10.2.5  Identification Card

10.2.5.1  (09-30-2008)
Scope

  1. ID cards will be issued to all Service employees and contractors that have been approved for staff-like access and will be worn at all times while in Service facilities.

  2. In order to maintain the integrity, respect, and acceptance of the ID card, much effort will have to be expended to make certain that unauthorized personnel never have access to the card stock and equipment, that an employee/contractor never has more than one ID card in their possession, and that cards are recovered from all persons that separate from the Service or transfer to an office outside the area designated by the Geographic Code.

10.2.5.2  (09-30-2008)
Responsibilities

  1. All IRS managers, contract managers, and COTR’s have responsibility for:

    1. Ensuring that authorized employees under their supervision are issued ID cards and wear their ID cards properly at all times.

    2. Collecting ID cards of intermittent employees, employees/contractors who separate, employees placed in non-work status (i.e. seasonal, intermittent, leave without pay, suspension, etc.), and employees/contractors on their last workday; and, for immediatelysending the recovered ID cards to the appropriate physical security office for disposition.

    3. Determining that only authorized personnel are in the work area for which they are responsible, and immediately challenging the presence of suspected unauthorized persons in their area.

    4. Requesting replacement ID cards for their employees when worn, reported lost/stolen, or when the photo no longer accurately depicts the employee.

    5. Informing all employees under their control of the importance of good security practices.

    6. Using the automated Separating Employee Clearance (SEC) process to certify recovery and return of ID media from separating employees to the issuing physical security office (IRS managers only).

    7. Advising the servicing physical security office when an individual transfers to another IRS location outside the originating physical security office’s jurisdiction to ensure appropriate recovery and re-badging procedures are instituted

  2. All employees and other persons issued an ID card are responsible for:

    1. Safeguarding their ID card.

    2. Wearing their ID card properly at all times during work hours.

    3. Promptly reporting loss of their ID card to their supervisor.

    4. Immediately reporting to their supervisor the presence of unauthorized personnel in the work area.

    5. Returning their ID card to their manager/COTR when placed in a non-work status or upon separation from the Service.

    6. Arranging for the return of their ID card when transferring to another IRS facility outside the originating physical security office’s jurisdiction.

  3. If an employee without a photo ID card is detailed or traveling to another facility, they can make arrangements through their local physical security office to have an ID card issued at the off-site facility.

  4. The Chief, Agency-Wide Shared Services, is authorized to prescribe identification media for use within the IRS.

  5. The Director, Physical Security and Emergency Preparedness, is responsible for oversight of the planning, developing, implementing, evaluating, and controlling the identification card program.

  6. The Associate Director, Security and Emergency Programs, is responsible for planning, developing, implementing, evaluating, and controlling the identification card program.

10.2.5.3  (09-30-2008)
Wearing of ID Cards

  1. All persons will wear ID cards when in Service facilities. ID cards will be worn with an approved clip, fastened to either an item of clothing or to a chain worn around the neck, or in a transparent, non-colored plastic card holder approved by the local physical security office.

  2. All cards must be worn above the waist (on the torso) in such a manner that the photo is clearly visible from the front at all times and so the ID card is readable. No mementos or other items may be attached to the ID card that would obscure the information on the card.

  3. Exceptions to these instructions for reasons of health, safety, or religion must be approved by the employee's supervisor and the physical security office.

10.2.5.4  (09-30-2008)
Description and Use of ID Card

  1. The IRS ID card is designed and authorized for use as follows:

    • visual identification for entry control into all IRS offices;

    • entry control to restricted areas in campuses, computing centers, and posts of duty;

    • visual identification of authorized individuals in the work area;

    • electronic access control; and, where applicable

    • personal identification (such as check cashing).

  2. The ID card is the same size and has the same appearance of a standard plastic credit card. It is facility identified by use of a two-digit location code that represents the employee’s physical location, as assigned by the issuing physical security office (see Exhibit 10.2.5-1). The two-digit code is followed by a hyphen and a five-digit serial number (assigned and tracked by each issuing office). The ID card is color coded to indicate whether the person wearing it is a Federal employee (white card) or a non-Federal individual (red card).

  3. The back of the ID card (Form 6054, or 13022) for IRS employees is printed in blue and has the words DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE, a warning against misuse, a return address, and a large IRS seal in blue in the background with the legend INTERNAL REVENUE SERVICE around the outside of the seal. ID cards issued to other than IRS personnel (Form 6055, 6056, 13023 or 13024) will have the warning and a return address on the back but will nothave the seal or the words Department of the Treasury, Internal Revenue Service.

  4. The front of the ID card has a color photo of the individual to whom it is issued, the typed legal name (or pseudonym name), signature of individual (must match the typed name), typed two-digit location code followed by the serial number, and the typed date of issuance (e.g. 05-05-04). The data area on the face of the IRS employee ID card (Form 5520, 6028, or the Form 13022) will have a large IRS seal in blue in the background with the words INTERNAL REVENUE SERVICE around the outside of the seal. A blue backdrop is used for general access cards and a yellow backdrop is used for restricted area access cards. A validation plate displays in the lower right corner of the photo and onto the name line. The upper 60 percent of the ID card is the photo area and the lower 40 percent is the data area

  5. All IRS employees to be issued an ID card will be issued a white photo ID card clearly marked on front and back to identify the individual as an IRS employee (front -- Form 5520 or 6028 and back -- Form 6054 or the Form 13022) and a blue backdrop for general access. Other Federal employees who are assigned to IRS (such as a GPO print analyst) will be issued white photo ID cards (front -- Form 5519 and back -- Form 6055 or the Form 13023) with a blue or a white backdrop for general access. These ID cards do not identify the individual as an IRS employee. Non-Federal personnel (such as a contractor) who are authorized to access IRS facilities will be issued, as authorized, a red photo ID card (front -- Form 5519 and back -- Form 6056 or the Form 13024) with a blue or a white backdrop for general access.

  6. Trainees assigned to IRS under one of the various work training programs financed by the Department of Labor, Department of Health and Human Services, etc. may be issued a white card that does not identify the individuals as an IRS employee.

