Part 1. Organization, Finance and Management

Chapter 11. Internal Management Documents System

Section 5. Publishing Internal Management Documents (IMDs)

1.11.5  Publishing Internal Management Documents (IMDs)

Manual Transmittal

June 19, 2012

Purpose

(1) This transmits revised IRM 1.11.5, Internal Management Documents System, Publishing Internal Management Documents (IMDs).

Material Changes

(1) IRM 1.11.5 is revised to reflect new processes and procedures, as follows:

  1. IRM 1.11.5.2.2. Added information on the "go green" initiative to reduce paper distribution of the IRM.

  2. IRM 1.11.5.4. Established a standard rule for submitting graphics in PDF format. Removed information relating to TIFF.

  3. IRM 1.11.5.4.2. The definition of the Manual Transmittal date changed to the issue date. Authors insert a wild card date; M&P inserts the issue date.

  4. IRM 1.11.5.5. Removed reference to Form 2061-A, IRM Package Checklist as it is obsolete. This form is no longer part of the publishing package sent to M&P Publishing Team. A new form, Document 13000, IRM Package Check Sheet, was developed to provide IRM authors, reviewers and coordinators, a tool to help quality check the IRM package to ensure conformance with the IRM requirements.

  5. IRM 1.11.5.6. Due to the widespread use of electronic tools to access the IRM, authors are encouraged to publish their IRM electronic only, unless certain exceptions apply. The new rule for printing and mailing paper copies of the IRM is based on employee need, computer access and file size (more than 100 pages).

  6. IRM 1.11.5.6.3.1. Authors are now required to contact the IMDDS coordinators when the IRM section is new or when developing a new distribution pattern.

(2) Removed reference to the publishing course (formerly IRM 1.11.5.1.1), as the information is dated. For current course information, check out the SPDER website training page at: http://spder.web.irs.gov/imd/training/

(3) IRM 1.11.5.2.1. Clarified the procedures for the M&P publishing process.

(4) IRM 1.11.5.4.1. Added the email address for submitting the completed Form 13200 to M&P.

(5) IRM 1.11.5.5.1. Added information on the publishing timeframes.

(6) IRM 1.11.5.5.2. Added information on the filing season production schedule.

(7) IRM 1.11.5.6.2. Added information on requesting a reprint of an IRM section.

(8) Exhibit 1.11.5-1. Updated the information to conform with current procedures. For example, removed the requirement to insert a comment in Block 21 when changing the form of distribution from print to electronic only. Added example to indicate a 2-color (red) graphic (allowed for certain IRMs).

(9) Exhibit 1.11.5-2. Moved information in a table (formerly in IRM 1.11.5.4.2) to an Exhibit. Updated the information to conform with current procedures.

(10) Exhibit 1.11.5-3. Inserted a table that lists the resources for publishing and distributing the IRM. Added information on contacting the XML Help Desk for authors who need help correcting their IRM file.

(11) IRM 1.11.5 was also revised to update websites and for editorial corrections. Material was rearranged to improve the flow.

Effect on Other Documents

IRM 1.11.5 dated April 20, 2010, is superseded.

Audience

Employees who publish internal management documents such as the IRM.

Effective Date

(06-19-2012)

Related Resources

A link to the "overlay" for Form 1767 http://publish.no.irs.gov/pubsys/irm/IRM_1767.pdf

A link to the Electronic Publishing website Product Catalog Information page

Internal Management Documents Distribution System (IMDDS) Index http://publish.no.irs.gov/distsys/imdds/imddsndx.html

What's Hot in IMDDS? http://publish.no.irs.gov/distsys/imdds/imdnews.html for ordering information of IRS printed products.


Kathryn A. Green
Director, Servicewide Policy, Directives and
Electronic Research

1.11.5.1  (09-01-2009)
Overview of Publishing IMDs

  1. Purpose. This IRM section provides detailed instructions on the rules for publishing and distributing Internal Management Documents (IMDs). IMDs for purposes of this process include the IRM, Delegation Orders and Policy Statements. Delegation Orders and Policy Statements are published in the IRM.

  2. Audience. This information is for IRS employees in the IMD community, primarily IMD/IRM coordinators and IRM authors, who are responsible for preparing or reviewing IMDs published in the IRM or conveyed through interim guidance. See 1.11.1, Internal Management Documents , for the definition of IMD community.

  3. IMD Process Owner. The Office of Servicewide Policy, Directives and Electronic Research (SPDER) oversees the IMD process and monitors the publishing and distribution of these products.

  4. Publishing Process Owner. Media and Publications, Customer Assistance, Relationships and Education, in the Wage and Investment (W&I) Division, is responsible for publishing and distributing all IRS published products. This includes the IRM. The cost of producing and distributing the IRM is normally funded by W&I. See IRM 1.17, Publishing and IRM 1.18, Distribution. The IRM Publishing Team, who oversees the publishing of the IRM, is the primary point of contact for IRM authors and IMD/IRM coordinators. See http://publish.no.irs.gov/pubsys/irm/irmteam.html for a list of the team members.

