AES Users Should Include Previous ITN Instead of EIN in Emails to Census
The Census Bureau reminded exporters to be mindful of electronically-transmitted information, particularly sending the Employer Identification Number (EIN) via email to Census in requests for Automated Export System (AES) information. Census said the Internal Transaction Number (ITN) is directly linked to the EIN, and can be used by Census to safely and securely identify a company’s information.
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EINs Often Sent to Census via Email; ITN Should be Used Instead
According to Census, it often receives requests for a number of items surrounding AES, such as resolutions for fatal errors, tracking AES responses for shipments, initiating suppressions, etc. In doing so, some people provide their company’s sensitive information through email, particularly their company’s Employer Identification Number (EIN).
Census said EIN information should never be transmitted to the Census Bureau via email. Although Census requires an EIN to identify a company’s profile in the AES and to service a company’s AES needs, there are other ways to provide this information to Census indirectly. According to Census, the best, and safest, way to send this information is by providing a previously accepted Internal Transaction Number (ITN). EINs are directly linked to ITNs, so once Census has the ITN it can safely and securely identify a company’s information.
Do Not Include EINs in Thread History, Subject Line, or Attachments of Emails Either
Furthermore, Census listed several other business practices to protect companies’ EINs. Specifically, Census said:
Do not reply or forward an email message that contains an EIN in the thread history. If you must reply or forward the message, make sure that the message history is not included in your reply. You have the option to send a reply without including the full history of the email thread.
Do not include your company’s EIN in the subject line of your email message. Census sees this from time to time when it is monitoring the ASKAES mailbox.
Do not submit your EIN as an attachment within a message. Although it appears to be secure, and safer than including the EIN in the body of the message itself, this type of practice should be avoided.