1.17.2  Publishing Systems and Programs

Manual Transmittal

November 19, 2012

Purpose

(1) This transmits revised IRM 1.17.2, Publishing - Publishing Systems and Programs.

Material Changes

(1) This IRM has been reorganized to combine related subsections and group similar topics in new subsections, and to clarify guidance and improve reading flow.

(2) The following subsections' content has been revised (some subsection titles also changed) and moved to a new IRM 1.17.8 Internal and Public Use Non-Tax Products:

  • IRM 1.17.2.4.1, Envelope Categories

  • IRM 1.17.2.5.1, Definitions

  • IRM 1.17.2.5.2, Primary Form Number Series

  • IRM 1.17.2.5.2.1, Regular Series

  • IRM 1.17.2.5.2.2, Letter Series

  • IRM 1.17.2.5.2.3, Notice Series

  • IRM 1.17.2.5.6.1, New or Revised Forms (General)

  • IRM 1.17.2.5.6.2, New, Revised, or Reprinted Tax-Related Forms

  • IRM 1.17.2.5.6.3, New or Revised General Administrative Forms and Internal-Use Forms

  • IRM 1.17.2.5.6.4, Obsolescence of Forms

  • IRM 1.17.2.9, Publications System

  • IRM 1.17.2.9.3, Categories and Numbering

  • IRM 1.17.2.9.3.1, Documents

  • IRM 1.17.2.9.3.2, Publications

  • IRM 1.17.2.9.3.2.1, Definitions of Publication Terms

  • IRM 1.17.2.9.3.2.2, Availability of Official Publications and Internal-Use Publications to the Public

  • IRM 1.17.2.10, Copyright and Copyrighted Material

  • IRM 1.17.2.10.1, Overview for Publishing Copyrighted Material

  • IRM 1.17.2.10.2, Requirements for Publishing Copyrighted Material

  • IRM 1.17.2.10.3, Term Of Copyright

  • IRM 1.17.2.10.4, Extension of Copyright

  • IRM 1.17.2.10.5, Notice of Copyright Overview

  • IRM 1.17.2.10.6, Elements of a Notice of Copyright

  • IRM 1.17.2.10.6.1, Exceptions to Notice of Copyright Usage

  • IRM 1.17.2.10.6.2, Fair Use of Copyrighted Material

  • IRM 1.17.2.10.6.2.1, Factors for Determining Fair Use

  • IRM 1.17.2.10.7, Copyright Infringement

  • IRM 1.17.2.11, Credit Lines

  • IRM 1.17.2.11.1, Credit Line Restrictions

(3) The following subsections have been moved to other IRMs:

  • IRM 1.17.2.5.5.2, Chief Counsel (information can be found in IRM 1.1.6.1, Chief Counsel for the Internal Revenue Service)

  • IRM 1.17.2.5.5.3, Chief, Communications and Liaison (information can be found in IRM 11.1.1.5, The Office of Communications

  • IRM 1.17.2.6, Information Release Systems (information can be found in IRM 11.1.1.9, Media Relations (National and Field Branches))

  • IRM 1.17.2.7, Internal Management Documents System (information can be found in IRM 1.11, Internal Management Documents System)

  • IRM 1.17.2.7.1, Delegation Orders (information can be found in IRM 1.11.4, Delegation Orders)

(4) The following subsections have been revised to clarify program responsibilities (some subsection titles also changed):

  • IRM 1.17.2.2, Request Publishing Services

  • IRM 1.17.2.2.1, Services from the Digital Copy Center

  • IRM 1.17.2.1, Introduction

  • IRM 1.17.2.3, Publishing Programs

  • IRM 1.17.2.3.3, Envelope Program

  • IRM 1.17.2.3.4, Internal Revenue Bulletin (IRB) Program

  • IRM 1.17.2.3.5, Internal Revenue Manual (IRM) Program

  • IRM 1.17.2.4, Program Planning

  • IRM 1.17.2.4.1, Review and Evaluation Conferences

  • IRM 1.17.2.5.1, Electronic Notice Status

(5) The following subsections have been added to describe new program responsibilities:

