The Director of TAS Systems Operations and Support is responsible for the administration and security requirements of TAMIS. See IRM 13.4.2.3, TAMIS Developers/Database Administrator Responsibilities.

The EDCA-ITS is responsible for establishing policy concerning the use of TAMIS.

TAS managers are responsible for following the internal control procedures outlined in IRM 13.4.2.2, TAS Staff Responsibilities, IRM 13.4.2.4, Maintaining the Integrity of TAMIS, and IRM 1.4.13.4.9.1, Taxpayer Advocate Management Information System (TAMIS).

TAS employees are responsible for following IRM 13.4.2.2.

The following table contains a list of acronyms used throughout this IRM.

TAS employees will use the following resources in conjunction with this IRM:

The System Administrator (SA) and DBA are the TAMIS security administrators and are responsible for processing all Business Entitlement Access Request System (BEARS) requests for access to the TAMIS Redesign (DCC Production Platform). They assign initial passwords, and maintain all necessary audit logs.

The SA and DBA ensure that only authorized personnel are allowed access to the TAMIS database for query, update, and report generation. Field personnel may not alter either the nationally developed programs or the database.

The SA or the DBA removes a user's access to TAMIS when warranted. For example, employees who no longer require access to TAMIS due to reassignment, separating from TAS, or more than 90 days of inactivity.

To access the TAMIS system, the TAS managers should: .

Within the BEARS system, select 1 TAS Personnel (TAMIS Redesign (DCC Production Platform)) to obtain the appropriate access.

Management should review the BEARS request to ensure it is properly completed. In the Userid field, enter the employee's TAMIS Login Name.

Once the BEARS request is approved, you are provided with a temporary password to access TAMIS. You will be prompted to change the temporary password the first time you log in.

You are responsible for maintaining the security of your TAMIS password.

Local Taxpayer Advocates (LTAs) and Centralized Case Intake (CCI) managers must ensure that all TAMIS users are trained in the proper use of the system.

Operations Support is responsible for TAMIS training coordination.

Course number 12050, Taxpayer Advocate Management Information System (TAMIS), can be conducted in a variety of methods. Ideally, the training should be taught using computers, allowing for individual hands-on practice. TAMIS can also be taught by combining group discussion with periods of hands-on practice at the student’s workstation.

The TAMIS course is designed to provide the mechanics of using the database. To access the TAMIS Training database, contact your local TAS Training or TAMIS coordinator for login instructions.

Separate training is available for the TAMIS report-writing software.

Director of TAS Systems Operations & Support will coordinate with EDCA-ITS to communicate TAMIS updates to all users when changes are implemented in the TAMIS database. These communications will provide information covering the nature of the TAMIS changes and related user instructions.

Upon receipts of the communication, managers and employees should read the communication to determine the impact on their case actions. Managers and employees should contact their local TAMIS coordinator if the have questions concerning TAMIS functionality and send questions concerning TAMIS policy to the *TAS TAG Policy and Guidance mailbox.

Protect your TAMIS password and do not reveal it to anyone.

Never use another person's password.

Never leave your password in your desk or around your work area.

Lock the workstation screen, or sign off the system if you leave your workstation for any length of time. Report any suspected compromise or abuse of the system to your local office security representative or management.

You should always change your password whenever you feel it has been compromised.

If you have not logged into TAMIS for more than 45 days, you will be "locked out." You must contact the Operation Support Customer Assistance Line at 866-743-5748, or complete a BEARS request selecting "Password Reset" . When contacting the help desk or completing the BEARS request, you must provide your TAMIS login.

If you have not logged into TAMIS within 90 days, your login will be removed from the system; and a new BEARS request must be completed to reinstate your access to TAMIS. See IRM 13.4.2.5.1, Obtaining a Login and Password for TAMIS, for these procedures.

Your login and password systemically lock after three consecutive unsuccessful attempts at logging in using an incorrect password. To unlock your account, submit an account unlock request via BEARS: select Password Reset and notate in the Special Instructions "account unlock."

Multiple login processes (i.e., a user being signed on more than once using the same login and password and attempting to conduct two or more TAMIS sessions simultaneously) are not permitted.

Each user is only allowed one TAMIS user account.

You may change your password by selecting the Administration button from the TAMIS Main Menu, then the Password button on the Administration Menu.

Passwords are case sensitive and must:

Valid special characters are as follows:

If your password has been compromised, change your password immediately.

If you are detailed to another TAS office, you will need access to TAS cases managed by the detailed-to Organization (Org) code. You must complete a BEARS request, to gain access to the detailed-to Org.

Login names and Employee ID # cannot be duplicated on another TAMIS Employee Screen.

Complete a BEARS request to request a new TAMIS login and password for the temporary site. On the BEARS request, Special Instructions field, provide the new TAMIS Login Name and advise the system administrator that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

Once assigned to the new office, employees will not be able to actively work cases assigned to the losing office Org code. The losing office must reassign all open inventory.

Update the Employee Screen as follows:

The detailed in employee would be given the appropriate permissions, for example, case assignment privileges and the appropriate permission level.

