(1 State and Local Agencies.

Specify. !

(1 Contractor (Enter name and describe the language in the contract that safeguards PII.) i
|

Specify. | i

(1 Other (e.,g., commercial providers, colleges). |
i

Specify.

i. Do individuals have the opportunity to object to the collection of their PII? '

Kl Yes O No

(1) If "Yes," describe method by which individuals can object to the collection of Pll.

CEDMS does not collect the Pll directly from the individual. The individuals have an Opportunity to object at
the stage when the Pil is collected by each DoD Agency or Component prior to transfer to DFAS and
ICEDMS. Once the Pll is provided to DFAS, it is transferred to CEDMS through information sharing and
stored as a final repository with no additional opportunity to object.

(2) If "No," state the reason why individuals cannot object.

j. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes O No

(1) If "Yes," describe the method by which individuals can give or withhold their consent.

ICEDMS does not collect the Pll directly from the individual. The individuals have an opportunity to object at
the stage when the Pll is collected by each DoD Agency or Component prior to transfer to DFAS and
CEDMS. Once the Pll is provided to DFAS, it is transferred to CEDMS through information sharing and
stored as a final repository with no additional opportunity to object.

(2) If"No," state the reason why individuals cannot give or withhold their consent. !

DD FORM 2930 NOV 2008 ~ —pagesorts—



g. Summary of DoD information system or electronic collection. Answers to these questions
should be consistent with security guidelines for release of information to the public.

(1) Describe the purpose of this DoD information system or electronic collection and briefly
describe the types of personal information about individuals collected in the system.

ICEDMS has been referred to as "a web-based electronic file room." The system is an archival repository for
specific Defense Finance And Accounting Service (DFAS) documents after financial processing has been
completed by the relevant DoD organizations. CEDMS provides document management, recordkeeping,
record retrieval, record staging, and document security for management (i.e., scanning and indexing) of
various types of hard copy source documents to include vouchers (e.g., schedules of withdrawals & credits,
vouchers for transfer between appropriations and/or funds, journal and cash collection vouchers, military pay
vouchers, public vouchers for refund and debit vouchers) and disbursements (e.g., statement of
accountability, schedule of canceled or undelivered checks). When information is needed from CEDMS,
either the DFAS CEDMS office provides the information to the agency or the respective agency may retrieve
their own information by submitting a written request on agency letterhead including a systems access form
(DD 2875) for designated person to access the information.

Pll stored may include name of payee, SSN, employment title/rank, phone number, bank account
information, collection information such as delinquency notices issued by DFAS. Through the use of Optical
Recognition Character (OCR) capability, users can query Pll information if it is ‘typed text.’

(2) Briefly describe the privacy risks associated with the Pll collected and how these risks are
addressed to safeguard privacy.

The result of mishandling financial personal data may lead to lost, stolen or compromised Pl! which could be
harmful to the individual in many ways (e,g., identify theft, damage to the individual’s reputation and /or financial
hardship). These risks are mitigated through a combination of administrative, physical, and technical controls.
-Administrative: Access to personal information is limited to those individuals who require the records to perform
their official assigned duties. Application users are granted roles and access by system administrators based on
their assigned duties by site and by document type needed.
Physical: Records are maintained in secured limited access or monitored areas. Physical entry by unauthorized
persons is restricted through the use of locks, guards, passwords, or other administrative procedures.
-Technical: In order to get connected to the login screen, the end-user must provide valid CAC credentials. Once the
end-user has been verified Single Sign-On is utilized.

Application users are only allowed to access CEDMS via web on secure socket layer (SSL), end users have no access
to the operating system or any other resources related to the O/S.

h. With whom will the Pll be shared through data exchange, both within your DoD Component and
outside your Component (e.g., other DoD Components, Federal Agencies)? Indicate all that apply.

Within the DoD Component.

Specify. PII will only be shared with DLA Document Service Administrators with a need
ito know,

kK] Other DoD Components.

Specify. [Defense Finance and Accounting, Military Services, and Defense Agencies

[X] Other Federal Agencies.

Specify. Department of Justice, Social Security Administration, National Finance
Center (USDA), Office of Thrift Savings Plan, Department of Energy, Health
and Human Services, Environmental Protection Agency, Broadcasting Board
of Governors, and the Executive Offices of the President.

DD FORM 2930 NOV 2008 Page 4 of 15



k. What information is provided to an individual when asked to provide Pll data? Indicate all that
apply.

