A. SYSTEM DESCRIPTION

Transcription

1 NOTE: The following reflects the information entered in the PIAMS website. A. SYSTEM DESCRIPTION Authority: Office of Management Budget (OMB) Memorandum (M) 03-22, OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002 & PVR #10- Privacy Accountability and #21-Privacy Risk Management Date of Approval: August 29, 2012 PIA ID Number: What type of system is this? Legacy 1a. Is this a Federal Information Security Management Act (FISMA) reportable system? 2. Full System Name, Acronym, and Release/Milestone (if appropriate): AIMS Computer Information System, A-CIS 2a. Has the name of the system changed? If yes, please state the previous system name, acronym, and release/milestone (if appropriate): 3. Identify how many individuals the system contains information on Number of Employees: Number of Contractors: Members of the Public: Over 1,000, Responsible Parties: NA 5. General Business Purpose of System The AIMS Computer Information System (A-CIS) is an Internal Revenue Service (IRS) system that has been classified as a minor application. The application was developed as a monitoring and reporting tool used to perform detailed analysis of tax cases within examination; detailed analysis of case inventory levels; to monitor the examination process; and to effectively plan for ongoing examination operations. The application contains data retrieved from the Closed AIMS, Open AIMS, n-examined AIMS and Summary Examination Time Transmission System (SETTS) databases (DB) retrieved from the Audit Information Management System Related Reports (ARR) application. A-CIS allows its users to generate reports on case information by selecting options from drop down menus in the application s front-end user interface. By modifying the criteria used to select the case information, A- CIS users can create an unlimited number of different reports tailored to their individual needs. 6. Has a PIA for this system, application, or database been submitted previously to the Office of Privacy Compliance? (If you do not know, please contact *Privacy and request a search) 6a. If, please indicate the date the latest PIA was approved: 10/1/2009 6b. If, please indicate which of the following changes occurred to require this update. System Change (1 or more of the 9 examples listed in OMB applies) (refer to PIA Training Reference Guide for the list of system changes) System is undergoing Security Assessment and Authorization 6c. State any changes that have occurred to the system since the last PIA Virtual servers were added to production, development, and test environments. 7. If this system has an Exhibit 53 or Exhibit 300 please provide the Unique Project Identifier (UPI) number (XXX-XX- XX-XX-XX-XXXX-XX). Otherwise, enter the word 'none' or 'NA' B. DATA CATEGORIZATION Authority: OMB M & PVR #23- PII Management

2 8. Does this system collect, display, store, maintain or disseminate Personally Identifiable Information (PII)? 9. Indicate the category that best describes the source that provides or originates the PII collected, displayed, stored, maintained or disseminated by this system. Most common categories follow: Taxpayers/Public/Tax Systems Employees/Personnel/HR Systems Other Other Source: 10. Indicate all of the types of PII collected, displayed, stored, maintained or disseminated by this system. Then state if the PII collected is on the Public and/or Employees. Most common fields follow: TYPE OF PII Collected? On Public? On IRS Employees or Contractors? Name Social Security Number (SSN) Tax Payer ID Number (TIN) Address Date of Birth Additional Types of PII: PII Name On Public? On Employee? Spouse SSN Dependent SSN Dependent SSN Dep. SSN 10a. What is the business purpose for collecting and using the SSN? The SSN is needed to uniquely identify a user s record. If you answered to Social Security Number (SSN) in question 10, answer 10b, 10c, and 10d. 10b. Cite the authority that allows this system to contain SSN's? (e.g. specific regulations, statutes, etc.) SSNs are permissible from Internal Revenue Code (IRC) 6109, which requires individual taxpayers to include their SSNs on their income tax returns. Additional information can be found at these two links: c. What alternative solution to the use of the SSN has/or will be applied to this system? (e.g. masking, truncation, alternative identifier) The SSN is needed to uniquely identify a user s record. alternative solutions have/or will be applied to the system.

