1.17.9 User Guide for Requesting Published Products and Services

Manual Transmittal

August 19, 2016

Purpose

(1) This transmits revised IRM 1.17.9 - Publishing, User Guide for Requesting Published Products and Services. This IRM section contains general information about how to publish an IRS product.

Material Changes

(1) IRM 1.17.9.5.2(1) revised content to correct order of PSR system transfer.

(2) Editorial changes to correct grammar and punctuation errors, and to conform to Plain Writing requirements.

Effect on Other Documents

Supersedes IRM 1.17.9, Publishing, User Guide for Requesting a Published Product dated October 15, 2015.

Audience

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

Effective Date

(08-19-2016)

Steven R. Manno
Director, Publishing
Media & Publications Division

Introduction

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

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

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

Services Offered by Publishing

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

    • Product Consultation and Planning

    • Graphic Design Services

    • Composition of Tax Products

    • Composition of Internal and Non-tax Public Use Forms

    • Procurement of Published Products

    • Distribution of Published Products to General and Specific Audiences

    • Posting Products to the Intranet and Internet

    • Production/Cost Tracking of All Published Products

    • Photocopying

    • Language Translation Services

Product Consultation and Planning

  1. Customers needing assistance with planning a product or campaign of any size can consult with Publishing about where to start the process, production schedules and cost estimates, or other related matters. The M&P Publishing customer service liaisons are the best point of contact to provide analysis, advice, consultation, and education on technical publishing issues; including reviewing post-production impact/problems, problem-solving, promoting products and services, and information-sharing. Locate your assigned customer service liaison on the IRS Intranet at http://publish.no.irs.gov/mpcc.html.

Graphic Design Services

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

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

  3. Only an approved visual information specialist can apply or alter such design elements to products or provide such design elements to outside vendors. Information about graphic design services is posted at: http://publish.no.irs.gov/publish/pub-gph.html.

Composition of Tax Products

  1. Publishing provides electronic text and page layout composition services to support the creation and revision of major tax products (e.g., forms, instructions, publications, and notices). Tax law specialists in M&P’s Tax Forms & Publications (TF&P) division issue these tax products as product owner/originators on behalf of specific IRS business units. The Electronic Composition section of Publishing provides the layout and composition services.

  2. The Electronic Composition section of Publishing does not provide composition services for any product not assigned to a tax law specialist from TF&P as the originator/owner. Rather, an outside vendor, or direct sources available within Publishing based on the characteristics of the product, will provide the composition services to create products not originating in TF&P.

  3. Costs for composition to create or update products not assigned to an M&P tax law specialist as the originator/owner are charged and requested using the Publishing Services Request (PSR). If non-electronic production and distribution is required, then the originator/owner may need to provide another PSR to procure the services. See IRM 1.17.9.5.1, Submitting a Form 1767 for Publishing Services for Form 1767 instructions.

Composition of Internal and Non-tax Public Use Forms

  1. Publishing provides composition, user functionality, and Section 508 accessibility services to support creation and revision of Internal and Non-Tax Public Use Forms. See IRM 1.17.8.5.1.3.1, Public-Use Form, for more information on public use form types other than tax forms. The Publishing Services Branch of Publishing provides this service, but does not provide services for tax forms or other forms that are designed/created by the Electronic Composition section.

  2. Customers can use the PSR application to request services needed to create or update forms. These services follow the design guidelines set forth by Document 12616, General Design Guidelines for IRS Forms.

  3. User-functionality includes scripting/programing added to the form that allows the form to meet user needs. Publishing adds functionality to forms upon request of the form owner or as a recommendation of the form designer. Samples of functionality include:

    • Validation of data entered into a field

    • Expanding fields to fit data entered

    • Adding/deleting rows in a table

    • Hiding/showing information based on a selection

    • Auto population fields based on data entered/selected

Procurement of All Published Products

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

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

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

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

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

Distribution of Published Products to an Audience

  1. Publishing can distribute published products in the following ways:

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

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

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

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

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

    • Is aligned with key IRS messages;

    • Reaches the appropriate audience; and

    • Is clear and effective.

