1.11.5  Publishing the Internal Revenue Manual (IRM)

Manual Transmittal

April 07, 2014

Purpose

(1) This transmits revised IRM 1.11.5, Internal Management Documents System, Publishing the Internal Revenue Manual (IRM).

Material Changes

(1) This IRM section addresses publishing the IRM. To appropriately describe this process, the IRM title has been changed to "Publishing the Internal Revenue Manual (IRM)." Revised IRM 1.11.5.1 paragraph (1), accordingly.

(2) IRM 1.11.5 is revised to reflect the following:

  1. IRM 1.11.5.2 - Added publishing request approving official to list in paragraph (1). Replaced a "Note" with an instruction in "Step 4" of the table in paragraph (2).

  2. IRM 1.11.5.2.2 - Clarified language on the accessibility of online IRM sources to employees as a cost-benefit initiative.

  3. IRM 1.11.5.4.1 - Provided information about the electronic PSR system (which isn't used for IRM publishing requests). Added a note to paragraph (7) to request that the product originator's official name is inserted in Form 1767, block 22, e.g., the name on the employee's IRS badge or email address, to assist employees in locating the originator.

  4. IRM 1.11.5.2 - Added the publishing request approving official to the list of individuals involved in publishing and distributing the IRM.

  5. IRM 1.11.5.3 - Clarified step (4) in the table that the printing contractor publishes and distributes the IRM file.

  6. IRM 1.11.5.5 - Updated terms and clarified various instructions.

  7. IRM 1.11.5.5.2 - Updated information on the filing season production schedule. Added contact and other information when sending a non-filing season IRM to M&P during filing season.

  8. IRM 1.11.5.6 - Reorganized content in the subsections under IRM 1.11.5.6 for clarity.

  9. IRM 1.11.5.6.1 - In paragraph (3), revised the table to describe how to prepare the Form 1767 under various scenarios. In paragraph (5) a., clarified that the IRM author will contact the IRM printing specialist when requesting a reprint, who will then coordinate with IMDDS, as described in IRM 1.11.5.6.4.1.

  10. IRM 1.11.5.6.3 - Added a new subsection to address exceptions for requesting paper distribution and the rules for requesting an exception.

  11. IRM 1.11.5.6.4.1 - Revised the requirement that authors contact IMDDS when a new distribution pattern is required now that electronic distribution is a standard practice. The IRM printing specialist coordinates with IMDDS to determine if a product will be printed or electronic.

  12. IRM 1.11.5.8 and IRM 1.11.5.8.1- Clarified the instructions for managing the end of budget year requirements process.

(3) Exhibit 1.11.5-1 - Added a column to identify the block title. Updated instructions for completing Form 1767 to account for the change to paper distribution. Added an instruction that the product originator's official name be inserted in Block 22 to assist employees in locating the originator.

(4) Removed Exhibit 1.11.5-2, Corrective Actions for Errors in the IRM XML File, since the information is addressed in Document 12591, M&P Quick Reference Guide for IRM Publishing. Exhibit 1.11.5-3 is renumbered to Exhibit 1.11.5-2.

(5) IRM 1.11.5 is updated to reflect current website addresses, telephone numbers, and terminology throughout. Also, reorganized and revised information for clarity. Specific examples include:

  • Inserted the new telephone number for the XML Help Desk. See Exhibit 1.11.5-2.

  • Replaced the term M&P IRM Publishing Team staff with "IRM printing specialist."

Effect on Other Documents

IRM 1.11.5 dated June 19, 2012, is superseded.

Audience

IRM authors or other employees responsible for preparing or packaging the IRM for publishing.

Effective Date

(04-07-2014)

Related Resources

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

Link to the Electronic Publishing website http://publish.no.irs.gov/catlg.html

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  (04-07-2014)
Overview of Publishing IMDs

  1. Purpose. This IRM section provides detailed instructions on the rules for publishing and distributing the Internal Revenue Manual.

  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 IRM 1.11.1, IMD Roles and Responsibilities, 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 the IRM and all other IRS published products. The cost of producing and distributing the IRM is funded by W&I. See IRM 1.17, Publishing and IRM 1.18, Distribution. The IRM Publishing Team printing specialists (referred to as "IRM printing specialists" ) are the primary point of contact for IRM authors and IMD/IRM coordinators. See http://publish.no.irs.gov/pubsys/irm/irmteam.html for the team members.