  7. Personnel hired directly by IRS under programs such as Stay-in-School, Federal Summer Intern Program; temporary appointments of 90 days or less, 700 hour appointments, intermittent employees, seasonal appointments, re-employed annuitants; or students appointed under the Co-operative Work Study Program or similar programs are considered IRS employees and, at local option, may be issued the employee ID card.

  8. Should difficulty be encountered or anticipated in recovering cards from any of the types of employees mentioned above in paragraphs 6 and 7, local management may elect to issue non-photo, rather than photo ID cards to such employees, or establish a procedure restricting removal of their photo cards from the facility.

    Note:

    The IRS ID card will be phased out as Homeland Security Presidential Directive 12 (HSPD-12) continues implementation. Beginning in October of 2007, issuance of HSPD-12 Personal Identity Verification (PIV) cards will begin. These ID cards will differ greatly in appearance from the IRS-issued ID cards and issuance processes and procedures will be driven by HSPD-12. During the phase-in process, the HSPD-12 PIV card must be accepted as authorized ID media for accessing IRS facilities. Eventually this will be the standard form of identification for all government facilities. Standards and guidelines for the HSPD-12 PIV card can be found in the National Institute of Standards and Technology (NIST) Special Publication 800-104.

10.2.5.4.1  (09-30-2008)
Visitor, Escort Only, and TEMP ID Cards

  1. Federal employees visiting a facility on official business may be issued a white, non-photo ID card (front -- Form 5519 and back -- Form 6055 or the Form 13023) with the word Visitor or Escort Only, as appropriate. A blue or a white backdrop will be used for general access and a yellow backdrop for restricted areas. In most cases, other Federal employees will be issued a "Visitor" ID for general access and an "Escort Only" ID when accessing a restricted area. (At the discretion of local management for greater control, Federal visitors may be issued "Escort Only" ID cards.)

  2. Non-Federal visitors to a facility may be issued a red, non-photo ID card (front -- Form 5519 and back -- Form 6056 or the Form 13024) with the word Visitor or Escort Only, as appropriate, in place of the photo. A white or a blue backdrop will be used for general access and a yellow backdrop will be used for restricted areas. Non-Federal visitors to a restricted area will normally receive an "Escort Only" ID, unless appropriately authorized otherwise. A Visitor ID may be issued if the non-Federal individual has an NBIC background investigation and a copy of the NBIC letter has been received prior to the visit. (If local offices wish, in lieu of "Visitor" an inscription that better identifies the individual may be used, e.g. Contract Employee.)

  3. IRS employees and contractors who forget or lose their ID card will be issued an appropriate non-photo ID card with the abbreviation "TEMP" on the front in place of the photo. A blue backdrop will be used for general access and yellow backdrop will be used for restricted areas with appropriate restricted area designator. "TEMP" ID’s will be issued only to current IRS employees and contractors that have been approved for interim or final staff-like access. IRS employees will receive a "TEMP" ID with a white border and contractors will receive a "TEMP" ID with a red border.

  4. TEMP, Visitor, Contractor, and Escort Only ID cards will be numbered sequentially and be preceded by the 2-digit facility location code as assigned by the issuing office. They will be prepared by each issuing office in the same manner as any ID card. Letters should be of sufficient height so that they will fill up available space and can be clearly seen.

  5. TEMP, Visitor, and Escort Only ID cards may not be removed from the issuing facility and should never be used as access authorization to a facility. They must be returned when the individual departs the facility or restricted area. These ID’s are intended to identify the wearer’s authority to be in the work area and indicate whether they must be escorted, whether they may have unescorted access to general areas, and whether they are IRS employees or non-Federal individuals.

  6. Individuals issued non-photo ID cards will return them at the close of each workday. Issuing points for non-photo ID cards will inventory such cards once every twenty-four hours of each workday, using Form 6662, Daily ID Card Inventory Report (see Exhibit 10-2.5-4). If any are missing, immediate action will be taken to attempt recovery, and the physical security function will be notified if recovery attempts fail. Frequently, visitors and IRS personnel will want to exit out of a door other than the one where they were issued the non-photo ID card. As a service to the individual concerned, local procedures can be established whereby the guard/receptionist or monitor on duty at the door the individual elects to exit can collect the ID cards and return them to the issuing point (i.e., at a campus or computing center the guard could return them to the main guard control, which in turn can return them to the proper control point).

10.2.5.5  (09-30-2008)
Instructions for Taking Photo for ID Cards

  1. The lens to forehead distance should be approximately 40 inches. The individual should be seated approximately 45 degrees to the camera and photographed with their face looking directly at the camera. Individuals wearing eyeglasses should turn their head slightly to the right or left and not look directly at the camera to avoid a reflection of their glasses.

  2. The purpose of the photo is to provide an immediate, visual verification of wearer's identity. Wearing hats, scarves, caps, etc. may obscure the face of the individual and minimize the effectiveness of the photo identification; therefore, these items may not be worn except for reasons of religion or health, and must first be approved by the employee's supervisor. It is recommended to utilize the same discretion that the local state-issued identification bureau utilizes in capturing the individual’s photo for a driver’s license or identification card; i.e. if the items are not worn in the state-issued identification, they should not be worn in the IRS-issued identification.

  3. A light blue backdrop is used for non-restricted area ID card photos. A yellow backdrop is used for restricted area ID card photos and an authorized designator (alphabetical or numerical) must be used with the yellow backdrop.

10.2.5.6  (09-30-2008)
Issuance Procedures

  1. The type of card to be issued to IRS employees, other Federal employees, and to non-Federal personnel is specified in 10.2.5.4 of this Manual and no exceptions can be made without advance approval from the Security and Emergency Programs Office.

  2. The following procedures will be followed when issuing an ID card:

    1. All photo ID cards will be issued by the appropriate Physical Security office. A record will be maintained on every ID card issued (see IRM 10.2.5.12).

    2. Unless an exception applies (see IRM 10.2.5.3), all Service employees will be issued a photo ID card. In locations with ID media equipment, all IRS employees will be issued a photo ID card on their first day of duty. Locations without ID media equipment may assign non-photo cards to employees pending the issuance of photo ID cards. Non-photo ID cards may not be removed from the facility.

