Technical_Exhibit_8_(Amend_2)_RAPIDS_7_User_Guid.pdf

RAPIDS 7 USER GUIDE

RAPIDS 7 User Guide i

Version 2.7

July 2018

RAPIDS 7 User Guide ii

Document History

Version Date Changes

1.0 03/19/09 Original

1.1

10/01/09

Revisions

• Reordered section numbers throughout the user guide

• Updated references to updated AFI 36-3026 IP, Volume I

1.2

07/12/10

• Updated AFI reference to Joint Inter-Service Instruction AFI 36-3026 IP, Volume I (6/17/2009)

• Removed references to RAPIDS 7.4

• Changed term “RAPIDS Site” to “RAPIDS Issuing Facility”

• Replaced term “teslin cards” with “Uniformed Services Identification

(USID) cards”

• Changed the following terms: “Contactless Smart Card Reader/Encoder

(Customer)” to “Dual Smart Card Reader/Encoder (Customer)”

• Changed Test Identification Numbers to x’s in graphic

• Removed references to SVO

• Added cross reference to CLC courses

• Section 1.2, updated graphic of RAPIDS desktop workstation with new components

• Section 2.1, updated link for DMDC02

• Removed references to RAPIDS 7.4

• Section 3.3, updated information for lost/stolen documentation

• Removed references to RAPIDS 7.4

• Section 5.3, updated graphic showing RAPIDS desktop workstation

• Section 6, added mention of cardstock storage temperatures

• Section 6.1.1, added mention of 128/144K cardstock and electromagnetic sleeves

• Section 6.1.2, added mention of tan teslin cardstock misalignment

• Section 8.1, added timeframe for short term outage (COOP) and added reference to COOP checklist

• Section 8.2, added new section on hardware and inventory management

• Section 8.3, 8.4, 8.5, updated graphics of desktop and deployable

• Sections 8.3.1 and 8.4.2, added note about VO/SSM roles in installing/configuring RAPIDS hardware

• Sections 8.3.2 and 8.4.3, added references to training materials on RAPIDS desktop and deployable workstation maintenance

• Chapter 9, Updated RAPIDS Web-based training certification period from

30 to 60 days

• Consolidated some section for scanning of primary/secondary documentation

• Section 10.1, updated content with RAPIDS 7.5 information

• Section 10.8.3, updated SPOT LOA checkbox reference

• Section 10.7.8, updated verbiage for Volunteer Network Access Card

• Section 10.7.9, updated information for DoD Civilian Retiree ID

• Sections 10.8-10.12, reorganized/moved sections to relate to specific population

• Section 10.10.4 and 10.10.5, revised information on Reserve Retirees and emphasized three training scenarios

• Section 10.9.10, updated verbiage for DD Form 2765

RAPIDS 7 User Guide iii

• Section 10.13.2.1, added information on adding child to sponsor’s record and selecting the correct child type.

• Section 11, removed information for entering a Foreign Affiliate into

DEERS as updated information has been added later in the guide.

• Section 11.1, added information about Foreign Military rank and pay grade

• Section 11.1.1, added information about issuing CAC to Foreign Military, civilian, and contractor from RAPIDS Desktop Refresher Instructor-led

Training

• Reorganized all Chapter 12 sections to align closely with RAPIDS

Continuous Learning Courses (CLCs) and OCONUS civilian and contractor population types

• Section 12.4, updated information on appropriate condition that should be added to a CAAF contractor’s record in RAPIDS; also added additional information explaining the SPOT LOA

• Section 12.8, removed as it was no longer relevant.

• Added Reminder text to sections 12.2, 12.3 & 12.5 from CLC course.

• Section 13, updated content for CACCIRS changes

• Section 13.2, added new section on viewing a customer’s record using the

RAPIDS person viewer

• Section 13.4, modified steps for creating a CIF request for a Military

Sponsor

• Section 13.5, added new section for creating a CIF request for a Non-

Military Sponsor

• Section 14.13, updated Figure 14.13-2 “Process Flowchart for

Troubleshooting CAC Physical Access Issues”

• Section 16.3, updated content and graphics for RAPIDS Device

Configuration Tool 2.0

• Section 16.4.4, updated text and graphic for returning CAC cardstock to

DMDC to match ILP User Guide

• Section 16.8, added new section on site management and best practices

• Section 16.8.1, added new section on safeguarding DD Forms

• Section 16.8.3, updated information about some DD Forms to be consistent with RAPIDS VO Web-based training (WBT) course

• Section 17.2.1, updated text and graphics to align with new VOIS web site

• Section 17.3, added to include information on affiliated applications

• Section 18.5, Appendix E, updated with new I-9 Form

• Section 18.6, Appendix F, updated ID error codes and reformatted chart

• Section 18.9, Appendix I, removed original CAC chart and changed “teslin card” term to “USID card”

• Section 18.11, Appendix K, removed reference to RAPIDS 6.5 workstations

• Section 18.14, Appendix N, added new appendix for TRICARE Fraud

Indicators and Contacts

1.3

06/01/11

• Updated content with RAPIDS 7.5.2.8 information

• Section 3.1, updated Form I-9 information

• Section 3.3.1, added information on re-issuing an ID to a Sponsor who has one form of identity documentation or none at all

• Section 10.1, updated content with RAPIDS 7.5.2.8 information

• Section 10.13.2.1, updated to include the Tricare Dependent Coverage Extension Act (TRICARE Young Adult program)

• Added new section 11.1 Generate a Foreign Identification Number (FIN) for a Foreign Affiliate

• Section 11.2.1 and 11.2.2, updated with current information concerning

RAPIDS 7 User Guide iv

Foreign Affiliates

• Section 14.5, updated with information pertaining to the use of official email addresses associated with individuals CAC

• Sections 16.9.2 and 16.9.3: added note on using DD Form 577 to verify signatures and updated DD Form 1172 and 1172-2 information to be current with WBT content.

• Reorganized section 15.1, RAPIDS Reports

• Added new section 15.2, DMDC RAPIDS Reporting Tool, to provide training material on the DMDC RAPIDS Reporting Tool

1.4

09/22/11

• Updated content with RAPIDS 7.5.2.191 information

• Section 10.10.1, updated procedural steps for RAPIDS 7.5.2.191

• Section 10.10.2, updated procedural steps for RAPIDS 7.5.2.191

• Section 16.9.1, 16.9.2, and 16.9.3, updated information about returning DD Form 1172/1172-2s to the customer or destroying them when issuing a USID card to a family member

• Section 18.9, updated the CAC Chart

• Section 18.9, updated the Uniformed Services Identification (USID) Card

Chart

1.5

10/11/11

• Sections 16.9.1, 16.9.2, and 16.9.3: deleted information about mailing the

DD Form 1172/1172-2s to DMDC

1.6

11/21/11

• Reorganized section 16.4 to include all cardstock media subsections (CAC, Teslin, Chipless).