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

    • By email, at SPDER@irs.gov.

    • On the web 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 1.11.5-2.

  7. For a list of the terms and definitions relating to the IRM publishing process, refer to IRM 1.11.1, IMD Roles and Responsibilities.

1.11.5.2  (04-07-2014)
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 printing specialists

    • Internal Management Documents Distribution System (IMDDS) coordinators

    • SPDER IMD staff

    • Approving official of the publishing request

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

    Step Action Additional Instructions
    1. Prepare the IRM
    1. Download the file from the Electronic Publishing website at http://publish.no.irs.gov/catlg.html, as this is the last official version of the IRM.

    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 website. See IRM 1.11.2, Internal Revenue Manual (IRM) Process, for guidance on authoring the IRM.

    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 (IMDs).
    4. Review IRM XML file Follow Doc. 13000, to ensure the IRM section is properly prepared for publishing,

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

    Responsible Party Actions
    IRM printing specialist
    1. Generates the distribution list.

    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 to subscribers when they post the file. See IRM 1.11.5.7.2.

    IMDDS specialist
    1. Coordinates with the printing specialist to address the IRM author's need for electronic or print distribution.

    2. Prepares distribution pattern for printed IRMs.

1.11.5.2.1  (04-07-2014)
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 (public) 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:

      IRM sections that contain sensitive information (Official Use Only (OUO)) are posted to IRS.gov http://www.irs.gov/, with the sensitive information removed.

  3. The IRM printing specialist is responsible for assigning the catalog number for each IRM section. The catalog number is a unique 5 digit number ending with a letter. 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. Form 1767, Publishing Services Requisition, is used to request and authorize printing and publishing services for all officially published products. This requisition must accompany each IRM publishing package. See IRM 1.11.5.4.1.

1.11.5.2.2  (04-07-2014)
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 printed products, including the IRM, to IRS offices based on established subscriptions or distribution patterns.

  2. 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 1.11.5.6.4.

  3. IMDDS ensures that employees who need a paper copy of the IRM will receive it in the most cost-efficient manner. See IRM 1.11.5.6.3, for the criteria for requesting paper distribution. With increased employee access to the web, employees are encouraged to access the IRM online. See IRM 1.11.6, Using and Researching the Internal Revenue Manual (IRM).

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

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

    Step Responsible Party Action
    1. IRM Author
    1. Prepares IRM publishing package. See IRM 1.11.5.4.

    2. Prepares Form 1767 and requests approval for publishing from authorized business approver. 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. Follow Document 13000 and Document 12591 to ensure the IRM is properly prepared.

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

    3. Validates that the Form 1767 is signed by an authorized business approver. See IRM 1.11.5.4.

    4. Ensures the IRM publishing package is complete.

    5. Sends the IRM publishing package to M&P using the IRM Upload process. See IRM 1.11.5.5.

    3. IRM Printing Specialist
    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 Printing Specialist
    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 coordinate 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  (04-07-2014)
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 a letter.

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

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

    Note:

    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 Document 12591.

      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 1.11.9 under Clearance Documents Sent to IRS Historical Research Library.

1.11.5.4.1  (04-07-2014)
Preparing Form 1767, Publishing Services Requisition

  1. Form 1767, Publishing Service Requisition, is the document employees must use when submitting the IRM for publishing.

  2. The authorized business approver signs Form 1767 to indicate that the request is valid for the organization and is critical to the overall IRS mission. A digital or physical signature is accepted.

    Note:

    The approving official cannot 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 business approver list. Email a completed form to PSRhelpdesk@irs.gov.

  4. For help in determining who can sign the Form 1767, contact the organizational IMD/IRM coordinator. A contact list is located at: http://spder.web.irs.gov/imd/council/.

  5. To ensure you properly prepare Form 1767, we encourage you to use a template, developed for this purpose. When you input the requested information, the appropriate line item on the Form 1767 (PDF) is 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. Request approval from an authorized business approver.

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

    Note:

    When inserting the originator's name on the Form 1767 (block 22), be sure to insert the official name on the IRS badge or email address. By taking this action it will ensure employees can easily locate the appropriate contact for questions or suggestions.

