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

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

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

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

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

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

This IRM provide information and instructions to the Tennessee Computing Center (TCC) and Service Center technicians involved in the preparation, revision, and processing of IDRS letters. This includes letters created for national use as well as local letters, Office of Management and Budget (OMB) Clearance Records, Preaddress Addresses, Return Addresses, Signature Titles, and Special Inserts.

The Chief Information Officer (CIO) is responsible for overseeing all aspects of our systems.

This program is governed by OTC and technicians at the Service Centers and Computing Centers.

The IDRS Letter System is the IDRS computer system used to generate letters for the five major master files: MMLF,NMLF,SMLF,CNLF, and OMB-CLEARANCE-NUMBER-FILE.

For a comprehensive list of IRS acronyms please refer to the Acronyms Database (irs.gov) . The table lists commonly used acronyms and their definitions

http://serp.enterprise.irs.gov

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Reference items should be aligned, for example:

Enclosures:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Inserting SELECTIVE-PARAGRAPHs. General, CTS, 1.4.1.

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

The "D" or line delete command.

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

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

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

Log on to the terminal, as follows:

Use the following procedure to assign the Correspondex files.

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

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

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

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

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

In order to input, review, or revise a letter the text editor must be called to place you in an edit mode. Once in edit mode, text editor commands may be used to make changes to a letter. A summary of edit commands appears in See Exhibit 2.11.1-9. They may be input in any order. Each command or text line must be preceded by an SOE symbol and the XMIT key must be pressed when the cursor is at the end of the line. The commands are explained more completely in the TEXT EDITOR MANUAL published by UNISYS. The input formats for the FILL-IN-LINE, LETTER-HEADER-LINE, and NARRATIVE LINE appear in Exhibits 2.11.1–6 through 2.11.1–8 ( See Exhibit 2.11.1-6. The Start Positions for the elements to be input are relative to the SOE if in input mode or to the last character of the text editor command if in update mode. Validity requirements for elements to be input are explained in ( See IRM 2.11.1.3.)

To call the Text editor to place you in an edit mode use the Executive Control Language (ECL) command @ED followed by a comma then the appropriate edit options. The options are:

If a letter is to a revised, it is only necessary to update those lines which require changes. See IRM 2.11.1.4. for instructions to insert blank lines or change. See the TAB character. To call text editor to revise a letter that has been retrieved by Program CRX5[slash0] at TCC or by Program CRX5A at a Service Center, use the ECL command @ED with the "U" and "Q" options. The format is as follows:

If a new letter is to be input, the LETTER-HEADER-LINE, and all NARRATIVE-LINES and FILL-IN-LINES must be input. The LETTER-LINE-NUM is optional input for all NARRATIVE-LINEs and FILL-IN-LINEs. If input all LETTER-LINE-NUMs must be in ascending sequence. The FILL-IN-NUM must be input for all FILL-INs and must be in ascending sequence. All lines which are part of a SELECTIVE-PARAGRAPH must include a SELECTIVE-PARA-CD and all SELECTIVE-PARA-CDs must be in ascending sequence. See IRM 2.11.1.4.2.for instructions to insert blank lines or change the TAB character.

To call the text editor to begin input of an entirely new letter, use the ECL command @ED with the "I" and "Q" options. The format is as follows:

To call the text editor to review a letter that has been either retrieved or input, use the ECL command @ED with the "R" option. The format is as follows: — @ED,R CTWF. The "R" option will place you in review mode. No changes can be made in this mode. If you wish to make changes, type "UP" and press XMIT. This will put you in edit update mode. (See #3 above.)

Do not log off when in edit mode or during execution of one of the CRX programs. To get out of CTS mode, type XCTS and press XMIT. To terminate Text Editor, type EXIT and press XMIT. If a program is executing, wait until an SOE has returned to the screen — do not type one in yourself.

To log off the terminal, type @FREEM,T then press XMIT.

Do not walk away from the terminal for more than a few minutes while logged on — the system will log you off if it receives no input within a specified time interval. (It will display TIMEOUT WARNING before logging you off.) This could cause significant loss of your input.

To retrieve an existing letter, use Program CRX5[slash0]. This requires three lines of input in the following format:

If the letter is successfully retrieved, the terminal response is: RECORD WAS RETRIEVED FROM FILE. A copy of the letter will be stored on the CTWF where it can be changed or reviewed using the text editor. Otherwise, error messages will appear on the screen. ( See Exhibit 2.11.1-4. for a list of possible error messages.) Check the input syntax and FORM-LETTER-NUM used and re-enter both lines of input (as prompted by the program).

