1.17.9  User Guide for Requesting a Published Product

Manual Transmittal

February 19, 2013

Purpose

(1) This transmits new IRM 1.17.9 Publishing, User Guide for Requesting a Published Product.

Material Changes

(1) This IRM section contains general information how to publish an IRS product. Guidance in the IRM is intended for use by all IRS employees.

Effect on Other Documents

None

Audience

All IRS employees, contractors, and vendors who publish, design, print, or distribute electronic products for internal or external audiences.

Effective Date

(02-19-2013)

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

1.17.9.1  (02-19-2013)
Introduction

  1. The Publishing Division (also known as “Publishing”) under Media and Publications (M&P) within Wage and Investment develops and delivers published products in electronic, paper and other alternative formats for internal (employees) and external (taxpayers) use.

  2. This section provides overview information to Publishing's customers on the services and products that Publishing offers, how to submit a request for service, and special considerations for publishing products. The responsibilities associated with being a published product originator are explained as well. Publishing's established systems are a one-stop location the agency can use to save time, money and resources when obtaining published products.

  3. Publishing’s authority as the official IRS publisher is listed in IRM 1.17.9.6, Roles and Responsibilities When Publishing a Product.

1.17.9.2  (02-19-2013)
Services Offered by Publishing

  1. Publishing employees offer innovative solutions to meet the IRS business needs of all stakeholders through the following services:

    • Product Consultation and Planning

    • Graphic Design Services

    • Composition of Tax Products

    • Procurement of Published Products

    • Distribution of Published Products to General and Specific Audiences

    • Posting Products to the Intranet and Internet

    • Production/Cost Tracking of All Published Products

    • Photocopying

    • Language Translation Services

1.17.9.2.1  (02-19-2013)
Product Consultation and Planning

  1. Customers needing assistance with planning a product or campaign of any size can consult Publishing about where to start the process, production schedules and cost estimates, or other related matters. The M&P Publishing Customer Service Liaisons are the best point of contact to provide analysis, advice, consultation and education on technical publishing issues; including reviewing post-production impact/problems, problem-solving, promoting products and services and information-sharing.

1.17.9.2.2  (02-19-2013)
Graphic Design Services

  1. Publishing’s Visual Information Specialists create the visual presentation of text and/or artwork to reflect the IRS mission and key messages. This includes developing, designing and delivering final graphic design of products. Products created by Publishing’s Visual Information Specialists will automatically comply with IRM 1.17.7, Use of the Official IRS Seal, IRS Logo, Program Logos and Internal Logos, as well as any IRS design standards.

  2. M&P has the right to incorporate all required elements for IRS Design Standards compliance on all products submitted to Publishing or commercial design vendors.

  3. Only an approved Visual Information Specialist can apply or alter such design elements to products or provide such design elements to outside vendors. Information about graphic design services can be found at: http://publish.no.irs.gov/publish/pub-gph.html.

1.17.9.2.3  (02-19-2013)
Composition of Tax Products

  1. Publishing provides electronic text and page layout composition services to support the creation and revision of major tax products (e.g., forms, instructions, publications and notices). These tax products are issued from Tax Law Specialists in M&P Tax Forms and Publications (TF&P) as product owner/originators on behalf of specific IRS business units. This service is provided by the Electronic Composition section of Publishing.

  2. The Electronic Composition section of Publishing does not provide composition services for any product not assigned to a Tax Law Specialist from the M&P TF&P as the originator/owner. The composition services to create these products will be provided by an outside vendor, or directly from sources available within Publishing, based on the characteristics of the product.

  3. Composition to create or update products not assigned to an M&P Tax Law Specialist as the originator/owner, will be charged to and requested using the Publishing Services Request (PSR). If non-electronic production and distribution is required, another PSR may be required to be provided by the originator/owner to procure the services. See IRM 1.17.9.5.1, Submitting a Form 1767 for Publishing Services.

1.17.9.2.4  (02-19-2013)
Procurement of All Published Products

  1. Publishing is mandated to procure published products and related service through the Government Printing Office (GPO).

