Blank Dss 273 Template

What is the primary purpose of the DSS 273 form?

The DSS 273 form, also referred to as the System Access Request (SAR), is primarily used to document individuals who are requesting access to Department of Defense (DoD) systems and information. It aims to ensure the trustworthiness of these individuals by collecting critical information such as names, signatures, and Social Security Numbers. This information helps to validate the identity and integrity of users accessing sensitive systems.

Who needs to fill out the DSS 273 form?

The form must be filled out by anyone who wishes to gain access to DoD systems, including both military and civilian personnel, DoD contractors, and non-DoD affiliates. It is essential that all required fields are completed accurately to facilitate timely processing. Inaccurate or incomplete submissions may lead to delays or denials of access requests.

What happens if I do not provide my Social Security Number?

While providing your Social Security Number is voluntary, not supplying this information may hinder your request's progress. The lack of a Social Security Number can impede, delay, or even prevent the processing of your access request. It is recommended to include it to avoid unnecessary complications.

How is the information on the DSS 273 form protected?

The information collected on the DSS 273 form is protected under the Privacy Act. This means that it will be used only for the intended purpose of validating access to DoD systems. Furthermore, the records may only be disclosed in restricted circumstances, such as complying with law enforcement requests or for litigation purposes related to DoD operations.

What are the responsibilities of a Nominating Official?

The Nominating Official plays a crucial role in the process by certifying the need for access. This individual must be a designated official such as a Facility Security Officer or a senior manager, and cannot be the user themselves. The Nominating Official verifies that the individual meets the required access criteria to perform their duties effectively. If discrepancies occur, the request may be rejected.

How long should the completed DSS 273 form be kept?

Once the access request has been processed and the account is deleted, the completed DSS 273 form should be retained by the account manager for a minimum of six months. This retention period allows for the potential review of the account’s activity and ensures compliance with security protocols.

1. Incomplete User Information: Ensuring that all fields, such as last name, first name, and Social Security Number, are completely filled out is essential. Leaving even a single field blank may result in delays or rejection of the application.

2. Incorrect Email Address: The email address provided must be accurate. Since account access credentials are sent via email, an incorrect address can prevent the user from receiving vital information.

3. Missing Signatures: Both the Nominating Official and the User must sign the form. A form submitted without these signatures will not be processed, leading to frustrations and additional wait times.

4. Neglecting the Type of Request: Failing to check the appropriate box that indicates the type of request being made can lead to confusion and further processing issues. It is crucial to specify whether you are creating an account, changing details, or deleting an account.

5. Failure to Select Applications: Neglecting to check the relevant applications and functions required can significantly hinder the user's ability to access necessary information. Review this section carefully to ensure all applicable boxes are marked.

When submitting a DSS 273 form, there are several other related forms and documents that may be necessary to support the request for system access. Each of these documents serves a specific purpose and helps ensure that all necessary information is provided for a smooth processing experience. Here’s a brief overview of these forms and documents:

• Letter of Appointment: This document is signed by a corporate officer and designates a Primary Account Manager. It must be presented alongside the DSS 273 form for certain access levels.
• Security Clearance Verification: This form confirms that the individual has undergone the necessary background checks and received the appropriate security clearance level that aligns with their requested access.
• Privacy Act Statement: This statement outlines the individual's rights regarding their personal information as collected by the Department. It explains how their data will be used and protected.
• Account Management Policy: This document provides guidelines that outline the responsibilities associated with user accounts, including how account information is handled and what security measures are necessary.
• Access Request Form: This is sometimes used to specify other types of access not covered by the DSS 273. It details specific applications or systems the user needs access to.
• Emergency Contact Form: This form gathers information about individuals to contact in case of an emergency related to the user’s access or security issues.
• FISMA Compliance Document: This verifies that systems are in compliance with the Federal Information Security Modernization Act, ensuring that security measures are properly implemented and maintained.

Each of these documents contributes to a comprehensive understanding of the access request and ensures that the user is fully compliant with the various requirements set forth by the Department of Defense. Having them prepared can facilitate a quicker and more efficient review process.