Program CRX51 is used to validate a FORM-LETTER-TCC that has been edited and is on the CTWF. The command format is — @XQT C.CRX51

If there are no errors, the terminal response is: RECORD WAS ADDED TO THE CQRF. This means that the letter on the CTWF is valid and has been added to the CQRF as a FORM-WITH-CHNG-INDICATORS. If this is a correction of a letter already on the CQRF, the message displayed is: RECORD WAS REPLACED ON CQRF. This program renumbers all LETTER-LINE-NUMs and FILL-IN-NUMs and sets change indicators for all fields that have been added or changed.

If the letter contains errors, the terminal response is: LETTER CONTAINS ERRORS. SEE ERROR FILE. The user should then review the error file to display the error messages. ( See Exhibit 2.11.1-4. for a list of error messages.) The commands to review the error file are:

When the errors have been reviewed, get out of CTS by typing "XCTS" or terminate editor by typing EXIT and press XMIT. Then return to the CTWF to correct the errors noted on the CRX-ERRORS file. Re-execute CRX51 to validate your changes. It may be necessary to execute Program CRX51 several times before all errors have been corrected.

Program CRX52 is used to input CRRSPNDX-ACTION-RECORDS. It is used after letters that have been added or revised and placed on the CQRF (by CRX51) have been reviewed for correctness. It is also used to delete obsolete FORM LETTERs. This program requires three lines of input in the following format:

If the message "ACTION RECORD WAS ADDED TO FILE" is displayed, all necessary files were successfully accessed and additional action records may be input. If this message is not displayed, correct the error indicated and re-enter the action record. If a FORM-LETTER was deleted from the NMLF and could not be added to the CQRF, the program will attempt to rewrite the FORM-LETTER to the NMLF. If additional error messages indicate that the FORM-LETTER could not be rewritten, contact the Computer Systems Analysts to check the NMLF. You may input more than one FORM-LETTER-NUM and action to Program CRX52. Press XMIT after each input line and wait for CRX52 to respond before typing the next line. Type only one FORM-LETTER-NUM and action per line. After you have input the last FORM-LETTER-NUM and action and a message has returned, type @EOF after the SOE symbol and press XMIT.

Do not input more than one action for the same FORM-LETTER-NUM during any one update cycle.

Use the text editor to input OMB-UPDATE-RECs. These are used to update OMB-CLEARANCE-NUMBER-RECORDs both at TCC and at the Service Centers. ( See Exhibit 2.11.1-9. for the input format.)

Run descriptions for TCC Correspondex update batch programs are listed below. These programs must be run in the following order to produce the monthly Correspondex updates.

Run descriptions for Correspondex utility batch programs are listed below.

Run CRX70 — Within two weeks following the end of the calendar quarter, each service center will send a tape copy of file CRX0312 to the TCC Tape Library. (Use Run CRX[slash0]3Q to produce the tape copy.) This TCC production run extracts the current QUARTER-N-CUM for each national and local letter from each service center tape and computes the national volume for each letter. Three statistical reports are generated. C-LETTER-LIST and L-LETTER-LIST display the usage statistics for national letters and local letters, respectively. For each letter, they show the QUARTER-N-CUM for each service center, as well as the quarterly national volume (NAT-VOL) and the year-to-date volume (YTD-VOL). LOW-USAGE-LIST isolates those C-LETTERS with a YTD-VOL of 50 or less. In addition, two recirculating tape files are generated to carry statistics from one quarter to the next. Copies of the reports will be distributed by the TCC Correspondex Unit.

To retrieve an existing letter, use Program CRX5A. This requires three lines of input in the following format:

If the letter is successfully retrieved, the terminal response is: RECORD WAS RETRIEVED FROM FILE. A copy of the letter is stored on the CTWF, where it can be changed or reviewed. Otherwise, error messages will appear on the screen. ( See Exhibit 2.11.1-4.for a list of error messages.) Check the input syntax and FORM-LETTER-NUM used and reenter all three lines of input (as prompted by the program).

Program CRX5B is used to validate a FORM-LETTER that is on the CTWF after it has been edited. The command format is: — @XQT C.CRX5B

If there are no errors, the terminal response is: RECORD WAS ADDED TO THE CQRF. This means that the letter on the CTWF is valid and has been added to the CQRF as a FORM-WITH-CHNG-INDICATORS. If this is a correction of a letter already on the CQRF, the message displayed is: RECORD WAS REPLACED ON CQRF. This program renumbers all LETTER-LINE-NUMs and FILL-IN-NUMs and sets change indicators for all fields that have been added or changed.

