Internal Revenue Manual Part 2. Information Technology

Official source: Internal Revenue Manual (https://www.irs.gov/irm/part2/irm_02-003-056), retrieved 2026-10-03. U.S. Government work (17 U.S.C. § 105).

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(1) This transmits revised IRM 2.3.56, IDRS Terminal Responses, Command Code ESTABR.

(1) IRM 2.3.56.1, Program Scope and Objectives: This IRM has been revised to change all instances of Wage & Investment (W&I) to Taxpayer Services (TS).

Rajiv Uppal Chief Information Officer (CIO)

The IDRS Document Request System provides for computer updating of the Retired Document File.

Purpose: This transmits revised IRM 2.3.56, IDRS Terminal Responses, Command Code (CC) ESTABR.

Audience: All IRS business units.

Policy Owner: The Chief Information Officer (CIO) is responsible for overseeing all aspects of our systems that operate the nation’s tax infrastructure.

Program Owner: Customer Service.

Primary Stakeholders: Taxpayer Services (TS), Large Business and International (LB&I), Small Business Self-Employed (SB/SE), Tax Exempt and Government Entities (TE/GE).

Program Goals: This system manages data that was extracted from Corporate Account Data Stores (BMF, IMF, and EPMF) allowing IRS employees to take specific actions on taxpayer account issues and track status of an account.

Document Request System (DOC) allows users to requests documents from Service Center and Federal Records Center return files. Requests are printed out on Form 4251 Return Charge Outs. These requests are initiated by terminal inputs of command code ESTAB. Upon reaching the print site these requests are sorted into manageable order and the Forms 4251 are printed and forwarded for service. DOC is the principal means for obtaining original documents, copies and information from return files. The DOC project also has the following functions:

Allows single approved user to update an AIMS contact listing for employees (separate from other ESTAB functionality.

Allows users to view, update, and delete district office addresses stored RDMS database. These addresses are used to mail requested documents to users.

Allows users to view all of their document requests for up to 60 days. Also allows users to edit or delete same day requests before batch printing.

Allows users to request microfilm request to the Microfilm Unit for research.

Allows the Service Center Files area to enter the current retirements of documents to the Federal Records Center. Also allows users to also delete obsolete records.

Allows users to request SCRIPS images of documents.

Command Code ESTAB was developed as the principal means for obtaining original documents, copies and information from return files.

ESTAB Project Lead is responsible for:

Review and implementation of WRs that affect ESTAB.

Updating the contents of this IRM.

The document request system was the first application to launch a relational database system on the UNISYS mainframe. The database is accessed through embedded SQL statements within the code.

There are 2 databases; one located at each computing center. (TCC & MCC).

Access to this program is governed by SACS.

Table of commonly used Terms and Acronyms is below:

Term or Acronym:

Meaning:

BMF

Business Master File

cc/CC

Command Code

DOC

Document Request System

EPMF

Employee Plan Master File

ESTABR

ESTAB CC used to enter the current retirements of documents to the Federal Records Center

FLC

File Location Code

FRC

Federal Records Center Code

IMF

Individual Master File

MCC/TCC

Computing Centers, Martinsburg and Memphis

RDMS

Relational Database on Unisys Mainframe

SACS

Security and Communications System in charge of maintaining security protocols across CCs.

WRs

Work Requests

No related resources available for Command Code ESTAB with Modifier “R”.

The use of Command Code (CC) ESTAB with CC Modifier " R" is intended for the exclusive use of the Service Center Files area to enter the current retirements of documents to the Federal Records Center.

As these are retirements of documents, no future date may be entered. The System Date is used to determine whether a "To Julian Day " is the equivalent of a future date. If so, 10 years are subtracted from that date. (This information is utilized by the batch processing of Document Requests).

The Document Request System relies on the one digit Year Count of the Document Locator Number, therefore no record on the Retired Documents File is valid for more than 10 years.

It is important to update the Retired Document File at least once per record per 10 years. If a record has become obsolete, make use of the delete feature to keep the file current.

The screen input allows for 1–20 requests using the same common data elements. The screen is checked for format, validity, and consistency errors. Successfully filled in screens are then sent to another Command Code (RETRQ) to write the requests on the GENDATA File. This second command code is not seen by the terminal operator. Upon successful completion, the data for the common elements and a "REQUEST COMPLETED " message is displayed to the terminal operator.

The Update Code, Federal Record Center Code, Year Count and File Location Code will be stored for Audit Trail purposes.

CC ESTAB with CC Modifiers " D" (Document Requests) and "M" (Microfilm Requests) are documented in IRM 2.3.17 and 2.3.18 respectively.

