Pia

PRIVACY IMPACT ASSESSMENT (PIA)
PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance". Complete this form for Department of Defense
(DoD) information systems or electronic collections of information (referred to as an "electronic collection" for the purpose of this form) that collect, maintain, use,
and/or disseminate personally identifiable information (PII) about members of the public, Federal employees, contractors, or foreign nationals employed at U.S.
military facilities internationally. In the case where no PII is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to
system.
1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

Aircraft and Personnel Automated Clearance System (APACS)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

United States Air Force
SecAF is designated the DoD Executive Agent for the DoD Foreign Clearance Program per DoDD 4500.54E and OPR to manage APACS
SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: foreign nationals are included in general public.)

✖

From members of the general public

From Federal employees and/or Federal contractors

From both members of the general public and Federal employees and/or
Federal contractors

Not Collected (if checked proceed to Section 4)

b. The PII is in a: (Check one)
✖

New DoD Information System

New Electronic Collection

Existing DoD Information System

Existing Electronic Collection

Significantly Modified DoD Information System
c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals
collected in the system.

This system is a web-based application operated by the U.S. Air Force due to the Secretary of the Air Force being designated as the
Department of Defense (DoD) Executive Agent for the DoD Foreign Clearance Program.
It is designed to aid DoD mission planners, aircraft operators and DoD personnel in meeting host nation aircraft diplomatic and personnel
travel clearance requirements outlined in the DoD Foreign Clearance Guide.
APACS provides requesting, approving, and monitoring organizations (i.e., country clearance approvers at U.S. Embassies, Geographical
Combatant Commands (GCC) theater clearance approvers, and Office of the Secretary of Defense (OSD) special area clearance approvers)
access to a common, centralized, and secure database that contains all the information required to process/approve foreign travel clearances.
Types of PII Collection: Name(s); Position/Title; Rank/Grade; Employment Information; Security Information; DoD ID Number;
Citizenship; Work E-mail Address; Official Duty Address; Official Duty Telephone Phone; Personal E-mail Address; Home/Cell Phone;
Passport Information; Place of Birth; Birth Date; Emergency Contact.
d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use,
administrative use)

PII is used by in-country U.S. Embassy approvers to grant country travel clearances, Geographical Combatant Commands approvers to
grant theater travel clearances and by the Office of Secretary of Defense for Policy approvers to grant special area travel clearances.
Aircrew PII information for verification, identification and authentication of travelers for aircraft and personnel travel clearances.
e. Do individuals have the opportunity to object to the collection of their PII?

✖

Yes

No

(1) If "Yes," describe the method by which individuals can object to the collection of PII.
(2) If "No," state the reason why individuals cannot object to the collection of PII.

User disclosure of PII is voluntary. However, failure to furnish the requested information may result in denial of aircraft and/or personnel
travel clearance requests by country / theater / special area clearance approvers respectively.
f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

✖

No

(1) If "Yes," describe the method by which individuals can give or withhold their consent.
(2) If "No," state the reason why individuals cannot give or withhold their consent.

Level of required PII is specific to the traveler's destination and type of the required travel clearance (i.e., official, leave).
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g. When an individual is asked to provide PII, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and
provide the actual wording.)
✖

Privacy Act Statement

Privacy Advisory

Not Applicable

Authority: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; 22
U.S.C. 4801, Findings and purpose; 22 U.S.C. 4802, Responsibility of Secretary of State; and 22 U.S.C. 4805, Cooperation of other Federal
Agencies; Public Law 99-399, Omnibus Diplomatic Security and Antiterrorism Act of 1986; Department of Defense Directive 4500.54E,
DoD Foreign Clearance Program; DoD Directive 5400.11, Privacy Program; NIST.SP.800-53r4, Security and Privacy Controls for Federal
Information Systems and Organizations; Privacy Act of 1974.
Purpose: This system is a web-based application operated by the U.S. Air Force due to the Secretary of the Air Force being designated as
the Department of Defense (DoD) Executive Agent for the DoD Foreign Clearance Program. It is designed to aid DoD mission planners,
aircraft operators and DoD personnel in meeting host nation aircraft diplomatic and personnel travel clearance requirements outlined in the
DoD Foreign Clearance Guide. APACS provides requesting, approving, and monitoring organizations (i.e., country clearance approvers at
U.S. Embassies, Geographical Combatant Commands (GCC) theater clearance approvers, and Office of the Secretary of Defense (OSD)
special area clearance approvers) access to a common, centralized, and secure database that contains all the information required to process/
approve foreign travel clearances.
Routine Use:
Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a
congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that
individual.
Disclosure of Information to the General Services Administration Routine Use: A record from a system of records maintained by a DoD
Component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections
conducted under authority of 44 U.S.C. 2904 and 2906.
Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained
by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records
management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
Disclosure: User disclosure of PII is voluntary. However, failure to furnish the requested information may result in denial of aircraft and/or
personnel travel clearance requests.
System of Records Notice: F011 AF A3 B DoD - DoD Foreign Clearance Program Records (January 03, 2012, 77 FR 94).
h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)
✖

