Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, was revised to include the following modifications which were published in the Federal Register on January 21, 2014 (78 FR 3423-3424) and January 27, 2014 (78 FR 3881-3882).
To improve mail delivery and customer service, the Postal Service™ is amending systems of records (SOR), 810.100 www.usps.com Registration, 820.200 Mail Management and Tracking Activity, and 880.000 Post Office and Retail Services:
n SOR 810.100 www.usps.com Registration is being modified to allow the Postal Service to validate the email and text message numbers of customers who register on http://usps.com. Additionally, the proposed modifications will enable customer-supplied information to be analyzed for the purposes of detecting, preventing, and mitigating fraudulent activity.
n SORs 820.200 Mail Management and Tracking Activity and 880.000 Post Office and Retail Services are being modified to account for the collection of a customer’s text message number. This modification will enhance current services by allowing the Postal Service to notify a customer via text message when the customer’s mail or packages are ready to be delivered or delivery has been attempted. Customers will also be able to use text messaging to re-route mail, provide delivery instructions, or authorize the release of mail. The Postal Service is also updating and deleting system manager titles to reflect the current structure of the organization.
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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 E. Complete Text of Systems of Records
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USPS 810.100
SYSTEM NAME:
www.usps.com Registration
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CATEGORIES OF RECORDS IN THE SYSTEM
[Revise the text of (1) and (2) to read as follows:]
1. Customer information: Name; customer ID(s); company name; job title and role; home, business, and billing address; phone number(s) and fax number; email(s); URL; text message number(s) and carrier; and Automated Clearing House (ACH) information.
2. Identity verification information: Question, answer, username, user ID, password, email address, text message number and carrier, and results of identity proofing validation.***
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PURPOSE(S)
[Add new text for (6) and (7) to read as follows:]
6. To verify a customer’s identity when the customer establishes, or attempts to access, his or her account.
7. To identify, prevent, and mitigate the effects of fraudulent transactions.
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RETRIEVABILITY
[Revise the text to read as follows:]
By customer name, customer ID(s), phone number, mail, email address, IP address, text message number, and any customer information or online user information.
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USPS 820.200
SYSTEM NAME:
Mail Management and Tracking Activity.
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CATEGORIES OF RECORDS IN THE SYSTEM
[Revise the text for (1) to read as follows:]
1. Customer information: Customer or contact name, mail and email address(es), title or role, phone number(s), text message number, and cell phone carrier.***
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PURPOSE(S)
[Add new item (4) to read as follows, then renumber current items (4) through (6) as (5) through (7):]
4. ***To provide customers with mail or package delivery options.***
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SYSTEM MANAGER(S) AND ADDRESS
[Delete President, Digital Solutions address and revise Chief Information Officer address to read as follows:]
Chief Information 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.
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CATEGORIES OF RECORDS IN THE SYSTEM
[Revise the text of (1) to read as follows:]
1. Customer information: Name, customer ID(s), customer Personal Identification Numbers (PINs), company name, phone number, text message number, mail and email 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)
[Add new item (2) to read as follows, then renumber current items (2) and (3) as (3) and (4):]
2. ***To provide customers with mail or package delivery options.
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SYSTEM MANAGER(S) AND ADDRESS
[Revise the President and Chief Marketing/Sales Officer address to read as follows:]
Chief Marketing/Sales Officer and Executive Vice President, United States Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.
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[Revise the Vice President, Global Business address to read as follows:]
Vice President, Controller, United Stated Postal Service, 475 L’Enfant Plaza SW, Washington, DC 20260.
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We will incorporate these revisions into the next online issue of Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management, which is 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 Click HBKs.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Privacy Office,
General Counsel and Executive VP, 4-3-14
