2.11.1  IDRS Correspondence

Manual Transmittal

April 29, 2013

Purpose

(1) This transmits revised IRM 2.11.1, IDRS Correspondence System, IDRS Correspondence.

Material Changes

(1) No changes: reprinting after two years without changes.

Effect on Other Documents

IRM 2.11.1, dated 01-01-2008, is superseded.

Audience

LMSB, SB/SE, TE/GE, W&I.

Effective Date

(04-29-2013)

Terence V. Milholland
Chief Technology Officer

2.11.1.1  (04-29-2013)
IDRS Correspondence Purpose

  1. The purpose of this Section is to provide information and instructions to the Tennessee Computing Center (TCC) and Service Center technicians involved in the preparation, revision, and processing of IDRS letters. This includes letters created for national use as well as local letters, Office of Management and Budget (OMB) clearance records, preaddressee addresses, return addresses, signature titles, and special inserts.

2.11.1.1.1  (01-01-2008)
Background of IDRS Correspondence

  1. The IDRS Letter System is the IDRS computer system used to generate letters.
    The system has five major files:

    1. the MSC-MASTER-LETTER-FILE (MMLF) — a file maintained at TCC containing all FORM-LETTERS which are used nationally ("C" letters).

    2. the NATIONAL-MASTER-LETTER-FILE (NMLF) — a file maintained at the Service Centers containing all FORM-LETTERS which are used nationally ("C" letters).

    3. the SC-MASTER-LETTER-FILE (SMLF) — a file maintained at each Service Center containing all current FORM-LETTERs-SC.

    4. the OMB-CLEARANCE-NUMBER-FILE — a file maintained at TCC containing OMB-CLEARANCE-NUMBER-RECORDs.

    5. the CRRSPNDX-NON-LETTER-FILE (CNLF) — a file maintained at each Service Center containing all non-letter data that is unique to that center.

  2. The MMLF is updated monthly at TCC. This update is copied to tape and sent to each of the service centers. The updated MSC-MASTER-LETTER-DISC is then merged with the SC-MASTER-LETTER-DISC to create the SEQUENCED-MASTER-LETTER-DISC. This tape is used to create the CRRSPNDX-LETTER-VALIDITY-FILE, which is used to validate real-time input.

  3. If there are changes made to the OMB-CLEARANCE-NUMBER-RECORDs, the OMB-CLEARANCE-UPDATE-FILE (a tape file) will be shipped at the same time as the monthly NMLF.

  4. The SERP copies are also maintained by TCC. They are printed copies of all the letters currently on the MMLF with a cross reference list of each letter by subject (the Functional Index). To access SERP on the web - http://serp.enterprise.irs.gov/ SERP was formally known as the IDRS Correspondex Docuement 6548.

  5. The IDRS Correspondex also contains the OMB Clearance Index. This is a cross reference list matching a Federal Tax Form with its assigned OMB Code, OMB clearance number and approval expiration date. If a letter is a "Document Perfection" letter (this is indicated on the SERP exhibit for the letter) it will be necessary to input, on the CC LPAGE screen, the OMB code of the Federal Tax Form being perfected. Camera copies of change pages are furnished to National Office Facilities Management, who in turn print and distribute these changes to all IDRS letter users. See Exhibit 2.11.1-5.for an example of a letter exhibit in SERP.

  6. Correspondex copies of FORM-LETTERs-SC and NON-LETTER-RECORDs (addresses, signature titles and special inserts) are printed and distributed by the service center to IDRS users in their particular Region.

2.11.1.1.2  (01-01-2008)
IDRS Correspondence Scope

  1. The provisions of this section apply to the technical aspects of the IDRS correspondence operation and related procedures or documents. Most procedures are covered in detail; however, many situations may arise which, while not covered specifically, can be handled by adapting the instructions to the individual situations.

  2. This Section has been prepared as a basic guide to assist in the performance of the IDRS correspondence functions in the service centers and TCC, and no attempt is made to state where, how, or by what organizational unit the IDRS correspondence will be initiated. All references of this nature in this Section are intended to be directed to the IDRS Correspondence technical functions.

  3. Subsections See IRM 2.11.1.2.8. (Letter Technicians Duties) and See IRM 2.11.1.6.4. (Service Center Versions of "C" Letters) make reference to changing the content of national letters as necessary to meet local or regional conditions. This manual provides instructions on how such changes can be made. For the service's position on when such changes can be made, see IRM 21.3.3, Incoming and Outgoing Correspondence/Letters.

2.11.1.2  (01-01-2000)
Correspondex Files

  1. CRRSPNDX-ACTION-RECORD-FILE (CARF) — a file containing a record of all revisions, deletions, and additions to the MMLF/NMLF or SMLF. This file is produced by Program CRX52 at TCC or Program CRX5C at the Service Centers and is input to Program CRX53 or CRX5D.

  2. CRRSPNDX-LETTR-VALIDITY-FILE (CLVF) — a file containing the validity data of all FORM-LETTERs currently available for real-time processing of CC LPAGE. The validity file is created at the same time the MSC-MASTER-LETTER-DISC and the SC-MASTER-LETTER-DISC are merged.

  3. CRRSPNDX-LETTER-USE-FILE — a file containing daily use counts for each letter on the SEQUENCED-MASTER-LETTER-DISC during the current quarter and cumulative counts for each letter for all prior quarters. A tape copy of this file will be sent to TCC by each service center at the end of each quarter for statistical purposes.

  4. CRRSPNDX-NON-LETTER-FILE (CNLF) — a file containing the validity data of all NON-LETTER-RECORDs currently available for real-time processing of CC's LETER and LPAGE. This file consists of OMB-CLEARANCE-NUMBER-RECORDs from TCC, and all addresses, signature titles, special inserts and employee number signature title records provided by the service center.

  5. CRRSPNDX-QUALITY-REVIEW-FILE (CORF) — a file containing new or revised FORM-LETTERs after they have been edited and validated. It also contains FORM-LETTERs-TCC or FORM-LETTERs-SC which have been deleted from the NMLF or the SMLF.

  6. CRRSPNDX-TERMINAL-WORK-FILE (CTWF) — a work file used in updating FORM-LETTERs-TCC or FORM-LETTERs-SC with the text editor tasks. This file stores individual FORM-LETTER-LINEs as a group for editing and validation.

  7. CRX-ERRORS — a file containing ERROR-MESSAGES written from Program CRX51 at TCC or Program CRX5B at the Service Centers during validation.

  8. MSC-MASTER-LETTER-FILE (MMLF) — a file containing all FORM-LETTERs used nationally ("C" letters). Each month the MMLF is updated with new, revised or deleted "C" letters. This update is duplicated and sent to each of the service centers. It is then merged with the SC-MASTER-LETTER-DISC to create the SEQUENCED-MASTER-LETTER-DISC which will be used to update the CLVF.

  9. NATIONAL-MASTER-LETTER-FILE (NMLF) — a file containing all FORM-LETTERs used nationally ("C" letters). This file is the Service Centers copy of the MMLF.

  10. NON-LETTER-UPDATE-FILE (CRX-CNLF-UPDT) — A file containing all NON-LETTER-UPDATEs for a given update cycle. NON-LETTER-UPDATEs are input through the IAP Terminal. The NON-LETTER-UPDATE-FILE is input to Program CRX56 in order to update the CNLF.

