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

Specify. Information collected may be shared through system-generated reports with
EEOC Administrative judges, Federal judges, attorneys, and others involved
with an EEO case. Complaint information is shared with Complainant's

.~ ~ -Jattorney as appropriate. Case files are not stored in this IT tool. Witha ~-  -}
written request of the complainant, information from the database may be
shared with congressional offices or attorneys retained by the complainant.
Data from this tool maybe shared with.contracted counselors, employers of
contract investigators and witnesses, as appropriate, to carry out the Agency's
complaint processing responsibilities under 29 CFR Part 1614, Federal Sector
Equal Employment Opportunity.

i. Do individuals have the opportunity to object to the collection of their Pll?
Yes O° No

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

All personal data collected is voluntarily provided by the complainant. The pre-complaint and formal
complaint forms that collect the personal data that is captured by the system contain a Privacy Act
Statement, as required by 5 U.S.C. 552a(e)(3), allowing the individual to make an informed decision about
providing the data or participating in the program.

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

]. Do individuals have the opportunity to consent to the specific uses of their Pll?

Yes 1 No

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

As described above, all personal data collected is voluntarily provided by the complainant. The pre-complaint
and formal complaint forms that collect the personal data that is captured by the system contain a

Privacy Act Statement stating that failure to complete al} portions of the form(s) may lead to dismissal of the
complaint on the basis of inadequate data on which to determine if a complaint is acceptable for processing.

DD FORM 2930 NOV 2008 Page 5 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.

MicroPact Inc.'s iComplaints database tool allows DLA to electronically manage EEO complaints: Agency- -
wide, and specifically track and report on field EEO complaints. The system provides congressionally
mandated reports with greater accuracy and reduced effort. The tool allows DLA to comply with reporting
requirements of the Notification and Federal Employment Anti-Discrimination and Retaliation Act of 2001 (No
FEAR Act) signed into law in May 2002. The too! captures events and case details in the Federal EEO
complaints process from the pre-complaint stage through the appeal and civil action stages IAW Title 29 of
ithe U.S, Code of Federal Regulations (CFR), Part 1614, Federal Sector Equal Employment Opportunity.
Records are used to generate statistical reports to evaluate/analyze the status, trends, and effectiveness of
the EEO complaint process in DLA. Reports generated do not contain personally identifiable information.
However, personal information collected includes the individual's name, home address, personal number,
personal e-mail, biometrics, pregnancy details, and information regarding the alleged discrimination claim.

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

Identity theft, blackmail and public embarrassment are some of the risk associated with the personally
identifiable information (Pll) and EEO complaint information collected by this system. These risks are
addressed by the use of strong passwords or smart cards used to access the system, Advanced Encryption
‘Standards (AES), encryption of data at rest and in transit, and finally role-based security, which ensures that
access to the information in the system is limited by job requirement and authorization to view the data.

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.

Kl Within the DoD Component.

Specify. Data may be viewed by or shared with employees assigned to DLA EEO
offices such as EEO Managers, EEO Specialists, and EEO Assistants, for the
purpose of performing the Agency's complaint processing functions under

29 CER Part 1614, Federal Sector Equal Employment Opportunity.

[1] Other DoD Components.

Specify.
[] Other Federal Agencies.
Specify.
(_ State and Local Agencies.

Specify.

(1 «Contractor (Enter name and describe the language in the contract that safeguards PI.)

Specify. |

BD FORM 2930 NOV 2008 Page 4 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 Pll data? Indicate all that

apply.
Privacy Act Statement im Privacy Advisory
(Other im None
Describe Privacy Act Statements are provided to individuals at the time the data is collected.
eac

applicable |AUTHORITY: 42 U.S.C. 2000e-16(b) and (c); 29 U.S.C. 204(1) and 206(d); 29 U.S.C. 633(a); 29 U.S.
format.

C. 791; Reorg. Plan No. 1 of 1978, 43 FR 19607 (May 9, 1978); E.O. 12106, 44 FR 1053 (January 3,
1979).

PRINGIPAL PURPOSE(S): Information is collected in order to counsel, investigate and adjudicate
complaints of employment discrimination and related appeals brought by applicants and current and
former federal employees against federal employers.

ROUTINE USE(S): To disclose information io another federal agency, to a court, or to a party in
litigation before a court or in an administrative proceeding being conducted by a federal agency when
the government is a party to the judicial or administrative proceeding. To provide information to a
congressional office from the record of an individual in response to an inquiry from that congressional
office made at the request of that individual. To disclose to an authorized appeal grievance examiner,
formal complaints examiner, administrative judge, equal employment opportunity investigator,
arbitrator or other duly authorized official engaged in investigation or settlement of a grievance,
complaint or appeal filed by an employee. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject matter involved in a pending
judicial or administrative proceeding. For a complete list of routine uses, visit http://dpclo.defense.gov/
privacy/SORNs/govVEEOCGOVT-1.html.

DISCLOSURE: Voluntary; however, failure to complete all portions of this form may lead to dismissal
of complaint on the basis of inadequate data on which to determine if complaint is acceptable for
processing.

RULES OF USE: Rules for collecting, using, retaining, and safeguarding this information are
contained in Privacy Act System Notice EEOC/Govt-1, entitled "Equa! Employment Opportunity in the
Federal Government Complaint and Appeal Records" available at http://dpclo.defense.gov/Privacy/
SORNsIndex/GovernmentwideArticleView/tabid/7488/Article/6886/eeocgovt-1 .aspx.

Page 6 of 16

oe


PRIVACY IMPACT ASSESSMENT (PIA)
For the

Internet Complaints Management System (iComplaints)

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

KK) (3) Yes, from both members of the general public and Federal personne! and/or Federal contractors.

CM (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 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.

DD FORM 2930 NOV 2008 Page 7 of 16


SECTION 2: PIA SUMMARY INFORMATION

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

[] . New DoD Information System o New Electronic Collection
XX] Existing DoD Information System im 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?

im Yes, DITPR Enter DITPR System Identification Number

{] Yes, SIPRNET Enter SIPRNET Identification Number

ix] 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?

oO 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 O No

If "Yes," enter Privacy Act SORN Identifier EEOC/Govt-1

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.

: DD FORM 2930 NOV 2008 Page 2 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.

oO “Yes

Enter OMB Contro! Number

Enter Expiration Date Exempt Collections per DoD 8910.1-M

R 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 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 should be identified.

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); Exec. Order No. 12106, 44 FR 1053 (Jan 3, 1979).

DD FORM 2930 NOV 2008 Page 3 of 16