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Effective Date:
7/2016Documents
-
Document
Instructions
Updated: 11/2016
Purpose
Form H1861 must be used to document the destruction by staff of Federal Tax Information (FTI).
Procedures
When to Prepare
When staff destroy paper documents that contain Internal Revenue Service (IRS) data, document the destruction in the log. Complete all information on the form.
If a non-Texas Health and Human Services Commission (HHSC) employee destroys FTI, an HHSC employee must witness the destruction.
Form Retention
Retain Form H1861 for five years from the date of the last document indicated on the form.
Detailed Instructions
Enter the Region, Division and Unit Number in the appropriate space at the top of the document.
Each time a document is printed and/or destroyed, note the following in the appropriate space:
- Date
- Document Type
- Case Name
- Case Number
- Print Date
- Reason for Request
- Destruction Method
- Destruction Date
- Staff
Destroy documents containing FTI, in accordance with IRS guidelines, as specified in IRS publication 1075, Tax Information Security Guidelines for Federal, State, and Local Agencies. Those guidelines specify the precautions that must be taken. If a document is to be shredded, it should be inserted so that lines of print are perpendicular to the cutting line. The paper should be shredded in strips no greater than 5/16".