  11. OMB-CLEARANCE-NUMBER-FILE — a file containing OMB-CLEARANCE-NUMBER-RECORDs. This file is updated only when there are changes to OMB-CLEARANCE-NUMBERs, or OMB-EXPIRATION-DTs for Federal Tax Forms. These updates are then copied to the OMB-CLEARANCE-UPDATE-FILE as OMB-CLEARANCE-UPDATE-RECs-TCC. If any changes were made to the file the OMB-CLEARANCE-UPDATE-FILE will be sent to the Service Centers at the same time as the monthly NMLF.

  12. SC-MASTER-LETTER-FILE (SMLF) — a disk file maintained at the service center containing any authorized IDRS letters to be used by the servicing area of that service center. This file is updated, when necessary, by the service center letter technician. It is then merged with the NMLF to produce the SEQUENCED-MASTER-LETTER-DISC.

  13. SEQUENCED-MASTER-LETTER-DISC — the merged master letter file used in end-of-day processing to produce taxpayer letters. The letters on this file are in ascending sequence by FORM-LETTER-NUM. This file is not accessed when updating letters.

2.11.1.2.1  (01-01-2008)
Correspondex Command Codes

  1. Requests for computer-generated letters are input via the Correspondex command codes. They are validated using the CLVF and CNLF at the time of input. When all fields are correct, a formatted request is written to a disc for end-of-day IDRS letter processing.

  2. The following command codes are used to generate IDRS letters during real-time processing:

    1. LETER — this command code extracts name and address data from the TAXPAYER-INFORMATION-FILE (TIF) and/or the CNLF.

    2. LETUP — this command code is used to generate a command code LETED screen. If a form letter is input, CC LETUP extracts the RESTRICT-AVAILABILITY-INDICATOR, BYPASS-QR-INDICATOR and the NUM-OF-COPIES from the CLVF and displays them on the command code LETED screen.

    3. LETED — this command code is used to change the RESTRICT-AVAILABILITY-INDICATORs and BYPASS-QR-INDICATORs and NUM-OF-COPIES of particular form letters on the CLVF.

    4. LPAGE — this command code is used to enter all data necessary to identify a particular TAXPAYER-LETTER and to set up the contents of the letter by entering the salutation, Selective Paragraph codes, Signature Title code, and Fill-in content. Once all data has been input, CC LPAGE validates the entire input screen. If all inputs are valid, a GEN-LTR-RQST-REC and a QR-DATA-REC are formatted and written to the GENDATA tape. If tax module information is input, it accesses the Centralized Authorization File (CAF) and the Reporting Agents File (RAF) and generates copies of the valid letter request for all authorized representatives. A user may view a copy of the finished letter on the screen by entering a Y at the "VIEW>" prompt.

    5. LPAGD — this command code deletes a letter request input during the same day's real-time processing.

  3. For further information concerning IDRS Correspondex command codes refer to IRM 2.4, Section 6, Command Codes LETER, LPAGE, LPAGD, LETUP, LETED, LREVW, and LLIST.

2.11.1.2.2  (01-01-2003)
Non-Letter Records

  1. The following records are stored on the CNLF data base file:

  2. OMB-CLEARANCE-NUMBER-REC — a record which provides the OMB clearance number and the optional approval expiration date of a Federal Tax Form. This record is identified by a two character alpha or numeric code ([slash0]1–99 or AA–ZZ in upper or lower case). If the letter involves a document perfection, IDRS terminal operators must input the OMB code of the Federal Tax Form being perfected with CC LPAGE screen.

  3. PA-NAME-AND-ADDR-REC — the address of a government agency, a bank, or another IRS office with which Service Center personnel may have frequent correspondence. This address is identified by a one character alphabetic code (A–Z). If the letter is designated as a preaddressed letter, entry of the code by the terminal operator will cause the corresponding preaddressee address to be printed as the inside address of the letter.

  4. RETURN-ADDRESS-REC — an address which will be used by the taxpayer in responding to correspondence. This address is identified by a two character alpha-numeric code ( [slash0]1–99 or AA–ZZ). Using CC LPAGE, terminal operators may input a RETURN-ADDRESS-CD to select a return address from the CNLF to be printed as the return address of a letter or for a specially-coded fill-in within the body of the letter.

  5. SIGNATURE-TITLE-REC — a record which contains the SIGNATURE-NAME, SIGNATURE-TITLE, and/or LASER-SIGNATURE-CD to be used in signing IDRS letters. This information is identified by a two character alpha-numeric code ([slash0][slash0]–99 or AA–ZZ). Terminal operators must select a signature title from the file to be printed on the letter with CC LPAGE. The two types of signature title codes are:

    1. Alpha codes AA–ZZ or numeric 01-99— a two line SIGNATURE-NAME and SIGNATURE-TITLE will print on the letter. A LASER-SIGNATURE-CD is required.

    2. Numeric code 00 — associated with a blank SIGNATURE-TITLE. To be used only for pre-addressed letters.

  6. SPECIAL-INSERT-REC — a record which provides frequently used Fill-in data (titles of Tax Forms, telephone numbers, names etc.). SPECIAL-INSERTS may be used for Fill-ins if the validity of the SPECIAL-INSERT-RECORD matches the validity of the Fill-in requested. SPECIAL-INSERT data is identified by a two character alphabetic code (AA–ZZ).

    1. Maximum length of a SPECIAL-INSERT-REC is 34 characters of data.

    2. The data must be followed by a FILL-IN-DELIMITER ("]" ).

  7. EMPLOYEE-NUM-SIG-TITLE-REC — a record containing a two character alpha-numeric code which corresponds with one of the SIGNATURE-TITLE-CDs in the SIGNATURE-TITLE-RECs. This SIGNATURE-TITLE-CD is extracted by CC LETER using the third, fourth and fifth digits of the IDRS employee number as a key to identify this record type on the NON-LETTER-FILE (CNLF).

2.11.1.2.3  (01-01-2008)
Reports and Exhibits

  1. Form Letter Exhibit — a listing of the contents of each letter being added to or revised on the Master Letter Files. Each letter format includes validity information necessary to enable the letter technician to review the letter updates for accuracy. For example, all information keyed into the LETTER-HEADER-LINE, is listed at the top of the letter; fill-in validity data is shown to the right of the NARRATIVE-LINE for which it is coded. All changes are indicated by an asterisk to the left of the item changed or added. Letters are printed in FORM-LETTER-NUM order.

  2. Form Letter List — a list that reflects the FORM-LETTER-NUM and the action code for each FORM-LETTER being added, revised, or deleted in the update of the Master Letter File and serves as an index to the Form Letter Exhibit.

  3. SERP (Formerly IDRS Correspondex Document 6548) — web pages containing exhibits of all "C" letters coded with information necessary for terminal input of letters. It must accurately reflect what is currently on the IDRS letter file(s).

  4. Index — issued with SERP transmittals. It is a list categorized in numeric and functional sequence to provide system users with a quick method of locating a particular letter with a brief description of the letter content. It also contains the OMB Clearance Index to provide system users with a quick method of obtaining the OMB code of a particular Federal Tax Form.

  5. LETTER-ERROR-LIST — a listing of any letter request failing to meet validity checks during end-of-day processing. The FORM-LETTER-NUM and the LETTER-ERROR-CD are printed to the left of the GENERATED-LETTER-REQUEST-REC. See Exhibit 2.11.1-17. When an error record appears, it will be reviewed and interpreted for the reject reason. The requester will be notified why the request was invalid and instructed to re-input the letter.