  2. GPO provides assistance to the IRS in securing printing and publishing needs by obtaining the best price possible, using the best vendors within the printing and publishing industries and within GPO. The results are lower pricing and quick turnarounds.

  3. GPO provides a fair, open, competitive bidding process on all procurements that are managed on behalf of the IRS.

  4. GPO manages contracts that cover a broad spectrum of printing and publishing services and are available to fit most any IRS publishing request (regardless of quantity and scope of service) with the majority of all procurements being obtained through the private sector.

  5. Due to the volume of printing and publishing required by the federal government, the GPO can obtain lower pricing than what is currently available to the general public.

1.17.9.2.5  (02-19-2013)
Distribution of Published Products to an Audience

  1. Published products can be distributed in the following ways:

    • Customers can supply names and addresses, preferably from an Excel spreadsheet;

    • Publishing can assist in the creation of a customized distribution list that includes multiple IRS offices or areas;

    • Products available for distribution to all IRS employees can be warehoused and ordered from the National Distribution Center (NDC), and/or;

    • Products can be published electronically through the Intranet/Internet.

  2. In addition, Communications and Liaison (C&L) can help develop a communication strategy when published products need to reach an external audience or have servicewide impact. C&L helps to ensure that a product:

    • Reaches the appropriate audience;

    • Is clear and effective, and;

    • Is aligned with key IRS messages.

  3. Consult a print specialist, an M&P Customer Service Liaison at http://publish.no.irs.gov/mpcc.html or Document 12687 - Getting Your Information Published at the IRS, for further instructions on establishing an audience.

1.17.9.2.5.1  (02-19-2013)
E-mail Subscriptions

  1. Publishing can coordinate with Distribution to automatically add products to available subscriptions systems that can indicate when a product is added or revised in the catalog system. This subscription method allows the originator/owner the option to do full interagency or external stakeholder distributions immediately after a product is produced. Requestors subscribe to an e-mail system to request a product and to be notified when new products are available.

  2. In addition, Publishing provides a notification system that will inform a user when a new electronic revision of a product is available as soon as it is released into the Publishing catalog system. This notification provides the user with the most current version to download.

1.17.9.2.6  (02-19-2013)
Posting Products to the Internet and Intranet

  1. Finished internal products produced and cataloged by Publishing will be posted in the Core Repository of Published Products (CROPP), which will make them electronically accessible from the Publishing Catalog.

  2. Finished external products produced and cataloged by Publishing will be posted in the CROPP and the Content Management System (CMS) system which will make them electronically accessible from both the Publishing Catalog and www.irs.gov..

  3. Public use non-tax products must be approved by Publishing prior to posting them to www.irs.gov. See 1.17.9.6.2.4 for the approval process.

  4. Posted products will be available for usage and accessible from the Publishing Catalog within 24 hours of being posted and the catalog information updated by a Publishing Services Specialist.

  5. Finished products should be linked to the Core Repository of Published Products by IRS webpage content managers to have the latest version available for download.

1.17.9.2.7  (02-19-2013)
Production/Cost Tracking of All Published Products

  1. Publishing maintains all published product information using a database called the Publishing Services Data (PSD).

  2. PSD can only be accessed by Publishing Specialists.

  3. Publishing Specialists use PSD to store production information such as version control, vendor information, print quantity, status codes, and GPO data.

  4. PSD is also used to store cost tracking information, such as obligations and commitments.

1.17.9.2.8  (02-19-2013)
Obtaining Photocopying

  1. Requestors that have an excessive amount of photocopying, a request for color copies and no access to a color copier or need unavailable binding, can have these services provided by Publishing’s Digital Copy Center or by a contracted vendor via publishing procurement vehicles.

  2. The IRS Digital Copy Center (DCC) is the in-house digital printing and photocopying facility that provides free printing services limited to the types of items, material stocks, quantities and turn around timeframes indicated in Document 12415 - The New Carrollton Digital Copy Center Brochure.

  3. This facility, located in New Carrollton, MD, is approved by the Department of Treasury and follows all guidelines established by the Joint Committee of Printing (JCP) Regulations.

