1.17.9. User Guide for Requesting Published Products and Services

(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’s publishing specialists are the best points 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 publishing specialist on the IRS Intranet at https://publish.no.irs.gov/publish/psal.html.

(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: https://publish.no.irs.gov/pubsys/design/index.html.

(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 content owners/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 product content owners/originators. 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 product content owners/originators are charged and requested using the Publishing Services Request (PSR) at https://caps-as.enterprise.irs.gov/psr/app. If non-electronic production and distribution is required, then the product content owners/originators may need to provide another PSR to procure the services. See IRM 1.17.9.5, Importance of Standards and Submitting a Publishing Services Request, for PSR instructions.

(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 Forms, for more information on public use form types other than tax forms. The Publishing Services Branch 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, Design Guidelines for IRS Internal and Non-Tax Public Use 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:

• Validating 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 populating fields based on data entered/selected

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

(2) The GPO helps the IRS with securing printing and publishing by obtaining the best price possible using the best vendors within the printing and publishing industries and within the GPO. The results are lower pricing and faster delivery times.

(3) The GPO provides a fair, open, competitive bidding process on all procurements managed on behalf of the IRS.

(4) The 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 most procurements being obtained through the private sector.

(5) The volume of printing and publishing the federal government requires allows the GPO to obtain lower pricing than what is currently available to the public.

(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 intended audience; and

• Is clear and effective.

(3) Consult a publishing specialist at https://publish.no.irs.gov/publish/psal.html, or Document 12687, Getting Your Information Published at the IRS, posted online at https://publish.no.irs.gov/cat12.cgi?request=CAT2&itemtyp=D&itemb=12687&items=* for further instructions on establishing an audience.

(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 1.17.9.2.7.1, Posting Files to IRS.gov, below for the approval process.

(4) Posted products will be available for usage and accessible from the Publishing Catalog within 24 to 72 hours of being posted and the catalog information being updated by a publishing specialist.

(5) IRS Web page content managers should link to finished products in the CROPP. Instructions for creating the link are posted at https://publish.no.irs.gov/ephlp.html#tab=tab9.

(6) Any product posted to the CROPP should be compliant with Section 508 of the Rehabilitation Act.

(1) Publishing maintains all published product procurement 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.

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

(2) To request photocopies, submit a PSR as instructed 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 at https://publish.no.irs.gov/publish/psal.html.

(1) Product content owners/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 content owners/originators. For products requiring any translation services, please see IRM 22.31.1, Multilingual Initiative, IRS Language Services.

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

(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 content owner/originator) clicks the “Done” button, as shown 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.

(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 or Section 508 compliance for the type of product, 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 at https://publish.no.irs.gov/publish/psal.html for factors that may determine a more accurate timeline based on your situation.

(5) If you are planning a conference that requires tent cards, agendas, signage, brochures, name badges, posters, or other published items, then please consult with your publishing specialist.

(1) The Publishing Function 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 requester or purchaser has doubts about if a product should be procured/purchased under a GPO program, then they should contact an M&P publishing specialist at https://publish.no.irs.gov/publish/psal.html for assistance.

(1) This section describes the responsibilities of product content owners/originators for products Publishing produces.

(2) The product content owners/originators must notify Publishing when their contact information changes (telephone number/office symbols).

(3) Prior to retiring or leaving their position, product content owners/originators must notify Publishing of the contact information (name, telephone number, and office symbols) of the new product content owner/originator who is replacing them.

(4) The product content owners/originators can contact Publishing at any time to get a listing of all products for which they are identified as the originator.

(5) Product content owners/originators are responsible for ensuring all products meeting the definition of a record as defined in IRM 1.15.2, Types of Records and Their Life Cycles, are scheduled for retention and disposition with the RIM program office by emailing *Records Management<p.rim@irs.gov>.

(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 relevant regulations, product numbering, Section 508 compliance, 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 proper 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 requiring handling as either "Limited Official Use", "Official Use Only," "Controlled Unclassified Information," or "Sensitive But Unclassified"

(2) Ensure that all created items meeting the definition of records are scheduled for proper retention and disposition as approved by NARA.

(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 form owners/originators of a public-use form on this email. Alternatively, the publishing specialist will notify the form owners/originators of a public-use form that an OMB number or exemption is required and will then refer the form owners/originators to the TF&P OMB Unit section to start the review process.

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

(5) It is the responsibility of the form product content 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.

(1) Forms requiring information from the public are subject to the Paperwork Reduction Act (PRA) and must contain Privacy Act and PRA Notice text. Forms requiring 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.

(1) Forms requiring 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 10.5.6.4.2, Notice to Individuals Asked to Supply Information (Privacy Act Notice).

(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 and accepts the request, 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 proper procurement file.