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West Virginia Income Maintenance Manual Chapter 6

West Virginia Income Maintenance Manual Page 20 Chapter 6 Data Exchanges

stationed work site, or other alternative work site. Only those Workers/Supervisors who have been assigned to the case are permitted access. User information is tracked in the eligibility system. The following procedures apply to all sources of FTI, not just information provided through IEVS, and include all documentation provided by the client or on his behalf that includes FTI. 6.4.5.A Paper, Electronic, and Facsimile Documents FTI is never to be faxed or sent electronically. The Data Incident Report for Improper Inspection and/or Disclosure of FTI (DFA-FTI-1) coversheet must be attached to all case files that contain FTI to ensure that only authorized personnel view FTI. Paper documents, such as screen prints from the eligibility system or any documents—such as, but not limited to, requests that are sent to financial institutions and, when returned, contain IRS information as described in Section 6.4.3 above—must be destroyed by shredding. If the office does not have access to a shredder, the documents are sent to the Division of Family Assistance (DFA) for shredding. Prior to disposal, all printed documents must be maintained in a locked file cabinet to which only a Supervisor has access. All file cabinets that contain FTI and FTI Data Incident Reports must be labeled. Labels are available upon request from the DFA. All hard copies of FTI must be removed from the case record before archiving. Any violation related to improper inspection and/or disclosure of FTI must be reported immediately, but no later than 24 hours after discovery, to the staff’s Supervisor, who will follow the guidelines in Appendix A for contact and/or reporting information. 6.4.5.B IRS Safeguard Log The local office must designate an IRS Safeguard Manager to maintain the IRS Safeguard Log. Paper documents of eligibility system screen prints, electronic mail, or facsimiles must be attached to an IRS Safeguard Log, DFA-IE-02. These log sheets provide a format in which to record: • The date received,