SSN Justification Memo - SECNAV 5512/1 -0703-0061

GENADMIN DON CIO WASHINGTON DC 192101Z JUL 2010

SSN REDUCTION REVIEW

EMAIL
SUBMIT
Form Number:

FORM

Submission for (Check one):

Requiring Document: see

SECNAV 5512/1

Form Revision Date:

DATE COMPLETED:

IT SYSTEM

22 Feb 2017

Authorities in section 2 below

03/31/2017
SECTION 1

TO BE COMPLETED BY FORM ORIGINATOR/SPONSOR. Forms that collect and retrieve by SSN/PII must be covered by a System of Record
Notice (SORN), be call for within a requiring document, and have Privacy Act Officer approval for Privacy Act Statements. Return
completed packages that contain the SSN Reduction Review Form, Justification, and if need the DD 67 and the SSN Elimination Plan to the
cognizant forms manager. If SECNAV/OPNAV/NAVSO send to DON Forms Manager OPNAV. [email protected],
If NAVMC forms send to the USMC Forms Manager, [email protected]
1. Is the form covered by a System of Record Notice (SORN)?
a. If yes, what is the SORN number?
NM05512-2

YES

NO

and DMDC 16

b. If no, contact the Privacy Act Officer for instructions.
2. Does the form contain a Privacy Act Statement (PAS)?
a. If yes, has the PAS been approved by a Privacy Act Officer?
b. If no, contact the Privacy Act Officer for instructions.
3. Is the SSN Field needed?

YES

NO

YES

NO

YES

NO

a. If no, complete DD67 to request revision of the form.
YES

NO

a. If yes, is the SSN field masked or truncated?

YES

NO

b. If no, could it be?

YES

NO

YES

NO

YES

NO

YES

NO

4. Is this form electronic?

5. Is this form part of an IT system?
a. If yes, what is the IT System name and DITPR DON ID?

NACS - 23212; and BAACS - 22557

b. If yes, does the IT System mask or truncate the display of the SSN on the form?
c. If no, Could it be?
6. Is Justification Memorandum for the Record attached?

YES

NO

7. Could an alternative to the SSN be used?

YES

NO

CONTACT INFORMATION - IT System Owner or Form Originator/Sponsor
Name, Code, Mailing Address

Office Telephone Number:

Charles Pierce, PP&O (PS), Pentagon Room 4A324, Washington, DC 20350

(703)695-7202
E-mail Address

[email protected]
SECTION 2 TO BE COMPLETED BY PRIVACY ACT OFFICER
To verify information given in Section 1 is accurate, is in compliance with Privacy Act Regulations, and meets requirements of the
SSN Reduction Plan.
1. Is Privacy Act Statement (PAS) correct?

YES

NO

2. If there is not a PAS, is one needed?

YES

NO

3. If a PAS needed, what is the correct PAS? (Originator/owner of form/IT system will work with the Privacy Act Officer to draft a PAS if needed) (Field will expand
to fit typed data))

PRIVACY ACT STATEMENT:
AUTHORITY: 10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine
Corps; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program; DoD Instruction 5200.08, Security of DoD
Installations and Resources and the DoD Physical Security Review Board (PSRB); DoD 5200.08-R, Physical Security Program; DoD
Directive 5200.27, Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense
(Exception to policy memos); Directive-Type Memorandum (DTM) 09-012, Interim Policy Guidance for DoD Physical Access
Control; DTM 14-005, DoD Identity Management Capability Enterprise Services Application (IMESA) Access to FBI National
Crime Information Center (NCIC) Files; E.O. 9397 (SSN), as amended; OPNAVINST 5530.14E, Navy Physical Security and Law
Enforcement Program; Marine Corps Order 5530.14 Marine Corps Physical Security Program Manual; SORN NM05512-2 and
DMDC 16 http://dpcld.defense.gov/Privacy/SORNsIndex
PURPOSE(S): To control physical access to Department of Defense (DoD), Department of the Navy (DON) or Marine Corps
installations/units, controlled information, installations, facilities, or areas over which DoD, DON, or Marine Corps has security
responsibilities by identifying or verifying an individual through the use of biometric databases and associated data processing/
information services for designated populations for purposes of protecting U.S./coalition/allied government/national security areas of
responsibility and information; to issue badges, replace lost badges, and retrieve passes upon separation; to maintain visitor statistics;
collect information to adjudicate access to facility; and track the entry/exit times of personnel.
ROUTINE USE(S): To designated contractors, federal agencies, and foreign governments for the purpose of granting Navy officials
SECNAV 5213/1 (Jul 2010)