  5. Contact Information. If you have any questions about the information in this IRM section, contact SPDER.

    • Email us at *SPDER@irs.gov

    • Check out the SPDER website at http://spder.web.irs.gov, and click on "Contact Us/Staff" .

  6. For a list of publishing and distribution contacts and resources, see Exhibit 1.11.5-3.

1.11.5.2  (09-01-2009)
Where Publishing and Distribution Fit in the IRM Process

  1. Employees involved in publishing and distributing the IRM include:

    • IRM authors

    • IMD/IRM Coordinators

    • IRM Publishing Team printing specialists

    • Internal Management Documents Distribution System (IMDDS) Coordinators

    • SPDER IMD staff

  2. Following are the actions an author takes prior to submitting the IRM for publishing:

    Step Action Additional Instructions for the IRM
    1. Prepare the IRM

    1. Download the file from the Core Repository of Published Products at Electronic Publishing website.

    2. Create/revise the IRM using the IRM authoring tool.

    Note:

    The PDF file created with the IRM Authoring Tool is the official source file that is posted to the CROPP. It is important that the author retrieve the official version when revising the IRM. See IRM 1.11.2, Internal Revenue Manual (IRM) Process.

    2. Prepare graphics (if new)
    Review and update any existing graphics     		For instructions on preparing graphics, see IRM 1.11.2.8.7, Using a Graphic..
    3. Clear the IMD through all affected stakeholders For instructions on the clearance process, see IRM 1.11.9 , Clearing Internal Management Documents.

    Note:

    To ensure the IRM section is properly prepared for publishing, use Document 13000, IRM Package Check Sheet.

  3. Media & Publications (M&P) manages the publishing and distribution processes for the IRM. The following table describes their responsibilities and actions:

    IRM DISTRIBUTION PROCESS STEPS
    Step Responsible Party Actions
    1. IRM Publishing Team

    1. Generates the distribution lists.

    2. Sends file to the printing contractor.

    3. Uploads PDF internally and externally.

    4. Emails the originator listed on Form 1767 when the IRM is processed.

    5. Emails electronic notice subscribers when they post the file. See IRM 1.11.5.7.2.

    2. IMDDS specialist

    1. Works with the printing specialist to address the IRM author's needs for electronic or print distribution.

    2. Prepares distribution pattern for printed IRMs.

1.11.5.2.1  (06-19-2012)
Publishing the IRM

  1. The Office of Publishing prepares and issues official products to employees, vendors and other users. A printing contractor composes the official version of the IRM and packages it for internal and external distribution.

  2. The Office of Publishing is responsible for:

    1. Maintaining the Core Repository of Published Products (CROPP), which houses the IRS' official published products, including the IRM.

    2. Managing the Service's printing and publishing requirements.

      Note:

      The publishing contractor distributes IRM files to commercial vendors of research products. See IRM 1.4.5, Corporate Tax Administration Tools, for information on the products IRS purchases for employees.

    3. Negotiating and managing the IRM printing contract.

    4. Funding IRM publishing costs.

    5. Posting electronic files to IRS.gov (Internet) and IRweb (intranet).

      Note:

      For IRM sections that contain sensitive information (Official Use Only (OUO)), a redacted version is posted to IRS.gov http://www.irs.gov/

  3. The members of the IRM Publishing Team are printing specialists for the IRM program. The IRM Publishing Team is responsible for assigning the catalog number for the IRM. The catalog number consists of a unique 5 digit number and an alphabetic character. See IRM 1.11.2, Internal Revenue Manual Process, for information on how to request a catalog number.

    Example:

    The catalog number for IRM 1.11.5 is "30626A."

  4. Media and Publications (M&P) requires a Form 1767, Publishing Services Requisition, to request and authorize printing and publishing services for all officially published products. A requisition must accompany each IRM publishing package. See IRM 1.11.5.4.1. The W&I Division funds the publishing and distribution of the IRM.

    Note:

    When preparing Form 1767, Blocks 13-15, "Funds Approval, Appropriation to Charge, and Date," remain blank.

1.11.5.2.2  (06-19-2012)
Distributing the IRM

  1. The Office of Distribution provides planning and distribution services for all IRS print and electronic products within the IRS for tax administration and for the public. The Internal Management Documents Distribution System (IMDDS) distributes IMDs to IRS offices based on established subscriptions or distribution patterns. When the IRM is published, the document is distributed through various venues for employee and public access.

  2. With increased employee access to the electronic IRM and to reduce printing and distribution costs, IMDDS and SPDER staff are working with their customers to reduce reliance on the paper IRM. IMDDS is working to ensure that employees who need a paper copy of the IRM will receive it in the most cost-efficient manner. See IRM 1.11.5.6, for information on requesting paper distribution.

  3. The National IMDDS coordinators advise authors on distribution issues. For paper products, IMDDS staff create the distribution pattern. The distribution pattern is based on the office location whose employees require the paper product. See IRM 1.11.5.6.3.

