System Name:
Personnel Resource Management Records.

System Location

Post Offices; area and district facilities; Human Resources and Operations, Headquarters; and Computer Operations Service Centers.

Categories of Individuals Covered by the System

Current and former USPS employees.

Categories of Records in the System

  1. Employee information: Name, Social Security Number, employee identification number(s), postal assignment information, work contact information, finance number(s), duty location, and pay location.
  2. Employee resource management information: Records related to workload, productivity, scheduling, availability, and absences, including family medical leave absences.

Authority for Maintenance of the System

39 U.S.C. 401, 404, 1001, 1003, and 1005; and 29 U.S.C. 2601 et seq.


  1. To administer leave, attendance, and attendance-related awards; and to identify potential attendance problems.
  2. To provide operations management with information about employee work schedules, mail volume, and productivity.

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


Automated database, computer storage media, digital files, and paper files.


By employee name, Social Security Number, employee identification number(s), route number, duty or pay location, or pay period.


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. Restricted medical information is maintained in a separate locked cabinet under control of the FMLA Coordinator. 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

Resource management records related to leave application, time and attendance, and light duty status are retained 3 years. Family and Medical Leave Records are retained 5 years. Other categories of resource management records are retained 1 year. 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, Employee Resource Management, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Vice President, Network Operations, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Notification Procedure

Individuals wanting to know if information about them is maintained in this system must address inquiries to the facility head where currently or last employed. Headquarters employees must submit inquiries to Corporate Personnel Management, 475 L’Enfant Plaza SW, Washington, DC 20260. Inquiries must include full name, Social Security Number or Employee Identification Number, name and address of facility where last employed, and dates of USPS employment.

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; employees’ supervisor or manager; and other systems of records.