  6. LETTER-USE-REPORTS — reports that provides volume counts for each FORM-LETTER-NUM present on the CRRSPNDX-LETTER-USE-FILE. If a letter is deleted from the SEQUENCED-MASTER-LETTER-DISC it will continue to list on the LETTER-USE-REPORT with an asterisk until the end of the current quarter or until the letter is added again to the file. If this report is the output of the daily running of Program CRX[slash0]3, the DAILY-LETTER-USE-REPORT provides a daily count and a cumulative count for the current quarter for each FORM-LETTER. When produced as the output of Program CRX62, the SPECIAL-LETTER-USE-REPORT contains volume counts for the type of report requested:

    • DATE — provides cumulative counts for each LETTER-USE-COUNT which falls between the requested dates for all FORM-LETTERs on the CRRSPNDX-LETTER-USE-FILE.

    • QUARTER - provides cumulative quarter counts for each FORM-LETTER on the CRRSPNDX-LETTER-USE-FILE for the current and all prior quarters.

    • COUNT — provides cumulative quarter counts for each FORM-LETTER on the CRRSPNDX-LETTER-USE-FILE which matches the volume specified. Cumulative quarter counts are provided for the current and all prior quarters if a volume match is made on any quarter. This report is useful in determining letters with zero volume or with high volume. It is also useful in providing historical volume information for FORM-LETTERs.

  7. NON-LETTER-EXHIBITs — a listing of the non-letter records being added or revised on the CNLF. These records are formatted and listed with their respective code to allow the letter technician to review them for accuracy. The records are listed alphabetically by type and in alphanumeric sequence within each type.

  8. OMB Code List — a list used by TCC to keep track of the alphanumeric OMB codes assigned to Federal Tax Forms.

  9. SELECTED-LETTER-ERROR-LIST — a listing of any SELECTED-LETTER-REQUEST failing to meet validity checks or if no FORM-LETTER-NUM match is found on the SEQUENCED-MASTER-LETTER-DISC. The FORM-LETTER-NUM of SELECTED-LETTER-REQUEST is printed on the list along with the literal, "NO FORM-LETTER MATCH FOUND FOR THIS SELECTED REQUEST" .

2.11.1.2.4  (01-01-2008)
Special IDRS Letter (3064C or "CNOTE" )

  1. 3064C Letter — a special IDRS letter on the NMLF. This letter is for use when a short narrative reply specifically tailored to the individual taxpayer is needed. Use of this letter is an option determined by local management. This letter may be used in cases where a tax examiner's handwriting is such that preparation of a handwritten Quick Note (see IRM 21.3.3 Incoming and Outgoing Correspondence/Letters) would not be appropriate.

2.11.1.2.5  (01-01-2008)
Resolving Letter Problems

  1. Document the problem — When IDRS letter problems are discovered and reported from service center or district office functional areas, the service center IDRS Letter Technician will document the problem and perform the following procedures:

    1. The Letter Technician will review the problem to determine if it is a local service center problem or is national in scope. If there is any doubt, it should be treated as a national problem.

    2. Review the FORM-LETTER-EXHIBITS and the SERP copy to determine if the problem is on the MSC-MASTER-LETTER-DISC or the IDRS Correspondex. If both agree, discuss the problem with a CSA.

    3. If the CSA believes the problem to be of a programming or systemic nature, note the problem, make a copy for your files, and report it to the National Office Correspondex Programming Team immediately.

    4. If the problem deals with "C" letter content or format, note the problem, make a copy for your files, and notify the TCC Correspondex Unit immediately.

    5. If the problem deals with service center letter content or format, note the problem, list the steps you have taken to resolve it, and file the problem documentation.

2.11.1.2.6  (01-01-2000)
Reference Manuals

  1. The following references should be made readily available to Letter Technicians involved in Correspondex maintenance:

    1. IRM 2.4 IDRS Terminal Input, Section 6.

    2. Functional Specifications Package 1.05.09.00

    3. IRM 21.3.3, Correspondence.

    4. The UNISYS Text Editor Manual.

    5. The UNISYS CTS Manual (UP–7940)

    6. The UNISYS IPF Manual

2.11.1.2.7  (01-01-2000)
Approved Letters Unacceptable for IDRS Use

  1. The TCC Letter Technician will receive the approved IDRS letters from Notice Clarity and review them for adaptability into the system. Letters not meeting the system criteria will be returned to Notice Clarity, annotating reasons and recommendations.

    1. IDRS "C" Letters received from Notice Clarity may be determined not to fit within the IDRS format limitations. The processing of these letters should be discontinued and the project analyst notified.

    2. Refer to FORM 1767 attached to the letter to determine who the responsible project analyst is and the contact telephone number. Contact the analyst and explain the limitation(s) exceeded.

    3. If the project analyst requests recommendations to make the letter compatible for IDRS use, describe what change(s) should be made. If the change requires a change in letter content, it will have to be recirculated through Notice Clarity for approval. If the change does not require such action, make the necessary change after the analyst gives you concurrence in writing. File the note in the office letter file.

2.11.1.2.8  (01-01-2000)
Letter Technician Duties

  1. The duties of Letter Technicians can be divided between the National letter technicians at TCC and User Support Specialists in each service center.

2.11.1.2.8.1  (01-01-2008)
TCC Letter Technician Duties

  1. Review and prepare IDRS letters for terminal input.

  2. Provide the Service Center Letter Technicians with:

    • Copies of the MSC-MASTER-LETTER-DISC, OMB-CLEARANCE-UPDATE-FILE and the SERP copies.

    • Advance draft copies to be used as notifications of impending letter changes.

    • Schedule of periodic updates.

    • Copies of FORM-LETTER-LIST-TCC & FORM-LETTER-EXHIBITS-TCC.

  3. Prepare yearly schedules which indicate:

    • Cut-off dates for inclusion of changes in IDRS Correspondex and the MSC-MASTER-LETTER-DISC.

    • IDRS Correspondex and MSC-MASTER-LETTER-DISC and OMB-CLEARANCE-UPDATE-FILE shipments.

  4. Update the NMLF and OMB-CLEARANCE-NUMBER-FILE with new and revised FORM-LETTERs and OMB-UPDATE-RECs.

  5. Prepare a camera copy of a new or revised FORM-LETTER and submit it with Form 1767 to Publishing Services.

  6. Submit to Publishing Services any change to the OMB-CLEARANCE-INDEX in the IDRS Correspondex document.

2.11.1.2.8.2  (01-01-2000)
Service Center Letter Technician Duties

  1. Update the SMLF and the CRRSPNDX-NON-LETTER-FILE with new or revised FORM-LETTERs and NON-LETTER-RECORDs. Test these updates as necessary.

  2. Update the NMLF and the CRRSPNDX-NON-LETTER-FILE with revisions to "C" Letters or OMB-CLEARANCE-NUMBER-RECORDs. Any revisions to these files must be approved by the TCC Correspondex Unit.

  3. Verify that the Computer Branch ships to the TCC Tape Library (using normal production procedures) the tape copy of file CRX[slash0]312 produced by Run CRX[slash0]3Q on the last day of each calendar quarter. This tape must be shipped within two weeks. Have the Computer Branch insure that the external reel number corresponds with the one on the internal tape label.