  3. Consult a publishing specialist or an M&P customer service liaison at http://publish.no.irs.gov/mpcc.html or Document 12687, Getting Your Information Published at the IRS, for further instructions on establishing an audience.

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

  2. In addition, Publishing provides a notification system that will inform a user when a new electronic revision of a product is available as soon as it is released into the Publishing catalog system. This notification provides the user with the most current version to download from the Publishing catalog system at http://publish.no.irs.gov/catlg.html.

Posting Products to the Internet and Intranet

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

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

  3. Publishing must approve public use non-tax products prior to posting them to www.irs.gov. See IRM 1.17.9, Submitting Justification to Post Public-Use Non-Tax Products to IRS.gov, for the approval process.

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

  5. IRS Web page content managers should link finished products to the CROPP to have the latest version available for download.

Production/Cost Tracking of All Published Products

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

  2. Only publishing specialists can access PSD.

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

  4. PSD also stores cost-tracking information, such as obligations and commitments.

Obtaining Photocopying

  1. Publishing specialists can assist requestors that have a large volume of photocopying, a request for color copies and no access to a color copier, or need unavailable binding using a contracted vendor via publishing procurement vehicles.

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

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

  4. Requestors that have any questions about available photocopying services should consult with their publishing specialist or an M&P customer service liaison at http://publish.no.irs.gov/mpcc.html.

Language Translation Services

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

Products Offered by Publishing

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

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

    • Conference materials

    • Documents and booklets (for employees)

    • Envelopes (for taxpayers and/or employees)

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

    • Internal Revenue Manual

    • Internal Revenue Bulletin

    • Notices (to taxpayers)

    • Posters (for taxpayers and/or employees)

    • Publications (for taxpayers and the public)

    • Tax Forms (for tax preparation)

    • Templates for PowerPoints, agendas, etc.

    • Taxpayer Assistance Center (TAC) office signage

    • Training Documents

    • Other items as needed, with the exception of promotional items

  2. A memorandum to all managers, posted on the IRS Intranet at http://irweb.irs.gov/AboutIRS/co/dcse/memo/28190.aspx and dated August 19, 2011, from the deputy commissioners stated that all promotional items must receive a deputy commissioner’s approval prior to being purchased.

When to Contact Publishing

  1. A requestor should contact Publishing as soon as the need for services arises for product(s) to support any mission, campaign, or event. Requestors new to the publishing process should consult with an M&P customer service liaison about when and how to complete a Publishing Services Request (PSR) to start the publishing process. Requestors can view the list of M&P customer service liaisons on the IRS Intranet at http://publish.no.irs.gov/mpcc.html.

  2. The requestor should have the following information available when meeting with a M&P customer service liaison:

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

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

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

    • The intent of the product(s).

    • An identified audience or group of end-users.

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

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

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

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

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

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

Importance of Standards and Submitting a Publishing Services Request

  1. Once the requestor has all or most of the useful information about the published products and has consulted with the M&P customer service liaison, follow the steps below to begin your Publishing Services Request (PSR). For more detailed instructions, refer to the Requestor’s Guide to the PSR at http://core.publish.no.irs.gov/docs/pdf/d12821--2010-02-00.pdf.

    Note:

    An incorrect “Product Type” can delay your job. If you are unsure about the correct “Product Type”, then contact an M&P customer service liaison. For a specific PSR question, email the *PSR Helpdesk at *PSRhelpdesk@irs.gov.

    Note:

    Do not use the PSR application to submit IRMs

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

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

    Figure 1.17.9-1

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    Please click here for the text description of the image.

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

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

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

    • Reprint an Existing Product — select this option for existing catalogued products to be reprinted that do not include revisions


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

    Figure 1.17.9-2

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    Please click here for the text description of the image.

