Ft Campbell Army Privacy and Civil Liberties Program
1. References.
a. 5 United States Code (U.S.C) § 552a, Records Maintained on Individuals.
b. 32 Code of Federal Regulations (CFR) 310, DoD Privacy Program.
c. Department of Defense (DoD) Regulation 5400.11-R (Department of Defense Privacy Program and Civil Liberties Programs), 29 January 2019.
d. Army Regulation (AR) 25-22 (The Army Privacy and Civil Liberties Program), 30 September 2022.
2. Purpose. To ensure the security and confidentiality of information and records are protected against possible threats or hazards and permit access only to authorized persons.
3. Privacy is everyone’s responsibility! Personnel will ensure privacy practices and procedures are followed to ensure collection, storage, use, maintenance, processing, dissemination, and disclosure of personal information adheres to statutory and regulatory compliance (5 U.S.C. § 552a, 32 CFR 310). Employees will only collect personal information that is legally authorized and minimally necessary to support operations.
a. Disclosure of records pertaining to an individual from a system of record is strictly prohibited in the absence of the individual’s written consent except as authorized by the Privacy Act of 1974 and the Freedom of Information Act.
b. Employees will ensure the security and confidentiality of personal records, protect records in their possession against possible threats or hazards and permit access to these records to only those authorized persons with a verified need-to-know.
4. Procedures: Employees will only transmit and secure records containing personally identifiable information (PII) using one of the methods shown below. See Enclosure 1 for a list of PII examples.
a. Paper records containing PII will be placed in secured areas (locked file cabinets or locked room) when not being used by an employee to conduct government business.
b. When sending emails that contain social security numbers or other PII, ensure that the email is encrypted and confirm that the recipient’s email address is correct. Most importantly, use “Reply All” with extreme caution, if at all.
c. Electronic records being transmitted via email to non-DOD personnel (without a .mil account) with a verified need to know and will be sent encrypted using Department of Defense Secure Access File Exchange DoDSAFE at https://safe.apps.mil ✪ or other electronic means that require a passphrase to access. This will also be the method to transmit records containing PII when a .mil recipient cannot receive encrypted emails.
d. Transmitting records containing PII by hand to other offices inside or outside USAG-Fort Campbell requires the use of a Standard Form (SF) 901 Controlled Unclassified Information (CUI) Cover Sheet.
6. PII is information about an individual that identifies, links, relates, is unique to, or describes an individual. Examples of PII to be considered include: Biometrics; Birth Date Child Information; Citizenship Disability Information; DoD ID Number; Driver’s License; Education Information; Emergency Contact Employment; Financial Information; Gender/Gender Identification; Mail/Home Address Law Enforcement Information; Legal Status; Military Records; Marital Status; Medical Information Official Duty Address; Mother’s Middle/Maiden Name; Name(s); Passport Information; Official Duty Telephone Phone; Other ID Number; Place of Birth; Personal and or Work E-mail Addresses; Photo; Race/Ethnicity; Position/Title; Protected Health Information (PII) Records; Rank/Grade; Religious Preference; Security Information; Social Security Number (SSN) (Full or in any form).
7. Individuals who perceive an alleged privacy violation or want to file a privacy act complaint should contact the Garrison Privacy Officer for assistance in entering the suspected breach into the Defense Privacy Information Management System
and determining a way forward.
8. The Fort Campbell Privacy and Civil Liberties Program point of contact Mr. Michael Workman at (270) 461-0669, or Michael.workman22.civ@army.mil.
Enclosure 1 - The Army Privacy and Civil Liberties Program (PII List)
PII is information about an individual that identifies, links, relates, is unique to, or describes an individual, including but not limited to Social Security Number (SSN), age Military rank, Civilian grade, marital status, race, salary, home/office telephone numbers, other demographics, biometric, personnel, medical, and financial information.
PII examples to be considered include:
Biometrics, Birth Date, Child Information, Citizenship, Disability Information, DoD ID Number, Driver’s License, Education Information, Emergency Contact, Employment, Financial Information, Gender/Gender Identification, Mail/Home Address, Law Enforcement Information, Legal Status, Military Records, Marital Status, Medical Information, Official Duty Address, Mother’s Middle/Maiden Name, Name(s), Passport Information, Official Duty Telephone Phone, Other ID Number, Place of Birth, Personal and or Work E-mail Addresses, Photo, Race/Ethnicity, Position/Title, Protected Health Information (PII) Records, Rank/Grade, Religious Preference, Security Information, Social Security Number (SSN) (Full or in any form).
This PII list is not intended to be all inclusive. If you have additional questions on what constitutes PII please contact the Fort Campbell Privacy Office at fortcampbellfoia@army.mil or call (270) 461-0669.
✪ Denotes an external link