2.11.1.2.9  (01-01-2008)
Consistency in formatting IDRS Letters

  1. Reference items should be aligned, for example:

    Form Number: 01 7v
    Amount: 02 12$

  2. Enclosures:

    1. Two copies of any form should always be enclosed when indicated on the letter. Therefore, it is not necessary to include the number (2) on the letter, for example:

      Form 1040 not Form 1040(2)
      Forms 941  

    2. However, if 3 copies of the form will be required, the number (3) should be included after the form to alert the area to enclose an additional form, for example:

      Form 942(3)  

  3. Revision Dates — The revision date is the transmittal number of the newest transmittal of CRX–5411. It should appear on the IDRS Correspondex copy. The "Transmittal Number," shown at the top of the SERP copy will appear in the LETTER-HEADER-LINE of the FORM-LETTER, for example:

    Correspondex Copy LETTER-HEADER-LINE
    Letter 193C(2–89) 021989
    Letter 193C(Rev. 11–90) 111990

  4. FILL-INs on the FORM-LETTER should be indicated by the use of brackets rather than parenthesis so that the operators do not confuse them with the text of the letter. The number of FILL-IN characters in the letter file is not necessarily the same as the number of characters that can be entered during real time. The size of a NARRATIVE-FILL-IN as shown in the SERP copy should reflect the number of characters that can be entered during real time. See Exhibit 2.11.1-1.

2.11.1.3  (01-01-2008)
Correspondex FORM-LETTERs and NON-LETTER-RECORDs Definitions and Validity Requirements

  1. This section provides definitions and validity requirements for elements necessary to update Correspondex FORM-LETTERs and NON-LETTER-RECORDs. These elements are input to the Correspondex System using the Inter-active Programming (IAP) terminal CTS (or text editor) commands. Use of Text Editor is explained in ( See IRM 2.11.1.4.2). Specific TCC instructions are provided in See IRM 2.11.1.5.5.. Specific Service Center instructions are provided in See IRM 2.11.1.6.

2.11.1.3.1  (01-01-2000)
Action Codes

  1. ACTION-CD — an alpha code indicating the kind of action to be taken during an update of a FORM-LETTER or NON-LETTER-RECORD. The following ACTION-CDs are valid:

    1. "A" — add a FORM-LETTER to the NMLF, or add NON-LETTER-RECORDs to the CNLF.

    2. "D" — delete a FORM-LETTER from the NMLF, or delete NON-LETTER-RECORDs from the CNLF.

    3. "R" — revise a FORM-LETTER on the NMLF, or revise NON-LETTER-RECORDs on the CNLF.

2.11.1.3.2  (01-01-2008)
Fill-ins

  1. FILL-IN — a blank space provided in the letter format to be filled with data input on IDRS by the terminal operator. Regular FILL-INS range in length from 1 to 37 characters. NARRATIVE-FILL-INs range in length from 38 to 420 characters See Exhibit 2.11.1-1.

2.11.1.3.3  (01-01-2008)
Letter Format

  1. FORM-LETTER — the complete letter format, with open fields for fill-in data. There are three types of LETTER-LINEs:

    1. LETTER-HEADER-LINE — the first line of a FORM-LETTER. It contains detailed format information about the FORM-LETTER.

    2. NARRATIVE-LINE — provides identification and text of a LETTER-LINE on a FORM-LETTER. The FILL-IN-LINE-IND for a NARRATIVE-LINE is always blank. (See Exhibit 2.11.1–8).

    3. FILL-IN-LINE — provides FILL-IN validity information for the preceding NARRATIVE-LINE of a FORM-LETTER. The FILL-IN-LINE-IND for a FILL-IN-LINE is always "F" . See Exhibit 2.11.1-6.

2.11.1.3.4  (01-01-2008)
Letter Paging Fields

  1. Closure Area — adjacent lines on a letter that will be printed on the same page (i.e., not split between pages). This area is only meaningful on a letter with selective paragraphs. The closure area should include the last paragraph in the body of the letter, the closing, signature title, and, when present, the enclosures notation. This area is defined by the CLSNG-PARA-LINE-NUM, which is the line number of the first line of this area, and the NUM-OF-CLSNG-LINES, which is the number of lines in the closure area. Upon reaching the CLSNG-PARA-LINE-NUM, Program CRX[slash0]3 will use the NUM-OF-CLSNG-LINES to determine if enough lines remain on the current page to print the entire closure area. If there is not enough room, the entire closure area will print on the next page. ( See IRM 2.11.1.3.7.1. for detailed explanations of these fields.)

  2. EJECT-LINE-NUM — use of this field will cause Program CRX[slash0]3 to eject to the next page regardless of how much room is left on the current page. This field should contain the LETTER-LINE-NUM of the last line to print BEFORE the page eject occurs. This line must occur after the closure area, if one is specified.

2.11.1.3.5  (01-01-2000)
OMB Clearance

  1. If a letter is an Information Collection Request (ICR) the clearance number and expiration date will be coded onto the LETTER-HEADER-LINE to automatically print on the TAXPAYER-LETTER. The OMB clearance information will be included as part of the IDRS Correspondex exhibit for the letter.

  2. A document perfection (follow-up) letter, one which solely requests information omitted from, or incorrectly reported on a previously filed ICR, will require the input of an OMB-CODE at the time of input with CC LPAGE. If an OMB Code is required, "Entry Required" will appear in the IDRS Correspondex Index. If the Exhibit does not indicate required, use of a Code should be based on the usage of the letter.

2.11.1.3.6  (01-01-2000)
Selective Paragraphs

  1. SELECTIVE-PARAGRAPH — a paragraph or line in a letter format that may or may not be included in the TAXPAYER-LETTER, depending on the choice of the terminal operator. The one character alphanumeric code identifies the particular SELECTIVE-PARAGRAPH to be printed on the TAXPAYER-LETTER. A SELECTIVE-PARAGRAPH may contain regular FILL-INs, be a NARRATIVE-FILL-IN, or be composed entirely of pre-determined text. When coding a letter with SELECTIVE-PARAGRAPHs, note that during real-time input, if any SELECTIVE-PARAGRAPH is present, at least one must be chosen. Therefore, if the letter can make sense without a SELECTIVE-PARAGRAPH, code a blank line at the end of the letter as a SELECTIVE-PARAGRAPH and note its purpose in the IDRS Correspondex.

2.11.1.3.7  (01-01-2008)
Input format for a LETTER-HEADER-LINE

  1. The LETTER-HEADER-LINE is the first line of every FORM-LETTER. It contains information concerning the formatting of the FORM-LETTER into a TAXPAYER-LETTER. All blank spaces between input elements are significant. ( See IRM 2.11.1.3.7. for the input format.) Each element of the LETTER-HEADER-LINE is explained below:

2.11.1.3.7.1  (01-01-2008)
Parts of LETTER-HEADER-LINE

  1. CRRSPNDX-RECORD-ID — a literal which identifies the FORM-LETTER record throughout the system. The OUTPUT-CD is "L3" and is followed by two blanks.

  2. NUM-OF-COPIES — a numeric code (1–3) to indicate the number of copies of a TAXPAYER-LETTER to be printed.

  3. RESERVED-INDICATOR — this field should be left blank.

  4. FORM-LETTER-NUM — an identification assigned to each FORM-LETTER that contains a FORM-NUMERIC-ID (4 numeric characters) and a two character alpha code.

