0704-0482 SSN Justification Memo

OVERSIGHT AND
COMPLIANCE

July 12, 2019
MEMORANDUM FOR THE OFFICE OF THE UNDER SECRETARY OF DEFENSE
SUBJECT: Justification for the Continued Use of Social Security Numbers in Defense Sexual
Assault Incident Database (DSAID), DITPR ID # 11499 - 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 for continued use of the SSN for the purpose of (11)
Legacy System Interface. As part of an Unrestricted Report (reports that trigger an investigation),
DSAID may collect the SSN from reporters of retaliation (this may be the victim, or a third party),
or the alleged perpetrator of retaliation related to sexual assault to allow Military Criminal
Investigative Organization case management systems to exchange data with DSAID. Additionally,
Acceptable Use (13) Other Cases was approved for collecting the last four digits of a victim’s SSN
to serve as part of an encryption key that will enable the victim’s Restricted Report (a report that
does not trigger an investigation and does not contain personally identifiable information) to be
searched for. Without an encryption key, Restricted Reports are maintained in a non-searchable
format. This system must be reviewed on a continuous basis and a new justification must be
provided if any change to the System of Records Notice is submitted.
While this system 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. 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 System of Records has not been updated.
If you have any questions, please contact Brent Bice at (703) 571-0070 or e-mail
[email protected].
ALLARD.CINDY
.L.1231656614

Digitally signed by
ALLARD.CINDY.L.1231656614
Date: 2019.07.12 14:03:29 -04'00'

Cindy L. Allard
Chief, Defense Privacy, Civil Liberties,
and Transparency Division
cc:
WHS/ESD/RPDD