  • IRM 1.17.2.3.1, Business Card Program

  • IRM 1.17.2.3.2, Employee Recognition and Certificate Overprinting Programs

  • IRM 1.17.2.3.2.1, Certificate Overprinting Program

  • IRM 1.17.2.3.6, Laser Roll Paper Program

  • IRM 1.17.2.3.7, Letter Program

  • IRM 1.17.2.3.8, Letterhead/Stationery Program

  • IRM 1.17.2.3.9, Training Products Program

  • IRM 1.17.2.5, Publishing Applications

  • IRM 1.17.2.2, Publishing Services Data

  • IRM 1.17.2.5.3, Core Repository of Published Products (CROPP)

(6) The following subsections have been removed and subsequent subsections have been renumbered:

  • IRM 1.17.2.2.2, Publication Production Control System

  • IRM 1.17.2.3.1, Procedure

  • IRM 1.17.2.4.2, Envelope Status Notices

  • IRM 1.17.2.5, Forms System

  • IRM 1.17.2.5.3, Practices

  • IRM 1.17.2.5.4, General Responsibilities

  • IRM 1.17.2.5.5, Specific Responsibilities

  • IRM 1.17.2.5.5.1, Director, Media and Publications

  • IRM 1.17.2.5.7, Field Office Prescribed Forms

  • IRM 1.17.2.5.7.1, Approval Requirements For Tax–Related Forms

  • IRM 1.17.2.5.7.2, Submission of Forms

  • IRM 1.17.2.5.7.3, Numbering Tax-Related Forms

  • IRM 1.17.2.5.7.4, Tax-Related Forms

  • IRM 1.17.2.5.7.5, Approval Requirements for General Administrative and Internal-Use Forms

  • IRM 1.17.2.5.7.6, Design (this procedure was deemed obsolete in October 2007)

  • IRM 1.17.2.5.7.7, Submission of Forms

  • IRM 1.17.2.5.7.8, Publishing Services Branch Action

  • IRM 1.17.2.5.8, Forms Control Records

  • IRM 1.17.2.5.9, The Numerical History File

  • IRM 1.17.2.5.10, The Functional File

  • IRM 1.17.2.5.10.1, The Functional Classification System

  • IRM 1.17.2.5.10.2, Classification and Filing Procedures

  • IRM 1.17.2.9.1, Objectives

  • IRM 1.17.2.9.2, Criteria

(7) Editorial changes have been made throughout the IRM; this includes subsection title changes.

Effect on Other Documents

IRM 1.17.2, dated 12-01-2006, is superseded.

Audience

All IRS employees, contractors, and vendors who publish, distribute, or design printed and/or electronic internal/external material.

Effective Date

(11-19-2012)

Melvin T.E. Hardy
Acting Director, Publishing
Wage and Investment Division

1.17.2.1  (11-19-2012)
Introduction

  1. This section describes established publishing programs administered by the Publishing organization. It includes various electronic systems and applications used to receive, order, control, issue and support the publication of IRS print and electronic communications products.

  2. Updates to changes in services can be found on the Media and Publications (M&P) Publishing and Distribution intranet website at http://publish.no.irs.gov.

1.17.2.2  (11-19-2012)
Request Publishing Services

  1. Originators must request all services from M&P Publishing by submitting a Publishing Services Request (PSR), regardless of the type of media and ultimate production source determination. The PSR will be assigned to a Publishing Services Specialist to provide service.

  2. PSR automates the process of obtaining business and funding approvals, gathering product information and initiating contact with Publishing. It can be used to request any type of publishing service that previously required a Form 1767, Publishing Services Requisition.

  3. The requisition requires signature authority from one of the following before any resources can be committed:

    • The Commissioner

    • Operating Division Commissioners or Deputy Commissioners or their designees

    • Chief Officers or designees

    • National Taxpayer Advocate

    • Chief Counsel, or

    • Other Executive Heads of Office or designees

  4. Each office will provide M&P Publishing with a list of individuals authorized to sign their requisitions. Use Form 13200, Authorization to Designate Business Approvers for Publishing Services Requests, to add, delete or update names, titles, office symbols, SEIDs and sample signatures for each official authorized to sign a PSR or Form 1767. Submit a new Form 13200 when changes occur.

