PRIVACY IMPACT ASSESSMENT (PIA)

For the

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 PII 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.

(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.

DDFORM2930NOV 2008 Page1 of 16

Automation of DLA EEO Complaint Files

Defense Logistics Agency
SECTION 2: PIA SUMMARY INFORMATION

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

New DoD Information System New Electronic Collection

Existing DoD Information System Existing Electronic Collection

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?

Yes, DITPR Enter DITPR System Identification Number

Yes, SIPRNET Enter SIPRNET Identification Number

No

c. 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?

Yes 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.
Yes No

If "Yes," enter Privacy Act SORN Identifier

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://www.defenselink.mil/privacy/notices/

or

Date of submission for approval to Defense Privacy Office

Consult the Component Privacy Office for this date.

DDFORM2930NOV 2008 Page2 of 16

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.

Yes

Enter OMB Control Number

Enter Expiration Date

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.)

EEOC/GOVT-1EEOin theFederalGovernmentComplaint andA
(a) Whenever possible, cite the specific provisions of the statute and/or EO that 

authorizes the operation of the system and the collection of PII.

(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 should be identified.

DDFORM2930NOV 2008 Page3 of 16

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.

(2) Briefly describe the privacy risks associated with the PII collected and how these risks are 

addressed to safeguard privacy.

42 U.S.C. 2000e-16(b) and (c); 29 U.S.C. 204(f) and 206(d); 29 U.S.C. 633(A); 29 U.S.C. 791; Reorg. 

Plan No. 1 of 1978, 43 fr 19607 (May 9, 1978); E.O. 12106, 44 FR 1053 (January 3, 1979).

Purpose is to digitize Defense Logistics Agency (DLA) Equal Employment Office (EEO) records to provide 

protection against threats to data integrity, and maintain backup plans. The backup strategy is implemented 

through Defense Logistics Agency Document Services scanning all the material and transferring all data 

electronically to the DLA EEO offices which can be accessed through the internet with a Common Access 

Card (CAC). Records will be accessible only by EEO. These records are stored in DACS.

The database relies on these personal identifiers: Individual name, home address, home telephone number, 

work telephone number, and information about the alleged discrimination claim (basis[es]), issue[s] and 

requested relief).
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.

Within the DoD Component.

Specify.

Other DoD Components.

Specify.

Other Federal Agencies.

Specify.

DDFORM2930NOV 2008 Page4 of 16

State and Local Agencies.

The risks associated with maintaining data in an electronic environment have been mitigated 

through administrative, technical, and physical safeguards as described below.

Administrative: Users, including individuals responsible for system maintenance, receive initial and periodic 

refresher Privacy Act and Information Assurance training. Users are warned through logon procedures of 

the conditions associated with access and the consequences of Improper activities. Users are required to 

accept those conditions/consequences before logon completes.

Physical: The data resides on a computer system that is connected to the World Wide Web. Central 

Processing Units are located in a secure computer facility with strong physical access controls required for 

entry. Within the secure facility, central processing units are kept in locked or controlled access areas.

Electronic records are backed up periodically. Areas housing central processing units, servers, and work 

stations are configured with a fire suppression system. Should the system fall, the lost data could be 

constructed from the back-up records, paper files, and input sources.

Technical: The electronic records are deployed on accredited systems with access restricted via CAC. The 

Web-based files are encrypted in accordance with approved information assurance protocols. The system 

uses built-in virus detection software with notifications to alert administrator of new viruses. Computer 

terminals are password controlled with system-generated forced password change protocols. Computer 

screens automatically lock after a preset period of inactivity with reentry controlled by password. Systems 

manually locked by the user also require password for reentry. Shutdown compliance is periodically 

checked.

Defense Logistics Agency Document Services, DLA EEO with a need to know
Specify.

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

Specify.

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

Specify.

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

Yes No

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

(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 No

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

All personal data collected is voluntarily given by the complainant. The pre-complaint and formal complaint 

forms that collect personal data contain a Privacy Act Statement. It allows the individual to make an 

informed decision about providing the data or participating in the program. The Privacy Act Statement 

Disclosure advises that participation is voluntary. However, if the individual does not furnish the information 

requested, processing the complaint may be delayed or impaired.
DDFORM2930NOV 2008 Page5 of 16

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

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

apply.

Privacy Act Statement Privacy Advisory

Other None

Describe 

each 

PRIVACY ACT STATEMENT

Authority: The Rehabilitation Act of 1973, a amended; 29 U.S.C. 791, Employment of Individuals with

Disabilities; E.O. 13163, Increasing the Opportunity for Individuals with Disabilities to be Employed in the 

Federal Government; and E.O. 13164, Requiring Federal Agencies to Establish Procedures to Facilitate the 

Provision of Reasonable Accommodation.

Purposes(s): Information is being collected and maintained for the purpose of considering, deciding, 

and implementing requests for reasonable accommodation made by DLA employees and applicants with 

disabilities.

Routine uses: In addition to DoD "Blanket Routine Uses", records may be provided to first aid and safety

personnel for emergency treatment, Department of Labor for workers compensation claims, Federal

Government officials investigating compliance with The Rehabilitation Act of 1973, as amended, and the U.S. 

Equal Employment Opportunity Commission (EEOC). The DoD "Blanket Routine Uses" may be found at

http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.

Disclosure - Voluntary; however, failure to provide this information may delay or impede your Reasonable 

Accommodation Request.

Rules of use: Rules for collecting, using, retaining, and safeguarding this information are contained in

S330.50, entitled "Reasonable Accommodation Request Records" available at http://dpcld.defense.gov/

Privacy/SORNs.aspx
applicable 

format.

DDFORM2930NOV 2008 Page6 of 16

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.

DDFORM2930NOV 2008 Page7 of 16

PRIVACY ACT STATEMENT

Authority: The Rehabilitation Act of 1973, a amended; 29 U.S.C. 791, Employment of Individuals with 

Disabilities; E.O. 13163, Increasing the Opportunity for Individuals with Disabilities to be Employed in 

the Federal Government; and E.O. 13164, Requiring Federal Agencies to Establish Procedures to 

Facilitate the Provision of Reasonable Accommodation.

Purposes(s): Information is being collected and maintained for the purpose of considering, deciding, 

and implementing requests for reasonable accommodation made by DLA employees and applicants 

with disabilities.

Routine uses: In addition to DoD "Blanket Routine Uses", records may be provided to first aid and 

safety personnel for emergency treatment, Department of Labor for workers compensation claims, 

Federal Government officials investigating compliance with The Rehabilitation Act of 1973, as 

amended, and the U.S. Equal Employment Opportunity Commission (EEOC). The DoD "Blanket

Routine Uses" may be found at http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.

aspx.

Disclosure - Voluntary; however, failure to provide this information may delay or impede your 

Reasonable Accommodation Request.

Rules of use: Rules for collecting, using, retaining, and safeguarding this information are contained in

S330.50, entitled "Reasonable Accommodation Request Records" available at http://dpcld.defense.

gov/Privacy/SORNs.aspx