10.2.4  Overview of ID Media

10.2.4.1  (09-25-2008)
Scope

  1. IRS identification (ID) media includes any pass, shield, credential, ID card, or similar items which contain the Internal Revenue name, seal or symbol, is used to identify the bearer as a representative of the IRS, and is normally carried or worn by the bearer. ID media may also contain one or more of the following:

    • The bearer's photograph

    • A serial number

    • An authorizing or validating signature

    • Information to indicate the purpose of the media or to indicate the bearer has been officially authorized to perform certain acts or duties.

  2. IRS ID media are issued solely for use by authorized IRS employees and contractors in the performance of official duties and, in the case of the ID card, may be used for personal identification. ID media may not be used for retirement mementos, honorary presentations, or similar purposes, except as prescribed in IRM 10.2.6 and 10.2.7.

10.2.4.2  (09-25-2008)
Authorized Identification Media

  1. The authorized forms of identification media approved for use by IRS employees and contractors in the performance of official duties are as follows:

    • ID Card — designed for verification of identity and entry control into all IRS offices and issued to all IRS employees and authorized contractors.

    • Non-Enforcement Pocket Commission — designed to show proof of authority and only issued to authorized IRS employees.

    • Enforcement Pocket Commission — designed to show proof of authority and issued only to Criminal Investigation personnel in the 1811 series.

    • Enforcement Shield — designed to provide an outward, visible sign of authority, and issued only to Criminal Investigation personnel in the 1811 series

  2. IRS employees and contractors may be issued only one of each type of the authorized ID media unless otherwise authorized by the Director, Physical Security and Emergency Preparedness. No IRS employee or contractor may possess more than one IRS ID card, HSPD-12 Smart ID credential, pocket commission, or enforcement shield.

10.2.4.3  (09-25-2008)
Responsibilities

  1. The Chief, Agency Wide Shared Services (AWSS), is authorized to prescribe identification media for use within the Internal Revenue Service.

  2. The Director, Physical Security and Emergency Preparedness, is responsible for oversight of the planning, developing, implementing, evaluating, and controlling of the Service-wide ID Media Program.

  3. The Associate Director, Security and Emergency Programs, is responsible for planning, developing, implementing, evaluating, and controlling the Service-wide ID Media program.

  4. The Area Directors of Physical Security and Emergency Preparedness and the Territory Managers are responsible for implementing, evaluating, and otherwise managing the ID Media Program for their respective offices. The Physical Security Staffs will implement and control the ID Media Program in offices for which they are responsible.

  5. Each IRS manager and COTR is responsible for:

    • Ensuring that personnel under their supervision possess only authorized ID media and that such media is used and displayed properly.

    • Reporting unauthorized use of ID media to the office of Treasury Inspector General for Tax Administration (TIGTA) and the local physical security office.

    • Recovering ID media from their employees and contractors who separate from the Service.

  6. Employees and contractors must wear their ID card properly at all times during work hours and must be able to produce their ID media upon the request of either their manager, COTR, or their local physical security office to allow for agency accountability of such ID media.

10.2.4.4  (09-25-2008)
Restrictions

  1. IRS employees and contractors may not display any form of identification media associating them with the Service which has not been officially authorized by the Security and Emergency Programs Division.

  2. Requests for the development of new, or modification of existing, ID media, and/or the method of use, assembly, or display, must be submitted through the Operating Business Commissioner, Chief Officer, or Chief Counsel of the requesting organization to the Security and Emergency Programs Division for coordination and approval.

  3. The Associate Director, Security and Emergency Programs, is the approving authority for the printing or reproduction of any type of IRS ID media. Requests to print or reproduce ID media must be submitted in writing to the above official for approval.

