SSN Memorandum

SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS
DATE COMPLETED:

EMAIL
SUBMIT

Submission for (Check one):

FORM

IT SYSTEM

02 Feb 2018

SHARE DRIVE / WEB PORTAL

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS
Submission for IT SYSTEMS / APPLICATIONS
IT System / Application Name

Retail Point of Sale System
22923

DITPR DON / DADMS ID Number

To be completed by IT system or application owner or program manager. IT systems and applications that collect, maintain, use, and or
disseminate SSNs must be registered in DITPR DON or DADMS. The IT system or application owner or program manager must verify the
accuracy of SSN data in the DITPR DON or DADMS.
IT System / Application Owner or Program Manager

1. Is the SSN information in DITPR DON or DADMS correct?
Name:

YES

NO

Kevin McDonald

E-Mail: [email protected]
Phone: (703)

784-3869
Approved

Disapproved

Privacy Official

1. The SORN number is?

Name:

NM04060-1

Denise Savoie

E-Mail: [email protected]
Phone: 703-432-2260
Approved
NOTES:

Disapproved

(1) For IT systems / applications, this completed SECNAV 5213/1 will be posted in the DOC tab of DITPR DON / DADMS respectively.
(2) For forms, post the date this SECNAV 5213/1 is approved in Naval Forms Online https://navalforms.documentservices.dla.mil/web/public/home.
and maintain the SECNAV 5213/1 in the form's history/case file.
(3) Approved share drive / web portal forms will be maintained locally by the share drive / web portal owner.

SECNAV 5213/1 (REV 10/2016)

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SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

SSN USE REVIEW AND JUSTIFICATION FOR IT SYSTEMS / APPLICATIONS

02 Feb 2018
Date

MEMORANDUM FOR THE RECORD
Subj: JUSTIFICATION FOR THE USE OF THE SOCIAL SECURITY NUMBER (SSN)
1. What is the purpose of the IT system / application?

Retail Point of Sale System (RPOS) is a cash register system, located at most Marine Corps Exchange
facilities, that includes credit authorization, check processing, tender
management, sales transactions, inventory of data, and reporting data for the sales of goods.

2. Why is collection of the SSN necessary?

The collection of SSNs is necessary to identify patrons who are placed on the bad debt list or should be
placed on the bad debt list due to incurring a debt to Morale Welfare and Recreation activities or the
Exchange services. Identification of patrons on the bad debt list is via a computer matching system
between Marine Corps Community Services (MCCS) and the Army and Air Force Exchange Service
(AAFES). Identification of individuals on the MCCS bad debt list or the AAFES bad check list is necessary
to ensure additional debt is not incurred through payments tendered by check or StarCard until the debt is
paid in full and the individual is removed from the bad debt list.
Use of the SSN is the only option that can be used in the tendering process of sales by check when the
patron's U.S. Uniformed Services Identification and Privilege Card does not have a DoD ID number as in
the case with some older style identification cards or in other very limited situations when the customer
does not have a U.S. Uniformed Services ID and Privilege Card such as agents or authorized guests.
Historical SSN collections of patrons with a current DoD ID number may be maintained in RPOS.
Laws or regulations: Disclosure is authorized under 5 U.S.C. 301; DoD Instruction 1000.30; DoD
Instruction 1015.15; MCO 7010.19 W/CH1; MCO 4066.18; and Executive Order 9397, as amended.
SORN NM04060-1, pending SORN update/approval.
3. List the acceptable use criteria for the SSN (found at this link: http://www.doncio.navy.mil/ContentView.aspx?ID=1833)

Interactions With Financial Institutions
Computer Matching
Legacy System Interface

4. If collection of the SSN is no longer necessary and a unique identifier can be substituted for the SSN or the SSN can be eliminated,
on what date will either the substitution or elimination occur?

When possible, use of SSN is replaced with a current DoD ID number.

SECNAV 5213/1 (REV 10/2016)

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SECNAV RCS 5213/1 (Effective 11/1/2016 through 11/31/2019)
GENADMIN DON CIO WASHINGTON DC 192101Z REV 10/2016

WHITMAN.LACY.CINDY
G.1243408586

Digitally signed by WHITMAN.LACY.CINDY G.1243408586
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=OTHER, cn=WHITMAN.LACY.CINDY G.1243408586
Date: 2018.02.20 08:35:10 -05'00'

Commanding Officer

SECNAV 5213/1 (REV 10/2016)

Command/Activity

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