Privacy Act Statement Oo Privacy Advisory
(= ‘Other 0 None |
i

Describe {CEDMS does not collect Pil directly from the individual. It receives Pll through information sharing

each Privacy Act Statements are provided to individuals when the data is initially collected by each DoD

applicable agency or component.

format.
NOTE:

Sections 1 and 2 above are to be posted to the Component's Web site. Posting of these
Sections indicates that the PIA has been reviewed to ensure that appropriate safeguards are in
place to protect privacy.

A Component may restrict the publication of Sections 1 and/or 2 if they contain information that |
would reveal sensitive information or raise security concerns.

DD FORM 2930 NOV 2008 Page 6 of 15


PRIVACY IMPACT ASSESSMENT (PIA) !
For the

Corporate Electronic Document Management System (CEDMS) for Defense
Finance and Accounting Service

Defense Logistics Agency

SECTION 1: 1S A PIA REQUIRED?

a. Will this Department of Defense (DoD) information system or electronic collection of
information (referred to as an “electronic collection" for the purpose of this form) collect,
maintain, use, and/or disseminate Pll about members of the public, Federal personnel,
contractors or foreign nationals employed at U.S. military facilities internationally? Choose
one option from the choices below. (Choose (3) for foreign nationals).

© (1) Yes, from members of the general public.
C1 (2) Yes, from Federal personnel* and/or Federal contractors.

© (3) Yes, from both members of the general public and Federal personnel and/or Federal contractors.
1 @) No

* “Federal personnel" are referred to in the DoD IT Portfolio Repository (DITPR) as "Federal employees.”

b. If "No," ensure that DITPR or the authoritative database that updates DITPR is annotated

for the reason(s) why a PIA is not required. If the DoD information system or electronic i
collection is not in DITPR, ensure that the reason(s) are recorded in appropriate j
documentation. '

c. If "Yes," then a PIA is required. Proceed to Section 2.

DD FORM 2930 NOV 2008 Page 1 of 15


SECTION 2; PIA SUMMARY INFORMATION

a. Why is this PIA being created or updated? Choose one:

[1 __ New DoD Information System im New Electronic Collection
X Existing DoD Information System Oo Existing Electronic Collection
oO Significantly Modified DoD Information

System

b. Is this DoD information system registered in the DITPR or the DoD Secret Internet Protocol
Router Network (SIPRNET) IT Registry?

ix] Yes, DITPR Enter DITPR System Identification Number {15849

Oo Yes, SIPRNET Enter SIPRNET Identification Number

oO No

¢. Does this DoD information system have an IT investment Unique Project Identifier (UPI), required
by section 3 of Office of Management and Budget (OMB) Circular A-11?

Kl Yes O No
If "Yes," enter UPI 1007-97-01 -01-02-01 58-00 (EC/EDI)

If unsure, consult the Component IT Budget Point of Contact to obtain the UPI.

d. 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 should be consistent.

&l Yes No

If "Yes," enter Privacy Act SORN Identifier 17300C, Corporate Electronic Document Management Systerg|

DoD Component-assigned designator, not the Federal Register number.
Consult the Component Privacy Office for additional information or
access DoD Privacy Act SORNs at: _http:/Avww.defenselink.mil/privacy/notices/

or

Date of submission for approval to Defense Privacy Office
Consult the Component Privacy Office for this date.

DD FORM 2930 NOV 2008 Page 2 of 15


e. Does this DoD information system or electronic collection have an OMB Control Number? |
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information.

This number indicates OMB approval to collect data from 10 or more members of the public in a 12-month period
regardless of form or format.

im Yes

Enter OMB Control Number __|DFAS, Services, and DoD Agencies maintain OMB
control numbers

Enter Expiration Date

K No

f. Authority to collect information. A Federal law, Executive Order of the President (EO), or DoD 1
requirement must authorize the collection and maintenance of a system of records.

(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act
SORN should be the same.

(2) Cite the authority for this DoD information system or electronic collection to collect, use, maintain
and/or disseminate Pll. (If multiple authorities are cited, provide all that apply.)

(a) Whenever possible, cite the specific provisions of the statute and/or EO that authorizes
the operation of the system and the collection of Pll.

(b) if a specific statute or EO does not exist, determine if an indirect statutory authority can
be cited. An indirect 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) 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 shouid be identified.

5 U.S.C, 301, Departmental Regulations; 31 U.S.C. Sections 3325, 3511, 3512, 3513; DoD Financial
Management Regulation 7000.14R and E.0.9397 (SSN).

DD FORM 2930 NOV 2008 Page 3 of 15