Within the DoD Component

Specify.

Geographical Combatant Commands

✖

Other DoD Components

Specify.

DIA/DAS, OSD Policy, USN, USMC, USA

✖

Other Federal Agencies

Specify.

Department of State / U.S. Embassies

State and Local Agencies

Specify.

Contractor (Name of contractor and describe the language in
the contract that safeguards PII. Include whether FAR privacy
clauses, i.e., 52.224-1, Privacy Act Notification, 52.224-2,
Privacy Act, and FAR 39.105 are included in the contract.)

Specify.

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

Specify.

i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)
✖

Individuals

Databases

Existing DoD Information Systems

Commercial Systems

Other Federal Information Systems

j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)

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E-mail

Official Form (Enter Form Number(s) in the box below)

Face-to-Face Contact

Paper

Fax

Telephone Interview
✖

Information Sharing - System to System
✖

Website/E-Form

Other (If Other, enter the information in the box below)

User is required to enter PII in the personnel clearance module and "Traveler Notes" fields within the APACS web database user interface.
k. 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 must be consistent.
✖ Yes

No

If "Yes," enter SORN System Identifier

F011 AF A3 B DoD - DoD Foreign Cleara

SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpcld.defense.gov/
Privacy/SORNs/
or
If a SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency
Division (DPCLTD). Consult the DoD Component Privacy Office for this date
If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

Note: An altered SORN request has been submitted.

l. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority
for the system or for the records maintained in the system?
(1) NARA Job Number or General Records Schedule Authority.

N1-AFU-89-25

(2) If pending, provide the date the SF-115 was submitted to NARA.

(3) Retention Instructions.

AFRIMS Table & Rule: T 31 - 08 R 22.00; Title: Foreign Travel; Disposition: Destroy after 5 years
m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of
records. For PII not collected or maintained in a system of records, the collection or maintenance of the PII must be necessary to discharge the
requirements of a statue or Executive Order.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act SORN should be similar.
(2) If a SORN does not apply, 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) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of PII.
(b) If direct statutory authority or an Executive Order does not exist, indirect statutory 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) If direct or indirect authority does not exist, 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 must be identified.

10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; 22 U.S.C. 4801,
Findings and purpose; 22 U.S.C. 4802, Responsibility of Secretary of State; and 22 U.S.C. 4805, Cooperation of other Federal Agencies;
Public Law 99-399, Omnibus Diplomatic Security and Antiterrorism Act of 1986; Department of Defense Directive 4500.54E, DoD Foreign
Clearance Program; DoD Directive 5400.11, Privacy Program; NIST.SP.800-53r4, Security and Privacy Controls for Federal Information
Systems and Organizations; Privacy Act of 1974.
n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (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.

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Yes

No

✖ Pending

(1) If "Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates.
(2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, " DoD Information Collections Manual:
Procedures for DoD Public Information Collections.”
(3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.

In progress. 60 day notice submitted to A6 IMCO. IMCO established entry in DOD IC system, awaiting for DOD to route workflow to the
AO.

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SECTION 2: PII RISK REVIEW
a. What PII will be collected (a data element alone or in combination that can uniquely identify an individual)? (Check all that apply)
✖

Biometrics
✖

Citizenship

Birth Date

Child Information

Disability Information

✖ DoD ID Number

Driver's License

Education Information

✖ Emergency Contact

✖

Employment Information

Financial Information

Gender/Gender Identification

✖

Home/Cell Phone

Law Enforcement Information

Legal Status

Mailing/Home Address

Marital Status

Military Records

Mother's Middle/Maiden Name

Medical Information
✖ Name(s)

✖

Official Duty Address

✖

Official Duty Telephone Phone

Other ID Number

✖

Passport Information

✖

Personal E-mail Address

Photo

✖

Place of Birth

✖

Position/Title

Race/Ethnicity

✖

Rank/Grade

Protected Health Information (PHI)1
Religious Preference

Records

✖

Security Information

✖

Work E-mail Address

Social Security Number (SSN) (Full or in any
form)

If Other, enter the information in the box below

Note: Passport and Dates of Birth are annotated in the notes field of the traveler's request within the application.

