Improved Secure Document Safeguarding and Destruction Procedures Are Needed

The Chief, Facilities Management and Security Services, should ensure that all bins at every IRS facility are labeled properly to instruct employees to only discard sensitive documents in locked bins solely used for destruction purposes.

The Chief, Facilities Management and Security Services, should ensure that all IRS employees receive periodic reminders instructing them how to properly discard sensitive documents.

The Chief, Facilities Management and Security Services, should ensure that Document 13420, The Sensitive Document Destruction Bin, information flyer is displayed throughout all IRS locations to instruct employees on the importance of properly disposing sensitive documents.

The Chief, Facilities Management and Security Services, should perform annual inspections of all facilities used by subcontractors for sensitive document destruction to ensure compliance with NIST guidelines (e.g., shred, burn, mulch, pulp, or pulverize sensitive documents beyond recognition and reconstruction).

The Chief, Facilities Management and Security Services, should complete an up-to-date cost-benefit analysis to ensure that there is optimal bin size and number of bins based on the number of employees at all 387 IRS facilities covered under the national contract.