MEDS uses an encrypted SBU Data folder as a local document repository. When you open a document, SBU Data creates a folder on your computer. The system uses this folder as a temporary storage area for documents you’ve viewed on MEDS.

IRS security policies require sensitive information be protected at all times. You must encrypt sensitive information that is processed, stored, or transmitted by computer equipment (such as laptops and memory storage devices) outside of IRS facilities. Because the SBU Data folder is located on your C: drive, encrypt it for security purposes.

To access the SBU Data folder:

To encrypt the SBU Data folder:

The SBU Data folder and its contents display in green, indicating the contents are encrypted. Generally, you only need to encrypt the file once unless you receive a new computer or hard drive.

Researcher roles provide access to MEDS for information purposes only. Users with Researcher roles can read information but can’t make any change in the information.

The group tax examiner role has limited access to:

Managers may delegate their assigned permissions to their employees with the group tax examiner role.

The Processing Clerk role can:

The Unpostable Clerk role has permissions to update the following data information:

The User Fee Adjuster role has permissions to update the following data information:

The User Fee Adjuster role may read and add documents to the disclosable folder, add CCR entries, and has read access to non-disclosable documents for open and closed cases.

The Case Assigner role is considered an add on role. It:

Specialist role permissions allow the employee to:

The Group Manager role may:

The Area Manager role permits a user to oversee the determination process for cases assigned within the area.

The Executive Management role permits a user to read documents and add comments to a CCR.

The NUI Manager role may read, add, update, and propose purge documents and information in the NUI.

The FSM role is assigned to TE/GE Business Customer Support (BCS). This role can:

The System Support role has read only access. This role does not allow a user access to CCRs, open or closed case containers, purged documents, or any payment information.

The Records Manager role can:

For a managerial user to delegate a role, they must first identify the target user using a TEDS User search.

To search for the target user:

To designate a role:

To select role:

To select delegation date range:

To confirm role delegation:

Notifications are sent to the delegate’s Inbox to alert them of:

Delegators also receive Inbox notifications of delegations.

Active and pending delegated roles are listed at the bottom of the delegate’s User Profile.

A role delegation may only be revoked or cancelled by the delegator, a Records Manager, or a FSM.

To revoke a delegation:

After a case is established in MEDS, case data is transferred to EDS. The EDS Update Master Record screen lists the MEDS case number.

After a new MEDS record is created in EDS, the case is assigned a unique EDS case number. Case numbers are assigned with a two digit prefix beginning with the number 4. The second digit is the area office code as follows:

The case number for a case established in EDS (but not in MEDS) begins with the area office code as the first digit followed by a zero.

The EDS Case History Record automatically updates as status changes occur in MEDS, unless EDS is blocked from further updates from MEDS (EDS Block).

The first EDS entry for a MEDS case is Status 63, Case Established (MEDS). This status is unique to MEDS.

Status codes in MEDS are treated the same way as status codes in EDS.

An application is updated to Status 63 immediately upon establishment on MEDS.

Once the case is in Status 63, the opening business rules automatically determine whether the case updates to the NUI in Status 51, 61 or 71.

Other status codes are updated manually.

See Document 6379, Information Systems Codes FY 2024 (updated annually) Quick Reference for EO Employees, for a list of MEDS and EDS status codes.

There are various types of status code categories. Grouping status codes by category helps users understand when and how to use them.

When an application is in a certain status, it may only be updated to a limited number of other statuses.

MEDS may assign a sub-status code to a status code. A sub-status code is a case code that gives information on the case’s current state and may impact future allowable case actions. Sub-status codes are reflected in MEDS but not in EDS.

Sub-status codes appear as part of the listed status of the case.

Sub-status codes are listed in the table below.

These terms describe the different parts of a MEDS screen:

The user may select any of the following options to navigate through the system:

The data grid is located in the lower center of the MEDS screen. It displays the case information when you select My Cases from the Navigation Pane.

The function buttons are above the column labels. You can sort and display them in any order and customize them. Use the following options to perform different actions:

MEDS universal cabinets are the highest level of organization for MEDS cases. Cases are sorted by:

EP cases display for EP users, and EO cases display for EO users. Cases move from one cabinet to another based on status code changes.

