Part 1. Organization, Finance and Management

Chapter 15. Records and Information Management

Section 34. Records Control Schedule for Communications

1.15.34  Records Control Schedule for Communications

1.15.34.1  (03-10-2009)
Description and Authorities

  1. The records covered by this schedule are created and maintained by the Communications Division in Headquarters and field offices.

  2. The responsibilities of the Communications Division are to:

    1. formulate and execute all communication activities related to the media to explain and emphasize the mission of the Service;

    2. keep abreast of all significant Service objectives, activities, and problems plus maintain an awareness of public interest and news development which impact the Service;

    3. answer media inquiries or arrange news conferences;

    4. organize public appearances;

    5. prepare news releases, fact sheets, news letters, feature articles, public service announcements; and

    6. assist Headquarters and field officials in relationships with local news media.

  3. Records disposition authorizations are based upon the approval of the Archivist of the United States on March 13, 1998.

  4. See Exhibit 1.15.34 –1 for the records control schedule.

Exhibit 1.15.34-1  (03-10-2009)
Records Control Schedule for Communications

Item
No.		 Description of Records Authorized Disposition
1. IRS News Releases (1990 to Present) sent to national or local media (Job No. N1–58–97–3, Item 1)
 A. Record copy of all news releases issued by Headquarters. 		 
    (1) News releases created through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Headquarters news releases created 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire in 2-year blocks to Records Center when the oldest record is 2 years old.
Transfer to NARA in 4-year blocks when the newest record is 4 years old.
  B. Record copy of news releases issued by the Field.  
    (1) Field news releases created through 1996 PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Field news releases 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 5-year blocks when oldest record is 5 years old.
Transfer to NARA in 5 year blocks when newest record is 10 years old.
  C. Records determined during archival processing to lack sufficient archival value to warrant permanent retention by NARA. Destroy immediately.
  D. All supporting documentation collected by Headquarters or the Field during the development of news releases. Destroy when 2 years old.
2. IRS Newsletters . Organizational news of interest to IRS employees. (Job No. N1–58–97–3, Item 2). Arranged chronologically.

