Pia

PRIVACY IMPACT ASSESSMENT (PIA)
PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance". Complete this form for Department of Defense
(DoD) information systems or electronic collections of information (referred to as an "electronic collection" for the purpose of this form) that collect, maintain, use,
and/or disseminate personally identifiable information (PII) about members of the public, Federal employees, contractors, or foreign nationals employed at U.S.
military facilities internationally. In the case where no PII is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to
system.
1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

Aircraft and Personnel Automated Clearance System (APACS)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

United States Air Force
SecAF is designated the DoD Executive Agent for the DoD Foreign Clearance Program per DoDD 4500.54E and OPR to manage APACS
SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: foreign nationals are included in general public.)
From members of the general public

From Federal employees and/or Federal contractors

From both members of the general public and Federal employees and/or
Federal contractors

Not Collected (if checked proceed to Section 4)

b. The PII is in a: (Check one)
New DoD Information System

New Electronic Collection

Existing DoD Information System

Existing Electronic Collection

Significantly Modified DoD Information System
c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals
collected in the system.

APACS is a web-based application, currently hosted on the DISA milCloud service, is operated by the U.S. Air Force due to the Secretary of
the Air Force being designated as the Department of Defense (DoD) Executive Agent for the DoD Foreign Clearance Program.
It is designed to aid DoD mission planners, aircraft operators and DoD personnel in meeting host nation aircraft diplomatic and personnel
travel clearance requirements outlined in the DoD Foreign Clearance Guide. APACS provides requesting, approving, and monitoring
organizations (i.e., country clearance approvers at U.S. Embassies, Geographical Combatant Commands (GCC) theater clearance approvers,
and Office of the Secretary of Defense (OSD) special area clearance approvers) access to a common, centralized, and secure database that
contains all the information required to process/approve foreign travel clearances.
Types of PII Collection: Name(s); Position/Title; Rank/Grade; Employment Information; Security Information; DoD ID Number;
Citizenship; Work E-mail Address; Official Duty Address; Official Duty Telephone Phone; Personal E-mail Address; Home/Cell Phone;
Passport Information; Place of Birth; Birth Date; Emergency Contact.
d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use,
administrative use)

PII is used by in-country U.S. Embassy approvers to grant country travel clearances, Geographical Combatant Commands approvers to
grant theater travel clearances and by the Office of Secretary of Defense for Policy approvers to grant special area travel clearances.
Aircrew PII information for verification, identification and authentication of travelers for aircraft and personnel travel clearances.
e. Do individuals have the opportunity to object to the collection of their PII?

Yes

No

(1) If "Yes," describe the method by which individuals can object to the collection of PII.
(2) If "No," state the reason why individuals cannot object to the collection of PII.

User disclosure of PII is voluntary. However, failure to furnish the requested information may result in denial of aircraft and/or personnel
travel clearance requests by country / theater / special area clearance approvers respectively.
f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

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.

Level of required PII is specific to the traveler's destination and type of the required travel clearance (i.e., official, leave). If the individual
withhold their consent, it may result in denial of aircraft and/or personnel travel clearance.
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g. When an individual is asked to provide PII, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and
provide the actual wording.)
Privacy Act Statement

