Page 153
MS 0680 (1) Volume 1 - General Administration MS 0680 - R. 12/15/25 - OMTL-686 IRS Safeguarding Issues The Internal Revenue Service (IRS) requires that measures be taken to protect or safeguard confidential information. The IRS audits the Cabinet for Health and Family Services (CHFS) annually for compliance with these safeguarding requirements. The following procedures have been developed as a result of these requirements. A. General Safeguarding Procedures: Staff should take all precautions necessary to protect information that must be safeguarded, such as the following: 1. All Federal Tax Information (FTI) – including Computer Match, Income and Eligibility Verification System (IEVS), Beneficiary Data Exchange (BENDEX), earned income, and any other information that comes from the IRS. Worker Portal screens containing FTI are identified by the banner stating, “This screen contains IRS data – do not print.” FTI must NEVER: a. Be copied, e-mailed, printed, or faxed; or b. Be scanned into the Electronic Case File (ECF). 2. Two-barrier security is required for FTI. This means access to the material is locked by two locks. Place form DTA-FTI-1 (included as an attachment to the annually issued FSM, “IRS Safeguarding Procedures”), to the front of all file drawers or locked boxes (with two barrier security) where any potential FTI is held, identifying that those files contain FTI. Also, attach Form DTA-FTI-1 to the front of any file folders within the file so that it is visible to anyone who looks at those records. 3. Any material containing an individual's Social Security Number (SSN) must be safeguarded. Limit access to the case and other recipient-related information. 4. Minimize public access to confidential information: a. Secure work areas against unauthorized and unsupervised access; b. Ensure that during an interview, only the case record pertinent to that individual is visible on the desktop or surrounding areas; c. Ensure that computer terminals only display information related to that individual during interviews; and d. Sign off or lock computer terminals when not in use or when leaving the work area.