The IRM enables the IRS to meet certain federal requirements to document, publish and maintain records of policies, authorities, procedures and organizational operations described in IRM 1.11.1.1.2, Authority.

The IRS Restructuring and Reform Act of 1998 (RRA98) resulted in a complete restructuring and reformatting of the IRM to align with IRS business processes. One of the primary goals of IRS modernization was to restore and maintain the IRM as the single, official compilation of IRS policies, procedures and guidelines.

In 1999, the IRS formed the Office of Servicewide Policy, Directives and Electronic Resources (formerly Servicewide Policy, Directives and Electronic Research). SPDER is responsible for designing, implementing and monitoring a strategic approach to managing and setting Servicewide policy for internal management directives. See IRM 1.11.1, Internal Management Document (IMD) Program and Responsibilities, for information about the effect of these changes.

By law, federal agencies must document, publish and maintain records of policies, authorities, procedures and organizational operations. The IRM is the source for the IRS. See IRM 1.11.1.1.2, Authority, for the authorities and legal obligations of IMDs.

The Freedom of Information Act (FOIA), 5 USC 552(a)(2)(C), requires each agency to maintain and make available for public inspection and copying administrative staff manuals and instructions to staff that affect a member of the public. The redacted IRM posted on IRS.gov fulfills this requirement.

The Freedom of Information Act (FOIA), 5 USC 552(a)(2)(E), requires each agency to maintain and make available for public inspection and copying a current index of records likely to become the subject of multiple FOIA requests for substantially the same records. Document 10988, IRM Index, is available on IRS.gov and fulfills this requirement.

The Director, Strategy and Business Solutions (SBS)- RAAS, is responsible for IMD program administration and designates oversight responsibility for the IMD program, including IRMs, to the Director of SPDER.

Program directors Servicewide oversee IMD administration under their program responsibility, including approval of new or revised IMDs.

Program owners manage and execute the IMD program.

Employees who prepare IMDs are responsible for clearing them through all affected offices.

The Director, Media and Publications (M&P), is responsible for composition reviews involving numbering, formatting and processing the IRM for publication. M&P is also responsible for planning, developing, coordinating, administering and evaluating the policies, systems, procedures and standards to meet IRS publishing needs. See IRM 1.11.5, Publishing the Internal Revenue Manual (IRM).

SPDER manages the IMD program through the following reviews and reports:

IMD Certification: SPDER annually requires business units to indicate the status of their IRMs, Servicewide delegation orders and policy statements, and to certify IRM management and internal controls. SPDER compiles the results into a report for senior executives, managers, IMD coordinators and staff. The report supports and improves IMD program management.

The following table defines terms that appear throughout this IRM section:

The following table provides acronyms that are used throughout this IRM section:

The following table lists the primary sources of guidance on the IMD and IRM programs. Together, they form the operating rules and responsibilities for the IMD program.

The IRM Decision Tool is an interactive flowchart that helps you determine if new content or instructions to staff found in other sources must be included in the IRM. Access the tool at https://spder.web.irs.gov/imd/Resources/IRMDecisionTool.aspx.

Document 12835, The IRM Style Guide, is authored by SPDER and provides guidance on format, structure, plain language and writing standards specific to IRMs.

The IRS Style Guide, authored by Communications and Liaison (C&L), is a web-based product that provides punctuation, grammar and general writing rules for internal communications. It can be accessed at https://irsgov.sharepoint.com/sites/CL/SitePages/IRS-Style-Guide.aspx.

Exhibit 1.11.2-3, IRM Web Resources, provides useful IMD-related links.

Program owners may issue supplemental guidance and local procedures to employees when the primary guidance is in the IRM. Supplemental guidance contains information on a specific program, project or task. Supplemental guidance must comply with published guidance and reference the applicable IRM section.

Supplemental guidance:

Types of supplemental guidance include:

The program office owning the source content and any other affected program office must review supplemental guidance annually for accuracy.

Risks associated with placing instructions in a supplemental source of guidance include:

When deciding whether to place content in the IRM or in a supplemental source of guidance, consider the standards for primary guidance provided above in IRM 1.11.2.2 (2). In addition to those standards, information also belongs in the IRM if any of the following apply:

For help in determining if content belongs in the IRM or in a supplemental source of guidance:

Each program owner is responsible for developing, maintaining and publishing procedures in the IRM to administer their program. See IRM 1.11.2.1.6, Terms, for definitions and IRM 1.11.2.3.3, Identify the IRM Owner, for more information about the IRM owner.

IRM content must be accurate and reliable to ensure consistent administration of the tax laws. To maintain the accuracy of the IRM, the program owner must:

Procedural and operational changes typically originate from the following sources:

Routine IRM updates are more efficient; addressing changes as they occur eases the burden on authors and reviewers. Infrequent updates usually require extensive changes which increase the time it takes to write, clear and publish the IRM.