The DSS 273 form shares similarities with the SF-85 form, which is the Questionnaire for Non-Sensitive Positions. Both documents collect personal information for the purpose of determining an individual’s eligibility for access to specific systems or positions. The SF-85 captures names, Social Security Numbers, and other identifying details to evaluate trustworthiness, much like the DSS 273. Each form also contains certifications from the individual completing it, underscoring the importance of accuracy and honesty in the submission process.

Another comparable document is the SF-86 form, known as the Questionnaire for National Security Positions. This form is used for positions requiring security clearances and requires detailed information regarding an individual's background, including financial history and foreign contacts. Similar to the DSS 273, the SF-86 aims to assess overall suitability and trustworthiness for access to sensitive information. Both forms involve a verification process by a designated official, ensuring that necessary checks and balances are in place.

The Standard Form 312 (SF-312), which is the Classified Information Nondisclosure Agreement, also aligns closely with the DSS 273 form. While the SF-312 focuses on the signing of a non-disclosure agreement for individuals granted access to classified information, it too requires affirmations from the user about the use and protection of sensitive information. Like the DSS 273, both forms enforce the necessity of safeguarding information and emphasize the obligations placed upon the individual regarding the confidentiality of information accessed.

Finally, the OPM Form 1203-FX, the Federal Employment Application, is another document that is similar to the DSS 273. This application collects personal data required to assess an individual's qualifications for potential employment with the government. Like the DSS 273, it requires a complete and accurate submission of personal information, including contact details and employment history. Both forms ultimately serve the purpose of validating the fitness of an individual to access or work within specific governmental roles or systems.

When filling out the DSS 273 form, here are six key do's and don'ts:

• Do: Ensure that all sections of the form are completely filled out. Missing information can lead to delays.
• Do: Double-check the accuracy of your email address. Access notifications are sent via email.
• Do: Have the form signed by the appropriate nominating official to ensure it is processed.
• Do: Keep a copy of the completed form for your records, especially if you are managing an account.
• Don't: Provide inaccurate information, especially for your Social Security number or identifying details.
• Don't: Submit the form without verifying that the nominating official’s signature is included; it won’t be processed without it.

Here are six common misconceptions about the DSS 273 form, also known as the System Access Request (SAR) form, along with explanations to clarify these misunderstandings.

• Only military personnel need to fill out the DSS 273 form. Many people believe that this form is solely for military users. In reality, both civilian employees and contractors who require access to Department of Defense systems must complete this form.
• Providing personal information is optional. While the form states that disclosure is voluntary, failing to provide the necessary information can significantly delay or even prevent the processing of the request. It is essential for users to understand the significance of the information requested.
• Once the DSS 273 form is submitted, access is guaranteed. Some individuals might mistakenly think that submitting the form automatically grants them access to the systems they requested. Access is contingent upon approval from the appropriate officials and verification that the individual meets security requirements.
• The Nominating Official can be the same as the User. It is a common misconception that the Nominating Official, who certifies the necessity of access for the user, can also be the user themselves. However, to prevent conflicts of interest, the Nominating Official must be someone other than the user, except under specific circumstances.
• The form can be processed without a signature from the validating official. Some may think that the form can be submitted without all necessary signatures. This is incorrect. The validating official's signature is required to ensure that security protocols have been properly followed before access is granted.
• The DSS 273 form is the same for all agencies and uses. Another misconception is that this form is standardized across all government agencies. In fact, different agencies may have specific requirements or versions of the form to address their unique security needs, which should be recognized and followed accordingly.

1. User Type Matters: When filling out the DSS 273 form, it's essential to accurately select the appropriate type of user, such as DoD military or civilian, DoD contractor, or non-DoD. This classification helps determine the correct processing path for your request.

2. Complete User Information: Ensure that all user information fields are completely filled out. If there is no middle name, write “NMN.” An accurate email address is crucial because your access credentials will be sent there.

3. Nominating and Validating Officials: Remember that the Nominating Official must not be the same as the User. This individual certifies that the user meets the requirements for access. Additionally, a validating official must verify the user's information before submission.

4. Signature Requirements: Both the Nominating Official and the User must sign the SAR. Without these signatures, the form cannot be processed. Be sure to check this detail to avoid delays.