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

POSTAL SERVICE

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

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, 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 ServiceTM.

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]
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