0701-0070_affirst 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:

Air Force Family Integrated Results & Statistical Tracking (AFFIRST)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

United States Air Force

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.

To compile information on client's visits to enable the Center to refer clients to the appropriate support/helping activity, i.e., Mental Health
Clinic, Chaplain, Air Force Aid, etc. Information is compiled for statistical reporting to base, major commands, Headquarters United States
Air Force, Department of Defense, Office of Secretary of Defense (OSD) and Congress. Reports and for program planning and evaluation.
Personal demographic information (i.e., Name, DODID, Organization, Office Symbol, Marital status, etc.) and service delivery information
is collected.
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)

Verification, identification and Airman & Family Readiness Center (A&FRC) mission-related use. The data elements being captured are
important/necessary for obtaining an accurate picture/history of customer needs in order to help determine the best course of action(s) to
meet all identified needs to ensure a high level of mission/family readiness and resiliency. In addition, data captured in, and reported from
AFFIRST provides vital information concerning effectiveness of A&FRC services that is used by local A&FRCs and their MAJCOM,
Operations/Airstaff Policy counterparts to help determine future direction and emphasis of services to obtain optimum mission/family
readiness.
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.

A&FRC staff provide a Statement of Understanding (SOU) to advise customers that the information provided is voluntary and provides the
consequences of choosing not to provide requested information. The Air Force rules for accessing records and for contesting contents and
appealing initial agency determinations are published in Air Force Instruction 33-332, Air Force Privacy and Civil Liberties Program; 32
CFR part 806b; or may be obtained from the system manager.
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.

The A&FRC staff provide a Statement of Understanding (SOU) to advise customers that the information provided is voluntary and provides
the consequences of choosing not to provide requested information. Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to the system manager, or the installation A&FRC. Official mailing
addresses are published as an appendix to the Air Force’s compilation of systems of records notices. Proof of identity such as an Armed
Forces Identification Card/Common Access Card (CAC) will be required for personal visits.
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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. 8013, Secretary of the Air Force; Air Force Instruction 36-3009, Airman and Family Readiness Centers; and E.O. 9397 (SSN), as
amended.
PRINCIPLE PURPOSE(S):
To maintain a record of customer service data determining the effectiveness of Airman and Family Readiness Center activities and services
and provide reports reflecting impact of services on mission and family readiness to leadership. Also used as a management tool for
statistical analysis, tracking, reporting, evaluating program effectiveness, and conducting research. iNF never disclosed to any entity outside
of DoD official use.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF
SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records contained therein may
be specifically disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The DoD ‘Blanket Routine Uses’ published at the beginning of the Air Force compilation of systems of records notices apply to this system.
DISCLOSURE IS VOLUNTARY:
Voluntary
Site Restriction
This site is intended for the use of United States Government Agencies only. Do not reproduce or distribute the content of this site to a wider
audience without coordination with the information owner and your unit public affairs office.
Monitoring Notice
This is a Department of Defense computer system. DoD computer systems may be monitored for all lawful purposes, including to ensure
that their use is authorized, for management of the system, to facilitate protection against unauthorized access, and to verify security
procedures, survivability, and operational security. Monitoring includes active attacks by authorized DoD entities to test or verify the
security of this system. During monitoring, information may be examined, recorded, copied, and used for authorized purposes. All
information, including personal information, placed or sent over this system may be monitored. Use of this DoD computer system,
authorized or unauthorized, constitutes consent to monitoring of this system. Unauthorized use may subject you to criminal prosecution.
Evidence of unauthorized use collected during monitoring may be used for administrative, criminal, or other adverse action. Use of this
system constitutes consent to monitoring for these purposes.
External Links
None
System of Records Notice: F036 AFPC Z, Air Force Family Integrated Results and Statistical Tracking (AFFIRST)
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

Specify.

Other DoD Components

Specify.

Other Federal Agencies

Specify.

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.

United States Air Force

ThreeWire Systems, Inc, in performance of contract duties.
Contract requires baseline IA controls be implemented to
ensure PII is safeguarded.

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

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Individuals

Databases

Existing DoD Information Systems

Commercial Systems

Other Federal Information Systems

Manual keying in of customer demographic and service delivery information. Additionally electronically via a Memorandum of Agreement
(MOA) with the Defense Manpower Data Center (DMDC) for use of their Real-Time Broker (RTB) Web service that allows updating of
AFFIRST customer record demographic data.
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)

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

F036 AFPC Z

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.

Current SORN is in the process of being consolidated into F036 AF PC Q

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.

T 36 - 07 R 02.00

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

(3) Retention Instructions.

Electronic Records are destroyed after one year or when no longer needed whichever is later. Electronic records are destroyed by erasing,
deleting, or overwriting.

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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 United States Code (U.S.C.) 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Instruction
36-3009, Airman and Family Readiness Centers; and Executive Order (E.O.) 9397 (Social Security Number - SSN), as amended.
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.

AFFIRST OMB Control Number: 0701-0070, Air Force Family Integrated Results & Statistical Tracking (AFFIRST), Expiration Date: 30
Nov 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)

One of the A&FRC core programs (per AFI 36-3009, Airman and Family Readiness Center) is Personal Financial Management. Financial
service data is limited to information needed to complete a mutually agreeable spending/action plan to meet customer financial goals. All
but last four of SSN is masked in the system.
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.

Signatory/Date Approved: Kimberly K. Toney, SES/USAF, AFPC Executive Director, 11 Mar 2021. Submitting to to HAF SAF/CIO A6
with OMB number renewal package.

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

SSN uses for legacy system interfaces described in DODI 10003.30, Enclosure 2, Para 2.c.(11).

(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”.

We are working towards transition to the DODID as the system primary record identifier vs. SSN.

(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

SSN can be eliminated in approximately 18 months.
b. What is the PII confidentiality impact level2?

Low

Moderate

High

1

The 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

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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

(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

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

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

A&FRC staffs and MAJCOM/HQ Operations/Policy counterparts, System Administrators and Developer/Contractor (Developer/Contractor
do not view records as a matter of course, but will perform proactive and reactive system maintenance of the records database (re-indexing,
repairing corrupted records/files, etc.). Additionally, the aforementioned access is limited via user account (CAC Login required)
permissions based on system role, security protocols and correlating interface limitations to visibility of only what is needed to perform
assigned duties. Web access via secure SSL (HTTPS) connection and enforcement of need-to-know principle.

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