Notice2026-04779
Privacy Act of 1974; System of Records
Primary source
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Published
March 11, 2026
Effective
April 10, 2026
Issuing agencies
Postal Service
Abstract
The United States Postal Service (USPS) is proposing to modify one existing General Privacy Act System of Records (SOR) to support two continuous improvement initiatives. The Highway Contract Route (HCR) Driver's License scanning initiative to transition from a decentralized paper-based system to a centralized platform. The second initiative is the implementation of the USPS HCR scanning mobile application which is designed to enhance the visibility and operational efficiency of USPS contractor-transported mail by leveraging advanced tracking and scanning technologies.
Full Text
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<title>Federal Register, Volume 91 Issue 47 (Wednesday, March 11, 2026)</title>
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[Federal Register Volume 91, Number 47 (Wednesday, March 11, 2026)]
[Notices]
[Pages 12014-12017]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-04779]
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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 modify
one existing General Privacy Act System of Records (SOR) to support two
continuous improvement initiatives. The Highway Contract Route (HCR)
Driver's License scanning initiative to transition from a decentralized
paper-based system to a centralized platform. The second initiative is
the implementation of the USPS HCR scanning mobile application which is
designed to enhance the visibility and operational efficiency of USPS
contractor-transported mail by leveraging advanced tracking and
scanning technologies.
DATES: These revisions will become effective without further notice on
April 10, 2026, unless comments received 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#570204070407253e2136342e1132330532301938233e3432172224272479303821"><span class="__cf_email__" data-cfemail="287d7b787b785a415e494b516e4d4c7a4d4f66475c414b4d685d5b585b064f475e">[email protected]</span></a> email). 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, 202-
268-2000 or <a href="/cdn-cgi/l/email-protection#b2e7e1e2e1e2c0dbc4d3d1cbf4d7d6e0d7d5fcddc6dbd1d7f2c7c1c2c19cd5ddc4"><span class="__cf_email__" data-cfemail="9acfc9cac9cae8f3ecfbf9e3dcfffec8fffdd4f5eef3f9ffdaefe9eae9b4fdf5ec">[email protected]</span></a> email.
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 is proposing modifications to USPS SOR 500.100
Carrier and Operator Records, in support of two initiatives. The HCR
Driver's License scanning initiative is intended to increase the
security of Logistics operations at mail processing plants and reduce
the risk of privacy and security violations, by streamlining and
digitizing the PS Form 2081 process for non-cleared HCR drivers
requesting temporary access under special circumstances. The upgrade to
an electronic PS Form 2081 will increase security for USPS mail, mail
processing facilities, and assets, by providing a comprehensive log of
all contract drivers operating HCR transportation that request
temporary access, reducing the risk of potential privacy and security
violations.
This new cloud application will also be used to scan Commercial
Driver's Licenses (CDL) of HCR drivers requesting temporary access. A
PS Form 2081 must be completed and approved by the relevant
administrative official for each instance that a non-cleared HCR driver
requests temporary access that supports an HCR contract. This
[[Page 12015]]
CDL scanning application will be used to capture the barcode
information located on the CDL to create an electronic record of PS
Form 2081. The planned outcome of this new cloud application will
ensure that operations at all mail processing facilities are in
compliance with internal policies and procedures. In addition, this
transition to an electronic record will reduce the risk of improper use
or disclosure of Personally Identifiable Information (PII) associated
with the paper PS Form 2081. PS Form 2081 is used for HCR and
subcontract driver assignments and authorization for temporary access
to USPS facilities and mail. Temporary access is granted to drivers
that have not undergone screening procedures and have not been cleared
by the United States Postal Inspection Service (USPIS).
The second initiative supports the implementation of the USPS HCR
scanning mobile application. This initiative is designed to enhance the
visibility and operational efficiency of USPS contractor-transported
mail by leveraging advanced tracking and scanning technologies. This
scanning application enables real-time trailer visibility of HCR
transported mail using GPS data for GPS breadcrumb tracking and geo-
fence site departure/arrival times. It allows HCR drivers to scan
packages, trays, containers, and trailers, capturing critical events
such as arrival, load, unload, acceptance, delivery, and departure. The
information is sent to downstream USPS internal systems, providing USPS
with increased operational insight and enhanced visibility of mail in
transit. The application will be used by cleared HCR, and subcontract,
drivers as well as drivers who have been granted temporary access to
transport mail for the USPS. It not only facilitates real-time
visibility and tracking of mail transportation activities but also
ensures accountability by associating specific actions (e.g., scanning,
arrival/departure logging, and package sampling) with individual
drivers. Each driver's name and identification are tied to their
actions within the app, providing a comprehensive record of mail
handling and transportation events. This functionality is critical for
ensuring compliance with USPS policies, improving operational
oversight, and maintaining the integrity of mail security.