  4. The DCC can print items in either black-and-white or 4-color.

  5. Printed products can be picked up by the requestor, delivered internally within the IRS’ District of Columbia (Washington, DC) commuting area locations or delivered to IRS offices outside of the Washington, DC area by Small Package Carrier service.

  6. Depending on the job specifications, the publishing representative will determine whether a photocopy request can be duplicated internally or externally.

  7. Litigation copying, photocopying of sensitive court case material that requires date stamping, cannot be produced by the DCC.

  8. To request photocopies, submit a PSR as indicated in IRM 1.17.9.5 to request a new product.

  9. On the “New Product Request” screen in the PSR system, the requestor must select Photocopying as the Product Type for photocopying services from the DCC.

  10. Requestors that have any questions about available photocopying services should consult with their publishing representative or an M&P Customer Service Liaison at http://publish.no.irs.gov/mpcc.html.

1.17.9.2.9  (02-19-2013)
Language Translation Services

  1. Product originators/owners may have products that need to comply with the Multilingual Initiative (MLI), in order to support Executive Order 13166, or may have source documents that need to be translated into English. All translation services requests are the responsibility of the product originator/owner. For products that require any translation services, please see IRM 22.31.1.

1.17.9.3  (02-19-2013)
Products Offered by Publishing

  1. Publishing offers a variety of products that can be tailored for specific purposes. Some of the published products are listed below:

    • Brochures and pamphlets (for taxpayers and/or employees)

    • Conference materials

    • Documents and booklets (for employees)

    • Envelopes (for taxpayers and/or employees)

    • Forms (for taxpayer and/or employee administrative-use)

    • Internal Revenue Manual

    • Internal Revenue Bulletin

    • Notices (to taxpayers)

    • Posters (for taxpayers and/or employees)

    • Publications (for taxpayers and the public)

    • Tax Forms (for tax preparation)

    • Templates for PowerPoints, agendas, etc.

    • Taxpayer Assistance Center (TAC) office signage

    • Training Documents

    • Other items as needed with the exception of promotional items

  2. A memorandum to all managers dated August 19, 2011 from the Deputy Commissioners stated that all promotional items must receive a Deputy Commissioner’s approval prior to being purchased.

1.17.9.4  (02-19-2013)
When to Contact Publishing

  1. A requestor should contact Publishing as soon as the need for services arises for product(s) to support any mission, campaign or event. Requestors new to the publishing process should consult with an M&P Customer Service Liaison on when and how to complete a Publishing Services Request (PSR) to start the publishing process.

  2. The requestor should have the following useful information about the published product(s) when meeting with a M&P Customer Service Liaison:

    • A draft of product text to provide Publishing at time of product request. Requestors should consult Document 12687 for tips on writing product contents.

    • A requestor that requires design services for a product should submit draft text contents in one of the following electronic formats: Microsoft (MS) Word, MS Excel, MS PowerPoint, MS Notepad or MS WordPad. Publishing will not accept text draft contents in MS Publisher or Adobe PDF.

    • A requestor may submit any photographs or illustrations to Publishing to be used in published products. However, the requestor is responsible for securing all copyrights where applicable (see IRM 1.17.8.6, Copyright and Copyrighted Material).

    • The intent of the product(s)

    • An identified audience or end-users

    • A delivery date for the item to be at specific destinations or in the end-users hand

    • Confirmation from C&L about key messages for internal products with servicewide impact or all external products

    • An identified business approver. This is an authorized manager or executive who validates that there is a legitimate need for the product(s).

    • An identified funding approver. This is an authorized manager or executive who allows funds to be committed for the product(s).

    • Requester, business approver, and funding approver can act in only one capacity per PSR.

    • A list of current authorized business and funding approvers can be found at: http://publish.no.irs.gov/authsig.html.

1.17.9.5  (02-19-2013)
Importance of Standards and Submitting a Publishing Services Request

  1. Once the requestor has all or most of the useful information about the published products and has consulted with the M&P Customer Service Liaison, follow the steps below to begin your Publishing Services Request (PSR). For more detailed instructions, refer to the PSR Requester’s Guide.