Privacy Advisory

Not Applicable

Authority: 10 U.S.C. 7013, Secretary of the Army; 10 U.S.C. 8013, Secretary of the Navy; 10 U.S.C. 9013, Secretary of the Air Force; 22
U.S.C. 4801, Findings and purpose; 22 U.S.C. 4802, Responsibility of Secretary of State; and 22 U.S.C. 4805, Cooperation of other Federal
Agencies; Public Law 99-399, Omnibus Diplomatic Security and Antiterrorism Act of 1986; Department of Defense Directive 4500.54E,
DoD Foreign Clearance Program; DoD Directive 5400.11, Privacy Program; NIST.SP.800-53r4, Security and Privacy Controls for Federal
Information Systems and Organizations; Privacy Act of 1974.
Purpose: This system is a web-based application operated by the U.S. Air Force due to the Secretary of the Air Force being designated as
the Department of Defense (DoD) Executive Agent for the DoD Foreign Clearance Program. It is designed to aid DoD mission planners,
aircraft operators and DoD personnel in meeting host nation aircraft diplomatic and personnel travel clearance requirements outlined in the
DoD Foreign Clearance Guide. APACS provides requesting, approving, and monitoring organizations (i.e., country clearance approvers at
U.S. Embassies, Geographical Combatant Commands (GCC) theater clearance approvers, and Office of the Secretary of Defense (OSD)
special area clearance approvers) access to a common, centralized, and secure database that contains all the information required to process/
approve foreign travel clearances.
Routine Use:
Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a
congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that
individual.
Disclosure of Information to the General Services Administration Routine Use: A record from a system of records maintained by a DoD
Component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections
conducted under authority of 44 U.S.C. 2904 and 2906.
Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained
by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records
management inspections conducted under authority of 44 U.S.C. 2904 and 2906.
Disclosure: User disclosure of PII is voluntary. However, failure to furnish the requested information may result in denial of aircraft and/or
personnel travel clearance requests.
System of Records Notice: F011 AF A3 B DoD - DoD Foreign Clearance Program Records (January 03, 2012, 77 FR 94).
h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)

Within the DoD Component

Other DoD Components

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To appropriate agencies, entities, and persons when (1) The
Department of Defense (DoD) suspects or has confirmed
that the security or confidentiality of the information in the
system of records; (2) the DoD has determined that as a
result of the suspected or confirmed breach there is a risk of
harm to individuals, the DoD (including its information
Specify.
systems, programs, and operations), the Federal
Government, or national security; and (3) the disclosure
made to such agencies, entities, and persons is reasonably
necessary to assist in connection with the DoD’s efforts to
respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the
DoD or other Agency representing the DoD determines that
the records are relevant and necessary to the proceeding; or
Specify.
in an appropriate proceeding before an administrative or
adjudicative body when the adjudicator determines the
records to be relevant to the proceeding.

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To any component of the Department of Justice for the
purpose of representing the DoD, or its components,
officers, employees, or members in pending or potential
litigation to which the record is pertinent.
To the National Archives and Records Administration for
the purpose of records management inspections conducted.
This routine use complies with 44 U.S.C. §§ 2904 and 2906.

Other Federal Agencies

To another Federal agency or Federal entity, when the
Department of Defense (DoD) determines that information
from this system of records is reasonably necessary to assist
the recipient agency or entity in (1) responding to a
Specify. suspected or confirmed breach or (2) preventing,
minimizing, or remedying the risk of harm to individuals,
the recipient agency or entity (including its information
systems, programs and operations), the Federal Government,
or national security, resulting from a suspected or confirmed
breach.
To a domestic or foreign entity that has entered into a
public-private partnership with the Defense POW/MIA
Accounting Agency (DPAA). This routine use complies
with 10 U.S.C. 1501a, when DPAA determines that such
disclosure is necessary to the performance of services
DPAA has agreed shall be performed by the partner.

State and Local Agencies

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To appropriate Federal, State, local, territorial, tribal,
foreign, or international agencies for the purpose of
counterintelligence activities. This routine use complies
with U.S. law or Executive Order, or for the purpose of
executing or enforcing laws designed to protect the national
security or homeland security of the United States, including
Specify. those relating to the sharing of records or information
concerning terrorism, homeland security, or law
enforcement.
To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in
conjunction with other information, indicates a violation or
potential violation of law, whether criminal, civil, or
regulatory in nature

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Contractor (Name of contractor and describe the language in
the contract that safeguards PII. Include whether FAR privacy
clauses, i.e., 52.224-1, Privacy Act Notification, 52.224-2,
Privacy Act, and FAR 39.105 are included in the contract.)