10.2.5.6.1  (09-30-2008)
Issuance Procedures for IRS Employees

  1. To obtain a photo ID card:

    • The employee or manager will input an Employee Resource Center (ERC) ticket.

    • If the individual’s enter on duty date is prior to October 27, 2005:
      – All appropriate blocks on Form 5520, IRS Identification Card Request, Form 6028, IRS Identification Card Request for Regions and Districts, or Form 13716, Request for ID Media and/or Access Card for an IRS Employee must be completed. In order to determine which form is appropriate for a particular geographic location, coordination with the issuing physical security office should be made.

    • If the individual’s enter on duty date is October 27, 2005, or after:
      – In addition to the appropriate ID card request form, Form 13760, Personal Identity Verification (PIV) for Federal Employees and Contractors must also be submitted. Parts 1 and 2 must be completed prior to scheduling an ID appointment.

    • The employee's manager will verify the information and approve the appropriate ID card request form by signing in the appropriate box.

    • If the employee is to be authorized access to restricted areas outside the control of their manager, the manager responsible for the restricted area must co-sign the ID card request.

    • Once all appropriate paperwork has been received and the employee is scheduled to have the photo taken and ID issued, the employee must show a valid photo ID to the issuing office to authenticate identity. For those individuals with Form 13760, the valid photo ID must be one of the two forms of identification that were provided during the Registrar Identification Verification process.

    • The Form 5520, Form 6028, or Form 13716 and the Form 13760 must be retained and filed in the ID media file on each employee for the life of the ID card.

  2. Worn or torn ID cards may not be accepted by other Federal agencies as a valid identifier because of potential compromise to the card. If the photo ID card becomes worn or no longer accurately depicts the employee, the photo ID should be replaced to minimize compromise and to assure access to other Federal facilities. As a preventive measure, issuing offices may schedule a re-issuance of ID cards that are older than five years. In replacing an employee ID card, the procedures in paragraph (1) above should be followed, and records should be updated to reflect current information. As long as the ID card is recovered, the same ID number can be utilized in these instances.

  3. If a photo ID card is replaced due to a name change (e.g. marriage or divorce), there must be written verification before the ID card may be re-issued. A written request from the manager will suffice. The ID should be re-issued with the same ID number, providing the ID to be replaced is recovered. Documentation of the name change must be retained in the ID media file for the life of the ID card to ensure accurate audit trails.

10.2.5.6.2  (09-30-2008)
Issuance of Red Photo ID Cards

  1. Red photo ID cards are usually issued only to non-Federal personnel. However, GSA employees and other Federal persons who are assigned to an IRS facility may, in lieu of the Form 6055 or 13023 (Non-IRS, Federal), be issued a red photo ID card for greater internal control. Managers at IRS facilities who have non-Federal personnel visiting them on a recurring basis will be responsible for requesting red photo ID cards for these individuals, where appropriate.

    1. If a red photo ID card is authorized, the individual will complete all appropriate information on the Form 5519, 13716-A, or similar request form. In addition to the appropriate ID card request form, Form 13760, Personal Identity Verification (PIV) for Federal Employees and Contractors must also be submitted. Parts 1 and 2 must be completed prior to scheduling an ID appointment. Managers will initial the request indicating their approval for the issuance of the ID card.

  2. Red photo ID cards may be issued to IRS contract employees who have a daily need on a continuing basis to be on-site at a facility over a period of time and who have been granted interim or final staff-like access to a facility/work area (that is, given access to general work areas without being challenged), sensitive systems, or information.

    1. Before a red photo ID card may be issued, the COTR must:
      • Enter an ERC ticket.
      • Provide the physical security office a completed Form 5519, 13716-A, or similar ID request form.
      • Provide the physical security office with a copy of the Personnel Security & Investigation (PS&I) background investigation letter approving interim or final staff-like access.
      • If the contract employee’s enter on duty date is October 27, 2005, or after, or any time that the background investigation is updated, provide the physical security office a completed Form 13760. Parts 1 and 2 must be completed prior to scheduling an ID appointment.
      • The Form 5519, 13716-A, or similar ID request form, the Form 13760, and the interim or final background investigation letter must be retained and filed in the ID media file on each contractor for the life of the ID card.
      • Before the ID card may be issued, the territory manager or senior security specialist/analyst must approve the request.

    2. If the non-Federal individual is to be given unescorted access to a restricted or secured area, the manager of the restricted area, or his/her designated representative, must complete and sign the request. The physical security office will sign as the Authorizing Official. A copy of the PS&I background letter and a request from the COTR (see paragraph 2) must be received by the Physical Security office prior to any unescorted access.

    3. Contractors who are granted staff-like access may be allowed to remove their identification card from the facility.

    4. The COTR must provide a list of authorized contractor employees to the physical security office on a monthly basis. The list must contain:
      • Name, address, and telephone number of the contractor company.
      • Name, address, telephone number, and last 4 numbers of social security number of contract employee.
      • Contract number and length of contract (start and end date).
      • Building(s) and hours needed for access by contractor.
      • Name and telephone number of COTR.

    5. Physical security must review and re-validate the list of contract employees every month. It is the responsibility of the COTR or the designated representative to immediately notify the physical security office when a contract employee has been removed and is no longer authorized access. It is the responsibility of the COTR or the designated representative to ensure the red photo ID card is recovered and returned to the physical security office when a contract employee is no longer authorized access.

  3. In lieu of a photo ID card, a non-photo ID card with the legend "Visitor" in the photo area may be issued to a contract employee requiring only periodic on-site, staff like access. A written request from the COTR must be received (with all information as required in (2) above) by the physical security office. The territory manager or senior security specialist/analyst must approve this request. If no PS&I background investigation letter approving interim or final staff-like access is received, an "Escort Only" non-photo ID must be issued.

  4. Staff-like access may not be given to non-Federal personnel who do not work for the IRS (IRS has not contracted for their services), do not have a need, and are not authorized access to IRS work areas (i.e. child care workers, Credit Union employees). These individuals require access to non-IRS areas only. Photo badges may not be issued to these non-Federal personnel.