    1. FORM-NUMERIC-ID — 0001–9000 for national "C" letters. 9001–9999 for local letters.

    2. ALPHA-CODEs — indicate the origin of the letter ( See Exhibit 2.11.1-3.)

  5. PREADDRESSEE-IND — a code which indicates if a preaddressee should be extracted from the CNLF for this FORM-LETTER.

    1. "P" — the letter is preaddressed and an address must be extracted from the CNLF. The SALUTATION-LINE-NUM must be [slash0][slash0] [slash0].

    2. "[slashb]" — the letter is not preaddressed and no address will be extracted from the CNLF. The SALUTATION-LINE-NUM must be [slash0] [slash0]1–[slash0]15.

  6. SELECTIVE-PARA-IND — an indicator used to show if a FORM-LETTER contains any SELECTIVE-PARAGRAPHs.

    1. "S" — the letter contains one or more lines coded as SELECTIVE-PARAGRAPHs.

    2. "[slashb]" — the letter has no SELECTIVE-PARAGRAPHs.

  7. LETTER-REVISION-DT — a number reflecting the letter transmittal of the Correspondex Form in Document 6548.

  8. TOTAL-LETTER-LINES — this field is generated by Program CRX51 at TCC, or by Program CRX5B at the service centers and should be entered as blanks at the terminal.

  9. SALUTATION-LINE-NUM — a numeric Code ([slash0][slash0] [slash0]–[slash0]15) indicating the NARRATIVE-LINE on which the salutation will print on TAXPAYER-LETTERs

    1. The code must be [slash0] [slash0][slash0]if the PREADDRESSEE-IND is "P" .

    2. The code must be [slash0] [slash0]1–[slash0]15 if the PREADDRESSEE-IND is blank.

    3. The line designated as the SALUTATION-LINE must be blank. The lines before and after the SALUTATION-LINE must also be blank.

  10. SIGNATURE-TITLE-LINE-NUM — a numeric value ([slash0]16–950) which represents the NARRATIVE-LINE on which the first SIGNATURE-TITLE-FIELD from the CNLF will be formatted. Program CRX5B or CRX51 generates this numeric value if insertions or deletions are made to a FORM-LETTER. The NARRATIVE-LINE, and the line that follows it, must be blank on the FORM-LETTER.

  11. CLSNG-PARA-LINE-NUM — must be numeric [slash0][slash0] [slash0] or [slash0]16–950. Reflects the LETTER-LINE-NUM of the first narrative line in a closure area. The SELECTIVE-PARA-CD on the NARRATIVE-LINE coded as CLSNG-PARA-LINE-NUM must be blank. [slash0][slash0][slash0] indicates no closure area.

  12. NUM-OF-CLSNG-LINES — Must be [slash0][slash0][slash0] –35.

    1. Must be [slash0][slash0] if CLSNG-PARA-LINE-NUM is [slash0] [slash0][slash0]. (No Closure Area)

    2. [slash0]1–35 — the number of NARRATIVE-LINEs in the Closure Area.

    3. The Closure Area must end before the EJECT-LINE-NUM.

    4. When a FORM-LETTER includes a Closure Area, care must be taken when assigning the NUM-OF-CLSNG-LINES. Remember, pages two and three of a TAXPAYER-LETTER may contain a maximum of 47 lines each. This could affect how the final letter looks, particularly if a number greater than 24 (half of a page) is used. Also, if the NUM-OF-CLSNG-LINES does not include all SELECTIVE-PARAGRAPHs within the Closure Area, the SELECTIVE-PARAGRAPHs chosen during real time may cause the Closure Area to be split between two pages of the printed TAXPAYER-LETTER.

  13. EJECT-LINE-NUM — Must be [slash0] [slash0][slash0] or [slash0] 16–950. Must not be less than the sum of the CLSNG-PARA-LINE-NUM and the NUM-OF-CLSNG-LINES.

    1. 016–950 reflects the LETTER-LINE-NUM of the last NARRATIVE-LINE that will print on the current page of the letter. The remainder of the TAXPAYER-LETTER will be formatted on the subsequent page(s).

    2. [slash0][slash0] [slash0] indicates no special page eject processing.

    3. If the EJECT-LINE-NUM is greater than 45, the CLSNG-PARA-LINE-NUM and NUM-OF-CLSNG-LINES must be non-zero.

  14. OMB-IND - indicates if OMB clearance information (elements 15 & 16, below) must be printed on theTAXPAYER-LETTER. (Valid codes are blank, "[slash0]" or "1" )

    1. "[slashb]" — this letter does not require OMB clearance information, but the examiner may enter a code if appropriate.

    2. "[slash0]" — OMB clearance information will be provided on the LETTER-HEADER-LINE and will print on the TAXPAYER-LETTER.

    3. "1" — the terminal operator must input a code from the OMB clearance index to extract OMB clearance information from the CNLF.

  15. OMB-CLEARANCE-NUMBER — a number assigned by the Office of Management and Budget (OMB) to most Federal Tax forms and letters requesting information from taxpayers. Only those letters requesting information will require an OMB clearance number and expiration date.

    1. If the OMB-IND is blank or "1" this field should be left blank.

    2. If the OMB-IND is "[slash0]" this field is required input and must be numeric.

  16. OMB-EXPIRATION-DT — the date, in MMDDCCYY format, that an OMB-CLEARANCE-NUMBER for a letter or Federal Tax form will expire. This is an optional field and is only present if an OMB-CLEARANCE-NUMBER is present.

2.11.1.3.8  (01-01-2008)
Input Format for a NARRATIVE-LINE

  1. It is only necessary to input a NARRATIVE-LINE if it is to be added to the FORM-LETTER or the contents of the NARRATIVE-LINE have changed. All blank spaces between input elements must be entered at the terminal. ( See Exhibit 2.11.1-8for the input format).

  2. LETTER-LINE-NUM — valid line numbers are [slash0][slash0]1–950 and are used to indicate the sequential placement of the NARRATIVE-LINE in a FORM-LETTER.

  3. FILL-IN-IND — this field must be blank.

  4. CES-SPECIAL-CHAR — This character is used only by TCC Letter Technicians when updating the MMLF. Allowable characters are space, @ or /.

  5. SELECTIVE-PARA-CD — an alphanumeric code (A–Z or [slash0]–9 or a–z or ! # $ % & / : ; <> \///) used with the NARRATIVE-LINE to identify the data on the line as belonging to a particular selective line or paragraph. If the NARRATIVE-LINE is not part of a SELECTIVE-PARAGRAPH this field must be blank. For inserting or deleting SELECTIVE-PARAGRAPH, See IRM 2.11.1.4.1.

2.11.1.3.9  (01-01-2008)
Input Format for a FILL-IN-LINE

  1. It is only necessary to input a FILL-IN-LINE if a FILL-IN is to be added to the FORM-LETTER or the contents of the FILL-IN-CD-SECTION have changed. All blank spaces between input elements must be entered at the terminal. ( See Exhibit 2.11.1-6. for the input format.) A FILL-IN-LINE containing a RETURN-ADDRESS-FILL-IN must have no other FILL-INs on the line. The second line of a RETURN-ADDRESS-FILL-IN is not automatically generated and must be input. If the FILL-IN is a NARRATIVE-FILL-IN, it must be the last FILL-IN on the line. A FILL-IN-LINE is not automatically deleted if the NARRATIVE-LINE which contains the FILL-IN is deleted. The FILL-IN-LINE must be deleted using the line delete command.

