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It also includes other categories, such as procurement which can include general procurement and acquisition, small business research and technology, and source selection and system information which can include critical infrastructure categories like information systems vulnerability information, physical security, emergency management.

If that SBU data does serve a business purpose, then the IRS may use it throughout the privacy lifecycle appropriately. These categories include: – Contract use. Certain Procurement information, which can include: – General procurement and acquisition such as contract proposals. Bank Secrecy Act protected reports filed by financial institutions. Criminal Investigation and Law Enforcement information, such as: – General Law Enforcement procedures and training materials.

For more information, refer to IRM Critical infrastructure category information, which includes: – Information system vulnerabilities information referred to as system information in this IRM , which includes passwords. Legal information, including: – Administrative Proceedings.

To distinguish an individual is to identify an individual. However, a list of credit scores without any other information concerning the individual does not distinguish the individual.

Linked information is information about or related to an individual that is logically associated with other information about the individual. Linkable information is information about or related to an individual for which there is a possibility of logical association with other information about the individual. The definition of PII is not anchored to any single category of information or technology.

Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. Personnel should know that non-PII can become PII whenever more information becomes available — in any medium and from any source — that, when combined with other available information, could be used to identify an individual.

A unique set of numbers or characters assigned to a specific individual, such as: 1. Telephone numbers, including mobile, business, and personal numbers. Email or Internet Protocol IP address. Passport number. Financial account or credit card number. Universally Unique Identifier UUID , a unique random number generated for each individual taxpayer in the electronic authentication process eAuth.

Employee and employee information, including personnel files, employment testing materials, medical information, and information concerning reasonable accommodations for disabilities. For privacy considerations concerning pandemics and employee illness, refer to Infectious Disease in the Workplace, Document For further privacy considerations concerning disability and reasonable accommodation matters, refer to the Confidentiality and Disclosure section in IRM 1.

Individual tax return information, including Adjusted Gross Income AGI or combinations of fields that identify an individual. Corporate or other business tax return information that identifies an individual, such as an S-Corporation, partnership, or sole proprietorship.

Personal characteristics and data, including: 1. Date of birth. Place of birth. Hair color. Eye color. Distinguishing features. Religious affiliation. Sexual orientation. Gang affiliation. Photographic image especially of face or other distinguishing characteristic. Biometric information such as x-rays, fingerprints, retina scan, voice, facial geometry, DNA.

Behavior patterns. Asset information, such as Media Access Control MAC address, Device ID, or other host-specific persistent static identifier that consistently links to a particular person or small, well-defined group of people. Descriptions of events or times information in documents, such as behavior patterns, incident reports, police reports, arrest reports, and medical records.

Information identifying personally owned property, such as vehicle registration number or title number and related information. For more details, refer to IRM IRS personnel must protect SBU data regardless of whether the same information is in the public record or publicly available.

However, less stringent protections might apply in some situations. However, inside the IRS network, encryption is not required if the IRS proactively makes it available to all personnel on internal resource sites including, but not limited to, Discovery Directory, Outlook [calendar, profile information, and address book], intranet, and SharePoint site collections , such as names, SEID, and business contact information.

Email addresses, by themselves as the method of the email conveyance, generally do not need encrypting. However, when combined with the content and attachments of an email, the email address may become SBU data.

See also the Email section in IRM As for other SBU data and PII in the public record or publicly available, the requirements differ, depending on the information. No IRC public records exemption exists. This is known as the judicially created public records exception. Treasury security guidance exempts Treasury information made available proactively to the public from certain encryption controls.

This exemption implies a public records exception for information the agency makes available to the public. These items include: [5 CFR Position descriptions, identification of job elements, and certain performance standards but not actual performance appraisals.

IRS policy also authorizes the withholding of the public information items of employees in cybersecurity designated positions. Personnel should exercise caution and consult with PGLD for any questions they might have about application of a public record exception, on a case-by-case basis, prior to reducing privacy protections based on a public record exception.

Context remains important. PII that does not seem high risk may still require protection if its context makes it risky. For example, a collection of names:. Is not Sensitive PII if it is a list, file, query result, etc. Is Sensitive PII if it is a list, file, query result, etc. This law defines return information as any information the IRS has about a tax or information return, liability, or potential liability under Title Redacting, masking, or truncating tax information does not change its nature.

It is still tax information. Tax information is SBU data. IRC protects tax information from unauthorized disclosure. For more information about return information and a definition, refer to IRM The term UNAX defines the act of committing an unauthorized access or inspection of any tax information contained on paper or within any electronic format.

An access or inspection is unauthorized if done without a management-assigned IRS business need. The IRS created the unauthorized access or inspection of tax information and records UNAX program to implement privacy protection and statutory unauthorized access and browsing prevention requirements. The term unauthorized access of SBU data defines the act of committing an unauthorized access or inspection of any SBU data not tax information contained on paper or within any electronic format.

Refer to 18 U. Code – Fraud and related activity in connection with computers; 44 U. Code Chapter 35 44 U. It provides certain safeguards for an individual against an invasion of personal privacy by requiring federal agencies to:. Collect, maintain, use, or disseminate any record of identifiable personal information in a manner that ensures that such action is for a necessary and lawful purpose.

The Privacy Act applies to agency records retrieved by an identifier for an individual who is a US citizen or an alien permanently admitted to US residence. A group of these records is a system of records SOR. The term “record” includes, but is not limited to, education, financial transactions, medical history, and criminal or employment history and that contains name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or a photograph.

