Use the Privacy Act Data Cover Sheet to Safeguard PII

Published, March 11, 2019

DD Form 2923, the Privacy Act Data Cover Sheet, is used to identify and safeguard personally identifiable information (PII) contained in hard copy documents. Its use is currently a Department of the Navy "best practice."

For documents containing PII its use is recommended when:

  • Hand-carrying documents: The cover sheet should be displayed on the front of the document packet or folder.
  • Mailing documents: The contents of the envelope should be double wrapped. The cover sheet should be attached to the outside of the inner envelope and also attached to the front of the document(s) that contain PII.
  • Faxing documents (when allowed by DON policy): Following the FAX cover sheet (if used), the Privacy Act Data Cover Sheet should be the first page of the FAX preceding the document containing PII.
  • Working at your desk: The cover sheet should be attached to the front of any documents or folders containing PII.
  • Storing documents (i.e., in file cabinets, desk drawers, over desk bins, etc.): It is up to the command or activity to decide whether to attach the cover sheet to the outside of the container, the folder in the container containing documents, or to the documents themselves. For storage overnight or longer, the storage device must be lockable. In some cases, the lockable office space itself might serve as the storage container.
In all cases, DON policy requires that PII be safeguarded and only accessible to those with an official need to know.

View DD Form 2923.

It can also be found as part of the "PII Safeguard Toolkit" at: https://portal.secnav.navy.mil/orgs/OPNAV/DNS/DNS3/DNS36/DNS36_PA/

TAGS: Privacy

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