1.11.5.4.2  (04-07-2014)
Review the IRM Publishing Package

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

    • IRM XML file

    • Form 1767, Publishing Services Requisition

    • IMDDS Distribution

    • Graphic files

  2. The IRM author and the IMD/IRM coordinator are responsible for reviewing the IRM section for completeness to facilitate processing by the IRM printing specialist. Mistakes in the package may delay publication of the IRM. See Document 12591, M&P Quick Reference Guide for IRM Publishing. This document lists 15 common problems that frequently occur in the IRM XML file submitted to M&P.

  3. Use Document 13000, IRM Package Check Sheet, to review your IRM package to ensure the file and the associated material is properly prepared.

  4. For help with correcting errors in the IRM XML file, contact the XML Help Desk staff. See Exhibit 1.11.5-2 for contact information.

1.11.5.5  (04-07-2014)
Submitting the IRM Publishing Package

  1. M&P requires that employees submit the IRM publishing package 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. Procedures for submitting the IRM publishing package are available from the IMD coordinator within each IRS organization. Contact your IMD/IRM coordinator to determine how to submit the IRM publication package.

  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

     
    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.

    Reminder:

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

    The IRM number should appear next to the catalog number.
    If it does not, email mp.irm@irs.gov.
    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.

  4. The IRM printing specialist checks the package for completeness and submits 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. For questions or problems uploading the IRM file, contact the IRM printing specialist at mp.irm@irs.gov.

1.11.5.5.1  (04-07-2014)
Publishing Production Timeframes for the IRM

  1. The publishing process may take from one to four weeks. Production time is based on the:

    • File size

    • Published format (electronic only or both electronic and print formats)

    • Filing season production schedule

  2. Each year a high volume of IRM sections that involve tax-related filing season procedures, are published between August through December. During this peak period, "filing season" IRMs take priority over the "non-filing season" IRMs. Publishing production time will increase for non-filing season IRMs due to the volume and priority given to filing season IRMs. See IRM 1.11.5.5.2 for information about the filing season production schedule.

  3. When planning IRM updates, program owners of non-filing season IRM sections should consider the seasonal demands of the filing season products. The publishing production timeline is shorter for non-filing season IRMs from January through mid-August.

  4. Employees may track their IRM through the publishing process from receipt to posting (PDF) from the IRM Production Page. See IRM 1.11.5.7.1 for information about IRM production.

1.11.5.5.2  (04-07-2014)
Filing Season Production Schedule

  1. Filing season IRMs are updated annually to reflect each year's tax law and filing requirements. IRM sections associated with filing season are primarily in Part 2, Information Technology, Part 3, Submission Processing, and Part 21, Customer Accounts Services.

  2. Each year, M&P solicits input from IMD coordinators during the second quarter of the fiscal year so they can prepare the "Filing Season Production Schedule" worksheet. 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 most current information.

  3. If you can't meet the filing season production season timeline or need to change the schedule, contact the IRM printing specialist at mp.irm@irs.gov, as soon as possible.

  4. You may contact your IMD/IRM coordinator or the IRM printing specialist at mp.irm@irs.gov to address questions or concerns about publishing the IRM during this timeframe. If a non-filing season IRM needs to be published during the filing season IRMs peak time due to special circumstances, (e.g., for training or a TIGTA request), contact your IMD/IRM coordinator prior to submitting the IRM for clearance.

1.11.5.6  (04-07-2014)
Distributing the IRM Through IMDDS

  1. IMDDS distributes printed products, such as the IRM, forms, and documents, etc., to employees who need paper copies to perform their jobs. See http://publish.no.irs.gov/distsys/imdds/imddsndx.html to access the IMDDS page.

  2. Because the IRM is readily accessible online for most IRS employees, the IMDDS established criteria to restrict the IRM sections eligible for paper distribution. See IRM 1.11.5.6.3, for a discussion about the paper distribution exception.

  3. When the IRM is printed, it is mailed to users through IMDDS according to an established distribution pattern. The distribution pattern is developed by the product creator (the IRM author), and modified through requests from individual offices.

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

1.11.5.6.1  (04-07-2014)
IRM Delivery

  1. The IRM author is responsible for determining the delivery options for their end users. Printing and distribution is permitted under certain circumstances. One consideration is to determine whether end users have web access. See IRM 1.11.5.6.3 regarding exceptions to paper distribution.

  2. Prior to submitting the IRM for publishing, you may discuss distribution needs with the IMDDS coordinator. See http://publish.no.irs.gov/distsys/imdds/imddteam.html.

