DD Form 2840 SSN Jusitification Memo

DEFENSE FINANCE AND ACCOUNTING SERVICE
8899 East 56th Street
Indianapolis, in 46249-0201

August 25, 2017

MEMORANDUM THRU Records, Privacy, and Declassification Division, 4800 Mark Center
SHORT.MARY.
Drive, Alexandria, VA 22350-3100
V.1229496880
FOR: Defense, Privacy, Civil Liberties and Transparency Division
SUBJECT: Justification for Use of Social Security Number (SSN) – Department of Defense
(DD) Form 2840, Request for Information Regarding Deceased Debtor
1. This memorandum is written to satisfy the requirement established in the attached DoD
Instruction 1000.30, "Reduction of Social Security Number (SSN) Use Within DoD” that
requires justification of the collection and use of the SSN on DD Form 2840.
2. The DD Form 2840, Request for Information Regarding Deceased Debtor, is used to
request data on a deceased individual who has incurred a debt against the United States,
including SSN, in support of the Debt Collection Act of 1982, as amended by the Debt
Collection Improvement Act of 1996.
3. As required in DoDI 1000.30, the acceptable use for the SSN has been identified as (8)
Computer Matching. The SSN is required to identify the deceased individual’s estate in
settlement of a debt owed. Authorization to collect this data comes from 31 U.S.C. 3111,
Public Debt, DoDFMR 7000.14-R, Volume 16, Chapter 3; and EO 9397 (SSN), as
amended).
4. The applicable system of records notice is T7332, Defense Debt Management System
(DDMS) at: http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-ArticleView/Article/570181/t7332/ DITPR ID #: 32, Defense Debt Management System (DDMS).
The OMB 0730-0015 license is currently being completed.

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Digitally signed by
SHORT.MARY.V.1229496880
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=WHS,
cn=SHORT.MARY.V.1229496880
Date: 2017.08.31 10:18:17 -04'00'

5. The DD Form 2840 will include the deceased individual's name, SSN, and home of
record, as well as the name and signature of the individual providing the information. This
information, along with the narrative request for information regarding the deceased
debtor, will be used to research, determine, validate and settle debts owed by the deceased
individual. The SSN will no longer be a required element on the DD Form 2840 once the
Department of the Treasury, the Office of Personnel Management, and DoD implement a
method of systemically identifying an individual that does not require the use of the SSN.

MARVIN.LINDA.A.
1230245149

Digitally signed by
MARVIN.LINDA.A.1230245149
Date: 2017.08.25 09:00:57 -04'00'

Linda A. Marvin
Director, Accounting Policy

Proudly Serving America’s Heroes
www.dfas.mil