Contractor Name: Science Applications International
Corporation (SAIC)
FAR 52.224-1 – Privacy Act Notification, 52.224-2 –
Privacy Act, and FAR 39.105 clauses are not included in the
contract. However, the contract contains a clause on
paragraph 4.5.3 as: “Non-Disclosure Agreement (NDA) –
Contractor personnel shall not divulge or release data or
information developed or obtained in the performance of
this requirement, until made public or specifically
authorized by the Government. The Contractor shall not
use, disclose, or reproduce third party companies’
proprietary data, other that as authorized and required in
Specify.
performance of this requirement. Personnel working on this
project will be required to sign a Non-Disclosure Agreement
(NDA) immediately upon their start on the requirement.
The Contractor’s procedures for protecting against
unauthorized disclosure of information shall not require
DoD employees or members of Armed Forces to relinquish
control of their work product, whether classified or not, to
the Contractor.”
FAR 52.224-1 – Privacy Act Notification, 52.224-2 –
Privacy Act, and FAR 39.105 clauses will be included in the
next PWS scheduled to be renewed on/about May 2021.

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

Specify.

To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant,
cooperative agreement, or other assignment for the federal
government when necessary to accomplish an agency
function related to this system of records.

i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)
Individuals

Databases

Existing DoD Information Systems

Commercial Systems

Other Federal Information Systems

j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)
E-mail

Official Form (Enter Form Number(s) in the box below)

Face-to-Face Contact

Paper

Fax

Telephone Interview

Information Sharing - System to System

Website/E-Form

Other (If Other, enter the information in the box below)

User is required to enter PII in the personnel clearance module and "Traveler Notes" fields within the APACS web database user interface.
k. 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 must be consistent.
Yes

No

If "Yes," enter SORN System Identifier

F011 AF A3 B DoD - DoD Foreign Cleara

SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpcld.defense.gov/
Privacy/SORNs/
or

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If a SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency
Division (DPCLTD). Consult the DoD Component Privacy Office for this date
If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

Modification in progress
l. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority for
the system or for the records maintained in the system?
(1) NARA Job Number or General Records Schedule Authority.

N1-AFU-89-25

(2) If pending, provide the date the SF-115 was submitted to NARA.

(3) Retention Instructions.

Table & Rule: T 31 - 08 R 22.00; Title: Foreign Travel; Disposition: Destroy after 5 years
m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of
records. For PII not collected or maintained in a system of records, the collection or maintenance of the PII must be necessary to discharge the
requirements of a statue or Executive Order.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act SORN should be similar.
(2) If a SORN does not apply, 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) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of PII.
(b) If direct statutory authority or an Executive Order does not exist, indirect statutory 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) If direct or indirect authority does not exist, 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 must be identified.

10 U.S.C. 7013, Secretary of the Army; 10 U.S.C. 8013, Secretary of the Navy; 10 U.S.C. 9013, Secretary of the Air Force;22 U.S.C. 4801,
Findings and purpose; 22 U.S.C. 4802, Responsibility of Secretary of State; and 22 U.S.C. 4805, Cooperation of other Federal Agencies;
Public Law 99-399, Omnibus Diplomatic Security and Antiterrorism Act of 1986; Department of Defense Directive 4500.54E, DoD Foreign
Clearance Program; NIST.SP.800-53r4, Security and Privacy Controls for Federal Information Systems and Organizations; Chapter 4 Office
of the Secretary of Defense, DoD Directive 5101.1, DoD Executive Agent, DoD 4500.09-R, Defense Transportation Regulation, DoD
Manual 1000.21 DoD Passport and Passport Agent Services
n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (OMB) Control
Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information. This number indicates OMB approval to
collect data from 10 or more members of the public in a 12-month period regardless of form or format.
Yes

No

Pending

(1) If "Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates.
(2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, " DoD Information Collections Manual:
Procedures for DoD Public Information Collections.”
(3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.

