SSN Justification Memo

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

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January 3, 2019

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 Internal
Portal Travel Requests: Relocation Request for CONUS to Overseas, Plus
Relocation Services Request, Household Goods Request, Relocation Request
Overseas to CONUS, and Relocation Request for Overseas to Overseas.
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 Internal Portal Travel Requests are used to collect personal information from
active AAFES associates and their dependents. The information collection allows AAFES to
process all official Continental United States (CONUS) and Outside the Continental United
States (OCONUS) Exchange Permanent Change of Station (PCS) requests for AAFES
employees and their dependents/family members. The data collected assists the AAFES Human
Resources (HR) Travel personnel in determining the eligibility of the employee and/or
dependents to travel, obtain passports and visas and travel expense reimbursement.
3.
The applicable acceptable uses for collection and use of the SSN are (3) Security
Clearance Investigation or Verification and (9) Foreign Travel. Information collected on
these worksheets is part of the AAFES associate’s travel folder obtainable either 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 or their dependent’s travel,
their required travel documentation and security clearance.
4.
The IT Systems and the System of Records Notice (SORNs) associated with the
AAFES Travel Requests is AAFES 0410.01, “Employee Travel Files”.
5.
Information contained in this system is solicited by authority of Title 10 U.S.C. 7013,
Secretary of the Army; Title 10 U.S.C. 9013, Secretary of the Air Force; Army Regulation 2151, The Administration of Morale, Welfare, and Recreation Activities and Non-appropriated Fund
Instrumentalities; Army Regulation 215-8/AFI 34-211(I), Army and Air Force Exchange Service
Operations; and E.O. 9397 (SSN), as amended.

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SUBJECT: Justification for the Use of the Social Security Number (SSN) – AAFES Internal
Portal Travel Requests: Relocation Request for CONUS to Overseas, Plus Relocation Services
Request, Household Goods Request, Relocation Request Overseas to CONUS, and Relocation
Request for Overseas to Overseas.

AAFES Travel Requests are not made publically available. Only personnel with a need to know
have access to the requests. A thorough effort has been made to evaluate the risk associated with
the use of the SSN on each request. Paper and electronic copies of the form are disposed of as
required by the records disposition schedule. Personnel using the requests are required to follow
the established safeguards to protect individual’s privacy.
6.
My POC is Mrs. Teresa Schreurs, Paralegal, FOIA/Privacy Manager,
[email protected], 214-312-6103.

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

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