2.3.2  Introduction to IDRS Terminal Responses

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2.3.2.1  (03-16-2010)
Purpose and Scope of the IDRS Terminal Responses IRM

  1. This IRM provides instructions for the use of the Integrated Data Retrieval System (IDRS) terminal displays.

  2. These instructions provide a guide to research information on the use and contents of IDRS, abbreviations and definitions, as well as explicit instructions on the use of command codes in extracting data. Some command codes used for entering information also are included in this IRM. Additional command codes used for entering transactions (adjustments, remittances, entity changes, etc.) are discussed in IRM 2.4, IDRS Terminal Input.

  3. Instructions for administering the IDRS Security System are included in IRM 2.4.2 , IDRS Terminal Responses, Command Codes SINON, SINOF, RMODE, LOKME, CMODE, and FIEMP.

  4. This IRM is a general use IRM for IDRS terminal operations at all SCRS locations.

  5. Document 6209 - IRS Processing Codes and Information, Chapter 13, may be used in conjunction with this IRM.

  6. Instructions relating to the use of IDRS and what is to be accomplished by its use can be found in the appropriate procedural handbooks and Internal Revenue Manuals.

  7. This section contains information on:

    1. IDRS Databases;

    2. IDRS Research Techniques;

    3. IDRS Terminology;

    4. Miscellaneous Error Messages;

    5. Disclosure and Security awareness, and

    6. IDRS ti me savers.

  8. See Exhibit 2.3.2-1., for a list of IDRS Terminal Responses section titles. See Exhibit 2.3.2-2., contains an alphabetical listing of command codes used in IDRS Terminal Responses. (Similar information may be found in IRM 2.4.1 , Section Titles and Command Codes for IDRS Terminal Input).

2.3.2.1.1  (01-01-2007)
Historical Background

  1. A pilot IDRS was implemented at Southwest Service Center in July 1969. Based on experience gained from that pilot system, a new, improved, and enlarged IDRS was implemented at the Southwest Service Center in 1972. By July 1973 the new system was implemented in all service centers and field offices.

  2. The capabilities of the initial system included entering adjustments, entity changes, etc., as well as entering collection information for storage and processing in the system and the automatic generation of notices, collection documents, and other outputs. Various subsystems have since been added to the IDRS system:

    • EACS (EP/EO Application Control System),

    • ERAS (EIN Research and Assignment System),

    • RMIS (Report Management Information System)

    • QRDB (Quality Review Data Base)

    • ICTR (Intelligence Case Control and Time Reporting System)

    • REF (Refund Information File).

  3. The Integrated Data Retrieval System is designed primarily to accomplish the following:

    1. Provide better, faster, more responsive, and more personal service to the taxpayer.

    2. Facilitate and speed the work of employees in Campuses and Area Offices by providing the most current information on tax accounts, and by furnishing the most up-to-date data processing tools available today.

  4. Integrated Data Retrieval Systems were furnished to all Regions and Service Centers, beginning in 1972 and completed in early 1973.

  5. Beginning in October 1982, the IDRS System was transferred to UNIVAC 1100/84 computer equipment. This transfer was completed in the third quarter of 1984.

2.3.2.1.2  (01-01-2007)
Resolving Procedural and Computer Systems Problems

  1. When discrepancies, problems, recommendations, etc. surface, submit the information to Headquarters by the appropriate method as indicated below.

    Note:

    Inappropriate forms will be returned without consideration (example would be using Information Technology Asset Management System (ITAMS) to report IRM inconsistencies).

    1. Use Form 5391, Procedures/Systems Change Request, to report non-emergency changes to the IRM or computer programs. See IRM 3.31.125 , ADP Evaluation - Procedures/Systems Change Request, for complete information on the preparation and routing of that form.

    2. Use ITAMS to identify computer programming or operational problems that need immediate attention. If the problem being reported is on a particular account, include a TIF Edit with the background information.

    3. Use the employee suggestion program to submit ideas to improve processing, eliminate waste/duplicate efforts or to improve taxpayer relations. See IRM 6.451.1 , Employee Performance and Utilization / Awards and Recognition - Policies, Authorities, Categories, and Approvals, and Document 11773 , Employee Suggestion Program Brochure, for information.

    4. Use Form 9345 or Form 9345A, Editorial Change Request, to report printing or typographical errors and incorrect IRM reference.

