Dbids Pia

DBIDS/IACS PRIVACY IMPACT ASSESSMENT (PIA)
(Use N/A where appropriate)
1. DoD Component: Defense Manpower Data Center (DMDC)
2.

Name of IT System: Defense Biometric Identification System (DBIDS)

3.

Budget System Identification Number: 4035

4.

System Identification Number(s) (IT Registry/Defense IT Portfolio Repository):
1391

5.

IT Investment (OMB Circular A-11) Unique Identifier (if applicable): 007-97-01-1501-4035-00-403-254

6.

Privacy Act System of Records Notice Identifier: S322.70 Defense Biometric
Identification System (DBIDS) (November 18, 2004, 69 FR 67552) (Soon to be
republished as DMDC 10)

7.

OMB Information Collection Number and Expiration Date: NA

8.

Authority: 5 U.S.C. 301 Departmental regulations; 10 U.S.C. 113, Secretary of Defense,
Note at Pub.L. 106-65; 10 U.S.C. 136, Under Secretary of Defense for Personnel and
Readiness; 18 U.S.C. 1029, Access device fraud; 18 U.S.C. 1030, Computer fraud; 23
U.S.C. 401 et seq. National Highway Safety Act of 1966; 40 U.S.C. Chapter 25,
Information technology management; 50 U.S.C. Chapter 23, Internal Security; Pub.L. 106398, Government Information Security Act; Pub.L. 100-235, Computer Security Act of
1987; Pub. L. 99-474, Computer Fraud and Abuse Act; E.O. 9397 (SSN); E.O. 12958,
Classified National Security Information as amended by E.O., 13142 and 13,292; and E.O.
10450, Security Requirements for Government Employees.

9.

Brief Summary: The Defense Biometric Identification System (DBIDS) is a Department of
Defense (DoD) system developed by DMDC as a force protection program to manage
personnel, property and installation access. DBIDS is called the Installation Control Access
System (IACS) in Europe. It is a networked client/server database system designed to
easily verify the access authorization of personnel entering military installations by the use
of barcode technology and fingerprint biometric identification. The DBIDS software
application is used to enter personnel data into a database, capture biometric information,
and retrieve that data and biometric information for verification and validation at a later
time. The program supports the adding, retrieving, updating, and displaying of information
for individuals, who require military installation access. DBIDS enhances the military law
enforcement mission by helping to provide a safe and secure community and by allowing
real-time access to data. The program alerts registration personnel and installation gate
guards to barred individuals across jurisdictional boundaries, and eliminates duplication of
data.

This program utilizes a personal computer (PC) based client/server database system to
register personnel and vehicles. It produces installation passes for personnel who are
entitled to recurring and unescorted access to military installations and do not possess a
DoD ID Card. The system incorporates existing Real-time Automated Personnel
Identification System (RAPIDS) ID card technology for cross platform compatibility. Data
elements are compatible with the Defense Enrollment/Eligibility Reporting System
(DEERS) database so data can be shared and updated across both systems through barcode
technology.
10. Identifiable Information to be Collected, its Nature and Source: name, grade, Social
Security Number, status, date and place of birth, weight, height, eye color, hair color,
gender, passport number, country of citizenship, geographic and electronic home and work
addresses and telephone numbers, marital status, index fingerprints and photographs, and
identification card issue and expiration dates. The system also includes vehicle information
such as manufacturer, model year, color and vehicle type, license plate type and number,
decal number, current registration, automobile insurance data, and driver's license data.
11. Method of Information Collection: Data is collected from existing DoD databases, the
Military Services, DoD Components, and from the individual. Installations can collect data
via paper, electronic, and/or verbal submission.
12. Purpose of Collection: Data collected is used to enter personnel data into a database,
capture biometric information, and retrieve that data and biometric information for
verification and validation at a later time, especially when the individual requires
installation access.
13. How Identifiable Information/Data will be Used: In the case of non-DoD individuals
who require base access, a DBIDS access card is produced. The records are maintained to
support DoD physical security and information assurance programs and are used for identity
verification purposes, to record personal property registered with the Department, and for
producing facility management reports.
14. Does system create new data about individuals through aggregation? No
15. Internal and External Information/Data Sharing: Data is maintained on Regional Servers
managed by DMDC.
Internal to DoD: Used by security offices to monitor individuals accessing DoD
installations and/or facilities. Data may be viewed by or shared with civilian employees,
military members, and contractors assigned to DMDC DBIDS software/database technical
support, by operators responsible for registering individuals into the database, by Installation
Access Control Point (ACP) personnel, and by Installation Law enforcement personnel.
External to DoD: Data may be provided to other Federal agencies under any of the DoD
“Blanket Routine Uses” published at http://www.defenselink.mil/privacy/notices/blanketuses.html.