1.11.5.3  (09-01-2009)
Coordinating with Media and Publications (M&P)

  1. The table below describes the responsibilities and actions of employees when preparing to publish the IRM.

    IRM PUBLISHING PROCESS STEPS
    Step Responsible Party Action
    1. IRM Author

    1. Prepares IRM publishing package. See IRM 1.11.5.4.

    2. Prepares Form 1767 and obtains approving official signature. See IRM 1.11.5.4.1.

    3. Follows Document 13000, to ensure the IRM file is properly prepared.

    4. Contacts the National IMDDS Coordinator to address distribution issues.

    2. IMD/IRM Coordinator

    1. Conducts final IRM review for correctness. See Exhibit 1.11.5-2 for a list of errors commonly found in the IRM publishing package.

    2. Ensures graphics are properly prepared and associated with the XML file. See IRM 1.11.2.8.7, Using a Graphic.

    3. Ensures Form 1767 is signed by an authorized official. See IRM 1.11.5.4.

    4. Ensures the IRM publishing package is complete.

    5. Sends the IRM publishing package to the IRM Publishing Team via the IRM Upload process. See IRM 1.11.5.5.

    3. IRM Publishing Team

    1. Inputs information into the publishing database (posted on the production page).

    2. Conducts IRM XML file review.

    3. Notifies author of receipt via email.

    4. Consults IMDDS specialist regarding IRM distribution.

    5. Sends file to printing contractor.

    4. Printing contractor

    1. Prepares file for printing.

    2. Prepares redacted file.

    3. Transmits files to IRS (and vendors) in the appropriate file format.
    5. IRM Publishing Team

    1. Posts PDF file to the CROPP.

    2. Updates the IRM Numerical Index.

    3. Submits the file for posting to IRS.gov, SERP, and IRM Online.

  2. SPDER IMD staff confer with Publishing and Distribution staff to address issues raised by the IMD community. SPDER IMD staff also assist IMD/IRM coordinators and authors with their questions and concerns. See IRM 1.11.1, Internal Management Documents , for more on SPDER's role and the role of others in the IMD community.

1.11.5.4  (06-19-2012)
Preparing the IRM Package for Publishing

  1. For each IRM section, the IRM publishing package must contain the following documents:

    1. IRM XML file created in the IRM authoring tool named with the catalog number. The catalog number is a 5-digit number ending with an alpha character.

    2. Graphic files, new or revised, in PDF format.

    3. Form 1767, Publishing Services Requisition, completed and signed by an authorized official.

    Note:

    Document 13000, IRM Package Check Sheet, replaces Form 2061-A, IRM Package Checklist (obsolete as of 08-09-2011). Although Document 13000 is not submitted with the IRM publishing package, employees should use it to quality check the completeness of their IRM package.

  2. Prepare the IRM file for publishing by taking the following actions:

    1. Finalize the IRM section (after obtaining approvals and incorporating comments from reviewers).

    2. Complete the Form 1767 and obtain the signature of the authorized official.

    3. Prepare the graphics in accordance with the publishing requirements. Avoid the common errors discussed in Exhibit 1.11.5-2.

      Note:

      For detailed instructions on preparing graphics, see IRM 1.11.2.8.7, Using a Graphic.

    4. Place the IRM, Form 1767, and any graphics in a zip file. See IRM 1.11.5.5.

  3. The IRM author must contact their IMD/IRM coordinator for their organization's specific procedures for submitting their IRM package for publishing. This process differs within each organization.

  4. The publishing package does not include the Form 2061, Document Clearance Record, background material and any substantive comments. The originating office submits this material to the IRS Historical Research Library for permanent retention. See IRM 1.11.92.2, Clearance Documents Sent to IRS Historical Research Library.

1.11.5.4.1  (06-19-2012)
Preparing Form 1767, Publishing Services Requisition

  1. Form 1767 is the requisition employees must use when submitting the IRM for publishing.

  2. The signature of an authorized official (director level or equivalent) or an approved designee, is required to approve the publishing of the IRM. The approving official can not be the originator; another authorized official must sign the Form 1767.

  3. A list of designated officials is located at http://publish.no.irs.gov/appls/pst01c2.html . Follow the instructions on Form 13200 , Authorization to Designate Business Approvers for Publishing Services Requests. to add a name to the authorized officials list. Email a completed form to mailto:PSRhelpdesk@irs.gov.

  4. For help in determining who can sign the Form 1767, contact the organizational IMD/IRM Coordinator http://spder.web.irs.gov/imd/council/.

  5. To assist employees when preparing Form 1767, Publishing Service Requisition, a template was created to ensure it is completed properly. When inputting the requested information, the appropriate line items on the Form 1767 (PDF) are automatically completed. At the push of a button, the template overlay is removed. When preparing Form 1767 for the IRM, take the following steps:

    1. Download the fillable PDF overlay from http://publish.no.irs.gov/pubsys/irm/IRM_1767.pdf.

    2. Obtain a digital or physical signature of the approved official for the organization.

  6. The official version of Form 1767 is also available at http://publish.no.irs.gov/getpdf.cgi?catnum=61490. See Exhibit 1.11.5-1 for instructions on completing Form 1767.