      Note:

      Since operational problems or defects are not being reported on the form, the requests will not be controlled upon receipt nor will they require a written response.

2.3.2.2  (01-01-2005)
IDRS Data Bases Overview

  1. IDRS data bases are maintained in several separate areas. It is not necessary to know in which area a particular element of data is located. However, for clarity, the TIF sections are described separately in this section.

  2. This section describes the following files:

    • Employee Profile Security File (EPSF)

    • Terminal Profile Security File (TPSF),

    • Unidentified Remittance File(URF)

    • Dishonored Check File(DCF)

    • Taxpayer Information File (TIF)

    • Edited Research Data File (ERDF).

  3. The description of these files is included to facilitate use of IDRS. The IRM section "IDRS RESEARCH TECHNIQUES" and various sections on Command Codes are integral parts of the description of IDRS, and are to be used with this section to furnish an understanding of IDRS.

2.3.2.2.1  (01-01-2005)
Unidentified Remittance (UR)

  1. This file contains unidentified remittances. It replaces the Form 3731 (Unidentified Remittance Voucher) files previously maintained by the UR function. It provides a rapid research tool, for payment tracing, which is available to all area offices serviced by a campus. It generates credit posting documents or on-line credit postings when payments are applied. The periodic updating of the file results in registers and listings to be used for control and balancing.

  2. Content—The UR contains a record of each remittance that is received and cannot be positively identified. Each record contains the UR control number, amount, received date, and all known identifying data. In addition, the UR contains a record of all questionably-applied ES credits. These records, which are for information only, are added to the file by Clearing and Deposit after the remittance is applied to the taxpayer account. These records are excluded from the reports generated for the control and balancing of the UR.

  3. Updating—Additions to the file are made daily, or as needed, through terminals located in the Clearing and Deposit and the Unidentified Remittance areas. Application of UR credits may be made from specified terminals throughout the area office and/or campus, by persons designated to make such applications.

  4. Research—The UR is sequenced in three separate files:

    • the name file — alphabetically by name control

    • the amount file — by money amount

    • the control number file — by UR control number.

    To obtain a screen display of a UR record use CC URINQ with any combination of three data elements — name, amount or UR control number. The use of only one element will result in a display of all records in the file containing that element. An inquiry addressed to the name file or control number file produces a display of the complete UR record(s). An inquiry addressed to the amount file results in a display containing only the name control and UR control number. A further inquiry is necessary to produce a display of the complete record.

2.3.2.2.2  (01-01-2007)
Tax Information File (TIF)

  1. The Taxpayer Information File (TIF) will provide tax account information for taxpayers selected for IDRS. See http://unisysdb.web.irs.gov/glossaries.htm for latest changes.

  2. The TIF is divided into three subgroups.

    • The ITIF will contain data from the Individual Master File (IMF) . ITIF is broken into 100 areas- (ITIF00-ITIF99)

    • The BTIF will contain data from the Business Master File (BMF), as well as Exempt Organization (EO) cases. BTIF is broken into 100 areas - (BTIF00-BTIF99).

    • The ZTIF will contain data from Employer Pension Master File (EPMF) and the Non-Master File (NMF). ZTIF has one area - ZTIF01

2.3.2.2.2.1  (01-01-2005)
BASIC-ENT-REC (TIF–00)

  1. This record will be present for all TIF accounts. It will contain:

    1. Taxpayer identification, establishment data, and location data and

    2. An indicator (MEMO-CD) as to whether the data has been extracted from the MF, established via terminal input ("dummy" ), or is being resequenced to another account ("memo" ), or downloaded from the Masterfile on-line.

    This information is used for terminal research and input as well as the daily and weekend TIF analysis.

2.3.2.2.2.2  (01-01-2008)
ENT-IND-REC (TIF–02)

  1. This record contains a bank of indicators used by many separate functions. It will carry information such as the CAF Indicator, IMF Scrambled SSN Indicator, or Criminal Investigation Indicator. This data is utilized for terminal research, notices, edits, etc. This record also will contain BMF and EPMF Filing Requirements extracted from MF or established on real-time for new entities. On IMF accounts this record will contain data for the latest return filed.

