1.4.7 TE/GE Knowledge Network (K-Net) Administration

Manual Transmittal

February 07, 2017

Purpose

(1) This transmits new IRM 1.4.7, Resource Guide for Managers, TE/GE Knowledge Network (K-Net) Administration.

Material Changes

(1) Created a new manual to document the TE/GE K- Net’s:

  1. Roles and responsibilities of those involved.

  2. Action plan

  3. Operating principles and guidelines

(2) Documented the following processes:

  1. Hosting Knowledge Network Events.

  2. Managing and maintaining the Knowledge Network.

  3. Updating the Knowledge Network site.

(3) Created documentation of the:

  • Share Point site maintenance

  • Records management

(4) Provided an appendix of helpful resources.

Effect on Other Documents

None

Audience

Tax Exempt and Government Entities

Effective Date

(02-07-2017)

Sunita B. Lough
Commissioner
Tax Exempt and Government Entities

Purpose of the Procedures Manual

  1. The purpose of the Knowledge Networks (K-Net) Procedures Manual is to provide K-Net Managers, Core Teams, and Extended Core Teams a common set of guidelines for K-Net operations. This is a living document that will change over time as TE/GE identifies opportunities for improvement. Submit your suggested changes through the submit feedback link on K-Net sites.

Roles and Responsibilities Overview

  1. Each K-Net is composed of a group of people with various roles and responsibilities:

    • A Senior Manager

    • A K-Net Manager

    • Core Team members

    • At least one TE/GE Division Counsel (TEGEDC) Representative

    • Subscribers

      Note:

      A K-Net may have Extended Core Team members and a K-Net Lead.

  2. This section describes the various people who make up a K-Net and their roles and responsibilities.

Senior Manager

  1. A Senior Manager leads the K-Net to:

    • Plan

    • Identify approaches to proactively meet employees’ knowledge needs.

    • Work collaboratively to answer questions.

  2. Major duties include, but aren’t limited to:

    • Lead employees.

    • Direct resources and plan K-Net operations.

    • Guide priorities for K-Net activities.

    • Promote coordination between K-Nets and other functions including work plan development, case selection, and other compliance and outreach activities.

    • Develop strategies to improve and enhance coordination and cross-functional integration.

    • Coordinate meetings: agenda-setting and meetings with K-Net Managers.

    • Collaborate with other Senior Managers and K-Nets to share best practices and maintain consistent operations across TE/GE.

    • Develop procedures and controls to ensure that K-Net content is quality, complete, and accurate.

    • Develop and update procedures and guidance materials on K-Net operations.

    • Identify, report, and escalate issues.

    • Ensure submitted suggestions are addressed.

    • Identify and set goals for the K-Net.

    • Coordinate ongoing K-Net staffing, solicitation, and hiring requirements.

    • Be the primary decision maker for K-Net postings, advice, and processes.

    • Update the K-Net's Action Plan with task status and secure Tier 1 Director approval, if applicable.

    • Coordinate refresher or current training on K-Net operations to Core Teams, Extended Core Teams, and users as needed.

    • Approve content posting and secure Tier 1 Director approval, if applicable.

  3. If there is no Senior Manager, the functional Director fulfills the Senior Manager role.

K-Net Manager

  1. A K-Net Manager:

    1. Oversees the K-Net’s day-to-day operations

    2. Ensures the K-Net meets its identified goals as established by the Senior Manager

    3. Ensures the K-Net exhibits collaboration and knowledge sharing in its activities.

  2. Major duties include but aren’t limited to:

    • Promote a collaborative environment that: allows employees to express and consider differing opinions; supports team building and diversity amongst participants.

    • Ensure Core Team and Extended Core Team members adhere to K-Net roles and responsibilities.

    • Manage work assignments and monitor workload.

    • Create an Action Plan that guides K-Net activities and ensures K-Net content is regularly reviewed and updated for currency, relevance and quality and secures Senior Manager and Director approval, if applicable.

    • Help coordinate the Core and Extended Core Teams to develop content and training materials, answer questions and reach consensus.

    • Offer the Core Team learning opportunities and Career Learning Plans.

    • Offer the Extended Core Team learning opportunities in coordination with the employees’ Manager of Record.

    • Check-in regularly with Extended Core Team’s Manager of Record to discuss progress, workload, time management, etc.

    • Analyze trends on the Ask a Question data and discussion forum to identify new issues, areas requiring additional content development, and potential topics for K-Net Events.

    • Review regularly the Ask a Question tracker to ensure data is complete and ensure technical quality of responses.

    • Ensure Core Teams and Extended Core Teams are sufficiently trained on K-Net operations and technology.

    • Audit site permissions and rosters monthly to ensure they’re up to date.

    • Coordinate with K-Nets in other groups and develop training materials with Learning and Education (L&E) to promote cross-functional collaboration and engagement.

    • Collaborate with peer K-Net Managers in your function and across TE/GE to share best practices and ensure consistent operations.

    • Review submitted suggestions for K-Net, assign them, and ensure they’re addressed.

    • Identify and follow up on questions outstanding more than 20 business days.

    • Get approval for posted content.

    • Do administrative functions such as time and leave approval, routine performance evaluations, and disciplinary actions etc. for Core Team.

    • Provide input on Extended Core Team members’ performance evaluations.

    • Coordinate K-Net events with other managers to avoid conflicts.

    • Review training recommendations submitted by the Core Team.

K-Net Lead

  1. The K-Net Manager may designate a K-Net Lead for support in day-to-day operations. Depending on the K-Net’s size and complexity, this role may not be required. Typical lead duties may include:

    1. Set up internal team meetings.

    2. Monitor the Ask a Question queue and assign them based on Manager’s direction.

    3. Act as a liaison between the team and the manager.

      Note:

      Duties are assigned based on the individual’s grade and experience level.

Core Team Member

  1. K-Net Core Team members are full-time members who participate in the day-to-day operations of a K-Net. They help:

    1. Capture and develop content.

    2. Share expertise.

    3. Collaborate.

  2. Major duties include but aren’t limited to:

    • Maintain content on K-Net SharePoint sites and ensure it’s current.

    • Identify the need to collaboratively create new content and get items approved such as job aids, audit tools, Issue Snapshots, and pro forma language to post to the K-Net sites.

    • Work with K-Net Manager to brief Executives on emerging technical issues.

    • Communicate routinely with the field and other stakeholders to stay abreast of new developments and emerging issues.

    • Draft and send any updates to rules, regulations publications, etc. to C&L to ensure IRS.gov is kept up to date.

    • Be responsible for their own technical development and growth of expertise.