  5. Letters or memorandums from a contractor, subcontractor, or contract employee may not be accepted as authorization to access a facility or for issuance of a red photo ID card. If this occurs, access will be granted only if the individual's visit is authenticated by the COTR or a designated representative of the responsible function and the contract employee must be escorted.

    1. The contract employee will show a picture ID (such as a driver's license), will sign the visitor's register, and an Escort Only ID card will be issued until the proper documentation (written request) is received by the physical security office for issuance of the red photo ID card.

  6. Contract employees are required to follow all national and local security procedures when in an IRS facility/work area. Contract employees who do not follow security procedures or abuse or misuse the ID card may result in immediate revocation of the ID card and/or suspension/denial of future facility access.

10.2.5.6.3  (09-30-2008)
Issuance of Visitor or Escort Only ID Cards

  1. All visitations to IRS facilities require advance notification of visits. Where access to a facility is controlled by IRS, individuals visiting the site will report to the reception desk or control point (if one has been established) where the individual's authority and identity will be verified. (At facilities not controlled by IRS, safeguards should be established to assure that only authorized personnel have access to IRS work areas.)

    1. Visitors must be on an access list and must show a picture ID to verify identity.

    2. The receptionist/guard or responsible employee at the reception point will:
      • verify the visitor's authority and identity,
      • make the necessary entries in the visitor's register,
      • issue the appropriate non-photo ID card, and
      • instruct the recipient concerning the proper procedures for wearing, using, and returning the ID card.

  2. Authorized IRS personnel visiting an IRS facility on official business may be issued a visitor ID card for that facility/area or may wear their own ID card. Authorized IRS visitors requiring access to restricted areas will exchange their ID card for the appropriate restricted area visitor ID.

  3. Visitor ID cards may be issued to contractor/vendor personnel who need infrequent access to an IRS controlled facility, but on a regular basis. The individual must be on an authorized access list and must be scheduled. (For example, a copy machine needs to be repaired. When the service is requested, the name of the individual is provided by the company. The individual requesting the repair notifies the physical security office.) The contractor/vendor must show a picture ID (company photo ID is acceptable) and must sign the visitor's register. This individual may not be given staff-like access but rather is limited to a designated work area and will be escorted to that area. Access to the area may only be granted during duty hours when an IRS employee(s) is on-site. IRS employees assigned to the work area should be notified that the contractor/vendor is working in the area and should be reminded to make sure that sensitive information is not discussed or left in view of visitors. Service employees should be reminded that unannounced visitors in an area should be immediately reported to their manager.

  4. In certain instances, vendors may be scheduled to make deliveries to an IRS controlled facility and do not require staff-like access but rather require access only to non-work areas (such as a break room to fill the soda machine). At the discretion of local management, the vendor may be given a non-photo ID with an inscription specifically restricting access to non-work areas (i.e. access limited to public area) as long as the delivery is scheduled, the vendor is in appropriate uniform, a company photo ID is displayed, an IRS employee authorizes access and the individual and delivery is screened. Service employees should be reminded that unannounced visitors in an area should be immediately reported to their manager.

  5. Other Federal personnel visiting an IRS-controlled facility on official business may be issued a Visitor ID card. These individuals must be on an access list, must show a picture ID (such as a driver's license), must sign the visitor register, and need to access must be verified by an IRS employee. Although other Federal personnel are not required to be escorted in general access areas, their access should be limited to only those areas where there is a need. At campuses and computing centers it is up to local management to determine if these individuals should be escorted at all times. If it is necessary for these individuals to access restricted areas, the manager of the restricted area must approve the access and the visitor must be escorted. Service employees should be notified that non-Service personnel are in the work area and should be reminded that sensitive information is not to be discussed or left in view of visitors.

  6. Non-Federal personnel visiting an IRS controlled facility, with no NBIC background check, and not on an access list will be issued Escort Only ID cards. These individuals must sign the visitor's register, present a picture ID (such as a driver's license) to verify identity, be screened where feasible, and must be escorted by an authorized individual at all times. An authorized individual assigned to the facility must corroborate the individual's need to access the site. IRS and contractor employees should be reminded to make sure that sensitive information is not discussed or left in view of visitors.

  7. In general, after-hours access may not be granted to non-IRS personnel if an IRS employee or authorized contractor is not on-site. However, there may be some exceptions to this procedure. For example, in a work area where the clean desk policy is being followed and where the individual is scheduled to perform a service that does not require access to sensitive areas, systems or information, after-hours access may be authorized (i.e. janitorial services). The work must be scheduled (date and time), name(s) of the individuals, company name, purpose, and name and phone number of the IRS employee requesting access. After-hours access is not automatic, will be determined on a case-by-case basis, and may not be authorized at processing or computing centers (or their satellite buildings) or to secure/restricted areas unless an IRS employee or authorized contractor is on-site.

10.2.5.7  (09-30-2008)
Pseudonym ID Cards

  1. In accordance with the Federal Service Impasses Panel decision dated March 10, 1992, and under the provisions of Section 3706 of the Restructuring and Reform Act of 1998, Internal Revenue Service employees are authorized use of a registered pseudonym (last name only). The procedures for requesting and approval of pseudonyms can be found in IRM 1.2.4, Use of Pseudonyms by Internal Revenue Service Employees.

  2. Physical Security personnel must be diligent in maintaining the confidentiality of the legal name of an employee using a pseudonym. Only an employee’s manager has authority to provide information on pseudonyms being used by an employee. If requests are received to provide information on the legal name, no information may be given and the request should immediately be referred to the employee’s manager.

10.2.5.7.1  (09-30-2008)
Issuance of Pseudonym ID Cards

  1. An employee may be issued a single ID card either in their legal name or pseudonym (last name only) name but not both. If an employee already possesses an ID card in their legal name and requests an ID in their approved pseudonym, the ID card with the legal name must first be recovered and destroyed and a new ID number must be used on the pseudonym card. The pseudonym name is the last name only--the first name remains the employee’s legal name.

    Note:

    If an employee possesses a pocket commission, the ID card and pocket commission must contain the same name.

