Privacy Impact Assessment - Hummingbird DM
Hummingbird DM System Overview
The Source Code and Documentation Control (SCDC) Hummingbird DM System is a document management system that supports a version-controlled document creation and revision process. The system also serves as an online document library, allowing easy enterprise wide, read-only access to draft or test versions of documents for selected reviewers and to the final production versions of documents for the general enterprise population. As such, the system architecture currently serves two customer bases, those that are creating, modifying, or approving documents and those that are accessing the documents to view content.
There are two methods of accessing the DOCS System: Hummingbird’s DM WebTop client, which basically connects to a Web site via a browser, and Hummingbird’s DM Extensions, an application on the local workstation that connects to a Hummingbird server using Distributed Component Object Model (DCOM). Both methods of access provide for the creation, modifications and approval of documents depending on which library is accessed.
System of Records Number(s)
Treasury/IRS 34.037 - IRS Audit Trail and Security Records System
Treasury/IRS 36.003 - IRS 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. Hummingbird DM does not store taxpayer information at this time. However, The Hummingbird DM system plans to store and use taxpayer information to support Appeals Division before the end of FY 05.
B. Hummingbird does not have a data category for storage of employee data.
C. The Hummingbird DM system stores audit trail information for the system itself, to include employee login information.
D. The system stores BSMO Project Deliverables; documentation for Source Code; and Project Folders.
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. The system stores BSMO Project Deliverables; documentation for Source Code; Project Folders; handbooks and miscellaneous manuals.
B. None.
C. None.
D. TIGTA.
E. None.
F. The IRS Prime Contact Contractors and other contracts use the Hummingbird DM system for Software development, Project Folders, and documentation.
3. Is each data item required for the business purpose of the system? Explain.
Yes, data categories are defined by the customer to conform with info required to support.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Data items are verified by the following methods:
a. SAT Reviews
b. Publisher Reviews
c. Quality Assurance Review
d. Librarian Review
5. Is there another source for the data? Explain how that source is or is not used.
Prime Contact Contactors and other IRS Contractors use the system for Software Development documentation.
6. Generally, how will data be retrieved by the user?
Documents are generally retrieved by using the Hummingbird’s DM Webtop client application.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Data is retrievable by entering the usersÆ SEID and password into the Hummingbird DM system.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Users, Managers, System Administrators, Developers, and others have limited or full access (depending on the degree of access given by developer) to the data.
9. How is access to the data by a user determined and by whom?
The developer, who establishes the data, defines the access which is then controlled by the system.
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 Rational Suites system provides SW documentation to the Hummingbird DM system.
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?
Yes, TIGTA will provide, receive and share data with the system.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
The data is archived. 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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