    • Track significant developments such as new laws, industry practices, guidance, etc.

    • Recommend training with Training Coordinators and L&E (CPE and other training curricula).

    • Communicate new developments and topics of interest to K-Net subscribers via email, meetings, Frequently Asked Questions , Hot Topics, etc.

    • Plan, develop content and facilitating K-Net Events to share information and engage in dialogue with employees.

    • Connect employees with each other and those experienced in a given issue or topic.

    • Respond to questions and work with the Core and Extended Core Teams to answer them, if applicable.

    • Develop and routinely update FAQs based on questions received.

    • Monitor the website and discussion forums.

Extended Core Team Member

  1. An Extended Core Team member:

    1. Devotes less than 25% of his/her time

    2. Supports one or more K-Nets in some or all of the Core Team member duties in IRM 1.4.7.2.4 (2)

    3. May have varying levels of experience with K-Net technical issues.

  2. The K-Net Manager assigns work to Extended Core Team members in consultation with the employee’s own manager based on the:

    • employee’s availability

    • employee’s expertise

    • K-Nets’ needs

  3. The Extended Core Team employee’s Manager of Record does management functions including time and leave approval, routine performance evaluations, and disciplinary actions.

Knowledge Network Subscriber

  1. K-Net subscriptions are open to all IRS employees interested in or who need information on the K-Net topic. Subscribers may share, update, collaborate, and learn techniques and practices they can apply in their jobs. While not required, joining as a subscriber allows you to receive direct communications from the K-Net and connect and collaborate with others. Subscribers and other users can also consult with peers listed on the subscribers’ roster.

Communications & Liaison (C&L)

  1. Communications & Liaison (C&L) supports KM objectives through two primary areas: SharePoint site support and communications support. C&L helps K-Nets with SharePoint site support by:

    1. Administering and managing high-level SharePoint usage metrics.

    2. Supporting technology.

  2. C&L supports technology for KM SharePoint sites by doing these tasks, including but not limited to:

    • Submit system defects/errors and technology enhancements/improvements from the feedback process to the Change Control Board.

    • Be the central point of contact for submitting technology change requests (including requested prioritization) per the Change Control Process.

    • Track suggested changes to KM sites from leadership, users, etc.

    • Do structural updates to KM Portal approved via the Change Control Process.

    • Oversee the content migration from legacy SharePoint sites including identifying, coordinating, and providing guidance for the decommissioning, migration, or update of the content or sites.

    • Manage Permissions for KM Portal and troubleshoot any access problems.

    • Consolidate and track general feedback received through Ask the Leader and Submit a Suggestion or informally, such as questions during town hall presentations, etc. Coordinate the review, response and/or resulting action items.

    • Maintain "Quick Links" on Organizational Landing Pages including coordinating with K-Net Managers.

    • Update "About" text on K-Net sites based on K-Net Manager requests.

    • Track FAQs and develop/revise training for users including user guides, presentations, and FAQs.

    • Support K-Net Teams in using their sites effectively including configuring internal document libraries, setting up alerts, etc.

    • Offer basic user support and troubleshooting for using the KM Portal to employees.

  3. C&L also supports the K-Nets using communication tools and processes by doing these tasks, including but not limited to:

    • Edit TE/GE-wide communications on K-Net updates, events and general presentations about KM activities and services.

    • Edit other communication materials as needed, such as newsletter articles or other KM communications.

    • Post news/events on KM Portal and IRS.gov once approved.

    • Edit KM training and communication materials for plain language and make 508 compliant, as requested.

    • Gather information and provide executive summary of KM metrics and other data for monthly briefings.

TE/GE Division Counsel (TEGEDC)

  1. TE/GE has always enjoyed a collaborative relationship with Counsel, which continues with the K-Nets. To do so, TEGEDC has identified at least one representative as a K-Net advisor. In general, follow two key principles when working with TEGEDC:

    1. The K-Nets serve as a clearinghouse for issues. They escalate and resolve issues with TEGEDC.

    2. TEGEDC is involved in each K-Net and contributes to discussions on issue escalation.

  2. TEGEDC’s primary responsibility:

    1. Provide timely legal advice to the K-Net.

    2. Identify issues to elevate to TE/GE and/or TEGEDC management or coordinate with other Chief Counsel functions.

  3. TEGEDC attorneys may:

    1. Participate in K-Net events.

    2. Give presentations.

    3. Review new content (such as FAQs and audit guidelines).

    4. Attend K-Net meetings.

    5. Collaborate with the K-Net on suggested guidance.

    6. Help K-Net subscribers to understand how to apply disclosure laws.

      Note:

      TEGEDC isn’t involved in the day-to-day K-Net operational or management and won’t post content to the KM sites.

K-Net Action Plan

  1. Each K-Net plans its own strategy to identify its goals and focus. K-Nets are encouraged to:

    1. Be innovative in discussing and suggesting ways to achieve K-Net goals.

    2. Create an Action Plan to establish its focus for the upcoming year.

  2. The Action Plan considers these TE/GE employees’ broader strategic priorities and gathers their input:

    • TE/GE leadership

    • K-Net management

    • K-Net team

    • Field managers

    • Key stakeholders (such as, other K-Nets, TEGEDC site administrators)

  3. The team uses the Action Plan to sequence and prioritize work. They revisit and revise it as issues arise throughout the year.

  4. The Action Plan should clearly identify what the K-Net expects to accomplish in an agreed upon time. It:

    1. Identifies activities (for example, new, ongoing, proposed).

    2. Describes the activity.

    3. Identifies responsible person(s), proposes timing for planning and execution.

    4. Describes actions to sustain or maintain the activity, as appropriate.

  5. Once developed, the Action Plan is reviewed and approved by the Senior Manager (and the Tier 1 Director for any proposed new content development). K-Net Managers prioritize and assign the work when approved. The Action Plan can become the basis for the tasks evaluated in the annual Operational Review. The Action Plan should be reviewed and revised regularly.

  6. Once the Action Plan is approved, the K-Net Manager should notify:

    • C&L, for KM Communications

    • L&E, for CPE Updates

  7. Also, check with other organizations to identify areas of crossover and/or impact. The K-Net manager coordinates with any other organization points of contact responsible for planning, updating, and approving IRM updates, if applicable.

