MEMORANDUM

DISCUSSION:

The General Information manual has been updated.  Section 0107.000.00 has been added to the Administrative Procedure section to include various office procedures.  Section 0107.005.00 has been added to include policy regarding a new, mandatory Standard Visitor Log.

Effective immediately all Family Support Division Income Maintenance (FSD-IM) offices must use the Standard Visitor Log. Section 4.3.2 (Controlling Physical Access to Federal Tax Information (FTI) of the Internal Revenue Service Publication 1075 states each facility containing FTI must have a visitor log to authenticate visitors before authorizing access to the facility.

A visitor for the purpose of this log is defined as:  Anyone who is not an employee of Department of Social Services (DSS) and not housed in the facility.  Only visitors who meet this definition and enter an area of the facility where Federal Tax Information (FTI) is accessible, either by paper or electronically, must sign the Standard Visitor Log.  Waiting areas and restrooms are not considered as areas that contain FTI and patrons who access only these areas of the facility do not need to sign the Standard Visitor Log.

A new form, the Standard Visitor Log, has been added to ensure all of the Internal Revenue Service (IRS) requirements for visitors to FSD-IM offices are met.  The Standard Visitor Log can be found in the IM-Forms manual.  A designated official or designee within the office, such as the County Manager, must review the Standard Visitor Log quarterly to ensure the Standard Visitor Log maintains the appropriate information for all visitors.

NECESSARY ACTION:

• Review this memorandum with all appropriate staff.
• Begin using the Standard Visitor Log immediately.

AC/sh