System Name:
Mail Management and Tracking Activity.

System Location

USPS Headquarters; Integrated Business Solutions Services Centers; USPS IT Eagan Host Computing Services Center; and Mail Transportation Equipment Service Centers.

Categories of Individuals Covered by the System

Customers who use USPS mail management and tracking services.

Categories of Records in the System

  1. Customer information: Customer or contact name, mail and email address(es), title or role, phone number(s), text message number, and cell phone carrier.
  2. Identification information: Customer ID(s), last four digits of Social Security Number (SSN), D-U-N-S Number; mailer and mailing ID, advertiser name/ID, username, and password.
  3. Data on mailings: Paper and electronic data on mailings, including postage statement data (such as volume, class, rate, postage amount, date and time of delivery, mailpiece count), destination of mailing, delivery status, mailing problems, presort information, reply mailpiece information, container label numbers, package label, Special Services label, article number, and permit numbers.
  4. Payment information: Credit and/or debit card number, type, and expiration date; ACH information.
  5. Customer preference data: Hold mail begin and end date, redelivery date, delivery options, shipping and pickup preferences, drop ship codes, comments and instructions, mailing frequency, preferred delivery dates, and preferred means of contact.
  6. Product usage information: Special Services label and article number.
  7. Mail images: Images of mailpieces captured during normal mail processing operations.

Authority for Maintenance of the System

39 U.S.C. 401, 403, and 404.


  1. To provide mail acceptance, induction, and scheduling services.
  2. To fulfill orders for mail transportation equipment.
  3. To provide customers with information about the status of mailings within the USPS network or other carrier networks.
  4. To provide customers with mail or package delivery options.
  5. To provide business mailers with information about the status of mailings within the USPS mail processing network.
  6. To help mailers identify performance issues regarding their mail.
  7. To provide delivery units with information needed to fulfill requests for mail redelivery and hold mail service at the address and for the dates specified by the customer.
  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.

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


Automated databases, computer storage media, and paper.


By customer name, customer ID(s), logon ID, mailing address(es), 11-digit ZIP Code, or any Intelligent Mail barcode.


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 transmissions are protected by encryption.

Retention and Disposal
  1. CONFIRM records are retained for up to 30 days.
  2. Records related to ePubWatch, Confirmation Services and hold mail services are retained for up to 1 year.
  3. Special Services and drop ship records are retained 2 years.
  4. ACH records are retained up to 2 years.
  5. Mailpiece images will be retained up to 3 days.
  6. Other records are retained 4 years after the relationship ends.
  7. USPS and other carrier network tracking records are retained for up to 30 days for mail and up to 90 days for packages and special services.

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

Chief Information Officer and Executive Vice President,
United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

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 should contain name, customer ID(s), if any, and/or logon ID.

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

Customers and, for call center operations, commercially available sources of names, addresses, and telephone numbers.