Pia

PRIVACY IMPACT ASSESSMENT (PIA)
For the
The United States of America Vietnam War Commemoration Certificates of Honor
Program
Vietnam War Commemoration

SECTION 1: IS A PIA REQUIRED?
a. Will this Department of Defense {DoD) information system or electronic collection of
information (referred to as an "electronic collection" for the purpose of this form) collect,
maintain, use, and/or disseminate PII about members of the public, Federal personnel,
contractors or foreign nationals employed at U.S. military facilities internationally? Choose
one option from the choices below. (Choose (3) for foreign nationals).
1Z] (1) Yes, from members of the general public.

D

(2) Yes, from Federal personnel* and/or Federal contractors.

D
D

(3) Yes, from both members of the general public and Federal personnel and/or Federal contractors.
(4) No

* "Federal personnel" are referred to in the DoD IT Portfolio Repository (DITPR) as "Federal employees."

b. If "No," ensure that DITPR or the authoritative database that updates DITPR is annotated
for the reason(s) why a PIA is not required. If the DoD information system or electronic
collection is not in DITPR, ensure that the reason(s) are recorded in appropriate
documentation.
c. If "Yes," then a PIA is required. Proceed to Section 2.

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SECTION 2: PIA SUMMARY INFORMATION
a. Why is this PIA being created or updated? Choose one:

D
D

New DoD Information System

D

New Electronic Collection

Existing DoD Information System

D

Existing Electronic Collection

Significantly Modified DoD Information
System

b. Is this DoD information system registered in the DITPR or the DoD Secret Internet Protocol
Router Network (SIPRNET) IT Registry?

D

Yes, DITPR

Enter DITPR System Identification Number

D

Yes, SIPRNET

Enter SIPRNET Identification Number

�

No

c. Does this DoD information system have an IT investment Unique Project Identifier (UPI), required
by section 53 of Office of Management and Budget (0MB) Circular A-11?

D

Yes

�

No

If "Yes," enter UPI
If unsure, consult the Component IT Budget Point of Contact to obtain the UPI.

d. 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 should be consistent.

D

Yes

No

If "Yes," enter Privacy Act SORN Identifier

Records are not about an individual, but rather the certificates.

DoD Component-assigned designator, not the Federal Register number.
Consult the Component Privacy Office for additional information or
access DoD Privacy Act SORNs at: http://www.defenselink.mil/privacy/notices/

or
Date of submission for approval to Defense Privacy Office
Consult the Component Privacy Office for this date.

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e. Does this DoD information system or electronic collection have an 0MB Control Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information.
This number indicates 0MB approval to collect data from 10 or more members of the public in a 12-month period
regardless of form or format.

IZI

Yes
Enter 0MB Control Number

Pending
�' _ _ _ _ _ ----------------�

Enter Expiration Date

D

No

f. Authority to collect information. A Federal law, Executive Order of the President (EO), or DoD
requirement must authorize the collection and maintenance of a system of records.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act
SORN should be the same.
(2) 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) Whenever possible, cite the specific provisions of the statute and/or EO that authorizes
the operation of the system and the collection of PII.
(b) If a specific statute or EO does not exist, determine if an indirect statutory authority can
be cited. An indirect 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) 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 should be identified.
No SORN needed but the authority for the collection is: 10 U.S.C. Section 113 note (Public Law
110-181, div. A, title V, Section 598, Jan. 28, 2008, 122 Stat. 141), Program to Commemorate 50th
Anniversary of the Vietnam War.

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g. Summary of DoD information system or electronic collection. Answers to these questions
should be consistent with security guidelines for release of information to the public.
(1) Describe the purpose of this DoD information system or electronic collection and briefly
describe the types of personal information about individuals collected in the system.
Records are used by The United States of America Vietnam War Commemoration, Commemorative Partner
Program to document certificates prepared and presented to eligible individuals through the Certificate of
Honor program. These records may also be used for tracking and reporting as needed. The program will run
through Veterans Day 2025.
Veteran or Prisoners of War name, rank, branch of service, military retirement status, date of incident;
certificate recipients and requesters name, organization, certificate shipping address, telephone number,
event date, and relationship to veteran.

(2) Briefly describe the privacy risks associated with the PII collected and how these risks are
addressed to safeguard privacy.
Privacy risk is low. Paper records are stored in secure facilities that are locked when not attended. Electronic records
are password-protected, common access card (CACJ enabled, and encrypted. All personnel with access receive
Privacy Act and Information Assurance training prior to gaining initial access, and annually thereafter.

h. With whom will the PII be shared through data exchange, both within your DoD Component and
outside your Component (e.g., other DoD Components, Federal Agencies)? Indicate all that apply.

!XI Within the DoD Component.
Specify.

D

!service Casualty Offices (Air Force, USN, USMC, Army)

Other DoD Components.

Specify.

D

Other Federal Agencies.

Specify.

D

State and Local Agencies.

Specify.

D

Contractor (Enter name and describe the language in the contract that safeguards PII.)

Specify.

D

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

Specify.
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i. Do individuals have the opportunity to object to the collection of their PII?

D

Yes

IX!

No

(1) If "Yes," describe method by which individuals can object to the collection of PII.

(2) If "No," state the reason why individuals cannot object.
The request for a certificate of honor is a voluntary action on the part of the requester. In order to verify the
accuracy of the information for processing two of the certificates of honor, information must be provided to do
so.

j. Do individuals have the opportunity to consent to the specific uses of their PII?

D

Yes

IX!

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.
The request for a certificate of honor is a voluntary action on the part of the requester. In order to verify the
accuracy of the information for processing two of the certificates of honor, information must be provided to do
so.

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k. What information is provided to an individual when asked to provide PII data? Indicate all that
apply.

0

Privacy Act Statement

Privacy Advisory

D

Other

None

Describe
each
applicable
format.

NOTE:
Sections 1 and 2 above are to be posted to the Component's Web site. Posting of these
Sections indicates that the PIA has been reviewed to ensure that appropriate safeguards are in
place to protect privacy.
A Component may restrict the publication of Sections 1 and/or 2 if they contain information that
would reveal sensitive information or raise security concerns.

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