System Name: Ordering, Payment, and Fulfillment.

System Location

Computer Operations Service Centers.

Categories of Individuals Covered by the System

Customers who place orders and/or make payment for USPS products and services through

Categories of Records in the System

  1. Customer information: Name, customer ID(s), phone and/or fax number, mail address, and email address.
  2. Payment information: Credit and/or debit card number, type, and expiration date, billing information, ACH information.
  3. Shipping and transaction information: Product and/or service ID numbers, descriptions, value, date, postage and fees, and prices; name and address(es) of recipients; order number and delivery status; electronic address lists; electronic documents or images; job number; and applicable citation or legend required by the foreign trade regulations.
  4. Claims submitted for lost or damaged merchandise.
  5. Online user information: Internet Protocol (IP) address, domain name, operating system version, browser version, date and time of connection, and geographic location.

Authority for Maintenance of the System

39 U.S.C. 401, 403, 404, and 407; 13 U.S.C. 301–307; and 50 U.S.C. 1702


  1. To fulfill orders for USPS products and services.
  2. To promote increased use of the mail by providing electronic document preparation and mailing services for customers.
  3. To provide shipping supplies and services, including return receipts and labels.
  4. To provide recurring ordering and payment services for products and services.
  5. To support investigations related to law enforcement for fraudulent financial transactions.
  6. To satisfy reporting requirements for customs purposes.
  7. To support the administration and enforcement of U.S. customs, export control, and export statistics laws.
  8. To enhance the customer experience by improving the security of Change of Address (COA) and Hold Mail processes.
  9. To protect USPS customers from becoming potential victims of mail fraud and identity theft.
  10. To identify and mitigate potential fraud in the COA and Hold Mail processes.
  11. To verify a customer’s identity when applying for COA and Hold Mail services.

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. Customs declaration records may be disclosed to domestic and foreign customs agencies and postal operators, as well as intermediary companies involved in electronic data exchanges, for the purpose of facilitating carriage, security protocols, foreign or domestic customs processing, payment to operators, or delivery.
  2. Records may be disclosed to the Office of Foreign Assets Control, the Bureau of Industry and Security, Customs and Border Protection, and other government authorities for the purpose of administering and enforcing export control laws, rules, and policies, including 50 U.S.C. 1702.
  3. Customs declaration records may be disclosed to the U.S. Census Bureau for export statistical purposes pursuant to 13 U.S.C. 301-307.

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


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


By customer name, customer ID(s), phone number, mail or email address, or job 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.

Online data transmission is protected by encryption, dedicated lines, and authorized access codes. For shipping supplies, data is protected within a stand-alone system within a controlled-access facility.

Retention and Disposal
  1. Records related to mailing online and online tracking and\u2044or confirmation services supporting a customer order are retained for up to 30 days from completion of fulfillment of the order, unless retained longer by request of the customer.
  2. Records related to shipping services and domestic and international labels are retained up to 90 days.
  3. Delivery Confirmation and return receipt records are retained for 6 months.
  4. Signature Confirmation records are retained for 1 year.
  5. ACH records are retained for up to 2 years.
  6. Customs declaration records stored in electronic data systems are retained 5 years, and then purged according to the requirement of domestic and foreign customs services. Other hard copy customs declaration records are retained 30 days.
  7. Other records related to shipping services and domestic and international labels are retained up to 90 days.
  8. Other customer records are retained for 3 years after the customer relationship ends.
  9. Online user information may be retained for 12 months.

System Manager(s) and Address

Chief Customer and Marketing Officer and Executive Vice President, 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 inquiries in writing to the system manager. Inquiries must contain name, address, customer ID(s), and order number, if known.

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