K-Net Operating Principles / Guidelines

  1. TE/GE KM operates in a collaborative environment. Key areas of operation include:

    • Identifying technical trends

    • Maintaining site content

    • Communicating to employees

    • Hosting network events

    • Managing and maintaining Knowledge Libraries

    • Managing Hot Topics

    • Managing discussion forums and feedback items

    • Maintaining subscriber lists

    • Responding to technical questions and managing records

Collaboration

  1. Collaboration within and across K-Nets is essential to building and retaining KM support by all employees. Seeking diverse opinions and encouraging discussions to arrive at consensus will ultimately:

    1. Lead to better ideas.

    2. Put the best position forward.

    3. Get buy-in from employees who see that their opinions are valued.

  2. Teams should also collaborate to make sure changes to the following areas are consistent across the K-Nets so that anyone who accesses any TE/GE K-Net has a similar user experience and understands how to use the site:

    • Site structure

    • Processes and procedures

    • Taxonomy

  3. The Core Team and Extended Core Team should raise any recommended change that has a broader impact to the K-Net Manager for further review and discussion. Decisions that affect content (such as, job aids, precedential law, etc.) and training should be worked within the Core Team/Extended Core Team to ensure the best information is included in the Knowledge Library and there’s no duplication of effort.

  4. Teams may use a variety of tools and techniques to collaborate including:

    • Round robins

    • Surveys

    • Rotating leadership responsibilities

    • "Buddy" systems

    • Feedback

Identifying Trends

  1. K-Net teams are at the forefront of identifying new or emerging issues based on trend analysis, change in tax law, change in financial statement reporting, etc. Due to their identifying trends, K-Net teams have two responsibilities:

    1. Create or updating existing content.

    2. Brief executives.

  2. When a new issue emerges, K-Net teams should do an impact analysis to determine how K-Net sites or the Knowledge Library are impacted. The team should update existing materials to reflect the latest developments. If the topic hasn’t been addressed, teams should consider creating hot topics, Issue Snapshots, or other appropriate materials. Teams should follow existing content approval procedures. (See IRM 1.4.7.6.)

  3. Managers and K-Net teams should be proactive and brief Executives on emerging technical issues. Prepare topics in a one-page briefing. Describe the issue, how the team has been involved, and what the challenges are. Managers should note this as an opportunity to highlight not only new or emerging issues, but also issues for which guidance decisions or procedures have a significant impact to the field and we need increased awareness.

Site (Content) Maintenance

  1. The Core Team identifies and maintains the content on the K-Net Sites and Libraries to ensure it remains accessible to employees. The team:

    1. Does basic editorial and administrative quality assurance reviews such as: checking for broken links, duplicate items, 508 compliance, etc.

    2. Looks for inconsistencies in resource categorization and information tagging, and suggest new categorizations and taxonomy as additional content is posted and reviewed.

  2. See IRM 1.4.7.6.5 for additional information on Content Management.

K-Net Communications

  1. Communication, both external and internal, is a key responsibility of K-Net staff.

Internal Communications
  1. Internal K-Net communications include interactions with Core and Extended Core team members and K-Net management through email, team meetings, telephone conferences and instant messaging.

Internal K-Net Team Meetings
  1. Internal K-Net Team meetings are held every two weeks or as determined by the Manager. The K-Net Team meets periodically to:

    • Discuss workload.

    • Collaborate on complex questions.

    • Discuss opportunities to develop new technical content.

  2. The K-Net Manager holds the meetings or may designate someone else to lead and a note taker. The note taker posts meeting minutes on the K-Net collaboration site designated meeting minute location before the next scheduled meeting.

  3. Prepare agendas for Team Meetings in advance. The K-Net Manager approves it when appropriate. The meeting structure is flexible to ensure that all new ideas and pending items are adequately addressed.

Communications on Continuous Improvements
  1. The K-Net Team collects, analyzes, reports and communicates feedback from users and stakeholders to evaluate the K-Net’s use and performance. The team:

    1. Evaluates potential action items.

    2. Works with the K-Net Managers to improve the K-Net (including submitting any system related suggestions through the Feedback Process).

External Communications
  1. The K-Net Team communicates with K-Net subscribers by:

    1. Emailing the K-Net using the Subscribers List .

    2. Posting information on the K-Net site.

    3. Posting events on the Events Calendar.

  2. To announce an event in the Weekly News (TEGE Connect), complete a Communication Request Form with C&L three weeks before the event. Post upcoming events in the K-Net Events sections of the K-Net site.

  3. The K-Nets are also responsible for drafting and sending any updates for rules, regulations publications, etc. to C&L to ensure IRS.gov is kept up to date. The K-Nets complete the Communication Request Form and attach relevant information to:

    1. Create new Web pages on IRS.gov.

    2. Supplement existing Web pages on IRS.gov (for example, adding a new FAQ to an existing set of FAQs, updating cited law).

    3. Clarify information already available (for example, adding examples, editing text for plain language).

    4. Release an Issue Snapshot.

    5. Hold a webinar for external taxpayers.

    6. Create other outreach products.

  4. Senior Managers and K-Net Managers must coordinate to minimize scheduling conflicts and work with C&L to ensure duplicate communications are not sent to the same audience.

Host Knowledge Network Events

  1. The K-Net Team hosts regular K-Net events. The K-Net Manager should designate a responsible individual(s) to:

    1. Prepare the agenda.

    2. Write an announcement (with link to LiveMeeting /Saba and conference call number, if applicable).

    3. Post information to the Events Calendar after the Manager approves. Include the name of the event, a brief description, and any supporting materials.

    4. Send a meeting invitation to *TE/GE Exec Events to post to the Executive Calendar.

  2. The purpose of K-Net events is to:

    • Share and receive technical expertise.

    • Discuss practical field-based information for expanding technical guidance.

    • Identify emerging issues and trends.

  3. Managers may ask field Frontline Managers and Training Coordinators to participate in K-Net events by:

    • Calling

    • Emailing managers information about the event

    • Conference call with managers

  4. Events should create an environment that:

    • Encourages sharing of ideas.

    • Helps enhance skills.

    • Allows employees to feel comfortable to speak up and share ideas.

    • Promotes two-way communications.

  5. During the event, employees may:

    • Learn about an issue.

    • Ask questions about an issue they’re currently working on.

    • Interact with other agents who have a similar issue.

    • Discuss the legal analysis of the issue.

    • Discuss the IRS position on the issue and how to apply it to a case.

  6. See the "Planning a K-Net Event" document posted on the Core and Extended Core Team Resources page under Procedure Manual and Toolkit for more information on planning an Event.

Manage/Maintain Knowledge Libraries

  1. This section gives guidelines to make sure KM content is:

    • relevant

    • accurate

    • easy to use

  2. It also describes responsibilities to review, approve, and continually maintain content. See Figure 1.4.7-1 Table 1 for guidelines on content approval and maintenance.