2.3.2.2.2.3  (01-01-2005)
ENT-NAME-ADDR-REC (TIF–04)

  1. This record will be present for all TIF accounts extracted from the Master File, as well as new entities established during real-time. Data will include current name and address as well as name-line related codes or indicators (such as IMF Name Line Year Digits). This information will be utilized for terminal research, T/P notices, letters, labels, and refunds.

  2. This record also will contain any prior year name line data. Prior year name lines may be used for notices and EXAM forms, and are displayed for entity research. It is also useful as a research tool to determine case assignment and history.

2.3.2.2.2.4  (01-01-2005)
ENT-CASE-ASSIGNMENT-REC (TIF–10)

  1. This record contains the current and prior A.O. employee or group to which a TDA or TDI case is assigned. This information is useful for research as well as being an integral part of the Collection Activity Reports.

2.3.2.2.2.5  (01-01-2005)
ENT-CONTROL-HIST-REC (TIF–11)

  1. This record contains assigned control information for an issue/case being worked by a Campus or Area Office employee in regards to the taxpayer's account or entity module. The case status, type and received date are used in generating inventory and overage reports. The case data also is useful as a research tool to determine case assignment and history.

2.3.2.2.2.6  (01-01-2005)
ENT-ACTION-HIST-REC (TIF–12)

  1. This record is used to record actions on this account and general information that is not subject to reporting or analysis. This record is used to research the activity on a taxpayer's account.

2.3.2.2.2.7  (01-01-2005)
ENT-POSTED-TRANS-REC (TIF–20)

  1. When present, this record contains posted transactions that have changed the MF entity. Some of these transactions are available for research while others may be dropped in weekend processing after being analyzed for location code changes that update the ENT-CASE-ASSIGNMENT-REC.

2.3.2.2.2.8  (01-01-2005)
ENT-PND-CHANGE-TRANS-REC (TIF–21)

  1. This record contains entity transactions other than resequence and reject transactions. Transactions recorded here indicate entity changes (address, filing requirements, employment code, etc.) which have been input but have not yet posted to the Master File. This information is available for terminal research and is used to determine the most current name and address information for Collection notices.

2.3.2.2.2.9  (01-01-2005)
ENT-PND-SHORT-GEN-TRANS-REC, ENT-PND-REJECT-TRANS-REC, ENT-PND-SHORT-INPUT-TRANS-REC, ENT-PND-EPMF-PLAN-TRANS-REC (TIF–22)

  1. These are TC904, pending, merge, and reject transactions. TC904's indicate that the entity module requested to be extracted to IDRS is not on the MF. Resequence transactions record account number changes on merge conditions. Reject transactions are those considered unprocessable by mainline processing. This information is available for terminal research.

2.3.2.2.2.10  (01-01-2005)
ENT-DEFERRED-ACTION-REC (TIF–30)

  1. This record contains information about tax modules that are to be updated at a future time, including the type of action to be taken.

2.3.2.2.2.11  (01-01-2008)
ENT-LEVY-REC (TIF–31)

  1. This record contains name and address data for one or more levy sources. This information is available for terminal research and is printed at the time the taxpayer's TDA is generated.

2.3.2.2.2.12  (01-01-2005)
ENT-TDI-COMPLIANCE-REC (TIF–32)

  1. This record contains TDI notice history, TDI issuance cycles, reason for TDI issuance, prior year return data (IMF), and last period satisfied data (BMF). This information is available for research and is used for TDI analysis.

2.3.2.2.2.13  (01-01-2005)
ENT-INSTALLMENT-AGRMENT-REC (TIF–33)

  1. This record contains data pertaining to a taxpayer's installment agreement with the IRS. This includes the terms of the agreement, reminder notices and update history information. This is available for research and is used by TDA analysis to issue installment agreement reminder notices.

2.3.2.2.2.14  (01-01-2005)
ENT-NOTICE-HIST-REC (TIF–34)

  1. This record records notices or collection report categories related to either the entity module or the entire account. This information is available for research and collection analysis.

2.3.2.2.2.15  (01-01-2005)
ENT-REPORT-REC (TIF–35)

  1. This record contains entity data that is used to produce various Collection related reports (Collection Activity Reports and Delinquent Account Inventory Profile Reports). This record will not be present until the TDA First Notice is issued.