I. Background
The implementation of the driver's license scanning initiative
aligns with the goals and objectives for all HCR, and subcontract,
drivers that are assigned to regularly scheduled transportation to be
cleared by USPIS. However, the timeline required to obtain full
clearance on a driver can be prohibitive for suppliers to operate ad-
hoc or short-term transportation, such as auctioned extras or peak
season service. It is this type of transportation for which the PS Form
2081 process is intended. It provides authorization for temporary
access to facilities and the mail by capturing information about
drivers who may only be operating a one-time trip or extra trips during
a sixty-day period.
The enhancement to the USPS mobile scanning device will enable a
new cloud application for CDL barcode scanning. This application uses
technology to create an electronic record request for PS Form 2081. The
system monitors and tracks expiration dates and duplicate requests and
sends notice to the administrative official for the highway contract
route for additional action.
The second initiative supports the implementation of the USPS HCR
scanning mobile application. This initiative is designed to enhance the
visibility and operational efficiency of USPS contractor-transported
mail by leveraging advanced tracking and scanning technologies. The
implementation of the USPS HCR scanning mobile application aligns with
USPS objectives to improve mail visibility, operational efficiency, and
fraud detection while maintaining security and privacy standards. Below
are the key purposes of the proposed mobile application:
1. To enhance the visibility, tracking, and operational efficiency
of USPS HCR transported mail by leveraging GPS data, barcode scanning,
and manual event logging.
2. To reduce the risk of fraud, improve accountability, and ensure
compliance with USPS policies by associating individual HCR driver
actions with their identities within a secure application.
II. Rationale for Creation of a New USPS Privacy Act Systems of Records
The Postal Service is proposing modifications to USPS SOR 500.100
Carrier and Operator Records as indicated in the summary of changes
listed below:
<bullet> Removed Vice President, Retail & Post Office Operations;
added Vice President for Logistics to SYSTEM MANAGER(S) AND ADDRESS
list.
<bullet> Added new PURPOSES 4, 6, 7,13, and 14; Modified PURPOSES
5, and 8 through 12 to differentiate between which purposes apply to
employees or HCR drivers; Renumbered PURPOSES 4 through 14
sequentially.
<bullet> Added HCR and subcontract to CATEGORIES OF INDIVIDUALS
COVERED BY THE SYSTEM #3 and deleted the word highway.
<bullet> Modified CATEGORIES OF RECORDS #3 to include all data
elements collected with the new electronic PS Form 2081 HCR driver's
license scanning process. Added #4 to include all data elements for the
HCR scanning mobile application. Renumbered items 5-7.
<bullet> Added HCR driver's license scanning and HCR scanning
mobile application data elements for retrievability to POLICIES AND
PRACTICES FOR RETRIEVAL OF RECORDS.
<bullet> Added HCR details to #5 for POLICIES AND PRACTICES FOR
RETENTION AND DISPOSAL OF RECORDS; added new 6, 7, and 11; renumbered
items numbers 6-11.
<bullet> Updated HISTORY to include Federal Register Notice # 87 FR
63534.
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 (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 500.100 is provided below
in its entirety.
SYSTEM NAME AND NUMBER:
USPS 500.100 Carrier and Operator Records.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Headquarters; area and district facilities; processing and
distribution centers; bulk mail centers; vehicle maintenance
facilities; Post Offices; Integrated Business Solutions Services
Centers; Accounting Service Centers; contractor or licensee locations;
and facilities employing persons under a highway vehicle contract.
SYSTEM MANAGER(S) AND ADDRESS:
Vice President, Delivery Operations, United States Postal Service,
475 L'Enfant Plaza SW, Washington, DC 20260.
Vice President, Logistics, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
[[Page 12016]]
Senior Vice President, Logistics, United States Postal Service, 475
L'Enfant Plaza SW, Washington, DC 20260.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, 404, and 1206.
