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:

Global Federated User Domain (GFUD) - IL6

2. DOD COMPONENT NAME: 3. PIA APPROVAL DATE:

Defense Information Systems Agency 08/24/23

SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)

a. The PII is: (Check one. Note: Federal contractors, military family members, and foreign nationals are included in general public.)

From members of the general public From Federal employees

from both members of the general public and Federal employees Not Collected (if checked proceed to Section 4)

b. The PII is in a: (Check one.)

New DoD Information System New Electronic Collection

Existing DoD Information System Existing Electronic Collection

Significantly Modified 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.

Global Federated User Domain implemented by DISA to provide DoD Enterprise Applications, workspace, collaboration tools, and file

storage. In addition, DISA uses the Identity Synchronization Service (IdSS) to populate and maintain persona data elements in DoD

Component networks and systems, such as directory services and account provisioning systems. Access to the Defense Enterprise

Provisioning Online (DEPO)]tool is via CAC authentication.

Types of PII collected Names(s), DoD ID number, Other ID number, Security Information, Rank/Grade, Position/Title, Official Duty

Telephone Phone, Employment Information, Official Duty Address, Work E-Mail Address, Military Records, Mailing/Home Address,

Home/Cell Phone, Citizenship, and Other.

d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use,

administrative use)

Verification Identification and/or Authentication to DoD Cloud systems and services.

e. Do individuals have the opportunity to object to the collection of their PII? Yes No

(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.

PII data, required to implement and operate DoD Information Technology (IT). If data were not available for a specific individual, then the

individual would not be able to access key components of DoD IT, such as Enterprise E-Mail, which are required for individuals to do their

work. GFUD cannot remove an individual's data, since it does not collect PII directly from the individual, but rather obtains data elements

from other established systems that are approved to collect these PII data. An example is DEERS, which is provided by the Defense

Manpower Data Center (DMDC), who functions as the DoD Data Wholesaler for these data. These systems provide Individuals the

capability to review and update their data, such as at the DMDC-provlded Personnel Portal where users can review their data, enter or

provide certain data, and be directed to other organizations and systems to update other data (such as in local DoD Component Human

Resources (HR) systems).

f. Do individuals have the opportunity to consent to the specific uses of their PII? Yes No

(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.

PII data, required to implement and operate DoD Information Technology (IT). If data were not available for a specific individual, then the

individual would not be able to access key new components of DoD IT, such as Enterprise E-Mail, which are required for individuals to do

their work. In addition, this system does not collect PII directly from the individual, but rather obtains data elements from other established

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systems that are approved to collect these PII data. GFUD cannot remove an individual's data, since It does not collect PII directly from the

Individual, but rather obtains data elements from other established systems that are approved to collect these PII data. An example is

DEERS, which is provided by the Defense Manpower Data Center (DMDC), who functions as the DoD Data Wholesaler for these data.

System provide individuals with the capability to review and update their data, such as at the DMDC provides a Personnel Portal where users

can view, edit or update their identification data. Also be directed to other organizations or systems to update personal data (such as DoD

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 Advisory Not Applicable

IdSS does not collect PII directly from the individual, but rather obtains data elements from other established systems that are approved to

collect these PII data. An example is DEERS, which is provided by the Defense Manpower Data Center (DMDC), who functions as the DoD

Data. Wholesaler for these data. DMDC data are typically provided directly by the user, or by DoD Component systems that collect data,

such as DoD Component Human Resources IT systems. Individuals are provided a Privacy Act Statement and Privacy Advisories at the

point where they enter arid update their data in accordance with standard procedures for these systems. In addition, Privacy Advisories are

provided when users access DoD end-user devices which, In turn, are used to access the applications that use the ldSS to establish user

accounts (Exchange, SharePoint, vOffice, etc.).

GFUD does not collect PII directly from the individual, but rather obtains data elements from other established systems that are approved to

collect these PII data (primarily through the Identity Synchronization Service (ldSS)). An example is DEERS, which is provided by the

Defense Manpower Data Center (DMDC), who functions as the DoD Data Wholesaler for these data. DMDC data are typically provided

directly by the user, or by DoD Component systems that collect data, such as DoD Component Human Resources IT systems. Individuals are

provided a Privacy Act Statement and Privacy Advisories at the point where they enter and update their data in accordance with standard

procedures for these systems. In addition, Privacy Advisories are provided when users access DoD end-user devices which, in turn, are used

to access the applications that use the GFUD for access control and to obtain user contact information (Exchange, SharePoint, vOffice, etc.).

h. With whom will the PII be shared through data/system exchange, both within your DoD Component and outside your Component?

(Check all that apply)

Within the DoD Component Specify. DISA

Other DoD Components (i.e. Army, Navy, Air Force) Specify.

Specify.

Specify.

All DoD Component

DoD Enterprise White Pages: DHS - Department of

Homeland Security, CIA - Central Intelligence Agency/

Director of National Intelligence, DOJ - Department of

Justice, DOC - Department of Commerce, DOE -

Other Federal Agencies (i.e. Veteran’s Affairs, Energy, State)

Department of Energy, NASA - National Aeronautics and

Space Administration, U.S. Department of the Treasury,

NRC - Nuclear Regulatory Commission, GAO -

Government Accountability Office, and the U.S.

Department of State.

State and Local Agencies

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.

Other (e.g., commercial providers, colleges). Specify.

i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)

Individuals

Existing DoD Information Systems

Other Federal Information Systems

Databases

Commercial Systems

IDSS (Identitty Synchronization Services)

j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)

E-mail Official Form (Enter Form Number(s) in the box below)

In-Person Contact Paper

Fax Telephone Interview

Information Sharing - System to System Website/E-Form

Other (If Other, enter the information in the box below)

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

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.

Yes No

If "Yes," enter SORN System Identifier K890.14 DoD

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

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 (DPCLTD). Consult the DoD Component Privacy Office 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. GRS 3.2, #062 (N1-GRS-07-3, item 13b)

(2) If pending, provide the date the SF-115 was submitted to NARA.

(3) Retention Instructions.

Temporary. Destroy/delete when 7 years 6 months to 20 years 6 months old based on the maximum level of operation of the appropriate CA

and after the information record the PKI is designed to protect and/or access is destroyed according to an authorized schedule or in the case

of permanent records, when the record is transferred to NARA legal custody. Longer retention is authorized if the agency determines that

transaction-specific PKI records are needed for a longer period.

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.

The following authority allows Identity Synchronization Service (ldSS) to collect the following data and feed the collected data into the

Global Federated User Domain (GFUD) IL6:

- 5 U.S.C. 30 1, Departmental Regulation

- 10 U.S.C. chapter 8; DoD Directive 5105.19, Defense Information Systems Agency (DISA)

- DoD Directive 1000.25, DoD Personnel Identity Protection (PIP) Program

- DoD Chief Information Officer, "DoD Enterprise Identity, Credential, and Access Management (ICAM) Reference Design" v1, June 2020

- Deputy SecDef Memorandum "Actions to Enhance and Accelerate Enterprise Data Management", February 03, 2021

- DoDI 8520.02, Public Key Infrastructure (PKI) and Public Key (PK) Enabling, May 18, 2023

- DoD Cybersecurity Discipline Implementation Plan, October 2015, Amended February 2016

- DoD Instruction 8520.03, "Identity Authentication for Information Systems," May 13, 2011

- DISA Memorandum, DoD PKI Enablement, DISA Computing Center Hosting Environment, January 3, 2017

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

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collect data from 10 or more members of the public in a 12-month period regardless of form or format.

Yes No 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.

OMB Control Number: 0704-0415

Expiration Date: None

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