Privacy Act information is PII because it identifies individuals. Therefore, it is also SBU data. As with any other SBU data, you must allow disclosure only to persons authorized to have access to the information under to the Privacy Act. The term “need to know” describes the requirement that personnel may access SBU data including PII and tax information only as authorized to meet a legitimate business need, which means personnel need the information to perform official duties.

See examples later in this section for explanations of how need to know applies to duties. Personnel including current employees, rehired annuitants, returning contractors, etc. If you no longer have a business need to know, you must not access the information. This policy includes, but is not limited to, information in systems, files electronic and paper , and emails, even if technology does not prevent access.

A compliance case has a litigation hold or similar request in place. Even if in a new assignment, you may retain and access old case files from your earlier role if you need to retrieve them for a litigation hold or similar request. A former employee now works for a vendor who has a contract with the IRS. The former employee may not access old files in email or on their laptop from their earlier role with the IRS, even if those files are archived under their SEID.

The IRS will supply any information necessary to perform the current contract on a need-to-know basis. To determine applicability of employee duties, based on sensitivity of information, refer to the position description or contact Labor Relations. This standard is less stringent than a “cannot function without it” test. For each use, consider whether the information is needed to perform official duties properly, efficiently, or appropriately. Necessary for official duties in this context does not mean essential or indispensable, but rather appropriate and helpful in obtaining the information sought.

Personnel who have a need to know must be informed of the protection requirements under the law by management and must have an appropriate level of clearance through a background investigation, typically covered by the onboarding and training process. Need to know supports the “relevant and necessary” aspect of the Purpose Limitation Privacy Principle and the Privacy Act.

It conveys the statutory restrictions to disclose protected information to those who have an authorized need for the information in the performance of their duties. High security items are original or certified paper documents containing SBU data including PII and tax information , typically received and processed in IRS office critical or limited areas, that management must not allow to be removed from the facility.

These are referred to as “high security items” in IRM This policy does not apply to field employees whose positions allow them to have such documents in a field environment such as Criminal Investigation Special Agents and field compliance Revenue Agents and Revenue Officers. Those positions have more controls and requirements to protect and to process such documents timely for example, refer to IRM Parts 5 and 9.

Properly manage original paper Federal records generated by IRS personnel outside the office, even on telework, the same as you would in the office.

The IRS office critical or limited areas include large amounts of information requiring protection or in highly concentrated and easily alterable or destroyable form that is critical and must be protected. High security items must not be transported to a telework location. See also the Telework section in IRM These privacy and security controls are the technical controls that address federal IT systems.

For all the controls relevant to privacy, see also IRM The section IRM Per Section 2. The selection and implementation of security and privacy controls reflect the objectives of information security and privacy programs and how those programs manage their respective risks.

Depending on the circumstances, these objectives and risks can be independent or overlapping. Federal information security programs are responsible for protecting information and information systems from unauthorized access, use, disclosure, disruption, modification, or destruction i. Those programs are also responsible for managing security risk and for ensuring compliance with applicable security requirements. Federal privacy programs are responsible for managing risks to individuals associated with the creation, collection, use, processing, storage, maintenance, dissemination, disclosure, or disposal collectively referred to as “processing” of personally identifiable information PII and for ensuring compliance with applicable privacy requirements.

When a system processes PII, the information security program and the privacy program have a shared responsibility for managing the security risks for the PII in the system. Due to this overlap in responsibilities, the controls that organizations select to manage these security risks will generally be the same regardless of their designation as security or privacy controls in control baselines or program or system plans.

The public trusts the IRS and its personnel to protect taxpayer privacy and safeguard confidential tax information. The IRS is dedicated to meeting this expectation. You must act in a way that reflects a commitment to treat individuals fairly, honestly, and respectfully, and always protect their right to privacy.

Protecting taxpayer privacy and safeguarding confidential tax information is a public trust. To maintain this trust, the IRS and its personnel must follow these privacy principles:. All IRS personnel are responsible and accountable for the effective implementation of privacy protections. PII will be collected and used only when necessary and relevant for legitimate IRS purposes, namely tax administration and other authorized purposes.

Limit the collection, use, retention, and disclosure of PII to what is minimally necessary for the specific purposes for which it was collected, unless specifically authorized. PII will only be accessed by or disclosed to authorized individuals who require the information for the performance of official duties. Protected information includes confidential information of all individuals, not just taxpayers. Protected information includes, but is not limited to, confidential information of IRS employees, volunteers, practitioners, and other individuals who interact with the IRS.

IRS personnel will provide appropriate administrative, technical, and physical safeguards will be provided to protect against the unauthorized collection, use, and disclosure of SBU data, including PII. Requirements governing the accuracy, completeness, and timeliness of PII will be to ensure fair treatment of all individuals.

IRS personnel will collect information, to the greatest extent practicable, directly from the individual to whom it relates. IRS personnel will verify all information about an individual with the individual, as well as any other relevant sources, to the greatest extent possible before taking adverse action based on that information.

We will notify individuals prior to final action to the greatest extent possible. Individuals will be able to access and correct their PII upon request to the maximum extent allowable. Individuals will be able to contest determinations made based on allegedly incomplete, inaccurate, or out-of-date PII to the maximum extent allowable.

The IRS implements privacy roles and responsibilities for personnel following federal laws and privacy guidelines. Keep informed of and adhere to applicable IRS privacy policies and procedures. This means carrying out the mission of the IRS, which requires the IRS to safeguard privacy and protect privacy rights.

Use SBU data only for the purposes for which it was collected, unless other purposes are legally mandated or authorized. Limit the disclosure of SBU data to that which is necessary and relevant for tax administration and other legally mandated or authorized purposes. Prevent unnecessary access, inspection, and disclosure of SBU data in information systems, programs, electronic formats, and hardcopy documents by adhering to proper safeguarding measures.