If the letter contains errors, the terminal response is: LETTER CONTAINS ERRORS. SEE ERROR FILE. The user should then review the error file to display the error messages. The commands to review the error file are:

When the errors have been reviewed, get out of CTS by typing XCTS, or terminate Text Editor by typing EXIT and press XMIT. Then return to the CTWF to correct the errors noted on the CRX-ERRORS file. Re-execute CRX5B to validate your changes. It may be necessary to repeat these steps several times before all errors have been corrected.

After a letter has been properly edited, validated, and placed on the CQRF, a CRRSPNDX-ACTION-RECORD must be added to the CARF by Program CRX5C. This record will confirm what action must be taken on each letter on the CQRF. It is also used to delete obsolete FORM-LETTERs. This program requires three lines of input in the following format:

If the message "ACTION RECORD WAS ADDED TO FILE" is displayed, all necessary files were successfully accessed and additional action records may be input. If this message is not displayed, correct the error indicated and re-enter the action record. If a FORM-LETTER was deleted from the SMLF and could not be added to the CQRF, the program will attempt to rewrite the FORM-LETTER to the SMLF. If additional error messages indicate that the FORM-LETTER could not be rewritten, contact the Computer Systems Analysts to check the NMLF. You may input more than one FORM-LETTER-NUM and action to Program CRX5C. Press XMIT after each input line and wait for CRX5C to respond before typing the next line. Type only one FORM-LETTER-NUM and action per line. After you have input the last FORM-LETTER-NUM and action and a message has returned, type @EOF on the next line after the SOE symbol and press XMIT.

Do not input more than one action for the same FORM-LETTER-NUM during any one update cycle.

See IRM 21.3.3 for instructions of when to create service center versions of "C" letters.

If it is necessary to create an authorized Service Center version of a "C" Letter, the procedure to follow is:

Use CTS to input OMB-CLEARANCE-UPDATE-RECs-SC. These are used to update OMB-CLEARANCE-NUMBER-RECs at the Service Centers. ( See Exhibit 2.11.1-9. for the input format.)

Use the text editor to input PREADDRESSEE-UPDATE-RECORDs. These are used to update PA-NAME-AND-ADDR-RECs at the Service Centers. Up to three types of input record may be used to update a PA-NAME-AND-ADDR-REC. ( See Exhibit 2.11.1-10.for the input formats.)

Use CTS to input RETURN-ADDRESS-UPDATE-RECORDs. These are used to update RETURN-ADDRESS-RECs at the Service Centers. ( See Exhibit 2.11.1-13. for the input format.)

Use CTS to input SIGNATURE-TITLE-UPDATE-RECs. These are used to update SIGNATURE-TITLE-RECs at the Service Centers. ( See Exhibit 2.11.1-14. for the input format.)

Use CTS to input SPECIAL-INSERT-UPDATE-RECORDs. These are used to update SPECIAL-INSERT-RECs at the Service Centers. ( See Exhibit 2.11.1-15. for the input format.)

Each SPECIAL-INSERT-UPDATE-RECORD is input on a separate line with a CTS line number. Or, if you must, first press XMIT to go into Text Editor input mode.

Use CTS to input EMPLOYEE-NUM-SIG-UPDATE-RECs. These are used to update EMPLOYEE-NUM-SIG-TITLE-RECs at the Service Center. ( See Exhibit 2.11.1-16. for the input format.)

To begin entering codes:

Each EMPLOYEE-NUM-SIG-UPDATE-REC is input on a separate line. First press XMIT to go into input mode (text editor only).

Input fields for EMPLOYEE-NUM-SIG-UPDATE-RECs are as follows.

Blank spaces between input elements must be keyed in as blanks at the terminal. Blank spaces at the end of the input record do not.

Press XMIT after each line of input.

Press XMIT again to go into edit mode to review and correct data (text editor only).

When all records have been input, terminate text processing as follows:

The parameters necessary to generate a SPECIAL-LETTER-USE-REPORT are input by the console operator at the time of program execution. These parameters should be provided to the Scheduler by the Service Center Letter Technician when a report is needed.

Program CRX62 will generate one of three types of SPECIAL-LETTER-USE-REPORTS, depending upon the REPORT-REQUEST-PARAMETERS input by the console operator. These parameters differ for each type of report, as follows:

Run descriptions for SC Correspondex update batch programs are listed below. These programs should be run (as prescribed in the Correspondex CPB) to produce the monthly Correspondex updates.

