Effective December 15, 2011, Handbook AS-353, Guide to Privacy and the Freedom of Information Act, is revised to include modifications that were published in the Federal Register on October 5, 2011 (76 FR 61761–61762) relating to expanding retail access locations.
The Postal Service™ is seeking to optimize its retail network by reducing its traditional footprint of retail offices and expanding access locations to grocery or drug stores, office supply stores, retail chains, and self-service kiosks. By working with third-party retailers, the Postal Service is creating easier, more convenient access to its products and services when and where its customers want them. The Postal Service is making these changes to reflect those demands. Also, system owners are being updated due to changes in international claims processing.
Handbook AS-353, Guide to Privacy and the Freedom of Information Act
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Appendix Privacy Act Systems of Records
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Section C. Index of Systems of Records
Part I. General Systems
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USPS 880.000
System Name:
Post Office and Retail Services
System Location:
[Revise text to read as follows:]
USPS Headquarters, Consumer Advocate; Integrated Business Solutions Services Centers; Material Distribution Center; 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:
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5. Customers requesting delivery of mail to alternate locations.
Categories of Records in the System:
[Revise 1 to read as follows:]
1. Customer information: Name, customer ID(s), customer Personal Identification Numbers (PINs), company name, phone number, mail and e-mail address, record of payment, passport applications and a description of passport services rendered, and Post Office box and caller service numbers.
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Purpose(s):
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[Revise 2 to read as follows:]
2. To ensure accurate and secure mail delivery.
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Retention and Disposal:
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[Revise numbers 3 and 6 to read as follows:]
3. Domestic and international Extra Services records are retained 2 years. Records relating to Post Office boxes, caller services, and alternate delivery are retained up to 3 years after the customer relationship ends.
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6. Records related to inquiries and claims are retained 3 years from final action on the claim.
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System Manager(s) and Address:
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President and Chief Marketing/Sales Officer, 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, Controller, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.
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We will incorporate these revisions into the next online version of Handbook AS-353 available on the Postal Service™ PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click PolicyNet.
n Then click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
Refer any questions about this revision to the Records Office at 202-268-2608.
— Privacy Office,
General Counsel and Executive VP, 12-15-11