Complete IRS annual and role-based privacy, information protection, and disclosure training requirements, UNAX awareness briefings, records management awareness briefing, and all other specialized privacy training, as required. Immediately complete Form E, Taxpayer Data Access, to document the access of taxpayer return information when the accesses are not supported by direct case assignment, were performed in error, or when the access may raise a suspicion of an unauthorized access.

Stay aware of the consequences of UNAX violations, including accessing their own records, those of coworkers, family, friends, celebrities, and other covered relationships.

Report a data loss, theft, or improper disclosure of sensitive information immediately upon discovery of the loss to: 1. Their manager and 2. The appropriate organizations based on what was lost or disclosed. For more information on reporting an incident, refer to IRM Communicate IRS privacy policies and procedures clearly to all personnel in their organizations, ensuring awareness of their responsibilities to protect SBU data including PII and tax information and uphold applicable privacy laws, regulations, and IRS policies and procedures.

Ensure personnel with authorized access to SBU data receive training to carry out their roles and responsibilities in a manner consistent with IRS privacy policies. Ensure all personnel in their respective organizations comply with the IRS privacy policies and procedures. Also address any noncompliance and remedy it promptly, including, if necessary, the initiation of penalties for noncompliance following federal law and IRS personnel rules and regulations.

Prevent UNAX violations proactively in their respective areas. Ensure all personnel are trained and knowledgeable of the Taxpayer Browsing Protection Act of , the consequences of UNAX violations for personnel, and that all personnel within their business area complete all IRS UNAX, privacy, information protection, and disclosure training requirements annually and as required for their position.

Ensure establishment of proper safeguards to prevent unintentional exposure to SSNs in cases where SSN use is determined necessary. Ensure timely completion of PCLIAs, for which they are the responsible official, and mitigation of any privacy risks discovered. The IRS requires PCLIAs for pilot projects, research, experimentation, the use of innovative technologies, technical demonstrations, prototypes, and proof of concepts, and the like.

Ensure all personnel report a data loss, theft, or improper disclosure of sensitive information immediately upon discovery of the loss to: 1. Focus special emphasis on the government-wide requirements to eliminate the unnecessary collection and use of SSNs as a personal identifier for employee and tax systems and programs.

Periodically assess and evaluate privacy awareness activities of their organization to set clear expectations for compliance with all requirements. Ensure IRS-wide use of alternative unique identifiers for internal and taxpayer systems and programs in place of SSNs when possible.

Integrate information security and privacy fully into the system development process. Follow applicable laws, regulations, and IRS privacy policies and procedures in the development, acquisition, implementation, operation, and disposal of all systems under their control.

Limit the use of SBU data including PII and tax information throughout the privacy lifecycle to that which is minimally necessary for tax administration purposes or other legally authorized purposes. Examine the use of SSNs in all information systems and programs, as well as hardcopy and electronic formats for example, forms, printouts, screenshots, displays, electronic media, archives, and online storage repositories and eliminate the unnecessary use of SSNs where identified.

Ensure, to the extent possible, that SBU data used by the IRS to complete business functions is accurate, relevant, timely, and complete. Implement safeguards to establish and monitor internal and third-party agreements for the protection of SBU data and to ensure the confidentiality of SBU data. Follow IRS privacy policies and procedures in the development, implementation, and operation of information systems for which they are responsible, including reviews of the use of SSNs by IRS systems.

Develop information systems that provide the capability to partially mask, truncate, or redact the SSN when the total elimination of the use of SSNs is not possible in both personnel and tax systems.

Work with system owners to eliminate unnecessary accessing, collecting, displaying, sharing, transferring, retaining, and using of the SSNs in personnel and tax systems. Establish, maintain, and test the management, operational, and technical controls to protect SBU data including PII and tax information. Perform system lifecycle reviews to ensure satisfactory resolution of privacy risks and give the results to the system owners.

The AO holds responsibility for implementation of privacy, including documentation and procedures for managing, administering, and monitoring their information systems. For more information, see also the Contractors section in IRM Ensure all IRS acquisitions and contract vehicles contain proper language holding contractors and other service providers accountable for complying with federal and IRS privacy policies and procedures.

Insert the necessary contract clauses in all acquisitions and procurement documents generated in support of any contract or agreement involving access to SBU data including PII and tax information.

Ensure contract work statements specifically name the proper System of Records Notice SORN when Privacy Act information is a part of the research, design, development, testing, or operation work under the contract. This includes working with PS to assign the correct risk designations often Moderate for access to SBU data , helping with contractor fingerprinting, and distributing identity cards, if needed.

If contractors need re-investigation every five years, the COR must start those. For more information about staff-like access, refer to IRM To be authorized, all personnel must complete required training IRS annual and role-based privacy, information protection, and disclosure training requirements, Unauthorized Access [UNAX] awareness briefings, records management awareness briefing, and all other specialized privacy training and background investigations before given access to SBU data including PII and tax information.

Ensure the contractor understands incident response requirements. Collaborate with CSM at contract closeout to revoke system and facilities accesses and to ensure all IRS data is returned or purged as required by the contract. The IRS requires a privacy culture, wherein all personnel think about privacy before acting. In such an environment or culture, protecting privacy guides the day-to-day practices and routines of everyone.