3 10d. Describe the planned mitigation strategy and forecasted implementation date to mitigate or eliminate the use of Social Security Numbers on this system? There is no planned mitigation strategy or forecasted implementation date to mitigate or eliminate the use of SSNs. Describe the PII available in the system referred to in question 10 above. Taxpayer Name, Taxpayer SSN, and Taxpayer TIN 11. Describe in detail the system's audit trail. State what data elements and fields are collected. Include employee log-in information. If the system does not have audit capabilities, explain why an audit trail is not needed. All users log-in to the A-CIS application using Active Directory. Thus, the log-in information is captured in the MITS-17 GSS audit trail. Users query the data tables on the A-CIS SQL server, where each query is captured in the A-CIS logs. The audit trails produced by A-CIS maintain a record of system activity, and are created within the C-2 Audit Trails on the SQL Server, hosted on the MITS-30 GSS. 11a. Does the audit trail contain the audit trail elements as required in current IRM Audit Logging Security Standards? 12. What are the sources of the PII in the system? Please indicate specific sources: a. IRS files and databases: If, the system(s) are listed below: System Name Audit Information Management System Related Reports (ARR) Audit Information Management System Related Reports (ARR) Current PIA? PIA Approval Date SA & A? Authorization Date 04/03/ /22/ /03/ /22/ /03/ /22/2012 b. Other federal agency or agencies: c. State and local agency or agencies: d. Third party sources: e. Taxpayers (such as the 1040): f. Employees (such as the I-9): g. Other: C. PURPOSE OF COLLECTION Authorities: OMB M & Internal Revenue Manual (IRM) , IT Security, Live Data Protection Policy & PVR #16, Acceptable Use 13. What is the business need for the collection of PII in this system? Be specific. A-CIS provides Management Information System (MIS) data and inventory information to IRS employees to analyze examination inventory levels and examination results. The application was developed as a monitoring and reporting tool used to perform detailed analysis of tax cases within examination; detailed analysis of case inventory levels; to monitor the examination process; and to effectively plan for ongoing examination operations.

4 D. PII USAGE Authority: OMB M & PVR #16, Acceptable Use 14. What is the specific use(s) of the PII? To conduct tax administration To provide taxpayer services To collect demographic data For employee purposes Other: If other, what is the use? E. INFORMATION DISSEMINATION Authority: OMB M & PVR #14- Privacy tice and #19- Authorizations 15. Will the information be shared outside the IRS? (for purposes such as computer matching, statistical purposes, etc.) 16. Does this system host a website for purposes of interacting with the public? 17. Does the website use any means to track visitors' activity on the Internet? If yes, please indicate means: Persistent Cookies Web Beacons Session Cookies YES/NO AUTHORITY Other: If other, specify: F. INDIVIDUAL CONSENT Authority: OMB M & PVR #15- Consent and #18- Individual Rights 18. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? 19. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action? t Applicable 20. Did any of the PII provided to this system originate from any IRS issued forms? 20a. If, please provide the corresponding form(s) number and name of the form. ID Form Number Form Name series Individual series Corporate series Partnership series Employment Tax S S-Corporation series Fiduciary

5 series Estate series Gift series Excise F series F Corporation Live Data G. INFORMATION PROTECTIONS Authority: OMB M & PVR #9- Privacy as Part of the Development Life Cycle, #11- Privacy Assurance, #12- Privacy Education and Training, #17- PII Data Quality, #20- Safeguards and #22- Security Measures 21. Identify the owner and operator of the system: IRS Owned and Operated 21a. If Contractor operated, has the business unit provided appropriate notification to execute the annual security review of the contractors, when required? 22. The following people have use of the system with the level of access specified: IRS Employees: Users Managers System Administrators Developers Contractors: Contractor Users Contractor System Administrators Contractor Developers Other: / Access Level Read Only Read Only Read Only Read Write Access Read Only Access If you answered yes to contractors, please answer 22a. (All contractor/contractor employees must hold at minimum, a "Moderate Risk" Background Investigation if they have access to IRS owned SBU/PII data.) 22a. If the contractors or contractor employees act as System Administrators or have Root Access, does that person hold a properly adjudicated High Level background investigation? 23. How is access to the PII determined and by whom? A-CIS relies on the GSS common controls associated with the IRS Enterprise Active Directory domain structure to uniquely identify and verify the identity of each user. An OL5081 is required of IRS users requesting access to A- CIS and must be signed by an immediate manager, the respective Business Unit, the A-CIS Access Approval, A- CIS Application Manager, and then by ENTERPRISE LAN ACCOUNT ADMINISTRATION group, who adds the new user s account into the system. The OL5081 process ensures that the user identifier is issued to the intended party and that user identifiers are archived. For access to A-CIS, users must first successfully authenticate to their respective campus domain GSS infrastructure utilizing their IRS account provided through the Online 5081 process. Once successfully authenticated to the campus domain, A-CIS users are transparently given the proper permissions, through domain group policy, to access the A-CIS application databases to run queries and generate reports.

