Overview
OMB Memorandum M–17–12 provides guidance on preparing for and responding to a Breach of Personally Identifiable Information, requiring agencies to review their use of Social Security numbers in agency systems and programs to identify instances in which the collection or use of the number was unnecessary. Lastly, the memorandum required agencies to explore alternatives to using Social Security numbers as personal identifiers for Federal employees and in Federal programs.
VA is committed to safeguarding Veterans’ and employees’ privacy by reducing or eliminating the use of Social Security numbers in records. VA’s Social Security Number Reduction Initiative is an ongoing program, initiated by Office of Management and Budget Memorandum 07-16 and driven by other recent Federal legislation such as the Social Security Number Fraud Prevention Act of 2017 and the Consolidated Appropriations Act, 2024, P.L. 118-42, Division A, Title II (Sec. 237).
The Social Security Number Fraud Prevention Act of 2017 prohibits the inclusion of Social Security numbers on any document sent by mail unless the head of the agency determines that the inclusion of the Social Security number is necessary per Final Rule (RIN-2900-AR19).
The Consolidated Appropriations Act, 2022, P.L. 117-103, Division J, Title II (Sec. 237), mandates VA to discontinue using Social Security numbers to identify individuals in all VA information systems. VA must discontinue use of Social Security numbers for all Veterans submitting new claims for benefits to VA not later than March 23, 2023 and in all VA information systems for all other individuals not later than March 23, 2026.
VA will address compliance with this legislation through a multi-year phased approach that includes system modifications, user and Veteran re-education and awareness campaigns.
Documenting and limiting the use of Social Security numbers has become a priority of the Federal government to prevent the inappropriate disclosure or misuse of Personally Identifiable Information. The widespread collection and use of Social Security numbers for government services exposes Veterans, employees and contractors within VA to privacy risks like identity theft. VA, in conjunction with all Federal agencies, must take steps to reduce and, where possible, eliminate the use of the Social Security number for uniquely identifying individuals in VA operations, programs and services.
Accomplishments to Date
- Assessed collection of all Social Security numbers in VA IT Systems and VA documents sent by mail (over 700+ items) to determine if they align with requirements outlined in the Social Security Number Fraud Act and Section 240 of the Consolidated Appropriations Act of 2018.
- Veteran Social Security numbers no longer appear on VA prescription labels, bottles or mailing labels.
- Veteran Social Security numbers were removed from health care authorization cards issued for the Civilian Health and Medical Program of Department of Veterans Affairs or CHAMPVA, the Spina Bifida Health Care Program, and the Children of Women Vietnam Veterans Health Care Program.
- Veteran Social Security numbers were either removed from or truncated to the last four digits on most Veterans Health Administration correspondence.
- VBA replaced Social Security numbers with Department of Defense identification numbers on outreach letters sent to active duty and separated service members.
- VA continues to develop and enhance the eBenefits Portal, a joint VA/Department of Defense web portal that provides resources and self-service capabilities to Veterans. Registering for and using the eBenefits DS Logon allows the Veteran to access personal information with a username and password through the secure web portal, eliminating the need to provide Social Security number.