The IRS has a clean desk policy. For more information, refer to the Containers section in IRM For some pipeline activities and processing conducted at Submission Processing centers, campuses, and computing centers, the volume of the tax information processed and the disruption to these operations might prevent containerization and Clean Desk implementation. We require Clean Desk Waivers for these areas. Clean Desk Waiver requests must be:.

Restricted to pipeline activities and processing conducted at Submission Processing centers, campuses, and computing centers.

Limited to items not requiring Special Security SP. For more guidance, refer to IRM Supported with a layered security plan that allows the campuses and the computing centers a higher level of protection to accommodate the processing operation. Submission Processing activity may complete one waiver request for each campus, computing center, or other POD, but we will not grant blanket waivers for any entire facility. IRS Privacy in Practice includes protecting privacy in systems and safeguarding privacy in everyday business practices.

All IRS activities should include an element of privacy. A culture of privacy prevails through Privacy in Practice; from systems development to customer service, training, communications, passwords, and the Clean Desk Policy.

Designing privacy into projects is a key aspect of effective privacy policy and compliance at the IRS. This concept reflects the principle that organizations best achieve privacy goals when they weave privacy proactively into business processes and operational practices.

To be effective, introduce privacy principles early in a project lifecycle, in architecture planning, system design, contract review and selection, and the development of operational procedures. Invite privacy employees whenever necessary at all project stages to include privacy at the table for planning and discussion.

These sections describe privacy policy in terms of common issue areas. Many of these areas interrelate with each other, physical protection, and IT security practices. This means you must properly use SBU data throughout the privacy lifecycle.

Be aware of and comply with safeguarding requirements for SBU data. Disclosing or accessing SBU data without proper authority could result in administrative or disciplinary action including termination of contract. The lack of an SBU data marking does not mean the information is not sensitive nor does it relieve you from responsibility to appropriately safeguard the information from unauthorized use or inadvertent disclosure.

Take steps to prevent the possibility of such disclosure by non-IRS personnel. Determine how long to protect the information, for example, either by date or lapse of a determinable event. IRS security officials must provide routine oversight of measures in place to protect SBU data through a program of routine administration and day-to-day management of their information security program. IRS supervisors and program managers are responsible for personnel being trained to recognize and safeguard SBU data supporting their mission, operations, and assets.

Supervisors and managers must also ensure an adequate level of education and awareness is maintained by affected personnel. Protection efforts must focus on preventing unauthorized or inadvertent disclosure and especially when visitors enter areas where SBU data is handled, processed, discussed, or stored. IRS program managers and contracting officials must also require appropriate privacy and security contract clauses for personnel, facilities, and information protection through the acquisition process of contracts or grants that concern access to SBU data.

Loss, compromise, or disclosure of SBU data including PII and tax information could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual or the IRS. Harm includes any adverse effects experienced by an individual whose PII was compromised, or adverse effects to the IRS such as a loss of public confidence.

The greater the potential for harm, the more at risk the SBU data becomes. PII with a low confidentiality level means limited potential harm with minor impact on an individual or the IRS. Low confidentiality level SBU data would include, for example, information that the IRS may release under FOIA requests, or information that has become public record or is publicly available. PII with moderate or high confidentiality levels means the potential harm ranges from serious to severe or catastrophic, with significant to severe impact to an individual or the IRS.

Tax information is an example of high risk PII. The greater the risk to SBU data, the stronger the privacy and security protections become. For more information about publicly available information, see also the Public Record section in IRM What SBU data we may share is limited. Disseminate SBU data orally, visually, or electronically in such a manner to avoid access by unauthorized persons.

Precautions might include preventing visual access and restricting oral disclosure to designated individuals. You may reproduce SBU data on regular office copiers to the extent needed to carry out official business. Properly destroy flawed or otherwise unusable reproductions. See also the Encryption section in IRM The confidentiality provisions of IRC restrict release of tax information whether of an individual or business. Share tax information only with authorized individuals following established written procedures.

Removing identifying information such as name or TIN from specific tax records does not remove it from the confidentiality protections of IRC Individual authorized to receive it under law or regulation, such as IRC Establish authority by a formal request for information processed using established written procedures, or a memorandum of understanding or executed agreement which also shows the secure method of transmission for the data.

IRS personnel must not create unauthorized, unnecessary, or duplicative hardcopy or electronic collections of SBU data including PII and tax information , such as duplicate, ancillary, shadow, personal copies, or “under the radar” files. This includes, but is not limited to, SBU data in email, removable media such as USB drives , on mobile computing devices, and on computers and mobile devices. Different policies apply for emails to taxpayers and representatives, other stakeholders, those with IRS accounts, and personal email.

Within the IRS, protect all SBU data including PII and tax information with encryption and access controls, limiting access only to approved personnel with a need to know.

Refer to specific data encryption requirements in IRM Any SBU data including PII and tax information on a computer such as a server, desktop, or mobile computing device [such as a laptop, tablet, smartphone, etc. IRS personnel must use encryption, access controls, and physical security measures proper for the equipment and setting.

To the extent possible, position any computer or device screen displaying IRS SBU data including PII and tax information so that non-authorized personnel cannot view the data.

Protect equipment. Securely lock computers such as a server, desktop, or mobile computing device [such as a laptop, tablet, smartphone, etc. Use the IRS-provided cables and cable locks to secure laptops when working in regular workspace worksite , working out of the office, or in travel status.

For more information about secured wireless access points wi-fi hotspots , see also the Telework section in IRM Immediately upon discovery of an inadvertent unauthorized disclosure of sensitive information, or the loss or theft of an IT asset or hardcopy record or document that includes sensitive information, you must report the incident to your manager and the appropriate organizations based on what was lost or disclosed. For more information about how to report an incident, refer to IRM The lack of SBU markings, however, does not relieve the holder from safeguarding responsibilities.

