Per the IRS Publication 1075, CSS must have a tracking system in place to identify and track the location of printed FTI from the time that it is printed until it is destroyed.
It is CSS policy to not print any documents containing FTI. However, accidents do happen. If a document is accidentally printed, follow the instructions below.
Steps to destroy accidentally printed documents containing FTI.
The individual that accidentally printed the document:
- Access the Disposal of Accidental Printed Documents that contain FTI log on the Safeguarding IRS/PII Information Teams channel
- Update the log with the information for the document(s) printed
- Date of Print
- The date that the document was actually printed
- Taxpayer Identifier
- Information that can be used to identify the taxpayer of the document(s) that were accidentally printed (recommended information would be FGN and name)
- Tax Year(s)
- What year(s) of FTI does the document include
- Type of Information
- What was printed (be specific don’t just say OSIS screens)
- Office Where Document Printed
- Where was the document printed (be specific if it was printed at a hub and not the individuals assigned office put the hub name)
- Who has Access to the document(s)?
- List everyone that had access to the document
- Date Sent to STO for Destruction
- The actual date that the document(s) were sent (may be different than the printed date)
- Place the documents into double envelopes
- On the inside envelope write DO NOT OPEN – send to Jamie Frank on 4th floor south
- On the outside envelope address it to:
Center for Finance and Budget
- Send it to STO via interoffice mail
STO will then complete the remainder of the log and destroy the document(s).
This is a statewide log. Every office will use the same log on the Teams channel. Do not delete or change any information from the log.
If you have any questions, about how and when to use the log please post your questions in the Teams channel.