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Effective Date: 
1/2011

Documents

Instructions

Updated: 1/2011

Purpose

Use Form H1863 to document that staff removed Federal Tax Information (FTI) from the files.

PROCEDURES

When to Prepare

When staff clearing IRS information must remove paper documents containing FTI from the files, document the removal on the log. Complete all information on the form. Complete the return date when the information is returned to the files. Even while FTI is temporarily removed from a two-barrier environment, staff must ensure that it is not left unattended in plain sight.

Form Retention

Retain Form H1863 for five years from the last removal of FTI indicated on the form.

Detailed Instructions

Place the Region, Division and Unit Number in the appropriate space at the top of the document.

Each time a document is removed, note the following in the appropriate space:

  • Date
  • Type of document
  • Case Name
  • Case Number
  • Staff the Document is Assigned to
  • Return Date