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FOOD AND NUTRITION SERVICES MANUAL

GENERAL PROCEDURES & REQUIREMENTS FNS 160 AUTOMATED INQUIRY AND MATCH PROCEDURES

6 Section 160 Change 03-2021 June 1, 2021 Review of these procedures must be conducted annually, and employees are required to sign a Documentation of Annual Security Training (See Figure 160-3.). This is the responsibility of the county director. Semi-annually, the IEVS Coordinator mails an internal inspection letter to counties to ensure that security training is conducted. This report must be completed by the county and returned to the IEVS Coordinator. The form is used to track security training. (See Figure 160-3 for a copy of the Internal Inspection Letter.) The director appoints the Security Control Officer and a back-up Security Control Officer. The director also appoints the FRR/BEER control person and a back-up FRR/BEER control person. 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 the IEVS Coordinator with questions or information needed regarding the security requirements. B. Responsibilities of the FRR/BEER Control Person The FRR and BEER Reports are mailed to counties marked “Confidential.” These reports must not be opened in the mailroom but must be delivered to the designated FRR/BEER control person. Immediately upon receipt, the control person must distribute the worker’s copies to the appropriate income maintenance staff for follow-up. To ensure that only individuals who are allowed access to this information handle these reports, the control person must keep a log indicating to whom the reports are given, the date signed out, and the date the information is returned. This log must be maintained for five years before it is destroyed. The control person must also ensure: 1. The reports remain under lock and key when they are not being used by a caseworker; 2. The reports are acted on within the time frames allowed for the specific program; and 3. All caseworker copies of the report are returned and filed with the control copy. 4. FRR/BEER Reports are not destroyed until all copies are returned. C. Responsibilities of the Security Control Officer The Security Control Officer is responsible for conducting internal inspections and semi- annual reviews of county DSS staff to determine if the safeguards are being met. The request for this review is mailed in April and October.