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

    • Requestor

    • Operating Division*

    • Requestor Office Symbols

    • Product Title

    • Product Type*

    • Product Information

    • Requested Delivery Date

    • Requestor Notes

    • Approving Official*

    • Funding Approver*

      Note:

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

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

    Figure 1.17.9-3

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

    Figure 1.17.9-4

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    Please click here for the text description of the image.

  7. STEP 6: To upload an attachment:

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

      Note:

      You may attach multiple files to your request.

      Figure 1.17.9-5

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      Please click here for the text description of the image.

    2. After you find all attachments, select the "Submit" button (Figure 1.17.9-6).

      Figure 1.17.9-6

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

      Figure 1.17.9-7

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  8. STEP 7: After you submit a request, the system routes the request to the following for approval:

    • Approving Official

    • Funding Approver

  9. Once a request is approved and funded, your publishing specialist can process the order.

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

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

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

      Figure 1.17.9-8

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

      Figure 1.17.9-9

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      Please click here for the text description of the image.

  11. For general questions or comments, send an email to the PSR Administrator at PSRhelpdesk@irs.gov.

Submitting a Form 1767 for Publishing Services

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

    Example:

    You must use a paper Form 1767 to submit an IRM for publication.

PSR Submission Flow

  1. After a PSR is submitted, it travels to the email inboxes of an approving official and a funding approver designated during the submission process. When the requestor (product originator/owner) clicks the “Submit” button, as indicated in Step 6 in IRM 1.17.9.5 (7)2), the PSR system will transfer the request in the following order:
    Approving Official and Publishing Estimate (if applicable) → Funding Approver → Publishing

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

  3. Once both the approving official and funding approver sign the PSR, then the request goes to Publishing. The requestor will receive an email message that the PSR is in route to Publishing and will soon be assigned. When Publishing receives the PSR, it will contain a 7-digit requisition number that will appear in the subject line of the email message and on the PSR itself.

  4. When Publishing receives the PSR, it will go in one of a series of email in-boxes within Publishing based on the requestor’s business unit profile and/or product type.

  5. Within 1-3 business days, a gatekeeper reviews the PSR and routes it to an assigned publishing specialist.

  6. Once a publishing specialist receives the request, they will contact the requestor to obtain any information needed to complete the request.

Timeframes to Design, Print, and Distribute a Published Product

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

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

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

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

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

Roles and Responsibilities When Publishing a Product

  1. Other specific roles and responsibilities appear below for the listed entities when publishing a product:

    • Publishing Division

    • Requestors/Originators

    • Heads of Office

Publishing's Roles and Responsibilities

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

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

Officially Published Products
  1. Publishing can procure or develop only officially published products. A published product is not an official IRS product unless it contains a catalog number and product identifier issued by Publishing.

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

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

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

    • Production Sources

    • JCP Regulations Guidance

    • Training Products Program

    • Envelope Program

    • Electronic Research Services

    • IRS Internet Site

    • Published Products Central Repository

    • Graphic Design

    • Reproducible Tax Products Service

    • CD-ROM Availability

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

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

    • Other Government In-Plant Printing - Work produced by any other government printing facility, such as the General Services Administration (GSA), and the Federal Prison Industries, Inc. A list of authorized printing plants appears in the Government Printing and Binding Regulations at http://www.gpo.gov/pdfs/congressional/PB_Regulations.pdf.

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

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

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

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

  2. Previous versions of a published product are archived on the Catalog Page at http://publish.no.irs.gov/catlg.html.

Online Catalog Page
  1. Publishing catalogs all official products on the electronic Catalog Page at http://publish.no.irs.gov/catlg.html. The Catalog Page offers access to:

    • E-subscriptions of published products

    • Product and contact information

    • Section 508-compliant files

    • Previous revisions

Responsibilities of Product Owners/Originators

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

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

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

Revising Existing Published Products
  1. The product originator/owner is responsible for updating products for changes.

