Draft Privacy Impact Assessment

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:
Activity Management for Investigators and Analyst System
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:
Defense Logistics Agency (DLA)

SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: foreign nationals are included in the general public.)


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

b. The PII is in a: (Check one)


Existing 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.
AMIAS is an Investigation and Audit management system used to manage case workloads within the Office of the Inspector General.
The DLA OIG requires a Commercial Off The Shelf (COTS) system that manages activities for
investigators and analysts which is currently owned/utilized by the Federal Government and is adaptable to
accommodate Investigative activities, Hotline activities and Trade Security Controls (TSC) requirements,
unique to the DLA OIG.
*Replaced DCIRS*
Monthly Update: Month/Day

Action:

d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, missionrelated use, administrative use)
The PII in this system is obtained for, but not limited to, investigative, administrative, and audit purposes. The intended uses are for verification,
identification, authentication, data matching, mission related use, and administrative use.

e. Do individuals have the opportunity to object to the collection of their PII?

Yes

(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.
All personal data is collected voluntarily.

f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

(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.
Verbally or in writing.

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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 ACT STATEMENT
Authority: Section 21, Internal Security Act of 1950 (Public Law 81-831 ).
Principal purpose: Records are used in connection with an incident, accident, or suspected violation under investigation, regardless of the individual's
relationship to the investigation.
Routine uses: Information is used by Investigations Division, DLA Accountability Office and the DLA Office of General Counsel personnel to monitor
progress of cases and to develop non-personnel statistical data on crime and criminal investigative support for the future. This information may be
further disclosed to federal, state, local, and foreign government law enforcement agencies, prosecutors, courts, child protective services, and the Office
of Personnel Management. Information provided may be used for determinations regarding judicial or non-judicial punishment, other administrative
disciplinary actions, security clearances, recruitment, retention, placement, and other personnel actions.
Disclosure: Disclosure is voluntary.
Rules of Use: Rules for collecting, using, retaining, and safeguarding this information are contained in the DLA Privacy Act System of Records Notice
S500.20, entitled "Defense Logistics Agency Criminal Incident Reporting System Records" available at http://privacy.defense.gov/notices/dla/

h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that
app)
Shared

Within the DoD Component

Specify.

D-Staff (Director/Vice Director/Staff); DLA Office of the Inspector
General (DA); DLA Intelligence (DI); DLA General Counsel (DG);
Safety & Occupational Health (DCS); Insider Threat Office;

Shared

Other DoD Components

Specify.

Department of the Air Force; Department of the Army; Department of
the Navy/U.S. Marine Corps; Defense Intelligence Agency; Defense
Security Service; Office of Inspector General;

Shared

Other Federal Agencies

Specify.

Federal agencies having jurisdiction over or investigative interest in
the investigation.

Shared

State and Local Agencies

Specify.

County or City Governments; Tribal government; State Government
Agencies;

Shared

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.

Contractor: Cybermedia Technologies, Inc. (SP4709-17-D-0029
expiring 4/30/2022)
FAR 52.224-2, Privacy Act (Apr 1984)
FAR 52.224-3, Privacy Training (Jan 2017)

Shared

Within the DoD Component

Specify.

To DLA contractors or vendors when the investigation pertains to a
person they employ or to a product or service they provide to
accomplish or support corrective action.

i. Source of the PII collected is: (Check all that apply and list all
information systems if applicable)
Users of AMIAS collect information from individuals by using the following
data systems via the web or via paper-based collections from subjects or
witnesses: Accurint; Auto Track; Clear, Defense Central Index of
Investigations; other DCIRS/AMIAS entries; GSA Excluded Parties List;
Department
of Commerce
Denied
Persons List;
Department
of State
j. How will the
information
be collected?
(Check
all that apply
and list all
Official Form Numbers if applicable)
DLA 1822, DD 2949, DLA Form 1624A, DLA Form 1745, DLA Form 1753,
DLA Form 1622, DLA Form 1623

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





Individuals
Existing DoD Information Systems
Other Federal Information Systems
Databases
Commercial Systems










E-mail
Face-to-Face Contact
Fax
Information Sharing - System to System
Official Form (Enter Form Number(s) in the box below)
Paper
Telephone Interview
Website/E-Form

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k. Does this DoD Information system or electronic collection require a Privacy Act System of Records Notice (SORN)?

