System Name:
Employee Assistance Program (EAP) Records.

System Location

EAP Offices at Philadelphia and Los Angeles USPS facilities. This system does not include records maintained by the supplier of EAP services as outlined in the USPS EAP contract.

Categories of Individuals Covered by the System

USPS employees and immediate family members who volunteer for or are referred to an internal EAP office at a USPS facility.

Categories of Records in the System

  1. Employee information: Name, Social Security Number, Employee Identification Number, postal assignment information, work contact information, finance number(s), duty location, and pay location.
  2. Assistance information: Case number and other personal information acquired during the period of participation.

Authority for Maintenance of the System

39 U.S.C. 401.


To provide EAP counselors with information needed to maintain program operations and to assist EAP participants.

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 name, Social Security Number, Employee Identification Number, or participant case number.


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

Records are retained 3 years from the date of the participant’s last activity. EAP contractor records are retained 7 years from the date of the participant’s last activity or until litigation is resolved. 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, Labor Relations, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

Notification Procedure

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. Inquiries must include full name, Social Security Number or Employee Identification Number, and dates of USPS employment.

For records maintained by the provider of USPS EAP services through contract, individuals must inquire as instructed by the provider.

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

Participating employee, other family members, and EAP counselors.