Universal cabinets are:

Only the Records Manager and the NUI Manager can see the NUI, NAI, and the Archived Cases cabinets.

Personal cabinets are unique to each user and are used to notify the user of new messages as well as to organize each user’s assigned case files, workpapers, documents, and reports. MEDS personal cabinets are:

The Inbox, cabinets, and folders screens default settings are 10 items per page, but you can change the items per page setting to 50 or 100.

To change the number of items displayed per page, click on the Items per page setting on the column label bar and select the desired display setting. The suggested items per page setting is 50.

If there are more items available to view on the items per page, use the single arrow on the toolbar to move from one page to the previous or next page. Use the double arrows to go to the first or last page of the list.

Each data grid display contains unique column headers that relate to the specific information displayed in the data grid. You can change the information displayed on the screen by adding, reordering, or removing column headers:

To add a column header, from the Preferences: Display Settings selection screen:

The new column header attribute has now been moved from the Select attributes to display box on the left and added to the Selected attributes to display column box on the right.

Click OK to accept the changes.

To remove a column header, from the Preferences: Display Settings selection screen:

You can organize the information on the data grid by choosing the order in which the columns display. This re-order function is available for most cabinets.

To reorder column headers, from the Preferences: Display Settings selection screen:

The attributes are displayed in the Selected attributes to display as column: box in the order that they appear as column headers on the data grid from left to right. The re-order function isn’t available for the Inbox, Saved Searches, or Recently Viewed.

One of the items listed in the user profile is your MEDS role(s).

Find additional information on specific roles and role delegations in IRM 7.22.4.7, Roles and Delegations.

Group information is also stored in your profile. Access it by clicking the underlined Employee Group Number on the User Profile screen.

The Group Profile screen provides administrative information about your group.

MEDS automatically generates a case chronology entry when a case is assigned or unassigned and when there’s a change in case status. Automatic entry information includes:

MEDS users can manually create CCR entries to record actions taken on a case. To create a CCR entry:

You can edit your own CCR entries as long as the case is assigned to you. Editing includes clearing follow-up dates, clearing an AI sub-status, or correcting entry information such as activities or time on case.

For edited entries, MEDS retains the initial entry date and time and also displays the most recent edit’s date and time.

To edit a CCR entry, from within the Case Chronology Record folder:

To print a copy of the CCR (for example, for a hard copy case file), from the main case screen:

Entity information consists of the applicant name, EIN and name control. View and edit the entity information from the File drop down menu.

To change entity information, open the case to the case folder level:

The disclosable indicator consists of a "T" for Non-Disclosable and "F" for Disclosable. The indicator is changed much like the entity information is modified.

To change the disclosable indicator:

From the case level view, access the Properties: Info screen:

You can also access the Properties: Info screen by clicking on the blue "i" icon to the right of the Case Information line from the My Cases view on search results.

Modify case information from the Properties: Info screen. The Case Information file lists case data under several different headings.

The Properties: Info screen has the following tabs:

Each of these tabs contains different information. You must click OK at the bottom of the screen to accept the entries or corrections. Generally, you update information on all tabs prior to selecting OK. You’ll be asked whether to update EDS and then returned to the case main screen.

The Case Information file opens to the General Case Info tab.

Authorized users can make changes or enter information into open fields including:

Authorized users are also able to update the Potential Duplicate Flag.

From this screen, you can view the status of the EDS Block Indicator.

Case categories are initially set by the opening business rules and may be edited by the case owner or other authorized user. The Case Category lists case attributes, for example, initial application/submission, etc.

Editing a case category is similar to the process described in IRM 7.22.4.9.6.3, Adding Column Headers, or IRM 7.22.4.9.6.4, Removing Column Headers.

To edit a case category:

The Receipt and Handling tab contains postmark and receipt data, the non-scannable document indicator, and user fee information for the case.

The specialist is responsible, as part of the case processing, for ensuring that the user fee payments are correct or corrected.