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

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

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

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

  4. If an item is dormant, Publishing can make the item obsolete, with a Publishing branch manager’s approval.

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

Submitting Justification to Post Public-Use Non-Tax Products to IRS.gov
  1. The originator of a public-use non-tax product must submit written justification to Publishing to post a public-use form or publication to www.irs.gov. The written justification should contain the following information:

    • Product description;

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

    • Intended audience; and

    • Other pertinent information.

  2. The originator’s Business Approver must approve the justification and email it to the assigned publishing specialist. The publishing specialist will then seek the written or email approval of his or her branch chief. If the branch chief disapproves the request, the publishing specialist will notify the originator and also, if necessary, request the IRS.gov gatekeeper to remove older posted revisions of the product from www.irs.gov.

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

Heads of Office Roles and Responsibilities

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

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

    • Incorporate agency style, format, and graphic standards

    • Use established publishing standards, including appropriate regulations and lead times

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

    • Notify Publishing of any research affecting printed products to avoid program delays and duplication

    • Include Publishing in plans for joint publications with other agencies

    • Obtain production of items through the appropriate Publishing Office

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

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

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

Special Publishing Circumstances

  1. There are special publishing circumstances that may affect some published products. Check with your M&P customer service liaison at http://publish.no.irs.gov/mpcc.html or publishing specialist to see if these or other circumstances may apply to your product:

    • Office of Management and Budget Numbers for Public-Use Forms

    • Paperwork Reduction Act (PRA) Notice

    • Privacy Act

    • Color Copier Purchases

OMB Numbers for Public Use Forms

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

  2. M&P’s Tax Forms & Publications (TF&P) OMB Unit, or the OMB directly, must provide OMB numbers or exemptions.

  3. The publishing specialist designing the public use form will email it to the IRS OMB office to verify if an OMB number or exemption is required, and will copy the owner/originator of a public-use form on this email. Alternatively, the publishing specialist will notify the owner/originator of a public-use form that an OMB number or exemption is required, and will then refer the owner/originator to the TF&P OMB Unit section to start the review process.

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

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

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

  7. Publishing will not post for external or internal release public-use forms not containing either an OMB number or an exemption from the IRS' M&P TF&P OMB unit.

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

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

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

    Reminder:

    You cannot use the online PSR application to revise (obsolete) IRMs. See IRM 1.11.2, Internal Revenue Manual (IRM) Process for more information.

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

    Note:

    Publishing will not post to the IRS internet at www.irs.gov forms that do not contain an OMB number.

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

Paperwork Reduction Act (PRA) Notice

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

Privacy Act

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

Color Copier Purchases

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

Requesting High-Speed, Color-Copier Duplicators or Specialty Copiers

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

  2. You must coordinate local requests through the local Support Services area and forward the local requests to the Publishing Services Branch.

  3. Prepare and submit the following information in the prescribed order:

    • Office location and exact location of existing equipment;

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

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

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

    • A justification for any copier features requested (see Form 13884, Color Copier Purchase Justification);

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

    • If other than the least-expensive copier is selected, then you must give the reasons.

  4. After the national coordinator reviews the request and finds it acceptable, Publishing will forward the request to the Department of the Treasury for approval or disapproval, as required by Department of the Treasury Directives Manual Chapter TDP-70, Section 05, Chapter 5. Publishing will send written approval or disapproval of copier requests to the requesting office. Normal turnaround times through Publishing and Treasury, if everything is in order, would be 30 days.

  5. Until approval is received, an individual delegated procurement authority cannot make formal or informal obligation or commitment to the intended equipment vendor. Inform the vendor that Publishing approval is required, and under no circumstances is the vendor’s national representative to intervene by directly contacting Publishing. If further information is needed, then Publishing will contact the vendor.

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

  7. Publishing will file a copy of the approval in the appropriate procurement file.