Notice2026-08376
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
April 30, 2026
Effective
June 1, 2026
Issuing agencies
Postal Service
Abstract
The United States Postal Service (USPS) is proposing to revise one General Privacy Act System of Records (SOR) to support the implementation of a new Legal Case Management System.
Full Text
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<title>Federal Register, Volume 91 Issue 83 (Thursday, April 30, 2026)</title>
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[Federal Register Volume 91, Number 83 (Thursday, April 30, 2026)]
[Notices]
[Pages 23315-23317]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-08376]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of modified system 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) to support the
implementation of a new Legal Case Management System.
DATES: These revisions will become effective without further notice on
June 1, 2026, 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#3d484e4d4e4d4f544b5c5e445b58594f585a535249545e587d484e4d4e135a524b"><span class="__cf_email__" data-cfemail="4035333033303229362123392625243225272e2f3429232500353330336e272f36">[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#dca9afacafacaeb5aabdbfa5bab9b8aeb9bbb2b3a8b5bfb99ca9afacaff2bbb3aa"><span class="__cf_email__" data-cfemail="eb9e989b989b99829d8a88928d8e8f998e8c85849f82888eab9e989b98c58c849d">[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 support the
implementation of a new Legal Case Management System.
I. Background
USPS continues its efforts to serve every American by identifying
opportunity for improvement. One identified area is the USPS Law
Department's case management system. Currently, USPS leverages several
disparate systems to manage its legal obligations and legal matters.
USPS will, then, implement a new, streamlined solution to maximize the
efficiency and effectiveness of its Law Department as it continues to
support Postal operations and service.
II. Rationale for Changes to USPS Privacy Act Systems of Records
To accommodate the complexity of the new case management solution,
this System of Records will be modified to reflect the types of legal
information that will be contained in this new application and to
further identify the granularity of some integrating systems. Such
disclosure will allow enhanced data analysis and introspection into
legal matters involving USPS, Finally, these changes will support the
future implementation of AI-assisted functionality, further enhancing
USPS Law Department capabilities and efficiency.
USPS 600.100 General Legal Records will, therefore, be modified as
such:
Four new purposes, 6 through 9.
One modified Category of Records, 1.
Eight new Categories of Records, numbers 4 through 11.
One new Category of Individuals, number 5.
[[Page 23316]]
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 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.
6. To assign, track, and manage tasks and advice related to
litigation cases and administrative matters.
7. To provide internal and external reports for performance,
historical trends, and analysis.
8. To provide document management services for knowledge management
and work product archival.
9. To provide data to an AI model, system, or application for
machine learning and large language model functions.
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.
5. USPS Law Department Employees and Contractors
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, USPS Law
Department advice matters, assigned case or docket numbers, and other
details related to the nature of the litigants and litigation subject
matter including but not limited to court records, legal research, case
files, litigation materials, exhibits, internal memoranda, internal
reports, investigative reports, medical reports, property records,
pleadings, correspondence.
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, death certificates, estate
documentation, titles, deeds, license and registration information, and
insurance policy information including declaration pages.
4. Document Management Records: Document Owner, Document Author,
Document Modified Dates, Document Modified Values, Document Created
Value, Document Deleted Values, Document Created Dates, Document
Deleted Dates,
5. Law Department Information System User Records: EIN, Employee
Name, Job Title, Residential Mailing Address, Manager, Facility/Duty
Station, District/Division, Designation Activity Code, Area/HQ/Region,
Finance Number, Duty Station Finance Number, Case ID, Industry, Fax
Number, Phone Number, Alias
6. eDiscovery Legal Records: Name, Description, Number, Type,
Business Unit/Company, eDP Notes, Status, Court/Jurisdiction, Date
Filed, Date Served, Court Date, Close Date, In-house Counsel Name,
Outside Counsel Name, Lead Attorney Name, Team Member Names.
7. EEO Case Management System Legal Records: Agency Number,
Complainant's Name, Complainant's EIN, Complainant's Finance Number,
Complainant's Facility Name, Complainant's Work City, Complainant's
Work State, Complainant's Work Zip, Complainant's Preferred E-Mail,
Complainant's Personal Cell Phone Number, Complainant's Home Phone
Number, Complainant's Work Phone Number, Management Representative
Name, Management Representative E-Mail, Management Representative
Address, Complainant Representative Name, Complainant Representative,
E-Mail, Complainant Representative Address, Management Officials and/or
RMO Name, Claim Type(s)/Bases, Events, Documents, Prior case history
based on EIN.
[[Page 23317]]
8. Judicial Officer System Legal Records: Case Number, Case Name,
Date Added, Case Type, Case Status, Docket Number.
9. Personnel Legal Records: EIN, First Name, Last Name, Middle
Name, Last Nature of Action Effective Date, Last Nature of Action, Last
Nature of Action Description, Rate Schedule Code, Level, Designation/
Activity Code, Occupation Code, Job Title, Area Code, Area, Performance
Cluster Code, PFC, Business Area Code, Business Area, Hire Finance
Number, Hire Finance name, City, State, Duty Station Finance Number,
Duty Station Name, Organization Unit ID, Organization Unit Name.
10. NAOFA Legal Records: FINANCE_NUMBER, UNIT_NUMBER, BA, FDC, PFC,
MPOO, FIN_STATUS, FINANCE_NUMBER_TYPE, NAME, BA_NAME, FDC_NAME,
PFC_NAME, LEAD_FINANCE_NUMBER, EFFECTIVE_FINANCE_NUMBER, CORE_ADDRESS1,
CORE_ADDRESS2, CORE_ADDRESS3, CORE_ADDRESS4, CORE_CITY, CORE_COUNTY,
CORE_STATE, CORE_ZIP, CORE_ZIP_EXTENSION, UNIT_NAME, UNIT_ADDRESS1,
UNIT_ADDRESS2, UNIT_ADDRESS3, UNIT_ADDRESS4, UNIT_CITY, UNIT_COUNTY,
UNIT_STATE, UNIT_ZIP, UNIT_ZIP_EXTENSION.
11. Case Management Program Activity Records: Records pertaining to
the use of USPS Case Management applications and software, including
but not limited to Access Events, Account Events, Action Events,
Activity Events, Application Events, Change Events, Content Events,
Feed Events, Flow Events, History Events, Orchestration Events,
Permissions Event, Share Events, User Events.
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, EIN, 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. 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 17, 2025, 90 FR 48365; October 24, 2011, 76 FR 65756.
Daria Valan,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2026-08376 Filed 4-29-26; 8:45 am]
BILLING CODE 7710-12-P
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</html>Indexed from Federal Register on April 30, 2026.
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.