[Federal Register Volume 77, Number 235 (Thursday, December 6, 2012)]
[Proposed Rules]
[Page 72788]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-29504]
[[Page 72788]]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF DEFENSE
Office of the Secretary
32 CFR Part 157
[DoD-2008-OS-0075; RIN 0790-AI33]
Reduction of Use of Social Security Numbers in the Department of
Defense
AGENCY: Department of Defense.
ACTION: Notice addressing comments received on the proposed rule.
-----------------------------------------------------------------------
SUMMARY: The Department of Defense (DoD) published a proposed rule
concerning the reduction of the use of social security numbers (SSN) in
the Department on March 3, 2010 (75 FR 9548). The Department published
the proposed rule because it intended to apply the SSN reduction
policies and procedures to entities that contract with the Department.
However, it has been determined that the Defense Federal Acquisition
Regulation Supplement (DFARS) or another contract vehicle is a more
appropriate way to apply these policies and procedures to these
entities; therefore, a final rule in title 32 of the Code of Federal
Regulations will not be published. DoD will publish internal guidance
in an Instruction that will not contain language regarding contract
companies since that guidance will be provided as noted above in a
DFARS rule or other contract vehicle. This notice is being published to
address the public comments received concerning the proposed rule.
FOR FURTHER INFORMATION CONTACT: Mr. Sam Yousef, 571-372-1939.
SUPPLEMENTARY INFORMATION: Seven sets of comments were received on the
proposed rule and are addressed below. All comments are available upon
request.
One commenter said that leave forms of military members or the
Office of Personnel Management (OPM) Form 71 (Request for Leave or
Approved Absence) for civilian employees should not include SSNs in
whole or in part. As part of the ongoing review to reduce or eliminate
the use of SSNs, the Department will review the forms to document leave
usage by military members and will reduce or eliminate the use of SSNs
on these forms as appropriate. The civilian employee leave form, OPM
Form 71, was revised in September 2009, and requires the individual's
Employee Number or only the last four digits of the SSN.
One commenter expressed concern that the SSN is required in order
to receive treatment at medical facilities on military installations
and that the SSN is printed on identification cards. Other commenters
noted that due to the widespread use of SSNs on military installations,
individuals are at risk for identity theft. The Department of Defense
takes the security and protection of its personnel's Personally
Identifiable Information (PII) very seriously. In order to reduce the
use of the SSN and to better protect the identity of its members, the
Department developed and released ``Business Practice Changes to Allow
the Removal of Social Security Numbers from DoD Identification (ID)
Cards'' in January 2009 and in November 2012 released an ``Updated Plan
for the Removal of Social Security Numbers (SSNs) from Department of
Defense (DoD) Identification (lD) Cards,'' that consisted of a
comprehensive three-phased plan to reduce or eliminate SSN use on DoD
ID cards:
--Phase 1 of the updated plan requires removal of SSNs from DoD ID
Cards and began with removal of the dependent's SSN from Dependent ID
cards in December 2008. Phase 1 will be complete in December 2012.
--Phase 2 of the plan began replacement of the SSN with the DoD ID
Number and started in June 2011. Phase 2 will be complete in June 2015.
--Phase 3 of the plan will remove SSNs from ID card barcodes and is
scheduled to begin in the 4th Quarter of Calendar Year 2012 and will
take four years to complete.
A commenter, while also expressing concern with the use of SSNs for
identification and record keeping purposes, recommended that secure
methods be used when transmitting information that includes SSNs. The
Department requires that the Privacy Act be complied with when storing
or transmitting information that contains PII. Secured communication
methods are required to be used when transmitting PII.
Another commenter also expressed concern with the extensive use of
SSNs by DoD and recommended that an alternative identification number
be used in lieu of the SSN. Another commenter recommended replacing the
SSN with the DoD Electronic Data Interchange Personal Identifier (EDI-
PI). Directive Type Memorandum (DTM) 07-015, ``DoD Social Security
Number (SSN) Reduction Plan'' and DoD Instruction 1000.30, ``Reduction
of Social Security Number (SSN) Use Within DoD,'' which supersedes DTM
07-015, require the DoD Forms Management Officer and the DoD Component
Forms Management Officers to review SSN use and justifications on new
and existing forms in their respective activities to reduce or
eliminate the use of SSNs wherever possible. Additionally, these
policies require the review and justification of SSN use in new and
existing systems and to eliminate the use of SSNs wherever possible.
The DoD ID Number, the common name for the EDI-PI, is identified by
both policies as the primary alternative for the SSN. It is intended to
support replacement of the SSN in most DoD processes and business
needs. The DoD ID Number shall only be used for DoD business purposes.
This may include transactions that include entities outside DoD, so
long as individuals are acting on behalf of or in support of the
Department of Defense. The DoD ID Number shall not be used to replace
the SSN in any case where the SSN is required by law. All individuals
eligible to receive DoD benefits, such as commissary, exchange, Morale,
Welfare and Recreation or TRICARE purchased care, will, in addition to
the DoD ID Number, receive a DoD Benefits Number that will be used to
facilitate medical care in lieu of the SSN to the greatest extent
permissible.
Dated: December 3, 2012.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
[FR Doc. 2012-29504 Filed 12-5-12; 8:45 am]
BILLING CODE 5001-06-P