MIRS PIA Sec. 1 and 2

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:

MIRS 1.1 - MEPCOM Integrated Resource System 1.1
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

Under Secretary of Defense for Personnel and Readiness
United States Military Entrance Processing Command (USMEPCOM)
SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: Federal contractors, military family members, and foreign nationals are included in general public.)
From members of the general public

From Federal employees

from both members of the general public and Federal employees

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.

MIRS provides the automation and communications capability for USMEPCOM to meet its peacetime, mobilization, and wartime military
manpower accession mission for the Armed Services.
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)

To establish eligibility for enlistment (identification and authentication), verify enlistment and placement scores, verify retest eligibility, and
provide aptitude test scores as an element of career guidance to participants in the Department of Defense (DoD) Student Testing Program.
The data is also used for research, marketing evaluation, assessment of manpower trends and characteristics, and related statistical studies
and reports.
Mission-related - USMEPCOM is currently the only DoD organization legally authorized to collect, civilian, medical and testing data for
purposes of processing enlistment applicants into the military. USMRIS is the only DoD Joint support system in operation that is used to
enforce congressional, DoD and Armed Forces qualifications. criteria for enlistment. It is used as an official system for reporting timely
enlistment accession data to DMDC. Information collected is also disclosed to the Selective Service Systems (SSS) to update its registrant
database and may also be disclosed to local and state Government agencies for compliance with laws and regulations governing control of
communicable diseases.
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.

Personal data is voluntarily given by the applicant and collected via electronic or manual forms. Forms requesting privacy information
contain an applicable privacy statement.
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.

All collected information is required for applicant processing into one of the Armed Services.

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.)

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Privacy Act Statement

Privacy Advisory

Not Applicable

All forms requesting PII data have an applicable Privacy Act Statement.
PRIVACY ACT STATEMENT - HEALTH CARE RECORDS
THIS FORM IS NOT A CONSENT FORM TO RELEASE OR USE HEALTH CARE INFORMATION PERTAINING TO YOU.
AUTHORITY FOR COLLECTION OF INFORMATION INCLUDING SOCIAL SECURITY NUMBER (SSN)
Sections 133, 1071-87, 3012, 5031 and 8012, title 10, United States Code and Executive Order 9397.
PRINCIPAL PURPOSES FOR WHICH INFORMATION IS INTENDED TO BE USED
This form provides you the advice required by the Privacy Act of 1974. The personal information will facilitate and document your health
care. The Social Security Number (SSN) of member or sponsor is required to identify and retrieve health care records.
ROUTINE USES
The primary use of this information is to provide, plan and coordinate health care. As prior to enactment of the Privacy Act, other possible
uses are to:
Aid in preventive health and communicable disease control programs
and report medical conditions required by law to federal, state and local
agencies;
compile statistical data;
conduct research;
teach;
determine suitability of persons for service or assignments;
adjudicate claims and determine benefits;
other lawful purposes, including law enforcement and litigation;
conduct authorized investigations;
evaluate care rendered;
determine professional certification and hospital accreditation;
provide physical qualifications of patients to agencies of federal, state, or local
government upon request in the pursuit of their official duties.
WHETHER DISCLOSURE IS MANDATORY OR VOLUNTARY AND EFFECT ON INDIVIDUAL OF NOT PROVIDING
INFORMATION
In the case of military personnel, the requested information is mandatory because of the need to document all active duty medical incidents
in view of future rights and benefits. In the case of all other personnel/beneficiaries, the requested information is voluntary. If the requested
information is not furnished, comprehensive health care may not be possible, but CARE WILL NOT BE DENIED.
This all inclusive Privacy Act Statement will apply to all requests for personal information made by health care treatment personnel or for
medical/dental treatment purposes and will become a permanent part of your health care record.
h. With whom will the PII be shared through data/system exchange, both within your DoD Component and outside your Component?
(Check all that apply)

Within the DoD Component

Other DoD Components (i.e. Army, Navy, Air Force)

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Army Recruiting Information Support System (ARISS),
Army Research Institute (ARI),
United States Army Recruiting Command (USAREC),
United States Army Accessions Command (USAAC),
United States Army Cadet Command (USACC),
Specify. United States Training and Doctrine Command (TRADOC),
United States Army Deputy Chief of Staff for Personnel
(G-1),
Army Medical Surveillance Activity (AMSA) USACHPPM,
U.S. Army Medical Command (MEDCOM)
Air Force Reserve Command (AFRC),
Air Force Recruiting Information Support System
(AFRISS),
Specify.
Marine Recruiting Information Support System (MCRISS),
Navy Drub Screening Lab (NDSL),
Navy Recruiting Accession Management System (NRAMS)

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Other Federal Agencies (i.e. Veteran’s Affairs, Energy, State)

Marine Corps Recruiting Information Support System
(MCRISS),
Marine Corps Recruiting Command (USMCRC),
Naval Education and Training, Professional Development
and Technology Center (NETPDTC),
Navy Drug Screening Lab,
Navy Recruiting Accession Management System (NRAMS),
Space and Naval Warfare - Information Technology Center
(SPAWAR-ITC),
US Navy Recruiting Command (NRC),
Air Force Reserve Command,
Air Force Recruiting Information Support Systems
Specify. (AFRISS), Defense Finance and Accounting Service,
Defense Integrated Military Human Resource Command
(DIMHRS),
Defense Manpower Data Center, Defense Security Service
(DSS),
Military Surface Deployment and Distribution Command
(SDDC),
Accession Policy (AP),
Military Personnel Policy (MPP), Personnel and Readiness
(P&R),
Department of Defense Medical Examination Review Board
(DoDMERB),
Office of the Surgeon General

State and Local Agencies

Specify.