1.7

03/26/12

• Removed reference to DD Form 1172.

• Updated image of the RAPIDS desktop workstation

• Updated graphics of RAPIDS screens to remove features information

• Updated with DEERS Lockdown guidance

• Updated graphical and text references of DD Form 1172 to DD Form 1172-

• Section 10.1, updated content with RAPIDS 7.5.5 information

• Section 10.3.1, removed instruction for adjusting fingerprint capture settings

• Section 10.3.2, removed step for using features information in RAPIDS to verify identify of Sponsor

• Added section 10.6.1.1, information for SSN randomization

• Added section 10.6.3, information on DoD Identification Number

• Added section 10.6.4, information on DoD Benefits Number

• Section 10.7.7, updated content with guidance that USPHS, NOAA and

USCG Sponsor information

• Added section 10.7.8.1, information for Employer Support for the Guard and Reserve (ESGR) Volunteer Work Force

• Added section 10.7.10, information on Medal of Honor (MoH) Recipients

• Section 10.9.1, updated ID Card Image of Civilian Retiree to show

Unlimited Exchange on front of card

• Section 10.10.4, updated with information on indefinite expiration date for

Reserve Retiree ID cards

• Section 10.11.5, removed information on Identix BTO 500 fingerprint reader

• Removed section 10.11.5.1 Adjusting the Gain

• Removed section 10.11.5.2 Adjusting the Exposure

RAPIDS 7 User Guide v

• Section 10.12.1.1, added steps for scanning the DD Form 1172-2 using scan on demand feature

• Added section 10.12.2.7, information on Selected Reserve/Ready Reserve

Transitional Assistance (TA)

• Added section 10.13.1.1, information for DD Form scanning for family member ID card issuance

• Section 10.13.1.2, updated to include procedural steps for creating a DD

Form 1172-2 via the forms wizard

• Added section 10.13.1.3, information and procedural steps for on demand scanning and printing of DD Form 1172-2

• Added section 10.13.2.1, information on TRICARE Dependent Coverage

Act (TYA) program

• Section 10.13.2.2, added steps for scanning the DD Form 1172-2 using scan on demand feature

• Section 10.13.2.3, added steps for scanning the DD Form 1172-2 using scan on demand feature

• Section 10.13.3, added steps for scanning the DD Form 1172-2 using scan on demand feature

• Sections 11.2 and 11.3, removed procedural steps for collecting features information on Sponsor.

• Section 11.3, updated with steps to scan DD Form 1172-2 after adding dependent to DEERS.

• Sections 16.3.4.1 and 16.3.4.2, updated with new screenshots and guidance on RAPIDS Device Configuration Tool.

1.8

03/29/12

• Chapter 15: Removed RAPIDS Reports content and updated DMDC

RAPIDS Reporting Tool material to include the RAPIDS ID Card Report, RAPIDS Periodic Summary Report, and the RAPIDS Transaction Report.

1.9

11/30/12

• Updated for CVS name change to TASS

• Updated references of RAPIDS 7.5 to RAPIDS 7.8

• Updated with Privacy Act Data reminder

• Section 9.1, updated with 150-Day Rule for VOs transitioning to SSM roles

• Section 10.1.1, updated with RAPIDS 7.8 information

• Sections 10.2.1 and 10.2.5, updated with new steps to log into RAPIDS with Windows 7 and connect VPN, and log off

• Section 10.3.2, updated to include Foreign National ID Number and a note on abused family member contact suppression

• Section 10.6, updated to include Foreign National ID Number

• Section 10.6.7, added a new section for Foreign National ID Number

• Section 10.11.7, updated with information concerning Foreign Affiliates not providing fingerprint capture, thus making them ineligible for an ID card

• Section 10.11.10, updated with note on Medicare B decline to purchase

• Section 10.13.1.3, updated to include information on RAPIDS support of

DD Form 1172-2s that were previously digitally signed using the RAPIDS

Self Service (RSS) application

• Section 10.13.1.6, updated to include information on incapacitated individuals receiving 50% or more support to receive an ID card

• Section 10.13.2.6, updated to include information on students receiving 50% or more support to receive an ID card

• Section 16.7.2, updated to include information on RAPIDS support for the display of previously digitally signed DD Form 1172-2 via the RSS

• Section 17.3.5, added to include information on the RSS

RAPIDS 7 User Guide vi

2.0

05/14/13

• Section 10.1, updated with RAPIDS 7.8.2 information

• Section 10.7.3, added information about Federally Funded Research and

Development Centers (FFRDC) DoD contractors

• Section 10.8.4, added information about data lockdown with name, gender, and date of birth, once verified

• Section 10.12.2.2, added a note regarding data lockdown in extending

Active Duty end dates, once verified

• Updated sections 15.2 and 15.4 and added sections 15.4.6.4 and 15.4.6.5 to include information on RAPIDS ID Card Failure Report and RAPIDS

Override Report

• Section 18.7, updated to indicate which data elements cannot be modified once verified

2.1

08/30/13

• Section 10.1, updated with RAPIDS 7.8.2.23 information

• Section 10.8.4, removed references of “name” as being part of data lockdown

• Section 10.12.2.2, removed reference of “end date” as being part of data lockdown

• Updated sections 15.4.6.1 and 15.4.6.2 to reflect removal of SSNs from the

RAPIDS Transaction Report and RAPIDS ID Card Report

2.2

05/16/14

• Disclaimer, updated reference of DTM 08-003 to DoDM 1000.13, Volume

• Section 6.1, updated to include Giesecke and Devrient (G&D) cardstock

• Section 10.1, updated with RAPIDS 7.8.3 information

• Section 10.8.4.1, added information about updating a Sponsor’s work email address

• Section 10.11.4, added a note to reflect RAPIDS’ ability to scan up to three pages of a multi-page document

• Section 10.12.1.1, updated steps to reflect the new procedures for scanning the DD Form 1172-2 on-demand

• Section 10.12.1.6, added section about terminating a Contractor for end of contract

• Section 10.12.2.5, updated section to cover the Transition Assistance

Management Program (TAMP)

• Section 10.13.1.3, updated steps to reflect the new procedures for scanning the DD Form 1172-2 on-demand

• Section 10.13.2.2, updated steps to reflect the new procedures for scanning the DD Form 1172-2 on-demand

• Section 10.13.2.3, updated steps to reflect the new procedures for scanning the DD Form 1172-2 on-demand

• Section 10.13.3, updated steps to reflect the new procedures for scanning the DD Form 1172-2 on-demand

• Section 11.3, updated steps to reflect the new procedures for scanning the

DD Form 1172-2 on-demand

• Chapter 13: updated references of CACCIRS mode to High Volume mode and updated introduction to explain differences between Standard and High

Volume mode

• Section 14.3 updated flowcharts for troubleshooting CAC IT and physical access issues

• Section 14.7, added section to show how to use ActivClient to verify personal information on a CAC