1.11.5.4.2  (06-19-2012)
Review for Errors in the IRM Publishing Package

  1. The IRM author and the IMD/IRM coordinator is responsible for reviewing the IRM section for completeness to facilitate processing by the IRM Publishing Team. Mistakes in the package may delay publication of the IRM. See Exhibit 1.11.5-2 for a list of the errors commonly found in the IRM XML file and their corrective action.

  2. Errors are commonly found in these portions of the IRM publishing package:

    • IRM XML file

    • Form 1767, Publishing Services Requisition

    • IMDDS Distribution

    • Graphic files

  3. Use Document 13000, IRM Package Check Sheet, to review your IRM package to ensure the file and the associated material is properly prepared. For help on correcting errors in the IRM XML file, contact the XML Help Desk staff. See Exhibit 1.11.5-3 for contact information.

1.11.5.5  (06-19-2012)
Submitting the IRM Publishing Package

  1. The IRM publishing package is submitted to the IRM Publishing Team through the IRM Upload toolhttp://caps-as.enterprise.irs.gov/irm/japple?PAGE=gov.irs.publish.irm.Upload . This tool allows employees to transmit the IRM file electronically.

  2. The IRM upload process is handled differently by each organization. Contact your IMD/IRM Coordinator to determine who is responsible for submitting the IRM publication package.

    Reminder:

    A catalog number is required to use the IRM Upload tool.

  3. Follow these instructions for using the IRM Upload tool:

    Step Action Additional Instructions
    1. Use Winzip to create a zip file containing the:

    • IRM file

    • New or revised graphic files

    • Form 1767

    		 This file can be no larger than 100 megabytes (MB).
    2. Select the IRM Package Submission on the IRM Upload page. Access the tool from http://caps-as.enterprise.irs.gov/irm/japple?PAGE=gov.irs.publish.irm.Upload
    3. Enter the complete catalog number in the space provided. The IRM number should appear next to the catalog number.
    If it does not, notify the IRM Publishing Team.
    4. Click on the "Browse" button to find the .zip file on your computer and open it.  
    5. Click on the "Submit" button once all the information is correct and complete. You will receive an email acknowledging you have successfully submitted the IRM.

    Note:

    For questions or problems uploading the IRM file, contact the IRM Publishing Team at mp.irm@irs.gov.

  4. The IRM Publishing Team will check the package for completeness and submit the file to the contractor for publishing and distribution. If necessary, they will contact the IRM author and/or IRM/IMD coordinator to discuss any further action required before publication can proceed.

  5. To ensure the IRM publishing package is properly prepared, follow Document 13000, IRM Package Check Sheet.

1.11.5.5.1  (06-19-2012)
Publishing Production Timeframes for the IRM

  1. The IRM publishing timeframe depends on the number of pages, the printing and distribution requirements, and the time of year it is submitted. The publishing process generally takes from one to four weeks. During the filing season publishing period (August through December), the publishing workload increases, and the longer timeframe may apply. Keep this seasonal peak in mind when preparing to publish the IRM. See IRM 1.11.5.5.2 for information on the filing season production schedule.

  2. Employees can track their IRM through the publishing process from receipt, to posting from the IRM Production Page. See IRM 1.11.5.7.1 for information about IRM production.

1.11.5.5.2  (06-19-2012)
Filing Season Production Schedule

  1. Certain IRM sections are updated annually to reflect the changes to the filing requirements. Each year M&P schedules the printing and processing of these IRMs because of the volume of IRMs affected by the filing season changes. This material is normally submitted for publishing between August and December each year.

  2. "Filing season" IRMs take priority over the "non-filing season" between August through December. Primarily, IRMs in Part 21, Customer Accounts Services, Part 3, Submission Processing, and Part 2, information Technology, have filing season changes.

  3. Organizations should schedule the publishing of non-filing season IRMs outside of filing season (January -July). If you must publish a non-filing season IRM during this time period, email the M&P IRM Team staff at mailto:mp.irm@irs.gov.

  4. The "Filing Season Production Schedule" is displayed on the Publishing website. From the IRM Program page at http://publish.no.irs.gov/pubsys/irm/irm.html , scroll down to the "Filing Season IRM Production Schedule" link for the current information.

  5. The IRM Production Information page lists the IRMs logged in by M&P. See http://publish.no.irs.gov/pubsys/irm/irminfo.html. Click on the IRM part number associated with the IRM for the status of the IRM in the publishing pipeline. See IRM 1.11.5.7.1.

1.11.5.6  (06-19-2012)
Distributing the IRM Through IMDDS

  1. IMDDS distributes printed documents, such as the IRM, forms, and documents, etc., to employees who need paper copies to perform their jobs. The IMDDS process manages product distribution and may be more cost effective than other ways of accessing the paper IRM. However, with improving access to electronic IRM sources and the recent emphasis on "going green," the IMDDS staff is addressing ways to reduce paper distribution of IRS products. See http://publish.no.irs.gov/distsys/imdds/imddsndx.html to access the IMDDS page.