Existing Content

  1. Existing Content includes content that has been previously written and is in circulation.

    Example:

    Guidance and reference materials on IRS.gov, case law, and code.

  2. If you’re uncertain if material has been previously reviewed and approved, treat it as new content (see IRM 1.4.7.6.2).

  3. The K-Net team reviews existing content for accuracy, relevance, and importance and recommends its posting to the Manager.

    1. Fully vet documents before posting.

    2. Consider the need and reason for the document before posting- quality matters most over quantity.

    3. Post content that is current and gives employees a strong base from which to start their research. (Don’t post every available document - be discrete in what you consider the most relevant and useful information.)

  4. Quick links to general training and other reference materials are on the organizational pages. When applicable, split training materials into Issue Snapshots, or use it to create issue-specific job aids and post in the Knowledge Library. In this case, the Issue Snapshots and job aids should be reviewed by TEGEDC as new content.

  5. Whenever possible, link code, regs etc. on IRS.gov, GPO site, Westlaw, or Lexis rather than posting a document with this information.. Use the Government Publishing Office site for Code and Regulations (www.ecfr.gov). If a link exceeds the character limit, use the shortened link go.usa.gov.

  6. See IRM 1.4.7.6.3 for required review and approvals for existing content.

New and Revised Content

  1. New content is original content the K-Net developed such as audit tools, training materials, or issue snapshots. Revised content is material that was previously existing content but has been revised. The K-Net must identify existing content that requires updating, or new content that needs to be developed by:

    1. Looking for commonly submitted questions in Ask a Question or on the Discussion Forum.

    2. Field reports or data illustrating which issues are being identified in audits.

    3. Suggestions and feedback (subscribers may submit suggestions for new/updated content by phone, email, or the Submit Feedback form).

    4. Discussions with other tax law specialists/technical advisors, agents, actuaries, managers, reviewers, and others about emerging trends and issues.

  2. Content development process:

    1. Discuss content needs and document them in the Action Plan for approval (K-Net Team and Manager).

    2. Designate a project lead(s) (either a Core or Extended Core member) and help assemble a team (K-Net Senior Manager or Manager). The project lead tracks the progress of the content development: updates and helps to complete it, and works with management when necessary.

    3. Include members of the Core Team, Extended Core Team, and other employees with expertise in the area, and representatives from other BODs when appropriate.

    4. Include TEGEDC representatives at the start to incorporate their feedback.

    5. Use existing template(s) (if available) to ensure consistency across all of the K-Nets.

Content Review and Approval

  1. Senior Managers and Tier 1 Directors: approve the Action Plan for new content development before it’s executed.

  2. K-Net teams:

    1. Post drafts of new or revised content on the collaboration site for other team members to review.

    2. Let users know about new or revised content by posting under Hot Topics and discussing during K-Net events.

  3. K-Net Managers must review new content for quality, clarity, relevance, and accuracy and ensure:

    1. TEGEDC reviews content.

    2. New content posted on IRS.gov doesn’t contain Official Use Only or Law Enforcement Material in the content.

    3. Proper procedures are followed with Official Use Only or Law Enforcement Material in the content, and consult with TEGEDC if the Use Only designation is warranted.

    4. Content meets disclosure, plain language, and Section 508 Accessibility requirements.

  4. Directors in each organization appoint Senior Technical Advisors to review and approve new Issue Snapshots. For the first six months after each K-Net begins developing Issue Snapshots, the Commissioner’s Office reviews them.

  5. Document the metadata for each resource and link to content using the Content Checklist below:

    Figure 1.4.7-1

    Table 1: Content Checklist

    Checklist Category Action Item
    Title and Description File Name must be clear and understandable. Follow naming conventions if established by K-Net
    Description must be clear, thorough, and written in plain language
    Categorization and Tagging Tag the correct K-Net(s), especially if the reference crosses multiple K-Net areas (get approvals from the responsible K-Net manager(s) if cross-tagging)
    Resource Type and ResourceCategory must be populated, accurate, and fit with each other (one is the "parent" of the other)
    Issue(s) must be accurate and reflect the latest approved list of issues
    Include appropriate keywords to help in searches
    Note Publication Year (for Code and Regulations, it’s the year of the latest amendment)
    Linking to Content Load the reference as a document or link
    Post as a document when the content:
    1. Was developed and is owned by the IRS and

    2. Doesn’t reside elsewhere on IRS.gov


    Post as a link when the content is either:
    1. Is copyrighted

    2. Resides on another site that’s unlikely to change frequently (i.e., IRS.gov, Westlaw, IRC, IRM, IRS forms and instructions)

    For links:
    • Determine the appropriate URL (where should the link point)

      Example:

      Government Printing Office (GPO) site for Regulations (www.ecfr.gov), US House of Representatives Code database (uscode.house.gov


    • Use Westlaw or LexisNexis for Court Cases - ask the K-Net Manager which to use

    • Ensure the link has the Exit script for leaving the IRS network IRS.gov sites are excluded from this requirement.



    Test the link to ensure it goes straight to the citation after login v. the search screen (also known as a "permalink" )
    • For the GPO site, make sure you click on the code section item before copying and pasting the URL from the top of your browser

    • For Lexis-Nexis: Click Here

    • For Westlaw: Click Here


    (Click Here for detailed instructions on posting links).

  6. See Figure 1.4.7-2 Table 2 for approval requirements

Content Posting

  1. The Content Management Training session includes references for posting content such as:

    • Best practices

    • Information on using metadata

    • Legal obligations

  2. K-Net Managers are responsible for ensuring that IRS procedures for posting content are followed.

  3. Managers, Core Team members, and Extended Core Team members designated and trained as content contributors upload and maintain content on the site.

Guidelines for Posting Content:
  1. Double check that files are Section 508 compliant.

  2. Don’t link to technical documents on other TE/GE SharePoint sites. It’s better to post the document to your site and work with the site owner to remove the duplicate from the original location.

  3. Always link directly to Lexis, Westlaw, GPO and other sites and databases rather than copying or uploading content to avoid copyright concerns. See the Core Team and Extended Core Team Resources page for guidance on linking to Westlaw and Lexis.

Content Maintenance

  1. Managers must create a review schedule to make sure content posted in the Knowledge Library is evaluated for relevance, accuracy, completeness, and usefulness.

    • Stagger reviews to distribute the workload over the course of the year.

    • Designate content as current, requiring update, or requiring archiving.

    • Add content requiring update to the Action Plan.

    • Archive content per record retention procedures. Coordinate with the designated Information Resource Coordinator (IRC) for proper archiving, and check the record control schedule for retention requirements.