  2. Prior to issuance of an ID card in a pseudonym name, the physical security specialist/analyst must receive a request signed by the employee’s manager and the request must include the following information:

    • Employee’s legal name

    • Employee’s approved pseudonym name

    • Employee’s standard position title and series

    • Employee’s post of duty and business phone number

    • Manager’s mailing address and business phone number

    • Business Unit (e.g. SBSE, TEGE, LMSB, W&I)

  3. An ID card issued in the pseudonym name must remain in place until the employee transfers to another location, position or office, or separates from the Service, or management substantiates via memorandum that the pseudonym is no longer required. A record of issuance must be maintained under both the employee’s legal name and the authorized pseudonym name.

10.2.5.8  (09-30-2008)
Forgotten or Lost ID Cards

  1. Employees/contractors reporting for work without their ID card will report to the reception desk or control point in IRS facilities where such points have been established. The following steps should be taken.

    1. Have the employee/contractor complete Form 4589 (Form 13716/Form 13716-A), Lost or Forgotten ID Card Record. If the card is not located within 5-7 workdays, procedures for issuing a replacement ID card will be initiated (see IRM 10.2.5.10).

    2. Have the employee's supervisor (or designated representative) or contractor’s COTR or manager come forward and identify the employee and sign the Form 4589. Only a supervisor, acting supervisor, or their designated representative can sign Form 4589.

    3. Issue the employee/contractor an appropriate TEMP ID card.

    4. Forward the completed Form 4589 to the physical security office.

  2. Employees/contractors at locations where control points do not exist, who lose their ID cards, will complete a Form 4589, Lost or Forgotten ID Card Record. The manager or COTR will forward the Form 4589, along with the application form for a replacement ID card (Form 5519, 5520, 6028, 13716, or 13716-A), to the issuing physical security office.

  3. If an ID card with access to a restricted area is lost, the physical security office must be notified immediately. The physical security office will immediately invalidate the card in the controlled access system. At locations with audit trails, the physical security office will obtain a printout report showing any activity involving the lost card since it was last known to be in proper custody. Any improper use identified will be evaluated by the physical security office and referred to TIGTA, as appropriate.

10.2.5.9  (09-30-2008)
Recovery of Cards

  1. Managers/COTRs are responsible for the recovery of ID cards from those individuals that separate or are placed in non-work status and immediately returning the recovered ID to the issuing physical security office. For off-site managers, they should advise separating employees to return ID media to the local security office or, if appropriate, to the manager’s on-site representative or to the Commissioner’s Representative (CR). (If ID media is to be recovered by an on-site CR, the manager should first advise the CR of separation and need for recovery or notify the local physical security office of the separation and need for recovery.)

    1. Individuals that transfer to an IRS facility outside of the issuing office’s jurisdiction may keep their identification until they report to their new office. Upon reporting, an appointment must be made via ERC to badge the individual with the appropriate 2-digit geographical locator. The new issuing physical security office will recover the old badge, notify the original issuing office of the date of recovery, and destroy the replaced badge.

  2. Managers are required to utilize the Separating Employee Clearance (SEC) system to initiate the employee's automated separating employee clearance module which automatically alerts physical security personnel that an employee has separated and the manager has recovered the ID card. Local physical security offices must also utilize the automated SEC system to identify separating employees, verify recovery of ID media by management, and assure that ID media is returned to the issuing physical security office or is destroyed as appropriate.

  3. If a manager fails to recover the ID card and/or pocket commission of a separating employee, the manager 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), a copy should be sent to the local TIGTA office. The reports should be maintained by physical security for a minimum of three years and should be used to detect areas of concern so that corrective action (i.e. security awareness training, notification of upper management, etc.) may be taken.

  4. In campuses, where it is common practice to notify seasonal employees that they will not work the next week but the week after, the manager will recover these ID cards on the employee's last workday and immediately forward such cards to the physical security function before the close of business each Friday.

  5. Recovery of an ID card on the death of an employee should be arranged through the appropriate Personnel office.

  6. The physical security function, appropriate supervisory officials, and COTR’s will need to closely coordinate to make sure that non-IRS Federal personnel, who separate or transfer from the issuing office's jurisdiction, return their ID cards on their last workday.

  7. On a monthly basis, physical security offices, through the COTR or designated functional representative, will be furnished a list of current contract employees. These lists will be checked against outstanding ID cards. If individuals terminate/separate without turning in their ID cards, the COTR will contact the company and request them to recover the ID card. If the ID card is not received within two weeks, the COTR will contact the individual directly and attempt to recover the card.

  8. Returned ID cards on IRS and non-IRS individuals who separate or transfer will be destroyed immediately. Returned ID cards for employees on non-work status may be filed for possible re-use, if they are in good condition. If they are in poor condition, they should be destroyed and re-issued at such time that the employee returns to work status.

10.2.5.10  (09-30-2008)
Replacement of Cards

  1. Employees, supervisors, or COTR’s will input an ERC ticket and submit an applicable ID card request (Form 5519, 5520, 6028, 13716, 13716-A or other comparable request form) to the physical security office to obtain a replacement photo ID card if,

    • The ID card is lost (a wait of 5-7 workdays is usually appropriate to make sure the card is lost and not misplaced),

    • The card holder's name changes, or

    • The card holder's picture no longer accurately depicts the card holder.

    Note:

    In the case of a name change or appearance change, the ID should be re-issued with the same ID number, providing the ID to be replaced is recovered. Documentation of the name change must be retained in the ID media file for the life of the ID card to ensure accurate audit trails.

  2. If the ID card becomes worn, damaged, or the photo fades, the data card on file may be used to make a new ID card after recovering the old card. An ID card request need not be submitted for this action; however, an ERC ticket needs to be input to request the service.

  3. If an ID card is lost or stolen, the physical security office will annotate this fact and the date of occurrence on the back of the ID request form. The date of the occurrence will be posted on the Form 5903 (Numerical Card Record). The lost or stolen ID request forms will be filed in a dead file, in alphabetical order, by calendar year, and will be retained for a minimum of 3 years.

  4. When a lost ID card has been replaced and it is subsequently found, it must be returned to the physical security function to be destroyed and the records reconciled. No employee may have two ID cards in their possession. This invalidates both cards.