PURPOSE(S) OF THE SYSTEM:
1. To reimburse carriers who use privately owned vehicles to
transport the mail pursuant to a contractual agreement.
2. To evaluate delivery and collection operations and to administer
these functions.
3. To provide local Post Office managers, supervisors, and
transportation managers with information to assign routes and vehicles,
and to adjust workload, schedules, and type of equipment operated.
4. To facilitate the driver's license scanning (DLS) process for
Highway Contract Route (HCR), including subcontract, vehicle operators
by scanning the driver's license barcode.
5. To determine HCR, including subcontract, vehicle operator's
suitability and eligibility for temporary assignments requiring access
to mail, Postal facilities, and equipment. To maintain a list of
ineligible HCR drivers, companies, suppliers, and brokers to determine
access to Postal mail, facilities, and equipment, including those
banned due to criminal history.
6. To provide USPS with tracking and monitoring data about HCR, and
subcontract, vehicle operator's activity related to temporary access to
mail, facilities, and equipment.
7. HCR, and subcontractor, information can be used to support
investigations of HCR and subcontract vehicle operators for suspected
or actual incidents involving damage or theft of mail or vehicle
accidents that cause damage or harm to individuals, mail or postal
assets, or suspected criminal activity.
8. To serve as a basis for vehicle operator corrective action and
presentation of safe driving awards for USPS employees.
9. To administer the USPS fleet card program used by employees to
purchase commercial fuel and oil, maintenance repair, polishing and
washing, servicing, shuttling, and towing.
10. To administer an HCR Bid Solicitation and Contract Management
System to meet USPS transportation needs.
11. To evaluate USPS employee vehicle operator's driving execution
and improve vehicle efficiencies and safety performance from data
collected from Telematics devices installed into USPS fleet vehicles.
12. To manage USPS employee vehicle operator's status of state
Drivers Licensing and Commercial Drivers Licensing expiration dates.
13. To administer and maintain the USPS HCR scanning mobile
application which enhances the visibility, tracking, and operational
efficiency of USPS HCR transported mail by leveraging GPS data, barcode
scanning, and manual event logging.
14. To authenticate users of the HCR scanning mobile application to
reduce the risk of fraud, prevent unauthorized access, improve
accountability, and ensure compliance with USPS policies by associating
individual HCR driver actions with their identities within a secure
application and allow for the auditing of user actions.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. City Letter carriers.
2. Current and former USPS employees who operate or maintain USPS-
owned or leased vehicles.
3. HCR, and subcontract, vehicle operators and suppliers, including
companies and individuals, under contract or agreement with the Postal
Service to provide transportation services.
4. Vehicle Maintenance Facility employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Carrier information: Records related to letter carriers,
including carrier's name, home address, Social Security Number,
Employee Identification Number, postal assignment information, work
contact information, finance number(s), duty location, pay location,
route number and work schedule, and effective date of agreement for use
of a privately owned vehicle to transport the mail, if applicable.
2. Vehicle operator information: Records of employees' operation or
maintenance of USPS-owned or leased vehicles, including employee name,
home address, Social Security Number, Employee Identification Number,
age, postal assignment information, work contact information, finance
number(s), duty location, pay location, work schedule, Fuel Purchase
Fleet Card Personal Identification Number (PIN), and other records of
vehicle operation and maintenance.
3. Highway Contract Route employee information: Records related to
contract and subcontract company including company, supplier, broker
name, United States Department of Transportation (USDOT) number, Motor
Carrier number (MC); Barcode scan to capture: driver name, home
address, driver's license number, birth date, height, weight; Social
Security Number, phone number, driver's initials, contract route
number, and Postal administrative official signature.
4. Highway Contract Route mobile application records: Access Logs,
Error Logs, Page View Logs includes user ID, email address, address,
name, IP Address, location (derived from IP Address), user agent
(device/browser type); Scan Events (trailer assignment, arrival time,
departure time, load time, unload time, fraud sampling, PS Form 5630
Shipment Confirmation Acceptance Notice, PS Form 3883-A Firm Delivery
Receipt), GPS Breadcrumbs including real-time GPS Coordinates
(Precise), timestamps, USPS site NASS code, load ID, event ID, and
trailer ID; driver associations (association of a driver to a given
USPS load) includes USPS badge number, name, and phone number.