• Section 15.4.4.1, updated screenshot of the Your report is running window

RAPIDS 7 User Guide vii

• Section 15.4.6.1, updated the table to include the new action codes and business areas associated with the family member and biometric nominations

• Section 16.2.3, removed reference of 00/UNRESTRICTED role code in

Security Online

• Section 16.7.2, updated to reflect that scan-on-demand applies to various eligibility documents; removed reference of RSS and replaced with ID Card

Office Online

• Section 17.2.4, updated URL to access FIPS-201

• Section 17.3.5, replaced references of RAPIDS Self Service with ID Card Office Online

• Section 18.8, removed outdated and unused acronyms

2.3

08/08/14

• Updated VOIS file paths to various documents

• Section 2.1, updated URL to access DMDC 02 DoD

• Sections 2.3.3, 10.10.1, 10.10.2, 10.10.3, replaced reference of “teslin” with

“USID”

• Section 3.1, removed reference on requirements of secondary IDs

• Section 10.1, updated with RAPIDS 7.8.3.62 information

• Section 10.7.8, removed reference of USD (P&R) DoD Volunteer

Credential Pilot document

• Section 10.11.1, updated instructions on where to direct customers receiving a DS Logon account

• Sections 15.4 and 15.4.1, removed references of the Transaction Report being restricted to 5 days

• Sections 16.3.4.1 and 16.3.4.4, updated “Desktop Upgrades Port Enclosure” reference to “RAPIDS 7 Port Configuration”

• Section 16.4.3.5, updated graphics of the process for returning CACs via

FedEx and the FedEx Air Bill instructions

• Section 16.6.1, updated “DEERS/RAPIDS Security Online Form” reference to “System Authorization Access Request (SAAR) Form, DD Form 2875”

• Section 17.2, updated image and menu items with new VOIS look and structure

• Section 17.2.2., updated procedures on accessing the AFI via the VOIS

• Section 17.2.3, updated URL to access HSPD-12

• Section 18.4, updated how to access AFI on VOIS

2.4

05/21/15

• Section 10.1, updated with RAPIDS 7.9 information

• Sections 10.6.5.1 and 10.6.6.1, replaced “Military Treatment Facility” references with “military hospital or clinic”

• Section 18.8, removed MTF acronym

2.5

09/28/15

• Section 6.1, updated URL to access FIPS 201

• Sections 6.1, 10.7.8, 10.8.3, 12.1, 13.4, and 13.5, updated CAC images with affiliation color code

• Section 10.1, updated with RAPIDS 7.9.1 information

• Sections 10.11.7, updated skip capture steps to include where the SSM has to select a reason the fingerprints could not be captured

• Sections 15.4.1, 15.5.1, 16.7.1, 17.4.1, 18.1, 18.2, and 18.12, updated the

DSN number to the DSC User Help Desk

2.6

01/25/16

• Section 3.3, updated image to show the name confirmation radio buttons

• Section 10.10.4.2, updated screenshot to show the new begin date instructions when retiring a Sponsor

RAPIDS 7 User Guide viii

• Section 10.13.5.1, updated instructions for ending a Sponsor’s relationship due to divorce

• Section 12.8, updated section to reflect that OCONUS credit union employees are entered into DEERS through the TASS application.

2.7

07/27/18

• Updated Title pages

• Updated AFI reference to Joint Inter-Service Instruction AFI 36-3026 IP, Volume I (8/4/2017)

• Updated URL to the Verifying Officials Information System (VOIS)

• Sections 8.3.2, 8.4.3, Updated training course number references

• Section 9.1, updated to 180-day rule

• Section 9, deleted reference to Training User Guide

• Section 10, updated with 7.9.7 new functionality

• Section 16, added new CAC Stock and Consumables Form

• Section 18.6, removed magnetic stripe error codes

RAPIDS 7 User Guide ix

TABLE OF CONTENTS

1 DEERS AND RAPIDS OVERVIEW

1.1 OBJECTIVES OF THE RAPIDS 7 USER GUIDE

1.2 DEERS AND RAPIDS DEFINITIONS

2 PRIVACY ACT AND PERSONALLY IDENTIFIABLE INFORMATION

2.1 THE PRIVACY ACT

2.2 RESPONSIBILITIES OF THE RAPIDS VO/SSM OPERATOR

2.3 SAFEGUARDING PRIVACY ACT INFORMATION

Administrative Safeguards

Physical Safeguards

ID Card Security and Accountability

2.3.3.1 Safeguarding CAC and PIN

2.3.3.2 Safeguarding Recovered CACs

Technical Safeguards

3 PERSONNEL IDENTITY PROTECTION PROGRAM

3.1 PROOF OF IDENTITY DOCUMENTATION

3.2 DOCUMENT AUTHENTICITY VERIFICATION

3.3 LOST OR STOLEN IDENTITY DOCUMENTATION

Re-Issue an ID Card to a Sponsor Who Has One Form of Identity Documentation or

None At All

4 PERSONAL IDENTITY VERIFICATION

4.1 COMMON ID, SECURITY, AND PRIVACY REQUIREMENTS

4.2 PIV CARD

5 DEERS/RAPIDS INFRASTRUCTURE

5.1 PKI INFRASTRUCTURE—PKI, RAPIDS, AND THE CAC

Public Key Infrastructure (PKI)

Public Key Technology, RAPIDS, and the CAC

5.2 NIPRNET/DISN

5.3 DMDC NETWORK

CAC User Portal

Certificate Authority Servers

RAPIDS Server Infrastructure

DEERS Database

6 CARDSTOCK MEDIA

6.1 CAC CARDSTOCK

6.2 USID CARDSTOCK

6.3 CHIPLESS CARDSTOCK

7 DEERS/RAPIDS ROLES

7.1 USER ROLES

Verifying Official (VO)

7.1.1.1 Registration Official

Super Verifying Official (SVO)

Site Security Manager (SSM)

RAPIDS 7 User Guide x

DEERS/RAPIDS Service or Agency Project Officer

8 RAPIDS WORKSTATIONS

8.1 RAPIDS OUTAGES/CONTINUITY OF OPERATIONS PLANNING (COOP)

8.2 HARDWARE AND INVENTORY MANAGEMENT

8.3 DESKTOP WORKSTATION

Components of the Desktop Workstation

Desktop Workstation Maintenance

Desktop Workstation Advance Replacement of Hardware

8.4 DEPLOYABLE WORKSTATION

Components of the Deployable Workstation

Deployable Workstation Assembly

Deployable Workstation Maintenance

Deployable Workstation Advance Replacement of Hardware

8.5 CAC CENTRAL ISSUANCE REQUESTING STATION (CACCIRS)

9 RAPIDS TRAINING

9.1 TRAINING REQUIREMENTS

9.2 WEB-BASED TRAINING MATRIX

9.3 TRAINING USER GUIDE

10 GETTING FAMILIAR WITH RAPIDS FUNCTIONALITY

10.1 WHAT’S NEW IN RAPIDS 7.9.7

Supports Email Certificate for Sponsors Without Work Email Addresses in RAPIDS .. 56

