95, Claim for Damage, Injury, or Death: claimant's
name, address, claimant's representative name, type of employment, date
of birth, marital status, date and day of accident, basis of claim,
property damage: name and address of owner (if other than claimant),
description of property, nature and extent of the damage and the
location of where the property may be inspected; personal injury/
wrongful death: nature and extent of each injury or cause of death, if
other than claimant, name of the injured person or decedent; witnesses:
name and address; amount of claim: property damage, personal injury,
wrongful death, total; signature of claimant, phone number of claimant
signing form, date of signature; insurance coverage: insurance company
name, address, insurance policy number, coverage or deductible with
deductible amount, action taken or proposed to be taken by insurer if
claim filed; tort claims presented via letter, medical records, medical
bills, Explanation of Benefits Forms, medical bill summaries, medical
records summaries, lost wage information, tax returns, financial
records, photographs, life care plans, economist reports, medical
expert reports, business records, property repair estimates, total loss
of property documentation, valuation reports, police reports, video
footage, statements, birth certificates,
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death certificates, estate documentation, titles, deeds, license and
registration information, and insurance policy information including
declaration pages.
RECORD SOURCE CATEGORIES:
Subject individuals; their counsel or other representative; For
FTCA, individuals, their counsel or other representative, insurance
companies, corporate entities and businesses; external authorities such
as the NLRB, Equal Employment Opportunity Commission, or Merit System
Protection Board; customers; police; postal inspectors; witnesses;
American Insurance Association Index reports; and other systems of
records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Standard routine uses 1. through 9. apply. In addition:
a. Tort claims records may be disclosed to members of the American
Insurance Association Index System; to insurance companies that have
issued policies under which the United States is or may be an
(additional) insured; to equipment manufacturers, suppliers, and their
insurers for claims considerations and possible improvement of
equipment and supplies; and in response to a subpoena or other
appropriate court order.
b. A record may be transferred and information from it disclosed to
the Patent and Trademark Office or the Library of Congress when
relevant in any proceeding involving the registration of Postal Service
trademarks or issuance of patents.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated database, computer storage media, and paper.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By name of subject individual, litigant, claimant, charging party,
or individual on whose behalf a charge has been filed; case number,
docket number, or topic title.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSTAL OF RECORDS:
1. Labor litigation records are retained 5 years.
2. Tort claim files are retained 7 years after final adjudication
or other closure. Tort litigation files are retained 5 years after
closure.
3. Records of investigations of possible infringement of USPS
intellectual property rights are retained 25 years after closure of the
case.
4. Records of miscellaneous civil actions and administrative
proceedings are retained 10 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
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 Procedures 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 system manager.
Inquiries must include full name of litigant, charging party, or
individual on whose behalf a charge has been filed, case number or
docket number, if known, and the approximate date the action was
instituted.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Records in this system that have been compiled in reasonable
anticipation of a civil action or proceeding are exempt from individual
access as permitted by 5 U.S.C. 552a(d)(5). 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:
October 24, 2011, 76 FR 65756.
Matthew W. Tievsky,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2025-19582 Filed 10-16-25; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on October 17, 2025.
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.