5. Bid Solicitation and Contract Management System Records:
Individual operator name, owner name, address, email address, phone
number, SMS text, other contact information, Social Security Number,
Taxpayer Identification Number (TIN), driver's license number and
state, route number, trip schedules, Accounts Payable Excellence (APEX)
system number, Standard Carrier Alpha Code (SCAC), contract number, bid
solicitation information, financial statements, insurance information,
company name, company address, company phone number, company email
address, list of services provided, cost of services provided,
geographic coverage, other information such as safe driving or accident
records and other scanned in documents that accompany contract
information, contract Terms and Conditions, lease agreements, payment
information, and scanned images of hardcopy contract documentation.
6. Vehicle Maintenance Facility (VMF) Technicians, Clerks and VMF
Supervisors: Records related to vehicle maintenance facility employees,
including name, home address, Social Security Number, Employee
Identification Number, postal assignment information, work contact
information, finance number(s), duty location, pay location and work
schedule.
7. Vehicle Maintenance Facility (VMF) Motor Vehicle Operators:
Records related to vehicle maintenance facility employees, including
name, home address, Social Security Number, Employee Identification
Number, postal
[[Page 12017]]
assignment information, work contact information, finance number(s),
duty location, pay location, state Driver's License, Commercial
Driver's License, and work schedule.
RECORD SOURCE CATEGORIES:
Employees; contractors or suppliers; carrier supervisors; route
inspectors, state motor vehicle departments and VMF employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND 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:
By name, email address, Social Security Number, Taxpayer
Identification Number (TIN), Employee Identification Number (EIN), pay
location, Postal Service facility name, route number, vehicle number,
or Fuel Purchase Fleet Card Personal Identification Number (PIN), HCR
driver's license number, United States Department of Transportation
(USDOT) number, Motor Carrier (MC) number, company name, GPS
coordinates, timestamp, user ID, USPS site NASS code, load ID, event
ID, trailer ID, contract number, Accounts Payable Excellence (APEX)
System Number, and Standard Carrier Alpha Code (SCAC).
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Route inspection records and minor adjustment worksheets are
retained 2 years where inspections or minor adjustments are made
annually or more frequently. Where inspections are made less than
annually, records are retained until a new inspection or minor
adjustment, and an additional 2 years thereafter.
2. Statistical engineering records are retained 5 years and may be
retained further on a year-to-year basis.
3. Agreements for use of a privately owned vehicle are retained 2
years. Post office copies of payment authorizations are retained 90
days. Vehicle records are maintained for the life of the vehicle.
4. Records of employees who operate or maintain USPS vehicles are
retained 4 years.
5. Employment records of HCR, and subcontract, employees who are
screened through the United States Postal Inspection Service are
retained during employment and for 1 year from the date of the
employee's separation.
6. Records of HCR, and subcontractors, derived from paper PS Form
2081 and collected from electronic driver's license scans which are
used to populate an electronic PS Form 2081. This will allow temporary
access to facilities for 60 days from the date of approval. HCR
Driver's PS 2081 paper and electronic forms are retained for auditing
and investigative purposes for 1 year from the date of issuance.
7. List of ineligible HCR drivers, companies, suppliers, and
brokers, including those banned due to criminal history, are maintained
until authorized removal.
8. Records pertaining to the USPS fuel fleet card purchase program
are retained for 10 years.
9. Records stored within the Bid Solicitation and Contract
Management System are retained for six (6) years after the end of the
fiscal year in which the contract record become inactive.
10. Telematics vehicle data records that contain Carrier and
vehicle operator information will be maintained for 20 years after the
end of the calendar year in which the individual vehicle is disposed
of.
11. The USPS HCR scanning mobile application will retain
application logs, such as authentication attempts, error reports, and
crash analytics, for a rolling period of 30 days to support
troubleshooting and operational monitoring. Scan data with driver
associations will be processed and stored by USPS downstream systems,
which will adhere to their respective data retention policies.
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:
Current and former employees, and highway vehicle contract
employees, wanting to know if information about them is maintained in
this system of records must address inquiries to the facility head
where currently or last employed. Requests must include full name,
Social Security Number or Employee Identification Number, and, where
applicable, the route number and dates of any related agreements or
contracts.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
October 19, 2022, 87 FR 63534; July 25, 2022, 87 FR 44157; May 15,
2020, 85 FR 29492; June 27, 2012, 77 FR 38342.
Jeffrey Boblick,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2026-04779 Filed 3-10-26; 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.