Handbook AS-353 - Guide to Privacy, the Freedom of Information Act, and Records Management
October 2012

Summary of Changes Transmittal Letter 1 Introduction 1-1 Purpose of This Handbook 1-2 Customer Trust and Privacy Protection 1-3 Handbook Application 1-4 Roles and Responsibilities 1-5 Definitions 2 Laws, Guidelines, and Policies 2-1 The Best of Public and Private Practices 2-2 Mail Protections 2-3 Federal Laws 2-4 Federal Agency Guidelines 2-5 Postal Service Policies 3 Privacy Procedures 3-1 General 3-2 Collecting Information from Customers, Employees, or Other Individuals 3-3 Managing Information Relating to Customers, Employees, or Other Individuals 3-4 Requests by Customers, Employees, or Other Individuals for Information About Themselves 3-5 Disclosing Customer, Employee, or Other Individuals’ Information to Third Parties 3-6 Operating a Customer Web Site 3-7 Sending Marketing E–mail 3-8 Entering Into a Contract or Business Agreement 3-9 Computer Matching Programs

4 Freedom of Information Act Procedures 4-1 General 4-2 How to Make a Freedom of Information Act Request 4-3 How to Process a Freedom of Information Act Request 4-4 Records Available to the Public 4-5 Records Which May Be Withheld From Disclosure 4-6 Fees 4-7 Appeals 4-8 Reporting 5 Requests for Special Categories of Records 5-1 General 5-2 Requests for Employee or Customer Information 5-3 Congressional Requests 5-4 Records Subject to Litigation 6 Records Management 6-1 Records Management Policy 6-2 Records Creation and Designation Guidelines 6-3 Retention 6-4 Storage and Retrieval 6-5 Disposal 6-6 Separation Procedure (Employee or Non-Employee Available) 6-7 Records Subject to Litigation and Legal Holds Appendix Section A. Explanation Section B. Privacy Act Protections Section C. Index of Systems of Records Section D. Authorized Disclosures and Routine Uses Section E. Complete Text of Systems of Records Survey — Tell Us Your Thoughts!