10.2.4.5  (09-25-2008)
Penalties

  1. Title 18, Part I, Chapter 25, Subsection 499 of the U.S. Code, states ″Whoever falsely makes, forges, counterfeits, alters, or tampers with any naval, military, or official pass or permit, issued by or under the authority of the United States, or with intent to defraud uses or possesses any such pass or permit, or personates or falsely represents himself to be or not to be a person to whom such pass or permit has been duly issued or willfully allows any other person to have or use any such pass or permit issued for his use alone shall be fined under this title or imprisoned not more than five years, or both.″

  2. (2) Title 18, Part I, Chapter 33, Subsection 701 of the U.S. Code, states ″Whoever manufactures, sells, or possesses any badge, identification card, or other insignia of the design prescribed by the head of any department or agency of the United States for use by any officer or employee thereof, or any colorable imitation thereof, or photographs, prints, or in any other manner makes or executes any engraving, photograph, print, or impression in the likeness of any such badge, identification card, or other insignia, or any colorable imitation thereof, except as authorized under the regulations made pursuant to law shall be fined under this title or imprisoned not more than six months, or both.″

10.2.4.6  (09-25-2008)
Protection of Identification Media

  1. IRS employees and contractors must take precautions to prevent loss, theft, or destruction of pocket commissions, ID cards, and enforcement shields. In the hands of an unauthorized person, these items have the potential of bringing serious discredit and adverse publicity to the Service. ID media should either be in the possession of the authorized IRS employee or contractor or, when not in use, should be stored in a locked container or left with the supervisor or COTR for proper safeguarding according to the level of protection required for the specific type of ID media. ID media should never be left unattended in briefcases, unlocked desk drawers, automobiles, etc. Recovered ID media must immediately be sent to the issuing physical security office for destruction or safeguarding.

  2. IRS managers must counsel employees concerning safeguards when there is a repeated loss of ID cards, pocket commissions, enforcement shields, or other ID media and document the counseling in writing.

10.2.4.6.1  (09-25-2008)
Mailing of ID Media

  1. When mailing any blank stock or assembled ID card, pocket commissions, and/or enforcement shields, a controlled means must be used. The mailing must be:

    • Accompanied by a Form 3210, Document Transmittal. Identifying information, including the name, serial number, and type of ID media must be recorded on the Form 3210. The form number, serial number series, and quantity of blank stock must be recorded on the Form 3210. A control copy of the transmittal must be retained for use in ensuring the timely receipt of the transmitted items. A copy of the signed Form 3210, signifying receipt of the documents, must be retained in the local files.

    • Double-sealed. The ID media must be contained in a sealed envelope with the name of the receiving employee or contractor recorded on the face of the envelope. The sealed envelope containing the ID media must then be enclosed in an envelope or package prepared for mailing.

    • Mailed by a traceable means

10.2.4.7  (09-25-2008)
Lost, Stolen, or Non-recoverable Identification Media

  1. If an IRS employee's or contractor’s ID card or pocket commission is lost, stolen, or destroyed, the individual will report this immediately, in writing, through supervisory/COTR channels to the local physical security office, explaining the circumstances and recovery attempts. If an IRS employee's enforcement shield is lost, stolen, or destroyed, the employee will report this immediately, in writing, through supervisory channels to the issuing official.

  2. Reports of all lost or stolen ID cards, pocket commissions, or enforcement shields must be annotated by the IRS employee's/contractor’s supervisor/COTR with a statement concerning what disciplinary action, if any, was taken. A copy of reports on lost/stolen pocket commissions, enforcement shields, and/or stolen ID cards will be forwarded to the local TIGTA office as soon as possible. The local physical security office, as appropriate, will ensure that original reports on lost or stolen commissions and enforcement shields are maintained in a separate file for a minimum of three years.

  3. In order to assure the integrity of ID media and to minimize the potential for unauthorized individuals to attempt to access IRS or other Federal facilities, all ID media must be recovered from IRS employees and contractors when they separate. Recovery of ID media is the responsibility of the IRS employee’s manager and the contractor’s COTR. If the ID media of a separating individual is not recovered, the IRS manager or COTR must provide a written report explaining the circumstances of the non-recovery. The report should be sent to the issuing physical security office and, if appropriate (i.e. forced termination), to the local TIGTA office. The reports should be maintained for a minimum of three years.

  4. The recovery of any type of ID media that was previously reported lost, stolen, or not recovered, must be reported to the issuing physical security office and TIGTA (if the items were reported to TIGTA as lost or stolen), so that local accountability records may be adjusted to reflect the recovery. The recovered media must be returned to the local physical security office for destruction and subsequent notification to the issuing physical security office (except shields which may be placed back in stock and reissued).

  5. In the case of a lost, stolen, or non-recoverable ID card with a restricted area designator, the IRS employee's manager/contractor’s COTR will notify the manager of the restricted area. If a non-restricted ID card is lost or stolen from an individual on an Authorized Access List to a restricted area, the restricted area manager will be notified in writing by the individual’s manager/COTR.