2.3.2.2.2.16  (01-01-2005)
ENT-TDA-COMPLIANCE-REC (TIF–36)

  1. This record contains entity data of BMF filing requirements information.

2.3.2.2.2.17  (01-01-2005)
ENT-EO-REC (TIF–40)

  1. This record contains data related to Exempt Organization accounts. It will be used for terminal research and updated from MCC during the weekend update.

2.3.2.2.2.18  (01-01-2005)
ENT-ESTABLISHMENT-REC (TIF–41)

  1. This record will be created when an account is established with a new EIN. After the record is established it will be available for Entity Research. This record will remain on the TIF until the Master File account is established and extracted. This record and the entire account may be deleted by command code ESIGNT or ESIGND.

2.3.2.2.2.19  (01-01-2008)
ENT-SPECIAL-FIELD-REC (TIF–42)

  1. This record will carry the Date of Death, RWMS (Resource and Workload Management System) data, IRA Filing History data, Home Telephone Number, Other Telephone Number, Reactivation XREF TIN, ICS data, Business-Termination data, Business Operations data, Cell Telephone Number, and International Telephone Number.

2.3.2.2.2.20  (01-01-2005)
BASIC-TAX-MOD-REC (TIF–50)

  1. This record carries the data basic to every established tax module on the TIF. It is used by all research and analysis programs that access the tax modules.

2.3.2.2.2.21  (01-01-2005)
SPOUSAL-ADDR-REC (TIF-51)

  1. This record contains the spousal name and address information for taxpayers with a filing status of "2." Weekend batch programs will request updates from the NAP. This record is updated when the update cycle on the NAP is greater than the update cycle supplied by the weekend update program.

2.3.2.2.2.22  (01-01-2005)
SC-STATUS-HIST-REC (TIF–52)

  1. This record contains those status codes, cycles, and amounts that reflect the collection history in the campus. This record is updated by real-time update and by daily and weekend batch programs. It is present whenever there is collection or notice activity on a module.

2.3.2.2.2.23  (01-01-2005)
MF-STATUS-HIST-REC (TIF–53)

  1. This record contains the Master File statuses, cycles, and related data. It is used by weekend TDI and TDA analysis. The data is present whenever a module is extracted to the campus for collection purposes. The data is also used to research Master File activity on problem accounts.

2.3.2.2.2.24  (01-01-2005)
NOTICE-HIST-REC (TIF–54)

  1. This record contains notices issued for an account. It is used for account research and includes the notice number, notice amounts and notice extract/issuance cycle.

2.3.2.2.2.25  (01-01-2005)
REPORT-REC (TIF–55)

  1. This record contains module data that is used to produce various Collection-related reports (Collection Activity Reports and DIAL (Delinquent Investigation/Account Listing). This record will not be present until the TDI or TDA First Notice is issued.

2.3.2.2.2.26  (01-01-2005)
MF-INTEREST-PENALTY-REC (TIF–59)

  1. This record will contain the Master File accrued interest and penalty amounts and the "TO-DATE" , for which interest and penalty was computed. Data will be extracted by the Master File for use in TDA and PINEX analysis.

2.3.2.2.2.27  (01-01-2005)
All Posted Return Records (TIF–60)

  1. These records contain data extracted from the posted return. It may include a variable number of abstracts or reference amounts, It is used by EXAM/TDI/TDA analysis and for reports. The format of the data in this- record will vary, depending on the MFT of the Tax Module.

2.3.2.2.2.28  (01-01-2005)
PENDING-RET-REC (TIF–61)

  1. This record contains data from the TC150 transaction before it has posted to the Master File. It will be used by TDI analysis, Daily analysis, and for research. If there is a POSTED-RET-REC present, then this record will not be present. Any pending, amended, or duplicate return (TC 976, 977) will be carried in the PENDING-TRANS-REC.

2.3.2.2.2.29  (01-01-2005)
All Posted Transaction Records (TIF–62)

  1. These records are those transactions that have posted at the Master File. These records will be present whenever the module is a " full" module, i.e., not a memo or dummy. These records will be used for TDA/TDI/EXAM analysis, and analyzed for reports.

  2. The posted transactions will be controlled through the Master File, so no data in this record will be directly changed by a campus program.

2.3.2.2.2.30  (01-01-2005)
All Pending Transaction Records (TIF–63)

  1. These records contain transactions that have not yet posted to the Master File, or transactions that were once in the pipeline, but have been deleted. The records will be updated directly by real-time commands and by daily and weekend update programs.


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