83 FR 62631 - Privacy Act of 1974; System of Records

POSTAL SERVICE

Federal Register Volume 83, Issue 233 (December 4, 2018)

Page Range		62631-62632
FR Document		2018-26310

The United States Postal Service[supreg] (Postal Service) is proposing to establish a new Customer Privacy Act System of Records (SOR) to support the Change of Address and Hold Mail services.

Federal Register, Volume 83 Issue 233 (Tuesday, December 4, 2018)

[Federal Register Volume 83, Number 233 (Tuesday, December 4, 2018)]
[Notices]
[Pages 62631-62632]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-26310]


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POSTAL SERVICE


Privacy Act of 1974; System of Records

AGENCY: Postal Service^TM.

ACTION: Notice of establishment of new system of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is 
proposing to establish a new Customer Privacy Act System of Records 
(SOR) to support the Change of Address and Hold Mail services.

DATES: This system will become effective without further notice on 
January 3, 2019 unless, in response to comments received on or before 
that date, the Postal Service makes any substantive change to the 
purposes or routine uses set forth, or to expand the availability of 
information in this system, as described in this notice. If the Postal 
Service determines that certain portions of this SOR should not be 
implemented, or that implementation of certain portions should be 
postponed in light of comments received, the Postal Service may choose 
to implement the remaining portions of the SOR on the stated effective 
date, and will provide notice of that action.

ADDRESSES: Comments may be mailed or delivered to the Privacy and 
Records Management Office, United States Postal Service, 475 L'Enfant 
Plaza SW, Room 1P830, Washington, DC 20260-1101. Copies of all written 
comments will be available at this address for public inspection and 
photocopying between 8 a.m. and 4 p.m., Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and 
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].

SUPPLEMENTARY INFORMATION: This notice is in accordance with the 
Privacy Act requirement that agencies publish their systems of records 
in the Federal Register when there is a revision, change, or addition, 
or when the agency establishes a new system of records. The Postal 
Service is establishing a new system of records to support the new 
Address Matching Database that is being implemented to facilitate the 
prevention of fraudulent Change of Address and Hold Mail requests 
through address matching across Postal Service customer systems.

I. Background

    In an effort to enhance the security of mailing services, the 
Postal Service is using a new Address Matching Database to identify, 
prevent and mitigate potential fraudulent activity within the Change of 
Address and Hold Mail processes.

II. Rationale for Changes to USPS Privacy Act Systems of Records

    The Postal Service is using a new Address Matching Database to 
facilitate mail fraud prevention for Change of Address and Hold Mail 
services through address matching across Postal Service customer 
systems. Specifically, the Address Matching Database will establish a 
dataflow across existing Postal Service customer systems and 
applications and confirm if there is an address match when a new Change 
of Address or Hold Mail request is submitted. The Address Matching 
Database will also confirm the presence of a Change of Address or Hold 
Mail request for the same address. With the exception of Change of 
Address requests subject to protective court orders, the Address 
Matching Database will send email or text message confirmation 
notifications to customers who submit a Change of Address and/or Hold 
Mail request. The Address Matching Database will also generate 
aggregate data analytics that will help guide business decisions and 
efforts to mitigate potential fraud as it relates to the Change of 
Address and Hold Mail processes. Additionally, this information will be 
used to improve the customer experience by helping the Postal Service 
maintain up-to-date user records across customer systems and minimizing 
the risk of fraudulent transactions.

Privacy and Security

    For more than two centuries, the Postal Service has maintained a 
brand that customers trust to protect the privacy and security of their 
information. The new Address Matching Database will enhance the 
confidentiality and privacy of mail delivery services by improving the 
security of Change of Address and Hold Mail processes. The new Address 
Matching Database will also protect Postal Service customers from 
becoming potential victims of mail fraud and identity theft. Other 
policies that ensure the security and confidentiality of personal 
information are described below in the Safeguards section of the new 
Address Matching for Mail Fraud Detection and Prevention SOR.

III. Description of the New System of Records

    Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to 
submit written data, views, or arguments to this proposal. A report of 
the establishment of this SOR has been sent to Congress and to the 
Office of Management and Budget for their evaluations. The Postal 
Service does not expect the establishment of this SOR to have any 
adverse effect on individual privacy rights. Accordingly, for the 
reasons stated above, the Postal Service proposes a new system of 
records as follows:
USPS 800.050

System Name:
    Address Matching for Mail Fraud Detection and Prevention.

[[Page 62632]]

System Location:
    USPS National Customer Support Center (NCSC) and USPS IT Eagan Host 
Computing Services Center.

Categories of Individuals Covered by the System:
    Customers requesting Change of Address mail forwarding, or Hold 
Mail services.