2.11.1.3.9.1  (01-01-2000)
LETTER-LINE-NUM

  1. Valid line numbers are [slash0][slash0]1–950. The LETTER-LINE-NUM must be the same as the NARRATIVE-LINE containing the FILL-IN.

2.11.1.3.9.2  (01-01-2000)
FILL-IN-LINE-IND

  1. This field must be "F" .

2.11.1.3.9.3  (01-01-2000)
NUM-OF-FILL-IN-CD-SECTIONS

  1. This field is generated by Program CRX51 at TCC, or by Program CRX5B at the service centers and should be entered as blanks at the terminal.

2.11.1.3.9.4  (01-01-2008)
SELECTIVE-PARA-CD

  1. An alphanumeric code (A–Z or [slash0]–9 or a–z or ! # $ % & / : ; <> \///) used with the FILL-IN-LINE to identify the data on the line as belonging to a particular selective line or paragraph. The SELECTIVE-PARA-CD on a FILL-IN-LINE must be the same as the NARRATIVE-LINE containing the FILL-IN. If the FILL-IN is part of a NARRATIVE-LINE that has a blank SELECTIVE-PARA-CD, the SELECTIVE-PARA-CD of the FILL-IN-LINE must also be blank. For inserting or deleting SELECTIVE-PARAGRAPH, See IRM 2.11.1.4.1.

2.11.1.3.9.5  (07-01-2011)
FILL-IN-CD-SECTION

  1. A portion of the FILL-IN-LINE that provides information necessary to validate FILL-IN data from CC LPAGE and format it properly in the TAXPAYER-LETTER. Each FILL-IN-LINE may contain one to five FILL-IN-CHNG-SECTIONs. The letter technician at TCC or the service center codes these fields.

2.11.1.3.9.5.1  (07-01-2011)
PARTS OF THE FILL-IN-CD-SECTION

  1. FILL-IN-NUM — a alphanumeric code ([slash0]1–99, A1–A9, B1–B9,...Z1–Z9, al–a9, b1–b9,...z1–z9) indicating the sequential placement of the FILL-IN on the letter. If more than 99 FILL-IN-NUM's are needed use A1, A2 through A9, then B1 through B9, C1 through C9, etc.. Z1 through Z9. If more fill-ins are needed, use a1 through a9, .... z1 through z9. This will give a total of 567 possible fill-ins.

    Note:

    Programs CRX5B (CRX51 for TCC) will re-sequence fill-in numbers in the proper order for you. You don't have to make sure that fill-in numbers are in the proper sequence. As long as any number is entered in the fill-in area and the rest of the FILL-IN-CD-SECTION is valid, 5B/51 will re-sequence the fill-ins in the proper order.

  2. FILL-IN-REQUIRED-IND — a value indicating whether the FILL-IN is required or not.

    • "E" — the FILL-IN is elective; input is optional.

    • "M" — the FILL-IN is mandatory; input is required.

  3. FILL-IN-START-POSITION — the position on the NARRATIVE-LINE where FILL-IN data will be inserted. It is no longer necessary to count spaces on the NARRATIVE-LINE to determine the FILL-IN-START-POSITION. Programs CRX51 or CRX5B will do it for you automatically. ( See Exhibit 2.11.1-2.) Valid ranges for FILL-IN-START-POSITIONS are:

    If FILL-IN-START-POSITION must be:
       
    All FILL-IN-VALIDATION-CDs 11 – 8[slash0].
    PRINT JUSTIFICATION CD = "A" 11 – 34.

  4. PRINT-JUSTIFICATION-CD — indicates positioning of FILL-IN-DATA and the data following a particular FILL-IN when it is printed on the TAXPAYER-LETTER. Valid codes are:

    • "A" — a RETURN-ADDRESS-FILL-IN. There must be no other data on the NARRATIVE-LINE. Address will print on two consecutive lines.

    • "J" — left justified. Data will shift to the left following the FILL-IN. Data following the FILL-IN will overlay any unused FILL-IN positions.

    • "L" — left justified with no shifting of data. Any unused FILL-IN positions will be blank on the TAXPAYER-LETTER.

    • "N" — NARRATIVE-FILL-IN. Must be 38 to 420 characters in length. Must be the last FILL-IN on the NARRATIVE-LINE.

    • "R" — right justified with no shifting of data. (Used to line up columns of money amounts.)

  5. MAX-FILL-IN-LENGTH — the maximum number of characters allowed for a particular Fill-in

    • If the FILL-IN-VALIDATION-CD is "P" or "D" then the length must be 13.

    • If the FILL-IN-VALIDATION-CD is "T" then the length must be 10 or 12.

    • If the FILL-IN-VALIDATION-CD is "Y" then the length must be 4.

    • If the PRINT-JUSTIFICATION-CD is "J" , "L" , or "R" and the FILL-IN-VALIDATION-CD is not "P" , "T" , "D" , or "Y" then the Fill-in must be 1–37 spaces

    • If the PRINT-JUSTIFICATION-CD is "A" the Fill-in length must be 35.

    • If the PRINT-JUSTIFICATION-CD is "N" the MAX-FILL-IN-LENGTH must be 38–420. When a letter request is input through the IDRS terminal, it is difficult to determine how the NARRATIVE-FILL-IN will print on the TAXPAYER-LETTER. Words are not split between lines when the letters print; therefore unused positions at the end of the line reduce the actual number of characters available. (For example: If there are five positions left at the end of a line and the next word to be printed is six characters long, all six characters will be moved to the next line leaving the five positions unused.) If all characters coded into the MAX-FILL-IN-LENGTH are used and there are any unused characters on any of the lines, Program CRX03 will reject the letter. To prevent this problem, Program CRX58, which builds the CLVF, reduces the MAX-FILL-IN-LENGTH. This reduced number is the number of characters allowed for IDRS input. The SERP copy should reflect this reduced number. (For example: When adding or revising a letter on the IAP terminal the MAX-FILL-IN-LENGTH of a NARRATIVE-FILL-IN is 250. The CLVF and the IDRS Correspondex should reflect 229 as the maximum number of characters allowed as input on the IDRS terminal.) ( See Exhibit 2.11.1-1.)

  6. FILL-IN-VALIDATION-CD — a one character code which indicates the types of characters valid for real-time input of a particular FILL-IN.

    • "1" — RETURN-ADDRESS-FILL-IN (requires a justification code of ("A" ). Real-time input must be a valid RETURN-ADDRESS-CD.

    • "$" — Money Amount Fill-in. Requires money amount format with commas and period.

    • "A" — alpha and blank only.

    • "B" -- BOD specific telephone number. Length must be 4.

    • "C" -- Batch Number.

    • "D" — provides automatic printing of month, day, and year for date Fill-ins from MMDDYYYY input. Length must be 13.

    • "L" -- DLN Number.

    • "N" — numeric only.

    • "P" — provides automatic printing of month, day, and year for tax period Fill-ins from YYYYMM input or MMDDYYYY input. Length must be 13.

    • "S" — used for name and signature title Fill-ins only.

    • "T" — provides automatic printing of the TIN from screen line one of CC LPAGE when a valid TIN or an asterisk ("*" ) followed by blanks is present. Length must be 1[slash0] or 12.

    • "V" — any valid character.