  5. The Form 1767 should only be used when the online PSR is not available or cannot meet the customer’s requirements.

  6. For additional information on how to fill out a PSR, refer to IRM 1.17.9.

1.17.2.2.1  (11-19-2012)
Services from the Digital Copy Center

  1. Customers cannot submit publishing services requests directly to the Digital Copy Center (DCC). All duplication requests for DCC services must be submitted to the assigned business unit Publishing Services Specialist to determine if a product is eligible for DCC services. Refer to Document 12415, The New Carrollton Digital Copy Center, for services offered by the DCC.

1.17.2.3  (11-19-2012)
Publishing Programs

  1. This section describes programs provided by M&P Publishing:

    • Business Card

    • Employee Recognition and Certificate Overprinting Program for Career Service and Performance Awards

    • Envelope

    • Internal Revenue Bulletin

    • Internal Revenue Manual

    • Laser Roll Paper

    • Letter

    • Letterhead/Stationery

    • Training Products

  2. For a complete and current list of publishing programs go to http://publish.no.irs.gov/publish/puborg.html.

1.17.2.3.1  (11-19-2012)
Business Card Program

  1. The IRS has the authority to pay for business cards for employees directly involved in promoting Electronic Tax Administration, personnel recruitment, and significant public contact.

  2. M&P Publishing is responsible for managing the contract for the production of business cards and has developed a system that allows employees and managers to request and order business cards electronically.

  3. Find up-to-date information and guidance on the M&P Publishing website at http://publish.no.irs.gov/pubsys/bcard/bcards.html.

1.17.2.3.2  (11-19-2012)
Employee Recognition and Certificate Overprinting Programs

  1. The Employee Recognition Program (ERP) was designed to recognize IRS employees with various awards and/or certificates. IRS managers are encouraged to recognize employee contributions and accomplishments through the ERP. The manager must decide what type of award or certificate is appropriate for the employee to receive and also must include a brief write-up, which will be formatted on the award or certificate. See IRM 1.17.2.3.2.1, Certificate Overprinting Program, for more information.

  2. Functional Publishing Specialists are responsible for all aspects of this program, including the ordering, designing, proofing and distributing of these awards to the recipients.

  3. See IRM 6.451.1.15, for more information regarding the Employee Recognition Program or visit http://recognition.web.irs.gov/learn.shtml.

  4. All requests from the originator must be made using an approved Publishing Services Request (PSR) and must include an Order Request Summary (ORS) and a Certificate Personalization Request Form.

  5. All awards are personalized and sent directly to the Originator or the Recipient.

1.17.2.3.2.1  (11-19-2012)
Certificate Overprinting Program

  1. The Certificate Overprinting Program supports the Career Service Program (CSP), which was established to convey appreciation to Service employees by recognizing key milestones in their creditable federal service. Eligibility is determined by an employee’s Service Computation Date (SCD) for leave which includes all of the employee’s creditable civilian and military federal service. This program also recognizes employees that receive a performance award or Quality Step Increase (QSI) with a certificate.

  2. Publishing manages the contract for the overprinting of career service and performance award certificates. Certificates are to be printed and shipped directly from the vendor to the employees’ managers or points of contacts as assigned by each business unit. See Exhibit IRM 6.451.1.1 for more information regarding the Federal Career Service Recognition Program and guidance on how the Internal Revenue Service recognizes employees.

1.17.2.3.3  (11-19-2012)
Envelope Program

  1. The envelope program provides all IRS offices with the correct size, type, and quantity of printed envelopes required for correspondence and special mailing programs and ensures that all envelopes conform to Postal Service regulations.

  2. Envelope Program Specialists are responsible for reviewing and processing printing requisitions and/or procurements, administering the envelope contracts, updating and maintaining envelope ordering procedures and participating on various task forces and groups responsible for the Envelope Program workflow processes and/or implementations.