    Note:

    An incorrect “Product Type” can delay your job. If unsure of the correct “Product Type”, contact an M&P Customer Service Liaison. For specific PSR question, e-mail the PSR Help Desk.

    Note:

    The PSR application should not be used to submit IRMs

  2. STEP 1: Create the content for your product in a Word file. Submit the along with your publishing services request.

  3. STEP 2: To submit an online request, go to http://publish.no.irs.gov/PSR. You will see a screen (Figure 1.17.9-1) with three buttons customers choose from to select the type of service needed from the PSR.

    Figure 1.17.9-1

    This image is too large to be displayed in the current screen. Please click the link to view the image.

    Publishing Services Request Main Page

  4. STEP 3: Select the action type for your request.

    • Request a New Product — select for one time requests and non catalogued products that do not currently exist

    • Revise an Existing Product — select for existing catalogued products that require a revision

    • Reprint an Existing Product — select for existing catalogued products that should be reprinted but do not include revisions


    You will see a screen (Figure 1.17.9-2) with the PSR Online Form.

    Figure 1.17.9-2

    This image is too large to be displayed in the current screen. Please click the link to view the image.

    Publishing Services Request Online Form

  5. STEP 4: Complete the following fields shown in Figure 1.17.9-2.

    • Requestor

    • Operating Division*

    • Requestor Office Symbols

    • Product Title

    • Product Type*

    • Product Information

    • Requested Delivery Date

    • Requestor Notes

    • Approving Official*

    • Funding Approver*

      Note:

      * Use the drop-down box to select an option.

  6. STEP 5: Select the "Create Request" button (Figure 1.17.9-3).

    Figure 1.17.9-3

    This image is too large to be displayed in the current screen. Please click the link to view the image.

    "Create Request" Button for Publishing Services Request


    After hitting the “Create Request” button, you will see the following screen (Figure 1.17.9-4).

    Figure 1.17.9-4

    This image is too large to be displayed in the current screen. Please click the link to view the image.

    Thank You for Submitting PSR Window

  7. STEP 6: To upload an attachment:

    1. Browse for a file on your computer, choose the appropriate file, and select the "Attach" button (Figure 1.17.9-5).

      Note:

      You may attach multiple files to your request.

      Figure 1.17.9-5

      This image is too large to be displayed in the current screen. Please click the link to view the image.

      "Attach" Button for Publishing Services Request

    2. After all attachments have been found, select the "Submit" button (Figure 1.17.9-6).

      Figure 1.17.9-6

      This image is too large to be displayed in the current screen. Please click the link to view the image.

      "Submit" Button for Publishing Services Request

    3. You will receive a confirmation (Figure 1.17.9-7) that looks like this:

      Figure 1.17.9-7

      This image is too large to be displayed in the current screen. Please click the link to view the image.

      Publishing Services Request Confirmation

  8. STEP 7: After a request is submitted, the request will be routed to the following for approval:

    • Approving Official

    • Funding Approver

  9. Once a request is approved and funded, your Printing Specialist can proceed with processing the order.

  10. To view the status of your request at any time:

    1. Go to: publish.no.irs.gov/PSR

    2. Select the "Check Status of Your Requests" button.

      Figure 1.17.9-8

      This image is too large to be displayed in the current screen. Please click the link to view the image.

      "Check Status of Your Requests" Button for Publishing Services Request

    3. A list of current and previous PSRs submitted will appear. See Figure 1.17.9-9.

      Figure 1.17.9-9

      This image is too large to be displayed in the current screen. Please click the link to view the image.

      List of Current and Previous Publishing Services Requests

  11. For general questions or comments, send and e-mail to the PSR Administrator.

1.17.9.5.1  (02-19-2013)
Submitting a Form 1767 for Publishing Services

  1. Form 1767, Publishing Service Requisition, was a paper form used to request publishing services. The Online PSR application has replaced the use of the Form 1767 for most requests. Form 1767 should only be used when the online PSR application is not available, or cannot meet customer’s requirements, as directed by a Publishing Specialist.

