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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:

Corporate Applications Portfolio - Government Retirement & Benefits GRB - 60018A

2. DOD COMPONENT NAME:

National Geospatial-Intelligence Agency

3. PIA APPROVAL DATE:

09/21/18

SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)

a. The PII is: (Check one. Note: foreign nationals are included in general public.)

From members of the general public From Federal employees and/or Federal contractors

From both members of the general public and Federal employees and/or 

Federal contractors 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.

NGA uses, maintains and disseminates employee information to facilitate calculating and providing estimates to employees relating to 

retirement benefits. GRB generates reports based on various retirement scenarios providing the employee with information relating to 

possible income and benefits in retirement. All PII is loaded into the application from the CAP PeopleSoft application through an automated 

interface.

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)

PII used for verification of employee identity and computation of an employee's retirement benefits. 

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. 

Individuals provide information to the agency as a whole via PeopleSoft as a condition of employment. GRB; however, is an elective tool 

used by the agency to calculate retirement packages. If the employee does not provide consent, then the GRB calculation is not possible.

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.

The employee provides consent to the GRB administrator when they request a retirement benefits calculation. 

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 

Information provided to, contained in, or extracted from the Government Retirement Benefits calculator may contain personally identifiable 

information (PII) and is for official use only. Should you receive or send any PII in error, or not authorized in the performance of your NGA 

duties, please advise the sender and notify the NGA Privacy and Civil Liberties Office of the unauthorized PII receipt.Any unauthorized use, 

reproduction or redistribution is strictly prohibited. Unauthorized use or dissemination of PII is a violation of Federal law and may be subject 

to fines, disciplinary action, or both, in accordance with applicable Federal law and NGA policy.
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h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)

Within the DoD Component Specify. GRB privileged users and the requesting Cadre Employee

Other DoD Components Specify.

Other Federal Agencies Specify.

State and Local Agencies Specify.

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 Databases

Existing DoD Information Systems Commercial Systems

Other Federal Information Systems

Source of the PII is the PeopleSoft system SPID 60018K.

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)

Face-to-Face Contact Paper

Fax Telephone Interview

Information Sharing - System to System Website/E-Form

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

Information sharing is conducted via one way secure transfer from the PeopleSoft system SPID 60018K.

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 NGA-003

 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.

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

GRS Transmittal 29
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 (3) Retention Instructions.

Pg 25 DAA-GRS2017-00070004 Destroy when survivor or retirement claims are adjudicated or when records are 129 years old, 

whichever is sooner, but longer retention is authorized if required for business use. 

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.

Social Security Act of 1935, 29 USC Ch 18, Employee Retirement Income Security Act of 1974 (Pub.L. 93-406, 88 Stat.829), and Federal 

Employees’ Retirement System Act of 1986 (Pub.L. 99-335).

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

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.

SORN NGA-003