  3. provides detailed information on the envelope program. It also covers envelope standards, ordering and procurement procedures, specifications review and the IRS’s envelope contracts.

  4. Additional user information is available on the M&P Publishing and Distribution website at http://publish.no.irs.gov/pubsys/envelope/envprog.html.

1.17.2.3.4  (11-19-2012)
Internal Revenue Bulletin (IRB) Program

  1. The authoritative instrument for the distribution of all forms of official IRS tax guidance is the Internal Revenue Bulletin (IRB), a weekly collection of items of general interest to the tax professional community.

  2. The IRS publishes a weekly bulletin and a semiannual cumulative bulletin which contain all substantive rulings necessary to promote a uniform application of the tax laws.

    • The first bulletin of the calendar year is reserved for publication of user fees, technical advice and procedures for issuing rulings.

    • The first bulletin for each month includes an index for the matters published during the preceding month.

    • These monthly indexes are accumulated on a quarterly and semiannual basis, and are published in the first bulletin of the succeeding quarterly and semiannual period, respectively.

  3. How the public obtains the IRB. The public can obtain printed copies of the bulletin by purchasing it from the Superintendent of Documents at the Government Printing Office (GPO) either individually or through a subscription.

  4. The weekly bulletin is available on the Internal Revenue Service Bulletin Board and the Internet.

1.17.2.3.5  (11-19-2012)
Internal Revenue Manual (IRM) Program

  1. The IRM is the primary, official source of IRS “instructions to staff” relating to the administration and operation of the Service. The IRM contains policy, procedure and direction employees need to carry out their responsibilities in administering tax laws or other agency obligations.

  2. Publishing Services Specialists on the IRM team are responsible for publishing the IRM, which includes:

    • Reviewing and processing Form 1767, Publishing Service Requisition,

    • Administering the IRM composition and printing contract,

    • Managing the electronic IRM files in the CROPP, and

    • Distributing the electronic IRM files from the CROPP to other IRS divisions.

  3. IRM team members also participate on various task forces and groups responsible for the IRM process redesign and implementation. To see a current list of IRM Team members click on the following link http://publish.no.irs.gov/pubsys/irm/irmteam.html.

  4. IRM 1.11.2, Internal Revenue Manual (IRM) Process, describes the Internal Revenue Manual (IRM) and its components including the structure, format, numbering, author and Internal Management Document (IMD) responsibilities, a checklist for preparing IRMs for publishing, and sample Manual Transmittals.

  5. To view the IRM online, go to http://publish.no.irs.gov/pubsys/irm/numind.html.

1.17.2.3.6  (11-19-2012)
Laser Roll Paper Program

  1. M&P Publishing is responsible for managing the contract established through the GPO for the procurement of marginally punched, blank roll paper stock used on IBM 4100 printers operated by the Information Technology Integrated Document Solutions Enterprise (IDSE) print rooms in the campuses and New Carrollton Federal Building and by Correspondence Production Services in its two sites.

  2. The laser roll paper team is also responsible for reviewing and processing print orders, updating and maintaining Laser Roll paper ordering procedures, and participating on various task forces and groups responsible for the Laser Roll Paper Program workflow process and/or implementations.

  3. Program Coordinators are located in various IRS offices and are assigned by their Head of Office (or designee) via an annual program participation requisition. This requisition is submitted to M&P Publishing by April 1st of each year.

  4. Once designations are received, the program coordinators are provided with information to place orders on the contract for the upcoming program term for blank roll paper stock.

  5. References:

    • For current program coordinators, go to the following link: http://publish.no.irs.gov/pubsys/p731s/p731cnts.html

    • For the Annual Program Participation Requisition: http://publish.no.irs.gov/pubsys/p731s/F1767PP.html

    • For more information about the GPO Contract: http://publish.no.irs.gov/pubsys/p731s/p731pop.html and http://publish.no.irs.gov/pubsys/p731s/p731.html

1.17.2.3.7  (11-19-2012)
Letter Program

  1. The letter program team is responsible for performing publishing and customer analysis, administrative and operational workflow processes, contract administration, for the public-use letters used to communicate with the public about tax matters and to provide general tax information.

