1.17.2  Publishing Systems and Programs

Manual Transmittal

September 28, 2015


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

Material Changes

(1) IRM - Title changed from Services from the Digital Copy Center to The Digital Copy Center. The Digital Copy Center located in the New Carrollton Federal Building is closed.

(2) IRM - The semi-annual and quarterly index for the IRB was eliminated January 2, 2015.

(3) IRM - Added new subsection on Substitute Forms Program.

(4) IRM - Removed ADP Training Materials from the Review and Evaluation conference programs.

(5) IRM (2) - Reworded the language pertaining to the two main publishing applications.

(6) IRM - Added Publishing’s balanced measures results to the PSD.

(7) IRM – Added new subsection on Integrated Composition Program.

(8) We made editorial changes throughout this IRM section.

Effect on Other Documents

IRM 1.17.2, dated November 19, 2012, is superseded.


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

Effective Date


Steven R. Manno
Director, Publishing
Wage & Investment Division  (11-19-2012)

  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 are posted on the Media & Publications (M&P) Publishing and Distribution Intranet website at http://publish.no.irs.gov.  (11-19-2012)
Request Publishing Services

  1. Product 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. M&P Publishing assigns the PSR to a publishing specialist to provide service.

  2. The PSR automates the process of obtaining business and funding approvals, gathering product information, and initiating contact with Publishing. Product originators can use the PSR 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 must 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. Product originators should only use the Form 1767 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, Publishing User Guide for Requesting a Published Product.  (11-19-2012)
The Digital Copy Center

  1. As of March 2015, the Digital Copy Center at the New Carrollton Federal Building is closed. Customers needing copy services should consult with a publishing specialist or submit a PSR. You can find the list of publishing specialists on the Publishing website at http://publish.no.irs.gov/publish/psal.html.  (11-19-2012)
Publishing Programs

  1. This section describes programs that M&P Publishing provides:

    • Business Card

    • Employee Recognition and Certificate Overprinting Programs 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.  (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 about the business card program on the M&P Publishing website at http://publish.no.irs.gov/pubsys/bcard/bcards.html.  (11-19-2012)
Employee Recognition and Certificate Overprinting Programs

  1. The IRS designed the Employee Recognition Program (ERP) 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, Certificate Overprinting Program, for more information.

  2. A publishing specialist in the Functional Publishing section is responsible for all aspects of this program, including the ordering, designing, proofing, and distribution of these awards to the recipients.

  3. See IRM 6.451.1.15, IRS Employee Recognition Program for more information or visit the Employee Recognition Program website.

  4. Product originators must use an approved PSR to make all requests for career service or performance awards and must include Order Request Summary Form and a Certificate Personalization Request Form, posted online at http://hco.web.irs.gov/erp/resources.html.

  5. All awards are personalized and sent directly to the originator or the recipient.  (11-19-2012)
Certificate Overprinting Program

  1. The Certificate Overprinting Program supports the Career Service Program (CSP), which the IRS established to convey appreciation to Service employees by recognizing key milestones in their creditable federal service. An employee’s Service Computation Date (SCD) for leave, which includes all of the employee’s creditable civilian and military federal service, determines eligibility. 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 printed and shipped directly from the vendor to the employees’ managers or points of contacts, as assigned by each business unit. See IRM Exhibit 6.451.1-1, IRS Federal Career Service Recognition Program for more information and guidance on how the Internal Revenue Service recognizes employees.  (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. IRM, Envelopes provides detailed information on the envelope program, including envelope standards, ordering and procurement procedures, specifications review, IRS envelope contracts, and other related information.

  4. Additional envelope user information is available on the M&P Publishing and Distribution website at http://publish.no.irs.gov/pubsys/envelope/envprog.html.  (09-28-2015)
Internal Revenue Bulletin (IRB) Program

  1. The authoritative instrument for the distribution 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 that contains 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.

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

  4. The weekly bulletin is available on the Internal Revenue Service Bulletin Board on the Intranet at http://publish.no.irs.gov/irb/index/irbindex.html, and on the Internet at http://www.irs.gov/irb/.  (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, procedures, and direction employees need to carry out their responsibilities in administering tax laws or other agency obligations.

  2. Publishing specialists on the IRM team are responsible for publishing the IRM, including:

    • Reviewing and processing Form 1767, Publishing Service Requisition;

    • Administering the IRM composition and printing contract;

    • Managing the electronic IRM files in the Core Repository of Published Products (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 IRM process redesign and implementation. To see a current list of IRM team members, visit http://publish.no.irs.gov/pubsys/irm/irmteam.html.

  4. IRM 1.11.2, Internal Revenue Manual (IRM) Process, describes the 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.  (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 several of the campuses and both Correspondence Production Services 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. Laser Roll Program Coordinators are located in various IRS offices and are assigned by their organization’s head of office (or designee) via an annual program participation requisition. IRS offices submit this requisition to M&P Publishing by April 1st of each year.

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

  5. References:

    • Laser Roll Program Coordinators.

    • Annual Program Participation Requisition: .

