SSN Justification Memorandum

DEPARTMENTS OF THE ARMY AND AIR FORCE
ARMY & AIR FORCE EXCHANGE SERVICE
Office of the General Counsel
P.O. Box 650060
Dallas, TX 75265-0060

GC-C

September 25, 2018

MEMORANDUM THRU:
Army Privacy Office (AAHS-RDF), 9301 Chapek Rd. Bldg. 1458 Fort Belvoir, VA 22060-5605
FOR Defense Privacy, Civil Liberties and, Transparency Division, 4800 Mark Center Drive,
Alexandria, VA 22350-3100
SUBJECT: Justification for the Use of the Social Security Number (SSN) – AAFES Form 1100016, Army and Air Force Exchange Service Identification & Privilege Card
Application
1.
This memorandum is to satisfy the requirements of DoDI 1000.30, “Reduction of Social
Security Number (SSN) Use Within the DoD,” requiring justification to collect and use the SSN.
2.
The AAFES Form 1100-016, Army and Air Force Exchange Service (AAFES)
Identification & Privilege Card Application, is used to collect personal information from active
AAFES associates, their dependents, and AAFES retirees. The information collection allows
AAFES employee dependents and AAFES retirees the opportunity to become or remain eligible
AAFES patrons.
3.
The applicable acceptable uses for collection and use of the SSN are (2) Law
Enforcement, National Security, and Credentialing, (3) Security Clearance Investigation
or Verification, (5) Confirmation of Employment Eligibility, (8) Computer Matching, and
(9) Foreign Travel. Information collected on this form is part of the AAFES associate’s
official personnel folder obtainable by the individual’s name or SSN. SSN collected is
used to assist in the location of all relevant data associated with the employee which can
affect the individual’s security clearance, pay, employment, promotion, or benefits to said
employee or his/her dependents and beneficiaries.
4.
The IT Systems and the System of Records Notice (SORNs) associated with the
AAFES Form 1100-016 is AAFES 0401.04, “Official Personnel Folder”.
5.
Information contained in this system is solicited by authority of Title 10, U.S.C. §3013
“Secretary of the Army”; Title 10 U.S.C. §8013 “Secretary of the Air Force”; Army Regulation
215-3, “Nonappropriated Funds Personnel Policies and procedures”; Army Regulation 215-8/Air
Force Instruction 34-211(I) “Army and Air Force Exchange Service Operations” and E.O. 9397
(SSN) as amended.
AAFES Form 1100-016 is not made publically available. Only personnel with a need to know
have access to the form. A thorough effort has been made to evaluate the risk associated with
the use of the SSN on this form. Paper and electronic copies of the form is disposed of as

GC-C
SUBJECT: Justification for the Use of the Social Security Number (SSN) – AAFES Form 1100016, Army and Air Force Exchange Service Identification & Privilege Card Application
required by the records disposition schedule. Personnel using the form are required to follow the
established safeguards to protect the individual’s privacy.
6.
My POC is Mrs. Teresa Schreurs, Paralegal, FOIA/Privacy Manager,
[email protected], 214-312-6103.

On behalf of:
EDWIN LLEWELYN
Deputy General Counsel
Office of the General Counsel

2