0704-0030 SSN Justification Memo

OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
1500 DEFENSE PENTAGON
WASHINGTON, D.C. 20301-1500

MANPOWER AND
RESERVE AFFAIRS

MEMORANDUM FOR DEFENSE PRIVACY, CIVIL LIBERTIES, AND TRANSPARENCY
DIVISION
Digitally signed by

THROUGH RECORDS, PRIVACY, AND DECLASSIFICATION DIVISION

SHORT.MARY. SHORT.MARY.V.12294968
80
V.1229496880 Date: 2019.05.02 10:42:53
-04'00'

SUBJECT: Justification for the Use of the Social Security Number (SSN) for DD Form 2065,
“Request Disposition of Remains – Reimbursable Basis,” and DD Form 1375,
“Request for Payment of Funeral and/or Interment Expenses”
In accordance with the requirement established in Department of Defense Instruction (DoDI)
1000.30, “Reduction of Social Security Number (SSN) Use within DoD,” this memorandum justifies the
collection and continued use of the SSN on the DD Form 2065, “Disposition of Remains – Reimbursable
Basis,” and on the DD Form 1375, “Request for Payment of Funeral and/or Interment Expenses.”
The DD Form 2065 records disposition instructions and costs for preparation and final disposition
of remains. The DD Form 1375 provides the Person Authorized to Direct Disposition (PADD) an
instrument to apply for reimbursement of funeral/interment expenses. This information is used to
adjudicate and pay claims submitted by the PADD.
DD Forms 2065 and 1375 are initially prepared by military authorities and presented to the nextof-kin or sponsor to fill in the reimbursable costs or desired disposition of remains. Without the
information on these forms, the government would not be able to respond to the survivor’s wishes or
justify its expenses in handling the deceased. Also available at government expense is transportation of
the remains to a port of entry in the United States.
As required in DoDI 1000.30, the acceptable uses for the SSN have been identified as 2.c.(8),
Computer Matching, and 2.c(4)., Interactions with Financial Institutions. The SSN collected on the DD
Forms 2065 and 1375 is used in published computer matching agreements to verify an individual’s
eligibility for benefits from Federal agencies (e.g., Department of Veterans Affairs). The collection of
SSN allows the DoD to minimize the risk of providing benefits to those who are not eligible and helps
minimize fraudulent claims. Because more than one person may share the same name, accurate retrieval
of information through the use of a SSN is the only available method at this time to make and prove an
accurate and timely determination concerning the death of an individual and to determine for what
benefits the decedent’s family may be eligible. The forms also interface with the Internal Revenue
Service which are used to apply for reimbursement of funeral/interment expenses, to adjudicate and pay
claims, and to record costs for preparation and final disposition of remains.
The SSN, along with other personnel data information, is securely collected, stored, and managed
in accordance with DoD 5400.11-R, “Department of Defense Privacy Program,” and is covered by the
system of records notice, “A0600-8-1c AHRC DoD, Defense Casualty Information Processing System.”
JULIAN.DAVID.A
LEXANDER.1027
956927

Digitally signed by
JULIAN.DAVID.ALEXANDER.
1027956927
Date: 2019.04.11 16:12:40
-04'00'

David A. Julian
Acting Principal Director
(Military Community and Family Policy)

SSN ELIMINATION PLAN
System/Form Name: DD Form 2065, “Request Disposition of Remains – Reimbursable Basis,”
and DD Form 1375, “Request for Payment of Funeral and/or Interment
Expenses”
System of Records Notices:
A0600-8-1c AHRC DoD, Defense Casualty Information Processing System (DCIPS)
System/Form Owner: Department of Defense
Inputs that use, provide, or are identified by SSN:
Forms: DD Form 2065 and DD Form 1375 use the SSN to identify sponsors and their next of kin in order
to ensure accurate identification associated with the delivery of DoD benefits and services. Not all
eligible sponsors have another alternative identifier that may be used at this time. The DoD Central Joint
Mortuary Affairs Board (CJMAB) will explore future alternatives as they come available. Currently, the
CJMAB found that replacing the present SSN-based identifier would be complex and that broad action
would be necessary to accomplish across Federal agencies.
Systems: The Defense Casualty Information Processing System uses the SSN to identify sponsors and
their next-of-kin in order to ensure accurate identification associated with the delivery of DoD and other
Federal benefits and services. Not all eligible beneficiaries have another alternative identifier that may be
used at this time. The DoD CJMAB will explore future alternatives as they come available. Currently,
the CJMAB found that replacing the present SSN-based identifier would be complex and that broad
action would be necessary to accomplish across Federal agencies, to include the Internal Revenue
Service, Social Security Agency, etc., until broad action is enacted.
Outputs that include or are identified by SSN:
Forms: The DD Form 2065 records disposition instructions and costs for preparation and final
disposition of remains. The DD Form 1375 provides the Person Authorized to Direct Disposition
(PADD) an instrument to apply for reimbursement of funeral/interment expenses. The information on
these forms are used to adjudicate and pay claims submitted by the PADD.
System: The Defense Casualty Information Processing System uses the SSN to identify sponsors and
their next-of-kin in order to ensure accurate identification associated with the delivery of DoD and other
Federal benefits and services. The SSN is currently the identifier used for Social Security benefits,
Veterans Affairs benefits, etc.
Elimination Strategy and Timeline:
Broad action would be necessary to accomplish across Federal agencies, to include the Internal Revenue
Service, Social Security Agency, etc. The CJMAB meets quarterly and will continue to monitor
developments of alternative identifiers that may be developed for Federal agencies to use for decedents
and their beneficiaries.
Interim Strategy and Timeline:
Where elimination of the SSN cannot be achieved quickly or directly, interim steps, where possible, shall
continue to be explored and taken to provide better protection for SSNs.