  2. Paper distribution of the IRM is limited to the following circumstances:

    1. Required by employees who lack a computer at their workstation to view the IRM.

    2. The IRM section is over 100 pages.

  3. Employees may obtain copies of the IRM for training or other purposes from the following sources:

    1. Order through IMDDS distribution (the most cost efficient method for obtaining a printed IRM).

    2. Order from the National Distribution Center (NDC).

    3. Print copies locally.

  4. When the IRM section is published, the IRM is distributed to users through IMDDS according to an established distribution pattern. The distribution pattern is developed by the product creator (the IRM author), and requests from individual offices.

  5. The initial printing and mailing of the IRM is handled by the printing contractor.

1.11.5.6.1  (06-19-2012)
Electronic Availability of the IRM

  1. Electronic sources of the IRM are available online and are accessible to employees sooner than the print copy.

  2. The IRM is accessible to employees with intranet access from the following sources:

    1. IRM Online http://irm.web.irs.gov/ is a searchable version of the IRM.

    2. IRM Numerical Index http://publish.no.irs.gov/pubsys/irm/numind.html links to the current IRM in portable document file (PDF) format.

    3. Product Catalog Information http://publish.no.irs.gov/catlg.html houses the current and historical versions of the IRM in PDF and XML format.

    4. Servicewide Electronic Research Program (SERP) http://serp.enterprise.irs.gov/databases/irm.dr/irms.html houses a portion of the IRM and other references on a searchable platform.

  3. Public portions of the IRM (Official Use Only (OUO) information is redacted) are available on IRS.gov http://www.irs.gov/.

  4. ReferenceNet http://rnet.web.irs.gov/index1.htm is an IRS portal that provides access to public portions of the IRM through IRS corporate research services.

1.11.5.6.2  (06-19-2012)
IRM Delivery

  1. The IRM author is responsible for determining the delivery options for their end users. Prior to submitting the IRM for publishing, discuss distribution needs with the IMDDS coordinator. See http://publish.no.irs.gov/distsys/imdds/imddteam.html.

  2. The IRM author must determine whether their end users have web access. If not, authors must consult the IMDDS staff to build or modify the distribution pattern. Printing and distribution is permitted under certain circumstances. See IRM 1.11.5.6.

  3. Follow these guidelines when determining how the IRM will be delivered:

    IF THEN
    a. Publishing a new IRM section, Consult the IRM Publishing team and the IMDDS coordinator.
    b. Revising the IRM for an editorial correction, On Form 1767, Block 18, select "Electronic Media" .
    c. Obsolescing an IRM section, On Form 1767, Block 18, select "Electronic Media" .
    d. Reprinting the IRM, On Form 1767, Block 18, select:

    • "Electronic Media" , or

    • "Printing and Distribution" , if end users meet requirements for a paper copy. See IRM 1.11.5.6.

    .
    e. Conducting a training class or planning a conference,

    • Follow instructions for requesting a reprint. See IRM 1.11.5.6.2 (4).

    • Consult the IMDDS coordinator.

  4. To order additional copies of a printed IRM, submit a Form 1767 to request a "reprint" . The IRM Publishing team will process the order through the printing contractor or the NDC, depending on the quantity requested. You must take this action at least four weeks prior to the date the material is needed. To order a reprint:

    1. Discuss your needs - number of copies, location and in-field date - with the IRM Publishing team and the IMDDS coordinator.

    2. Prepare Form 1767, Publishing Services Requisition , and select "Reprint" in Block 16.

    3. Email the completed and signed Form 1767 to the IRM Publishing Team at mailto:mp.irm@irs.gov

    Note:

    If the IRM distribution is "electronic only," employees can't order a copy from the NDC.

  5. The Digital Copy Center (DCC) provides limited digital printing and photocopying services. For information, check out: http://publish.no.irs.gov/pubsys/dcc.html.

1.11.5.6.3  (06-19-2012)
Distribution Pattern

  1. A distribution pattern is assigned to each IRM section for customers who require a paper copy. The distribution pattern identifies the:

    1. Offices receiving the printed IRM.

    2. Number of printed copies distributed to each office.

    3. Total number of printed copies distributed.

  2. Common distribution patterns are established based on a job classification(s) or an organizational component. Some examples are :

    • All W&I employees

    • All managers

    • All Tax Exempt/Government Entities managers

    • Campus Employees

    • Customer Service Representatives

    • EEO Groups

    • Personnel Groups

    • Enterprise Computing Center at Memphis (ECC-MEM)

  3. The IMR04 IMDDS Distribution Report provides the current distribution pattern for an IRM section. Click on the link http://publish.no.irs.gov/distsys/imdds/imddsrep.html and complete the IMR04 report as follows:

    1. Click on IMR04 - Distribution Quantities.

    2. Enter the IRM Catalog Number at the top.

    3. Enter your email address at the bottom.

    4. Click Submit. The distribution pattern will be sent to your email address.

1.11.5.6.3.1  (06-19-2012)
Creating a Distribution Pattern

  1. The IRM author is responsible for contacting the IMDDS coordinator when creating a new IRM section or developing a new distribution pattern for an existing IRM section.