A. Record copy of all newsletters issued by Headquarters. 		PERMANENT.
Cut off at the end of the calendar year.
Retire in 2-year blocks to Records Center when oldest record is 2 years old.
Transfer to NARA in 4-year blocks when the newest record is 4 years old.
  B. Record copy of all newsletters issued by the Field. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 5-year blocks when oldest record is 5 years old.
Transfer to NARA in 5-year blocks when newest record in 10 years old.
  C. Records determined during archival processing to lack sufficient archival value to warrant permanent retention by NARA. Destroy immediately.
  D. All supporting documentation collected by Headquarters or the Field during the development of newsletters. Destroy when 2 years old.
3. Fact Sheets (1973–Present). Information distributed internally by Headquarters to field Public Affairs Specialists and externally to news media, regarding new, technical or revised administration policies and procedures (Job No. N1–58–97–3. Item 3).  
  A. Fact Sheets created through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
  B. Fact Sheets created in 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire in 2-year blocks to Records Center when oldest record is 2 years old.
Transfer to NARA in 4-year blocks when the newest record is 4 years old.
4. Data Books (Publication 55B) (formerly known as the Commissioner’s Annual Report). Fiscal year statistical tables, organizational information, and lists of IRS officials and offices (Job No. N1–58–97–3, Item 4).  
  A. Record Copy. PERMANENT.
Transfer to NARA one copy of Data Book upon issuance.
  B. Supporting documentation collected during the development of the Data Book. Destroy when 2 years old.
5. Speech Files (1987-present). Record copy of speeches which deal with administration issues, the overall planning and direction of the IRS, and specific policies and programs (Job No. N1–58–97–3, Item 5).  
  A. Record copy of speeches delivered by the Commissioner and Deputy Commissioner.  
    (1) Speeches 1987 through 1992. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Speeches 1993 to present. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center when 5 years old.
Transfer to NARA in 5-year blocks when 10 years old.
  B. Record copy of speeches delivered by Field Officers. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center when 5 years old.
Transfer to NARA in 5-year blocks when newest record is 10 years old.
  C. Records determined during archival processing to lack sufficient archival value to warrant permanent retention by NARA. Destroy immediately.
  D. Incoming requests, tracking documents, related correspondence, working copies, drafts, and background information collected during the development of all speeches. Destroy when 2 years old or when no longer needed, whichever is sooner.
6. Still Pictures (1862 – Present) (Job No. N1–58–97–3, Item 6).  
  A. Black-and-white and color prints.  
    (1) Black-and-white and color portrait prints of senior IRS officials including, but not limited to, the Commissioner, Deputy Commissioner, Chief Counsel, Assistant Commissioners, Regional Commissioners, and Field Officers.  
    (a) Prints through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Prints 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when oldest print is 5 years old.
    (2) Black-and-white and color prints of important IRS events and functions that document the mission of the agency. They include, but are not limited to, swearing-in ceremonies, press conferences, executive conferences, speeches, visits of political and foreign officials, visits to field offices, facilities and resource development processes, and tax forms processing.  
    (a) Prints through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Prints 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest print is 5 years old.
  B. Black-and-white Negatives  
    (1) Black-and-white portrait negatives of senior IRS officials including, but not limited to, the Commissioner, Deputy Commissioner, Chief Counsel, Assistant Commissioners, Regional Commissioners, and Field Officers.  
    (a) Negatives through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Negatives 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest negative is 5 years old.
    (2) Black-and-white negatives of important IRS events and functions that document the mission of the agency. They include, but are not limited to, swearing-in ceremonies, press conferences, executive conferences, speeches, visits of political and foreign officials, visits to field offices, facilities and resource development processes, and tax form processing.  
    (a) Black-and-white negatives through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Black-and-white negatives 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest negative is 5 years old.
  C. Color Negatives.  
    (1) Color portrait negatives of senior IRS officials, including, but not limited to, the Commissioner, Deputy Commissioner, Chief Counsel, Assistant Commissioners, Regional Commissioners, and Field Officers.  
    (a) Color negatives through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Color negatives 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest negative is 5 years old.
    (2) Color negatives of important IRS events and functions that document the mission of the agency. They include, but are not limited to, swearing-in ceremonies, press conferences, executive conferences, speeches, visits of political and foreign officials, visits to field offices, facilities and resource development processes, and tax forms processing.  
    (a) Color negatives through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Color negatives 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest negative is 5 years old.
  D. Slides and Filmstrips.  
    (1) Portrait slides of senior IRS officials including, but not limited to, the Commissioner, Deputy Commissioner, Chief Counsel, Assistant Commissioners, Regional Commissioners, and Field Officers.  
    (a) Slides and filmstrips through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Slides and filmstrips 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest slide or filmstrip is 5 years old.
