System Name:
Address Matching for Mail Fraud Detection and Prevention.

System Classification


System Location

USPS National Customer Support Center (NCSC) and USPS IT Eagan Host Computing Services Center.

System Manager(s)

Vice President, Product Innovation, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260-1010; (202) 268-6078.

Authority for Maintenance of the System

18 U.S.C. 1341, 1343, and 3061; 39 U.S.C. 401, 403, 404, 3003, and 3005.


  1. To enhance the customer experience by improving the security of Change of Address (COA) and Hold Mail processes.
  2. To protect USPS customers from becoming potential victims of mail fraud and identity theft.
  3. To identify and mitigate potential fraud in the COA and Hold Mail processes.
  4. To verify a customer’s identity when applying for COA and Hold Mail services.
  5. To facilitate mail fraud prevention for COA and Hold Mail services through address matching across USPS customer systems.
  6. To facilitate the provision of accurate and reliable mail and package delivery services.

Categories of Individuals Covered by the System

Customers requesting COA mail forwarding or Hold Mail services.

Categories of Records in the System

  1. Customer information: For COA requests, old and new address, email address(es), telephone numbers and device identification; for Hold Mail, address, email address(es), and telephone numbers.
  2. Online user information: Device identification.

Record Source Categories

Individual customers requesting COA, mail forwarding, or Hold Mail services and other USPS customer systems.

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

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

Policies and Practices for Retrieval of Records

Retrieval is accomplished by a computer-based system, using one or more of the following elements: ZIP Code(s), address, telephone number, email address, device identification, and IP address.

Retention and Disposal

COA and Hold Mail records are retained in an electronic database for 10 years from the effective date.

Electronic records existing on computer storage media are destroyed according to the applicable USPS media sanitization practice.

Administrative, Physical, and Technical Safeguards

Electronic records, computers, and computer storage media are located in controlled-access areas under supervision of program personnel. Access to records is limited to individuals whose official duties require such access. Contractors and licensees are subject to contract controls and unannounced onsite 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.

Online data transmission is protected by encryption, dedicated lines, and authorized access codes.

Records Access Procedures

Requests for access must be made in accordance with the Notification Procedure above and the USPS Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.5.

Contesting Records Procedures

See Notification Procedures below and Record Access Procedures above.

Notification Procedures

Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries must contain name, address, email, and other identifying information.

Exemptions Promulgated for the System