10.2.5.11  (09-30-2008)
Restricted Area Designators

  1. Access to restricted areas within campuses, computing centers, or other IRS facilities will be controlled as set forth in IRM 10.2.12, Facility and Property Protection.

  2. Individuals assigned to restricted area(s) will be issued ID cards with a numeric or alpha designator placed in the lower right corner of the ID card. The background color for restricted area ID cards is yellow. Employees/contractors are frequently assigned to more then one restricted area and this should be reflected on their ID card. However, the number of restricted areas reflected on the ID should be limited to no more than three designators.

  3. Local management may establish other restricted areas, if needed. However, management must use care in determining the need for restricting access or whether other measures will provide the necessary safeguards. If additional designators are established, the Physical Security and Emergency Preparedness Program, Planning, and Policy Office must be notified in writing for approval and to ensure designators are not duplicated.

    Computing and Submission Processing Center Restricted Area Codes
      Designator
    Director/Assistant Director 1
    Computer Room 2
    Computer Library 3
    Receipt and Control 4
    Returns Files 5
    Micro/Mini Computer Room 6
    Computer Room Command Center 7
    Remittance Processing (RPS) 8
    Director/Assistant Director (Post of Duty) A
    Tennessee Computing Center Telecom Room M
    Consolidated Files B
    Automated Collection Site C

10.2.5.12  (09-30-2008)
Records and Accountability

  1. Records of issuing offices must be such that they will account for all ID media card stock, issued and recovered ID cards. Inventory and destruction records will be maintained, and to ensure accuracy of the records, numeric and alpha files will be reconciled.

  2. A central issuing point will be responsible for issuance of ID cards. The issuing point must be a physical security office and must be familiar with the procedures in this Manual.

  3. The ID Card Number portion of each request form will be completed by each issuing point. The format of the card number will be 11-11111. The first two digits are the geographic code representing the employee’s physical location as assigned by the issuing office (see Exhibit 10.2.5-1). The last 5 numbers are assigned by each issuing point. Numbers will be assigned sequentially within blocks to specific categories (IRS employees, other federal employees, and non-federal personnel). Offices with more than one issuing point will assign blocks of numbers to each point.

  4. The physical security office will maintain both a numerical and alphabetical file on all photo ID cards.

    • Numerical File -- Form 5903, Numerical Card/Badge Record (a computerized listing is an acceptable alternative but it must be separate from the alphabetical listing in order to assure the accuracy of the record and a paper copy must be maintained)

    • Alphabetical file -- ID Request Forms 5519, 5520 or 6028 (where records have been automated, a computerized listing is acceptable)

  5. If an ID card is lost, stolen, or destroyed, that fact will be recorded on both the numerical and alphabetical files along with the date of occurrence.

  6. Visitor ID records will consist of "Visitor Register," Form 5422. This register must be reviewed daily by the receptionist/guard or other designated employee to determine that all ID cards are accounted for. Discrepancies must be reported immediately to the physical security function. A complete inventory of all non-photo ID cards and an audit of non-photo ID card records shall be performed at least twice a year (see Exhibit 10.2.5-5).

10.2.5.13  (09-30-2008)
Auditing and Reconciling Numerical and Alphabetical Files

  1. At least annually, the physical security function will be responsible for auditing and reconciling the numerical and alphabetical files with each other and for verifying their accuracy by tracing a random sample of issued ID cards to the ID card holder. ID cards are sampled in order to:

    • Maintain the integrity of the ID cards,

    • Assure that no one possesses more than one ID card

    • Assure that ID cards are recovered from persons who leave the IRS, and

    • Make certain that unauthorized personnel do not have access to badge stock and equipment.

  2. The expected sample size is approximately 10,000, during each calendar year, of the ID cards for employees/contractors working for the IRS nationwide. The sampling will take place annually at a suitable time for the physical security function. The physical security office is responsible for performing the sampling by using the following procedures.

    1. Each office will sample at least 10% of their issued ID cards. ID cards will be selected from the alphabetical file and the sampling should include every tenth card. The starting point should advance to a new position each year. For example, if the sampling begins with the first card one year, it should begin with the second card the following year. This will allow for a broader overall sampling.

    2. Fill in the information for sample selected ID cards using Form 6810, ID Media Recap Sheet (see Exhibit 10.2.5-3). Enter the number of the starting card selected (first card in alphabetical file, fifth card in alphabetical file, etc.), ID card number and name of the ID card holder in the appropriate columns. Then send the Form 6665, ID Media Review Memorandum, to each name you have listed on your ID Media Recap Sheet. Send the Form 6665 to the individual’s manager or COTR. DO NOT MAIL TO THE INDIVIDUAL’S HOME. When the Form 6665 is returned to the physical security office, indicate on the Recap Sheet if the individual is presently within the physical security function's jurisdiction; has accounted for their ID card; was issued a pocket commission (PC) and indicate PC number. If the individual was transferred out of the physical security function's jurisdiction, was the ID card recovered -- yes or no; was the PC recovered -- yes or no.

    3. Provide the actual count of the "sample total" taken and also the "population total" for all photo ID cards listed in the alphabetical file to the ID Media Program Manager in the Security and Emergency Preparedness Office.

10.2.5.14  (09-30-2008)
Protection and Disposition Procedures

  1. The following items must at all times be under the custody and control of an authorized IRS employee or locked in a security container, even if in a secured area, unless more protection is specified:

    • Unused and completed stock (Forms 5519, 5520, 6028, 6054, 6055, 6056, 13022, 13023, and 13024).

    • ID cards awaiting destruction.

    • IRS identification cards when not in the personal custody of authorized holders.

    • All exposed film, both usable and waste.

    • Alphabetical records required by this IRM.

  2. ID media equipment (camera, computer, software, etc.) must at all times be under the custody and control of an authorized IRS employee in order to minimize the possibility of abuse. In order to prevent unauthorized use, ID media equipment must be maintained in a locked room and accessible only to authorized employees.

  3. All items listed in (1) above, when no longer required, must be destroyed in accordance with IRM 10.2.13, Information Protection. Before ID media cameras are disposed of, validation plates, software, etc. must be disabled or deleted beyond reconstruction. All data (formats, seals, information, etc.) on automated ID media systems will be purged to remove data from memory prior to disposal of a system.