Correspondex Command Codes are used to initiate the daily computer generation of letters. See IRM 2.11.1.2.1.for a list of all Correspondex Command Codes.

Program CRX[slash0]1 — This batch program will sort and delete daily letter requests. It produces a file of letters to be printed (CRX[slash0]12[slash0] ) and a list of those letter requests which were deleted from the LETTER-REQUEST-FILE (via CC LPAGD).

Program CRX[slash0]3 — This batch program merges the FORM-LETTER on the SEQUENCED-MASTER-LETTER-DISC with the data on the LETTER-REQUEST-FILE to produce TAXPAYER-LETTERs. For each letter request, if there is a matching SELECTED-LETTER-REQUEST, the selected letter date (usually the current date plus 1 work day) is printed on the TAXPAYER-LETTER. For each letter request where there is no matching SELECTED-LETTER-REQUEST, the current date plus 3, 4, or 5 work days is the date printed on the TAXPAYER-LETTER. Program CRX[slash0]3 also updates the CRRSPNDX-LETTER-USE-FILE and produces the DAILY-LETTER-USE-REPORT, the LETTER-ERROR-LIST and the SELECTED-LETTER-ERROR-LIST. The DAILY-LETTER-USE-REPORT contains counts of FORM-LETTER use for that day and accumulated quarter counts for the current quarter. The LETTER-ERROR-LIST is a list of letter requests which could not be formatted for print. The SELECTED-LETTER-ERROR-LIST is a list of erroneous FORM-LETTER-NUMs on the SELECTED-LETTER-REQUEST file. Schedule Run CRX[slash0]3Q on the first day of each calendar quarter to produce a disc copy of file CRX[slash0] 312. This disc should be FTP'ed to TCC within two weeks for use as input to Run CRX7[slash0]. See IRM 2.11.1.5.7.

Program CRX6[slash0] — will print a FORM-LETTER-EXHIBIT-TCC for every FORM-LETTER on the MSC-MASTER-LETTER-DISC. Each exhibit includes letter header data at the top of each page and the text of the letter.

Program CRX61 — performs the same function as Program CRX6[slash0] for the SC-MASTER-LETTER-DISC.

Program CRX62 — is a utility that produces the SPECIAL-LETTER-USE-REPORT, and may be run on an as-needed basis. The Service Center Letter Technician must provide the REPORT-REQUEST-PARAMETERs to the scheduler. See IRM 2.11.1.6.11. for an explanation of these parameters. See IRM 2.11.1.2.3. for explanations of the different REPORT-TYPEs that Program CRX62 produces.

Program CRX65 — will initialize (or rebuild) the SMLF from the SC-MASTER-LETTER-DISC. Run Controls and a list of all FORM-LETTERS which could not be added to the SMLF will be printed at the end of the job.

MSC-MASTER-LETTER-DISC (CRX5411) — Contains all the text in the ‘C’ letters. This tape is output from Run CRX54E and will be the input to Run CRX09N.

SC-MASTER-LETTER-DISC (CRX5711) — Contains all the text in the Service Center letters and local letters. This tape is output from Run CRX57 and will be input to CRX09S.

MASTER-COMMENT-FILE (CRX07A20) — Disk file containing everything that goes in the SERP copy but is not part of a C letter. This file will be input to Run CRX09S.

CRX-ASG1 — This file allows the Letter Technicians to run programs CRX07 and CRX08. It must be @ADDed at the beginning of the terminal session. The ECL statements within the file will map the programs and assign the files needed. For instructions on maintaining this file see the CRX CPB.

CRX-ASG2 — This file has the same functions as CRX-ASG1. CRX-ASG2 was added to this system to allow two Letter Technicians to work with programs CRX07 and CRX08 at the same time. The only difference between the two files is the system file names for WKFILE and ERR-FILE. For instructions on maintaining this file see the CRX CPB.

WKFILE — This is the file that the Letter Technician will use CTS or IPF to edit or create a comment record. This file is produced after executing CRX07 on the demand terminal. After the editing is completed this file will be input for the demand run CRX08.

ERR-FILE — This file is created by program CRX08 and contains the error messages that must be corrected in WKFILE before CRX08 will update the MASTER-COMMENT-FILE.

CRX0901 — This file is used by the Letter Technician to tell Run CRX09S which records to print out in the SERP format. Use CTS or IPF to enter only the form letter number.

