Postal Service
Notice of modification to an existing system of records.
The Postal Service proposes to revise the existing system of records entitled “Emergency Management Records 500.300.” The modifications amend an existing routine use to further clarify how records relating to USPS employees and individuals responding to, or affected by, natural disasters or manmade hazards are disclosed to government agencies or disaster relief organizations.
The revision will become effective without further notice on August 18, 2008 unless comments received on or before that date result in a contrary determination.
Comments may be mailed or delivered to the Records Office, United States Postal Service, 475 L'Enfant Plaza, SW., Room 5821, Washington, DC 20260–2200. 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.
Jane Eyre, Manager, Records Office, 202–268–2608.
This notice is in accordance with the Privacy Act requirement that agencies publish their amended systems of records in the
The Postal Service does not expect this amended notice to have any adverse effect on individual privacy rights.
“Privacy Act System of Records USPS 500.300” was originally published in the
The Postal Service proposes amending the system as shown below:
2. Household member of USPS employees and other individuals having emergency management responsibilities officially designated by the Postal Service to mitigate, prepare for, respond to, or recover from any natural disaster or manmade hazard.
4. Individuals whose names have been provided to the Postal Service by government agencies or disaster relief organizations as a result of a disaster or manmade hazard.
2. Medical fitness and surveillance information: Records related to medical documentation such as receipt of prophylaxis, tests, including determinations of fitness to wear protective equipment, and surveillance for exposure to hazards.
4. Evacuee information: Records of individuals who are impacted by natural disasters or manmade hazard, such as name; postal assignment information (if USPS employee); home, work, and emergency contact information; home and work address; location in facility and activities prior to evacuation; route of exit from facility; rallying point; and emergency medical treatment administered to evacuees.
1. To permit collaboration among officially designated individuals who are responsible for mitigation of, preparation for, response to, and recovery from any natural disaster or manmade hazard involving the Postal Service.
2. To satisfy federal requirements for the training, fitness testing, and medical surveillance of individuals in response to a natural disaster or manmade hazard involving the Postal Service.
3. To test for the exposure of individuals to hazards.
5. To assess the likelihood of an individual's exposure to a hazard and to contact the individual with important health-related information.
6. To provide information about disaster recovery programs and services to individuals affected by a natural disaster or manmade hazard.
Standard routine uses 1 through 9 apply.
a. Medical records may be disclosed to an individual's private treating physician, to medical personnel retained by USPS, and to public health agencies to provide medical examinations, medications, or treatment to individuals covered by this system of records.
2. Medical documentation including fitness and medical surveillance information is retained 30 years from the date of collection.
3. Evacuee information is retained 5 years from the date of collection.
Chief Postal Inspector, United States Postal Inspection Service, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
Senior Vice President, Intelligent Mail and Address Quality, United States Postal Service, 475 L'Enfant Plaza, SW., Washington, DC 20260.
Manager, Safety, Security, Emergency Planning, United States Postal Service Office of Inspector General, 1735 N. Lynn Street, Arlington, VA 22209.
The Vice President, Emergency Preparedness.
Current and former employees and contractors wanting to know if information about them is maintained in this system of records must address inquiries to the facility head where currently or last employed. Headquarters employees or contractors must submit inquiries to the chief postal inspector. Requests must include full name, Social Security Number or Employee Identification Number, and employment or contract dates. Individuals from whom evacuee information may have been collected must address inquiries to head of the facility from which they were evacuated. Household members of current or former field employees and other individuals having emergency management responsibilities officially designated by the Postal Service must address inquiries to the facility head where the postal employee in their household is currently or was last employed. Household members of current or former Headquarters employees and other individuals having emergency management responsibilities officially designated by the Postal Service must submit inquiries to the Chief Postal Inspector.
Employees; contractors; medical staff of the Postal Service; designated contractors; public health agencies; emergency response agencies, providers, and first responders; individuals who are evacuated in the event of a natural disaster or manmade hazard; and household members of USPS employees and other individuals having emergency management responsibilities officially designated by the Postal Service.