Privacy Impact Assessment-Internal Revenue Computer Assisted Translation (IRCAT)
IRCAT System Overview:
The Internal Revenue Computer Assisted Translation (IRCAT) is an enterprise-wide asset for employees around the country, which provides and manages previously translated documents leveraged on new documents, and workflow of translation jobs.
IRCAT is established to:
• Standardize the use of tax terminology in targeted languages
• Leverage previously-approved translations through reuse
• Centralize translation text to permit agency-wide access
Requested Operational Date: 6/15/2007
System of Records Number(s) (SORN) #:
Treas/IRS 36.003 Tracking Personnel Records
Treas/IRS 34.037 Audit Trail
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. No taxpayer account data is kept in this system.
B. There is no personnel data kept in the system other than user’s SEID, Name (First and Last), and E-mail Address
C. Task History for every project is stored in the Database. This history stores comments made by the user and/or system and the user’s ID.
D. Comments on any object in the application if present. Paired segments of translations are stored in the data for all documents translated using the application.
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. Personnel data – for workflow assignments, LDAP, and audit trail information. There is no personnel data kept in the system other than user ID’s, user (First and Last). And E-mail Address.
B. No taxpayer data is kept in this system
C. SEID, E-mail Address, First and last name are pulled from the LDAP server for valid users of the Application.
D. None
E. None
F. Estimated cost data from translation vendors.
3. Is each data item required for the business purpose of the system? Explain.
Yes, In order for user to access the system, assign tasks to a user, and manager work in the application the user information such as Name, SEID, and E-mail must be stored in the system.
Translation Memory is the primary function of the application therefore all source and target locale seen by the system are stored.
4. How will each data item be verified for accuracy, timeliness, and completeness?
User data is verified from the Active Directly System using LDAP. The Translation memory is reviewed by a Bilingual Tax Lax Specialist.
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?
Users will access the system using a Web based client.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
User information and Translation Memory entries created by a user and are retrieved by the users name (SEID).
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Managers and System Administrators will have access to all user information in the system. Users will have limited access to the users’ information. All user of the application will have some type of access to the translation memory.
9. How is access to the data by a user determined and by whom?
Access to the application and data in the application is determined by the Virtual Translation Office (VTO) and is limited to VTO staff, and VTO’s clients. Access is maintained by the Online 5081 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.
No
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?
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 retention and disposal is in accordance with IRM 1.15.59 Inspector General Records Retention for personnel 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. This system does no effect the way taxpayers, employees, or others are treated.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action?
No
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?
No. All users session are stored on the server side and a token key is used to keep track of the session. The token key not stored on the system. Once a session has timed out, that session data will be deleted.
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