IRM sections that have not been updated for five or more years are considered "overage" . This is an indicator that the IRM content is most likely not current and must be reviewed and revised if necessary.

At times, national program guidance may not apply to the work in all offices in all areas of the country because of special circumstances or other restrictions. In these cases, you may need to deviate from the official procedures in the IRM. Deviations from national program guidance require approval following Delegation Order 1-69, Authorization to Approve an Internal Management Document (IMD), in IRM 1.2.2.2.53.

You must issue guidance that deviates from the IRM (even if temporary) through an interim guidance memorandum (IGM), in accordance with IRM 1.11.10, Interim Guidance Process. It must be:

When preparing a deviation:

If your IRM is on SERP, you must also issue an IPU referencing the deviation.

Procedural guidance which deviates from the IRM is subject to FOIA on IRS.gov. For information on the E-FOIA criteria and requirements, see IRM 1.11.10, Interim Guidance Process.

An IRM section involving a program, policy or process must describe its internal control framework in the first subsection. Title this subsection "Program Scope and Objectives." This subsection describes the program objectives and officials charged with program management and oversight. This informs employees about the importance of, and context for, internal controls. The terms associated with internal controls are below in paragraph (4). Definitions for additional terms associated with the IRM process are in IRM 1.11.2.1.6, Terms.

As described in IRM 1.4.2, Monitoring and Improving Internal Control, internal controls are the programs, policies and procedures established to ensure:

The program director is responsible for ensuring IRM internal control content is complete, accurate, and reviewed at least annually, to promote consistent tax administration. This rule is consistent with the annual IRM review requirement in IRM 1.11.2.2.2, IRM Standards.

The IRM must address internal controls by providing an overview of information relating to the program, process or activity. IRM internal controls include the components listed in the table below, in the same order as below. The IRM may include additional components, if any, after those specified in the table.

Place information relating to internal controls within the first subsection of the IRM. The following example illustrates how the numbering displays in the IRM:

Business units (BU) must publish their functional statements in an IRM section in IRM 1.1, Organization and Staffing. The functional statement IRM provides a high-level description of the BU’s operations, organizational structure and activities it performs to achieve the IRS mission. The IRM contains the functional statement of the BU itself, and the functional statements of all program offices within the BU.

The BU’s functional statement describes its:

Each program office’s functional statement describes its:

Business units must:

New business units should use the information in the documentation establishing the office to prepare a functional statement IRM. There’s a job aid available on the IMD Community of Practice site to help you prepare functional statements and functional statement IRM sections, located at https://spder.web.irs.gov/imd/Resources/FunctionalStatements.aspx.

Each IRM section consists of the following:

The following table describes the elements of an IRM section.

The IRS publishes the IRM at the section level. Upon SPDER’s approval of a new IRM section request, M&P assigns the IRM section a catalog number. The catalog number is a unique string of five numbers and one letter.

When M&P assigns a catalog number, it is permanently associated with the IRM section and the primary topic. M&P cannot re-use the IRM number nor catalog number unless it's for the same or a similar topic.

For information on catalog number approval, see IRM 1.11.2.4.1.1, Receive a Catalog Number.

The business unit (BU) primarily responsible for the program owns and manages the IRM content. As explained in IRM 1.11.2.2.2, owners are responsible for the accuracy of their IRM content. To identify ownership, see the relevant functional statement IRM in IRM 1.1, Organization and Staffing.

In some cases, two or more program offices in different BUs may contribute to the content of an IRM section; however, only one BU can be the primary owner.

The following indexing tools list the IRM owners. Refer to these tools to determine who to contact when you have a question or concern involving a particular program:

Management assigns analysts or frontline employees as IRM authors. IRM authors are responsible for preparing program procedures and guidelines. Frequently, authoring an IRM section is a collateral responsibility. Authors work closely with their IMD/IRM coordinators. See IRM 1.11.1.6.7, IMD Authors, for roles and responsibilities.

M&P updates the author's contact information on the "Product Catalog Results" page for each published product as the "Content POC." M&P obtains the author information from the Form 1767, Publishing Services Requisition.

You also may find the author information in the indexing sources listed above in IRM 1.11.2.3.3.

To initiate a new IRM chapter or section, the responsible program office completes the IRM Request Form at IRM Requests and Author Changes, as follows:

Forward the email to the requestor’s BU IMD/IRM coordinator. The IMD/IRM coordinator:

The SPDER office:

The IRM part title describes the business process. The chapter title describes the primary topic, and the section title describes a specific topic within the primary topic. Titles must describe these topics.

When creating a title:

To change a chapter or section title:

A corporate reorganization or change in program responsibilities may change the owner of a business process or activity.

When an IRM owner changes at the business unit (BU) level, complete the IRM Request Form at IRM Requests and Author Changes, as follows:

The email generated to the requestor must be forwarded to the requestor’s BU’s IMD/IRM coordinator. The BU’s IMD/IRM coordinator reviews the request and forwards it to SPDER. SPDER then contacts the receiving BU’s coordinator for concurrence.

