SSN Justification

DEPARTMENT OF DEFENSE
DEFENSE HUMAN RESOURCES ACTIVITY
DEFENSE MANPOWER DATA CENTER
4800 MARK CENTER DRIVE, SUITE 04E25-01
ALEXANDRIA, VA 22350-6000

MEMORANDUM FOR DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE
THROUGH: OFFICE OF THE SECRETARY OF DEFENSE/JOINT STAFF PRIVACY
OFFICE
SUBJECT: Justification for the Use of the Social Security Number on the Synchronized PreDeployment and Operational Tracker - Enterprise Suite
This memorandum is to satisfy the requirements of the Department of Defense
Instruction (DoDI) 1000.30, “Reduction of Social Security Number (SSN) Use Within DoD,”
requiring justification to collect and use the SSN with the Synchronized Pre-Deployment and
Operational Tracker - Enterprise Suite (SPOT-ES) family of systems.
SPOT-ES consists of three automated information systems. Two are web-based: the
Synchronized Predeployment and Operational Tracker (SPOT) and the Total Operational Picture
Support System. Joint Asset Movement Management System is stand-alone. They provide the
central repository of contract and contractor personnel information as required by 10 U.S.C. 2302.
All contractor companies that deploy contractors on behalf of the Department of Defense (DoD),
Department of State (DoS), U.S. Agency for International Development (USAID), and other
Federal Agencies in support of contingency, peacekeeping, humanitarian, or disaster-recovery
operations are required to use SPOT as the designated common database to build individual
contractor employee records. SPOT-ES affords these Federal Agencies and Combatant
Commanders the ability to plan, manage, track, account for, monitor, and report on contracts,
companies, and contractor employees during planning, operation, and drawdown of any such
operations both within and outside of the United States.
Use of the SSN within the SPOT-ES family of systems falls under two of the acceptable
uses in DoDI 1000.30. Acceptable Use 8, Computer Matching, is required as SPOT-ES is the
authoritative source of contract/contractor information and must interact with private sector
companies, DoD, DoS, USAID, and other Federal agency systems that continue to rely on the
SSN as the primary identifier. Acceptable Use 11, Legacy System Interface, is required because
SPOT-ES has interfaces with legacy authoritative systems that require the SSN as part of their
Interface Control Agreements.
The data collected is covered by System of Record Notice, Defense Manpower Data
Center 18 DoD. This system is secured to protect Personally Identifiable Information in
accordance with the Privacy Act of 1974 and DoD 5400.11-R, “Department of Defense Privacy
Program”.
SNAVELYDIXON.MARY.M.11160
74377

Digitally signed by SNAVELYDIXON.MARY.M.1116074377
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=DODHRA, cn=SNAVELYDIXON.MARY.M.1116074377
Date: 2016.08.04 08:49:17 -07'00'

Mary Snavely-Dixon
Director