0701-0161_pia

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:

Judge Advocate Functional Server (JAFS)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

12/18/20

United States Air Force

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.

JAFS is a server and a hosting environment for all applications for the Air Force Judge Advocate General's Corps. The applications support
programs that cover criminal law (military and civilian), claims administration, adverse actions, legal assistance, litigation management,
recruiting, and personnel management. These are management areas where The Judge Advocate General is tasked through statute or
regulation to provide support to the Air Force.
The types of personal information that may be collected includes an individual's name, address, e-mail address, phone number (home/cell),
sex, age, social security number, marital status, citizenship, drivers license, official duty address, passport information, employment
information, Air Force Personnel Center military records, education, place of birth, work email, DOB, race/ethnicity, education information,
financial information, law enforcement information, off duty phone, position/title, rank/grade, personal email address, security information,
child information, DoD ID, Legal status, other ID #, gender/gender information, photo, and records related to criminal acts by both military
and civilian members.
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 is collected and stored in JAFS to verify the identify of Air Force personnel for personnel management, legal assistance, adverse actions,
and those who submit claims against the Air Force. In addition, the information is used to manage criminal and civil litigation cases in
federal courts. Individual provided information assists in verifying and paying claims, ensuring the right person is paid the right amount by
the Defense Finance Accounting Service (DFAS). Furthermore, personnel records are used for data matching in Roster to assist The Judge
Advocate General in his statutory duty to manage Air Force Judge Advocates.
All use of PII is mission related for the management of personnel, military justice matters, legal assistance, and claims against the
government.
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 may refuse to disclose any PII by not providing the information, but it would prevent verification that they are eligible to receive
legal services.
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.

DD FORM 2930, JUN 2017

PREVIOUS EDITION IS OBSOLETE.

AEM Designer

Page 1 of 11

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

Once PII is provided, it will used to manage the case to completion.

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

JAFs hosts applications, Privacy Act Statement are provided by these individual applications.

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

Other DoD Components

Other Federal Agencies

State and Local Agencies

DD FORM 2930, JUN 2017

Information on individuals suspected of committing a
criminal offense may be shared with DoD law enforcement
agencies.
Payment information from the hosted application is shared
Specify.
with DFAS to ensure payment of claims.
Civil litigation case records may be shared with the
Department of Justice for on going litigation case.
Specify.
Information may be released to congressional
personnel if accompanied by a Privacy Act Release.
Specify.

Specify.

PREVIOUS EDITION IS OBSOLETE.

AEM Designer

Page 2 of 11

Contractor;s Name: Booze Allen

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.)

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

DD FORM 2930, JUN 2017

52.224-1 Privacy Act Notification.
As prescribed in 24.104, insert the following clause in
solicitations and contracts, when the design, development, or
operation of a system of records on individuals is required to
accomplish an agency function:
Privacy Act Notification (Apr 1984)
The Contractor will be required to design, develop, or
operate a system of records on individuals, to accomplish an
agency function subject to the Privacy Act of 1974, Public
Law 93-579, December 31, 1974 (5 U.S.C. 552a) and
applicable agency regulations. Violation of the Act may
involve the imposition of criminal penalties.
(End of clause)
52.224-2 Privacy Act.
As prescribed in 24.104, insert the following clause in
solicitations and contracts, when the design, development, or
operation of a system of records on individuals is required to
accomplish an agency function:
Privacy Act (Apr 1984)
(a) The Contractor agrees to—
(1) Comply with the Privacy Act of 1974 (the Act) and the
agency rules and regulations issued under the Act in the
design, development, or operation of any system of records
on individuals to accomplish an agency function when the
contract specifically identifies—
(i) The systems of records; and
Specify.
(ii) The design, development, or operation work that the
contractor is to perform;
(2) Include the Privacy Act notification contained in this
contract in every solicitation and resulting subcontract and
in every subcontract awarded without a solicitation, when
the work statement in the proposed subcontract requires the
redesign, development, or operation of a system of records
on individuals that is subject to the Act; and
(3) Include this clause, including this paragraph (3), in all
subcontracts awarded under this contract which requires the
design, development, or operation of such a system of
records.
(b) In the event of violations of the Act, a civil action may
be brought against the agency involved when the violation
concerns the design, development, or operation of a system
of records on individuals to accomplish an agency function,
and criminal penalties may be imposed upon the officers or
employees of the agency when the violation concerns the
operation of a system of records on individuals to
accomplish an agency function. For purposes of the Act,
when the contract is for the operation of a system of records
on individuals to accomplish an agency function, the
Contractor is considered to be an employee of the agency.
(c)(1) “Operation of a system of records,” as used in this
clause, means performance of any of the activities associated
with maintaining the system of records, including the
collection, use, and dissemination of rec
Specify.

