Per IRS Publication 1075 2.B.3.1 Visitor Access Logs – a Visitor Access Log must be maintained. The log must be filled out for each visitor (persons not assigned to the area) prior to accessing areas that contain FTI.
These logs must be closed out at the end of each month even if the office has had no visitors and the logs must be retained for five years.
There are folders located in the Safeguarding IRS/PII Information Teams channel to store the closed out visitor forms. These folders are to be used to store each office’s Visitor Access Log. The folder is blue and labeled as Visitor Access Log Storage and is pinned to the top of the files tab.
Inside of the main folder there are yearly folders and inside each yearly folder there are monthly folders.
Once the Visitor Access Log for the month is closed out scan a copy of it and drop it in the folder. The document should be named something that will show what office it belongs to and the timeframe for the log. For example, December 2023 State Office Visitor Log. This must be done even if there have been no visitors for the month.
If an office space is shared office space with another CSS office one Visitor Access Log for all the offices sharing space may be used. All offices should be included in the name of the document. For example, December 2023 OKA, OKB and OKC Visitor Access Log. Please check with office management to see if a shared visitor access log should be used.
A blank copy of the visitor access log and instructions on how to complete it are located in the Safeguarding FTI/PII Information Teams channel.
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