[Federal Register Volume 60, Number 125 (Thursday, June 29, 1995)]
[Notices]
[Pages 33882-33883]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: X95-10629]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service.
ACTION: Notice of revisions to an existing system of records.
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SUMMARY: This document publishes notice of modifications to Privacy Act
system of records USPS 070.040, Inquiries and Complaints--Customer
Complaint Records. The modifications expand the system locations and
purpose statements, make editorial revisions that change the name of
the system, clarify the system as a result of the expansions, and
correct organization name changes as a result of the restructuring of
the Postal Service. The system locations and purpose statements are
expanded to note the system's coverage of complaint and inquiry records
from individuals, including employees, that indicate potential threats,
a potentially volatile workplace climate, and/or significant personal
concerns of employees or customers.
DATES: This proposal will become effective without further notice
August 8, 1995, unless comments are received on or before that date
that result in a contrary determination.
ADDRESSES: Written comments on this proposal should be mailed or
delivered to Payroll Accounting/Records, United States Postal Service,
475 L'Enfant Plaza SW, Room 8650, Washington, DC 20260-5242. Copies of
all written comments will be available for public inspection and
photocopying between 8 a.m. and 4:45 p.m., Monday through Friday, at
the above address.
FOR FURTHER INFORMATION CONTACT: Betty E. Sheriff, (202) 268-2608.
SUPPLEMENTARY INFORMATION: System of records USPS 070.040 contains
records relating to inquiries and complaints from postal customers and
employees. Its current description is inaccurate in that it suggests
that records in the system are limited to customer inquiries and
complaints regarding mail service. In fact, the system has come to
include inquiries and complaints of employees as well. This notice
expands the purpose statement because some employee inquiries covered
by the system pertain to issues other than mail service. These
inquiries and complaints frequently relate to an employee's postal
employment.
Occasionally a customer or employee complaint may indicate a
potential for violence, a potentially volatile workplace climate, and/
or significant personal concerns of employees or customers that should
receive remedial attention. Because such inquiries and complaints may
be referred to the Postal Service's Human Resources office or to its
contractor for analysis and proactive attention, the Vice President of
Human Resources has been added as a System Manager. Where the threat of
violence is particularly strong, the correspondence may be referred to
the Postal Inspection Service for investigative action. In those
instances, related records may also become part of the Privacy Act
system USPS 080.010, Inspection Requirements--Investigative File
System. Other system changes clarify existing language, particularly
with relation to the above-noted changes, and correct organization
names that were changed as a result of a recent restructuring of the
Postal Service.
All records within the system are kept in a secured environment,
with automated data processing (ADP) physical and administrative
security and technical software applied to information on computer
media. Contractors who maintain information collected by this system
are subject to subsection (m) of the Privacy Act and are required to
apply appropriate protections subject to the audit and inspection of
the Postal Inspection Service. Further, the only routine uses applied
are those that the Postal Service has established and applied to most
of its systems of records representing potential uses of information in
the conduct of official business. These appear in the Postal Service's
last compilation of its records systems,
[[Page 33883]]
published in the Federal Register on October 26, 1989 (54 FR 43652-
43715).
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 system has been sent to Congress and to the Office of
Management and Budget for their evaluation.
The most recent description of USPS 070.040 was published in the
above-referenced compilation at 54 FR 43675. That description is
modified as follows:
USPS 070.040
[Change to read:]
Inquiries and Complaints--Customer and Employee Complaint Records,
070.040.
[Change to read:]
Consumer Advocate and Human Resources, Postal Service Headquarters;
districts; post offices; the Information Service Center at St. Louis,
MO; and contractor sites.
[Change to read:]
Postal Service customers and employees who have contacted the
Postal Service with a suggestion or a problem.
[Change to read:]
Complaining individual's name and address; nature of the inquiry or
complaint; assessment of concerns, findings, and recommendations; and
resolution of same. Includes general correspondence and Consumer
Service Cards about individuals' complaints/inquiries.
39 U.S.C. 403, 404.
[Change to read:]
To process Postal Service customer and employee concerns and
inquiries regarding mail services and other issues relating to the
Postal Service.
Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m
listed in the prefatory statement at the beginning of the Postal
Service's published system notices apply to this system.
[Change to read:]
Typed, printed, handwritten or computer-printed form, microfilm,
magnetic tape, and worm optical disk.
[Change to read:]
For correspondence and computerized complaint cards, by
chronological sequence within subject category as derived from
correspondence and the name of inquirer or complainant. Human
Resources' records may also be retrieved by work location. For hard
copy complaint cards, chronological by retrieval code and preprinted
complaint card serial number.
[Change to read:]
These are restricted files and are to be maintained in locked file
cabinets in secured facilities, with access limited to personnel having
an official need. Automated records are protected through computer
password security.
[Change to read:]
Records of referrals to Human Resources: Destroy 3 years after
resolution of problem.
Other inquiry/complaint records: Destroy 1 year after resolution of
problem.
[Change to read:]
Vice President, Human Resources, United States Postal Service, 475
L'Enfant Plaza SW, Washington DC 20260-4200
Vice President and Consumer Advocate, United States Postal Service, 475
L'Enfant Plaza SW, Washington DC 20260-2200
Customers wanting to know whether information about them is
maintained in this system of records must address inquiries to the same
facility to which they submitted their complaint. Inquiries about
complaint cards must contain the date and card serial number.
Requests for access must be made in accordance with the
notification procedure above and the Postal Service Privacy Act
regulations regarding access to records and verification of identity
under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
[Change to read:]
Postal Service customers and employees.
[Change to read:]
Records or information in this system that have been compiled in
reasonable anticipation of a civil action or proceeding are exempt from
individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal
Service has claimed exemptions from certain provisions of the Act for
several of its other systems of records as permitted by 5 U.S.C.
552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt
records from those other systems are incorporated into this system, the
exemptions applicable to the original primary system must continue to
apply to the incorporated records.''
Neva R. Watson,
Acting Chief Counsel, Legislative.
[FR Doc. 95- 15981 Filed 6-28 -95; 8:45 am]
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