    • "Y" — year only. Length must be 4. Valid range of 1960–1999 or 2000–2029.

    • "a" -- Attachment fill-in.

    • "f" -- Form fill-in.

    • "n" -- Notice fill-in.

    • "p" -- Publication fill-in.

    • "s" -- Schedule fill-in.

    • "i" -- instruction fill-in.

    • "c" -- catalog number fill-in. Length must be 6. Five numerics followed by an alpha.

    • "d" -- Revision date fill-in. Length is 8 in the format: MMDDYYYY.

    • "x" -- Sheet count fill-in. Length is 4.

  7. MESSAGE-CODES — Used only by the TCC Letter Technicians to update the MMLF. This field will be used by the Correspondex Expert System to put out messages on the screen. MSG-CODES consist of a small letter ‘a’, ‘c’, ‘g’ or ‘m’ followed by a numeric value of 00–99. If there is no message; three spaces should may be substituted.

2.11.1.4  (01-01-2000)
CTS Background

  1. Previous editions of this handbook have advised you to use Text Editor, an old Unisys software package, to input, change, and display letter content. Unisys does not intend to continue supporting Text Editor, meaning some day it will no longer work correctly. Therefore, we are including new instructions on how to use CTS, (Conversational Time Sharing). CTS is a user-friendly package, which is easy to learn, and a powerful tool for editing text. You'll find most CSAs know and use CTS, and we urge you to get to know it soon. The instructions for the use of Text Editor will continue to appear in this handbook, but will not be updated.

2.11.1.4.1  (01-01-2000)
General, CTS

  1. Use CTS commands to input, change, and display letter content. This is done on a line-by-basis. CTS Commands are entered in the first space after the SOE (Start-of-Entry) character. Data that you are entering, such as NARRATIVE-LINEs, or OMB-CLEARANCE-UPDATE-RECORDs must follow line numbers. These are not the same as the LETTER-LINE-NUMs used to identify LETTER-LINEs on the FORM-LETTER-EXHIBIT. A good practice is to start with the LETTER-HEADER-LINE having a CTS editing line number of 100. Then number by tens. Then the NARRATIVE-LINE with a LETTER-LINE-NUM of 001 would have the CTS line number of 110, LETTER-LINE-NUM 002 would be CTS line number 120, etc. This allows you to easily insert up to nine lines between 001 (CTS 110) and 002 (CTS 120) by giving them CTS line numbers between 110 and 120. In addition, each FILL-IN-LINE is assigned its own CTS editing line number, although the value of the LETTER-LINE-NUM on the FILL-IN-LINE is the same as the LETTER-LINE-NUM of the preceding NARRATIVE LINE. Therefore, caution must be used when referring to CTS line numbers, since they will never match the LETTER-LINE-NUMs contained as data on the line.

  2. CTS line numbers take up space, and you will find that your full letter line may not fit on the screen. However, CTS allows 132 characters in a line. You can keep typing and hit XMIT at the end. It won't look right on the screen, but it works.

  3. All CTS commands except GO can be abbreviated to the first three letters of the command. Some can be abbreviated to one letter.

  4. CTS will accept any combination of characters and lines in the text, whether or not it constitutes valid letter data. Therefore caution must be taken to enter data in the correct position on the line. To display the CTS line with a scale showing what column you are in, use the command Print with the Scale feature, e.g. P 110 S prints line 110 on your screen with a scale. This is a handy way to check spacing.

  5. To insert one or more consecutive lines of text, locate the lines where the new text will be inserted. Then simply give it line numbers that fall between the existing lines. For instance, to enter one line between CTS line numbers 170 and 180, number the new line 175, enter the text, and press XMIT. To enter three lines, give them CTS line numbers 172, 175, and 178.

  6. Unlike Text Editor, lines with higher edit line numbers are not immediately renumbered. Therefore, you should always be aware of where you are in the text. Display a full screen of lines so that you do not inadvertently use an edit line number already in use. In the example above, if you used 180 again, you would overwrite the current line 180. If you entered CTS lines 172, 175, 178, and 185 consecutively on the screen, they would not appear that way in your letter. CTS line 185 would come after CTS line 180.

  7. Inserting SELECTIVE-PARAGRAPHs. In order to insert a SELECTIVE-PARAGRAPH(s) into a FORM-LETTER, an INSERTED-SELECTIVE-PARA-CD ("+" or "-" sign) must be placed in the field SELECTIVE-PARA-CD (column 8). If more than one SELECTIVE-PARAGRAPH needs to be inserted, alternately use the plus and minus signs to differentiate between the various SELECTIVE-PARAGRAPHs. Program CRX5B or CRX51 will resequence SELECTIVE-PARA-CDs in ascending sequence. The number of inserted SELECTIVE-PARA-CDs is not restricted ; however, the total of all SELECTIVE-PARA-CDs may not exceed 62 on the FORM-LETTER.

  8. Do not renumber any LETTER-LINE-NUMBERS or FILL-IN-NUMBERS. This will prevent the validation program (CRX51 at TCC or CRX5B at the Service Centers) from correctly setting the CHANGE-INDICATORS by comparing the revised letter with the prior version. Program CRX51 or CRX5B will renumber LETTER-LINES and fill-ins. It is not necessary to input LETTER-LINE-NUMBs in a newly inserted NARRATIVE-LINE or FILL-IN-LINE. Instead, leave three blanks after the CTS line number or, if you are in automatic numbering mode, leave three blanks after the SOE symbol and start input with the FILL-IN-LINE-IND.

  9. CTS deletes lines in many ways. It is good to learn one way you like and stick with it. A very safe way is to specify the CTS line number or numbers you wish to delete.

    1. To delete CTS line 250: DEL 250,250.

    2. To delete all lines from 250 through 340: DEL 250,340.

    3. If too many lines are deleted inadvertently, the letter can be retrieved again from the files using CRX5[slash0] at TCC, or CRX5A at the Service Centers (unless it is a new letter).

  10. Inserting Blank Lines. In order to insert blank lines in the body of a letter, type in a CTS line number which falls numerically where you want the blank line, and then transmit.

  11. Setting TAB Characters. A good TAB character is the semicolon, (;), because it is rarely used. If you should be using the semicolon as a TAB character and then type it in the NARRATIVE-TEXT of a letter, the contents of the line will be spaced incorrectly. The TAB character may be set or changed using the TAB command: —Type TAB[slashb]x[slashb]n,n,n . . . where "x" is the character to be used as the TAB character, and "n" is the column number where the tab stop is desired. For example—

    TAB ; 5,8


    This command sets tab stops in columns 5 and 8.

  12. The commands input to the IAP terminal to update letters are described below. Before using the terminal the user must have obtained the following information from the security or operations staff. These same values will always be used unless the user is notified of a change.

    1. Terminal-ID — (usually taped to the terminal)

    2. User-ID and password — (for each individual user)

    3. Run-ID — (to identify printed listings)

    4. Account Number — (for system accounting purposes)

    5. Project-ID — (used with filenames to identify files)

2.11.1.4.2  (01-01-2000)
General, Text Editor

  1. Use Text Editor commands to input, change, and display letter content. This is done on a line-by-line basis. The text editor assigns each line a number starting with 1. This number is not the same as the LETTER-LINE-NUMs used to identify LETTER-LINEs on the FORM-LETTER-EXHIBIT. This is because the LETTER-HEADER-LINE is edit line number 1. Therefore, the NARRATIVE-LINE with a LETTER-LINE-NUM of [slash0][slash0]1 has an edit line number of 2. In addition, each FILL-IN-LINE is assigned its own edit line number, although the value of the LETTER-LINE-NUM on the FILL-IN-LINE is the same as the LETTER-LINE-NUM of the preceding NARRATIVE-LINE. Therefore, caution must be used when referring to edit line numbers, since they will never match the LETTER-LINE-NUMs contained as data on the line.

