SSN Justification

DEFENSE SECURITY COOPERATION AGENCY
201 12TH STREET SOUTH, STE 203
ARLINGTON, VA 22202·5408

MAR 2 6 2015
MEMORANDUM FOR DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE
SUBJECT: Justification for the Use of the Social Security Number for the Defense Institute of
Security Assistance Management Information System Mission
Reference: Department of Defense Instruction 1000.30, "Reduction of Social Security Number
(SSN) Use Within DoD," August 1, 2012
In accordance with the requirement established in the referenced Department of Defense
(DoD) Instruction, this memorandum justifies the collection and continued use of the Social
Security Number (SSN) collected within the Defense Institute of Security Assistance
Management (DISAM) Information System Mission (DISM) for reimbursement of travel
expenses and honorarium.
DISM is an internet-based portal that contains supplied information, including the SSN,
for the purposes of efficient administration of both U.S. and international students, including the
effective management of personnel and guest lecturers. The collection is carried out by DISAM,
a subordinate organization of the Defense Security Cooperation Agency (DSCA). DISAM is the
lead defense security cooperation resource for professional research, education, and training of
U.S. Government security cooperation and security assistance programs for DoD, U.S . Defense
Industry, international military, and related government civilians globally.
DISM interacts with the Defense Travel System (DTS) which requires the continued use
of the SSN as a primary identifier for DoD military and civilian personnel who travel nationally
and internationally. Subsequently, DTS interfaces with the Defense Finance and Accounting
Services (DF AS), which further relies solely on the collection of the SSN for reimbursement of
travel expenses. To enable DISAM to properly fund requests for reimbursements of
approximately 2,000 students per year, the process mandates the use of the traveling student' s
full SSN. Note, DISAM cannot access a student' s information within DTS when they are not a
part of the DISAM organization, nor can individuals outside ofthe organization access the
DISAM account within DTS without the setup of a cross-org funding source. Using the SSN,
the budget office creates the cross-organization funding source within DTS for the TDY student.
As a result, the student is able to view and charge necessary traveling expenses to DISAM's line
of accounting. Upon receipt of the order number for the student' s travel expenses, the SSN is
subsequently deleted from DISM. (See attached Student Funding Flow Chart for reference).
In addition, DISAM collects the SSN for guest speakers in order to fulfill Internal
Revenue Service requirements to identify the individual by the Tax ID (SSN) for reimbursement
of the honorarium. The SSN is also required for non-DoD speakers who are traveling to DISAM
and need a user's profile set up in DTS to reimburse the guest speaker' s travel expenses.

Further, DISAM is using best industry practices and a DoD Information Assurance
Certification and Accreditation Process framework to ensure the SSN, along with other personal
data within DISM, is not misused outside of the correct context ofthe system. Records are
maintained in a controlled facility. Physical entry is restricted by the use of locks, and is
accessible only to authorized personnel. Access to records is limited to person(s) responsible for
servicing the record in performance of their official duties and who are properly screened and
cleared for need-to-know. Access to computerized data is restricted by centralized access control
to include the use of Common Access Cards, passwords (which are changed periodically), file
permissions and audit logs.
Additional information regarding the data collection can be found in the attached System
of Records Notice and Privacy Impact Assessment for DISM.

~<'J . W. Rixey

Vice Admiral, USN
Director
Attachments:
As stated

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