Prevents Inconsistent Entry of Name in @mail.mil Email Address

10.1 USING THE RAPIDS WORKSTATION

Connect to the Virtual Private Network (VPN) and Log on to the RAPIDS

Workstation

Lock the RAPIDS Workstation

Unlock the RAPIDS Workstation

Exit the RAPIDS Application

Log off the RAPIDS Workstation

10.2 PERFORMING BASIC FUNCTIONS IN RAPIDS

Launch RAPIDS

Open a Sponsor Record

Save Changes to a Record

Close a Sponsor Record

Exit RAPIDS

10.3 USING THE RAPIDS INTERFACE

Menu Bar

Toolbar

Icon Bar

Family Tree

Person Viewer

Information Viewer

10.4 NAVIGATING THE RAPIDS INTERFACE

Navigate RAPIDS Using the Menu Bar

Navigate RAPIDS Using Folders and Icons in the Family Tree

RAPIDS 7 User Guide xi

Navigate RAPIDS Using Right-Clicks in the Family Tree

Navigate RAPIDS Using the Person Viewer

Navigate RAPIDS Using the Icon Bar

10.5 PERSONAL IDENTIFIERS

Social Security Number (SSN)

10.6.1.1 Support for SSN Randomization

Individual Taxpayer Identification Number (ITIN)

DoD Identification Number

DoD Benefits Number

Temporary Identification Number (TIN)

10.6.5.1 Generate a Temporary Identification Number (TIN) for Customer Awaiting a

SSN or ITIN

Foreign Identification Number (FIN)

10.6.6.1 Generate a Foreign Identification Number (FIN) for Foreign Affiliates, Foreign Nationals, and Family Members

10.6.6.2 Change a Foreign Identification Number (FIN) to a Social Security Number

(SSN) 82

Foreign National Identification Number

10.7 PERSONNEL CATEGORIES (WITH RELATED CONDITIONS)

Beneficiary

Civilian Affiliate

Contractor

DoD Civilian Employee

Foreign Affiliate

Presidential Appointee

Uniformed Services Member

Volunteer Network Access Card

10.7.8.1 Employer Support for the Guard and Reserve (ESGR) Volunteer Work Force

DoD Civilian Retiree ID

Medal of Honor (MoH) Recipients

10.8 ID CARD OPERATIONS—CAC

Unlock a CAC/Reset a PIN

Issue a New CAC

Issue a CAC to a Contractor

Update a CAC

10.8.4.1 Update a CAC Due to a Change in Work email Address

Check Whether a Certificate is Encoded on a CAC

Manually Terminate an ID Card

10.9 ID CARD OPERATIONS – CHIPLESS CAC

Civilian Retiree (NOAA) ID and Privilege Card

Issue a NOAA Civilian Retiree Identification and Privilege Card to the Family

Member of a NOAA Wage Mariner Retiree

10.10 ID CARD OPERATIONS—UNIFORMED SERVICES IDENTIFICATION (USID) CARD .. 116

Issue a USID Card

Issue a Temporary ID Card to a Family Member

RAPIDS 7 User Guide xii

Issue a USID Card to a Merchant Marine Academy Personnel

Reserve Retirees

10.10.4.1 Reserve Retiree Eligible for Retired Pay at Age 60

10.10.4.2 Reserve Retiree Eligible for Retired Pay Prior To Age 60 (Grey Area

Retiree) 134

10.10.4.3 Retired with pay

Reserve Members Eligible for Retired pay at Age 60 (Former Members)

Issue an ID Card to a Disabled Veteran (DAV)

10.11 RECORDS OPERATIONS—GENERAL

DS Logon Account

Capture a Photograph

Scan a Document

Scan Irregular Document Using the Automatic Document Feeder (ADF)

