SSN Memo

OVERSIGHT AND
COMPLIANCE

January 9, 2020
MEMORANDUM FOR THE DEFENSE HEALTH AGENCY
SUBJECT: Justification for the Use of Social Security Numbers in DD Form 2837, Continued
Health Care Benefit Program (CHCBP) Application - Accepted
Thank you for completing a review of Social Security Number (SSN) use within this system. The
Defense Privacy, Civil Liberties and Transparency Division (DPCLTD) has reviewed this request and
has accepted your justification to use the SSN for the purpose of (11) Legacy System Interface, to
interface with the DOES system for the purpose of verifying the identity of those Defense Health
Agency (DHA) beneficiaries currently unaware of their Department of Defense (DoD) Benefits Number
(DBN). This form must be reviewed on a continuous basis and a new justification must be provided if
any change to the form is submitted.
Acceptable Use (4) Interactions with Financial Institutions, was not accepted. A SSN is not
necessary to reimburse payments for services to beneficiaries.
The DPCLTD recommends the order of collection of the DBN and the SSN changed throughout
the form (to include instructions). The DBN should be collected first followed by the option for the
collection of the SSN if necessary. The instructions should indicate the SSN is only necessary in the
event a DHA beneficiary is unaware of their DBN.
While this form has been identified as requiring the collection, maintenance and use of the SSN,
you must ensure this data is afforded the highest protections practicable through use of appropriate
administrative, technical and physical safeguards. Also, please maintain a copy of your justification and
this memo in your records.
SSN Justifications must be renewed three (3) years after the date of this memorandum if the
associated form has not been updated.
If you have any questions, please contact Ms. Cheryl Jenkins at (703) 571-0026 or e-mail,
[email protected].
ALLARD.CINDY
.L.1231656614

Digitally signed by
ALLARD.CINDY.L.1231656614
Date: 2020.01.09 08:30:53 -05'00'

Cindy L. Allard
Chief, Defense Privacy, Civil Liberties,
and Transparency Division
cc:
WHS/ESD/DD (Forms)