10.2.4.8  (09-25-2008)
Supplies

  1. Each PSEP Area Director will submit an estimate of pocket commission inserts needed by each of their respective territories for the upcoming fiscal year by May 31st of each year. Refer to Exhibit 10.2.4-1 for the proper format. Pocket commission inserts will be ordered once each year by the Security and Emergency Programs Division, and will be distributed directly to the PSEP territory offices.

  2. Each PSEP area director will submit an estimate for the Forms 6054, 6055, 6056, 5519, 5520, 6028, 13022, 13023 and 13024 needed by each of their respective territories for the upcoming fiscal year by May 31st of each year. Refer to Exhibit 10.2.4-2 for the proper format. This stock will be requested for publication by the Security and Emergency Programs Division, and will be sent directly to the National Distribution Center. Each office will order these supplies directly from the National Distribution Center. Only designated employees will be able to order these forms from the National Distribution Center. To add/delete a designated employee, a written request must be made to the National Distribution Center from the individual’s PSEP territory manager. Campuses, computing centers, and headquarters will be limited to a quantity of 3,000 per order and posts of duty to 2,000 per order unless otherwise approved by the Security and Emergency Programs Office for additional stock.

  3. Other supplies, such as film, chains, clips, plastic badge covers, lanyards, etc. will be obtained locally.

10.2.4.9  (09-25-2008)
Records and Accountability

  1. All ID cards, pocket commissions, and enforcement shields (issued, numbered stock, and recovered items) must be accounted for in both a numerical and alphabetical method.

  2. Annually, the accuracy of the ID cards and pocket commission alphabetical files will be reconciled against the numerical files (Form 5903, Numerical Card/Badge Record and Form 6663, Numerical Pocket Commission Record) by each of the PSEP physical security offices within each PSEP territory. This includes a reconciliation of contractor ID cards. The reconciliation is accomplished to assure that duplicate numbers have not been issued, employees/contractors do not possess more than one ID card, all numbered items are accounted for, and disposition information is being maintained.

  3. An annual audit will be conducted of ID card and pocket commission records to assure that these items are still in the possession of the assigned employee, are still authorized, and that all information contained in the records is accurate. Audits will be conducted by each of the PSEP physical security offices within each PSEP territory. Audit results must be documented and provided to the Security and Emergency Preparedness Office.

  4. ID media records must be maintained for at least three years after recovery or destruction of the ID card or pocket commission.

  5. Form 1930, Custody Receipt for Government Property (or any local form that contains the same information) will be used when issuing pocket commissions and enforcement shields. In the issuance of the ID card, the completed request for ID media form can be utilized since the employee signature on the form is acknowledgment of receipt.

Exhibit 10.2.4-1  (09-25-2008)
Annual Pocket Commission Supply Requirements for Fiscal Year

EXHIBIT 10.2.4-1                  
ANNUAL POCKET COMMISSION SUPPLY REQUIREMENTS FOR FISCAL YEAR ____
  FORM 4688A FORM 4689A FORM 4689B FORM 4689C FORM 4689O FORM 4689R FORM 4689T FORM 4689W document 7667
AREA 1  
Andover                  
Atlanta                  
Brookhaven                  
Covington                  
Memphis                  
Philadelphia                  
AREA 2                  
Austin                  
Detroit                  
Fresno                  
Kansas                  
Oakland                  
Ogden                  
AREA 3                  
Martinsburg                  
Metro DC                  
NCFB                  

Exhibit 10.2.4-2  (09-25-2008)
Annual Badge Supply Requirements for Fiscal Year

EXHIBIT 10.2.4-2                  
ANNUAL BADGE SUPPLY REQUIREMENTS FOR FISCAL YEAR ____
  FORM 5519 FORM 5520 FORM 6028 FORM 6054 FORM 6055 FORM 6056 FORM 13022 FORM 13023 FORM 13024
AREA 1  
Andover                  
Atlanta                  
Brookhaven                  
Covington                  
Memphis                  
Philadelphia                  
AREA 2  
Austin                  
Detroit                  
Fresno                  
Kansas                  
Oakland                  
Ogden                  
AREA 3  
Martinsburg                  
Metro DC                  
NCFB                  
                   

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