Categories of Records in the System:
    1. Customer information: For Change of Address requests, old and 
new address, email address(es), telephone numbers and device 
identification; for Hold Mail, address, email address(es), and 
telephone numbers.
    2. Online user information: Device identification.

Authority for Maintenance of the System:
    18 U.S.C. 1341, 1343 and 3061; 39 U.S.C. 401, 403, 404, 3003 and 
3005.

Purpose(s):
    1. To enhance the customer experience by improving the security of 
Change of Address (COA) and Hold Mail processes.
    2. To protect USPS customers from becoming potential victims of 
mail fraud and identity theft.
    3. To identify and mitigate potential fraud in the COA and Hold 
Mail processes.
    4. To verify a customer's identity when applying for COA and Hold 
Mail services.
    5. To facilitate mail fraud prevention for COA and Hold Mail 
services through address matching across USPS customer systems.
    6. To facilitate the provision of accurate and reliable mail and 
package delivery services.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    Standard routine uses 1. through 7, 10 and 11. apply.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Automated databases.

Retrievability:
    Retrieval is accomplished by a computer-based system, using one or 
more of the following elements: ZIP Code(s), address, telephone number, 
email address, device identification and/or IP address.

Safeguards:
    Electronic records, computers, and computer storage media are 
located in controlled-access areas under supervision of program 
personnel. Access to records is limited to individuals whose official 
duties require such access. Contractors and licensees are subject to 
contract controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.
    Online data transmission is protected by encryption, dedicated 
lines, and authorized access codes.

Retention and Disposal:
    COA and Hold Mail records are retained in an electronic database 
for 10 years from the effective date.
    Electronic records existing on computer storage media are destroyed 
according to the applicable USPS media sanitization practice.

System Manager(s) and Address:
    Vice President, Product Innovation, United States Postal Service, 
475 L'Enfant Plaza SW, Washington, DC 20260.

Notification Procedure:
    Customers wanting to know if information about them is maintained 
in this system of records must address inquiries in writing to the 
system manager. Inquiries must contain name, address, email, and other 
identifying information.

Record Access Procedures:
    Requests for access must be made in accordance with the 
Notification Procedure above and the USPS Privacy Act regulations 
regarding access to records and verification of identity under 39 CFR 
266.5.

Contesting Record Procedures:
    See Notification Procedure and Record Access Procedures above.

Record Source Categories:
    Individual customers requesting Change of Address, mail forwarding, 
or Hold Mail services and other USPS customer systems.
* * * * *

Brittany M. Johnson,
Attorney, Federal Compliance.
[FR Doc. 2018-26310 Filed 12-3-18; 8:45 am]
 BILLING CODE P

