Privacy Impact Assessment – Integrated Collection System Web Site Migration
ICS Web Site Migration System Overview:
The Integrated Collection System (ICS) web site provides information to customers, developers and support staff of ICS. This includes:
lists of changes to ICS applications; status of any major changes to the system;
links to useful sites; Information about ICS publications; current news about problems, solutions, enhancements, etc.; and specific information for revenue officers, IQA’s, desktop support and other user groups.
In order to improve the usefulness of the ICS web site for visitors, statistical information is automatically collected and maintained on the site's data logs. This information concerns network traffic flow and volume and consists of your IP address (Internet Protocol Address, a number that is automatically assigned to your computer) and the date and time of your visit to the web site. The collected information will not be used to identify you except to prevent damage to the site and to ensure the Intranet service remains available to all employees. No personal information about you or any other employee visiting this site is collected. There will be no taxpayer data stored or displayed on this site.
System of Records Number(s):
Treasury/IRS 36.003 – General Personnel and Payroll Records
Data in the System
1. Describe the information (data elements and fields) available in the system in the following categories:
A. Taxpayer
B. Employee
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)
A. None
B. Name, office phone number, email address
C. IP address of requestor
D. Generic activity (hits, visits, bandwidth)
2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.
A. IRS
B. Taxpayer
C. Employee
D Other Federal Agencies (List agency)
E. State and Local Agencies (List agency)
F. Other third party sources (Describe)
A. None
B. None
C. None
D. None
E. None
F. IRS Employees provide contact information for other IRS employees
3. Is each data item required for the business purpose of the system? Explain.
The content of this site consists of documents provided for the customers of ICS.
4. How will each data item be verified for accuracy, timeliness, and completeness?
The content owner is contacted regarding the currency of their information. They are asked if they want their information to remain on the site or if it should be removed or updated. This task is performed by the webmaster on an as needed basis, usually twice a year.
5. Is there another source for the data? Explain how that source is or is not used.
Most of the data on the site consists of documents (emails, Word, Excel, Power Point) that have been distributed to customers and are placed on the web site for reference by the customer.
6. Generally, how will data be retrieved by the user?
The customer will use the web browser on their IRS workstation.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
The user can use the search function on the site if they know specific information, such as a name. The only names on the system are employee names provided as contacts for various functions. No SSN’s or other unique identifiers are kept on the system.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
ICS customers: Revenue Officers, Group Managers, Secretaries, Area and Territory managers and staff, ICS/Entity Quality Analysts (IQA), Desktop support, System Administrators, Software Developers, Non-SB/SE users. The site is available to all users on the IRS intranet.
9. How is access to the data by a user determined and by whom?
Anyone on the IRS intranet can access the information with the exception of developer documentation. This section of the site is password protected (one password given to the developers).
10. Do other IRS systems provide, receive, or share data in the system? If YES, list the system(s) and describe which data is shared. If NO, continue to Question 12. No.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment? N/A.
12. Will other agencies provide, receive, or share data in any form with this system? No.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
The owner of the content document is contacted and asked if the information is still valid. The document if left alone, updated, or deleted as requested. Data is eliminated via IRM 1.15.3 - Disposing of Records.
14. Will this system use technology in a new way? If "YES" describe. If "NO" go to Question 15. No.
15. Will this system be used to identify or locate individuals or groups? If so, describe the business purpose for this capability.
Only IRS work related information is provided for certain IRS employees. For example, a phone list for the IQA’s is provided.
16. Will this system provide the capability to monitor individuals or groups? If yes, describe the business purpose for this capability and the controls established to prevent unauthorized monitoring.
No. The only monitoring done is generic (hit counts, visits, downloads) to assist in managing the site. IP addresses and date/time of access are recorded, per IRS policy, in case an investigation is conducted.
17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently? Explain. No.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action? n/a
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors? No.
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