Once the detail assignment is complete, and the employee returns to their home Org code, their access rights must be reestablished at their home Org code and the temporary detailed-to office must modify the Employee Screen as follows:

Upon completion of the temporary assignment, the employee must complete a BEARS request. On the BEARS, Special Instructions field, advise the system administrator to enable the original TAMIS Login Name (and include the login), requesting a new password, and advise that the temporary TAMIS Login Name should be disabled (and include that login). A new temporary password will be provided for the original TAMIS Login Name.

If you have been assigned a new badge number (Employee ID #), due to a name change, etc., a new Employee Screen must be created.

You cannot modify the Employee ID # field. A new Employee Screen must be created, and security modifications input on the old Screen. You do not have to complete a new BEARS request, to gain access, unless your name has changed as well, which requires access under a new Login Name.

If a new badge was issued and there is a new name:

If there is a new name, but a new badge was not issued:

If you have been permanently reassigned to another TAS office, you will need a new Login Name for the new organization code. Complete a BEARS request to gain access under the new Org code.

Request a new TAMIS login and password for the new site. On the BEARS request, Special Instructions field, provide the new TAMIS Login Name and advise the system administrator that the existing TAMIS Login Name should be disabled (provide the existing Login Name).

You may also receive a new badge number, depending on the new location.

Since you cannot have dual log in accounts or dual Employee ID #'s on TAMIS, the following procedures/steps are to be followed by a level 3 or 4 permission user in the losing office:

The gaining office will create a new Employee Screen using the new Login Name. Input the new badge number (Employee ID#) and IDRS number, if a new badge and IDRS number was issued.

If the employee is reassigned to a new location and retains the same badge number, the format for the TAMIS Employee ID # is ##-Nxxxx: where ## equals the Org Code, N represents new, and xxxx equals the last four digits of the badge number or Smart Card PID.

If a user does not have a business need to access TAMIS, their Employee Screen must be updated.

The Employee Screen cannot be removed; instead a level 3 or 4 permission user in the Org code should edit the screen as follows:

All open inventory must be reassigned.

The employee or employee’s manager must submit a BEARS request to remove the application.

If a TAMIS case warrants removal, the following actions MUST be taken prior to removal.

The LTA, officially designated acting LTA, CCI manager, or officially designated acting CCI manager will determine whether the case should be deleted. When the LTA or CCI manager determines the case will be deleted, they will:

The LTA and CCI manager are the designated NBU officials allowed to remove cases. The LTA and CCI manager should officially designate a back-up NBU employee with TAMIS permission level 4 to this task when absent from the office for more than seven calendar days.

The LTA retains the hard copy case removal records, including those sent to the LTA from co-located CCI managers. See IRM 13.4.2.8.1, Procedures for Deleting a TAMIS Case.

Each office should keep a complete hardcopy Form 911H for every case it has removed during the current and prior fiscal years. These records may be requested for validation purposes during an Operational Review. See IRM 1.4.13.9.6.3, Operational Reviews.

Each office will also send an electronic copy of the Form 911H via secure email to TAS.TAMIS.Case.Deletions@irs.gov.

The hardcopy version should be securely stored to prevent any unauthorized browsing or disclosure. Select a secure cabinet location to maintain the printed Forms 911H. Access should be limited to the LTA, NBU secretary, and the employee with TAMIS permission level 4 designated as the responsible person for case deletions and record retention when the LTA is out of the office for more than seven calendar days.

The retention period for a deleted case record is two years from the end of the fiscal year of case removal. At the end of the retention period these reports should be destroyed. See Document 12990, Records and Information Management Records Control Schedules.

The LTA is required to review the office’s case removal report to ensure that a hardcopy Form 911H exists for every listed case removal, to determine the appropriateness of the case removal.

Reports must be generated and retained to track the removal of cases from the TAMIS database.

On a semi-monthly basis each office must generate and print a case removal report that lists all cases removed for that time period.

One report must be run in deletion order to list cases removed from the 1st through the 15th day of the month. The other report must be run to list cases removed from the 16th to the last day of the month.

The reports should be run within 10 days after the end of the semi-monthly period.

The report should be associated with the hardcopy Forms 911H for the case listed on the report. These should be retained for the retention period described in IRM 13.4.2.8.2, Case Removal Record Retention.

Each office must designate an NBU employee (DEDCA, Director, LTA, or designee) to review the office’s case removal report to ensure that a hardcopy Form 911H exists for every listed case removal, to determine the appropriateness of the case removal.

Any knowingly inappropriate or unaccounted for case removal may constitute an unauthorized alteration of taxpayer data.

Director of TAS Systems Operations & Support generates and retains consolidated national case removal reports.

Area Offices and the Director CCI should generate and retain consolidated case removal reports for all offices within their jurisdiction. It is recommended that case removal review and analysis be part of a local office’s operational review. See IRM 1.4.13.9.6.3, Operational Reviews.

Area Offices and the Director CCI will take the following actions each month: