SSN Memorandum

OFFICE OF THE ASSISTANT TO THE SECRETARY OF DEFENSE FOR
PRIVACY, CIVIL LIBERTIES, AND TRANSPARENCY
1155 DEFENSE PENTAGON
WASHINGTON, DC 20301-1155

April 11, 2022
Ref: SSNJ-2022-0019-DMDC
MEMORANDUM FOR THE DEFENSE MANPOWER DATA CENTER
SUBJECT: Justification for the Use of Social Security Numbers in the Non-Combatant
Tracking System and Evacuation Tracking and Accountability System
(NTS/ETAS) - Approval
Thank you for completing a review of Social Security Number (SSN) use within the
subject system. My office has reviewed and approved your request to use the SSN for the
following Acceptable Use: (10) Noncombatant Evacuation Operations (NEOs). Note, SSN use
is approved indefinitely or until the establishment of a reasonable alternative for the collection
of data other than the SSN such as the Department of Defense Identification (DoD ID) Number,
the program’s mission changes thus eliminating the need for the SSN use, or the system is
decommissioned.
The NTS/ETAS collects and uses SSNs for NEOs which require repatriation centers to
track and account for evacuated individuals, assist evacuees in securing requested relocation
services, and record and recover relocation costs. Currently, the SSN is only collected when
scanning DoD ID cards; specifically, Common Access Cards and Military Dependent/Retiree
Cards. The Defense Manpower Data Center notes there is a planned update to remove SSNs
from DoD ID card barcodes in the future.
While this system has been identified as requiring the collection, maintenance and use of
the SSN, you must ensure this data is afforded the highest protections practicable through use of
appropriate administrative, technical, and physical safeguards. Please maintain a copy of your
justification and this approval in your records.
The reference number for this action is listed at the top of this memorandum.
If you have any questions, my point of contact is Ms. Cheryl Jenkins at
cheryl.jenkins8.civ@mail.mil.
KELETA.RAHWA.A
MDEMARIAM.1298
456431

Digitally signed by
KELETA.RAHWA.AMDEMARIAM
.1298456431
Date: 2022.04.11 14:33:59 -04'00'

Ms. Rahwa A. Keleta
Chief, Privacy and
Civil Liberties Division
cc:
Defense Manpower Data Center Privacy Office
Defense Human Resources Activity Privacy Office