[Code of Federal Regulations]
[Title 39, Volume 1]
[Revised as of July 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 39CFR266.5]

[Page 137]
 
                        TITLE 39--POSTAL SERVICE
 
                 CHAPTER I--UNITED STATES POSTAL SERVICE
 
PART 266--PRIVACY OF INFORMATION--Table of Contents
 
Sec. 266.5  Notification.

    (a) Notification of Systems. The following procedures permit 
individuals to determine the types of personal records systems 
maintained by the Postal Service.
    (1) Upon written request, the Postal Service will notify any 
individual whether a specific system named by him contains a record 
pertaining to him. See Sec. 266.6 for suggested form of request.
    (2) The Postal Service shall publish annually in the Federal 
Register a notice of existence and character of all personal systems of 
records. This notice will contain the following information:
    (i) Name and location of the system,
    (ii) Nature and purposes of the system,
    (iii) Categories of individuals on whom personal information is 
maintained and categories of personal information generally maintained 
in the system,
    (iv) Confidentiality requirements and the extent to which access 
controls apply to such information,
    (v) Postal Service policies and standards regarding the safeguarding 
and disclosure of information, information storage, duration of 
retention of information, and elimination of such information from the 
system,
    (vi) Routine uses made by the Postal Service of the personal 
information contained in the system, including the categories of users 
and the purpose of the use,
    (vii) Title and official address of the custodian,
    (viii) Procedures by which an individual can be informed if a system 
contains personal information pertaining to him, gain access to such 
information, and contest the accuracy, completeness, timeliness, 
relevance and necessity for retention of the information.
    (ix) Categories of sources of such personal information,
    (x) System status--either developmental or operational.
    (b) Notification of Disclosure. The Postal Service shall make 
reasonable efforts to serve notice on an individual before any personal 
information on such individual is made available to any person under 
compulsory legal process when such process becomes a matter of public 
record.
    (c) Notification of Amendment. (See Sec. 266.7 (b)(3) relating to 
amendment of records upon request.)
    (d) Notification of New Use. Any newly intended use of personal 
information maintained by the Postal Service will be published in the 
Federal Register thirty (30) days before such use becomes operational. 
Public views may then be submitted to the office of Administration and 
FOIA.
    (e) Notification of Exemptions. The Postal Service will publish 
within the Federal Register its intent to exempt any system of records 
and shall specify the nature and purpose of that system.
    (f) Notification of computer matching program. The Postal Service 
publishes in the Federal Register and forwards to Congress and the 
Office of Management and Budget advance notice of its intent to 
establish, substantially revise, or renew a matching program, unless 
such notice is published by another participant agency. In those 
instances in which the Postal Service is the ``recipient'' agency, as 
defined in the Act, but another participant agency sponsors and derives 
the principal benefit from the matching program, the other agency is 
expected to publish the notice. The notice must be sent to Congress and 
OMB 40 days, and published at least thirty (30) days, prior to (1) 
initiation of any matching activity under a new or substantially revised 
program, or (2) expiration of the existing matching agreement in the 
case of a renewal of a continuing program.

[40 FR 45724, Oct. 2, 1975; 40 FR 48512, Oct. 16, 1975, as amended at 45 
FR 44272, July 1, 1980; 59 FR 37161, July 21, 1994; 60 FR 57345, Nov. 
15, 1995; 64 FR 41291, July 30, 1999]