Part I. Privacy Act Requests

  1. Introduction

Individuals (“Requesters”) may request notification of or access to records about themselves, request amendment of those records, and request an accounting of disclosures of those records by following the procedures in Part I of this Addendum. Additional information about these procedures can be found in the Postal Service’s privacy regulations, 39 CFR 266, which must be read together with the Privacy Act of 1974, 5 U.S.C. 552a. The procedures in Part I of this Addendum apply to all records in systems of records maintained by the Postal Service that are retrieved by an individual’s name or personal identifier. To determine whether a particular record is maintained in a system of records, a requester may review the Appendix of this Handbook or the Postal Service’s systems of records notices published in the Federal Register. The Postal Service processes all Privacy Act requests for access to records under the FOIA, 5 U.S.C. 552, following the rules contained in 39 CFR 265, as necessary, which provides the requester with the greatest access to his or her personal records. For purposes of Part I, records custodians (“custodians”) are responsible within their respective units for affording individuals their rights to inspect and obtain copies of records concerning them.

  1. Submission of Requests

Requesters must submit inquiries regarding the contents of records systems or access/amendment to personal information in writing in accordance with the procedures described in the applicable system of records notice published in the Federal Register, within the Appendix of this Handbook, or to the Privacy and Records Management Office at the following address:

PRIVACY AND RECORDS MANAGEMENT OFFICE
U.S. POSTAL SERVICE
475 L’ENFANT PLAZA SW
WASHINGTON, DC 20260-1101

Submit U.S. Postal Inspection Service requests to:

CHIEF POSTAL INSPECTOR
U.S. POSTAL INSPECTION SERVICE
475 L’ENFANT PLAZA SW
WASHINGTON, DC 20260

Submit Office of Inspector General requests to:

FREEDOM OF INFORMATION ACT/PRIVACY OFFICER
U.S. POSTAL SERVICE
OFFICE OF INSPECTOR GENERAL
1735 NORTH LYNN STREET
ARLINGTON, VA 22209-2020

Inquiries must be clearly marked "Privacy Act Request.” 39 CFR 266.5.

  1. Content of Requests
  2. Requesters must include the information contained under “Notification Procedure” in the applicable system of records as published in the Federal Register or within the Appendix of this Handbook in any inquiry concerning a record maintained in a system of records. Requesters contesting the relevance, accuracy, timeliness, or completeness of a record must submit a statement describing the amendment requested in sufficient detail. In addition, a requester must provide identification sufficient to satisfy the custodian as to the requester’s identity prior to accessing a record by complying with one of the following identification verification methods:

  3. Responses to Requests
    1. Acknowledgment of Request
    2. A requester will receive acknowledgment of receipt of the request within 10 days. 39 CFR 266.5.

    3. Compliance with Request for Access
    4. Once a record has been located and determined to be releasable, the requester will receive a copy of the record or notification of when and where the record will be available for inspection and copying. 39 CFR 266.5.

    5. Denial of Request for Access
    6. If a record does not exist, does not contain personal information about the requester, or is exempt from disclosure, the requester will receive a reply in writing signed by the custodian or appropriate official denying the request. This reply will include a statement determining the factors of denial, and the right to appeal the denial to the General Counsel. 39 CFR 266.5.

    7. Compliance with Notification Requests
    8. A requester will receive notification if a record has been located in response to a request for notification as to whether a specific system of records contains a record pertaining to the requester. 39 CFR 266.5.

    9. Compliance with Requests for Amendments
    10. If an amendment to a record is determined to be proper, a requester will receive notification when the amendment action is complete. If an amendment to a record is determined to be improper, the requester will receive notification of the determination not to amend, the reason for the refusal, and of the requester’s right to appeal, or to submit, in lieu of an appeal, a statement of reasonable length setting forth a position regarding the disputed information to be attached to the contested personal record. 39 CFR 266.5.

  4. Requester’s Responsibilities When Inspecting Records on Postal Service Property

The requester must provide identification sufficient to satisfy the custodian as to the requester’s identity before accessing a record by complying with the following identification verification methods:

The requester must agree not to leave Postal Service premises with official records unless specifically given a copy for that purpose by the custodian or the custodian’s representative. At the conclusion of the inspection, the requester must sign a statement indicating the requester has reviewed specific records or categories of records. The requester may be accompanied by a person of the requester’s choice to aid in the inspection of information and, if applicable, the manual recording or copying of the records if the requester submits a signed statement authorizing the person to do so and discussion of the records occurs in the accompanying person’s presence. 39 CFR 266.5.

  1. Availability of Assistance

The Privacy and Records Management Office is available to provide a requester with assistance in exercising rights under the Privacy Act and the Postal Service’s privacy regulations.

PRIVACY AND RECORDS MANAGEMENT OFFICE
U.S. POSTAL SERVICE
475 L’ENFANT PLAZA SW
WASHINGTON, DC 20260-1101
202-268-2608

39 CFR 266.5.

  1. Appeal Procedure
    1. Submission of Appeals
    2. If a request for notification of or to inspect, copy, or amend a record is denied, in whole or in part, or if no determination is made, the requester may appeal to:

    GENERAL COUNSEL
    U.S. POSTAL SERVICE
    475 L’ENFANT PLAZA SW
    WASHINGTON, DC 20260-1101

    39 CFR 266.6.

    1. Content of Appeals
    2. The requester must submit an appeal in writing within 90 days of the date of denial, or within 90 days of such request, if the appeal is from a failure of the custodian to make a determination. The letter of appeal must include, as applicable:

      1. Reasonable identification of the record to which the requester sought notification, access, or amendment.
      2. A statement of the Postal Service action or failure to act, and of the relief sought.
      3. A copy of the request, of the notification of denial, and of any other related correspondence, if any. 39 CFR 266.6.
    3. Responses to Appeals
    4. The requester will receive an appeal decision in writing and, in the event of a denial, the appeal decision will include the reasons for the denial and district court appeal rights. Any record found on appeal to be incomplete, inaccurate, not relevant, or not timely, will be amended within 30 working days of the date of such findings. 39 CFR 266.6.

    5. Requester’s Submission of Statement of Disagreement
    6. If the final decision concerning a request for the amendment of a record does not satisfy the requester, any statement of reasonable length provided by the requester setting forth a position regarding the disputed information will be accepted and attached to the relevant personal record. 39 CFR 266.6.

  2. Schedule of Fees
    1. Duplication
    2. For duplicating any paper, micrographic record, publication, or computer report, the fee is $0.15 per page, except that the first 100 pages furnished in response to a particular request must be furnished without charge. The Postal Service may, at its discretion, make user-paid copy machines available at any location. In that event, requesters will be given the opportunity to make copies at their own expense. The Postal Service normally will not furnish more than one copy of any record. If duplicate copies are furnished at the request of the requester; a fee of $0.15 per page is charged for each copy of each duplicate page. 39 CFR 266.7.

    3. Limitations on Fees
    4. No fee will be charged to a requester for the process of retrieving, reviewing, or amending a record pertaining to the requester. 39 CFR 266.7.




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