    (2) Slides and filmstrips and accompanying audio recordings and/or scripts of important IRS events and functions that document the mission of the agency. They include, but are not limited to, swearing-in ceremonies, press conferences, executive conferences, speeches, visits of political and foreign officials, visits to field offices, facilities and resource development processes, and tax forms processing.  
    (a) Slides and filmstrips through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (b) Slides and filmstrips 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA in 5-year blocks when the oldest slide or filmstrip is 5 years old.
  E. Indexes, log books, and/or work orders for photo assignments that provide descriptive access to A, B, C, and/or D above. PERMANENT.
Transfer documentation with corresponding images listed in A, B, C, and/or D above.
  F. Prints, Negatives, Slides, and Filmstrips not covered in A, B, C, or D above including, but not limited to, black-and-white and color prints, negatives, slides, and filmstrips of lower-level IRS employees and routine award ceremonies, retirement ceremonies, social events, campaigns common to most Government agencies (e.g., CFC or Savings Bonds campaigns), and other routine activities. Destroy when no longer needed.
7. Audiovisual Records (1993 to Present) (Job No. N1–58–97–3, Item 7).  
  A. Agency-sponsored television and radio public service announcements Public Service Announcements (PSA) and production files. The type of media includes a combination of the following: video and audio tapes, cassettes, Compact Discs and/or hard copy.  
    (1) Public Service Announcements created through 1996 with related production files. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Public Service Announcements created in 1997 and beyond with related production files. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA when 2 years old.
  B. Agency-sponsored video and audio cassettes intended for public distribution, including instructional and taxpayer educational material. Records also include stock file footage and B-roll (background footage) of service center activities.  
    (1) Cassettes created through 1996 with related production files, PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Cassettes created 1997 and beyond with related production files. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA when 2 years old.
  C. Videotapes of sessions held by IRS officials at executive conferences or meetings. Destroy when 2 years old.
8. Training Videotapes (1990 to present). Videotaped training classes for IRS employees produced by the IRS TV studio.
(Job No. N1-58-97-3, Item 8). 		 
  A. Videotapes of training sessions relating to the implementation of tax administration policy and procedures.  
    (1) Videotapes with related production file, if any, created through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Videotapes with related production file, if any, created in 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Transfer to NARA when 2 years old.
  B. All other videotapes of administrative training classes. Destroy when no longer needed.
9. External Publications (1989 to Present). Brochures, bookmarks, pamphlets containing information available to the general public on important and/or new tax information. (Job No. N1-58-97-3, Item 9).  
  A. External publications issued by Headquarters.  
    (1) External publications through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) External publications 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 2-year blocks when the oldest record is 2 years old.
Transfer to NARA in 4-year blocks when newest record is 4 years old.
  B. External publications issued by the Field.  
    (1) External publications through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) External publications 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 5-year blocks when the oldest record is 5 years old.
Transfer to NARA in 5-year blocks when the newest record is 10 years old.
  C. Records determined during archival processing to lack sufficient archival value to warrant permanent retention by NARA. Destroy immediately.
  D. Background files consisting of production files, background information and clearance information. Destroy when 2 years old.
10. Internal Publications (1993 to Present). Information available to IRS managers and employees Nationwide on a variety of topics that document changes in tax administration and the structure of the IRS in booklet, brochure, or pamphlet format.
(Job No. N1-58-97-3, Item 10). 		 
  A. Record copy of Headquarters-issued publications.  
    (1) Headquarters-issued internal publications through 1996. PERMANENT.
Upon approval of this schedule, transfer to NARA.
    (2) Headquarters-issued internal publications 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 2-year blocks when the oldest record is 2 years old.
Transfer to NARA in 4-year blocks when the newest record is 4 years old.
  B. Internal publications issued by the Field.  
    (1) Internal publications issued by the Field through 1996. PERMANENT. Upon approval of this schedule, transfer to NARA.
    (2) Internal publications issued by the Field 1997 and beyond. PERMANENT.
Cut off at the end of the calendar year.
Retire to Records Center in 5-year blocks when the oldest record is 5 years old.
Transfer to NARA in 5-year blocks when newest record is 10 years old.
  C. Records determined during archival processing to lack sufficient archival value to warrant permanent retention by NARA. Destroy immediately.
  D. Background files consisting of production files, background information and clearance information. Destroy when 2 years old.
11. Internal Communications System . Records consisting of an electronic bulletin board which is a news service available to all Public Affairs Specialists. Information can be downloaded and news items used in local newsletters and news releases. (Job No. N1-58-97-3, Item 11).  
  A. Input Documentation. Electronic transmission of news releases, bulletins, statistical reports, filing season information, changes in the tax law, and etc. Delete electronic version when no longer needed for administrative, legal, audit, or other operational purposes.
  B. Output Documentation. Hard copy printouts created for short-term administrative purposes by the field Public Affairs Officers. Destroy when no longer needed for administrative, legal, audit, or other operational purposes.

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