Privacy Impact Assessment – Legislative Affairs Intranet Web Site

LA Intranet Website Overview

The Legislative Affairs Intranet Web Site (the Site) provides a consolidated repository for information about Congress and IRS liaison activities with Congress; news and analysis of legislative activities; Government Accounting Office and Treasury Inspector General for Tax Administration audits of IRS activities; and instructional information for employees charged with writing congressional correspondence.

System of Records Number(s)

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
B. Employee
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)

No “data elements” are used in this web site.

A. No taxpayer data is posted to the Site.
B. A directory of Legislative Affairs (LA) employees shows each staff member’s name, office phone number, email address, and room number.
C. LA does not gather, store, or use personally identifiable information about web site visitors. LA's web server automatically collects and maintains a log of statistical information concerning network traffic.  This information includes visitors’ protocol address (a random number periodically assigned to the computer's network connection) and the date, time, and duration of the visit to the site.
D. The site includes a selection of “pattern letters” and “issue letters”. These are sanitized IRS responses on issues that frequently generate congressional inquiries.

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)

No specific “data elements” are present in the Site. Information posted to the Site comes from:
A. IRS reference materials, communications documents, official statements, etc.
B. No taxpayer sources are used.
C. No employee sources are used.
D. Postings to the Site may incorporate information from other federal sources, such as GAO, TIGTA, Treasury, various Congressional offices, the White House, and others.
E. Postings to the Site may incorporate information from state and local agencies.
F. The Site includes information gleaned from various news sources.

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

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

Accuracy, timeliness, and completeness will be verified by manual review prior to posting.

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

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

Information posted on the Site will be accessible by intranet browser software, such as internet explorer. Aside from the intranet search function, no special retrieval function exists.

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

No. Aside from data contained in the office directory, there is no personal information on the site.

Access to the Data

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

All IRS employees who have access to the intranet will be able to view the Site.

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

Employees’ managers determine whether or not they will be allowed access to the intranet.

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.

Aside from hyperlinks to and from the Site, no other IRS systems provide, receive or share data with this 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?

Some information generated by other agencies is included in materials posted to this system.

Administrative Controls of Data

13.  What are the procedures for eliminating the data at the end of the retention period?

Deletion of the particular file from the web server.

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.

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

No cookies are used. See question 1 c for additional information. A privacy statement is included on the site, as required by IRS policy. A departure notice, also required, will be installed once the site is relocated to a server that supports departure notices.