    Example:

    A paper Form 1767 must still be used to submit an IRM for publishing.

1.17.9.5.2  (02-19-2013)
PSR Submission Flow

  1. After a PSR is submitted, it will travel to the e-mail in-boxes of an approving official and a funding approver designated during the submission process. When the “Submit” button is clicked, as indicated in Step 6 in IRM 1.17.9.5 (7)2), the PSR system will transfer the request in the following order:
    Approving Official → Publishing Estimate (if applicable) and Funding Approver → Publishing

  2. The requestor will receive e-mail messages as a PSR is sent, approved or denied while it is routed to the approving official and funding approver. The requestor can edit the PSR request during this process, if it is necessary.

  3. Once the PSR is approved by both the approving official and funding approver, it is then sent to Publishing. The requestor will receive an e-mail message that the PSR is in route to Publishing and will soon be assigned. When the PSR is sent to Publishing, it will contain a 7-digit requisition number, which will be indicated in the subject line of the e-mail message and on the PSR itself.

  4. When the PSR is received by Publishing, it will be placed in one of a series of e-mail in-boxes within Publishing based on the requestor’s business unit profile and/or product type.

  5. Within 1-3 business days, the PSR is reviewed by a gatekeeper and routed to an assigned Publishing Specialist.

  6. Once a Publishing Specialist receives the request, the requestor will be contacted for any necessary information to complete the request.

1.17.9.5.3  (02-19-2013)
Timeframes to Design, Print, and Distribute a Published Product

  1. Production timeframes will depend on the product and the amount of preparation necessary to produce it.

  2. For customer-provided files that are production ready, reprints or suitable for the type of product, it can take as little as 1 to 10 business days for production and distribution.

  3. For customer-provided files that are NOT production ready, or do not meet IRS design standards for the type of product, it may require design services and production preparation, and can take up to several weeks or months to design, print and distribute.

  4. Contact your publishing representative or an M&P Customer Service Liaison at http://publish.no.irs.gov/mpcc.html for factors that may determine a more accurate timeline based on your particular situation.

  5. If you are planning a conference that requires tent cards, agendas, signage, brochures, name badges, posters, or other published items, please attach a Form 1767-C, Conference Materials Checklist, to the PSR.

1.17.9.6  (02-19-2013)
Roles and Responsibilities When Publishing a Product

  1. Other specific roles and responsibilities should be followed for the entities below when publishing a product:

    • Publishing Division

    • Requestors/Originators

    • Heads of Office

1.17.9.6.1  (02-19-2013)
Publishing's Roles and Responsibilities

  1. The Publishing Division is the official publisher for the IRS. As required by federal regulations (see USC Title 44, Section 501) all government printing is to be sent to or monitored by the GPO. M&P Publishing is the IRS representative for the GPO Office and the only approved IRS entity to procure/purchases any design, printing and imaging services on behalf of the IRS.

  2. If a requestor or purchaser has doubts about if a product should be procured/purchased under a GPO program, contact an M&P Publishing Customer Service Liaison at http://publish.no.irs.gov/mpcc.html for assistance.

1.17.9.6.1.1  (02-19-2013)
Officially Published Products

  1. Only officially published products can be procured or develop from the Publishing Division. A published product is not an official IRS product unless it contains a catalog number and product identifier that is issued by the Publishing Division.

  2. Official published products are stored on Publishing’s electronic Catalog Page for easy accessibility.

  3. Official published products are designed according to Publishing’s design and forms standards for consistency and readability.

1.17.9.6.1.2  (02-19-2013)
Production Sources

  1. This section provides information and guidance on the production sources, JCP regulations guidance and publishing activity for some of the program areas. It focuses on traditional printing and publishing applications in the print and electronic media. Specific areas addressed include the following:

    • Production Sources

    • JCP Regulations Guidance

    • Training Products Program

    • Envelope Program

    • Electronic Research Services

    • IRS Internet Site

    • Published Products Central Repository

    • Graphics Design

    • Reproducible Tax Products Service

    • CD-ROM Availability

  2. Publishing shall consider each customer’s publishing requirement and determine the proper source for production, the process or processes to be used, the types of materials and supplies required, and end use of the product.