SPDER acknowledges the change in ownership. Then, the author must:

When reassigning an IRM section, the new author (or IMD/IRM coordinator) takes the following steps to update the information displayed on the Product Catalog Results page:

Once the request is complete, M&P is automatically notified and they update the Product Catalog Results page.

If the IRM is hosted on SERP, also contact the SERP program office to update the author information on the SERP site. Follow the instructions in IRM 1.11.8.3, Authorized Submitter.

Take these actions when you’re first assigned to write or update an IRM section:

As a new author, you must:

The IRM requires content specify the effective date when making certain decisions or changes for each published revision. The types of IRM dates include:

The table below defines each type of IRM date and the proper date format:

Follow these rules when the IRM section is effective on a specific date:

When adding or revising information that becomes effective on a specified date, insert the date in both the MT effective date element and the affected subsection date(s).

For additional information on MT dates, see IRM 1.11.2.6.1, Required Elements of the Manual Transmittal.

An OUO designation prevents automatic distribution to the public of materials exempt from the FOIA where disclosure carries a reasonable expectation of harm to a government interest or to a personal privacy interest. See IRM 11.3.12, Designation of Documents.

The IRS considers material OUO when restricted for official purposes by individuals authorized by Delegation Order 11-1, Administrative Control of Documents and Material (as revised) in IRM 1.2.2.12.1. Also see Delegation Order 1-69, Authorization to Approve an Internal Management Document (IMD), in IRM 1.2.2.2.53, for approval and authorization of IMDs containing OUO content.

IRMs containing newly designated OUO information require clearance through Privacy, Governmental Liaison and Disclosure (PGLD) at pgld.imd.spoc@irs.gov. See IRM 1.11.9.4.2, Privacy, Governmental Liaison and Disclosure.

The following examples of IRM content may require a designation of OUO:

Any IRM section can contain OUO content.

The program office owning the IRM determines if content is OUO. When writing the IRM, for assistance with a determination of the reasonable harm of a specific OUO determination, send an email with the subject line "Informal Assistance Request" to pgld.imd.spoc@irs.gov.

Tag IRM content that is OUO using the IRM authoring software to show it’s restricted content. When published, the public version automatically redacts tagged information. To tag content OUO in the IRM XML file:

Display and place content in manageable pieces so it’s easy to read and the user can quickly find what they’re looking for.

Do not reserve a subsection for future use. Placeholders are not permitted in the IRM.

Avoid using employee names, email addresses, and phone numbers in the IRM, unless necessary for a business purpose. Use a program office name instead of an individual, or an organizational mailbox instead of an individual email address.

Consider creating a contact listing document that can be stored on an internal site and linked to in the IRM.

When it’s necessary to display a telephone number in the IRM, follow these rules:

Authors and reviewers must always review IRM content for federal tax information (FTI) or other personally identifiable information (PII). If an author believes an exception exists where there is a need for FTI or PII in an IRM, email privacy@irs.gov for guidance.

To avoid accidental use of real taxpayer information in IRM text, exhibits or graphics, follow the guidelines in Document 13324, Guidelines and Examples for Fictionalizing Domestic Taxpayer Information, and Document 13311, International Name and Address Construction Job Aid, to properly fictionalize:

Write in plain language so that your IRM section is easy to read and understand. The following are some basic plain language techniques:

For more on plain language writing, review:

Follow a standard format when citing sources in the IRM. Linking to relevant sources ensures readers can easily find information applicable to the subject.

Include pertinent web addresses when referencing online sources. For example, link to:

Consult the following resources for information on citation standards and inserting links in the IRM:

The IRM authoring software automatically generates an MT template. Authors must complete the MT each time they create, revise or obsolete an IRM section.

Below is a list of the required elements arranged in order with a description of each:

For more information on IRM dates, refer to the table in IRM 1.11.2.5.2, Determine IRM Dates.

The authoring software allows for the manual insertion of several optional elements. Optional elements are rarely necessary since most of the information they provide is covered by the internal controls subsection; however, they may be appropriate in limited situations.

The following table describes the four optional elements and when to use them:

An informal review helps facilitate the processing of an IRM section by:

Review these questions when considering whether to seek advice from a SME:

Request an informal review when:

When you initiate an informal review:

Documentation accumulated during the informal review process may become part of the clearance package archived in the IRS Historical Research Library. Keep copies of all actions and contacts with the SME. See IRM 1.11.9.10.3, Archiving Clearance Documents.

Use the following guidance to update the IRM to correct an editorial error:

When you prepare the MT, describe the type of information that changed in the material changes.

SPDER issues IMD alerts on the Servicewide IMD program and processes to:

There are two self-subscribing mailing lists for IMD alerts:

Sign up for either list at the IMD Community News and Mailings Lists page: https://spder.web.irs.gov/imd/News. SPDER also posts all issued alerts to this page.