Capture a Fingerprint

Skip the Verification of an Existing Fingerprint

Skip the Capture of a Fingerprint

Capture Proof of Identity

Suspend Privileges

Add Medicare to a Record

Update Address (Copy Home Address From Sponsor to Family Members) . 150

10.12 ID CARD OPERATIONS—SPONSOR

Sponsor – General

10.12.1.1 Create a New Sponsor Record

10.12.1.2 Check a Sponsor’s Verification Status

10.12.1.3 Update a Sponsor’s Rank

10.12.1.4 Retire an Active Duty Sponsor

10.12.1.5 Terminate Military Sponsor for End of Commitment

10.12.1.6 Terminate Contractor for End of Contract

10.12.1.7 Update a Military Sponsor’s Marriage Status to Reflect a Joint Service

Marriage 162

Guard or Reserve Sponsor

10.12.2.1 Activate a Guard or Reserve Sponsor

10.12.2.2 Extend the Active Duty End Date for a Guard or Reserve Sponsor

10.12.2.3 Deactivate a Guard or Reserve Sponsor

10.12.2.4 Separate Guard/Reserve Sponsor Involuntarily From the Selected Reserves ..

10.12.2.5 Transitional Assistance Management Program (TAMP)

10.12.2.6 Separate Guard/Reserve Sponsor Qualifying for Transitional Assistance

(TA) 168

Provide Limited Exchange Benefits to United States Coast Guard (USCG) Non-

Appropriated Fund (NAF) Exchange Employees

Activate a Retired Sponsor

10.12.4.1 Recall a Retiree to Active Duty Service

10.12.4.2 Retire a DoD Civil Service Member

Temporary Disabled Retirement (TDRL) and Permanently Disabled Retired List

(PDRL) Sponsor

RAPIDS 7 User Guide xiii

10.12.5.1 Update Active Duty Sponsor to Temporary Disabled Retirement List

(TDRL) 173

10.12.5.2 Update TDRL Sponsor to Permanently Disabled Retired List (PDRL)

10.13 ID CARD OPERATIONS—FAMILY MEMBER

Family Member – General

10.13.1.1 DD Form Scanning for Family Member ID Card Issuance

10.13.1.2 Create a DD Form 1172-2

10.13.1.3 On-Demand Scanning and Printing of Documents

10.13.1.4 Terminate a Family Member Relationship with a Sponsor

10.13.1.5 Reestablish Dependency

10.13.1.6 Update a Family members Record to Reflect Permanent Incapacitation ... 187

10.13.1.7 Update a Joint Service Marriage Sponsor to Become a Family Member

Under the Other Sponsor’s Record

Dependent - Child

10.13.2.1 TRICARE Dependent Coverage Extension Act (TYA Program)

10.13.2.2 Add a Child to a Sponsor’s Record

10.13.2.3 Add a Family Member (Newborn) with a Temporary Identification Number

(TIN) to a Sponsor’s Record in RAPIDS

10.13.2.4 Update a Newborn Child’s Record (e.g., TIN to SSN)

10.13.2.5 Update a Child who is Living with an Ex-Spouse

10.13.2.6 Change the Status of a Family Member to a Full-time Student

10.13.2.7 Change a Family Member (Child) from One Sponsor’s Record to a Family

Member (Spouse) in Another Sponsor’s Record

10.13.2.8 Update a Sponsor’s Record for a Child’s Relationship After the Parents are

Divorced 213

Add a Child Born out of Wedlock to a Sponsor’s Record in RAPIDS

Add a Foreign Adopted Child to a Sponsor’s Record

Spouse

10.13.5.1 End a Sponsor’s Relationship to a Spouse Due to Divorce

10.13.5.2 Change Entitlements/Benefits Eligibility from One Sponsor to Another in a

Joint Service Marriage

11 FOREIGN AFFILIATES

11.1 GENERATE A FOREIGN IDENTIFICATION NUMBER (FIN) FOR A FOREIGN AFFILIATE..

11.2 ADD A FOREIGN AFFILIATE TO DEERS

Issue an ID Card to a Foreign Military Personnel Member

Issue an ID Card to a Foreign Affiliate Contractor

11.3 ADD A FOREIGN AFFILIATE (NATIONAL) FAMILY MEMBER WITHOUT A SOCIAL

SECURITY NUMBER (SSN)

12 OCONUS SCENARIOS

12.1 OCONUS RED CROSS EMPLOYEES

12.2 ADDING AN OVERSEAS CONDITION TO A DOD CIVILIAN OR DOD CONTRACTOR

ASSIGNED OVERSEAS (NOT ACCOMPANYING THE FORCES)

12.3 ADD AN OVERSEAS CONDITION TO AN EMERGENCY ESSENTIAL CIVILIAN DEPLOYING

OVERSEAS TO ACCOMPANY THE FORCES

12.4 ADD AN OVERSEAS CONDITION FOR A CONTRACTOR AUTHORIZED TO ACCOMPANY

RAPIDS 7 User Guide xiv

THE FORCES (CAAF)

12.5 MSC SCENARIOS

Issue an ID Card to a DoD Civilian Hired Locally in Guam Not Residing on a

Military Base

Issue an ID Card to a Civil Service MSC Living in Guam Not Assigned to a Ship.

Issue an ID Card to a Civil Service MSC Living in Guam Not Assigned to a Ship but on OCONUS Order

Issue an ID Card to an MSC with Normal Residence in CONUS on a MSC Ship

Serving the U.S. Only

Issue an ID Card to an MSC with Normal Residence in CONUS on a MSC Ship

Overseas

12.6 OCONUS FAMILY MEMBER SCENARIOS

Issue an ID Card to an OCONUS Family Member Spouse Who is a Local Hire

DoD Employee and a Member of the Reserves, Whose Sponsor is AD—Local Hire

Issue an ID Card to a Spouse of a DoD Civilian Sponsor in an OCONUS Position

Who is also Employed by DoD in an OCONUS Position

Issue an ID Card to a Family Member of a DoD AD, DoD Civilian, or Contractor in an OCONUS Position Who is Employed in a Part Time DoD Civilian Position

