Effective September 24, 2009, Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, is revised to include a modification to the following customer systems of records in Part II of Appendix C:
n USPS 810.200, System Name: www.usps.gov Ordering, Payment, and Fulfillment.
n USPS 880.000, System Name: Post Office and Retail Services.
n USPS 900.000, System Name: International Services.
This revision was first published in the Federal Register on May 12, 2009 (74 FR 22186–22188).
Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management
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Appendix –– Privacy Act Systems of Records
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Section C. Index of Systems of Records
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Part II. Customer Systems
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810.200 System Name: www.usps.com Ordering, Payment, and Fulfillment.
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Categories of Records in the System
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[Revise items 3 and 4 to read as follows:]
3. Shipping and transaction information: Product and/or service ID numbers, descriptions, value, date, postage and fees, and prices; name and address(es) of recipients; order number and delivery status; electronic address lists; electronic documents or images; job number; and applicable citation or legend required by the foreign trade regulations.
4. Claims submitted for lost or damaged merchandise.
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Authority for Maintenance of System
[Revise to read as follows:]
39 U.S.C. 401, 403, 404, and 407; 13 U.S.C. 301–307; and 50 U.S.C. 1702
Purpose(s)
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[Add items 6 and 7 to read as follows:]
6. To satisfy reporting requirements for customs and foreign assets control purposes.
7. To satisfy statistical reporting requirements for foreign trade.
Routine Uses of Records in the System, Including Categories of Users and the Purposes of Such Uses
[Revise to read as follows:]
Customs declaration records may be disclosed to domestic and foreign customs officials pursuant to Section 343(a) of the Trade Act of 2002, P.L. 107–210, and international agreements or regulations.
Records may be disclosed to the Office of Foreign Assets Control and other government authorities charged with enforcing assets control laws, rules, and policies, pursuant to 50 U.S.C. 1702.
Customs declaration records may be disclosed to the U.S. Census Bureau for export statistical purposes pursuant to 13 U.S.C. 301–307.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System
Storage
[Revise to read as follows:]
Automated databases, computer storage media, digital, and paper files.
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System Manager(s) and Address
[Revise to read as follows:]
President, Mailing and Shipping Services, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
Chief Financial Officer and Executive Vice President, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
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USPS 880.000 System Name: Post Office and Retail Services.
System Location
[Revise to read as follows:]
USPS Headquarters, Consumer Advocate; Integrated Business Solutions Services Centers; Accounting Service Centers; and USPS facilities, including Post Offices (New Jersey, as an exception, does not store passport information in Post Offices) and contractor locations.
Categories of Individuals Covered by the System
[Revise items 1, 2, and 4 to read as follows:]
1. Customers who apply for or purchase products and services at Post Offices, online, or at other retail sites. This includes products and services related to passports, Post Office boxes, caller services, and self-service equipment.
2. Senders and recipients of Extra Services.
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4. Customers with inquiries or claims relating to Extra Services.
Categories of Records in the System
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[Revise items 5 and 7 to read as follows:]
5. Claim and inquiry information: Mailer and addressee name, mail and e-mail address, and phone number; claimant signature; claim or inquiry description, number, and status.
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7. Product information: Article number and class/services purchased.
Authority for Maintenance of the System
[Revise to read as follows:]
39 U.S.C. 401, 403, 404, 407, and 411; 22 U.S.C. 214; 31 U.S.C. 7701.
Purpose(s)
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[Renumber items 8 through 10 as 1 through 3. Revise item 3 to read as follows:]
3. To respond to inquiries and claims related to Extra Services.
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Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System
Storage
[Revise to read as follows:]
Automated databases, computer storage media, and digital and paper files.
Retrievability
[Revise to read as follows:]
By name, customer ID(s), phone number, mail or e-mail address, or transaction or article number.
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Retention and Disposal
[Revise items 1, 2, and 3 to read as follows:]
1. Passport applications are mailed on the day of acceptance with fees and documentation. Records related to passports are retained 2 years.
2. Records related to Extra Services for domestic and international Express Mail items are retained up to 1 year.
3. Domestic and international Extra Services records are retained 2 years. Records relating to Post Office boxes and caller services are retained up to 3 years after the customer relationship ends.
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System Manager(s) and Address
[Revise to read as follows:]
President, Mailing and Shipping Services, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
Vice President, Delivery and Post Office Operations, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
Vice President and Managing Director, Global Business, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
Notification Procedure
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[Revise the third paragraph to read as follows:]
For Extra Services, information can be obtained from the facility where the service was obtained, or can be accessed on www.usps.com. Inquiries should include name, date of mailing, and article number. For domestic or international Extra Services claims, customers can write a letter, including name, date of claim, and claim number, to Accounting Services, PO Box 80143 (for domestic claims) or PO Box 80146 (for international claims), St. Louis, MO, 63180, or call 866-974-2733. For international inquiries, customers can call 800-222-1811.
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USPS 900.000 System Name: International Services.
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Categories of Records in the System
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[Revise item 3 to read as follows:]
3. Information pertaining to mailings: Contents, order number, volume, destination, weight, origin, value, date, postage and fees, type of mailing, and applicable citation or legend required by the Foreign Trade Regulations.
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Authority for Maintenance of System
[Revise to read as follows:]
39 U.S.C. 401, 403, 404, and 407; 13 U.S.C. 301–307; and 50 U.S.C. 1702.
Purpose(s)
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[Revise item 4, and add new item 5 to read as follows:]
4. To satisfy reporting requirements for customs and foreign assets control purposes.
5. To satisfy statistical reporting requirements for foreign trade.
Routine Uses of Records in the System, Including Categories of Users and the Purposes of Such Uses
* * * * *
[Revise item a, and add items b and c to read as follows:]
a. Customs declaration records may be disclosed to domestic and foreign customs officials pursuant to Section 343(a) of the Trade Act of 2002, P.L. 107–210, and international agreements or regulations.
b. Records may be disclosed to the Office of Foreign Assets Control and other government authorities charged with enforcing assets control laws, rules, and policies, pursuant to 50 U.S.C. 1702.
c. Customs declaration records may be disclosed to the U.S. Census Bureau for export statistical purposes pursuant to 13 U.S.C. 301–307.
Storage
[Revise to read as follows:]
Automated databases, computer storage media, and digital and paper files.
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Retention and Disposal
[Revise items 1 and 2 to read as follows:]
1. Customs declaration records created by mailers under international customized mail agreements are retained 5 years, and then purged according to the requirements of domestic and foreign customs services. Other customs declaration records are retained 30 days.
2. Customs declarations to Office of Foreign Assets Control (OFAC) are retained 5 years.
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System Manager(s) and Address
[Revise to read as follows:]
Vice President and Managing Director, Global Business, United States Postal Service, 475 L’Enfant Plaza, SW, Washington, DC 20260.
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We will incorporate these revisions into the next printed version of Handbook AS-353 and into the online update, available on the Postal Service™ PolicyNet website:
n Go to http://blue.usps.gov.
n In the left-hand column under “Essential Links”, click PolicyNet.
n Click HBKs.
The direct, URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Privacy Office,
Consumer Advocate, 9-24-09
