Privacy Impact Assessment - Employee Resource Center Website

ERC Website Overview

The Employee Resource Center (ERC) website serves as a self-help tool for IRS employees needing access to and information about administrative services. Employees may research the site without logging in, or may log in to access managerial guidance, links to payroll and benefits information provided by the Employee Connection service, or to submit an online service request (through the Heat system) in lieu of calling the ERC and speaking to an ERC service representative.

System of Records Number(s)

Treasury/IRS 34.037 - IRS Audit Trail and Security Records
Treasury/IRS 36.002 Employee Activity Records
Treasury/IRS 36.003 General Personnel and Payroll Records
Treasury/IRS 36.009 Retirement, Life Insurance, and Health Benefits Records Systems.

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.  The system contains no taxpayer data.

B.  Employee data contained in the system includes:
Standard Employee Identification Numbers (SEID)
ERC/Employee Connection
Personal Identification Numbers (PIN)
Managerial Indicator Codes
Employee Birth Months and Birth Dates

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)

All data elements are obtained from IRS systems:

SEIDs are obtained from a download from CADS (Corporate Authoritative Directory
Service).  PINS are obtained from the Employee Connection customer database maintained by the ERC.  Managerial indicator codes are obtained from a download from TAPS (Totally Automated Personnel System).  Birth month and date are obtained from adownload from TAPS (Totally Automated Personnel System).

3. Is each data item required for the business purpose of the system? Explain.

The managerial indicator and permissions are necessary to provide a login process and to allow customization of content based on user's role.  The employee's birth month and date are used for user-initiated PIN resets.  Users are able to change their own PINs as needed.

4. How will each data item be verified for accuracy, timeliness, and completeness?

Users who believe their managerial indicator or birth month or date are incorrect may request these be corrected through the HR Connect system.

5. Is there another source for the data? Explain how that source is or is not used.

HR Connect will eventually become the source for the information currently downloaded from TAPS. 

6. Generally, how will data be retrieved by the user?

The website uses a standard web interface. No specific data is available for retrieval.

7.  Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?

As described above, users may browse anonymously or log in to access advanced features.

Access to the Data

8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?

The website is used by all IRS employees.  The user data above is only accessible by the system administrators.

9. How is access to the data by a user determined and by whom?

The website is used by all IRS employees; no type of approval is required.

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.

As stated above, employee login information is stored in Employee Connection.

11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment.  Yes.

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?

Login profiles are removed when employees separate from the Service.

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?

Not applicable. Data from this system is not used for any form of research or determination.

19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?

The system does not use persistent cookies.  Basic information regarding which IRS network domains use the system are available as part of the COTS WebTrends report package, but are not analyzed.