PART 262—RECORDS AND INFORMATION MANAGEMENT DEFINITIONS Authority: 5 U.S.C. 552, 552a; 39 U.S.C. 401. Source: 49 FR 30693, Aug. 1, 1984, unless otherwise noted. § 262.1 Purpose and scope. This part contains the official definition of those basic records and information management terms that are frequently used throughout Postal Service regulations and directives. § 262.2 Officials. (a) Chief Privacy Officer. (b) Deputy Chief FOIA Officer. (c) Records Custodian. (d) Information System Executive. (e) Records Office. [80 FR 45066, July 29, 2015] § 262.3 Information. Data combined with the knowledge of its context and having the potential to serve a Postal Service use. (a) Sensitive information. restricted critical. (1) Critical information. (2) Restricted information. (i) Restricted mandatory. only (ii) Restricted discretionary. may (b) Classified information (National Security). § 262.4 Records. Recorded information, regardless of media, format, or physical characteristics, including electronic data, developed or received by the Postal Service in connection with the transaction of its business and retained in its custody; for machine-readable records, a collection of logically related data treated as a unit. (a) Permanent record. (b) Corporate records. (c) Active record. (d) Inactive record. (e) Vital records. (1) Emergency operating records. (2) Rights and interest records. [49 FR 30693, Aug. 1, 1984, as amended at 51 FR 26385, July 23, 1986; 60 FR 57344, Nov. 15, 1995; 63 FR 6481, Feb. 9, 1998; 64 FR 41290, July 30, 1999; 68 FR 56558, Oct. 1, 2003] § 262.5 Systems (Privacy). (a) Privacy Act system of records. (b) Individual (record subject). (c) Computer matching program. (1) A Postal Service automated system of records with an automated system of records of another Federal agency, or with non-Federal records, for the purpose of: (i) Establishing or verifying the eligibility of, or continuing compliance with statutory and regulatory requirements by, applicants for, recipients or beneficiaries of, participants in, or providers of services with respect to, cash or in-kind assistance or payments under Federal benefit programs, or (ii) Recouping payments or delinquent debts under such Federal benefit programs; (2) A Postal Service automated personnel or payroll system of records with another automated personnel or payroll system of records of the Postal Service or other Federal Agency or with non-Federal records. (d) Other computer matching activities. (i) Statistical matches whose purpose is solely to produce aggregate data stripped of personal identifiers. (ii) Statistical matches whose purpose is in support of any research or statistical project. (iii) Law enforcement investigative matches whose purpose is to gather evidence against a named person or persons in an existing investigation. (iv) Tax administration matches. (v) Routine administrative matches using Federal personnel records, provided that the purpose is not to take any adverse action against an individual. (vi) Internal matches using only records from Postal Service systems of records, provided that the purpose is not to take any adverse action against any individual. (vii) Matches performed for security clearance background checks or for foreign counterintelligence. (2) Although these and other matching activities that fall outside the definition of “matching program” are not subject to the matching provisions of the Privacy Act or OMB guidance, other provisions of the Act and of these regulations may be applicable. No matching program or other matching activity may be conducted without the prior approval of the Records Office. [49 FR 30693, Aug. 1, 1984, as amended at 59 FR 37160, July 21, 1994; 60 FR 57344, Nov. 15, 1995; 64 FR 41290, July 30, 1999; 68 FR 56558, Oct. 1, 2003] § 262.6 Retention and disposal. (a) Records control schedule. (b) Disposal (records). (1) Transfer to the National Archives. (2) Donation to the Smithsonian Institution, local museums or historical societies. (3) Sale as waste material. (4) Discarding. (5) Physical destruction. (c) Retention period. § 262.7 Non-records. (a) Non-record material. (b) Personal papers.