If the SSN is collected, complete the following questions.
(DoD Instruction 1000.30 states that all DoD personnel shall reduce or eliminate the use of SSNs wherever possible. SSNs shall not be used in spreadsheets,
hard copy lists, electronic reports, or collected in surveys unless they meet one or more of the acceptable use criteria.)
(1) Is there a current (dated within two (2) years) DPCLTD approved SSN Justification on Memo in place?
Yes

No

If "Yes," provide the signatory and date approval. If “No,” explain why there is no SSN Justification Memo.

N/A. SSN is not collected.

(2) Describe the approved acceptable use in accordance with DoD Instruction 1000.30 “Reduction of Social Security Number (SSN) Use within DoD”.

N/A.

(3) Describe the mitigation efforts to reduce the use including visibility and printing of SSN in accordance with DoD Instructoin 1000.30, “Reduction of
Social Security Number (SSN) Use within DoD”.

N/A.

(4) Has a plan to eliminate the use of the SSN or mitigate its use and or visibility been identified in the approved SSN Justification request?
If "Yes," provide the unique identifier and when can it be eliminated?
If "No," explain.
Yes

No

N/A.
b. What is the PII confidentiality impact level2?

Low

✖ Moderate

High

1The definition of PHI involves evaluating conditions listed in the HIPAA. Consult with General Counsel to make this determination.
2Guidance on determining the PII confidentiality impact level, see Section 2.5 “Categorization of PII Using NIST SP 800-122.” Use the identified PII confidentiality impact level to apply the appropriate Privacy Overlay
low, moderate, or high. This activity may be conducted as part of the categorization exercise that occurs under the Risk Management Framework (RMF). Note that categorization under the RMF is typically
conducted using the information types described in NIST Special Publication (SP) 800-60, which are not as granular as the PII data elements listed in the PIA table. Determining the PII confidentiality impact level is
most effective when done in collaboration with the Information Owner, Information System Owner, Information System Security Manager, and representatives from the security and privacy organizations, such as the
Information System Security Officer (ISSO) and Senior Component Official for Privacy (SCOP) or designees.

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c. How will the PII be secured?
(1) Physical Controls. (Check all that apply)
✖

Cipher Locks

✖

Closed Circuit TV (CCTV)

✖

Combination Locks

✖

Identification Badges

✖

Key Cards

✖

Security Guards

Safes
✖

If Other, enter the information in the box below

DISA Oklahoma City and Montgomery Defense Enterprise Computing Centers secure sites.

(2) Administrative Controls. (Check all that apply)
Backups Secured Off-site
✖

Encryption of Backups

✖

Methods to Ensure Only Authorized Personnel Access to PII

✖

Periodic Security Audits

✖

Regular Monitoring of Users' Security Practices
If Other, enter the information in the box below

(3) Technical Controls. (Check all that apply)
Biometrics

✖ Common Access Card (CAC)

✖ DoD Public Key Infrastructure Certificates

✖

Encryption of Data at Rest

✖ Encryption of Data in Transit

✖ External Certificate Authority Certificates

✖

Firewall

✖ Intrusion Detection System (IDS)

✖

Role-Based Access Controls

Used Only for Privileged (Elevated Roles)

✖

Virtual Private Network (VPN)

If Other, enter the information in the box below

Least Privilege Access
✖ User Identification and Password

d. What additional measures/safeguards have been put in place to address privacy risks for this information system or electronic collection?

None.

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SECTION 3: RELATED COMPLIANCE INFORMATION
a. Is this DoD Information System registered in the DoD IT Portfolio Repository (DITPR) or the DoD Secret Internet Protocol Router Network
(SIPRNET) Information Technology (IT) Registry or Risk Management Framework (RMF) tool3?
✖

Yes, DITPR

DITPR System Identification Number

Yes, SIPRNET

SIPRNET Identification Number

Yes, RMF tool

RMF tool Identification Number

23295

No
If “No,” explain.

b. DoD information systems require assessment and authorization under the DoD Instruction 8510.01, “Risk Management Framework for DoD
Information Technology”.
Indicate the assessment and authorization status:
✖

Authorization to Operate (ATO)

Date Granted:

ATO with Conditions

Date Granted:

Denial of Authorization to Operate (DATO)

Date Granted:

Interim Authorization to Test (IATT)

Date Granted:

11/13/2017

(1) If an assessment and authorization is pending, indicate the type and projected date of completion.