16. Opportunities individuals will have to object to the collection of information in
identifiable form about themselves or to consent to the specific uses and how consent is
granted: The DLA rules for accessing records, for contesting contents, and appealing initial
agency determinations are contained in 32 CFR part 323, or may be obtained from the
Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DES-B, 8725 John J.
Kingman Road, Stop 6220, Fort Belvoir, VA 22060-6221. Once republished and managed
by WHS the accessing office will be: Privacy Act Officer, Office of Freedom of
Information, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC
20301-1155.
17. Information Provided to the Individual, the Format, and the Means of Delivery:
Privacy Act Statements, as required by 5 U.S.C 552a(e)(3), are provided at the collection
point. The statement provides the following: collection purpose, authorities, external uses,
the voluntary nature of the program, the fact that no consequences accrue for those who
choose not to participate beyond denial of a DBIDS card or visitors pass and denial of access
to the installation, the name and number of the Privacy Act system notice governing the
collection, and an electronic link to the system notice. The statement is included on paper
and electronic collection forms. The DBIDS Privacy Act Statement reads as follows:
AUTHORITY: Executive Order 9397; The Privacy Act of 1974, 5 U. S. C. 552a; DODD
8500.1
PRINCIPAL PURPOSE(S): To provide necessary information to DoD installations to
determine if applicant meets access control requirements. Use of SSN is necessary to make
positive identification of an applicant. Records in the DBIDS system are maintained to
support Department of Defense physical security and information assurance programs and
are used for identity verification purposes, to record personal property registered with the
DoD, and for producing facility management reports. Used by security offices to monitor
individuals accessing DoD installations and/or facilities. SSN, Drivers License Number, or
other acceptable identification will be used to distinguish individuals who request entry to
DoD installations and/or facilities.
ROUTINE USE(S): The "DoD Blanket Routine Uses" are set forth at the beginning of the
DoD compliation of systems of records notices.

DISCLOSURE: Voluntary. However, failure to provide the requested information will
result in denial of a DBIDS card or visitors pass and denial of entry to DoD installations
and/or facilities.
18.

Describe the administrative/business, physical, and technical processes and data controls
adopted to secure, protect, and preserve the confidentiality of the information in
identifiable form. Computerized records are maintained in a controlled area accessible only
to authorized personnel. Entry is restricted by the use of locks, guards, and administrative
procedures. Access to personal information is limited to those who require the records in the
performance of their official duties, and to the individuals who are the subjects of the record
or their authorized representatives. Access to personal information is further restricted by

the use of unique logon and passwords, which are changed periodically.
19. Privacy Act Interface: Yes. System of Records Identifier listed in question 6.
20. Potential privacy risks regarding the collection, use, and sharing of the information,
dangers in providing notices or opportunities to object/consent to individuals; risks
posed by the adopted security measures: Data is collected and used in a dedicated security mode.
Data sharing occurs only among individuals authorized access to the system as stated in the governing Privacy
Act system notice. Data screens are marked with the “for Official Use Only” data handling legend. All system
users are made aware of restrictions on secondary uses of the data by initial and refresher Privacy Act and
Information Assurance training. There are no dangers in providing notice of the collection or allowing an
individual to object/consent. Therefore, individuals are given this opportunity at times of notice publication and
data collection. Afterwards, individuals may raise objections if new threats are perceived. The security risks
associated with maintaining data in an electronic environment have been mitigated through administrative,
technical, and physical safeguards described in this document. The safeguards in place are commensurate with
the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of the
data.

RISKS
Userid/password/DBIDS card
used by someone other than
whom assigned
Mishandling of sensitive data,
reports, or storage media
Virus attacks and other
malicious incidents

MITIGATION
Allocation of passwords is managed and
password security policies enforced. There is
the possibility of loss of PII data on an
individual basis.
Periodic assessments of access rights and
privileges are performed
System controls are predicated on preventing
unauthorized users from accessing DBIDS
resources to minimize the risk presented by
outside threats. Current DBIDS systems run
on closed networks, and do not afford an
outside threat the potential for system
infiltration and compromise. Future DBIDS
versions (3.0 and later) will utilize web
services, which will increase risk. Intrusion
prevention and detection methods certified
and approved for use by the JTF GNO will be
employed to assure security of operations.
Internal threat mitigation will occur through
network and Regional server monitoring to
detect, identify and prevent installation of
malware, and by workstation audit and
configuration validation/verification by the
local site SSM. We will have training
certification for operators and periodic audits
of installed applications and software/
hardware components by SSM, which will
minimize risk by assuring only authorized
products are present, installed and
functioning in a manner consistent with DoD
security policy.

