Who should have access to retained inspection records?

• A. Accessible to all staff in the organization.
• B. Publicly accessible.
• C. Accessible to authorized staff only.
• D. Only the taxpayer.

Answer: (C)

Controlling who can view retained inspection records is about protecting privacy and securing sensitive information. The best approach is to limit access to staff who have a legitimate need to know the contents of those records. When access is restricted to authorized personnel, it helps ensure confidentiality, supports compliance with privacy laws, and provides an audit trail of who viewed the records and why.

Opening access to everyone would expose private taxpayer data to unnecessary risk, and making records publicly accessible would violate confidentiality protections. Having only the taxpayer access the records would ignore the need for internal staff to review and manage the case, respond to inquiries, and carry out procedures. By restricting access to authorized staff, you balance operational needs with privacy and security.