6 24. How will each data element of SBU/PII be verified for accuracy, timeliness, and completeness? The data is validated on the AIMS system from which it is extracted. If an error exists in the data received from the AIMS or SETTS data, the A-CIS developer sends an to the AIMS and SETTS personnel for research and resolution. Upon resolution, the A-CIS developer then notifies the end user. Discretionary checks of the data are performed by the A-CIS Database Administrator (DBA) and personnel from the Examination Management Information section. 25. Are these records covered under the General Records Schedule (GRS), or have a National Archives and Records Administration (NARA) archivist approved a Record Control Schedule (RCS) for the retention and destruction of official agency records stored in this system? 25a. If, how long are the records required to be held under the corresponding RCS and how are they disposed of? In your response, please include the complete IRM number 1.15.XX and specific item number and title. A-CIS is unscheduled. Application staff are working with the IRS Records and Information Management (RIM) Office to draft and seek National Archives approval of A-CIS data retention instructions. If, how long are you proposing to retain the records? Please note, if you answered no, you must contact the IRS Records and Information Management Program to initiate records retention scheduling before you dispose of any records in this system. A-CIS is unscheduled. Application staff are working with the IRS Records and Information Management (RIM) Office to draft and seek National Archives approval of A-CIS data retention instructions. 26. Describe how the PII data in this system is secured, including appropriate administrative and technical controls utilized. Access controls are in place to restrict access to the PII data to authorized users only. In addition, only authorized database administrators have access to administer the database on the database server. 26a. Next, explain how the data is protected in the system at rest, in flight, or in transition. EFTU is used to transfer data to other applications 27. Has a risk assessment (e.g., SA&A) been conducted on the system to ensure that appropriate security controls have been identified and implemented to protect against known risks to the confidentiality, integrity and availability of the PII? 28. Describe the monitoring/evaluating activities undertaken on a regular basis to ensure that controls continue to work properly in safeguarding the PII. IRS Enterprise Continuous Monitoring procedures are in place for the application. These procedures are completed annually to ensure the application and its data are properly secured. In addition, the Security Assessment and Authorization (SA&A) process is completed every three years or when a significant change is made to the system. 29. Is testing performed, in accordance with Internal Revenue Manual (IRM) IT Security, Live Data Protection Policy? 29a. Has approval been received from the Office of Privacy Compliance to use Live Data in testing (if appropriate)? 29b. If you have received permission from the Office of Privacy Compliance to use Live Data, when was the approval granted? 05/29/2012

7 H. PRIVACY ACT & SYSTEM OF RECORDS Under the statute, any employee who knowingly and willfully maintains a system of records without meeting the Privacy Act notice requirements is guilty of a misdemeanor and may be fined up to $5000. Authority: OMB M & Privacy Act, 5 U.S.C. 552a (e) (4) & PVR #13-Transparency 30. Are 10 or more records containing PII maintained/stored/transmitted through this system? 31. Are records on the system retrieved by any identifier for an individual? (Examples of identifiers include but are not limited to Name, SSN, Photograph, IP Address) 31a. If YES, the System of Records tice(s) (SORN) published in the Federal Register adequately describes the records as required by the Privacy Act? Enter the SORN number and the complete name of the SORN. SORN Number SORN Name Treasury/IRS Treasury/IRS Treasury/IRS Treasury/IRS Treasury/IRS Audit Information Management System (AIMS)--Treasu Exam Administrative Files IRS Audit Trail and Security Records System Customer Account Data Engine Individual Master Fil Compliance Programs and Project Files

8 I. ANALYSIS Authority: OMB M & PVR #21- Privacy Risk Management 32. What choices were made or actions taken regarding this IT system or collection of information as a result of preparing the PIA? Resulted in the removal of PII from the system (e.g., SSN use reduced/eliminated) Provided viable alternatives to the use of PII within the system New privacy measures have been considered/implemented Other: 32a. If to any of the above, please describe: A-CIS gives the users the ability to export data without the PII fields. This was implemented in May 2012.