All officers, business and line managers, supervisors, and other employees are responsible for implementing privacy policies as required by this handbook and their Postal Service duties. Officers and managers ensure compliance with privacy policies through organizations and information resources under their direction, and provide resources required to appropriately protect the privacy of customer, employee, or other individuals’ information.
Suppliers, business partners, and customers are responsible for the following:
- Suppliers and Business Partners. All Postal Service suppliers and business partners who develop systems with or have access to information resources that contain customer, employee, or other individuals’ data, or who help to develop or implement a Postal Service Web site or marketing e–mail campaign, are responsible for complying with Postal Service privacy policies and related business, security, and contracting practices.
- Customers. Customers must follow the applicable procedures for privacy and FOIA.
The chief FOIA officer is responsible for the following:
- Overseeing Postal Service compliance with the FOIA.
- Making recommendations to the postmaster general regarding the Postal Service’s FOIA program.
- Monitoring and reporting on FOIA implementation and performance for the Postal Service.
Contact the chief FOIA officer at the following address:
CHIEF FOIA OFFICER
US POSTAL SERVICE
475 L’ENFANT PLZ SW RM 10433
WASHINGTON DC 20260
The chief privacy officer (CPO) is responsible for the following:
- Developing and implementing policies, processes, and procedures for privacy, records, and FOIA.
- Reviewing privacy impact assessments and determining information sensitivity during the business impact assessment process.
- Advising management on strategic direction and trends.
- Evaluating technology that impacts privacy.
- Providing guidance on privacy and records policies.
- Directing the activities of the Privacy Office and the Records Office, and reporting to the Consumer Advocate.
Contact the Privacy Office at the following address:
PRIVACY OFFICE
US POSTAL SERVICE
475 L’ENFANT PLZ SW RM 10433
WASHINGTON DC 20260
e-mail: privacy@usps.gov
The manager of the Records Office is responsible for the following:
- Managing the Records Office.
- Establishing procedures and guidelines to ensure that record management practices comply with the Privacy Act and FOIA.
- Answering questions about the policies and procedures in this handbook.
Contact the Records Office manager at the following address:
MANAGER, RECORDS OFFICE
US POSTAL SERVICE
475 L’ENFANT PLZ SW RM 5821
WASHINGTON DC 20260
Telephone: 202-268–2608
The FOIA Requester Service Centers (RSCs) are responsible for the following:
- Facilitating communication between the Postal Service and FOIA requesters.
- Providing information to requesters concerning the status of FOIA requests and information about responses to such requests.
Contact the FOIA RSCs at the following addresses:
US POSTAL SERVICE — HEADQUARTERS
MANAGER RECORDS OFFICE
US POSTAL SERVICE
475 L’ENFANT PLZ SW RM 9431
WASHINGTON, DC 20260
Fax: 202-268-5353
US POSTAL SERVICE — FIELD
USPS FOIA REQUESTER SERVICE CENTER — FIELD
ST LOUIS GENERAL LAW SERVICE CENTER
1720 MARKET STREET RM 2400
ST LOUIS, MO 63155-9948
Fax: 650-578-4956
POSTAL INSPECTION SERVICE
OFFICE OF COUNSEL
US POSTAL INSPECTION SERVICE
475 L’ENFANT PLAZA SW RM 3301
WASHINGTON, DC 20260
Fax: 202-268-4538
INSPECTOR GENERAL
OFFICE OF INSPECTOR GENERAL
US POSTAL SERVICE
1735 N LYNN ST STE 10000
ARLINGTON, VA 22209
Fax: 703-248-4626
The FOIA public liaison is responsible for the following:
- Managing the FOIA RSCs.
- Receiving concerns of requesters about the service provided by the FOIA RSCs following an initial response.
- Ensuring a service-oriented response to requests and FOIA-related inquiries.
- Reporting to the chief FOIA officer on its activities.
Contact the appropriate FOIA public liaison at the address provided in section 1-4.2.6.
The FOIA coordinator, which is an ad hoc position located within each Headquarters department, area office, and district office, is responsible for the following:
- Coordinating FOIA requests referred to or received by functional or geographical area.
- Providing procedural guidance, upon request, to records custodians.
- Assisting the manager of the Records Office with national records management activities, such as annual reporting of local FOIA and Privacy Act activities.
The records custodian is responsible for ensuring that records within his/her facilities or organizations are managed according to Postal Service policies. Vice presidents or their designees are the custodians of records maintained at Headquarters. In the field, the records custodian is the head of a Postal Service facility, such as an area, district, Post Office™, or other Postal Service installation, or designee that maintains Postal Service records. Senior medical personnel are the custodians of restricted medical records maintained within Postal Service facilities. The custodian of Employee Assistance Program records is the Postal Service counselor, a supplier, or the Public Health Service, whichever provided the services.
The manager, Corporate Information Security Office, is responsible for the following:
- Ensuring compliance with information security policies, including the protection of information resources containing customer, employee, or other individuals’ information.
- Safeguarding and disposing of electronic records (including e-mails) that are maintained in information systems, including those that are subject to legal holds.
- Serving as the central contact for information security issues and providing security consultations as requested.
The general counsel or designee is responsible for the following:
- Deciding administrative appeals filed under the Privacy Act and Freedom of Information Act (FOIA). Appropriate legal counsel should be consulted by FOIA coordinators, records custodians, and others with legal questions about the Privacy Act or FOIA. For appeals related to records other than inspector general records, contact the general counsel at the following address:
GENERAL COUNSEL
US POSTAL SERVICE
475 L‘ENFANT PLZ SW RM 6004
WASHINGTON DC 20260
- Issuing legal hold notices for the purpose of preserving Postal Service records relating to pending or anticipated legal proceedings, investigations, or audits.
The chief postal inspector of the Inspection Service is responsible for handling Privacy Act and FOIA requests for Inspection Service records. Contact the chief postal inspector at the following address:
CHIEF POSTAL INSPECTOR
US POSTAL SERVICE
475 L’ENFANT PLZ SW RM 3100
WASHINGTON DC 20260
The inspector general is responsible for handling Privacy Act and FOIA requests and appeals for Office of Inspector General records. Contact the inspector general at the following address:
FOIA OFFICER
OFFICE OF INSPECTOR GENERAL
US POSTAL SERVICE
1735 NORTH LYNN STREET, STE 10000
ARLINGTON, VA 22209