Do not remove, mark, and restore unmarked SBU information already in records storage. However, if you remove unmarked SBU items from storage, you must mark them properly before processing or re-filing. Mark portions, paragraphs, and subject titles that include SBU information with the abbreviation “SBU” to differentiate it from the remaining text. Only when the entire text contains SBU information are individual portion markings optional. When sent outside IRS, except for tax information sent to a taxpayer, documents with SBU data must include a statement alerting the recipient, either in a transmittal letter or directly on the document.

This document belongs to the IRS. Do not release without the express permission of creating office. Refer requests and inquiries for the document to: insert name and address of originating office and contact number s. Protective measures start when markings are applied and end when such markings are cancelled, or the records are destroyed.

Certain information might be extremely sensitive based on repercussions if the information is released or compromised — potential loss of life or compromise of a law enforcement informant or operation. When sending SBU information, place an SBU cover sheet inside the envelope and on top of the transmittal letter, memorandum, or document.

When receiving SBU or equivalent information from another U. Government agency, handle it following the guidance provided by the other U. Government agency. Where no guidance exists, handle it following IRS policy as described here. Remember that the use of cell phones or other cordless devices cordless land lines does not automatically create disclosure concerns. However, use of these devices might raise some vulnerability issues.

Whenever possible, conduct cellular phone conversations in a private setting and not in a crowded public setting to minimize the potential for eavesdropping.

You may normally conduct a cell phone conversation from a private workspace within your home or from an automobile where you are the only occupant without someone overhearing the conversation. You may also conduct a conversation away from passers-by.

Be aware how loud you talk. Cell phone users tend to talk louder, often without realizing it. Digital cell phones are more secure than analog cell phones. For contacts initiated by IRS personnel that discuss SBU data including PII or tax information , you must inform a taxpayer you are calling from a cell phone or other cordless device when in a public place where others could overhear sensitive information.

This will alert the taxpayer of the potential for the inadvertent disclosure of their tax information. Do you have the bank account information I requested? Do you have the information I requested about your tax return? Even when a call from a public place is not expected to discuss sensitive information, you still should consider telling the taxpayer you are using a cell phone or other cordless device in case a sensitive issue comes up in the discussion.

Offer the taxpayer the choice of rescheduling the conversation when a more secure land line is available. Appropriately document any agreement if documentation kept, such as history notes. For taxpayer-initiated contacts, the IRS is under no obligation to determine if the taxpayer is using a less secure platform such as a cordless device or cell phone. Any necessary dialogue, including the disclosure of SBU data including PII or tax information , is authorized because the taxpayer has accepted any security vulnerability by using such a device to contact the IRS.

Never discuss NSI over a cell or cordless phone. Use the following for answering machine and voicemail guidelines when leaving messages with sensitive information:. You generally may not leave tax information protected by IRC on an answering machine or voicemail. You may leave additional information on the recording if the taxpayer has given prior approval to leave such information.

The following supports “reasonable belief:” – The greeting on the answering machine or voicemail refers to the taxpayer being contacted, or – The taxpayer has indicated that this is the telephone number where they may be reached directly.

Without such reasonable belief that you have reached the correct taxpayer, you must not disclose any tax or other sensitive information on the message.

If the call is in response to an earlier taxpayer inquiry or request, say the call is in response to an earlier inquiry or request. In such a case, you must not say the nature of the original situation nor reveal any specifics about the return call if it involves sensitive information. When calling about collection of unpaid taxes, the restrictions of IRC b 4 apply, and IRS personnel generally are precluded from identifying themselves as IRS unless they reasonably believe the answering machine or voicemail belongs to the taxpayer.

You must not leave taxpayer information on the voicemail of a Congressional staffer when working a Congressional inquiry, as a member of Congress or the designated staffer has no authority to give a third party access to that information, and you have no way to know whether anyone else has access to that voicemail. An attorney-in-fact who under Conference and Practice Requirements has been authorized in Section 5 of Form , Power of Attorney and Declaration of Representative, to designate others to receive information of the taxpayer.

However, that does not mean that anyone with access to the voicemail has been authorized to receive disclosure of tax information. No officer or employee of the Internal Revenue Service may use a personal email account to conduct any official business of the government.

Law enforcement employees must refer to their divisional or law enforcement manuals for special rules. For more information about emailing outside the IRS, see the following subsections in this IRM for policy about taxpayers and representatives, other external stakeholders, IRS accounts, and personal email. External email outside the IRS network : Password-protected encrypted attachments or previously authorized secure email certificate encryption, for example, refer to the LBI Secure Email program site.

These methods do not encrypt the channel or authenticate the recipient, which is why we do not allow this method for emails with taxpayers and their representatives. Do not send emails that include SBU data including PII and tax information to taxpayers or their authorized representatives, even if requested, because of the risk of improper disclosure or exposure.

Special rules apply to personnel in previously approved secure email programs, such as LBI and Chief Counsel employees. When taxpayers request email contact and accept the risk of such, limited allowable situations without risking unauthorized disclosure of SBU data include:.

Message sent under a previously authorized privacy- and IT-approved secure email program rare. Brief, unencrypted message confirming the date, time, or location of an upcoming appointment, but not the nature of the appointment.

Include no SBU data including PII and tax information, such as name control in the email, subject line, or attachment. Permit no follow-up email discussion of any taxpayer account or case. Link to the publicly available forms and publications sections of IRS. Avoid sending information about specific tax matters revenue rulings, court cases, and specific IRS forms , which might unintentionally disclose the nature of a tax matter to an unauthorized third party.