CRX0941 — This is the error listing produced by Run CRX09N/CRX09S.

CRX0943 — Run controls for Run CRX09N/CRX09S.

CRX0910 — Tape file from Run CRX09N/CRX09S. Contains the SERP letters. This tape may be sent to the laser printer instead of downloading CRX0920 to the PC. This is probably faster than using file CRX0920 but you don't have the advantage of spell checking or correcting any errors in the letter.

CRX0920 - Disk file from Run CRX09N/CRX09S. Contains the SERP letters. This file can be downloaded to a PC.

Programs CRX07 and CRX08 are required programs for updating the MASTER-COMMENT-FILE. In order to make these programs work the Letter Technician must enter @ADD CRX-ASG1. at the terminal. If two Letter Technicians want to work on this system at the same time; one should enter @ADD CRX-ASG1. at his/her terminal and the other should enter @ADD CRX-ASG2. at his/her terminal. After completing this you are ready to run CRX07.

CRX07 — At the terminal enter @XQT C.CRX07 and transmit. The whole purpose of this program is to allow a Letter Technician to change an existing record on the MASTER-COMMENT-FILE or create a new record to go on the MASTER-COMMENT-FILE or delete a record off the MASTER-COMMENT-FILE that may be obsolete. Answer the prompts on the screen. Use "A" or "a" if this is a new record not already on the MASTER-COMMENT-FILE. Use "R" or "r" to retrieve an already existing record. Use "D" or "d" for delete.

Editing WKFILE — After program CRX07 has completed you are ready to edit WKFILE. At the terminal enter:

Fields to be filled in on the WKFILE:

ENTERING NOTES:See Exhibit 2.11.1-21. is an example of possible notes. A total of 70 lines are allowed for notes. "[ ]" should be on the very last line of the workfile. If there are no notes for this record, then the ending brackets should be on line #49. It is not necessary to enter asterisks or dotted lines between notes as program CRX09 will provide them.
 

The RESEQUENCE command in CTS may be used to change the CTS line numbers. This may come in handy if you are inserting a note between two already existing notes. However, it is important to remember that program CRX08 will give error messages as if the WKFILE is numbered beginning with 1 and incremented by 1. Example: "LINE # 63 NOTE TEXT TOO LONG" . This means that the 63rd line from the top of the file is a note line and text was entered past column 64. If the RESEQUENCE command was used to change the line order while editing the file, example: RES 10,10 (renumber the file beginning with the first line and increment by ten), the CTS line number for the 63rd line would probably be 630. This could become confusing when trying to find errors. It is recommended to use RES 1,1 after all changes have been made and just before REP. This will put the line order back to the way it was after run CRX07.

CRX08 — Once all changes have been made in WKFILE:

When program CRX08 encounters errors it will either display a message on the screen or write the message to a file called ERR-FILE. and display "WKFILE CONTAINS ERRORS, SEE ERR-FILE. At this point CTS may be used to view the file.
Ex:

After CRX08 updates the MASTER-COMMENT-FILE the following displays will be on the screen:

Building the CHANGED-LETTER-REQUEST-FILE (CRX0901) — In order for Run CRX09S to know what records to print-out, a small file — CRX0901 must be created using CTS or IPF:

Once the CHANGED-LETTER-REQUEST-FILE (CRX0901) has been created and the corresponding COMMENT-RECORDS have been updated, Run CRX09S may be scheduled. Run CRX09S will use CRX0901 to decide which records to print out in the SERP format. At the normal completion of this run, 3 disk files will be printed.

CRX0943 contains the run controls for Run CRX09N/CRX09S. TOTAL REQUESTS READ should equal TOTAL LETTERS PRINTED + TOTAL ERROR REQUESTS.
CRX0941 is the error listing for Run CRX09N/CRX09S. The following are examples of error messages:

The group codes are as follows:

rules should be set up as follows:

It helps if you understand how the program (CRX51 or 5B) works with a rule: All spaces are eliminated and the data is moved into a field until it finds a semi-colon. If you forget a semi-colon the program gets confused and you can have unpredictable results. ‘if /AB then C;’ becomes ‘if/ABthenC;’ becomes ‘if/AB@@@@C;’ ‘then’ is overwritten with ‘@@@@’ so that it won’t be confused with a selective paragraph. Position 3 begins the selective paragraph area and position 8 is the first selective after the ‘then’. Any references to RIGHT or LEFT are in relation to ‘then’.