USPS 500.100
System Name:
Carrier and Vehicle Operator Records.

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.

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. Contract highway vehicle operators.

Categories of Records in the System

  1. Carrier information: Records related to city letter carriers, including carrier’s name, Social Security Number, Employee Identification Number, age, 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, Social Security Number, Employee Identification Number, age, postal assignment information, work contact information, finance number(s), duty location, pay location, work schedule, vehicle operation licensing and driving records, and other records of vehicle operation and maintenance.
  3. Highway vehicle contract employee information: Records related to contract employee name, Social Security Number, date and place of birth, address and employment history, driver’s license number, and contract assignment information.

Authority for Maintenance of the System

39 U.S.C. 401, 403, 404, and 1206.

Purpose(s)

  1. To reimburse carriers who use privately owned vehicles to transport the mail pursuant to a postmaster 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 determine contract vehicle operator suitability for assignments requiring access to mail.
  5. To serve as a basis for vehicle operator corrective action and presentation of safe driving awards.

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 Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System

Storage

Automated database, computer storage media, and paper.

Retrievability

By name, Social Security Number, Employee Identification Number, pay location, Postal Service facility name, route number, or vehicle number.

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.

Retention and Disposal
  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.
  4. Records of employees who operate or maintain USPS vehicles are retained 4 years.
  5. Records of highway vehicle contract employees are retained 1 year after contract expiration or contract employee termination.

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.

System Manager(s) and Address

Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Notification Procedure

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.

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 266.6.

Contesting Record Procedures

See Notification Procedure and Record Access Procedures above.

Record Source Categories

Employees; contractors; carrier supervisors; route inspectors; and state motor vehicle departments.