When responding to unsolicited emails from taxpayers or tax professionals, respond by letter or phone; if address or phone number not available, respond by email. IRS personnel must:. Some examples of phrases to watch for are “my situation” or “my information.

Discourage the taxpayer from continuing the discussion by email. Sample response: To ensure your privacy, we discourage you from sending your personal information to us by email. For further discussion about the matters included in your original email, please contact us by telephone, fax, or mail. Do not email SBU data including PII and tax information to other external stakeholders unless specifically authorized.

Send SBU data including PII and tax information through password-protected encrypted attachments or through a previously authorized privacy- and IT-approved secure email program. Establish authority by a formal request for information processed using established written procedures, or a memorandum of understanding or executed agreement which also establishes email as the secure method of transmission for the data.

Interact with applicants or prospective contractors by email only to answer questions about their information, qualifications, or administrative matters; minimize the exposure of their personal information such as PII. They must encrypt all internal email messages that contain SBU data including PII and tax information with IT-approved encryption, which includes secure messaging or password-protected encrypted attachments. For contractors, when provided with an IRS workstation as part of a contract, they must use their IRS workstation and account for all official communication e.

Refer to the Contractor section of IRM No officer, employee, or contractor of the IRS may use a personal email account to conduct any official business of the government. Three limited allowable circumstances include:. Personal Information — You may send your own SBU data including your PII and your tax information to or from your personal email accounts, if it is in a password-protected encrypted attachment.

Examples may include, but are not limited to: – Personnel forms or records. The encryption policy does not apply to your own PII that the IRS proactively makes available to all employees on resource sites including, but not limited to, Discovery Directory, Outlook calendar, profile information [including profile photos], and address book , intranet, and SharePoint site collections [including profile photos] , such as names and business contact information.

Training or publicly available information — You may send non-case-related content, including links, to and from yourself when IT Security constraints prevent access. Examples of this include online training or meetings, such as webinars and seminars, as well as publicly available information including public profile photos or business photos intended for publication with permission of pictured individuals. Exigent circumstances, such as in emergencies. This includes when the IRS network is down and there is an urgent need to communicate or in disaster recovery situations.

Limit SBU data to that necessary for the situation. Examples may include, but are not limited to: – Reporting for work. In all instances, you must copy an IRS email account at the same time to ensure you retain a record of the communication in the IRS email system for transparency and information management purposes. Having evaluated business needs in relation to potential risk, the following limited exceptions for external emails are appropriate:. Encryption methods do not encrypt the subject line or the header email address information.

Subject line of case-related emails to the Department of Justice 1. When IRS personnel communicate with the Department of Justice about established cases, personnel may include the case name and filing number in the subject line of those emails. If the full name is not part of the case name, then do not use the full name. This information fits within the judicially created public records exception to IRC , recognized in most jurisdictions.

However, if the body of an email or any attachment contains more SBU data, IRS personnel must encrypt both the email and attachment using IT-approved technology such as certificate encryption. Emails generated to taxpayers or representatives by approved online applications 1. The IRS online applications may issue emails to taxpayers or representatives, without encryption, when the messages contain only incidental information such as name and email address and are for e-authentication purposes, or to inform a user that a secure message is available for viewing on the IRS website.

This exception is limited to the following circumstances: a. The email is automatically generated by an approved IRS application developed by or in conjunction with the Office of Online Services, and b. You must send this information only if you encrypt the attachment s send only your personal SBU data. Personal SBU data is information pertaining only to you. This exception does not include IRS usernames and passwords.

To open a SecureZip file on an external computer, the receiving computer must have SecureZip installed. Where significant incidents as defined in IRM You must provide adequate safeguards for SBU data including PII and tax information transmitted from one location to another. If IRS personnel carry SBU data including PII and tax information in connection with a trip or during daily activities, they must keep it with them to the extent possible.

If you must leave SBU data including PII and tax information unattended in an automobile while traveling between work locations or between work and home, lock it in the trunk.

If the vehicle does not have a trunk, conceal the material from plain view and secure it in some manner. When not in transit, secure data in an approved work location office, approved and securable telework location, or approved taxpayer site in IRS-approved lockable containers. In either case, lock the vehicle and leave the material unattended for only a brief period. If you must leave the SBU data including PII and tax information unattended in hotel or motel room, lock it in a briefcase and conceal it to the extent possible.

If SBU data including PII and tax information is being moved from one building to another even within the same campus or one location to another even if it is a short distance, take necessary steps to protect the information from unauthorized disclosure, loss, damage or destruction. Field employees might have SBU data needing protection while temporarily stored at the taxpayer’s site. SBU data such as agent’s work papers, original returns, examination plans, probes, or fraud data housed unattended at the taxpayer’s site must be stored in a container under the control of the responsible IRS employee.

If possible, use an IRS-furnished security container. If necessary, use a taxpayer-furnished container, but change the taxpayer-furnished container such as with bars and locks so the taxpayer cannot access the container. During duty-hours, the SBU data must be under the personal custody of the IRS employee if not properly secured in approved containers. These packages do not require double packaging and double labeling.

When sending SBU data by mail within the U. Mail room personnel may open and examine SBU data the same way they evaluate and determine other incoming mail safe for internal delivery. You may use express mail services or commercial overnight delivery service, as warranted. If serviced by a military postal facility i. If the package contains PII and is being shipped through a private delivery carrier, the sender must follow the procedures included below for properly double packaging, double labeling, and tracking the shipment, including the use of Form , Document Transmittal.