PREVIOUS EDITION IS OBSOLETE.

AEM Designer

Page 3 of 11

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

Information can come from an individual, existing DoD information systems (Air Force personnel records and Defense Finance and
Accounting Service), and law enforcement records and agencies, including the Air Force Office of Special Investigations.
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)

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
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.

Each system of records stored in application hosted by JAFS have a SORN. JAFS does not retrieve by name or unique identifier.
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.

N1-AFU-90-03, NC1-AFU

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

(3) Retention Instructions.

T&R: T 51 - 01 R 01.00, Personnel Data on Judge Advocates, Destroy 3 years after individual has separated or when no longer needed,
whichever is sooner; T & RULE: T 51 - 01 R 02.00, Legal Opinions Establishing Precedent, Retire as permanent after reference
requirements have been satisfied; T & R: T 51 - 01 R 03.00, Legal Opinions Information Copies, Destroy when no longer needed; T & R:
T 51 - 01 R 10.00, Legal Assistance Administration, Destroy when no longer needed; T & R: T 51 - 01 R 14.00, Litigation, Destroy 25
years after end of year in which case is closed; T & R: T 51 - 01 R 35.00, U.S. Federal Magistrate Court, Destroy 3 years after case is
closed; T & R: T 51 - 02 R 01.00, Patents, Copyrights and Trademarks (General Records) at AFLSA/JACP, Destroy after 25 years; T & R:
T 51 - 02 R 03.00, Invention Disclosures at HQ USAF/JACP, Retire after 5 years and destroy 15 years thereafter; T & R: T 51 - 02 R 05.00,
Patent Applications at AFLSA/JACP, Retire after 3 years, and destroy 17 years thereafter; T & R: T 51 - 02 R 09.00, Licenses, Releases
and Assignments-Trademarks and Copyrights, Destroy 30 years after date of issue; T & R: T 51 - 02 R 11.00, Patent Infringement Claims,
Preferred Licenses and Royalty Adjustments at AFLSA/JACP, Destroy 12 years after final settlement or judicial determination; T & R: T
51 - 04 R 01.00, General Administration HQ USAF Directives, Destroy when superseded or rescinded; T & R: T 51 - 04 R 03.00,
Completed Claims Case Files, Destroy 1 year after the close of the fiscal year in which claims are settled; T & R: T 51 - 04 R 04.00,
Completed Claims Case Files under Military and Civilian Employees Claim Act, Destroy 6 years after the close of the fiscal year in which
claims are settled. Records frozen that relate to claims associated with Agent ORANGE or Vietnam-related claims (NAM). Retain
indefinitely or until litigation is over; T & R: T 51 - 04 R 21.00, Tort Litigation Case Files at AFLOA, Destroy 5 years after FY in which
the litigation is concluded; T & R: T 51 - 04 R 07.00, Claims Reports, Destroy 1 year after lapse of statute of limitations (Note: do not retire
to records center); T & R: T 51 - 04 R 13.00, TITLE: Memorandum Opinions, Destroy after 6 months; T & R: T 51 - 05 R 02.00, TITLE:
Notary Logs of Military Notaries, Destroy last duty station 2 years after the military notary completes service; T & R: T 51 - 05 R 05.00,
DD Form 2793, Volunteer Agreement for Appropriated Activities or Nonappropriated Fund Instrumentalities, Destroy 3 years after the
volunteer relationship has terminated; T & R: T 51 - 05 R 06.00, DD Form 1175, Legal Assistance Record, Destroy when information is
entered in WebLIONS
Note: Among the disposition(s) cited in this field, the one with the longest retention time will be used on the system's records data.
AEM Designer
Page 4 of 11
DD FORM 2930, JUN 2017
PREVIOUS EDITION IS OBSOLETE.

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.

5 USC 301, 31 USC 3721 et seq., 31 USC 3711 et seq.; 33 Code of Federal Regulations; 10 United States Code (USC) 9013, Secretary of the
Air Force; DoD Directive 5160.64E, Legal Information Technology; E.O. 9397 (SSN) as amended.
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.

The initial point of collection through AFCIMS, ADER, WASP and AMJAMS are exempt IAW PRA Public Law 104-13--May 22, 1995,
3518(c)(1)(A) and (B) (c) (1). Weblions OMB# 0701-0161, Oct 10/31/2021

DD FORM 2930, JUN 2017

PREVIOUS EDITION IS OBSOLETE.

AEM Designer

Page 5 of 11