  4. The control and security of ID card supplies, records, and equipment will be the direct responsibility of the physical security function.

  5. The purchase of replacement equipment, equipment repair service, and all supplies should be made by the facility in accordance with local instructions. Prior to the final purchase of new ID media equipment, offices will first provide samples of the product to the National Physical Security and Emergency Preparedness Program, Planning, and Policy Office for approval.

Exhibit 10.2.5-1  (09-30-2008)
List of Geographic Codes

List of Geographic Codes

Geographic Codes  
   
1 Southeast Regional Office*
5 Midstates Regional Office*
6 Northeast Regional Office*
9 Western Regional Office*
*No longer used but there could be some older cards remaining with this code.
01 Augusta, ME
02 Portsmouth, NH
03 Burlington, VT
04 All of Massachusetts
05 Providence, RI
06 Hartford, CT
07 Atlanta Processing Center
08 Andover Submission Processing Center
09 Kansas City Submission Processing Center
10 Martinsburg Computing Center
11 Long Island, NY Field Offices, Hauppauge, Corona, Brooklyn
12 Detroit Computing Center
13 Manhattan (New York City, NY), Midtown, West Nyack, White Plains
14 Former Albany, NY Code – No longer used, but there could be some older cards remaining with this code.
16 Buffalo, Albany, Rochester, Utica, NY
17 Cincinnati Submission Processing Center
18 Austin Submission Processing Center
19 Brookhaven Campus (Holtsville, NY)
21 Former Austin Compliance Center Code – No longer used, but there could be some older cards remaining with this code.
22 Cities in New Jersey - Newark/Springfield
23 Philadelphia, Jenkintown, PA
25 Pittsburgh, PA
28 Philadelphia Submission Processing Center
29 Ogden Submission Processing Center
31 Cities in OHIO (Chillicothe, Cincinnati, Columbus, Dayton, Lima, Portsmouth, Steubenville, The Plains, West Chester, Zanesville, Akron, Canton, Cleveland, Defiance, Independence, Lorain, Mansfield, Painesville, Toledo, Youngstown)
32 Cities in Indiana - Bloomington/Terre Haute/Evansville/Columbus
33 Laguna Niguel, El Segundo, San Diego, Santa Rosa, Santa Ana, Long Beach, San Bernardino, San Marcos, CA
34 Former Cleveland, OH District Office Code – No longer used, but there could be some older cards remaining with this code.
35 Cities in Indiana - Greenwood/Carmel/Indianapolis/ Merriville/Lafeyette/Muncie/Ft. Wayne/South Bend
36 Cities in Illinois - Bloomington/Chicago/Chicago Ridge/Downers Grove/Galesburg/Morton Grove/Olympic Fields/Peoria/Rockford/Schaumburg/Vernon Hills
37 Cities Illinois - Carbondale/Decatur/Fairview Heights/Effingham/Mt. Vernon/Olney/Quincy/Springfield
38 Cities in Michigan – Ann Arbor, Grand Rapids, Detroit
39 Cities in Wisconsin - Appleton/Eau Claire/GreenBay/Jamesville/LaCrosse/ Madison/Milwaukee/Mosinee/Oshkosh/Racine/Sheboygan/Waukesha
40 Cities in Kansas - Mission/Topeka
41 Cities in Minnesota - Bloomington/Brooklyn Center/Duluth/Fergus Falls/ Hibbing/Mankato/Marshall/Minneapolis/Rochester/St. Cloud/St. Paul/Willmar
42 Cities in Iowa - (Burlington/Carroll/Cedar Rapids/Davenport/Des Moines/ Dubuque/Ft. Dodge/Sioux City/Spencer/Waterloo)
43 Cities in Missouri - Cape Girardeau/Columbia/Florissant/Jefferson City/Joplin/Poplar Bluff/Rolla/ St. Louis/Springfield/Sunset Hills/Town & Country/Chesterfield
44 Cities in Missouri - Chillicothe/St. Joseph/Independence/Kansas City
45 Cities in North Dakota - Bismarck/Dickinson/Fargo/Grand Forks/Minot
46 Cities in South Dakota - Aberdeen/Sioux Falls/Rapid City
47 Cities in Nebraska - Grand Island/Lincoln/Norfolk/North Platte/Omaha
48 Cities in Kansas - Garden City/Hays/Parsons/Salina/Wichita
49 Memphis Campus
50 Washington, DC, DC Metropolitan Area, Parts of Maryland (Wheaton), and Virginia-Fairfax/Bailey’s Crossroads (National Office)
51 All Cities in Delaware
52 Baltimore, Salisbury, Annapolis, MD
54 Richmond, Hampton, Roanoke, VA
55 Cities in West Virginia - Parkersburg/ Martinsburg
56 Greensboro, NC
57 Columbia, SC
58 Atlanta, GA (non-Campus locations)
59 Jacksonville, Maitland, Melbourne, St. Petersburg, Gainesville, Tampa, FL
61 All Cities in Kentucky
62 All of Tennessee except the Memphis Computing Center
63 Birmingham, Montgomery, AL
64 Jackson, MS
65 Ft. Lauderdale/Plantation HQ/Miami/Royal Palm/Port St. Lucie/Deerfield Beach/West Palm Beach/Fort Myers/Sarasota, FL
68 Sacramento, CA
71 All of Arkansas
72 New Orleans, LA
73 Cities in Oklahoma - Ardmore/Enid/Lawton/Muskogee/Oklahoma City/Tulsa/ Woodward
74 Austin, McAllen, El Paso, Harlingen, TX
75 Dallas, Ft. Worth, TX
76 Houston, San Antonio, TX
77 San Jose, Salinas, CA
78 Cities in California - Blythe/Visalia
81 Helena, MT
82 Boise, ID
83 Cheyenne, WY
84 Denver, CO
85 Albuquerque, NM
86 Phoenix, AZ
87 Cities in Utah - Salt Lake City/Ogden/Provo/St. George
88 Las Vegas, NV
89 Fresno Campus
91 Seattle, WA
92 Anchorage, AK
93 Portland, OR
94 San Francisco, San Rafael, Vallejo, CA
95 Los Angeles, Glendale, Camarillo, El Monte, Van Nuys, Woodland Hills, CA
98 Puerto Rico
99 Honolulu, HI
TC Re-Employed Annuitants
 

Exhibit 10.2.5-2  (09-30-2008)
ID Media Review

DEPARTMENT OF THE TREASURY
INTERNAL REVENUE SERVICE
WASHINGTON, DC 20224
   
   
DATE:  
MEMORANDUM FOR JOHN DOE
M:S:RE
FROM: SECURITY OFFICE
(LOCATION)
   
SUBJECT: ID Media Review
   
We are reviewing our accountability records for identification media issued to IRS employees and we need your assistance. Internal Revenue Manual 10.2.5 Identification Card, requires that on an annual basis the Physical Security Office contact the employees who are issued ID media. The purpose of this contact is to verify and update the information contained in our files.
   