  2. Review content on the K-Net site (including event calendars, Hot Topics, etc.) at least monthly to verify it’s up to date.

  3. Be proactive in seeking feedback from the K-Net users on their recommendations for additional content or changes.

    Figure 1.4.7-2

    Table 2: Knowledge Library Approval / Maintenance Guidelines

    Type of Content Approval (Existing Content) Approval (New or Revised Content) New / Revised Content Reviews (other than K-Net team members)
    Audit Tools Senior Manager Tier 1 Director TEGEDC
    Issue Snapshots Senior Manager Tier 1 Director Technical Advisors; TEGEDC
    Code, Regs and Case Law Senior Manager N/A N/A
    Determination Tools Senior Manager Tier 1 Director TEGEDC
    Published Guidance Senior Manager N/A N/A
    Non-Precedential Advice Senior Manager N/A TEGEDC
    Training Senior Manager Tier 1 Director TEGEDC, L&E
    Reference Materials Senior Manager Tier 1 Director Division Counsel Rep, L&E

Update the K-Net Site

  1. K-Net teams are responsible for keeping the K-Net site up to date, including:

    • Hot Topics

    • Core Team and Extended Core Team List

    • Discussion Forums

    • Feedback

    • Subscribers List

    • Ask a Question

    • Events

Managing Hot Topics

  1. The purpose of Hot Topics is to keep K-Net users up to date on current developments. Hot Topics are posted by K-Net managers or teams and shouldn’t remain on the site for longer than two months. Hot Topics should be approved by the K-Net Manager before posting. To learn of new items posted:

    1. Employees can set a specific alert for Hot Topics for a K-Net site.

    2. K-Net teams may send an email to the employees on the subscribers’ roster.

Core Team and Extended Core Team Contact List

  1. The contact list contains contact information for K-Net Core Team and Extended Core Team members and includes POD and telephone numbers so users can easily contact K-Net team members considering their time zone. Update the list when there is a change in membership so the latest contacts are available.

  2. K-Net Managers are listed in a separate area on the K-Net Site.

Managing Discussion Forums

  1. Discussion forums are open to all users. Anyone may post a comment; however, the K-Net Team must:

    1. Monitor the discussion forum.

    2. Review forums for relevancy and accuracy of the website content.

      Note:

      As with all other posted site content, make sure no personally identifiable information (PII) or sensitive but unclassified (SBU) information is added to the discussion forums.

  2. Managers establish procedures for how their K-Net Team monitors the discussion forums and consider:

    Assignment - Assign team members to monitor the forum discussions in one of these ways:
    • Rotating assignment - Team members take turns

    • K-Net Lead - If the K-Net has a lead, he/she may be responsible

    • Forum Patrol - Two members of the team share the responsibility

    Frequency - Reviewing the forums will vary by K-Net based on its level of activity. In some cases once or twice a day is necessary and in others once a week may be fine. Managers or Core Team members can create an alert to ensure that the person(s) assigned to monitoring the K-Net is(are) immediately aware of any new posts
    Escalation - Escalate content that is questionable with respect to accuracy, professionalism, or sensitivity to K-Net management. K-Net managers can approve deleting or editing a post and direct teams on how to follow-up including notifying the individual whose post was removed or edited. The Core Team may immediately remove any blatantly incorrect or inappropriate content then promptly notify the K-Net Manager. Retain any material that is required to be kept for Records Retention (if not retained elsewhere) per IRM 1.15.24 and the current TE/GE Records Control Schedule
  3. If you can answer a question with a simple, documented response, then the team member(s) responsible for monitoring the forum may post the answer directly in the forum. If not, the team may wish to direct the user to the Ask a Question feature for an answer.

  4. Incorporate commonly-discussed topics into FAQs and hot topics. This way, content from the forums may reduce the number of questions while offering technical input on specific issues.

  5. Besides simply monitoring the forums, use the discussion boards to stimulate conversation and interact with users. Do this by posting questions and other discussion topics to start a conversation.

Managing Feedback

  1. K-Nets should continuously seek feedback in these ways to better serve K-Net users:

    1. During K-Net events.

    2. Via the Submit Feedback function on the K-Net site.

    3. In other ways.

  2. To keep a record, document feedback using the Submit Feedback form on the KM Portal.

  3. K-Net Managers should review all feedback they receive through the Submit Feedback function at least weekly by clicking on "View Feedback" on the Collaboration Site. Assign each item to a K-Net team member and follow up to ensure it’s addressed. Discuss suggestions impacting overall K-Net operations or other K-Nets during the monthly K-Net Manager meetings.

  4. Group suggestions on system errors or improvements that affect the site design, templates, or shared resources on a custom report for C&L.

  5. K-Nets may address feedback specific to their own K-Nets, such a fixing broken link or developing or updating content. The teams may also help users to navigate the site or provide one-on-one basic training through a K-Net Coach.

Subscribers List

  1. The subscribers list is an important part of ensuring interested subscribers receive the latest K-Net information. K-Nets can use subscriber lists to:

    • Keep in touch with other subscribers.

    • Send event invites.

    • Discuss current issues and developments.

  2. While users can add themselves to the subscribers list, the K-Nets must review the list and ensure the information is complete. K-Nets should let users know about the subscribers list and the benefits of being included.

Ask a Question

  1. The "Ask a Question" process describes how a user may request information from the K-Net Team and how the team will respond to the inquiry. The process is:

    1. Primarily intended to answer questions after an employee has researched the K-Net web pages, discussed questions with peers and managers, and is looking for additional help.

    2. Limited to general questions on issues and procedures for case work. K-Nets don’t review specific cases, develop IDRs, arguments, or other audit documentation, or become involved in casework such as TAMs

  2. To ensure consistency and promote collaboration and information sharing, existing Review Functions and others offering technical assistance should coordinate with the K-Nets on issues that fall under one of the 11 issue areas: EP - Defined Contribution Plans, Defined Benefit Plans, and Specialized Plans, EO - Hospitals and Other Healthcare, Private Foundations, 501(c)(3) Organizations, Other 501(c)(3) Organizations, Unrelated Business Income Tax (UBIT), GE - Indian Tribal Governments, Tax Exempt Bonds, and Cross-functional - Employment Tax. Coordination includes:

    • Communicating FAQs to the K-Net to develop or revise content

    • Involving the K-Net in discussions about complex, novel, or emerging issues that arise through the technical assistance process

    • Directing requestors to K-Net sites to familiarize them with available resources

  3. See the Technical and Procedural chart to distinguish questions answered by the:

    • K-Nets.

    • Review functions.