  3. Source determination will focus on economic, schedule, and service requirements. Typical production sources are:

    • In-Plant Copying/Duplicating - work produced internally on authorized duplicating equipment or high speed copier equipment.

    • In-Plant Printing - work produced internally in a JCP designated IRS printing plant.

    • Other Government In-Plant Printing - work produced by any other government printing facility such as the General Services Administration (GSA), and the Federal Prison Industries, Inc. A list of authorized printing plants is contained in the Government Printing and Binding Regulations.

    • Main Government Printing Office - work produced in-house at GPO, individually bid out for commercial printing, placed by agencies on direct deal contracts authorized by GPO, or placed by GPO on term contracts.

    • GPO Regional Printing Procurement Office (GPO-RPPO) - work individually bid out for commercial printing, placed by agency on direct-deal contracts authorized by GPO-RPPO, or placed by GPO-RPPO on term contracts.

    • Commercial Sources - printing work procured directly by IRS personnel from commercial suppliers, following all the necessary regulations such as Title 44, Federal Acquisition Regulations (FAR), Treasury Procurement Regulations (TPR) and IRS procurement procedures.

1.17.9.6.1.3  (02-19-2013)
Version Control

  1. Publishing uses the Electronic Status Notice (ESN) system to manage versions of a published product that appear on the electronic catalog page.

  2. Previous versions of a published product are archived on the Catalog Page.

1.17.9.6.1.4  (02-19-2013)
Online Catalog Page

  1. Publishing catalogs all official products on the electronic Catalog Page. The catalog page offers access to:

    • E-subscriptions of published products

    • Product and contact information

    • 508 compliant files

    • Previous revisions

1.17.9.6.2  (02-19-2013)
Responsibilities of Product Owners/Originators

  1. This section indicates the responsibilities of product owners/originators for products produced by Publishing.

1.17.9.6.2.1  (02-19-2013)
Reprinting Existing Published Products

  1. Products stocked at the National Distribution Center (NDC), at the request of the owner/originator, must be restocked using the owner/originator’s publishing funding when stock reaches a level in which it has to be replaced.

  2. Products not stocked at the NDC can be reprinted with either the owner/originator’s publishing funding or the requestor’s publishing funding.

1.17.9.6.2.2  (02-19-2013)
Revising Existing Published Products

  1. The product originator/owner is responsible for updating product for changes.

  2. The product originator must notify Publishing whenever a product changes owners.

1.17.9.6.2.3  (02-19-2013)
Obsoleting Published Products

  1. It is the owner/originator’s responsibility to request that a product be made obsolete, once it is no longer useful or replaced.

  2. The owner/originator must submit a PSR to have the product made obsolete by Publishing.

  3. Publishing, through periodic reviews, may request to have dormant products obsolesced due to no known originator or lack of revision or reprint activity for an extended period of time.

  4. Dormant items for which the originator cannot be determined may be obsolesced by Publishing with a Publishing branch manager’s approval.

  5. Some products have predetermined obsolescence dates specified in the original requisition; Publishing Specialists may routinely obsolete these products at the proper time.

1.17.9.6.2.4  (02-19-2013)
Submitting Justification to Post Public Use Non-Tax Products to IRS.gov

  1. The originator of a public use non-tax product must submit written justification to Publishing to post a public use form or publication to www.irs.gov. The written justification should contain the following information:

    • Product description;

    • Explanation as to why it should be available on www.irs.gov;

    • Intended audience;

    • Other pertinent information.

  2. The justification must be approved by the originator’s Business Approver and e-mailed to the assigned Publishing Specialist. The Publishing Specialist will then seek the written or e-mail approval of his or her Branch Chief. If the Branch Chief disapproves the request, the Publishing Specialist will notify the originator and also, if necessary, request the IRS.gov gatekeeper to remove older posted revisions of the product from www.irs.gov.

