DD Form 2923 "Privacy Act Data Cover Sheet"

DD Form 2923 Instructions

The use of DD Form 2923 to identify and keep safe the PII contained in various hard copy documentation is recommended in the following circumstances:

1. Hand-carrying the documents. In this case, the DD Form 2923 should be displayed on the front of the document folder or packet. Note that the documentation must be delivered directly to the intended recipient and not left with a third party;
2. Working at your desk with sensitive information. Attach the cover sheet to the front of all folders and separate documents containing information that relates to identifiable individuals;
3. Mailing the documents. To do it the safe way, double wrap the contents of the envelope. Attach the cover sheet to the outside of the inner envelope and to the front of the documents with the PII;
4. Faxing the documents. You need to use the form as the first page of a fax to precede the document that includes the PII;
5. Recordkeeping the documents. Your command or activity may store the documents in desk drawers, file cabinets, over desk bins, etc. Generally, it is up to your senior management to decide how to safeguard documentation - whether to attach the cover sheet to the documents themselves, the folder in the container, or the outside of the container. Additionally, if you need to store documents overnight or longer, the storage device must be locked. The locked office itself will serve as the storage container.