ASSESSMENT
(HIGH)
(MED) (LOW)
(MED)

(LOW)
(LOW)

PII data appears on certain
reports

Loss of DBIDS card

The security requirements for the safe use, handling,
(MED)
storage and destruction of PII data is included in the
training provided during the installation of DBIDS at
each site, and is reinforced during routine site support
visits. PII security awareness is included in the web
based training that is developed in support of DBIDS
2.7. The proper secure handling of reports is covered
in site standard operating procedures to prevent
unintended exposure of data, and to preclude data loss.
Reports printed out by the site must be labeled
“FOUO” when they contain Privacy Act data. Locally,
PII awareness must be a sustained focus of the
individual DBIDS Site Managers and command
sponsors; their daily management of the sites provides
assurance against PII data compromise.
(MED)
It is the responsibility of the card holder to inform
issuance authorities and/or the Provost
Marshall/Directorate of Emergency Services in the case
of a lost or stolen credential. The credential can then
be flagged as lost or stolen in the DBIDS software.
Until this action is performed, however, there is a
chance the credential could be used by an unauthorized
individual to gain access to a facility or installation.
The requirement to immediately notify the local
installation authorities is formally provided to the card
recipient at time of issuance, and is re-advertised
periodically as a matter of local command policy. This
risk is mitigated by the capability of DBIDS to provide
the photo of the card recipient; this photo is required to
be compared to the face of the cardholder to confirm
identity. Additionally, at the discretion of the local
installation commander, use of a fingerprint biometric
to confirm identity may be required as a matter of
normal business, under selected situations or periods of
time, or during periods of heightened Force Protection
Condition.

21. Classification and Publication of Privacy Impact Assessment: This document will be
published in full form on the DMDC public website http://www.dmdc.osd.mil/

MORROW.SHENAE.
Preparing OfficialYVETTE.1155130586

Digitally signed by MORROW.SHENAE.YVETTE.1155130586
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USN,
cn=MORROW.SHENAE.YVETTE.1155130586
Date: 2008.01.03 13:29:49 -08'00'

(signature)

(date)

Name: Shenae Y. Morrow
Title: LCDR, USN, DBIDS Privacy Officer
Organization: DMDC
Work Phone Number: (831) 583-2400 X 4079
Email: Shenae.Morrow@osd.pentagon.mil

DECLOSS.DANIEL.
P.1279618064

Information Assurance Official

Digitally signed by DECLOSS.DANIEL.P.1279618064
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=DODHRA, cn=DECLOSS.DANIEL.P.1279618064
Date: 2008.01.03 13:09:04 -08'00'

(signature)

(date)

Name: Daniel DeCloss
Title: Information Assurance Operations
Organization: DMDC
Work Phone Number: (831) 583-2400 X 4358
Email: Daniel.DeCloss@osd.pentagon.mil

BOGGESS.WILLIAM.
Privacy Officer F.1005000030

Digitally signed by BOGGESS.WILLIAM.F.1005000030
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=DODHRA, cn=BOGGESS.WILLIAM.F.1005000030
Date: 2008.01.03 10:30:43 -08'00'

(signature)

(date)

Name: William Boggess
Title: Chief Information Officer
Organization: DMDC
Work Phone Number: (831) 583-4170
Email: William.Boggess@osd.pentagon.mil

Reviewing Official

SNAVELY DIXON.
MARY.M.1116074377
(signature)

Name: Mary Snavely-Dixon
Title: Director
Organization: DMDC
Work Phone Number: (703) 595-7423
Email: Mary.Dixon@osd.pentagon.mil

Digitally signed by SNAVELY DIXON.MARY.M.1116074377
DN: c=US, o=U.S. Government, ou=DoD, ou=PKI,
ou=DODHRA, cn=SNAVELY DIXON.MARY.M.1116074377
Date: 2007.12.28 13:22:17 -05'00'

(date)