Privacy Impact Assessment - Voice Mail System (VMS)
VMS System Overview
VMS is a telecommunications system that provides high speed routing, retrieval, and transient retention of voice messages. VMS consists of Lucent/Avaya Intuity systems networked together to provide messaging services to IRS subscribers nationwide. The Intuity system provides a single, reliable hardware and software platform that connects people to people and people to information through voice messaging. Network communications between the VMS Intuity systems is provided through Interchange servers using Transmission Control Protocol/Internet Protocol (TCP/IP) over the IRS WAN.
The Intuity AUDIX Voice Messaging application provides voice mailbox administration and transient retention of recorded voice messages. Security features have been incorporated to provide user identification and password control protection. IRS telecommunications infrastructure connectivity allows for exchange of voice messages between IRS locations using the existing WAN. Messages can be sent across the hall or across the world with Intuity AUDIX Digital Networking. The Intuity AUDIX feature gives people the means to record and exchange voice messages over the phone when direct communication is inconvenient or unnecessary. It contains stored voice prompts that guide subscribers in creating, sending, retrieving, answering, saving, or forwarding spoken messages. It also answers calls for personnel who are busy or unavailable. Because it captures the tone and inflection of a spoken message, Intuity AUDIX Voice Messaging provides the personal interaction that written messages lack.
System of Records Number(s)
Treasury/IRS 34.037 - IRS Audit Trail and Security System
Treasury/IRS36.003 - 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 - n/a
B. Employee - employee name and voicemail number
C. Audit Trail Information (including employee log-in info) - n/a
D. Other (Describe) - n/a
2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.
A. IRS - n/a
B. Taxpayer - n/a
C. Employee - employee name and voicemail number
D. Other Federal Agencies (List agency) - n/a
E. State and Local Agencies (List agency) - n/a
F. Other third party sources (Describe) - n/a
3. Is each data item required for the business purpose of the system? Explain. No.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Nightly Database audits
5. Is there another source for the data? Explain how that source is or is not used. No.
6. Generally, how will data be retrieved by the user?
By phone or software loaded on IRS computers
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
User voicemail number and password
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
System Administrators
9. How is access to the data by a user determined and by whom?
Business owner and Manager
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?
Department of Treasury
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
Intended retention period is three years. Data is eliminated via IRM 1.15.3 – Disposal 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. 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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