    • GPO Contract and ordering procedures.  (11-19-2012)
Letter Program

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

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

  3. Visit the Form Letter Program page for the most current information..

  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. A form number must be assigned to an attachment to a letter that asks the taxpayer to complete and return information that has not been, or is not being, collected by another numbered form. A separate PSR is required to create a new form. See IRM, 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 perform a search by title to determine if a suitable letter already exists.  (11-19-2012)
Letterhead/Stationery Program

  1. IRM 1.10.1, Office of the Commissioner of Internal Revenue, 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; and

    • 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, you must use a customized font. We developed this font 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. You may order preprinted stationery 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.  (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 used to develop subsequent ELMS courses. For additional information, refer to Training Products Program.  (09-28-2015)
Substitute Forms Program

  1. The Substitute Form Program is responsible for the review and approval of tax forms and schedules reproduced by software developers and form designers, commonly known as substitute forms. The major responsibility of the program is to ensure the integrity of IRS forms are upheld when reproduced, and that the IRS, and other government agencies, will receive quality substitute forms that will have no adverse impact on processing.

  2. Analysts are responsible for, or tasked with program duties, providing information to vendors, in publications and through email, on roles, responsibilities, procedures, resources, and any other information not specified in governing publications and or revenue procedures. Although the primary responsibility of the unit is to ensure the quality and integrity of reproduced IRS forms is upheld, analysts are also responsible for responding to correspondence received from internal and external stakeholders and partners, vendors, certified public accountants (CPA), tax preparers, and taxpayers. In addition, analysts are also tasked with providing information for investigations initiated by the agency (e.g. TIGTA or OCA). In most cases providing feedback requires extensive research, collaboration, and correspondence, all of which could affect how a substitute form is developed, used by the public, and submitted as a tax return.

  3. Forms covered in the publications and revenue procedures, and received by the unit for review include:

    • IRS tax forms and their related schedules;

    • Worksheets as they appear in instructions packages;

    • Applications for permission to file returns electronically and forms used as required documentation for electronically filed returns;

    • Powers of Attorney;

    • Over-the-counter (OTC) estimated tax payment vouchers; and

    • Forms and schedules relating to partnerships, exempt organizations, and employee plans.  (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 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.  (09-28-2015)
Review and Evaluation Conferences

  1. Annual review and evaluation conferences 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 follow review and evaluation conferences. The primary areas discussed during program planning are:

    • New production techniques

    • Changes in requirements

    • Production schedules

    • Product specifications

  3. Typically, review and evaluation conferences are conducted for the following programs:

    • IRM

    • Envelopes

    • Annual and Quarterly Mailings

    • Recruitment Publications

    • Specialty Forms

    • Tax Forms

    • Tax Guides

    • Taxpayer Information Publications

    • Taxpayer Education  (09-28-2015)
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 website, and "Page 1" (M&P Internal) Web page.

  2. Publishing mainly uses two applications:

    • Electronic Status Notice (ESN); and

    • Publishing Services Data (PSD)

    Both applications provide data to support product procurement scheduling and tracking, cost and quantity information, billing and payment information, product revision information, distribution warehousing and order fulfillment activities, balanced measures, and customer-oriented applications (e.g., Electronic Publishing website, milestone reporting, financial reporting, and customer satisfaction survey).  (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, ELITE, 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.  (11-19-2012)
Publishing Services Data (PSD)

  1. The Publishing Services Data (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; and

    • Provide accurate production status information to customers and stakeholders.

    • Provide data for Publishing's balanced measures results.  (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 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 IRS.gov.

  2. The CROPP contains all number-controlled official published products issued by the Service and must 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, 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 post to the CROPP after the product originator/owner provides an "ok-to-print."

  7. The CROPP can be accessed at http://publish.no.irs.gov/catlg.html.  (09-28-2015)
Integrated Composition Program

  1. M&P Publishing develops and maintains a centralized composition system to store, manage, and transform electronic products from a single-source file into output files used for print or viewing electronically. Source files are added to the system via the Composition Process Management (CPM) application. Source files include the following types:

    • Standard Generalized Markup Language (SGML)

    • Extensible Markup Language (XML)

    • Encapsulated PostScript (EPS)

    • Portable Document Format (PDF)

  2. We use XSL transformation software to transform the source file(s) into multiple output file types used for print or electronic displays such as Internet Explorer, Adobe Reader, Tablets, or Smart Phones. Output files include the following types:

    • Portable Document Format (PDF)

    • Extensible Markup Language (XML)

    • Hypertext Markup Language (HTML)

    • eBook file formats (ePub)

    • Graphic files (various formats)

  3. All output files are stored in the CPM application and select file types are also incorporated into the CROPP, where they are accessible via the IRS Intranet.

  4. You should send eBook file formats that need to be produced outside of the Integrated Composition Program to the Publishing Services branch of Publishing using the Publishing Services Request (PSR) application. Publishing will facilitate the creation and distribution of these products.

  5. Publishing will complete Form 14660, IRS eBook Evaluation, for every new and revised eBook processed through Publishing. Section 1 of this form will determine if the proposed product is a viable eBook project. Publishing completes Section 2 of the form at the conclusion of the project, to determine if the eBook was created according to existing Publishing eBook guidelines.

  6. Access to the CPM application is restricted to M&P Publishing employees, who can access it at http://caps-as2.mcc.irs.gov/mapjcr/JCRWelcome.faces.

  7. Access the PSR application at http://caps-as.enterprise.irs.gov/psr/app.

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