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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23 JAN 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 Application
for Employment Files (system) and Local National Applications for Employment
in OCONUS areas (hard copy files).
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.
AAFES System for Application for Employment Files in the CONUS area and manual
Local National application files contains service and official employment history of individuals
who apply for job opportunities with AAFES.
AAFES uses the SSN to interface with law enforcement and federal entities for
background checks and security clearances. The SSN assist AAFES in confirming an
individual’s employment eligibility, verifying previous federal employment, and authenticating
that the applicant is in accordance with host country regulations and requirements.
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, and (9) Foreign Travel. Information
collected and maintained is obtainable by the individual’s name or SSN. SSN collected is used
to assist in the location of the individual application and verification that the application belongs
to such individual.
4.
The System of Records Notice (SORNs) associated with the AAFES Employment
Applications is AAFES 0403.01, “Application for Employment 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 2158/AFI 34-211(I), Army and Air Force Exchange Service Operations; and E.O. 9397 (SSN), as
amended.
6.
The application files are not made publically available. Only personnel with a need to
know have access to the files. A thorough effort has been made to evaluate the risk associated
with the use of the SSN. Paper and electronic copies of the applications are disposed of as

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SUBJECT: Justification for the Use of the Social Security Number (SSN) – AAFES Application
for Employment Files (system) and Local National Applications for Employment in OCONUS
areas (hard copy files).

required by the records disposition schedule. Personnel monitoring, reviewing, or using the
applications are required to follow the established safeguards to protect individual’s privacy.
In addition, administrative, technical and physical safeguards are in place limiting access
to personnel with an official need to know. AAFES conducts periodic security audits and regular
monitoring to prevent unauthorized access. Users of the electronic systems have a two point
login criteria including their official AAFES user name and password. Intrusion detection
systems, encryption and firewall protection furtherly protects unauthorized access. Physical
safeguards include security guards, identification badges, key cards, safes, and cipher locks.
Hard copy files are kept in secured areas under lock and key accessible only to authorized
individuals.
7.
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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