Your name has been selected randomly for participation in our review. Please provide the information requested on the attachment and return it to the Physical Security office in the attached envelope within five working days.
   
If you have lost your ID media, please notify your supervisor or the Physical Security Office immediately.
   
   
Attachment
Self Addressed Envelope
 
Form 6665  
1. Is the name in the address line of this memorandum correct?
  Yes __  No __
  If no, please print your correct name: _______
2. Please print the ID card number displayed on your ID card.
  ID card number_–___
3. Does your ID card have a yellow background?
  Yes__  No__
  If so please print the letter/number displayed in the lower right hand corner
  Letter/Number __
4. Do you have a pocket commission and if so please print the serial number?
  Serial Number _____
5. Please print the Title and Date Issued on your pocket commission.
  Title __________ Date issued: ____
6. Please provide your supervisor’s name, title and work number.
  Name of Supervisor ______________
  Title of Supervisor ______________
  Work Number (_)_– __ ext.___
7. Employee Home Address__________
  __________
  Employee Home Phone Number (_)_– __
  Employee Work Number (_)_–__ext.__
Privacy Act Statement
GENERAL — This information is provided pursuant to Public Law 93–579 (Privacy Act of 1974), December 31, 1974, for individuals completing this form.
PURPOSE AND ROUTINE USES — Provides for implementation of an identification system, its requirements and monitorship. Routine disclosure of information contained in this system of records may be made to the Department of Justice.
AUTHORITY — 5 USC 301
EFFECTS OF NON-DISCLOSURE — Disclosure of this information is voluntary.

Exhibit 10.2.5-3  (09-30-2008)
ID Media Recap Sheet

ID MEDIA RECAP SHEET Date Sample Total Page_of_Pages
  Security Office Population Total  
Line Count ID Card Number Name of ID Card Holder Presently Under This Security Office’s
Jurisdiction
Transferred Out
      ID Card
Accounted For
PC Issued ID Card Recovered PC
Recovered
4 20001 Amber, Forever Yes Yes    
14 20220 Blue, Sky   No Yes  
24 20444 Apple, Pie   Yes Yes Yes
             
             
             
             
             
             
             
Form 6810     Department of the Treasury – Internal Revenue Service

Exhibit 10.2.5-4  (09-30-2008)
Daily ID Card Inventory Report

POD/OFFICE RESTRICTED AREA
( )YES  ( )NO
PERIOD ENDING
 _/_/_
GROUP BRANCH DIVISION CODE: / = ALL CARDS
ACCOUNTED FOR
  X = MISSING CARDS –
SEE REMARKS

THE SIGNATURE BELOW, VERIFIES THE FACT THAT A DAILY INVENTORY OF ID CARDS HAS BEEN TAKEN ON THE DATE INDICATED

CODE DATE SIGNATURE REMARKS
/
indicates all cards are accounted for on this date
6/14 (signature of individual conducting inventory)  
/
indicates all cards are accounted for on this date
6/15 (signature of individual conducting inventory)  
/
indicates all cards are accounted for on this date
6/16 (signature of individual conducting inventory)  
X
indicates cards are missing
6/17 (signature of individual conducting inventory)
steps should be taken to recover card—if recovery attempts are unsuccessful, the Security office will be notified.
Explanation of missing card — for example: Employee took card home. Returned card the next morning.
Form 6662   Department of Treasury – Internal Revenue Service

Exhibit 10.2.5-5  (09-30-2008)
Semi-Annual Audit -- Non-Photo ID Card Certification

I CERTIFY THAT ON (DATE) AN AUDIT WAS CONDUCTED ON THE
NON-PHOTO ID CARDS(S) ASSIGNED TO: (location — e.g. Main Lobby of
1111 Constitution Ave.).
   
   
( ) ID CARDS(S) ACCOUNTED FOR:
( ) ID CARD(S) MISSING:
   
(List serial numbers of missing cards)
__________
__________
__________
   
   
______________
Signature of Functional Representative
__________
Signature of Security Officer

Exhibit 10.2.5-6  (09-30-2008)
Method of Recovering ID Cards on an Individual's Last Workday

1 Employees terminating employment (resigning, retiring, transferring, etc.) should return their ID card to their manager or the Security Office on their last workday.
  a. Employees assigned to restricted areas will be issued an appropriately coded non-photo ID card to be worn until the end of the employee’s shift. The ID card will be recovered at the end of the shift by the employee’s manager.
  b. Receptionist/guard should be instructed to issue a non-photo ID card to employees presenting an Employee Clearance Form.
2 ID cards should be recovered from employees on non-work status.
  a. Managers are to recover ID cards on the employee’s last workday and the employee is to be escorted to the exit. Managers will provide a list of employees on non-work status and return the ID cards of these employees to the Security office. If the ID card is not recovered, an explanation should be made, in writing by the manager, describing any action taken to recover the ID card.
  b. Employees may return the ID card to the Security office before the shift ends and an appropriate non-photo ID card will be issued. A Visitor’s Register (Form 5422) should be used to control the non-photo ID cards. A Restricted Area Register (Form 5421) should be used to control non-photo ID cards with restricted area designators.
3 Employees whose resignation is received by phone or letter will be advised that the ID card must be returned. Local directives will provide procedures for employee’s clearance by phone or letter.

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