  2. The distribution pattern must be created prior to submitting the IRM section for publishing. New distribution patterns can take three to four weeks to develop, depending on their complexity. Failure to establish a distribution pattern prior to submitting the IRM for publishing will delay the printing and distribution of the final IRM section. See IRM 1.11.5.6.3 (3) for information on how to obtain the IMR04 Distribution Report.

  3. An existing distribution pattern can be the starting point for creating a distribution pattern for a new IRM section. Follow the steps outlined under IRM 1.11.5.6.3.2 to obtain and review an existing IRM distribution pattern.

1.11.5.6.3.2  (09-01-2009)
Requesting a Distribution Pattern

  1. When requesting a distribution pattern, the author must provide the IMDDS coordinator the following information:

    • Title of IRM/IMD

    • Item number/name

    • Catalog number

    • Revision date

  2. Be prepared to answer the following questions when asking IMDDS to establish a distribution pattern:

    1. What is your organization or function?

    2. Who is your intended audience?

    3. How many copies should be sent to each office?

      Example:

      One copy to each intended office.

    4. Where is your intended audience located?

      Example:

      All IRS Campuses, all call sites, all Small Business/Self-Employed (SB/SE) examiners, etc.

    5. Is your IRM/IMD product only for managers or for all employees in a particular function?

  3. Additional information to help identify a distribution pattern:

    If the IRM Then provide the National IMDDS Coordinator with
    Replaces another IMD or published product

    • The catalog number for the replacement product.

    Note:

    An existing distribution pattern can be the used as a baseline for the new distribution pattern.
    Is required for a training class

    • The name, date and location of the class.

    • Discuss whether additional stock will be needed for future training classes.

1.11.5.7  (09-01-2009)
Tracking IRM Publication and Distribution

  1. The following tools are available to inform employees about the status of new and revised products:

    • IRM Production Information page

    • Electronic notice of IRM issuances

  2. The IRM Production Information page allows authors to track the progress of their IRM section through the publishing process until the official file (PDF version) is posted on the Electronic Publishing website. See IRM 1.11.5.7.1.

  3. The Electronic Notice of IRM issuances allows authors and end users to request confirmation of newly issued IRM sections and other published products. See IRM 1.11.5.7.2.

  4. M&P has also developed a product to allow employees to share graphics (assuming the information remains current). See IRM 1.11.2.8.7.2, Storing IRM Graphic Files.

1.11.5.7.1  (09-01-2009)
IRM Production Information Page

  1. Information on the IRM Production page is posted and updated regularly by the IRM Publishing Team. The date for each of the following actions is available for each IRM section:

    COLUMN DESCRIPTION
    a. Date received The date the IRM section was checked in. It displayed on the web page on the following day.
    b. Ship Complete The estimated ship date.
    c. Ship Complete* (with asterisk) The actual ship date.
    d. Files Posted Date files posted to the CROPP ( PDF and XML versions).

  2. To access information on the IRM Production page for a specific product:

    1. Click on the website http://publish.no.irs.gov/pubsys/irm/irminfo.html .

    2. Click on either "all IRMs" or the specific part.

    3. Verify fiscal year information. Select "Prior" if checking for prior year information.

    4. Scroll through the list or sort by "Office" , to find the specific IRM section.

1.11.5.7.2  (09-01-2009)
Electronic Notice of a Published IRM Section

  1. IRS employees may sign up to receive an email notifying them when a revised IRM section is issued. This feature is available from the Product Catalog Information page in the "Electronic Availability" box, for each IRM section.

  2. To access this feature from the Product Catalog Information page:

    1. Scroll down to the IRM Numerical Index http://publish.no.irs.gov/pubsys/irm/numind.html link.

    2. Click on the appropriate Part.

    3. Scroll down to the appropriate Chapter.

    4. Click on the linked catalog number for the applicable IRM section.

    5. Click on "Sign up" in the Electronic Availability box.

    6. Click on "Subscribe."

1.11.5.8  (06-19-2012)
End of the Fiscal Year IRM Submission Requirements

  1. The end of the fiscal year (September 30) requires M&P to establish a cut-off date for the IRM to close out the printing budget. This cut-off date is typically in August. Notice of the cutoff date is communicated to the IMD Community at least 30 days in advance through email. To sign up to receive IMD communications, select http://spder.web.irs.gov/imd/mailinglist/.

  2. For M&P to determine the funding needs for the remainder of the fiscal year, employees must submit a signed and completed Form 1767, Publishing Services Requisition, for each IRM section due to be published between the cut-off date and the fiscal year end, September 30.

  3. When deciding whether to submit a Form 1767, consider carefully whether your IRM will be ready for publishing before October 1. You must allow sufficient time for clearing and processing your IRM for publishing. So, for example, unless clearance is completed in mid-August, your IRM may not be published before October 1 (unless it is on the filing season schedule).