62632 Federal Register / Vol. 83, No. 233 / Tuesday, December 4, 2018 / Notices

SYSTEM LOCATION: controlled-access areas under SECURITIES AND EXCHANGE
USPS National Customer Support supervision of program personnel. COMMISSION
Center (NCSC) and USPS IT Eagan Host Access to records is limited to
Computing Services Center. individuals whose official duties require Proposed Collection; Comment
such access. Contractors and licensees Request
CATEGORIES OF INDIVIDUALS COVERED BY THE are subject to contract controls and
SYSTEM: Upon Written Request, Copies Available
unannounced on-site audits and From: Securities and Exchange
Customers requesting Change of inspections.
Address mail forwarding, or Hold Mail Commission, Office of FOIA Services,
Computers are protected by 100 F Street NE, Washington, DC
services. mechanical locks, card key systems, or 20549–2736
CATEGORIES OF RECORDS IN THE SYSTEM:
other physical access control methods.
The use of computer systems is Extension: Rule 17f–4, SEC File No. 270–232,
1. Customer information: For Change OMB Control No. 3235–0225.
regulated with installed security
of Address requests, old and new Notice is hereby given that, pursuant
software, computer logon
address, email address(es), telephone to the Paperwork Reduction Act of 1995
identifications, and operating system
numbers and device identification; for (44 U.S.C. 3501–3520) (the ‘‘Paperwork
controls including access controls,
Hold Mail, address, email address(es), Reduction Act’’), the Securities and
terminal and transaction logging, and
and telephone numbers. Exchange Commission (the
file management software.
2. Online user information: Device ‘‘Commission’’) is soliciting comments
Online data transmission is protected
identification. on the collection of information
by encryption, dedicated lines, and
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: authorized access codes. summarized below. The Commission
plans to submit this existing collection
18 U.S.C. 1341, 1343 and 3061; 39 RETENTION AND DISPOSAL: of information to the Office of
U.S.C. 401, 403, 404, 3003 and 3005.
COA and Hold Mail records are Management and Budget for extension
PURPOSE(S): retained in an electronic database for 10 and approval.
1. To enhance the customer years from the effective date. Section 17(f) (15 U.S.C. 80a–17(f))
experience by improving the security of Electronic records existing on under the Investment Company Act of
Change of Address (COA) and Hold computer storage media are destroyed 1940 (the ‘‘Act’’) 1 permits registered
Mail processes. according to the applicable USPS media management investment companies and
2. To protect USPS customers from sanitization practice. their custodians to deposit the securities
becoming potential victims of mail they own in a system for the central
SYSTEM MANAGER(S) AND ADDRESS: handling of securities (‘‘securities
fraud and identity theft.
3. To identify and mitigate potential Vice President, Product Innovation, depositories’’), subject to rules adopted
fraud in the COA and Hold Mail United States Postal Service, 475 by the Commission.
processes. L’Enfant Plaza SW, Washington, DC Rule 17f–4 (17 CFR 270.17f–4) under
4. To verify a customer’s identity 20260. the Act specifies the conditions for the
when applying for COA and Hold Mail use of securities depositories by funds 2
NOTIFICATION PROCEDURE: and their custodians.
services.
Customers wanting to know if The Commission staff estimates that
5. To facilitate mail fraud prevention
information about them is maintained in 142 respondents (including an
for COA and Hold Mail services through
this system of records must address estimated 80 active funds that may deal
address matching across USPS customer
inquiries in writing to the system directly with a securities depository, an
systems.
6. To facilitate the provision of manager. Inquiries must contain name, estimated 49 custodians, and 13
accurate and reliable mail and package address, email, and other identifying possible securities depositories) 3 are
delivery services. information. subject to the requirements in rule 17f–
4. The rule is elective, but most, if not
RECORD ACCESS PROCEDURES: all, funds use depository custody
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND Requests for access must be made in arrangements.4
THE PURPOSES OF SUCH USES: accordance with the Notification
Standard routine uses 1. through 7, 10 Procedure above and the USPS Privacy 1 15 U.S.C. 80a.
and 11. apply. Act regulations regarding access to 2 As amended in 2003, rule 17f–4 permits any
records and verification of identity registered investment company, including a unit
POLICIES AND PRACTICES FOR STORING, investment trust or a face-amount certificate
under 39 CFR 266.5. company, to use a security depository. See Custody
RETRIEVING, ACCESSING, RETAINING, AND
of Investment Company Assets With a Securities
DISPOSING OF RECORDS IN THE SYSTEM: CONTESTING RECORD PROCEDURES: Depository, Investment Company Act Release No.
STORAGE: See Notification Procedure and 25934 (Feb. 13, 2003) (68 FR 8438 (Feb. 20, 2003)).
The term ‘‘fund’’ is used in this Notice to mean a
Automated databases. Record Access Procedures above. registered investment company.
3 The Commission staff estimates that, as
RETRIEVABILITY: RECORD SOURCE CATEGORIES:
permitted by the rule, an estimated 2% of all active
Retrieval is accomplished by a Individual customers requesting funds may deal directly with a securities depository
computer-based system, using one or Change of Address, mail forwarding, or instead of using an intermediary. The number of
Hold Mail services and other USPS custodians is estimated based on information from
more of the following elements: ZIP Morningstar DirectSM. The Commission staff
Code(s), address, telephone number, customer systems. estimates the number of possible securities
email address, device identification * * * * * depositories by adding the 12 Federal Reserve
and/or IP address. Banks and one active registered clearing agency.
Brittany M. Johnson, The Commission staff recognizes that not all of
SAFEGUARDS: Attorney, Federal Compliance. these entities may currently be acting as a securities
depository for fund securities.
Electronic records, computers, and [FR Doc. 2018–26310 Filed 12–3–18; 8:45 am] 4 Based on responses to Item 18 of Form N–SAR

computer storage media are located in BILLING CODE P (17 CFR 274.101), approximately 97 percent of

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Document Created: 2018-12-04 00:43:04
Document Modified: 2018-12-04 00:43:04

Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Action		Notice of establishment of new system of records.
Dates		This system will become effective without further notice on January 3, 2019 unless, in response to comments received on or before that date, the Postal Service makes any substantive change to the purposes or routine uses set forth, or to expand the availability of information in this system, as described in this notice. If the Postal Service determines that certain portions of this SOR should not be implemented, or that implementation of certain portions should be postponed in light of comments received, the Postal Service may choose to implement the remaining portions of the SOR on the stated effective date, and will provide notice of that action.
Contact		Janine Castorina, Chief Privacy and Records Management Officer, Privacy and Records Management Office, 202- 268-3069 or [email protected]
FR Citation		83 FR 62631