KX Contractor (Enter name and describe the language in the contract that safeguards Pll.)

Specify. [Government Liquidators

[XX] Other (e.g., commercial providers, colleges).

Specify. ‘Consumer Reporting Agencies

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

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

The DLA Disposition Services E-sales web form used to collect data contains a Privacy Act Statement as
required by 5 U.S.C. 522a(e)(3), allowing the individual to make an informed decision about providing the
data. The statement advises the individual that the information provided is voluntary; and provides the
consequences of choosing not to participate with the information collection.

(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?

DD F

Yes {] No

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

The DLA Disposition Services E-sales web form used to collect data contains a Privacy Act Statement as
required by 5 U.S.C. 522a(e)(3), allowing the individual to make an informed decision about providing the
data. The statement advises the individual that the information provided is voluntary; and provides the
consequences of choosing not to participate with the information collection.

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

RM 2930 NOV 2008 Pages orts



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.

Information is collected and maintained for the purpose of registering bidders for DLA Disposition Services
surplus sales. The information is also. used to award contracts with successful bidders, perform Trade
Security Control Clearance Assessments (using the DLA Form 1822, "End Use Certificate") and process
financial transactions, such as payments and refunds. Information is imported into the Customer
Relationship Management (CRM) Sales and Business Objects data base for the purpose of contract
management and includes any or all of the following: Bidder Registration Number; Bidder Identification
Number; Bidder Last Name; First Name; Middle Name; Company Name; Attention Line; Street Address; City;
State; Zip; Province; Country; Mailing Address; Mailing City; Mailing State; Zip; Mailing Province;Mailing
Country; Commercial Phone; Fax Number. The encrypted SSNs of the high bidders are stored in the CRM
data base.

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

Risk exposure of individual's private and personal information. The risks are minimized by physical,
technical, and administrative controls. Data is available to only those whose job performances require
laccess and is trained in privacy protection. System access is controlled by use of smart cards, passwords,
timed computer screen locks and role-based security which ensures access to the information in the system
is limited by job requirement and authorization to view the data. Physical access to the system is restricted
by the use of security guards and door cipher and/or combination locks.

Records are maintained in secure, limited access, and monitored work area accessible only to authorized
personnel. Central Processing Units are located in a physically controlled access area requiring either a
badge or card swipe for entry. Passwords are tested for strength at the time of selection. Users are warned
lof the consequences of improperly accessing restricted databases and data misuse at each login, during
staff meetings, and during separate Information Assurance and Privacy Act training. After hours, records are
stored in locked file cabinets, locked rooms, or areas controlled by personnel screening. All file cabinets
containing information subject to the Privacy Act of 1974 must have DLA Form 1461 affixed to the outside of
the storage compartment. This form reads: The material/information contained herein falls within the
purview of the Privacy Act of 1974 and will be safeguarded in accordance with the applicable systems of
records notice and 32 CFR part 323.

h. With whom will the PII 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.

XX] Within the DoD Component.

Specify. DLA Disposition Services Sales Office

kX] Other DoD Components.

Specify. [Defense Finance and Accounting Service

KK] Other Federal Agencies.

Specify. General Services Administration

(]_ State and Local Agencies.

Specify.

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 im Privacy Advisory

(I) Other oO None

Describe |DLA Disposition Services E-sales website provides a Privacy Act Statement, as required by 5 U.S.C.
each §52a(e)(3), allowing the individual to make an informed decision about providing the data or
applicable |participating in the program.

format.

When the high bidders are determined, they will complete a DLA Form (currently being developed)
asking for their name and social security number. This DLA form also contains a Privacy Act
Statement.

Information about high bidders is retained indefinitely in the system for the purposes of providing a
cradle-to-grave record of the contracts and property purchases. Information is used routinely for
investigative purposes (criminal, IG, GAO, compliance with Trade Security Control, etc), determining
government indebtedness, hazardous material third party clean-up liability, and other litigation/legal
matters that often occur years after the contract is closed out.

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

Customer Relationship Management (CRM) Sales
and Business Objects (BO) -- Disposition Services

Defense Logistics Agency

SECTION 1: IS 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.
[ (2) Yes, from Federal personnel* and/or Federal contractors.

[J (3) Yes, from both members of the general public and Federal personnel and/or Federal contractors.
(4) 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 !
collection is not in DITPR, ensure that the reason(s) are recorded in appropriate
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:

[] New DoD Information System im New Electronic Collection

[1 _ Existing DoD Information System im) Existing Electronic Collection

rm Significantly Modified DoD Information
a System

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

Oo Yes, DITPR Enter DITPR System Identification Number

oO Yes, SIPRNET Enter SIPRNET Identification Number

X No

¢. Does this DoD information system have an IT investment Unique Project Identifier (UPI), required
by section 53 of Office of Management and Budget (OMB) Circular A-11?

im Yes Ol No

If "Yes," enter UPI

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.

&i Yes O No

If "Yes," enter Privacy Act SORN Identifier 650.30, "DRMS Surplus Sales Program Records. (March 8, 20194

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:/Awww.defenselink.mil/privacy/natices/

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.

kK Yes

Enter OMB Control Number {OMB NO: 0704-0382

Enter Expiration Date January 31, 2016

ml No

f. Authority to collect information. A Federal law, Executive Order of the President (EO), or DoD
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 PII. (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
@ 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 should be identified.

10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 40 U.S.C. 101 et seq.,
Federal Property and Administrative Services Act of 1949, as amended; 50 U.S.C. App. 2401 et seq.,
Export Control; 41 CFR Part 101-45, Cross-Reference To The Federal Management Regulation (FMR)
(41 CFR Chapter 102, Parts 102-1 Through 102-220); and E.O. 9397 (SSN), as amended.

DD FORM 2930 NOV 2008 Page 3 of 15