12.7 ISSUE AN ID CARD TO A NATO CIVILIAN OVERSEAS

12.8 ISSUE AN ID CARD TO AN OCONUS CREDIT UNION EMPLOYEE

12.9 ISSUE AN ID CARD TO A DOD OCONUS LOCAL HIRE WHO IS A FOREIGN

AFFILIATE, MARRIED TO A SERVICE MEMBER, AND HAS ALREADY BEEN ENTERED INTO

DEERS AS A FAMILY MEMBER SPOUSE WITH HIS OR HER OWN TAX ID

13 USING RAPIDS IN HIGH VOLUME MODE

13.1 CONFIGURING A WORKSTATION FOR HIGH VOLUME MODE

13.2 VIEWING CUSTOMER RECORD USING RAPIDS PERSON VIEWER

13.3 ADDING A PERSON-IN-CHARGE (PIC)

13.4 USING HIGH VOLUME MODE TO CREATE A CENTRAL ISSUANCE FACILITY (CIF)

REQUEST FOR A MILITARY SPONSOR

13.5 USING HIGH VOLUME MODE TO CREATE A CENTRAL ISSUANCE FACILITY (CIF)

REQUEST FOR A NON-MILITARY SPONSOR

14 TROUBLESHOOTING RAPIDS

14.1 RAPIDS ERRORS

14.2 CAC ENCODING ERRORS

14.3 TROUBLESHOOTING CAC IT AND PHYSICAL ACCESS ISSUES

14.4 VERIFYING THE CHUID (DUAL SMART CARD READER/ENCODER (CUSTOMER)

ONLY) 276

14.5 VERIFYING CERTIFICATES IN RAPIDS

14.6 VERIFYING CERTIFICATES IN ACTIVCLIENT

14.7 VERIFYING PERSONAL INFORMATION IN ACTIVCLIENT

15 DMDC RAPIDS REPORTING TOOL

15.1 OBTAIN ACCESS TO THE DMDC RAPIDS REPORTING TOOL

15.2 DMDC RAPIDS REPORTING TOOL DESKTOP

15.3 ACCESS THE DMDC RAPIDS REPORTING TOOL

RAPIDS 7 User Guide xv

15.4 MANAGING RAPIDS REPORTS

Saving, Consolidating, and Deleting RAPIDS Reports

Run RAPIDS Reports

15.4.2.1 Run a RAPIDS Report

Print RAPIDS Reports

Save RAPIDS Reports

15.4.4.1 Save a RAPIDS Report to “My Folders”

15.4.4.2 Save a RAPIDS Report to the Local Workstation

Customize Report Options

15.4.5.1 Change the Format of a RAPIDS Report

15.4.5.2 Schedule Reports to Run at a Later Time

15.4.5.3 Send Email Notification After Running a RAPIDS Report

Review Reports

15.4.6.1 Reviewing a RAPIDS Transaction Report

15.4.6.2 Reviewing a RAPIDS ID Card Report

15.4.6.3 Reviewing a RAPIDS ID Card Periodic Summary Report

15.4.6.4 Reviewing a RAPIDS ID Card Failure Report

15.4.6.5 Reviewing a RAPIDS Override Report

Actions to Take with RAPIDS Reports

15.5 ADDITIONAL DMDC RAPIDS REPORTING TOOL HELP RESOURCES

DMDC RAPIDS Reporting Tool Help

16 SITE SECURITY MANAGER (SSM) RESPONSIBILITIES

16.1 MANAGING SITE INFORMATION

Contact Information

Mailing Address

Location Address

Address Updates/Location of Site Summary Information

16.2 USER ADMINISTRATION

Add New User

Assign Roles to a New User

Roles in Security Online

View/Update Site User Information

View Certification Expiration Date

Deactivate a Site User

Use the Site Roster

16.3 RAPIDS DEVICE CONFIGURATION TOOL

Launching the RAPIDS Device Configuration Tool

The General Tab

The Restrictions Tab

The Devices Tab

16.3.4.1 Configure the Fingerprint Reader

16.3.4.2 Troubleshooting the Fingerprint Reader

16.3.4.3 Troubleshooting the Forms Printer

16.3.4.4 Troubleshooting the Recipient Dual Smart Card Reader / Encoder

(Customer) 320

CAC Encoding and CAC Encoding Verification Tabs

RAPIDS 7 User Guide xvi

RAPIDS Device Configuration Tool: Saving Changes

16.4 CARDSTOCK MEDIA

Inventory Logistics Portal

16.4.1.1 Managing Supplies in the Inventory Logistics Portal

Handling Cardstock Media

CAC Cardstock Media

16.4.3.1 Order CAC Cardstock

16.4.3.2 Manually Order CAC Cardstock

16.4.3.3 Storing CAC Cardstock

16.4.3.4 Manually Entering a CUID

16.4.3.5 Returning CAC Cardstock

USID Cardstock Media

16.4.4.1 Order USID Cardstock Media

16.4.4.2 Storing USID Cardstock Media

16.4.4.3 Dispose

Chipless Cardstock Media

16.4.5.1 Order Chipless Cardstock Media

16.4.5.2 Storing Chipless Cardstock Media

16.4.5.3 Dispose

16.5 SAFEGUARDING CONSUMABLES

16.6 SITE MANAGEMENT

Security and Access Control

Card Issuance

RAPIDS Workstation Maintenance

16.7 FORMS MANAGEMENT

Safeguarding DD Forms

DD Form 1172-2

DD Form 2841

DD Form 2842

17 RAPIDS HELP RESOURCES

17.1 RAPIDS HELP

RAPIDS Online Help

RAPIDS Message of the Day (MOTD)

17.2 WEB RESOURCES

RAPIDS Verifying Official’s Information System (VOIS)

Joint Inter-Service Instruction AFI 36-3026 IP, Volume I (8/4/2017)

HSPD-12

FIPS-201

DMDC and Identity Services Division

17.3 AFFILIATED APPLICATIONS

Trusted Associate Sponsorship System (TASS)

Security Online

Inventory Logistics Portal (ILP)

RAPIDS Reports

ID Card Office Online

17.4 DSC USER HELP DESK

RAPIDS 7 User Guide xvii

DSC User Help Desk

DEERS Support Office (DSO)

17.5 DEERS/RAPIDS SERVICE PROJECT OFFICES

18 APPENDICES

18.1 APPENDIX A: QUICK REFERENCE GUIDE

18.2 APPENDIX B: DMDC DSC USER HELP DESK INFORMATION: RAPIDS USER

REFERENCE SHEET

18.3 APPENDIX C: PRIVACY ACT STATEMENT

18.4 APPENDIX D: PRIVACY ACT DATA COVER SHEET

18.5 APPENDIX E: ACCEPTABLE PROOF OF IDENTITY DOCUMENTATION

18.6 APPENDIX F: ID CARD ERROR CODES

18.7 APPENDIX G: RAPIDS TRANSACTION AUDIT TRAIL EVENTS AND DESCRIPTIONS 370

18.8 APPENDIX H: RAPIDS USER GUIDE ACRONYMS

18.9 APPENDIX I: REMOVAL OF SOCIAL SECURITY NUMBERS (SSN) FROM PRINTED DOD

ID CARDS

Common Access Card Changes

Sponsor USID and Family Member ID Card Changes

18.10 APPENDIX J: DOD ID CARDS

18.11 APPENDIX K: UNLOCK A CAC/RESET A PIN USING CAC PIN RESET (CPR)

18.12 APPENDIX L: UPDATE CERTIFICATES ON CAC USING UMP/PIP

18.13 APPENDIX M: INSTRUCTIONS FOR UPDATING A CAC

18.14 APPENDIX N: HEIGHT AND WEIGHT METRIC CONVERSION CHARTS

18.15 APPENDIX O: TRICARE FRAUD INDICATORS AND CONTACTS

Disclaimer: The RAPIDS 7 User Guide does not include comprehensive governing policy for

DoD ID card issuance, but rather illustrates how the application enforces policy from the governing sources. RAPIDS VOs should familiarize themselves with the following policy documentation relating to ID card issuance policy: Joint Inter-Service Instruction AFI 36-3026

IP, Volume I (8/4/2017), DoD Instruction (DoDI) 1000.13, DoD Manual (DoDM) 1000.13, Volume 1, and RAPIDS Certification Practice Statement (CPS), which can be found on and the

Verifying Officials Information System (VOIS) or https://vois.dmdc.osd.mil/appj/vois

Note: All RAPIDS procedural steps contained in this version of the RAPIDS 7 User Guide were captured using the RAPIDS application and the DMDC RAPIDS Reporting Tool.

RAPIDS 7 User Guide 18

1 DEERS AND RAPIDS OVERVIEW

The Defense Enrollment Eligibility Reporting System (DEERS) was established by the

Department of Defense (DoD) in 1981 to improve the control and distribution of available military health care services. DEERS provides computerized information service for the enrollment of individuals eligible for Uniformed Services benefits. In 1997, the Real-time

Automated Personnel Identification System (RAPIDS) introduced a more secure method for producing automated, machine-readable identification and privilege cards.

The RAPIDS application allows users to create, modify, and use personnel information stored in

DEERS. Additionally, it assists and guides users through the process of verifying the claimed identity of individuals seeking logical access to government information systems and physical access to controlled government facilities. RAPIDS runs on a rules-based architecture that determines the correct benefits and entitlements for each beneficiary based upon the information provided by DEERS and the RAPIDS user. RAPIDS can receive software updates through remote connection from DMDC to incorporate updates in security, legislation, and eligibility requirements.

1.1 OBJECTIVES OF THE RAPIDS 7 USER GUIDE

The objectives of the RAPIDS 7 User Guide are as follows:

• Serve as a learning tool to provide users with a basic knowledge of the DEERS database, DoD Public Key Infrastructure (PKI), and role of RAPIDS in the infrastructure.

• Support day-to-day operations as an illustrated technical, procedural, and informational reference for RAPIDS users.

• Provide instructions for using RAPIDS, updating family records, printing DoD Forms

(DD Forms), and issuing the various DoD identity credentials.

• Provide examples of using the CAC to authenticate users in the DoD PKI.

1.2 DEERS AND RAPIDS DEFINITIONS

Figure 1.2. DEERS/RAPIDS Information Flow

DEERS is the database that tracks DoD personnel and eligibility for DoD benefits. DEERS has rules that determine benefits based on the beneficiary’s data and status in DEERS. Tracking

DoD personnel and eligibility for DoD medical benefits not only ensures beneficiaries correctly receive benefits, but is also helps to reduce fraudulent access and abuse of DoD benefits. It also ensures all beneficiaries receive the benefits to which they are entitled.

