The Revenue Commissioners believed they could save up to €1.7 million every year by moving their work-from-home employees away from laptops to a desk-based computer system.
In an internal discussion paper, Revenue’s IT team said the use of so-called ‘thin client’ computers in the homes of staff would not only save money but help avoid any potential embarrassment from “lost or stolen laptops”.
The thin client computers link directly to the Revenue Commissioners central systems allowing staff to do all their work online without needing to save data at home.
In a paper analysing options, IT staff said the continued provision of laptops to all staff – at a cost of just over €1,600 per person – would cost up to €2.25 million annually.
However, using thin client machines at a cost per staff member of around €589, would cut the yearly bill to just €577,000 per annum.
It said the new desk-based computers were also likely to last at least seven years while a laptop might typically have a lifespan of “five to six years”.
The Revenue options paper said the thin client computers were “extremely secure” and that there was no risk of taxpayer data being stored on the device.
It said that all laptops were encrypted before being issued to staff.
However, the paper added: “Lost or stolen laptops, even with encryption technology, require reporting to the Data Protection Officer and may attract media attention, despite there being no risk of the data loss.”
It said this had previously proved embarrassing when masked raiders broke into an office at Ashtown Gate in Dublin to steal Revenue laptops in 2011.
The analysis also said that laptops required regular updates to combat viruses and malware as well as software “to manage USB ports to prevent data being copied to external media”.
IT officials said the thin client computers allowed staff to use a large monitor, or two monitors at once, for viewing documents instead of being limited by the screen size of a laptop.
The options paper did say however, that proper desk space was needed while a laptop was “by its nature more mobile”.
It added: “Staff engaged in outdoor work that require access to central records while out of the office need a laptop and Wi-Fi connectivity.
“Additionally, staff that regularly need to work while off their broadband network while travelling are best facilitated with a laptop.”
The paper was prepared as the Revenue Commissioners dealt with the “almost overnight switch” from office-based staff to work-from-home or blended arrangements during and after the COVID-19 pandemic.
In August this year, the Revenue Commissioners wrote to work-from-home staff saying they were aware some were still doing work using a “personal device”.
An email said that while this type of access was still allowed, only limited support could be provided by IT staff.
The message said thin client desk-based computers were recommended for all employees who had successfully applied for “blended working”.
It said: “This equipment meets all health and safety requirements and is the most secure method of accessing Revenue desktops.”
Asked about the records, a spokesman said: “[We] extended the thin client model to accommodate remote working as this is the most secure and the most cost-effective method identified in providing a desktop service in the new blended working era.”