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.)

Specify.

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

Specify.

Army Reserve National Guard

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)

In-Person Contact

Paper

Fax

Telephone Interview

Information Sharing - System to System

Website/E-Form

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

1. DD Form 2807-1, Report of Medical History, OMB No. 0704-04132.
2. DD Form 2807-2, Medical Prescreen of Medical History, OMB No. 0704-04133.
3. DD Form 2008, Report of Medical Examination.
4. USMEPCOM Form 680-3A-E, Request for Examination.
5. USMEPCOM Form 601-23-E, Report of Additional Disclosures.
6. DD Form 1966/1-4, Record of Military Processing Armed Forces of the United States, OMB No. 0704-01737.
7. DD Form 4/1 & 2, Enlistment/Reenlistment document-Armed Forces of the United States.
8. DD Form 4/3, Enlistment/Reenlistment document-Armed Forces of the United States.
9. DD Form 93, Record of Emergency Data.
10. DD Form 1304-2AS, Enlistment Answer Sheets.
11. DD Form 1304-5AS, Student Answer Sheets.
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12 USMEPCOM Form 611-1-20, Special Purpose Test Examination (NOTE: Data entered manually).
13 AIMS Form 1, AIM Answer Sheet.14. DD Form 398-2, National Agency Questionnaire, OMB No.0704-0298
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

A0601-270 USMEPCOM DoD

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
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.

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.

DAA-AU-2015-0010

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

(3) Retention Instructions.

DAA-AU-2015-0010-0001 Destroy immediately after applicant turns 43 years old.
DAA-AU-2015-0010-0002 Destroy 99 year(s) after applicant's disqualification date.
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.

a. Executive Order 13478—Amendments to Executive Order 9397 Relating to Federal Agency Use of Social Security Numbers
b. 10 U.S.C. 3013, Secretary of the Army
c. 10 U.S.C. 8013, Secretary of the Air Force
d. 10 U.S.C. 5013, Secretary of the Navy
e. DoD Directive 1145.02E, "United States Military Entrance Processing Command (USMEPCOM)," Ch 1 Effective May 22, 2018
f. DoD Directive 1304.12E, "DoD Military Personnel Accession Testing Programs," dated September 20, 2005
g. DoD Directive 1304.26, "Qualification Standards for Enlistment, Appointment and Induction," dated October 26, 2018 (Change 3)
h. DoD Instruction 4000.19, "Interservice and Intragovernmental Support," dated December 16, 2020
i. DoD Instruction 6130.3, "Medical Standards for Appointment, Enlistment, or Induction in the Military Services" dated April 30,
2021(Change 2)
k. USMEPCOM Regulation 680-3, Personnel Information Systems Entrance Processing and Reporting System Management, dated October
24, 2018
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

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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.

0704-0413, DD Form 1966

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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)

Aptitude Test Results, Alien Registration Number, Recruit Identification Number
Primary Index Key: Applicant Identification Number
Secondary Index Key: SSN
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 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.

USMEPCOM Commander, Col Richard Brady, USMC, August 18, 2020.

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

SSNs are required for positive identification of military applicants since they are not yet members of the Armed Forces.

(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”.

SSNs are used only when absolutely necessary within the system and through data exchanges with approved mission partners.

(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

SSNs are required and used in conducting background chcks and employment contract DD Form 4, Enlistment/Reenlistmenet Document
Armed Forces of the United States. These are required in order to enter the all volunteer force.
b. What is the PII confidentiality impact level2?

1
2

Low

Moderate

High

The definition of PHI involves evaluating conditions listed in the HIPAA. Consult with General Counsel to make this determination.
Guidance 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

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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.

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

This modified system is housed in Amazon Web Services GovCloud West. AWS is FedRAMP Impact Level 4 certified. Physical security
controls, to include those associated with protection of Privacy data, are inherited.

(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

All personnel (Military, Civilian, and Contractor) are required to have appropriate background checks conducted before accessing the
systems. Privileged Users are required to attain and maintain certification in accordance with DoD 8140.01 and DoD 8570.01-M.

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

Common 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

Regular adherence to Information Assurance Vulnerability Alerts (IAVA's) and Security Technical Implementation Guides (STIG's).
USMEPCOM accession partners are provided information through a secure Application Programming Interface through the Non-classified
but Sensitive Internet Protocol Router Network (NIPRNET). Files transferred across the Internet/NIPRNET are encrypted using VPN or
AES 256-bit encryption.
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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