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

    IF THEN
    a. Publishing a new IRM section, Consult the IRM printing specialist and the IMDDS coordinator.
    b. Revising the IRM, On Form 1767, Block 18, select appropriate form of distribution. "Electronic Media" or "Print and Distribution."
    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 1.11.5.6.1 (4).

    • Consult the IMDDS coordinator.

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

  5. The electronic "PSR" system is not available for the IRM. When requesting a print or a reprint of the IRM, you must submit a paper Form 1767, as described in IRM 1.11.5.4.1.

  6. To order a reprint:

    1. Discuss your needs - number of copies, location and in-field date - with the IRM printing specialist 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 printing specialist at mp.irm@irs.gov.

    Note:

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

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

1.11.5.6.2  (04-07-2014)
Electronic Availability of the IRM

  1. Electronic sources of the IRM are available to employees before the print copy. See IRM 1.11.6.4, How to Access the IRM, for additional information on the electronic IRM sources.

  2. The IRM is available to employees on the IRS intranet from these 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 all published 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.

    5. ReferenceNet http://rnet.web.irs.gov/ is an IRS portal that provides access to public portions of the IRM through IRS corporate research services. Official Use Only (OUO) information is redacted from these sources.

  3. The IRM is available to the public on IRS.gov http://www.irs.gov/. Official Use Only (OUO) information is redacted (removed) from this site.

1.11.5.6.3  (04-07-2014)
Paper Distribution Exception

  1. Paper distribution of the IRM is limited. However, you may request that an IRM section be printed and distributed format under either of the following circumstances:

    1. Employees who require access to the IRM but their workstation lacks a computer.

    2. The printed IRM section (PDF) contains more than 100 pages.

  2. 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.

  3. To request an exception, take the following steps:

    1. Identify your audience. (Review the IMR04 report). See IRM 1.11.5.6.4 (3).

    2. Prepare a written request explaining the reasons for requesting a paper copy (email or other form).

    3. Obtain approval of the program manager (or their designated delegate).

    4. Submit the documentation along with the Form 1767 when uploading the IRM package.

1.11.5.6.4  (04-07-2014)
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.

1.11.5.6.4.1  (04-07-2014)
Creating a Distribution Pattern

  1. Typically, the IRM Publishing Specialist coordinates with IMDDS to determine if a product will be printed or electronic. If a distribution pattern is needed, it's discussed as part of this process. They take this action based on the information provided on Form 1767, in block 17 (quantity requested) and block 18 (type of service) as to whether printing is required.

  2. The distribution pattern may be created prior to submitting the IRM section for publishing. A new distribution pattern can take three to four weeks to develop, depending on the complexity. Failure to establish a distribution pattern prior to submitting the IRM for publishing will delay the printing and distribution of the finalI RM section. See IRM 1.11.5.6.4 (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 1.11.5.6.4.2 to obtain and review an existing IRM distribution pattern.

1.11.5.6.4.2  (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 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 a new or revised product:

    • 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. 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 displays on the web page 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 IRM 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  (04-07-2014)
Fiscal Year-End IRM Planning

  1. While M&P funds the publishing costs of the IRM, it depends upon each organization to accurately plan and report their publishing needs to estimate the annual publishing budget for the fiscal year, ending on September 30. During the fiscal year, M&P monitors the IRM budget. After the close of the second quarter, M&P evaluates the April through September IRM publishing budget projections. This estimate includes publishing costs for all of the scheduled filing season IRMs and an estimate for publishing costs of non-filing season IRMs.

  2. There are two cut-off dates for fiscal-year end publishing:

    1. Form 1767 cut-off date, and

    2. Publishing package cut-off date.

  3. To close-out the fiscal year spending and improve the estimate for the publishing budget, M&P establishes a cut-off date for submitting a signed and completed Form 1767, Publishing Services Requisition. M&P notifies the IMD community at least 30 days in advance to allow for proper planning. The communication is sent by email and posted on IRWeb. To sign up to receive IMD communications, (referred to as "IMD Alerts" ), select http://spder.web.irs.gov/imd/mailinglist/.

  4. The "Publishing package cut-off date" is the last date that M&P will accept a publishing package for processing.

    • For filing season IRMs, this date is on the filing season schedule.

    • For all other IRMs, this date is typically seven days prior to the end of the fiscal year.