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GENADMIN DON CIO WASHINGTON DC 192101Z JUL 2010

access to their facility.
DISCLOSURE: Providing registration information is voluntary. Failure to provide requested information may result in denial of
access to benefits, privileges, and DoD installations, facilities and buildings.
4. Is the System of Records Notice (SORN) number cited in Section 1 correct?

YES

NO

5. Does a SORN need to be initiated?

YES

NO

YES

NO

(Determination of need for SORN will be worked between the originator/owner of

form/IT system and Command Privacy Act Office)

6. Is use of SSN Justification Form complete and approved?
CONTAOI.TERI.DEBORAH
VANNEWKIRK.1176225200

APPROVED

Deborah Contaoi

DISAPPROVED

Privacy Act Officer Printed Name

Digitally signed by CONTAOI.TERI.DEBORAH VANNEWKIRK.1176225200
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USMC, cn=CONTAOI.TERI.DEBORAH
VANNEWKIRK.1176225200
Date: 2017.03.17 10:40:26 -04'00'

Privacy Act Officer Signature

17 Mar 2017
Date

SECTION 3 - COMMAND FORMS MANAGER
APPROVED

Ernest W Williams

DISAPPROVED

Forms Manager Printed Name

WILLIAMS.ERNEST.WARREN.1243220595

Digitally signed by WILLIAMS.ERNEST.WARREN.1243220595
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USMC, cn=WILLIAMS.ERNEST.WARREN.1243220595
Date: 2017.03.17 13:06:58 -04'00'

Forms Manager Approval Signature

17 Mar 2017
Date:

NOTES:
(1) If Disapproved, sponsor/originator will need to provide a plan to include milestones and timeline of the elimination of the SSN usage.
(2) SSN Reduction Packages for forms will be kept by the cognizant form manager in the forms's history/case file.
(3) SSN Reduction Packages for IT Systems will be kept by the cognizant CIO office.

SECNAV 5213/1 (Jul 2010)

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GENADMIN DON CIO WASHINGTON DC 192101Z JUL 2010

22 Feb 2017
Date

MEMORANDUM FOR THE RECORD
Subj: JUSTIFICATON FOR THE USE OF THE SOCIAL SECURITY NUMBER (SSN)
SECNAV 5512/1 DON LOCAL POPULATION ID CARD/BASE ACCESS PASS RE
(Form number and name or IT system name and DITPR DON ID number)

