0704-0536 SSN Justification Memo

DEPARTMENT OF DEFENSE
DEFENSE HUMAN RESOURCES ACTIVITY
DEFENSE MANPOWER DATA CENTER
4800 MARK CENTER DRIVE, SUITE 04E25-01
ALEXANDRIA, VA 22350-6000

MEMORANDUM FOR DEFENSE PRIVACY AND CIVIL LIBERTIES OFFICE
THROUGH: OFFICE OF THE SECRETARY OF DEFENSE/JOINT STAFF PRIVACY
OFFICE
Digitally signed by HALABUK.VIKI.L.1263083470

c=US, o=U.S. Government, ou=DoD, ou=PKI,
HALABUK.VIKI.L.1263083470 DN:
ou=WHS, cn=HALABUK.VIKI.L.1263083470
Date: 2017.01.12 14:06:25 -05'00'

SUBJECT: Justification for the use of the Social Security Number on the Defense
Manpower Data Center Data Base
This memorandum is to satisfy the requirements of the Department of Defense Instruction
(DoDI) 1000.30, “Reduction of Social Security Number (SSN) Use within DoD,” requiring
justification to collect and use the SSN within Defense Manpower Data Center Database
(DMDC).
DMDC Database is a single repository within the DoD used to assess manpower and pay
trends, support personnel and readiness functions, track deployments, assist recruiting efforts,
locate and fill vacant positions, track career progression from application/accession to separation,
to perform longitudinal statistical analyses, identify current and former DoD civilian and Armed
Forces personnel for purposes of detecting fraud and abuse of pay and benefit programs, to
register current and former DoD civilian and Armed Forces personnel and their authorized
dependents for purposes of obtaining medical examination, treatment, privileges (i.e. exchange,
memorial, etc), or other benefits to which they are qualified, and to collect debts owed to the
United States Government and state and local governments.
Use of the SSN within the DMDC Database meets the parameters of section 2.c.(8) and
(11), “Computer Matching” and “ Legacy System Interface” of DoDI 1000.30. The SSN is used
for Computer Matching purposes between DoD and other Federal agencies that continue to use
the SSN as a primary identifier. Additionally, the DMDC Database receives records from each
of the Service’s personnel systems. Currently, none of the Service personnel systems have
transitioned to the DoD ID Number. The only way to uniquely identify using the above named
data source is to request and use the SSN.
The System of Record Notice DMDC 01 was last published in the Federal Register (FR)
November 23, 2011 in 76 FR 72391, http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wideSORN-Article-View/Article/570563/dmdc-01/, and is currently being revised for republishing.
The DoD Information Technology Portfolio Repository ID number for the system is 1391. The
electronic records are secured to protect Personally Identifiable Information in accordance with
the Privacy Act of 1974 and DoD 5400.11-R, “Department of Defense Privacy Program”.
Digitally signed by

SORRENTO.MICHA SORRENTO.MICHAEL.V.1399639162
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=DODHRA,
EL.V.1399639162 cn=SORRENTO.MICHAEL.V.1399639162
Date: 2017.01.12 12:43:38 -05'00'
Michael V. Sorrento
Director