    Note:

    Publishing of filing season IRMs begins production in August. See IRM 1.11.5.5.2 for information on the filing season production schedule.

  4. For a timely received requisition (Form 1767), M&P will assign funds and retain the Form 1767 until the author submits the remaining IRM publishing package components (IRM XML file and graphic files). When submitting the remaining components of the IRM package, don't re-send the Form 1767 (unless a change occurred in the interim).

1.11.5.8.1  (06-19-2012)
Steps for Submitting Form 1767 at the Fiscal Year End

  1. The following instructions apply when submitting the IRM section for publishing under the current budget.

    IF AND THEN
    You plan to publish your IRM before October 1  

    1. Submit Form 1767 signed by an authorized official, to mp.irm@irs.gov.

    2. M&P will process when they receive the complete file.

      Note:

      Contact your IMD coordinator before submitting an "end of year Form 1767."

    You do not submit Form 1767 prior to the cut-off date, the IRM section must be published before the next fiscal year processing;

    1. The Director/Executive must submit a written justification (email is acceptable), with a signed Form 1767.

    2. The Publishing Director must grant the waiver, indicated by his/her signature.

    Note:

    A request for a waiver may be denied.

    the IRM section does not need to be published by the end of the fiscal year M&P will process the IRM section in the following fiscal year (on a first-in-first-out basis), after filing season IRMs are processed.
    You submit a Form 1767 before the cut-off date, you do not submit your IRM before September 30, Submit your IRM package through the IRM Upload process after September 30th.

    Note:

    If a signed Form 2061 is on file, you don't have to resubmit it to M&P.

Exhibit 1.11.5-1 
Completing Form 1767, Publishing Services Requisition

These instructions apply when issuing a new, revised or obsolete IRM section.

Note:

Prepare one requisition for each IRM section

Complete Section A
Request for services from Media and Publications
Block Number Required Information
3 Enter the chapter and section titles, separated by a hyphen. Ensure the titles match the titles used in the IRM file.
4 Enter the IRM number (part, chapter, and section).
5 Enter the IRM catalog number (five digits with the alpha character).
For a new IRM section, contact your IRM/IMD coordinator or IRM Publishing Team to request a catalog number.
6 Enter the IRM effective date, or MM-DD-YYYY.
7 If your IRM/IMD contains OUO information or requires any other special handling, check "Yes." If not, check "No. "
8 Leave blank unless the IRM is needed on a specific date. Note that the date the item is distributed and will reach its destination is based on existing print schedules.
9 Describe the materials. For example, IRM XML file and, if applicable, the number of graphic pages.
10-12 Obtain the signature of an authorized official. Insert name, title and date.
13-15 No entry required. Costs of printing and distributing the IRM are funded by M&P.
Complete Section B
Describe the services and/or products required
Block Number Required Information
16 Indicate action:
R - Reprint
N - New for a new product
V - Revised for a revision to an existing product
O - Obsolete (if the IRM is no longer in effect)
17 On line (c) IMDDS file pattern number, enter catalog number or IRM number (for a printed IRM).
For a new IRM section, contact an IMDDS coordinator to establish a distribution pattern.
18 Check the appropriate box:

  • "Electronic Media"

  • "Printing and Distribution"

Reminder:

Printing and distribution are limited to certain circumstances. See IRM 1.11.5.6.

19 Briefly describe the purpose of the IRM, the intended audience and other important information. This description is reported on the Product Catalog information page for each published product.
21 Enter any additional instructions involved in printing or distributing the IRM.

Example:

Indicate when an IRM section contains a 2-color graphic, even if no change was made.

22 Enter the author (originator) or other person responsible for the technical content. This information is reported on the Product Catalog information page for each published product.
23 Enter the originator's office symbols.
24 Enter the originator's telephone number.
25 Enter the originator's email address.
26 Enter the name and phone number of a back-up , e.g., another analyst, manager or IMD/IRM Coordinator.

Exhibit 1.11.5-2 
Corrective Actions for Errors in the IRM XML File

Following are the errors commonly found in the IRM XML sent for publishing and the actions to take to correct the error.

Type of Error Corrective Action - IRM XML File
Incorrectly Formatted IRM File

  • Ensure the IRM is revised from the official file that resides on the Electronic Publishing website http://publish.no.irs.gov/.

  • Contact the XML Help Desk for assistance. See Exhibit 1.11.5-3 for contact information.

Completeness Check Error

  • Check for a file error by clicking on the <Check Completeness> tag (on the toolbar or under the Tools menu).

  • Ensure that "No completeness errors found" is displayed in the status bar at the bottom left corner of the IRM file.

  • If an error exists, correct it before submitting the IRM for publishing.

Manual Transmittal Date Format

  • Ensure the Manual Transmittal date is: Month DD, YYYY.
Missing Section or Exhibit Title

  • Ensure a title is inserted for the IRM section, each subsection, and exhibit.
Track Changes

  • Turn off track changes before submitting the IRM for publishing.

  • Accept all tracked changes in the file. Select Tools >Change Tracking.