The DEPARTMENT OF THE NAVY LOCAL POPULATION ID CARD/BASE ACCESS PASS REGISTRATION,
SECNAV 5512/1, is utilized by U.S. Navy and Marine Corps installations as an authorized OMB collection
instrument under OMB 0703-0061 and is required in support of Physical Access Control and Physical Security
missions. SECNAV 5512/1 is used to collect identity information from those individual respondents requesting
physical access who are not otherwise credentialed under DoD Instruction 1000.13, "Identification (ID) Cards for
Members of the Uniformed Services, Their Dependents, and Other Eligible Individuals," December 5, 1997. The
respondent voluntarily provides their identity information on a SECNAV 5512/1 form, and submits it in person to
the Navy/USMC registrar who is required to enter specific identity information into criminal justice information
systems, as required, to perform a background check to determine the fitness of the respondent who is
requesting access to DOD or DON installations. If a background check results in a finding that the respondent is
fit to access the base, the Navy/USMC registrar is required to enter specific identity information including the
SSN into the Navy or USMC Physical Access Control System as required to issue a Local Population ID Card or
Base Access Pass to the respondent. The SSN is not printed or electronically encoded on the Local Population
ID Card or Base Access Pass.
Operational Necessity: To control physical access to DoD, Department of the Navy (DON) or U.S. Marine Corps
installations/units controlled information, installations, facilities, or areas over which the DoD, DON or USMC has
security responsibilities by identifying or verifying an individual through the use of biometric databases and
associated data processing/ information services for designated populations for purposes of protecting U.S./
coalition/allied government/ national security areas of responsibility and information; to register DOD
identification cards and local population identification cards, replace lost ID cards and retrieve passes upon
separation; to maintain visitor statistics; collect fitness determination information to adjudicate access to facility;
and track the entry/exit times of personnel.
Laws or Regulations: 10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C.
5041, Headquarters, Marine Corps; DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program;
DoD Instruction 5200.08, Security of DoD Installations and Resources and the DoD Physical Security Review
Board (PSRB); DoD 5200.08-R, Physical Security Program; DoD Directive 5200.27, Acquisition of Information
Concerning Persons and Organizations not Affiliated with the Department of Defense (Exception to policy
memos); Directive-Type Memorandum (DTM) 09-012, Interim Policy Guidance for DoD Physical Access Control;
DTM 14-005, DoD Identity Management Capability Enterprise Services Application (IMESA) Access to FBI
National Crime Information Center (NCIC) Files; E.O. 9397 (SSN), as amended; OPNAVINST 5530.14E, Navy
Physical Security and Law Enforcement Program; Marine Corps Order 5530.14A Marine Corps Physical
Security Program Manual; SORN NM05512-2 and DMDC 16 http://dpcld.defense.gov/Privacy/SORNsIndex
DoD Directive 1000.25, “DoD Personnel Identity Protection (PIP) Program,” July 2004, establishes policy for the
implementation and operation of the PIP Program, to include use of DoD identity credentials and operation of
DoD Physical Access Control Systems that are used by DOD joint Services.
OUSD(I) Directive Type Memorandum (DTM) 09-012 mandated that DOD Physical Access Control Systems
must support a DoD-wide and federally interoperable access control capability that can authenticate USG
physical access credentials and support access enrollment, authorization processes, and securely share
information. The SECNAV 5512/1 has been developed to support DON compliance with the DTM 09-012 and
provides DON physical security authorities with a common collection instrument and approach to support those
individual respondents needing physical access who are not otherwise credentialed under DoD Instruction
1000.13. The SSN is one of the primary documents that is required to be recorded on the SECNAV 5512/1 and
physically presented in order to establish Identity and Employment Authorization as is specified in the
SECNAV 5213/1 (Jul 2010)

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GENADMIN DON CIO WASHINGTON DC 192101Z JUL 2010

instructions on page 3 of the SECNAV 5512/1. The SSN is on of the required data elements that is submitted to
the National Crime Information Center that are used to determine fitness and confirm eligibility of individuals who
are requesting access to DOD or DON installations. The SSN is also one of the primary required data dictionary
elements in the DON installation’s Physical Access Control System used to produce and issue a DON Local
Population Identity Card/Base Access Pass and used to electronically authenticate the ID card/pass when the
card is presented at DON installation access control points.
Conclusion: The SSN serves as primary identity information that is required to 1) establish identity; 2) determine
fitness for access; and 3) register in the DON installation’s Physical Access Control System in order to produce
and issue a DON Local Population Identity Card/Base Access Pass. If the SSN is eliminated:
- DON will lack a common DON collection instrument;
- DON will not be fully compliant with DTM-09-012;
- DON will not have a common solution for respondents needing physical access who are not otherwise
credentialed under DoD Instruction 1000.13;
- Process and paperwork duplication and disparity will occur, thereby increasing the likelihood of SSN
mismanagement.
- The estimated costs associated with eliminating the SSN are undetermined at this time, however the costs
would be a significant impact because of the extent of the changes that would be required to be made to the
DOD authoritative data sources and DON Physical Access Control Systems that are deployed across the DON
enterprise.

Digitally signed by SMITH.RANDY.R.1171798120
c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USMC,
SMITH.RANDY.R.1171798120 DN:
cn=SMITH.RANDY.R.1171798120
Date: 2017.03.16 08:58:55 -04'00'

Signature (Flag, SES, or by direction)
Asst. Dpty Commandant, PP&O(Security)
Title and Code
Security Division, PP&O, HQMC
Command

Note: Justification must include operational necessity, cost, etc. explanation and impact if SSN were to be eliminated)

SECNAV 5213/1 (Jul 2010)

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