OMB # 0701-0160 expires 30 Jun 2021

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SECTION 2: PII RISK REVIEW
a. What PII will be collected (a data element alone or in combination that can uniquely identify an individual)? (Check all that apply)
Biometrics

Birth Date

Child Information

Citizenship

Disability Information

DoD ID Number

Driver's License

Education Information

Emergency Contact

Employment Information

Financial Information

Gender/Gender Identification

Home/Cell Phone

Law Enforcement Information

Legal Status

Mailing/Home Address

Marital Status

Medical Information

Military Records

Mother's Middle/Maiden Name

Name(s)

Official Duty Address

Official Duty Telephone Phone

Other ID Number

Passport Information

Personal E-mail Address

Photo

Place of Birth

Position/Title

Race/Ethnicity

Rank/Grade

Protected Health Information (PHI)1
Religious Preference

Records

Security Information

Work E-mail Address

If Other, enter the information in the box below

Social Security Number (SSN) (Full or in any
form)

Note: Passport and Dates of Birth are annotated in the notes field of the traveler's request within the application.

If the SSN is collected, complete the following questions.
(DoD Instruction 1000.30 states that all DoD personnel shall reduce or eliminate the use of SSNs wherever possible. SSNs shall not be used in spreadsheets,
hard copy lists, electronic reports, or collected in surveys unless they meet one or more of the acceptable use criteria.)
(1) Is there a current (dated within two (2) years) DPCLTD approved SSN Justification on Memo in place?
Yes

No

If "Yes," provide the signatory and date approval. If “No,” explain why there is no SSN Justification Memo.

N/A

(2) Describe the approved acceptable use in accordance with DoD Instruction 1000.30 “Reduction of Social Security Number (SSN) Use within DoD”.

N/A

(3) Describe the mitigation efforts to reduce the use including visibility and printing of SSN in accordance with DoD Instructoin 1000.30, “Reduction of
Social Security Number (SSN) Use within DoD”.

N/A

(4) Has a plan to eliminate the use of the SSN or mitigate its use and or visibility been identified in the approved SSN Justification request?
If "Yes," provide the unique identifier and when can it be eliminated?
If "No," explain.
Yes

No

N/A
b. What is the PII confidentiality impact level2?

Low

Moderate

High

1The definition of PHI involves evaluating conditions listed in the HIPAA. Consult with General Counsel to make this determination.
2Guidance on determining the PII confidentiality impact level, see Section 2.5 “Categorization of PII Using NIST SP 800-122.” Use the identified PII confidentiality impact level to apply the appropriate Privacy Overlay
low, moderate, or high. This activity may be conducted as part of the categorization exercise that occurs under the Risk Management Framework (RMF). Note that categorization under the RMF is typically
conducted using the information types described in NIST Special Publication (SP) 800-60, which are not as granular as the PII data elements listed in the PIA table. Determining the PII confidentiality impact level is
most effective when done in collaboration with the Information Owner, Information System Owner, Information System Security Manager, and representatives from the security and privacy organizations, such as the
Information System Security Officer (ISSO) and Senior Component Official for Privacy (SCOP) or designees.

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c. How will the PII be secured?
(1) Physical Controls. (Check all that apply)
Cipher Locks

Closed Circuit TV (CCTV)

Combination Locks

Identification Badges

Key Cards

Safes

Security Guards

If Other, enter the information in the box below

DISA Oklahoma City and Montgomery Defense Enterprise Computing Centers secure sites.

(2) Administrative Controls. (Check all that apply)
Backups Secured Off-site
Encryption of Backups
Methods to Ensure Only Authorized Personnel Access to PII
Periodic Security Audits
Regular Monitoring of Users' Security Practices
If Other, enter the information in the box below

(3) Technical Controls. (Check all that apply)
Biometrics

Command Access Card (CAC)

DoD Public Key Infrastructure Certificates

Encryption of Data at Rest

Encryption of Data in Transit

External Certificate Authority Certificates

Firewall

Intrusion Detection System (IDS)

Least Privilege Access

Role-Based Access Controls

Used Only for Privileged (Elevated Roles)

User Identification and Password

Virtual Private Network (VPN)

If Other, enter the information in the box below

Currently hosted on the DISA milCloud service with data at rest encryption in place

d. What additional measures/safeguards have been put in place to address privacy risks for this information system or electronic collection?

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