The Entity Data tab contains the applicant address and other contact information as well as the time charged to the case in MEDS. The specialist is required to correct or complete the fillable fields based on available information.

If time charged is inaccurate, the specialist corrects the incorrect case chronology entry (if made by the specialist); otherwise, have the case time corrected in EDS after MEDS is updated to Status 21 and the information is transmitted to EDS.

The Entity Type must match the Type of Organization on the EO Closing Data tab.

Refer to address guidelines located in IRM 3.13.12, Exempt Organization Account Numbers.

The Contacts tab contains Power of Attorney (POA) and Point of Contact (POC) information.

The specialist corrects the fillable fields, as necessary, including checking the box(es) to indicate copies of letters to be sent to POAs (see IRM 7.20.1, Exempt Organizations Determination Letter Overview, for more information on Form 2848 and Form 8821).

Refer to address guidelines located in IRM 3.13.12, Exempt Organization Account Numbers.

The EO Closing Data tab contains information that transmits to EDS to complete Form 8670 when closing a case.

Closing information includes:

Use drop down menus to select EO Closing Data.

After you enter closing information, select OK to push update to EDS.

MEDS has two query options:

Each query begins with the menu options on the top of the web page.

The Search box allows a user to perform a simple query using the MEDS case number.

The Advanced Search allows a user to perform a query based on one specific property or multiple properties. An advanced search can also be used to generate a simple case listing report.

Search results display the cases that match the search criteria.

If the query is a text-based property (for example, a name), the words that match the search value(s) are highlighted.

The search results display in case control date order.

After you’ve completed a search, you can export the search results to Excel. You can export all of the results or only a specific column.

To export a completed search:

After you’ve successfully imported the document, you can move it to the appropriate destination folder.

To import a document:

Use the Choose File box to import any file located on the computer:

After you select the documents for import, identify the document on the Import: Object Definition screen. Enter this information for each imported document to ensure correct identification and placement in the electronic case file.

On the Import: Object Definition screen:

After you import a document, it appears in the target folder and is part of the case file. Move documents you import to a case’s Working folder or place in an incorrect folder to the appropriate destination folder (for example, from the Working folder to the Disclosable or Non-Disclosable folder).

You can move documents between the following folders:

Ensure that all documents are in the correct folders for case closing and archival purposes before you submit the case to the manager for review.

Move all documents in the New Documents and Working folders to the appropriate folder to close the case in MEDS.

To move a document:

You can make changes within MEDS to documents you’ve imported into the case file.

To edit an imported document:

The selected document opens in the appropriate program (i.e., Word, Excel, or Adobe). After making the desired changes, save the document using the program’s save functions and then close the document.

After saving and closing the document, go back to the MEDS folder where the original is located (the document still has a key next to it indicating that the document has been checked out and is being edited.)

To complete the editing process:

After selecting Check In, a Check In screen appears. MEDS will designate a save version. Select the "same version."

To cancel the edited document:

Ensure that all documents are checked in or that check outs are cancelled prior to case closing.

View the edited document by clicking on the document link.

You can select one or more documents in a MEDS case and copy the documents into another case file. Both cases must be assigned to the specialist.

To copy a document, perform the following steps:

A verification screen displays the applicant name and EIN of the target case and the document to be copied.

Copied documents are tracked in the destination case’s history. Tracked information includes the originating case number and document(s) copied. Access case history information from the main case screen Case History link or in the case level reports. No information is tracked in the originating case.

MEDS generates an error message if the selected documents cannot be copied. Error messages are generated if the target case isn’t assigned to the user, and/or you enter an unrecognized case number.

To split or modify a scanned document:

To search a document using OCR:

After the document has gone through the OCR process, it can be searched any number of times.

MEDS has several options for viewing and marking up documents. There are two rows of mark-up icons.

Row one icons are listed in the table below:

Row two icons are listed in the table below:

There are several case assignment options in MEDS.

An authorized user can:

Group managers and other case assigners can assign cases to a group’s unassigned inventory in Status 75 or directly to a specialist. Unassigned group inventory cases are part of the group manager’s inventory and are available for assignment to group members.