  2. The text editor will accept any combination of characters and lines in the text, whether or not it constitutes valid letter data. Therefore caution must be taken to enter data in the correct position on the line. Be sure to display the line using the "P" command rather than the "LNP" command in the text editor to check spacing.

  3. To insert two or more consecutive lines, locate the line that will precede the new text. Input the edit line number of that line and press XMIT to make it the current line. Press XMIT again; the terminal will display INPUT MODE. Now text can be entered line by line with no further edit commands needed. After the last new line has been input, press XMIT again. This will return the terminal to EDIT MODE. Now the text editor will respond to edit commands.

  4. As lines are inserted or deleted, all lines with higher edit line numbers are immediately renumbered. Therefore, use the LNP command to display the edit line numbers of the lines you are editing. If you make insertions and deletions in reverse line order, starting from the end of the letter, renumbering will not be a problem.

  5. Inserting SELECTIVE-PARAGRAPHs. General, CTS, 1.4.1.

  6. Do not renumber any LETTER-LINE-NUMBERS or FILL-IN-NUMBERS. This will prevent the validation program (CRX51 at TCC or CRX5B at the Service Centers) from correctly setting the CHANGE-INDICATORS by comparing the revised letter with the prior version. Program CRX51 or CRX5B will renumber LETTER-LINES and fill-ins. It is not necessary to input LETTER-LINE-NUMs in a newly inserted NARRATIVE-LINE or FILL-IN-LINE. Instead, leave three blanks after the SOE symbol and start input with the FILL-IN-LINE-IND.

  7. The "D" or line delete command.

    1. Use "D" alone to delete the current line.

    2. Use "D" followed by two edit line numbers (not LETTER-LINE-NUMs) to delete a series of lines. (i.e. D 25,50)

    3. If "D" is followed by only one number, that number of lines will be deleted, not just that line number. If too many lines are deleted inadvertently, the letter can be retrieved again from the files using CRX5[slash0] at TCC, or CRX5A at the Service Centers (unless it is a new letter).

  8. Inserting Blank Lines. In order to insert blank lines in the body of a letter, type I+ and then transmit.

  9. Setting TAB Characters. The default TAB character is the semicolon (;). While in input mode, if the semicolon is used in the NARRATIVE-TEXT of a letter the contents of the line will be spaced incorrectly. The TAB character may be changed using the TAB command:

    1. Type TAB[slashb]x where "x" is the character to be used as the TAB character. The TAB character assigned should be a character which will not be used in the NARRATIVE-TEXT of the letter. (For example the caret (^).)

    2. Then press the XMIT key to enter the new TAB character.

    3. If specific tab stops are desired, type TAB[slashb]x[slashb]n, n, n . . where "n" is the column number for a tab stop.

  10. The commands input to the IAP terminal to update letters are described below. Before using the terminal the user must have obtained the following information from the security or operations staff. These same values will always be used unless the user is notified of a change.

    1. Terminal-ID — (usually taped to the terminal)

    2. User-ID and password — (for each individual user)

    3. Run-ID — (to identify printed listings)

    4. Account Number — (for system accounting purposes)

    5. Project-ID — (used with filenames to identify files)

2.11.1.4.3  (01-01-2000)
Logging On the Terminal

  1. Log on to the terminal, as follows:

    1. Press the keyboard unlock key.

    2. Press the SOE (start-of-entry) key and type the Terminal-ID.

    3. Press the XMIT (transmit) key.

    4. The terminal will respond ENTER USERID/PASSWORD. Type your user-id/password and press XMIT. The characters typed will not appear on the screen. If the user-id and password are not accepted, re-start the logon procedure and input the user-id and password correctly. If the user-id and password are accepted, the terminal will display the name of the computer system and may display one or more informational messages.

    5. Each command or input line must be preceded by an SOE symbol and must be input using the XMIT key. The cursor must be positioned to the right of the text being input or the full line will not be transmitted.

2.11.1.4.4  (01-01-2000)
Assigning Correspondex Files

  1. Use the following procedure to assign the Correspondex files.

    1. Type in the command @ADD CRX-ASSIGNS. and press XMIT.

    2. The terminal should respond with a series of READY messages, or facility error messages. If error messages are displayed, or the system is unable to assign the ADD file, contact the operations staff to resolve this problem.

2.11.1.4.5  (01-01-2008)
CTS Commands

  1. In order to input, review, or revise a letter, CTS must be called. Once in CTS mode, you may use CTS commands to make changes to a letter. A summary of CTS commands appears in See Exhibit 2.11.1-18. . Each command must be preceded by an SOE symbol, and the XMIT key must be pressed when the cursor is to the right of the complete command. Each line of text must be preceded by an SOE symbol and a CTS line number, and the XMIT key must be pressed when the cursor is to the right of the complete line of text. The commands are explained more fully in the Time Sharing Guide (UP–8118.2) or Conversational Time Sharing (CTS) System (UP–7940) published by Unisys. The input formats for the FILL-IN-LINE, LETTER-HEADER-LINE, and NARRATIVE-LINE appear in See Exhibit 2.11.1-6. See Exhibit 2.11.1-7. See Exhibit 2.11.1-8. The start positions for the elements to be input are the actual column numbers in which they must appear in the form letter and should not be confused with the column number appearing on line 25 of the terminal screen. This will vary because of the SOE symbol and the CTS line numbers which take up space on the left of the screen, but will not be present in the letter. Validity requirements for elements to be input are explained in See IRM 2.11.1.3.

  2. To call CTS, use the Executive Control Language (ECL) command @CTS.

  3. To revise a letter it is only necessary to update those lines which require changes. for instructions to insert blank lines or set the TAB character See IRM 2.11.1.4.1.. To revise a letter that has been retrieved by Program CRX50 at TCC or by Program CRX5A at the Service Centers, enter CTS as instructed above, then

    1. Type OLD CTWF. then press XMIT.

    2. File CTWF is placed in "little f" ; that is, it becomes your work file in CTS. The letter may now be revised using CTS commands. ( See Exhibit 2.11.1-18.)

    3. To save your work, type REP CTWF. then press XMIT.

  4. If a new letter is to be input, the LETTER-HEADER-LINE, and all NARRATIVE-LINES and FILL-IN-LINES must be input. The LETTER-LINE-NUM is optional input for all NARRATIVE-LINEs and FILL-IN-LINEs. If input all LETTER-LINE-NUMs must be in ascending sequence. The FILL-IN-NUM must be input for all FILL-INs and must be in ascending sequence. All lines which are part of a SELECTIVE-PARAGRAPH must include a SELECTIVE-PARA-CD and all SELECTIVE-PARA-CDs must be in ascending sequence. See Section 1.4.1. for instructions to insert blank lines or change the TAB character.

  5. The commands to use CTS to input a new letter or to review a letter that has been either retrieved or input are the same as shown above to revise a letter.

    @ CTS


    OLD CTWF.


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