  2. Publishing Services Specialists are responsible for all aspects of form letters, including numbering, formatting, designing, issuing and posting of letters to the CROPP.

  3. To find the most current Letter Program information, visit http://publish.no.irs.gov/pubsys/letterp/LPcontct.html.

  4. All letters must have a signature and must advise taxpayers where to direct inquiries unless a contact stuffer is enclosed with the letter.

  5. Letters are numbered, public use products sent to taxpayers.

  6. An attachment to a letter that asks the taxpayer to complete and return information must be assigned a form number. A separate PSR is required to create a new form. See IRM 1.17.8.5.1, Forms, for form requirements.

  7. Before submitting a request to create a new letter, please go to our Product Catalog Information page at http://publish.no.irs.gov/catlg.html and do a search by title, to determine if a suitable letter already exists.

1.17.2.3.8  (11-19-2012)
Letterhead/Stationery Program

  1. Document 11426, The IRS Correspondence Manual, provides guidance and procedures for the preparation of IRS and Treasury correspondence. The consistent use of IRS letterhead will help the IRS present one face to the public while reassuring taxpayers that correspondence they receive from IRS is legitimate and official.

  2. To accomplish this, IRS stationery is produced in two ways:

    • Preprinted stationery paper

    • Electronic letterhead (where approved by business unit)

  3. For correspondence produced on preprinted stationery, the letterhead is printed using specific green ink on a particular type of paper that carries an eagle watermark.

  4. For electronically produced correspondence, it’s acceptable for the letterhead to print in black ink.

  5. In both cases, a customized font must be used. This font was developed to make it difficult for external entities to forge IRS stationery.

  6. To access the only acceptable stationery formats and their corresponding Word templates, go to http://publish.no.irs.gov/pubsys/letterhead/lttrhead.html.

  7. Preprinted stationery may be ordered from the IRS National Distribution Center (NDC). Call the NDC at 1-800-829-2765 and provide the operator with the stationery's catalog number and your Internal Management Documents Distribution Systems (IMDDS) order point number. If you don't know your IMDDS order point number, check the IMDDS Order Point Information Page.

1.17.2.3.9  (11-19-2012)
Training Products Program

  1. Publishing and Distribution team members are responsible for input and maintenance of course requirements, printing and distribution of IRS training material. Team members also provide technical support in the areas of quantity requirements, copy preparation, printing schedules, printing contracts, and printing budgets.

  2. The training team supports official training courses developed by Learning and Education (L&E) and supported through Enterprise Learning Management System (ELMS). This includes the Training Products Distribution System (TPDS) products and Automated Data Processing (ADP) products used at IRS campuses. The training team also processes one-time publishing requests for pilot materials that will be used in the development of subsequent ELMS courses. For additional information refer to http://publish.no.irs.gov/pubsys/training/training.html.

1.17.2.4  (11-19-2012)
Program Planning

  1. Program planning requires assessing the need for products or programs through meetings, discussions and information exchanges among the Publishing Services Specialists and the customer organizations. It focuses on understanding of mutual expectations that will lead to the timely and successful production of program items relevant to the customer’s missions.

  2. Program planning focuses on achieving the following:

    • Familiarity with customer organizational mission and goals,

    • Education of the customer about the Service’s concept of operation and definition of roles,

    • Development of mutual activity agenda and expectations that serve as criteria for measuring programs results, and

    • Review and evaluation of program accomplishments to serve as key to improving customer service.

1.17.2.4.1  (11-19-2012)
Review and Evaluation Conferences

  1. Review and evaluation conferences are held annually to assess operation of the previous year’s programs. The goals of the conference are to evaluate past performance, examine problem areas, suggest solutions and explore alternative methods of program operation.