RAPIDS 7 User Guide 19

RAPIDS is the application that allows users to query, modify, and access the DEERS database.

It is a rules-based system, which means it determines the correct benefits and entitlements for each beneficiary based on the information provided to it by DEERS and the RAPIDS user.

RAPIDS users have the ability to issue machine-readable ID cards and print DD forms. These include the Common Access Card (CAC), Uniformed Services Identification (USID) cards, other

DoD ID cards, and the DD Form 1172-2, Application for Identification Card/DEERS

Enrollment. In addition, RAPIDS provides a means to update Sponsor and family member information in the DEERS database.

DEERS and RAPIDS data is protected under the Privacy Act Statement (10 United States Code

[U.S.C.] 133; Executive Order 9397, 22 November 1943 [Social Security Numbers]; and Title 5, U.S.C. Section 301). RAPIDS users can only confirm information on the Sponsor or family member.

As required by the Privacy Act of 1974, a RAPIDS operator cannot volunteer and/or disclose personal information found in a DEERS record.

RAPIDS 7 User Guide 20

2 PRIVACY ACT AND PERSONALLY IDENTIFIABLE INFORMATION

2.1 THE PRIVACY ACT

Protecting personally identifiable information is a key element to be compliant with the Privacy

Act of 1974. No agency shall disclose any record, which is contained in a system of records by any means of communication to any person, or to another agency, except pursuant to a written request by, or with the prior written consent of, the individual to whom the record pertains.

There are specific exceptions for releasing records to an individual or agency, these include:

• Release for statistical purposes by the Census Bureau and the Bureau of Labor Statistics

• Release for routine uses within a U.S. government agency

• Release for archival purposes "as a record which has sufficient historical or other value to warrant its continued preservation by the United States Government"

• Release for law enforcement purposes

• Release for congressional investigations.

For detailed information regarding the disclosure of Privacy Act and personally identifiable information, see the Federal Register System of Record Notice for DEERS and RAPIDS.

DMDC 02, Defense Enrollment Eligibility Reporting System (DEERS) (November 21, 2012, 77 FR 69807). You can access this notice by navigating your web browser to:

http://dpclo.defense.gov/Privacy/SORNsIndex/DODwideSORNArticleView/tabid/6797/Artic le/6845/dmdc-02-dod.aspx

IMPORTANT: VOs need to have DoD civilians and contractors verify that their home address is up to date in DEERS. In addition to privileges provided by DEERS, it is also the best source of personal addresses. Home addresses will be used in the event of an officially declared manmade or natural disaster (DoDI 3001.02) and for notification of a Privacy compromise, loss or stolen

(breached) personally identifiable information (PII). If addresses are not correct, these two requirements will not be accurately performed.

2.2 RESPONSIBILITIES OF THE RAPIDS VO/SSM OPERATOR

As a RAPIDS VO/SSM operator, it is your responsibility to adhere to the privacy requirements for RAPIDS operators. The privacy requirements for RAPIDS operators are:

1. Do not collect any additional data other than what is required on the DD Form 1172-2.

2. Collect as much of the data as possible directly from the subject individual.

3. Make every subject individual aware of the Privacy Act Statement on the DD Form 1172-

2, DD Form 2841, and DD Form 2842.

4. Collection of data from the subject individual should be done to ensure accuracy, relevance, timeliness, and completeness as is reasonably necessary to assure fairness to the subject individual.

http://dpclo.defense.gov/Privacy/SORNsIndex/DODwideSORNArticleView/tabid/6797/Artic

RAPIDS 7 User Guide 21

5. If RAPIDS data is printed, always use a Privacy Act Data Cover Sheet to prevent incidental data exposure. Shred the data or place it in a burn bag when it is no longer needed.

6. Ensure that if a contractor is handling the data, they are aware of the Privacy Act

Statement restrictions. Data will not be shared with offshore contractors. The data shall not be disclosed, released, revealed, shown, sold, rented, leased, or loaned to anyone other than the RAPIDS operator.

7. Records will be processed in a manner so that unauthorized persons cannot retrieve any records by means of computer, remote terminal, or other means.

8. Data concerning the subject individuals will not be extracted for any purpose. These files will not be duplicated or disseminated without the written consent of the subject individual or DMDC.

Thoroughly review and verify any source documentation such as Identity documents, relationship association documents, or DD form 1172-2 applications prior to scanning. It is important for the VO to minimize errors of scanning the incorrect document.

10. In the event DMDC determines a RAPIDS Issuing Facility has made an unauthorized disclosure of the data, DMDC may:

▪ Request a formal response to an allegation of an unauthorized disclosure

▪ Require the submission of a corrective action plan formulated to alleviate the possibility of any future unauthorized disclosure

▪ Require the removal of the data

▪ Prohibit the further release of DMDC data to the requesting agency

▪ Additionally, criminal penalties contained in the Federal Privacy Act may apply if it is determined that the RAPIDS Issuing Facility and/or operator, or any individual employed or affiliated therewith, knowingly and willfully obtained records under false pretenses. Criminal penalty of a maximum fine of $5,000 per record may be rendered and charged with a misdemeanor.

2.3 SAFEGUARDING PRIVACY ACT INFORMATION

There are four basic levels of safeguards for Privacy Act and personally identifiable information.

• Administrative

• Physical

• ID Card Security and Accountability

• Technical

Administrative Safeguards

The first level of safeguards for protecting Privacy Act and personally identifiable information is administrative.

RAPIDS 7 User Guide 22

Administrative safeguards include:

• Not releasing personally identifiable information

• Informing an individual of the details of the personally identifiable information solicitation

• The statute or executive order that authorizes the agency to solicit the information

• The principal purposes for which the information is intended to be used

• The routine uses which may be made of the information as published in the system of records notice in the Federal Register

• Whether the collection of the information is mandatory or voluntary; and the effects, if any, on the individual for not providing the information.

Physical Safeguards

The second level of protecting Privacy Act and Personally Identifiable Information (PII) is physical safeguarding. Physical safeguards include the proper storage, handling, and disposition of items containing Privacy Act and PII.

Physical safeguarding also involves properly positioning and setting up RAPIDS workstations to limit the unauthorized access and/or disclosure of customer’s personally identifiable information while their record is being accessed. VOs/SSMs must ensure that RAPIDS workstations are not located in open areas and positioned in such a way that the display screen could be easily viewed, or exchanged data overheard by unauthorized persons.

Note: PII is any data that can be used to identify a personnel or family member (including name, Social Security Number, date, and place of birth, mother’s maiden name, biometric records, etc).

Some examples of items used by the VO/SSM that include PII are:

▪ DD Forms that contain PII data

▪ Failed, rejected, or returned ID cards

▪ Used Smart card printer consumables that have an image of the data printed on the CAC.

ID Card Security and Accountability

Ensure that unauthorized persons do not obtain ID cards at your site. Familiarize yourself with the controls for the processing and handling of ID cards.

