SSN Justification Memo

WHITE HOUSE COMMUNICATIONS AGENCY
2743 DEFENSE BLVD, SW.
WASHINGTON, DC 20373-5815

28 November 2017

MEMORANDUM FOR DEFENSE PRIVACY AND CIVIL LIBERTIES DIVISION
THROUGH OFFICE OF THE SECRETARY OF DEFENSE/JOINT STAFF
PRIVACY OFFICE
SUBJECT: Justification for the Use of the Social Security Number (SSN), in WHCA’s
Basic Employee and Security Tracker (BEAST) Database
This memorandum is to satisfy the requirements of the Department of Defense
Instruction (DoDI) 1000.30, "Reduction of Social Security Number (SSN) Use within DoD,"
requiring justification to collect and use the SSN in the White House Communications Agency
(WHCA), BEAST Personnel, Security, Training and Travel Database.
Use of the SSN within the BEAST system falls under Acceptable Use (2) and (3) of the
DoD Instruction 1000-30 SSN Reduction Act: Acceptable Use (2) is applicable to Law
Enforcement, National Security, and Credentialing. The SSN will be used to conduct searches in
approved law enforcement electronic databases such as the National Crime Information Center
and all Washington DC metro Criminal Information Networks (DC, MD and VA) and are
accessible only by individual's name and SSN. Acceptable Use (3) is applicable to Security
Clearance Investigation or Verification. The SSN is used by the WHCA’s security division to
perform credit checks, the major credit agencies use the SSN as the identifier to post credit
reports.
Electronic records are maintained in secure, limited access, or monitored areas. Access to
data is restricted through the use of Common Access Card, pins, and limited system admin
access to the system. Records are maintained in a controlled facility. Physical entry is restricted
by the use of locks, guards, blast doors, pin codes, secure badges with accessibility limited to
authorized personnel. Physical/electronic access is restricted to designated individuals having a
need in the performance of official duties, who are properly screened/cleared for need-to-know.
Electronic data system is password protected and will include data encryption of required fields.
The System of Record Notice (SORN) for the WHCA BEAST System is KWHC08 and
has been submitted to the Defense Privacy and Civil Liberties Division (DPCLD) for
publication. The Privacy Impact Assessment (PIA), DITPR #3620 for the subject system was
completed on 12 Nov 13.
BAKER.CHRISTOPHER.
GEORGE.1056067473

Digitally signed by
BAKER.CHRISTOPHER.GEORGE.1056067473
DN: c=US, o=U.S. Government, ou=DoD,
ou=PKI, ou=DISA,
cn=BAKER.CHRISTOPHER.GEORGE.1056067473
Date: 2017.11.28 08:30:50 -05'00'

CHRISTOPHER G. BAKER
Privacy Officer
White House Communications Agency

JEANETTE M. WEATHERS-JENKINS
Privacy Officer
Defense Information Systems Agency