USPS 870.200
System Name:
Postage Validation Imprint (PVI), Electronic Verification System (eVS), Postage Meter, and PC Postage Customer Data and Transaction Records.

System Location

USPS Headquarters, USPS facilities, Integrated Business Solutions Services Centers, and partner locations.

Categories of Individuals Covered by the System

Postage evidencing system users.

Categories of Records in the System

  1. Customer information: Contact name, address, and telephone number; registration identifiers; company name; and change of address information.
  2. Identification information: Customer⁄system ID(s), IP address(es), date of device installation, device ID number, device model number, and certificate serial number.
  3. Mailing and transaction information: Tracking ID, package identification code (PIC), customer-provided package⁄transaction attribute data, postage paid, contract pricing, package attribute data, USPS collection and source system identifiers, mailpiece images, and package destination and origin.

Authority for Maintenance of the System

39 U.S.C. 401, 403, and 404; 39 CFR Part 501.

Purpose(s)

  1. To enable responsible administration of postage evidencing system activities.
  2. To enhance understanding and fulfillment of customer needs.

Routine Uses of Records in the System, Including Categories of Users and the Purposes of Such Uses

Standard routine uses 1. through 7., 10., and 11. apply. In addition:

  1. The name and address of an authorized user of a postage meter or PC Postage product (postage evidencing systems), printing a specified indicium will be furnished to any person provided the user is using the postage meter or PC Postage product for business purposes.
  2. Customer-specific records and related sampling systems in this system may be disclosed to eVS customers, indicia providers, and PC Postage providers, including approved shippers, for revenue assurance to ensure accuracy of postage payment across payment systems, and to otherwise enable responsible administration of postage evidencing system activities.

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

Storage

Automated databases, computer storage media, and paper.

Retrievability

By customer name and by numeric file of postage evidencing systems ID number, or by customer ID(s).

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. ACH records are retained up to 2 years. Records of payment are retained up to 7 years.
  2. Other records in this system are retained up to 7 years after a customer ceases using a postage evidencing system.
  3. Within the Postal Service and directly to eVS customers, or through third-party software providers (including meter and PC Postage providers) for the purpose of enabling responsible administration of revenue assurance and other postage evidencing system activities, facilitating remediation of postage disparities, and meeting SOX compliance requirements, in accordance with 39 CFR Part 501.

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, Mail Entry and Payment Technology, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Notification Procedure

Customers wanting to know if information about them is maintained in this system of records must address inquires in writing to: Manager, Payment Technology, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Inquiries should include the individual’s name and customer ID.

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

Customers; authorized service providers of postage evidencing systems; and USPS personnel.