Privacy Impact Assessment – Online Notice Review
OLNR System Overview:
OLNR provides tax examiners with the ability to correct notices on-line prior to mailing to taxpayers. The design system displays notice data for editing using a graphical user interface. The mainframe programs send Individual Master File (IMF) and Business Master File (BMF) files to an OLNR server located in each campus. Once the files have been loaded onto the server, the tax examiner retypes all selected and associated notices. In addition, the tax examiner retypes notices selected for manual intervention that are on the selectable and associated computer paragraphs (CP) list.
System of Records Number(s):
Treasury/IRS 24.030 CADE Individual Master File (IMF),
Treasury/IRS 24.046 CADE Business Master File (BMF),
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. Tax account data is made available for tax examiners to manipulate.
B. Employee information is identified by their SEID.
C. Available on the Managers Web Page.
D. None
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. IDRS data is compiled into the Notice Review Processing System (NRPS) packages in.
B. Taxpayer data is compiled into NRPS packages.
C. Employee SEIDS appear on the Audit Reports, associated with their actions taken based on notice disposition.
D. Not needed in OLNR.
E. Not needed in OLNR.
F. Not needed in OLNR.
3. Is each data item required for the business purpose of the system? Explain.
The data is needed from MasterFile to populate into OLNR so the tax account information can be manipulated/changed by tax examiners.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Accuracy, all the information needed is passed from MasterFile. Once the data is manipulated/changed, validity checks are programmed into the process.
5. Is there another source for the data? Explain how that source is or is not used.
MasterFile is the only place tax account data can be extracted from. NRPS chooses the tax modules to be reviewed. Masterfile passes the data to the frontend processor who passes the data the OLNR.
6. Generally, how will data be retrieved by the user?
Through the NRPS packages and IDRS research tools.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Batch number, sequence number, CP number, TIN, DLN, Primary Key and Secondary Key.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
All the above.
9. How is access to the data by a user determined and by whom?
They have to be Notice review employees. A 5081 is required for access.
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.
The OLNR receives its data from the Individual and Business Masterfiles
NRPS does not have PIA
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?
Both the IMFand BMF systems have current C&As and PIAs
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?
Data in the OLNR system is retained for the period of time required by regulation, currently three years. OLNR records are maintained by IRM Control 1.15.31-1-6. Data in the OLNR system is retained for a period of three years by regulation. After a period of three years, storage tapes will be scratched and made available for further use.
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. No.
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.
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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