Ask a Question Process
  1. Ask a Question process from inquiry to initial contact must generally be completed within 5 business days:

    Step Person/Actions
    Submit Inquiry Requestor:
    1. Selects the Ask a Question feature on the K-Net SharePoint Site.

    2. Complete these fields on the Ask a Question form, and submits: Requested By, K-Net, K-Net Issue, Question, Date Response Requested by, Requestor’s Manager, and Prior Research Conducted

    Pre-Screen and Referral Manager or designated Assigner named as the point of contact:
    1. Read question.

    2. If you receive a simple question via call or email that you can answer immediately, answer it right away. If the question is something that should be tracked for trending, add it in Ask a Question to document and track it and let the Requestor know that it has been added.

    3. Assign to the proper K-Net if mistakenly assigned to yours. Add notes and explain on these fields of the form: K-Net and Notes/Comments.

    Assign Inquiry Assigner:
    1. Assign the inquiry to appropriate Core or Extended Core Team member(s) from the Active Directory linked to Outlook. Assign to a Secondary Responder so members can learn and collaborate.

    2. Complete the following fields on the form: Date Assigned, Assigned To - Primary, Assigned To - Secondary (not mandatory), Status (change to Assigned).

    Confirm Receipt and Provide Initial Response Responder: Email the Requestor to:
    • confirm receipt

    • schedule an initial discussion to ensure the facts are accurate

    • confirm if additional research is needed

    Note:

    Your initial response can include existing guidance, self-help materials, forum discussions, etc. In some cases, this may be all that is required. The primary and secondary assignee should work inquiries together to knowledge share, collaborate, and ensure consistent positions.

    Draft Response and Review Responder: Draft a response depending on the complexity of the question:
    1. Simple questions that have a standard response or a published position don’t require team collaboration to determine the answer. Email your answer and cc the requestor’s manager.

    2. Complex or unique questions that don’t have an established answer or resource require a team approach.

      • To gain additional input or expertise, post the drafted response to the team collaboration site, where the K-Net Team can review and build consensus on an appropriate response.

      • In about 5 days, the Responder(s) reviews feedback and incorporates into the response.

      • If the question is particularly complex or there are differing opinions, the Responder may add the topic to an internal team meeting agenda.

    Note:

    It’s important to communicate with the Requestor during this time to clarify and collaborate possible answers.

    Update form / Send response Responder:
    1. Complete the Inquiry Response field.

    2. Email the response to the Requestor

    3. Post the final response on the collaboration site in the designated library/folder using the team’s agreed file naming convention.

    4. Refer to the filename in the Inquiry Response field so the team can find the response for future, similar questions, trending analysis and management review.

    5. CC the Requestor’s manager for information and to consider for similar issues.

Issue Snapshots

  1. Issue Snapshots:

    1. Give an overview of a tax issue.

    2. Identify resources that may help clarifying the topic further.

  2. An issue snapshot includes:

    • A brief description

    • Pertinent Internal Revenue Code sections, Treasury Regulations, other resources (including any job aids)

    • Analysis of the issue

    • Determinations review or exam audit tips

    • Industry information, if applicable

  3. An Issue Snapshot is not intended to be:

    • A comprehensive analysis of an issue or multiple issues.

    • Used as a "pro forma" position/discussion on an issue.

  4. An Issue Snapshot is a resource for technical knowledge that can be shared. It’s a tool that helps achieve the KM goal of collecting, organizing and cataloguing knowledge. Issue Snapshots are posted in the Knowledge library and on the IRS.gov reading room for external customers.

Records Management

  1. K-Net teams should continue to follow existing records retention policy and the TE/GE records control schedule.

SharePoint Site Maintenance

  1. Maintaining the KM SharePoint site is a collaborative process and includes maintaining permissions and ensuring that records retention standards are followed.

Permissions

  1. Permissions in SharePoint allow specific users certain abilities, such as reading and posting content. The two permission levels are:

    • Read - Users can only view content

    • Contribute - Users can view, edit, and upload content

  2. There are two main permission groups for the K-Nets: Full Contribute List and Partial Contribute List. See Table 3 for specific KM sites and permissions allowed to each.

    Permissions [K-Net Name] Full Contribute List [K-Net Name] Partial Contribute List
    K-Net Sites:
    • Hot Topics

    • Event Calendar

    • Contact List

    • Subscriber Roster

    • Discussion Forum

    Contribute Contribute
    Collaboration Sites
    • Ask a Question Tracker

    • Feedback Tracker

    • Shared Documents

    Contribute Contribute
    Knowledge Libraries Contribute Read
  3. C&L assigns permissions as approved by the K-Net Manager. Managers must check permissions monthly to ensure the appropriate people are on lists.

Change Control

  1. Use the formal Change Control Process to ensure updates to the KM Portal are reviewed and approved using the appropriate channels. To submit suggestions, use the Submit Feedback form to request an item for a "system error" or "system improvement suggestion" or by re-categorizing a suggestion to one of these two categories. A Change Control Team made up of C&L and one or more K-Net Managers reviews and decides what action to take.

  2. Get approval for these changes:

    1. Changes to the site design or templates require functional Directors’ consensus approval.

    2. Changes to the layout of a specific collaboration site require the K-Net Manager approval.

Records Management

  1. K-Net operations are subject to Records Management requirements that apply to all TE/GE operations and programs. K-Net teams should continue to follow existing records retention policy and the TE/GE records control schedule (see IRM 1.15.24).

  2. See IRM 1.4.7.9.1 below for specific procedures for generated and stored KM content.

Categories of K-Net Records

  1. Below is an inventory of records generated and maintained by K-Net Teams.

    Note:

    See the Core and Extended Core Team Resources site for a complete inventory of KM records.

    Note:

    Don’t destroy records with "pending disposition" retention schedules before the pending schedule is finalized and approved.