Yes

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.
If “Yes,” enter the SORN System Identifier

S500.20- DCIRS, S640.45-EUC SORN

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

N1361-08-3; DAA=0361-2021-0021-0001; GRS 5.2, Item 020
(DAA-GRS-2017-0003-0002); GRS 3.1, Item 051 (DAA-GRS-

(2) If pending, provide the date the SF-115 was submitted to NARA.
(3) Retention Instructions.
8120.44 - DCIRS Reports of Investigation, Response to Leads, Reports of Corrective Action, Commander or Director’s Reports of Corrective Action,
Reports of Preliminary Inquiry, Reports of Referral, and Police Incident Reports. Cutoff at end of Event. Destroy/erase 25 years after completion. N1361-08-3
8120.44.01 - DCIRS Reports of Initiative, Crime Vulnerability Assessments, Reports of Post Sale Investigation, and Criminal Information Reports.
Destroy/erase 10 years after completion. N1-361-08-3
8120.44.02 -DCIRS Trade Security Controls Assessment Records. Includes records related and not related to a specific transaction Destroy/erase 6
years after last transaction. N1-361-08-3
8120.44.03 - DCIRS Trade Security Controls Assessment Records. Reports of Outreach Destroy/erase 5 years after completion. N1-361-08-3
8120.44.04 -DCIRS Reports of Polygraph Examination. Temporary Records (Non-historical, as determined by the Defense Criminal Investigative
Service (DCIS)). Destroy/erase 90 days following completion of the investigation. DAA-0361-2021-0021-0001
8120.44.05 - Series Approved for System Use Only. DCIRS Reports of Polygraph Examination. Attorney’s Contract Fraud Files. Destroy/erase 6 years
after completion. N1-361-08-3
8120.44.06 - End Use Certificate records. Used in the management of the property disposal programs to determine bidder eligibility to participate in the

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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 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 22 U.S.C. 2751-2799, Arms Export Control; 50 App. U.S.C. 2401
et seq., Export Administration; E.O. 12738 and E.O. 12981, Export Controls; 22 CFR 122, Registration of Manufacturers and Exporters; 15 CFR 762,
Export Administration Regulations Recordkeeping; 41 CFR 101, Federal Property Management Regulations; 41 CFR 102, Federal Management
Regulations; DoD Directive 2040.3, End Use Certificates (EUCS); DoD Instruction 2030.08, Implementation of Trade Security Controls (TSC) for
Transfers of DoD U.S. Munitions List (USML) and Commerce Control List (CCL) Personal Property to Parties Outside DoD Control; DoD Instruction
2040.02, International Transfers of Technology, Articles, and Services; DoD Instruction 4161.2, Management, Control and Disposal of Government
Property in the Possession of Contractors; DoD 4160.21-M, Defense Materiel Disposition Manual; DoD 4160.21-M-1, Defense Demilitarization Manual
and E.O. 9397 (SSN), as amended.
The Omnibus Crime Control Act of 1994; Section 21, Internal Security Act of 1950 (Pub. L. 831, 81st Congress); DoD Directive 5105.22, Defense
Logistics Agency (32 CFR part 359); DoD Directive 5105.42, Defense Security Service (32 CFR part 361); DoD Directive 7730.47, Defense IncidentBased Reporting System; DoD Instruction 2030.8, Trade Security Controls on DoD Excess and Surplus Personal Property; DoD Instruction 5240.4,
Reporting of Counterintelligence and Criminal Violations; DoD Instruction 5505.2, Criminal Investigations of Fraud Offenses; 28 U.S.C. 534, Uniform
Federal Crime Reporting Act; 18 U.S.C. 922, Brady Handgun Violence Prevention Act of 1994; 42 U.S.C. 10601, Victim Rights and Restitution Act of
1990; 10 U.S.C. 1562,Database on Domestic Violence Incidents and E.O. 9397 (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.
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.
Pending Renewal of license.

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