1.17.9.6.2.5  (02-19-2013)
Section 508 Compliance

  1. IRS published products (whenever possible) are to comply with Section 508 of the Workforce Rehabilitation Act of 1973, and all amendments, in order to be accessible by taxpayers and employees with disabilities. Product originators are to inform Publishing if a product will require Section 508 compliance; so, Publishing can either inform the Alternate Media Center that a product requires a conversion or procure the extra services with the publishing requisition.

1.17.9.6.3  (02-19-2013)
Heads of Office Roles and Responsibilities

  1. Each Operating Division Commissioner and other Executive Heads of Office shall determine printing and publishing needs of their respective areas including the following:

    • Make sure printing and publishing activity is legal and necessary and contains only matters relating to government business (See 44 USC)

    • Incorporate agency style, format, and graphic standards

    • Use established publishing standards including appropriate regulations and lead times

    • Obtain required tax form product clearances through the Tax Products Coordinating Committee

    • Notify the M&P Publishing of any research affecting printed products to avoid program delays and duplication

    • Include M&P Publishing in plans for joint publications with other agencies

    • Obtain production of items through the appropriate M&P Publishing Office

    • Use a suitable national item before creating new products for local use

    • Ensure locally created items are developed within the framework of nationally prescribed practices and standards

    • Identify and classify sensitive material which requires handling as either "Limited Official Use" or "Sensitive But Unclassified"

1.17.9.7  (02-19-2013)
Special Publishing Circumstances

  1. There are special publishing circumstances that may affect some published products. Check with your M&P Customer Service Liaison at http://publish.no.irs.gov/mpcc.html or Publishing Services Specialist to see if these or other circumstances may apply to your product:

    • OMB Numbers for Public Use Forms

    • Paperwork Reduction Act (PRA) Notice

    • Privacy Act

    • Color Copier Purchases

1.17.9.7.1  (02-19-2013)
OMB Numbers for Public Use Forms

  1. An Office of Management and Budget (OMB) number is required when collecting information from 10 or more members of the public in a 12-month period and is used in completing the Privacy Impact Assessment (PIA) Template.

  2. OMB numbers or exemptions should be provided by the IRS’ Media and Publications (M&P), Tax Forms and Publications (TF&P) - OMB Unit, or by the OMB directly.

  3. It is the responsibility of the Publishing Services Specialist to notify the owner/originator of a public use form that an OMB number or exemption is required prior to start of the form’s design process. The Publishing Services Specialist should refer the owner/originator to the TF&P OMB Unit section to start the review process.

  4. It is the responsibility of the form owner/originator to obtain the OMB number or an exemption.

  5. It is the responsibility of the form owner/originator to allow for a suitable timeframe for OMB approval or exemption.

  6. A public use form provided to a Publishing Services Specialist for release must have the OMB number included or notification of an exemption by written justification from the TF&P OMB Unit or OMB. A public use form that does not have either an OMB number or a written justified exemption will not be posted to the IRS internet site at www.irs.gov or the IRS CROPP.

  7. Public Use Forms not containing either an OMB number or an exemption from the IRS' M&P TF&P - OMB Unit, will not be posted for external or internal release.

  8. Originator responsibilities for publishing IRS products appear in the chart below.

    When assuming ownership of an IRS published product, the originator has the following responsibilities:

    Originator Responsibility Rationale Originator Actions
    Creating and Revising Published Products The originator is the subject matter expert for a published product’s content and is responsible for keeping content current. Submit an online Publishing Services Request at http://caps-as.enterprise.irs.gov/psr/app to create or revise a published product.
    Notifying Managers of Ownership Changes If you plan to retire, leave the service, or accept another position, you must notify your manager and ask for a new originator to accept ownership of your product. Contact your manager and ask for the published product to be reassigned to another employee.
    Notifying Publishing of Ownership Changes If you plan to retire, leave the service, or accept another position, you must notify Publishing of the new author of the product. Failure to notify Publishing may result in continuous use of outdated products by customers. E-mail your Publishing Specialist at http://publish.no.irs.gov/findSPEC.html with the new originator’s name, phone number, and office symbols.
    Obsolescing Published Products In the event that a product should no longer be available to customers or is replaced by another product, you must notify Publishing that the product is obsolete so that the product’s file can be removed from the Catalog Page at http://publish.no.irs.gov/catlg.html. Failure to notify Publishing may result in continuous electronic use of outdated products by customers. Submit an online Publishing Services Request to revise (obsolete) a published product.

