[Federal Register Volume 62, Number 141 (Wednesday, July 23, 1997)]
[Notices]
[Pages 39605-39606]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-19403]


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DEPARTMENT OF THE TREASURY

Internal Revenue Service


Privacy Act of 1974, as Amended; Systems of Records

AGENCY: Internal Revenue Service, Treasury.

ACTION: Notice of alterations to three existing Privacy Act systems of 
records.

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SUMMARY: The Treasury Department, Internal Revenue Service, gives 
notice of the proposed alteration to Treasury/IRS 00.001--
Correspondence Files and Correspondence Control Files; Treasury/IRS 
00.002--Correspondence Files/Inquiries About Enforcement Activities; 
and Treasury/IRS 22.034--Individual Returns Files, Adjustments and 
Miscellaneous Documents Files, which are subject to the Privacy Act of 
1974, 5 U.S.C. 552a, as amended.

EFFECTIVE DATE: July 23, 1997.

FOR FURTHER INFORMATION CONTACT: Tom Tiffany, Office of the Taxpayer 
Advocate, National Office, Internal Revenue Service, at (202) 622-6100.

SUPPLEMENTARY INFORMATION: The Internal Revenue Service is making 
certain changes to Treasury/IRS 00.001--Correspondence Files and 
Correspondence Control Files; Treasury/IRS 00.002--Correspondence 
Files/Inquiries About Enforcement Activities. The alterations to each 
notice are to reflect the aggregating of data from local IRS Problem 
Resolution Offices to analyze IRS customer service for the purpose of 
improving IRS service to the public. The alterations also include minor 
changes to the systems such as adding/deleting locations, adding 
``Purpose(s)'' statements to the system notices, changing the 
description of the storage, retrievability, and safeguard procedures 
found in the notices.
    These changes will allow the IRS to better evaluate the 
effectiveness of its internal systems as well as the impact

[[Page 39606]]

of the tax law as it relates to problem resolution. The reports to be 
generated will be more detailed and will provide a holistic view of 
areas of tax administration that need improvement.
    Treasury/IRS 00.001 and Treasury/IRS 00.002 cover individuals who 
have made a complaint or inquiry concerning a tax matter and who may 
have a tax liability. These systems are being altered to reflect a 
greater reliance on electronic storage, assignment, case tracking and 
management information, as well as the centralization of records. They 
are also being changed to add the addresses of nationwide area 
distribution centers that receive requests for IRS forms and 
publications and to add the address of the new Tennessee Computing 
Center. In addition, a ``Purpose(s)'' data element is being added to 
Treasury/IRS systems 00.001, and 00.002.
    Alterations are also being made to Treasury/IRS 22.034--Individual 
Returns Files, Adjustments and Miscellaneous Documents Files. This 
system maintains records on taxpayers who have had changes made to 
their accounts, have had information posted to the Individual Master 
File or other tax accounting files because of filing a return, 
applications, or other documents, or as a result of actions initiated 
by the Service. The alteration being made to this system is to add new 
district office locations. A ``Purpose(s)'' data element is also being 
added to the system of records notice.
    The alterations to the three existing systems of records are 
published below. The systems notices for Treasury/IRS 00.001, Treasury/
IRS 00.002, and Treasury/IRS 22.034 were published in their entirety 
most recently in the Federal Register Vol. 60, pages 56777, 56778 and 
56782, respectively, November 9, 1995.

    Dated: July 10, 1997.

Alex Rodriguez,
Deputy Assistant Secretary (Administration).

Treasury/IRS 00.001

System Name:
    Correspondence Files and Correspondence Control Files

System Location:
     Description of the change: Remove the current text and insert the 
following: ``Various offices of the Internal Revenue Service maintain 
files of correspondence received, including the Eastern Distribution 
Center, 4300 Carolina Avenue, Richmond, VA 23222; the Central Area 
Distribution Center, 2402 East Empire, Bloomington, IL 61799; the 
Western Area Distribution Center, 3041 Sunrise Boulevard, Rancho 
Cordova, CA 95742; and the Tennessee Computing Center, PO Box 30309, 
Airport Mail Facility, Stop 76, Memphis, TN 38130. (See IRS Appendix A 
for addresses of other offices).''
* * * * *

Purpose(s):
    Often taxpayers choose to communicate with the IRS through 
correspondence. The ability to access the information when the need 
arises is paramount to our success as an agency. This system will allow 
the IRS to quickly access correspondence received from the taxpayers 
and their representatives and provide a chronological record of what 
has transpired concerning tax matters.
* * * * *

Storage:
    Description of the change: Remove the ``/or'' after ``microfiche 
and.''

Retrievability:
    Description of the change: Remove the sentence ``No centralized 
index exists.''

Safeguards:
    Description of the change: After ``IRM 2(1O)OO'' add the following: 
``, and the Manager's Security Handbook, IRM 1 (16)12.''

Retention and Disposal:
    Description of the change: Delete ``IRM 1(15)59.1'' and add ``IRM 
1(15)59.12.''
* * * * *
Treasury/IRS 00.002

System Name:
    Correspondence Files/Inquiries About Enforcement Activities.

System Location:
    Description of changes: After ``(See IRS appendix A for 
addresses).'' add: ``Other offices of the Internal Revenue Service 
maintain files of correspondence received, including the Eastern 
Distribution Center, 4300 Carolina Avenue, Richmond, VA 23222; the 
Central Area Distribution Center, 2402 East Empire, Bloomington, IL 
61799; the Western Area Distribution Center, 3041 Sunrise Boulevard, 
Rancho Cordova, CA 95742; and the Tennessee Computing Center, PO Box 
30309, Airport Mail Facility, Stop 76, Memphis, TN 38130.''
* * * * *

Purpose(s):
    Often taxpayers choose to communicate with the IRS through 
correspondence. The ability to access the information when the need 
arises is paramount to our success as an agency. This system will allow 
the IRS to quickly access correspondence received from the taxpayers 
and their representatives and provide a chronological record of what 
has transpired concerning tax matters.
* * * * *

Storage:
    Description of the change: Remove the ``/or'' after ``paper 
records.''

Retrievability:
    Description of the change: Remove the sentence ``No centralized 
index exists.''

Safeguards:
    Description of the change: After ``IRM 2(1O)OO'' add the following: 
``, and the Manager's Security Handbook, IRM 1 (16)12.''

Retention and Disposal:
    Description of the change: Delete ``IRM 1(15)59.1'' and add ``IRM 
1(15)59.12.''
* * * * *
Treasury/IRS 22.034

System Name:
    Individual Returns Files, Adjustments and Miscellaneous Documents 
Files.

System Location:
    Description of the change: Remove the current text and insert the 
following: ``Internal Revenue Service Centers, District Offices and 
Federal Record Centers. (See IRS appendix A for addresses.)''
* * * * *

Purpose(s):
    The purpose of this system is to provide background and supporting 
documentation for inputs affecting taxpayer account information. 
Additionally, overpayments retained and transferred against outstanding 
liabilities from the state in which it occurred will be recorded. This 
will aid taxpayers in reconciling their account balances with state 
agencies.
* * * * *

[FR Doc. 97-19403 Filed 7-22-97; 8:45 am]
BILLING CODE: 4830-01-F