    Title Description RECORDS DESCRIPTION RECORDS DESCRIPTION (additional) RECORD RETENTION
    Discussion Forum Online message board with postings and responses on technical issues (not case specific) Technical and General Correspondence Files Correspondence involving the furnishing of technical assistance or information on tax matters (not covered elsewhere in this Schedule, not made part of a specific case, and/or does not constitute an official ruling). PENDING DISPOSITION
    Cut off at end of fiscal year.
    Destroy 6 months after cutoff.
    Ask a Question Tracker Online database with technical questions (not case specific) includes requestor name, question, responder’s name, etc. Technical and General Correspondence Files Correspondence involving the furnishing of technical assistance or information on tax matters (not covered elsewhere in this Schedule, not made part of a specific case, and/or does not constitute an official ruling). PENDING DISPOSITION
    Cut off at end of fiscal year.
    Destroy 6 months after cutoff.
    Original K-Net Content (in Collaboration Sites and Knowledge Library) Original K-Net Content (including Issue Snapshots, Audit Tools, Training Materials) Program, Policy and Procedural Files Desk guides, and standard operating procedures covering TE/GE program activities involving policy, procedures, rulings, decisions, etc., not made part of a specific case. approved product is superseded, or 3 years after policy or program is terminated, whichever is earlier.
    Original K-Net Content (In Ask a Question Library) Word documents with responses to technical questions received through Ask a Question list Technical and General Correspondence Files Correspondence involving the furnishing of technical assistance or information on tax matters (not covered elsewhere in this Schedule, not made part of a specific case, and/or does not constitute an official ruling). Cut off at end of fiscal year.
    Destroy 6 months after cutoff.
    Hot Topics Centralized list of announcements on current events, recent regulation changes, and new guidance and job aids posted to the Knowledge Library General Administration and Management Files Correspondence and other papers e.g. operating plans and programs, pertaining to the overall administration and management of TE/GE Destroy when no longer needed in current operations but no later than 5 years after close of file.
    Subscriber Roster Contact list with names of individuals who wish to receive updates from the K-Net Administrative Files Documents pertaining to administrative, personnel, housekeeping, or facilitative operations PENDING DISPOSITION
    Cut off at end of fiscal year.
    Destroy 1 year after cutoff.
Discussion Forum Records
  1. Items posted to the K-Net discussion forums are considered records and all applicable records retention standards must be followed.

Creation of Discussion Forum Records
  1. K-Net Teams, Managers, and all system users can post to the discussion forums.

Deleting or Making Substantive Edits to Discussion Forum Records
  1. Users are unable to delete or edit their own forum postings. Only K-Net Managers and K-Net Teams may delete postings.

  2. K-Net Teams and Managers should review the discussion forums regularly to ensure that no case-specific return information, PII or SBU is discussed. This type of sensitive information should not be available for view on the user site. Specific procedures for unauthorized disclosures of PII, SBU and return information are provided below.

  3. Deletions and substantive edits require approval by the K-Net Manager.

  4. Before you delete a posting, create a PDF of the posting and all replies in any of these ways:

    • Right click on the discussion thread and click "Print" – select Adobe PDF

    • Take a screen shot with Snagit, paste to a Word Document, and print to Adobe PDF

    • Create a PDF of the last alert if you have alerts set up on the discussion forum

    Note:

    Keep the PDF per the instructions below in

  5. Edits to the discussion forum are tracked with version history and require no manual tracking.

  6. Add a line item to the K-Net’s deletion audit log to note the item deleted, rationale, and any other information.

  7. Delete the item from the discussion forum.

  8. The posting goes into the KM Portal recycle bin for 30 days, then to the central IRS recycle bin for another 30 days.

Retention and Archiving Discussion Forum Records
  1. Because discussion forums are valuable to users browsing the sites to see prior questions and discussions, keep them on the K-Net site at least two years or until either:

    1. The question/answer is no longer accurate.

    2. The number of postings becomes voluminous.

  2. Follow procedures above for removing and archiving prior postings.

  3. Until the disposition schedule for discussion forum posts is approved, don’t destroy these records. Assuming the proposed schedule is approved, keep the discussion forum archive for six months after the fiscal year end.

Ask a Question Tracker Records
  1. The KM Ask a Question tracker is considered a record so follow all applicable records retention standards.

Creating Ask a Question Records
  1. K-Net Teams, Managers and system users can add questions to the Ask a Question Tracker.

Deleting or Making Substantive Edits to Records
  1. Only C&L may edit or delete these records once they’re submitted

  2. Don’t delete Ask a Question records except for PII/SBU. In this case, see procedures for unauthorized disclosures in IRM 1.4.7.9.2.1 below.

  3. Edits to Ask a Question records are tracked as part of the Version History and require no manual tracking.

Retention and Archiving
  1. Once the list meets either 5,000 items, across all K-Nets or every two years, export and archive the list. C&L must export from the master list in Excel format and give the relevant questions to each K-Net to store on the collaboration site.

Original K-Net Content in Content Development Library
  1. K-Net Teams and Managers may create original content. This new material is housed in the content development library until approved/ disapproved per the decision rights matrix.

Creation of Content Development Library Records
  1. K-Net Teams and Managers can create new records in the Content Development Library. There are two main types of records created in this library:

    1. The Library item indicating the title, document name or link, tags, and audit trail for any content under consideration.

    2. A document that represents original K-Net content or IRS original content that is not covered under an existing record control schedule or records management program.

Deleting or Making Substantive Edits to Content Development Library Records
  1. The K-Net Manager decides which content gets deleted and archived from the Content Development Library, but it’s rare to delete postings except if they’re duplicates or errors.

    Example:

    Delete items posted in duplicate or in error or that aren’t part of K-Net operations, procedures, or decisions.

  2. Keep items in the Content Development Library and not posted to the Knowledge Library in status "Not Approved" or "Postponed" until moved to the K-Net's archive library (see below).

Retention and Archiving
  1. For Library list items:

    • K-Net teams may continue to use the Content Development Library as their audit log of approvals and prior content considered.

    • As the library becomes too voluminous, the Manager may regularly export items that are Approved or Not Approved for Posting from the collaboration site to an Excel spreadsheet and store the file within the K-Net’s archive library.

    • After archiving, delete the list items from the active library.

  2. For Original K-Net Content:

    • Keep the edited final draft showing tracked changes/comments and the final clean one to show how they got to the final version of the snapshot or other original content.

    • Download final drafts showing tracked changes and comments to the archive before the list is purged.

    • Store the final "published" version in the Knowledge Library until it’s no longer needed.

    • Download and archive the final in the team’s Archive folder or library.

    • Record the deletion in the deletion or edit archive log.

    • Keep responses as Program, Policy and Procedural Files per the retention policy as follows: Destroy the earlier of: three years after final approved product is superseded, or three years after policy or program is terminated.

Original K-Net Content in Knowledge Library
  1. A Core or Extended Core Team member posts original content to the applicable Knowledge Library when approved via the decision rights matrix.

Creation of Knowledge Library Records
  1. K-Net Teams and Managers can create these two types of new records in the Knowledge Library:

    1. Any document or link showing the title, document name or link, tags, and audit trail for any content.

    2. A document that is original K-Net content or IRS original content not covered under an existing record control schedule or records management program.

Deleting or Making Substantive Edits to Knowledge Library Records
  1. The K-Net Manager decides which content gets deleted and archived, but it’s rare to delete posting from the Knowledge Library.