Failed, rejected, or returned CACs display information regarded as Personally Identifiable

Information (PII) protected by the Privacy Act and must be securely stored until returned or destroyed. Refer to Chapter 6 for further information on proper safeguarding, return, and destruction of the three media types – CAC, USID, and Chipless cardstock.

*Relevant sections in the Joint Inter-Service Instruction (AFI) 36-3026 IP, Volume I (8/4/2017) include Chapter 11, sections 11.1, 11.3.

RAPIDS 7 User Guide 23

2.3.3.1 SAFEGUARDING CAC AND PIN

Allowing the use of another person’s CAC or disclosing a Personal Identification Number (PIN) to accomplish VO/LRA/SSM duties is a serious security offense. Disciplinary actions will be taken against RAPIDS operators who disclose their PIN or other required method for controlling access to their private keys. A VO/SSM should never share or disclose his/her PIN to anyone, leave it where it might be observed, or write on the CAC itself.

All RAPIDS operators are required to report any compromise (e.g., loss, suspected or known unauthorized use, misplacement, etc.) of a CAC or PIN to their supervisor, security officer, Certification Authority (CA), Registration Authority (RA), Local Registration Authority (LRA), Site Security Manager (SSM, immediately.

A VO/SSM should never log onto the RAPIDS workstation and allow another person to use their

CAC to make updates. A VO/SSM should never leave his or her CAC (with PKI certificates) unattended in the card reader. It must be safeguarded at all times. A PKI certificate is a computer-generated record that ties a user’s identity with public key stored on their CAC, and should be used for official purposes only.

Issuing a CAC while using another person’s credential is a security violation and may result in the recall and re-issuance of any CACs issued under this scenario by the site. Doing so may also result in a loss of position and other actions as deemed appropriate by the local commander.

All VOs and SSMs must abide by all policy and procedures described in DoD Instruction (DoDI)

1000.13, the Joint Inter-Service Instruction (AFI) 36-3026 IP, Volume I (8/4/2017), and the

RAPIDS VO/SSM Certification Practice Statement (CPS), which can be found on the VOIS.

The DoD is not liable for any losses, including direct or indirect, incidental, consequential, special, or punitive damages, arising out of or relating to any certificate issued by a DoD CA. To learn more about PKI, refer to Chapter 5, section 5.1 in this user guide.

2.3.3.2 SAFEGUARDING RECOVERED CACS

The termination status for any recovered CAC must be confirmed. If a VO finds or receives a CAC that was allegedly terminated, lost and/or stolen, or one that was recovered by security personnel, he or she must verify that the CAC has been terminated in RAPIDS.

A terminated ID card in RAPIDS will display in the Family Tree in a red color. If the ID card is not marked in a red color, the VO must terminate the card in RAPIDS. For instructions on how to terminate a CAC, refer to Chapter 10, section 10.8.6 in this user guide.

Technical Safeguards

The fourth level of safeguards for protecting Privacy Act and personally identifiable information is technical.

RAPIDS 7 User Guide 24

▪ Ensure that all message traffic, faxes, and e-mails that contain personal information are properly marked and protected with a Privacy Act Data

Coversheet

▪ Ensure that all e-mail traffic is ENCRYPTED that contains PII data

▪ Password protect PII data placed on shared drives or local Intranet

▪ Monitor your actions by asking yourself: "If I do this, will I increase the risk of unauthorized access?"

▪ Think PRIVACY before you seek to establish new data collection

For additional information on safeguarding Privacy Act and personally identifiable information at your site, please use the following resources:

▪ The Privacy Act of 1974 is codified at 5 U.S.C. § 552a

▪ DoD Directive 5400.11

▪ DoD Regulation 5400.11-R

▪ OSD Administrative Instruction 81

▪ DoD Privacy Program Rules, 32 C.F.R. Part 310

▪ Joint Inter-Service Instruction (AFI) 36-3026 IP, Volume I (8/4/2017)

RAPIDS 7 User Guide 25

3 PERSONNEL IDENTITY PROTECTION PROGRAM

DoD Directive 1000.25 “DoD Personnel Identity Protection (PIP) Program” establishes policy for the implementation and operation of the PIP program to include use of authoritative identity information, issuance, and use of DoD identity credentials, and operation of the Defense

Enrollment and Eligibility Reporting System (DEERS), Real-time Automated Personnel

Identification System (RAPIDS) and associated systems.

RAPIDS must be operated in accordance with PIP policy and procedures. As part of these procedures, RAPIDS shall perform the following functions:

• Authenticate individuals to ensure DoD ID credentials are provided only to those with a current and appropriate affiliation with the DoD.

• Capture uniquely identifying characteristics that bind an individual to the identity information maintained on that individual in DEERS and to the ID credentials issued by

RAPIDS. These characteristics shall include digital photographs and fingerprints.

DEERS shall be the sole authoritative repository for storing these characteristics.

• Provide a distinct ID credential for use as proof of identity and DoD affiliation and that may act as the Geneva Conventions (GC) card in accordance with DoD Instruction

(DoDI) 1000.13 and as an authorization card for uniformed services benefits and privileges. For more information, refer to the DoDI 1000.13 on the VOIS (Policy section).

3.1 PROOF OF IDENTITY DOCUMENTATION

In RAPIDS, both the Create ID Card and Add a Family Member wizards require the capture of documentation using a document scanner. The Create ID Card wizard requires RAPIDS users to verify and capture the ID card recipient’s identity source documents before issuing them an ID card. The DoD requires that customers provide the VO with two forms of identification for issuance of a DoD ID card.

The primary form must be an unexpired state or Federal Government issued photo ID. The Form

I-9 can be found in Appendix E of this user guide. The Form I-9 can also be found in

Attachment 5 of the Joint Inter-Service Instruction AFI 36-3026 IP, Volume I (8/4/2017). It is important to note that the Form I-9 contains a list of generally accepted identity documentation.

RAPIDS may not accept all of the document types listed on the Form I-9.

In addition to requiring documentation for ID card issuance and adding family members, RAPIDS requires documentation for the processes of changing ID numbers (i.e., Temporary

Identification Number [TIN] to SSN) and reestablishing dependency for family members.

3.2 DOCUMENT AUTHENTICITY VERIFICATION

Failure to check the documentation of every card recipient could allow access to an unauthorized individual and enable someone to harm his or her colleagues and the United States. All documents used to verify identity must be original or certified true copies. An example of a certified true copy identity document is a certified notarized copy of a birth certificate.

RAPIDS 7 User Guide 26

A secure document has four layers added to it to prevent fraud:

• First Layer—What goes IN the paper when it is made (security fibers, threads, watermarks, etc.)

• Second Layer—What goes ON the paper when it is pre-printed as a blank document by a security printer

• Third Layer—What goes ON the pre-printed paper as variable information (information from the issuer)

• Fourth Layer—What goes ON the paper of transaction (signature, handwritten or typewritten, etc.)

In verifying the authenticity of…