  5. By the Form 1767 cutoff date, a signed and completed Form 1767, Publishing Services Requisition, must be submitted for each IRM section the organization needs published by the fiscal year end, September 30. M&P will obligate funds based upon the requisitions received and identify potential shortfalls or redirect any surpluses, as appropriate.

    Note:

    The cut-off date for submitting Form 1767, Publishing Services Requisition for an IRM may differ from the cut-off date for other M&P products. The Form 1767 must be submitted timely for the IRM to be published.

  6. When deciding whether to submit a Form 1767, authors must consider carefully whether the IRM will be ready for publishing before the Publishing package cut-off date. You must allow sufficient time for clearing and preparing your IRM for publishing. Typically, if an IRM is not in clearance by mid-August, your IRM may not be ready for publishing. As soon as the new fiscal year begins, M&P will be able to process the IRM (subject to the demands of the filing season schedule). See IRM 1.11.5.5.2 for information on the filing season production schedule and how it may affect the end of the fiscal year requirements.

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 an IRM section for publishing before the publishing package cut-off date that falls under the current budget.

    IF AND THEN
    You plan to publish your IRM before October 1 Submit Form 1767 signed by an authorized official, to mp.irm@irs.gov through your IMD coordinator; M&P will process the IRM for publishing when they receive the complete IRM package.
    You submit a Form 1767 before the cut-off date, You don't plan to submit your IRM before September 30,
    1. Email mp.irm@irs.gov as soon as possible.

    2. Submit the complete IRM package through the IRM Upload process after September 30th.

    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.

    You do not submit Form 1767 prior to the cut-off date, 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.
  2. After the Form 1767 cutoff date, the author submits the IRM publishing package without the Form 1767. The IRM publishing package will only include the IRM XML file and graphic files. Do not re-send the Form 1767 unless a change occurred in the interim.

  3. If a Form 1767 is submitted by the cut-off date and it is later determined that the IRM will not be ready for publication by the publishing package cut-off date, notify the IRM printing specialist at mp.irm@irs.gov to exclude the IRM from the fiscal year projection.

    Note:

    If the IRM is submitted in a subsequent fiscal year, you may use the same Form 1767 when submitting the publishing package.

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

Block Number Title Required Information
3 Title Enter the chapter and section titles, separated by a hyphen. Ensure the titles match the titles used in the IRM XML file.
4 Item Enter the IRM number (part, chapter, and section).
5 Catalog Number Enter the IRM catalog number (five digit number ending with a letter).
Follow guidelines in IRM 1.11.2 to request a catalog number for a new IRM section.
6 Item Date Enter the IRM effective date or MM-DD-YYYY.
7 Security/Special Handling If your IRM/IMD contains OUO information or requires any other special handling, check "Yes" otherwise, check "No. "
8 Date Needed at Destination 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 the print schedule.
9 Number of Originals or Material Description Describe the materials. For example, IRM XML file and if applicable, the number of graphic pages.
10-12 Approving Official Signature, Name, Date Obtain the signature of an authorized official. Insert name, title and date.
13-15 Funds Approval No entry required. Cost to print and distribute the IRM is funded by M&P.
16 Request Action 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 Quantity Requested If printing the IRM, enter on line (c) IMDDS file pattern number, the catalog number or IRM number.
For a new IRM section, contact IMDDS to establish a distribution pattern.
18 Type of Service 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 Functional Description 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 Additional Instructions 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 Product Originator Enter the official name of the author (originator) or other person responsible for the technical content who handles inquiries and improvement suggestions. This information displays on the Product Catalog information page for each published product.
23 Office Symbols Enter the originator's office symbols.
24 Phone Enter the originator's telephone number.
25 Originator Email Address Enter the originator's email address.
26 Name and Contact for other Contact Person Enter the name and phone number of a back-up, e.g., another analyst, manager or IMD/IRM coordinator.

Exhibit 1.11.5-2 
Contacts and Resources for Publishing and Distributing Your IRM

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

Process Resource
IRM printing specialists http://publish.no.irs.gov/pubsys/irm/irmteam.html
IRM printing specialist's mailbox 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 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
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?
(for ordering information of IRS printed products)
http://publish.no.irs.gov/distsys/imdds/imdnews.html
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 SPDER.web@irs.gov
SPDER website http://spder.web.irs.gov
Website http://xmlhelpdesk.web.irs.gov/
Email xmlsgmlhelp@irs.gov
Telephone 202-317-3443

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