System Name:
Identity and Document Verification Services.

System Location

USPS Marketing, Headquarters; Integrated Business Solutions Services Centers; and contractor sites.

Categories of Individuals Covered by the System

  1. Customers who apply for identity and document verification services.
  2. Customers who may require identity verification for postal products and services.

Categories of Records in the System

  1. Customer information: Name, address, customer ID(s), telephone number, text message number and carrier, mail and email address, date of birth, place of birth, company name, title, role, and employment status.
  2. Customer preference information: Preferred means of contact.
  3. Names and contact information of users who are authorized to have access to data.
  4. Verification and payment information: Credit or debit card information or other account number, government issued ID type and number, verification question and answer, and payment confirmation code. Note: Social Security Number and credit or debit card information are collected, but not stored, in order to verify ID.
  5. Biometric information: Fingerprint, photograph, height, weight, and iris scans. Note: Information may be collected, secured, and returned to customer or third parties at the request of the customer, but not stored.
  6. Digital certificate information: Customer’s public key(s), certificate serial numbers, distinguished name, effective dates of authorized certificates, certificate algorithm, date of revocation or expiration of certificate, and USPS-authorized digital signature.
  7. Online user information: Device identification.
  8. Transaction information: Clerk signature; transaction type, date and time, location, source of transaction; product use and inquiries; Change of Address (COA) and Hold Mail transactional data.
  9. Electronic information related to encrypted or hashed documents.
  10. Recipient information: Electronic signature ID, electronic signature image, electronic signature expiration date, and timestamp.

Authority for Maintenance of the System

39 U.S.C. 401, 403, 404, and 411.


  1. To provide services related to identity and document verification services.
  2. To issue and manage public key certificates, user registration, email addresses, and/or electronic postmarks.
  3. To provide secure mailing services.
  4. To protect business and personal communications.
  5. To enhance personal identity and privacy protections.
  6. To improve the customer experience and facilitate the provision of accurate and reliable delivery information.
  7. To identify, prevent, or mitigate the effects of fraudulent transactions.
  8. To support other Federal Government Agencies by providing authorized services.
  9. To ensure the quality and integrity of records.
  10. To enhance the customer experience by improving the security of COA and Hold Mail processes.
  11. To protect USPS customers from becoming potential victims of mail fraud and identity theft.
  12. To identify and mitigate potential fraud in the COA and Hold Mail processes.
  13. To verify a customer’s identity when applying for COA and Hold Mail services.
  14. To provide an audit trail for COA and Hold Mail requests (linked to the identity of the submitter).
  15. To enhance remote identity proofing with a Phone Validation and One-Time Passcode solution.

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), distinguished name, certificate serial number, receipt number, and transaction date.


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.

Key pairs are protected against cryptanalysis by encrypting the private key and by using a shared secret algorithm to protect the encryption key, and the certificate authority key is stored in a separate, tamperproof, hardware device. Activities are audited, and archived information is protected from corruption, deletion, and modification.

For authentication services and electronic postmark, electronic data is transmitted via secure socket layer (SSL) encryption to a secured data center. Computer media are stored within a secured, locked room within the facility. Access to the database is limited to the system administrator, database administrator, and designated support personnel. Paper forms are stored within a secured area within locked cabinets.

Retention and Disposal
  1. Records related to Pending Public Key Certificate Application Files are added as received to an electronic database, moved to the authorized certificate file when they are updated with the required data, and records not updated within 90 days from the date of receipt are destroyed.
  2. Records related to the Public Key Certificate Directory are retained in an electronic database, are consistently updated, and records are destroyed as they are superseded or deleted.
  3. Records related to the Authorized Public Key Certificate Master File are retained in an electronic database for the life of the authorized certificate.
  4. When the certificate is revoked, it is moved to the certificate revocation file.
  5. The Public Key Certificate Revocation List is cut off at the end of each calendar year and records are retained 30 years from the date of cutoff. Records may be retained longer with customer consent or request.
  6. Other records in this system are retained 7 years, unless retained longer by request of the customer.
  7. Records related to electronic signatures are retained in an electronic database for 3 years.
  8. Other categories of records are retained for a period of up to 30 days.
  9. Driver’s License data will be retained for 5 years.
  10. COA and Hold Mail transactional data will be retained for 5 years.

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 20260-1500.

Notification Procedure

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

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