4-4.18 Searching for Responsive Records

The records custodian must conduct a search for records that are responsive to a request. The search must be done in the most efficient and least expensive manner. The records custodian must make reasonable efforts to locate the requested records, including records in paper format; in storage; and in electronic format, except when such efforts would significantly interfere with the operation of a Postal Service electronic information system.

Cut-Off Date of Search. The records custodian ordinarily must search for responsive records in the Postal Service’s possession as of the date the search begins, unless the request identifies a specific date or date range for the requested records. The records custodian may extend the cut-off date for the search in his or her discretion. If the cut-off date for the search is extended, the records custodian must notify the requester of that date.
Searches for Emails. A request for “any and all emails” about a broad subject matter is typically not considered to meet the reasonable description standard (see 4-4.9). If a request for email records is insufficient, the responding component must ask the requester to narrow the request based on one or more of the following criteria: (1) keyword search terms, (2) name of the sender(s) or recipient(s), or (3) a definitive time period. Unless a request is limited to a desktop search, the responding component must complete PS Form 3002, Data Request, and either mail the completed data request under confidential cover or email it to the following:

Searches of Other Electronic Databases. Unless a request is limited to a desktop search or the information is readily accessible by desktop by a Postal Service employee authorized through eAccess to access the data, complete PS Form 3002, Data Request, and either mail the completed data request under confidential cover or email it to the following:

Questions. Postal Service employees may contact ICP at 202–268–4437 with questions.
Documentation of Search. The records custodian must maintain adequate documentation of his or her steps in conducting the search, including an accounting of search and review time, in order to properly calculate fees or to respond to administrative appeals.