  2. Program Planning Conferences are held after review and evaluation conferences. The primary areas discussed during program planning are:

    • New production techniques

    • Changes in requirements

    • Production schedules

    • Product specifications

  3. Typically, meetings are conducted for the following programs:

    • IRM

    • ADP Training Materials

    • Envelopes

    • Annual and Quarterly Mailings

    • Recruitment Publications

    • Specialty Forms

    • Tax Forms

    • Tax Guides

    • Taxpayer Information Publications

    • Taxpayer Education

1.17.2.5  (11-19-2012)
Publishing Applications

  1. The Computer Assisted Publishing System (CAPS) contains various information management applications and hosts the Core Repository of Published Products (CROPP), the Electronic Publishing web site and "Page 1" (M&P Internal) web pages.

  2. Publishing mainly uses two applications:

    • Electronic Status Notice (ESN)

    • Publishing Services Data Support (PSD)

    Both applications provide data to support distribution warehousing and order fulfillment activities, balanced measures and customer oriented applications (e.g., electronic publishing website, milestone reporting, financial reporting, customer satisfaction survey).

1.17.2.5.1  (11-19-2012)
Electronic Status Notice (ESN)

  1. The Electronic Status Notice (ESN) system provides the official record for all forms, letters, notices, publications, envelopes, documents, and training publications. ESN is the means by which M&P disseminates current information to stakeholders on all published products.

  2. The purpose of ESN is to collect, verify, and disseminate information about IRS Published Products. This information consists of various physical, historical, and program-oriented data. Its data structure is a product attribute file used to identify the use and handling of published products. ESN is the definitive source of all product related characteristics and must contain all the information required by the other Publishing data systems and applications. (e.g., PSD, CIDS, CROPP, etc.)

  3. ESN contains information on published products; identifying number, title, using and stocking points, related directives, disposition of prior issuances, and other data pertaining to their purpose and use.

  4. ESN also contains information on those Standard Forms most commonly used in Internal Revenue Service offices and those forms and publications of agencies and bureaus such as Department of the Treasury, Office of Personnel Management and Social Security Administration whose forms and publications are used in the regular course of IRS business.

  5. No other product database will be maintained within the IRS without the expressed written permission of the Director, M&P Publishing.

1.17.2.5.2  (11-19-2012)
Publishing Services Data (PSD)

  1. The Publishing Services Data Support (PSD) application provides budget management, requisition tracking and control, and GPO processing for all requests for publishing services.

  2. M&P uses PSD to:

    • Record, report, and verify financial obligations made for procurements of products

    • Maintain procurement data used to generate various procurement documents such as GPO Form 2511 and Distribution files

    • Provide data for product and procurement analysis

    • Provide accurate production status information to customers and stakeholders

1.17.2.5.3  (11-19-2012)
Core Repository of Published Products (CROPP)

  1. M&P Publishing develops and maintains a publishing management system to collect, store, manage, and deliver electronic products for use in electronic publishing applications such as web publishing (intranet and internet), on-demand printing, CD-ROM and DVD publishing. Publishing Services Specialists are the first point of contact for adding, revising, or obsoleting products in the Core Repository of Published Products (CROPP). Only Publishing can post published products to the intranet and to IRS.gov.

  2. The CROPP contains all number-controlled official published products issued by the Service and shall serve as the primary source for all products meeting this criteria. These products are available (for download or print) to IRS employees through the M&P Publishing and Distribution intranet site, http://publish.no.irs.gov, or may be hyperlinked from other Service intranet resources through the use of standardized Common Gateway Interface (CGI) programs.

  3. The CROPP contains files of all official IRS forms, instructions, documents, publications, manuals, and other Service products in standard, nonproprietary formats. Certain products are available for local printing by the National Distribution Center (NDC).

  4. M&P Publishing established the CROPP to manage product attributes and make available appropriate file formats for use in electronic and print applications.

  5. The CROPP contains the following types of electronic files:

    • Source file formats [Standard Generalized Markup Language (SGML), Extensible Markup Language (XML), Encapsulated PostScript (EPS), and Portable Document Format (PDF)]

    • Distribution files [Hypertext Markup Language (HTML) and Portable Document Format (PDF)]

    • Graphic files and text files (various formats)

  6. Electronic files can only be posted to the CROPP after an ok-to-print is obtained from the product originator/owner.

  7. The CROPP can be accessed at http://publish.no.irs.gov/catlg.html.


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