Incorrectly Named Graphic Files

  • Ensure each graphic file is named with an 8-digit file number, the IRM catalog number (minus the alpha character) ending with three unique digits, determined by the author.

    Example:

    34567001

  • Ensure each graphic file page is assigned a different name. To verify, from the IRM XML file toolbar, select IRSTools > Show Graphic File List.

  • Ensure a graphic file name (for each new/revised graphic) is inserted in the IRM file.

  • Ensure the PDF graphic file name matches the graphic file name in the IRM XML file.

Un-embedded PDF Fonts

  • Ensure all fonts in PDF graphics are properly embedded (locked) in the PDF file. See IRM 1.11.2 for details.

Type of Error Corrective Action - Form 1767
Missing or Illegible Approving Official Name

  • Block 10. Ensure the approving official (digitally or physically) signs their name.

  • Block 11. Ensure their name is typed or printed legibly.

Invalid Approving Official Name

  • Block 10. Verify the approving official is on the authorized approver's list, http://publish.no.irs.gov/appls/pst01c2.html.

Block 18 is Blank (Missing selection for Electronic Only or Print Distribution)

  • Block 18. Select the applicable checkbox to indicate whether this issuance is electronic media or print and distribute.

2-color graphic in IRM section unspecified

  • Block 21. Indicate the presence of 2-color graphics each time the IRM is submitted for publishing.

Type of Error Corrective Action - IMDDS
No Distribution Pattern Discuss distribution needs with the IMDDS coordinator http://publish.no.irs.gov/distsys/imdds/imddteam.htmlbefore submitting the IRM for publication:

  1. For a new IRM section, or

  2. For an existing IRM section, a change to print distribution.

Type of Error Corrective Action - Graphics
(see IRM 1.11.2.8.7 for details)
Incorrectly Named Graphic Files

  • Ensure each graphic file is named with an 8-digit file number, the IRM catalog number (minus the alpha character) ending with three unique digits.

    Example:

    34567001

  • Ensure a graphic file name (for each new/revised graphic) is inserted in the IRM file.

  • Ensure the PDF graphic file name matches the graphic file name.

Multi-page Graphic Submitted as one Graphic File

  • Ensure each graphic page is in a separate PDF file.

  • Ensure a unique number is assigned to each graphic page.

Note:

Check this in the IRM authoring tool by selecting, IRSTools >Show Graphic File List.

Incorrectly Formatted Graphic File

  • Ensure each new or revised graphic file is prepared in PDF format.

    Note:

    M&P will accept TIFF graphics, but it is not the IRM standard.

Missing Graphic Files

  • Ensure each new or revised graphic has an associated and properly formatted PDF file.
Un-embedded PDF Fonts

  • Ensure all fonts in PDF graphics are properly embedded (locked) in the PDF file. See IRM 1.11.2.8.7 for details.

Missing Verbal Descriptive Narrative (VDN)

  • Ensure the XML file contains a VDN for each graphic.

Exhibit 1.11.5-3 
Contacts and Resources for Publishing and Distributing Your IRM

The tables below contain a consolidated list of sources when publishing the IRM.

Publishing
Process Resource
IRM Publishing Team members http://publish.no.irs.gov/pubsys/irm/irmteam.html
IRM Publishing Team mailbox mailto:mp.irm@irs.gov
Electronic Publishing website Product Catalog Information page
Form 1767 PDF template http://publish.no.irs.gov/pubsys/irm/IRM_1767.pdf
Form 1767 Authorized Officials list http://publish.no.irs.gov/appls/pst01c2.html
Form 13200, Authorization to Designate Business Approvers for Publishing Services Requests Form 13200
Email mailto:PSRhelpdesk@irs.gov
IRM Numerical Index http://publish.no.irs.gov/pubsys/irm/numind.html
IRM Production page http://publish.no.irs.gov/pubsys/irm/irminfo.html
IRM Upload Tool http://caps-as.enterprise.irs.gov/irm/japple?PAGE=gov.irs.publish.irm.Upload
Distribution
Process Website
National IMDDS Coordinator http://publish.no.irs.gov/distsys/imdds/imddteam.html
IMDDS Index http://publish.no.irs.gov/distsys/imdds/imddsndx.html
IMR04 IMDDS Distribution Report http://publish.no.irs.gov/distsys/imdds/imddsrep.html
What's Hot in IMDDS? http://publish.no.irs.gov/distsys/imdds/imdnews.html for ordering information of IRS printed products.
SPDER
Process Website
IMD Alerts sign-up http://spder.web.irs.gov/imd/mailinglist/
IMD Coordinators IMD/IRM Coordinator
IRM Authoring Tool FAQs http://spder.web.irs.gov/imd/training/AuthoringToolChanges/
SPDER mailbox Email us at mailto:SPDER.web@irs.gov
SPDER website http://spder.web.irs.gov
XML Help Desk
Website http://xmlhelpdesk.web.irs.gov/
Email mailto:xmlsgmlhelp@irs.gov
Telephone 202-622-1557

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