System Name:
Customer Mailing and Delivery Instructions.

System Location

USPS Headquarters, Prohibitory Order Processing Center, districts, Integrated Business Solutions Services Centers, and Post Offices.

Categories of Individuals Covered by the System

  1. Customers requesting delivery of mail through an agent and the agent to whom the mail is to be delivered.
  2. Customers who are visually or physically disabled and unable to use or read conventionally printed materials and who are receiving postage-free matter in their delivery areas.
  3. Customers whose mailboxes do not comply with USPS standards and regulations.
  4. Customers who elect to have their names and addresses, or the name and address of their children under 19 years of age or a deceased spouse, placed on the list of individuals who do not want mailed to them sexually oriented advertisements (SOAs) or pandering advertisements.
  5. Rural route customers.

Categories of Records in the System

  1. Customer information: Name, address, phone number, customer ID(s), signature, application number, names and birth dates of children under 19; reports of mailbox irregularities and date; postmaster signature.
  2. Verification information: Photocopies of IDs, customer name, address, signature, statement from competent authority as being visually or physically impaired from being able to use or read conventional reading matter.
  3. Agency information: Agent name, address, signature, and phone number.

Authority for Maintenance of the System

39 U.S.C. 401, 403, 404, 3008, 3010, and 3403.


  1. To provide for efficient and secure mail delivery services.
  2. To permit authorized delivery of mail to the addressee’s agent.
  3. To enable the efficient processing of mail for visually or physically disabled customers.
  4. To protect customers from mail fraud and identity theft.
  5. To maintain a list of addressees that do not want SOA material mailed to them, available for mailers to comply with statutory requirements; and to maintain records as necessary to provide protections requested by an addressee against individual mailers under the Pandering Advertisement statutes.
  6. To assist rural carrier leave replacements who might be unfamiliar with assigned route and box numbers of rural route customers.

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. Information may be disclosed for the purpose of identifying an address as an address of an agent to whom mail is delivered on behalf of other persons. This routine use does not authorize the disclosure of the identities of persons on behalf of whom agents receive mail.

All routine uses are subject to the following exception: Information concerning an individual who has filed an appropriate protective court order with the postmaster will not be disclosed under any of the general routine uses except pursuant to the order of a court of competent jurisdiction.

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, address, and application number, or by customer ID(s).


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
  1. Records related to customer requests not to have mailed to them SOAs or pandering advertisements are retained up to 5 years after request.
  2. Other records are retained 1 year from the date the customer relocates, cancels an order, corrects a cited mailbox irregularity, or terminates the special instruction.

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

For SOA and pandering advertisement prohibitory orders: Vice President, Pricing, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.

For other delivery records: Vice President, Delivery and Post Office Operations, 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 pertaining to mail delivery by agents, noncompliant mailboxes, with regard to free matter for the visually disabled, or pertaining to rural routes must address inquiries to their local postmasters. Customers should include name, address, and other identifying information.

Customers wanting to know if information about them is maintained in this system pertaining to requests not to have mailed to them SOAs and pandering advertisements must address inquiries to the system manager. Customers should include name, address, application number, and the date of filing, if applicable.

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; cosigners of the request for delivery of mail through an agent; medical personnel or other competent authorities; and USPS personnel.