Privacy Impact Assessment – Agency-Wide Shared Services Management Analysis Planning System Data Dictionary Application

AWSS MAPS System Overview:

The data dictionary application contains information necessary to create a one to two page data dictionary on one of AWSS’s measures.  Fields contained in the data base include information on the type of measure, revision date, contact person, definition of the measure, data source, measures methodology, data owner and reliability of the data.

System of Records Number(s):
    
Treasury/IRS 36.003 – 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)

A.  N/A
B.  N/A

C.  Audit trails - The application is simply a catalog of data dictionaries used to define our measures.  The only individuals who have access to the application other than the programming staff are AWSS measures analysts who are given access via OL-5081.  Information contained in the application is simply reference material so there wasn't a need for any additional audit trails than what is standard with IRS servers.

D.  Data base contains information used to create a data dictionary for each AWSS measure.

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.  N/A
B.  N/A
C.  All data is manually input in to the system by employees in the AWSS Office of Strategy and Finance.  Data is created by OSF analyst doing the input.
D.  N/A
E.  N/A
F.  N/A

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

Yes.  Each data element is used to create the one to two page data dictionary.

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

Narrative text is reviewed by OSF staff for accuracy.

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? 

Data dictionary application is linked to the AWSS web site and when a particular measure is chosen by the user, the automated data dictionary is created and displayed on the screen where it can be viewed or printed.

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

Not by the web user.  Data base could be queried by the OSF analysts to determine which data dictionaries are associated with which contact person. 

Access to the Data

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

Any IRS employee who has access to IRWEB can view the data dictionary for any measure where one has been created.  AWSS OSF measures analysts and MITS programmers are the only ones who can access the actual application to add, modify or delete data dictionary information.

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

Access of automated data dictionary is open to all IRS employees but access to the actual application is tied to the users SEID number and when permission is granted by application programmers.

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.

Yes.  Data dictionaries created by the application can be viewed on the IRWEB.

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?

Data dictionaries are valid until measures are deleted, at which point the data dictionary is archived for research purposes.  Since the data dictionaries are simply reference material used to define a measure they do not appear to meet the definition of a record as defined in IRM 1.15.1 Chapter 2. 

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.