Effective March 1, 2018, the Postal Service™ is revising Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, to expand the list of purposes for which System of Records (SOR) 910.000 Identity and Document Verification Services is maintained:
n Improve the customer experience with enhanced convenience;
n Provide accurate and reliable delivery information;
n Ensure the quality and integrity of records;
n Identify, prevent, or mitigate the effects of fraudulent transactions; and
n Support other Federal Government agencies by providing authorized services.
As required by the Privacy Act, upon creation or revision of a system of records, notice has been published in the Federal Register, which reflects data management requirements for SOR 910.000. The term ‘‘system of records’’ refers to a group of records contained within a file, database, or program from which information about customers, employees, or individuals is retrieved by name or other personal identifier.
Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management
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Appendix — Privacy Act Systems of Records
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Section E. Complete Text of Systems of Records
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USPS 910.000
System Name: Identity and Document Verification Services
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Categories of Records in the System
[Add new item 8. to read as follows:]
8. Recipient information: electronic signature ID, electronic signature image, electronic signature expiration date, and timestamp.
Authority for Maintenance of the System
[Revise the text to read as follows:]
39 U.S.C. 401, 403, 404, and 411.
Purpose(s)
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[Add new items 6. through 9. to read as follows:]
6. To improve the customer experience and facilitate the provision of accurate and reliable delivery information.
7. To identify, prevent, or mitigate the effects of fraudulent transactions.
8. To support other Federal Government agencies by providing authorized services.
9. To ensure the quality and integrity of records.
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Retention and Disposal
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[Add new items 7. and 8. to read as follows:]
7. Records related to electronic signatures are retained in an electronic database for 3 years.
8. Other categories of records are retained for a period of up to 30 days.
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System Manager(s) and Address
[Revise the text to read as follows:]
Chief Information Officer and Executive Vice President, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260-1500.
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We will incorporate these revisions into the next online update of Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, which is available on the Postal Service PolicyNet website:
n Go to blue.usps.gov.
n In the left-hand column under “Essential Links,” click PolicyNet.
n Click HBKs.
The direct URL for the Postal Service PolicyNet website is blue.usps.gov/cpim.
— Privacy Office, General Counsel and
Executive Vice President, 3-1-18