Secure current IRS address information from corporate address repository to improve accuracy of delivery. CampusShip features a Corporate Address Book which contains addresses for over IRS locations; this improves accuracy of delivery since addresses are current. Track packages via the Internet to easily verify their shipments arrived at the intended destination and to quickly find a missing shipment, reducing the likelihood that PII could be lost or exposed to an unauthorized individual.

Packages with PII must be double-packaged and double-labeled prior to shipping. Double-packaging helps ensure the contents are protected if the outer package is damaged or destroyed during the shipping process. Duplicate shipping labels allow proper delivery of the contents without potential disclosure if the external package is damaged or destroyed. Shrink wrapping the external packaging or wrapping the external packaging in paper does not satisfy double packaging requirements.

Evaluate the size of the PII shipment and identify appropriate packing materials. The appropriate type of internal and external packaging depends upon the size and weight of the package.

Use the smallest size packaging possible to reduce shipping costs and ensure minimal shifting of contents during shipment. The sender must also determine whether to ship via ground service or express Overnight and Second Day Air services:. Use Ground service for shipping whenever possible.

Ground service should always be the first choice; use express services only when absolutely necessary. There is no requirement to mail PII via express services.

For distances up to miles, the regular ground service offered by the small package or motor freight carriers depending on weight of shipment can deliver your shipment within one or two days.

For ground shipments, the business operating divisions supply the packaging material. Express Services generally are the fastest mode of transportation available, but they are also much more expensive. Only use this mode when transit time requirements are very short and the urgency of the shipment outweighs the added costs involved for example, remittances, statute cases, or tax court cases Only use small package carrier-provided packaging carrier branded envelopes and boxes for express services and when provided at no cost.

If you do not have access to a computer or smartphone, use a telephone to dial the number provided and enter the Meeting ID and Passcode when prompted. For more information on how Zoomgov and Zoom work, visit www. The Meeting ID and Passcode are on your notice setting the case for trial or setting the matter for hearing.

To contact the Webmaster for technical issues or problems with the website, send an email to webmaster ustaxcourt. No documents can be filed with the Court at this email address. For all non-technical questions, contact the Office of the Clerk of the Court at All Rights Reserved. Zoomgov Proceedings. I just got my notice. Should I do anything ahead of time to get ready? Is there a way to do a test before my actual hearing? Do I need a computer to participate in a Zoomgov proceeding?

Do I need special software to participate in a Zoomgov proceeding? Do I need special technology to participate in a Zoomgov proceeding? Does it matter where I am when I participate in a Zoomgov proceeding?

How do I connect to a Zoomgov proceeding if I am a participant? Where is my meeting ID and Passcode? What if I lost my notice setting the case for trial? Technical Questions? Other Questions?

 
 

 

– Zoomgov firewall settings

 

Communication and collaboration across video meetings, phone, webinar, chat, and conference room solutions. Designed to comply with the stringent requirements of the Federal Government, Zoom for Government delivers an intuitive and secure experience similar to what commercial Zoom users experience.

In addition, the Zoom for Government platform leverages the U. While designed to meet the specialized requirements and needs of the Federal Government, Zoom for Government offers a similar experience as the standard Zoom platform.

It leverages the U. It is managed by U. Zoom for Government is also available to U. Build stronger relationships, supercharge collaboration, and create an engaging meeting experience with HD video and audio for up to 1, participants. Included with your account, our chat solution simplifies workflows, boosts productivity, and ensures employees can collaborate securely, both internally and externally. Power your voice communications with our global cloud phone solution with secure call routing, call queues, SMS, elevate calls to meetings, and much more.

Adapt your conference rooms to changing workforce needs while balancing office and remote experiences with HD video and audio, wireless content sharing, and interactive whiteboarding. Zoom offers webinars to accommodate all of your virtual event needs.

Create virtual experiences that attendees will love. Get started today with Zoom Webinars. Meet Zoom Phone, the cloud phone system that delivers the innovation, simplicity, reliability, and security that customers expect from Zoom. As a core component of the Zoom UCaaS offering in Zoom for Government, Zoom Phone provides a full portfolio of call-handling features, satisfying the most demanding requirements. Whether your users are remote, back in the office, or in a hybrid work environment, Zoom Phone can be tailored to the specific needs of your agency with a range of calling plans and international calling capabilities.

Want to keep your existing carrier? No problem, Zoom Phone can integrate with existing carrier services almost anywhere in the world. Moving between a phone call and a Zoom Meeting is as easy as a single click. Most employees have a single device for both business and personal use. The Zoom mobile client allows staff to do business on their smartphone or tablet using an agency phone number, while protecting their personal phone number and information.

Zoom Phone supports macOS and Windows operating systems, as well as iOS and Android smartphones and tablets, so your experience is the same whether at home, in the office, or on the road. Desk phones and portable handsets are also available. Zoom Phone offers the same great audio experience as Zoom Meetings.

Our technology optimizes voice quality based on network conditions, and echo cancellation and noise suppression minimize background distractions. Zoom Phone is architected for reliability, and secured with TLS 1.

These advanced features are integral to the Zoom Phone platform and available at no additional cost. We continually test our products to meet accessibility requirements, incorporate new assistive technologies, and listen to feedback to build products that fit your needs.

The host can spotlight interpreter and speaker videos so everyone can see them, no matter who is speaking. Or you can pin multiple videos for your own custom view. Customize the font size of chat and closed captioning in your accessibility settings. If you use Zoom with a screen reader, you can focus on what you hear with granular control over screen reader alerts.