    Reminder:

    The online PSR application cannot be used to revise (obsolete) IRMs. See IRM 1.11.2, Internal Revenue Manual (IRM) Process for more information.

    Obtaining OMB Numbers for Public Use Forms An OMB number is required when collecting information from 10 or more members of the public in a 12-month period and is used in completing the Privacy Impact Assessment (PIA) Template. Forms are the vehicle the Federal Government uses to collect information from the public.

    Note:

    Forms that do not contain an OMB number will NOT be posted to the IRS internet at www.irs.gov.

    To obtain an OMB number or to contact the OMB section, use the following e-mail address: omb.unit@irs.gov or *OMB_Unit. Information on the OMB Clearance Office within TF&P can be found at http://taxforms.web.irs.gov/mas/sss/OMB/default.aspx.

1.17.9.7.2  (02-19-2013)
Paperwork Reduction Act (PRA) Notice

  1. Forms that require information from the public are subject to the Paperwork Reduction Act (PRA) and must contain Privacy Act and Paper Reduction Act Notice text. Forms that require information for internal use, and only used by federal employees, are not subject to the Paperwork Reduction Act and do not require Privacy and Paperwork Reduction Act Notice text.

1.17.9.7.3  (02-19-2013)
Privacy Act

  1. Forms that require a taxpayer to provide personal information protected by the Privacy Act, including tax information or an identification number (e.g., social security number, employer identification number, or individual taxpayer identification number) must contain a Privacy Act statement customized for the particular form. The Office of Disclosure should review and approve the Privacy Act statement text before the form draft is supplied to Publishing. For detailed guidance, see IRM 11.3.16.1, Notice to Individuals Asked to Supply Information.

1.17.9.8  (02-19-2013)
Color Copier Purchases

  1. M&P Publishing does not provide acquisition/purchasing services for color office copiers. Color office copiers should be obtained from your local Support Services offices. Support Services functions provide assistance to customers consistent with normal procurement support activity for other office equipment. Color office copiers are machines that produce less than 100 copies per minute. These copiers are not managed under the printing environment criteria set by the Department of the Treasury.

1.17.9.8.1  (02-19-2013)
Requesting High-Speed, Color Copier-Duplicators or Specialty Copiers

  1. All high-speed, color copier-duplicator and specialty-copier equipment must have M&P Publishing and the Department of the Treasury Department approval prior to installation. Such prior approval applies to rented, leased, and purchased copier equipment.

  2. Local requests should be coordinated through the local Support Services area and forwarded to the Publishing Services Branch.

  3. The following information should be prepared and submitted in the prescribed order:

    • Office location and exact location of existing equipment;

    • Analysis of existing workload including monthly volume for the past 12 months;

    • Statement of expected program changes that would have significant affects on the future workload;

    • List of equipment to be replaced, including features and general condition of equipment;

    • A justification for any copier features requested;

    • Cost-benefit analysis of the proposed system versus the existing system; and

    • If other than the least-expensive copier is selected, the reasons must be given.

  4. After the request is reviewed by the national coordinator and is found acceptable, it will be forwarded to the Department of the Treasury for approval or disapproval, as required by Department of the Treasury Directives Manual Chapter TDP-70, Section 05, Chapter 5. Written approval or disapproval of copier request will be sent to the requesting office. Normal turnaround time through M&P Publishing and Treasury, if everything is in order, would be 30 days.

  5. Until approval is received, no formal or informal obligation or commitment will be made by any individual delegated procurement authority to the intended equipment vendor. The vendor should be informed that M&P Publishing approval is required and under no circumstances is the vendor’s national representative to intervene by directly contacting M&P Publishing. If further information is needed, the vendor will be contacted.

  6. Failure to get this approval prior to installation could constitute an unauthorized procurement.

  7. A copy of the approval will be filed in the appropriate procurement file.


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