Privacy Impact Assessment Final Draft

PRIVACY IMPACT ASSESSMENT (PIA)
For the
Academy Management System (AMS) DA03899
U. S. Military Academy
SECTION 1: IS A PIA REQUIRED?
a. Will this Department of Defense (DoD) information system or electronic collection of
information (referred to as an "electronic collection" for the purpose of this form) collect,
maintain, use, and/or disseminate PII about members of the public, Federal personnel,
contractors or foreign nationals employed at U.S. military facilities internationally? Choose
one option from the choices below. (Choose (3) for foreign nationals).
(1) Yes, from members of the general public.
(2) Yes, from Federal personnel* and/or Federal contractors.

X

(3) Yes, from both members of the general public and Federal personnel and/or Federal contractors.
(4) No

* "Federal personnel" are referred to in the DoD IT Portfolio Repository (DITPR) as "Federal employees."

b. If "No," ensure that DITPR or the authoritative database that updates DITPR is annotated
for the reason(s) why a PIA is not required. If the DoD information system or electronic
collection is not in DITPR, ensure that the reason(s) are recorded in appropriate
documentation.
c. If "Yes," then a PIA is required. Proceed to Section 2.

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SECTION 2: PIA SUMMARY INFORMATION
a. Why is this PIA being created or updated? Choose one:

X

New DoD Information System

New Electronic Collection

Existing DoD Information System

Existing Electronic Collection

Significantly Modified DoD Information
System

b. Is this DoD information system registered in the DITPR or the DoD Secret Internet Protocol
Router Network (SIPRNET) IT Registry?

X

Yes, DITPR

Enter DITPR System Identification Number

Yes, SIPRNET

Enter SIPRNET Identification Number

2628

No

c. Does this DoD information system have an IT investment Unique Project Identifier (UPI), required
by section 53 of Office of Management and Budget (OMB) Circular A-11?

X

Yes

No

If "Yes," enter UPI
If unsure, consult the Component IT Budget Point of Contact to obtain the UPI.

d. Does this DoD information system or electronic collection require a Privacy Act System of
Records Notice (SORN)?
A Privacy Act SORN is required if the information system or electronic collection contains information about U.S. citizens
or lawful permanent U.S. residents that is retrieved by name or other unique identifier. PIA and Privacy Act SORN
information should be consistent.

X

Yes

If "Yes," enter Privacy Act SORN Identifier

No

A0351-17b USMA

DoD Component-assigned designator, not the Federal Register number.
Consult the Component Privacy Office for additional information or
access DoD Privacy Act SORNs at: http://www.defenselink.mil/privacy/notices/

Or
Date of submission for approval to Defense Privacy Office
Consult the Component Privacy Office for this date.
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e. Does this DoD information system or electronic collection have an OMB Control Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information.
This number indicates OMB approval to collect data from 10 or more members of the public in a 12-month period
regardless of form or format.

Yes
Enter OMB Control Number
Enter Expiration Date

X

No

f. Authority to collect information. A Federal law, Executive Order of the President (EO), or DoD
requirement must authorize the collection and maintenance of a system of records.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act
SORN should be the same.
(2) Cite the authority for this DoD information system or electronic collection to collect, use,
maintain and/or disseminate PII. (If multiple authorities are cited, provide all that apply.)
(a) Whenever possible, cite the specific provisions of the statute and/or EO that
authorizes the operation of the system and the collection of PII.
(b) If a specific statute or EO does not exist, determine if an indirect statutory authority can
be cited. An indirect authority may be cited if the authority requires the operation or administration of
a program, the execution of which will require the collection and maintenance of a system of records.
(c) DoD Components can use their general statutory grants of authority (“internal
housekeeping”) as the primary authority. The requirement, directive, or instruction implementing the
statute within the DoD Component should be identified.

Academy Management System (AMS) DA03899 SORN A0351-17b USMA
10 U.S.C. 4331, Establishment; Superintendent; faculty; 10 U.S.C. 4332,
Departments and Professors: Titles; 10 U.S.C. 4334, Command and
Supervision; Army Regulation 351-17, U.S. Military Academy and U.S.
Military Academy Preparation School Admissions Program; and E.O. 9397
(SSN). In addition to those disclosures generally permitted under 5 U.S.C.
552a (b) of the Privacy Act, these records or information contained therein
may specifically be disclosed outside the DoD as a routine use pursuant to
5 U.S.C. 552a (b) (3) Information may be disclosed to Members of
Congress to assist them in nominating candidates.
Parts of this system may be exempt under 5 U.S.C. 552a (k) (5), (k) (6),
or (k) (7), as applicable.

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g. Summary of DoD information system or electronic collection. Answers to these questions
should be consistent with security guidelines for release of information to the public.
(1) Describe the purpose of this DoD information system or electronic collection and briefly
describe the types of personal information about individuals collected in the system.

To evaluate a candidate's academic, leadership, and physical aptitude
potential for the U.S. Military Academy, to conduct management studies of
admissions criteria and procedures. Name, Social Security Number (SSN),
military status, application and evaluations of cadet for admission; letters of
recommendation/endorsement; academic achievements, awards, honors,
grades, and transcripts; performance counseling; health, physical aptitude
and abilities and athletic accomplishments, peer appraisals.
(2) Briefly describe the privacy risks associated with the PII collected and how these risks
are addressed to safeguard privacy.

The AMS system abides by Department of Defense cyber security policies
and requirements. The system is restricted to personnel who have a need to
know to perform official duties. The system is located in secure facilities and
is adequately protected on secure servers. The information is protected by
unique login ID and passwords which prevents access, browsing, and misuse
of personal data by unauthorized users.

h. With whom will the PII be shared through data exchange, both within your DoD Component and
outside your Component (e.g., other DoD Components, Federal Agencies)? Indicate all that apply.

X

Within the DoD Component.
Specify.

US Army, HQDA, G1, Human Resources Command

Other DoD Components.

Specify.
Other Federal Agencies.

Specify.
State and Local Agencies.

Specify.
Contractor (Enter name and describe the language in the contract that safeguards PII.)

Specify.
Other (e.g., commercial providers, colleges).

Specify.
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i. Do individuals have the opportunity to object to the collection of their PII?
Yes

X

No

(1) If "Yes," describe method by which individuals can object to the collection of PII.

(2) If "No," state the reason why individuals cannot object.

Individuals who are seeking admission to the United States Military Academy
choose to enter items of PII requested by the AMS system. The system
provides the appropriate Privacy Act advisory statement to applicants.

j. Do individuals have the opportunity to consent to the specific uses of their PII?

X

Yes

No

(1) If "Yes," describe the method by which individuals can give or withhold their consent.

Individuals who are seeking admission to the United States Military Academy
choose to enter items of PII requested by the AMS system. The system
provides the appropriate Privacy Act advisory statement to applicants.

(2) If "No," state the reason why individuals cannot give or withhold their consent.

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k. What information is provided to an individual when asked to provide PII data? Indicate all that
apply.

X

Privacy Act Statement

Privacy Advisory

Other

None

Describe
each
applicable
format.

Individuals who are seeking admission to the United States Military
Academy choose to enter items of PII requested by the AMS system.
The system provides the appropriate Privacy Act advisory statement to
applicants.

NOTE:
Sections 1 and 2 above are to be posted to the Component's Web site. Posting of these
Sections indicates that the PIA has been reviewed to ensure that appropriate safeguards are in
place to protect privacy.
A Component may restrict the publication of Sections 1 and/or 2 if they contain information that
would reveal sensitive information or raise security concerns.

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