Easily manage all major workflows with just your keyboard. Zoom also supports keyboard shortcuts to navigate our features. Use Zoom without a screen. We follow the latest accessibility standards to help make our platform fully accessible to the latest screen readers. If the functionality is enabled, transcripts are automatically generated and synchronized to make it easy to search and review meetings recorded in the cloud.

Never miss a word with closed captioning. Users that would like to include interpreters in their meetings or webinars have the ability to enable language interpretation. For more information contact support. The Zoom for Government platform is U. Turn off annotation : You can disable the annotation feature in your Zoom settings to prevent people from writing all over the screens.

Disable private chat : Zoom has in-meeting chat for everyone or participants can message each other privately. Control screen sharing : The meeting host can turn off screen sharing for participants. Control recording : The ability to record to the cloud or locally is something an account admin can control.

Do not allow participants to rename their ID : The host can disable the ability for participants to rename their onscreen identity. Turn on waiting rooms : The meeting host can turn on waiting rooms from within the meeting. Protecting your data. This content is protected with the Advanced Encryption Standard AES using a one-time key for that specific session when using a Zoom client. Audio Signatures : Embeds a user’s personal information into the audio as an inaudible watermark if they record during a meeting.

If the audio file is shared without permission, Zoom can help identify which participant recorded the meeting.

If a meeting host enables cloud recording and audio transcripts, both will be stored encrypted. File transfer storage : If a meeting host enables file transfer through in-meeting chat, those shared files will be stored encrypted and will be deleted within 31 days of the meeting.

Cloud recording access : Meeting recording access is limited to the meeting host and account admin. Security and Privacy Certifications. Ensuring Privacy. Video Preview : Before you join a meeting, you can preview your video and select a virtual background, or decide to join without video. Attendee consent for recording : Account admins or meeting hosts can require that all recordings of meetings are accompanied by a pop-up notice to attendees that a recording is taking place, and there is a visual indicator when recording is on.

Removed Attention Tracking : Zoom recently removed the option for training professionals to track if attendees were multi-tasking during a meeting. Zoom stores basic information : Under user account profile information including: Email address, user password – salted, hashed, first and last name. Company name, phone number, and a profile picture are all optional to provide.

We never have, and have no future intentions, to sell your information to advertisers. Zoom does not monitor your meetings or its contents.

Hear what 3rd parties are saying. We at Zoom feel incredibly privileged to be in a position to help you stay connected. And we understand we have immense responsibility to ensure that the safety, privacy, and security of our platform is worthy of the trust you all have put in us. April 7. Join us for an overview of how to schedule, host, and join Zoom meetings. Zoom enables healthcare professionals to deliver consistent clinical user experiences and seamlessly integrates into your technology and workflows.

 
 

– Zoomgov FAQs – Getting Ready

 
 

See the entry justification for more information. Only version 5. Until the migration is complete, users should continue to conduct Zoom meetings via the web portal. System administrators must ensure that the latest version of Zoom Client for Meetings is used. Additionally, Zoom Client for Meetings must be added to the list of applications for continuous monitoring for published vulnerabilities, updates, and patches.

Zoom should only be considered if a VA approved solution does not meet the necessary requirement, and the use for more specialized tools are warranted. It is the responsibility of VA system owners to ensure that the appropriate mitigations are taken to address all known and future discovered vulnerabilities with this product. See the Reference tab for more information on security bulletins related to this product.

Other approved internet browsers are available. See Category Tab for details. Note: At the time of writing, version 5. Technology Components Note: This list may not be complete.

No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints. Name Description Zoom Client for Meetings This is the web browser plug-in that will download automatically when users start or join their first Zoom meeting. Zoom Microsoft Outlook Plugin Optional This component installs a button on the Microsoft Outlook tool bar to enable users to start or schedule a meeting with one-click.

General Analysis Adoption Benefits This is a mature technology. The technology is a market leader in the subject matter. This technology is portable as it runs on multiple TRM-approved operating systems. This product includes cloud-based functionality which has potential information security risks.

Go to site. Zoom provides a single platform for High Definition HD video conferencing, online meetings, and group messaging. This technology has not been assessed by the Section Office. Zoom Video Communications.

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor or from the release source.

Divest [5, 9, 12, 14, 16, 17]. Decision Constraints. If free trial ware is utilized, the software must be purchased or removed at the end of the trial period. Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines in order to mitigate known and future security vulnerabilities.

Due to potential information security risks, cloud based technologies may not be used without the approval of the Enterprise Cloud Solution Office ECSO. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. The Meeting ID and Passcode are on your notice setting the case for trial or setting the matter for hearing. To contact the Webmaster for technical issues or problems with the website, send an email to webmaster ustaxcourt.

No documents can be filed with the Court at this email address. For all non-technical questions, contact the Office of the Clerk of the Court at All Rights Reserved. Zoomgov Proceedings. I just got my notice. Should I do anything ahead of time to get ready? Is there a way to do a test before my actual hearing? Do I need a computer to participate in a Zoomgov proceeding? Do I need special software to participate in a Zoomgov proceeding?

Do I need special technology to participate in a Zoomgov proceeding? Does it matter where I am when I participate in a Zoomgov proceeding? This works well if you need a co-host for only one meeting occurrence. In the Zoom web portal, go to Meetings in the left sidebar. Select the meeting that you would like to add an alternative host to. On the Edit Meeting page, scroll down to the bottom and enter the email of the host you would like to add in the Alternative Host field in the following format: identikey colorado.

To add multiple hosts, separate them with a comma. Click the Save button. Please Note: users must log in to the CU Zoom web portal cuboulder.

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