Records management is the responsibility of every Postal Service™ employee. All Postal Service records, including paper documents, emails, and electronic data, are important because they help the Postal Service to fulfill its mission. That’s why proper handling of Postal Service records and data is crucial, especially when teleworking.
All paper records, emails, and electronic data created or received by Postal Service employees must be managed in accordance with the policies and related procedures found in the following handbooks:
n Handbook AS-353, Guide to Privacy, the Freedom of Information Act, and Records Management (see about.usps.com/handbooks/as353/welcome.htm).
n Handbook AS-805, Information Security (see about.usps.com/handbooks/as805/welcome.htm).
While electronic data is protected by security safeguards, passwords, and encryption, the proper handling of paper records requires additional considerations:
n Leave sensitive documents at the office. Original records, especially those that may be sensitive or sensitive-enhanced, must not be removed from Postal Service work sites to help prevent loss or damage.
n Scan the documents you need. If you need to work offsite, digitally scan the documents into a secure area on the Postal Service network.
n Securely store documents. Store paper records in a locked cabinet, separate from other documents, until you return them to your official duty station.
n Shred anything you don’t need. While offsite, only non-records may be destroyed, and they must only be destroyed by cross-shredding. Non-records include all duplicate copies or photocopies of original records.
n Don’t connect to non-USPS equipment. While working offsite, users must not connect a USPS® laptop to any peripheral devices, such as printers, that would allow anyone to print sensitive or sensitive-enhanced materials.
Records are managed according to the official retention periods found in the Electronic Records and Information Management System. For more information, send an email to the Records Management team at RecordsManagement@usps.gov.
— Records Management and
Corporate Information Security Office, 7-2-20
