EIS Admin. Letters
II. RESPONSIBILITIES OF THE COUNTY DIRECTOR
A. The director appoints the FRR/BEER control person and a back up FRR/BEER control person.
B. The director also designates who is responsible for providing training and annual review of the policies on security procedures. The following requirements must be met.
1. All agency employees having access to Federal tax information must be thoroughly briefed on security procedures and instructions requiring their awareness and compliance. This includes cleaning staff, security staff, mail handlers, and any other individuals who have access to this data because of their job responsibilities.
2. Give copies of Internal Revenue Code Sections 7213(a), 7213A, and 7431 to each new employee when the training is completed. (See Attachment II for copies of these sections.) Conduct annual reviews of these procedures for all other employees. Upon the request of the IRS, we have revised the form that is used to track security training. (See Attachment III.) Make a copy of new Attachment III and ensure that each person attending your annual security training signs the form. Discard all previous versions of the training log.
C. The director ensures security requirements are met for the agency. The IRS requires two barriers to accessing federal tax information (FTI) – secured perimeter/locked container, locked perimeter/secured interior, or locked perimeter/security container. The FRR/BEER reports contain FTI; therefore, the agency must meet these IRS security requirements. Details of the security requirements are contained in IRS Publication 1075. This publication can be accessed through the Internet. Go to: http://www.irs.gov/pub/irs-pdf/p1075.pdf.
Section 4.0 contains the security information. If your agency does not have access to the Internet, you may contact Ken Maddox, the IEVS coordinator, at (919) 857-4019 with questions or information needed regarding the security requirements.