    Example:

    Delete items: posted in duplicate or in error, superseded, or no longer accurate or relevant.

Retention and Archiving
  1. For Original K-Net Content:

    • Keep current documents in the Knowledge Library.

    • Store documents no longer needed in the Knowledge Library in the Archive Library.

    • Keep these files as Program, Policy and Procedural Files per the retention policy as follows: Destroy the earlier of: three years after final approved product is superseded, or three years after policy or program is terminated.

Original K-Net Content in Ask a Question Library
  1. The Ask a Question library is a SharePoint Document library that includes:

    1. The Ask a Question Tracker listing draft responses to questions.

    2. Metadata listing the question number, the assigned responders, and the status of the review.

Creation of Ask a Question Library Records
  1. K-Net Teams and Managers can create new records in the Ask a Question Library. There are two main types of records created in this library:

    1. The question showing its reference number, status and assignment.

    2. A Word file with the draft and final response.

Deleting or Making Substantive Edits to Ask a Question Library Records
  1. The K-Net Manager decides which content gets deleted and archived, but it’s rare to delete posting from the Ask a Question Library.

    Example:

    Delete items: posted in duplicate or in error, superseded, or no longer accurate or relevant.

Retention and Archiving
  1. For Library items:

    • K-Net teams: continue to use the Ask a Question Library as an audit trail for your responses to questions.

    • K-Net Manager: Delete the item from the Ask a Question Library when complete and regularly export completed items into an Excel file from the Collaboration site to the Archive library.

  2. For the Response:

    • Keep the edited draft and final to show how you got to the final response.

    • Embed the draft in the Final version in the Ask a Question Library.

    • Keep responses as Technical Correspondence for 18 months after they’re archived.

Original K-Net Content in the Knowledge Library
  1. The Knowledge Library is:

    1. A document library with metadata that describes a specific resource- either a document or a link

    2. The storage vehicle for current K-Net content. When documents are deleted from the Knowledge Library they’re stored in the Collaboration site archive.

  2. Record the deletion in the archive log.

Hot Topics Records
  1. Items posted as Hot Topics are considered records and must follow the applicable records retention standards.

Creation of Hot Topics Records
  1. K-Net Teams and Managers can create new Hot Topics.

Deleting or Making Substantive Edits to Hot Topics
  1. Hot Topics should only be deleted if the Hot Topic was posted in error or in duplicate. Hot Topics that are no longer relevant can be archived by clicking the "Archive" button on the properties. This hides the Hot Topics from view by users but allows the K-Net Teams to see the history of prior Hot Topics.

Retention and Archiving
  1. Hot Topics are kept for three months and then archived (in other words, the Hot Topic list is exported to an Excel spreadsheet and stored in the K-Net's Archive Library.)

Unauthorized Disclosures in SharePoint

  1. PII, SBU and return information are not permitted on any TE/GE SharePoint site. Follow these procedures for an inadvertent disclosure on a K-Net site:

Unauthorized Disclosures via Ask a Question
  1. Questions received via Ask a Question are viewable on the collaboration site, access to which is restricted to the K-Net Manager and the K-Net team.

  2. If an unauthorized disclosure of return information, SBU or PII is identified, the K-Net Manager immediately contacts the requestor’s Manager to begin the unauthorized disclosure reporting process (see IRM 10.5.4, IRM 10.5.5 , and PGLD’s Data Protection and Inadvertent Disclosures procedures).

    Note:

    Return information includes most case-specific facts and information and is not limited to the taxpayer’s name, address, SSN, date of birth, or other information on the taxpayer’s return.

    Note:

    PII includes all information that, viewed separately or along with other available information, can be used to identify a unique taxpayer.

    Caution:

    Therefore, if you see case-specific facts on the discussion forum, or any facts that could be used to identify a unique taxpayer, assume they are return information unless the user has clearly indicated he/she created hypothetical facts.

  3. K-Net Manager:

    1. Document an audit log stored on the K-Net’s Collaboration Site: the name of the requestor, the date submitted, the ID number in the tracking system, the general nature of the disclosure, and actions taken to address it.

    2. Move the submitted question (including the return information, SBU or PII data) to the designed secured electronic folder on the shared server.

    3. Remove the return information, SBU or PII from the K-Net website.

    4. Notify the site collection administrator so the item can be deleted permanently from the recycle bin.

Unauthorized Disclosures via the Discussion Forum
  1. Discussion Forum questions/comments are viewable to all TE/GE employees.

  2. PII, SBU and return information should not be posted to the discussion forums. See the disclaimer on at the top of the forums.

    Note:

    Return information includes most case-specific facts and information and is not limited to the taxpayer’s name, address, SSN, date of birth, or other information on the taxpayer’s return.

    Note:

    PII includes all information that, viewed separately or along with other available information, can be used to identify a unique taxpayer.

    Caution:

    Therefore, if you see case-specific facts on the discussion forum, or any facts that could be used to identify a unique taxpayer, assume they are return information unless the user has clearly indicated he or she created hypothetical facts for purposes of the forum.

  3. If an unauthorized disclosure of PII, SBU or return information is identified, the K-Net Manager immediately contacts the poster’s Manager to begin the unauthorized disclosure reporting process.

  4. K-Net Manager:

    1. Document an audit log on the K-Net’s Collaboration Site: the name of the poster, the date and time posted, the title of the posting, the general nature of the disclosure, and actions taken to address it.

    2. Move the PII, SBU or return information to the designed secured electronic folder on the shared server.

    3. Remove from the K-Net website as soon as possible.

    4. Notify the site collection administrator so the item can be deleted permanently from the recycle bin.

Appendix: Helpful Resources

  1. The following contains miscellaneous items and training materials to help you plan and set up a new K-Net.

K-Net Planning and Standup

  1. Review the complete K-Net Planning Guide, on the Core Team and Extended Core Team Help site. It outlines these required actions in detail to create a new K-Net (K-Net Standup):

    • Obtain an understanding of any legacy current projects, outstanding issues and document repositories relevant to the K-Net issue areas

    • Create an outline of the issues or topics for that K-Net

    • Develop a catalog of existing content

    • Post relevant and up to date content to the K-Net site and to the Knowledge Libraries

    • Develop an Action Plan outlining future K-Net activities and assignments

Training Materials

  1. Find training materials on the Core and Extended Core Team Help site for:

    • K-Net Overview • Ask a Question
    • Disclosure • Content Management
    • Process • Legal Research and Analysis
    • Technology Updates • Issue Snapshots
    • Communications and Collaboration