To start the case assignment process, the assigner can run an advanced search for the desired unassigned inventory (for example, Status 51, 61, 71, or 75) or desired criteria (control dates, case categories, form numbers, etc.).

Using the advanced search results:

The Selected Status screen displays the available statuses in a drop down menu.

The Assign Case screen displays a list of cases available for assignment. The assigner can assign cases to the group (Status 75) or individuals within the group. The assigner must select the Add to Group Inventory to assign cases to the unassigned group inventory or select View Screeners next to the group number. Scroll down to select the individual specialist to whom the case(s) will be assigned.

A confirmation screen displays the newly assigned case name(s) and number(s) and the group or individual to which assigned.

If the case assignment is successful, MEDS updates the case to Status 52, 62, 72, or 75 and updates the case history to reflect the activity. Click Close at the bottom right of the screen to return to the main screen.

Each manager has cases in various status codes that are considered part of their group inventory. Group inventory is considered part of the NAI.

Group inventory includes:

Group inventory is "owned" by the group. If a group manager changes, all group inventory cases remain associated with the group rather than the individual manager. Group manager changes are completed via a BEARS request. Temporary group manager delegations are completed by the group manager through role delegation (see IRM 7.22.4.7, Roles and Delegations).

Cases assigned directly to members of a group are dually owned by both the group manager and the specialist.

The group manager and anyone above the group manager (for example, Area Manager) can view the group inventory and may have other permissions to the cases as well.

The group manager’s My Cases inventory lists all cases assigned in the group and identifies any specialist assigned to the case. Group managers can also view cases assigned to each specialist within the group by using the User Cases cabinet.

A manager may need to reassign/transfer one or more cases to another user for various reasons. Only a group manager or assigner can reassign cases assigned to the group or the group members. Cases can be assigned from one user to another or from one group to another.

To reassign or transfer a case, the case must first be updated to Status 74, 74PC, or 75.

To reassign, update the status, or transfer a case:

Specialist group reassignment is completed via a BEARS request. The group manager or other delegated user doesn’t need to complete any additional actions for this process.

Cases in Status 74, 74PC, or 37 don’t transfer with the specialist even though they may have appeared in the specialist’s My Cases listing. Cases in these statuses are considered unassigned group inventory and remain with the group.

Work all cases in MEDS until you determine the case:

Note in a CCR entry the reason you’re updating the case to the manager. Primary reasons for sending a case to the manager are the case:

Updating a case to the manager is basically the same in all circumstances.

Before submitting a case to the manager for closure, ensure:

MEDS Indicators tell users that an issue needs to be resolved before updating the case to the manager for review. You can view the indicator from the Properties Information Screen. See IRM 7.22.4.9, Navigation Overview.

When you try to update the case to either Status 74PC or 21 and there are active indicators, you’ll receive a message and the case status will not update until you resolve the issues.

If you experience issues closing a case, check the following indicators:

Also check for other reasons that prevent closing in MEDS:

Depending on a case’s current status, the manager can select any of the following status codes using the drop down menu:

After it is assigned, unassigned, or reassigned, a confirmation screen appears. The confirmation screen allows the assigner to verify whether the desired action took place. Select OK to indicate that the action completed correctly. Select Cancel to abort the action.

If the case can’t be updated to the desired status, MEDS populates a message as to why the case didn’t update. The manager may resolve the issue or return the case to the specialist to resolve.

When a case is marked for Mandatory Review, the Mandatory Review Indicator is set to "T" on the General Case Info tab in Case Information. The Mandatory Review Type lists the reason for mandatory review.

To turn the Mandatory Review indicator on or off or change the reason for mandatory review, go to the Case File main menu and highlight the Case Information line.

Click File, click Mandatory Review.

Select the Action.

If setting or changing the reason for Mandatory Review, select the Mandatory Review Type.

Update the case to Status 21 - Closed Case.

With Mandatory Review set to "T," MEDS will automatically update the case to Status 31. The case will then appear in the QA Unassigned Group Inventory.