(2) If an assessment and authorization is not using RMF, indicate the projected transition date.

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

Yes

If "Yes," Enter UII

3

No

000101194 (APACS-FCP) If unsure, consult the component IT Budget Point of Contact to obtain the UII

Guidance on Risk Management Framework (RMF) tools (i.g., eMASS, Xacta, and RSA Archer) are found on the Knowledge Service (KS) at https://rmfks.osd.mil.

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SECTION 4: REVIEW AND APPROVAL SIGNATURES
Completion of the PIA requires coordination by the program manager or designee through the information system security manager and privacy representative at
the local level. Mandatory coordinators are: Component CIO, Senior Component Official for Privacy, Component Senior Information Security Officer, and
Component Records Officer.
a. Program Manager or
Designee Name

Mr. Dale M. Cheney

(1) Title

Chief, DoD Foreign Clearance Program

(2) Organization

AF/A10P, Policy Division
DCS, Strat Deterrence and Nuc Integrations

(3) Work
Telephone

(703) 614-0130

(4) DSN

312-224-0130

(5) E-mail address

[email protected]

11/17/17

(7) Signature

CHENEY.DALE
.M.1140407263

Mary Jane McGee, GS-14, DAF

(1) Title

HAF Privacy Manager

(2) Organization

SAF/AAI

(3) Work
Telephone

5712562499

(4) DSN

260-2499

(5) E-mail address

[email protected]

11/20/17

(7) Signature

MCGEE.MARYJAN M.1170825370
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=USAF, cn=MCGEE.MARYJANE.C
E.C M.1170825370 M.1170825370
Date: 2017.11.20 12:01:40 -05'00'

Mary Jane McGee, GS-14, DAF

(1) Title

Command Records Manager

(2) Organization

SAF/AAI

(3) Work
Telephone

5712562499

(4) DSN

260-2499

(5) E-mail address

[email protected]

(6) Date of Review

11/20/17

(7) Signature

MCGEE.MARYJAN
E.C M.1170825370

(6) Date of Review

b. Other Official (to be
used at Component
discretion)

Digitally signed by
CHENEY.DALE.M.1140407263
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=USAF,
cn=CHENEY.DALE.M.1140407263
Date: 2017.11.17 11:52:28 -05'00'

Digitally signed by MCGEE.MARYJANE.C

(6) Date of Review

c. Other Official (to be
used at Component
discretion)

d. Component Privacy
Officer (CPO)

(1) Title

(2) Organization

(3) Work
Telephone

(4) DSN

(5) E-mail address

(6) Date of Review

(7) Signature

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Digitally signed by MCGEE.MARYJANE.C
M.1170825370
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=USAF, cn=MCGEE.MARYJANE.C
M.1170825370
Date: 2017.11.20 12:02:43 -05'00'

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e. Component Records
Officer

(1) Title

(2) Organization

(3) Work
Telephone

(4) DSN

(5) E-mail address

(6) Date of Review

(7) Signature

f. Component Senior
Information Security
Officer or Designee
Name

(1) Title

(2) Organization

(3) Work
Telephone

(4) DSN

(5) E-mail address

(6) Date of Review:

(7) Signature

g. Senior Component
Official for Privacy
(SCOP) or Designee
Name

(1) Title

(2) Organization

(3) Work
Telephone

(4) DSN

(5) E-mail address

(6) Date of Review

(7) Signature

h. Component CIO
Reviewing Official
Name

(1) Title

(2) Organization

(3) Work
Telephone

(4) DSN

(5) E-mail address

(6) Date of Review

(7) Signature

Publishing: Only Section 1 of this PIA will be published. Each DoD Component will maintain a central repository of PIAs on the Component's public Web site.
DoD Components will submit an electronic copy of each approved PIA to the DoD CIO at: [email protected].
If the PIA document contains information that would reveal sensitive information or raise security concerns, the DoD Component may restrict the
publication of the assessment to include Section 1.

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