As of January 1, 2004 ESTAB users will be require to input the Command Code (column 1-5), CC modifier (column 6), and the Request Code (column 7) on line 1 of their IDRS terminal screen, then depress Enter/XMIT. CC ESTAB will display the requested screen, based on requester inputted modifier.

If any element of data is incorrectly formatted, invalid, or inconsistent, a error message will display on line 24. An asterisk will display to the right of the invalid or inconsistent element. The format error message is explained further in IRM 2.3.56.8. Invalid error messages are detailed in IRM 2.3.56.9. Inconsistent error messages are discussed in IRM 2.3.56.10.

"REQUEST COMPLETED" is displayed when the common data entry input to CC ESTAB meets all format, validity, and consistency checks.

Update codes are one character alphabetical codes input with CC ESTAB with CC Modifier "R" . They are used to identify the type of request being made. The request codes are:

"A" — This Update Code will add a new record to the Retired Document File or update an existing record on the same file.

"D" — This Update Code will delete an existing record on the Retired Document File.

When Universal Access is used, the message " CC DEFINER NOT UNIVERSAL, USE LOCAL SITE" will be displayed on line 24. This the first check of Command Code ESTAB with Command Code Modifier "R" . This command code modifier will not process Universal Access.

When a significant blank or hyphen position between two fields immediately adjacent to it is either not a blank or a hyphen, the message "PLEASE CORRECT FORMAT" will appear on line 24. This check for format will be done prior to the validity and consistency checks. Processing will not continue if it is not satisfied.

When an element of data is invalid an Error Message will be displayed on line 24. The invalid element will have a "*" to the right of the invalid element.

Error Messages

Invalid, CC Modifier is not "D" , "M" , or "R"

Invalid Request-Code, Request-Code must be "A" or "D"

Invalid FRC, a valid FRC must be entered

Invalid FRC, enter a valid FRC

Invalid, Year Count must be numeric

Invalid File-Location-Code, FLC must be numeric

Invalid Tax-Class, Tax Class must be numeric

Invalid Doc-Code, Doc-Code must be numeric

Invalid From-Julian-Day, Julian-Day must be numeric

Invalid From-Julian-Day, valid values are between 001 and 366

Invalid To-Julian-Day, Julian-Day must be numeric

Invalid To-Julian-Day, valid values are between 001 and 366

When an element of data is inconsistent it will be flagged with an asterisk to the right of the element. An error message will be displayed on line 24, see below.

Error Messages

Solution

Invalid, the above Tax-Class and Doc-Code do not go together, please change.

Correct either the Tax Class or the Document Code

Invalid, From-Julian-Day must not be higher than To-Julian-Day

Correct either the From-Julian-Day so that it is earlier or equal to the To-Julian-Day; or change the To-Julian-Day so that it is equal or later than the From Julian Day

ESTAB R, Input Screen Layout

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Record Element Description

Item

Line

Description and Validity

1

1

CC-ESTAB

2

1

CC MODIFIER- Must be entered and must be "R" for Retired Document Update Request.

3

1

UPDATE CODE- Must be entered and must be either "A" (add or update) or "D" (delete).

4

2

FEDERAL RECORDS CENTER CODE- Must be entered and must be one of the following: "AT" "BA" "BO" " DA" "DE" "FW" " KC " "LN" "PH" " SB" "SE" , or "SL" ,

5

2

YEAR COUNT- Must be entered and must be numeric.

6

2

FILE LOCATION CODE- Must be entered and must be numeric. For best results, use a valid District Office Code or Service Center Code.

7

4

TAX CLASS- Must be entered and must be numeric.

8

4

DOCUMENT CODE- Must be entered and must be numeric.

9

4

FROM JULIAN DAY- Must be entered and must be numeric. Valid range of days is 001–366. Should be less than or equal to the TO JULIAN DAY.

10

4

TO JULIAN DAY- Must be entered and must be numeric. Valid range of days is 001–366. Should be greater than or equal to the FROM JULIAN DAY.

Lines 5–23 are optional. Significant individual entries must be entered first and, preferable, blank lines follow the significant data.

7

5–23

TAX CLASS- Whenever a significant hyphen is entered in position 8 of this line, this field must be entered and must be numeric.

8

5–53

DOCUMENT CODE- Whenever a significant hyphen is entered in position 8 of this line, this field must be entered and must be numeric.

9

5–23

FROM JULIAN DAY- Valid range of days are 001–366. In lieu of numerics in the FROM JULIAN DATE field, "=" may be used to denote the same Julian Day as last noted above, and the numeric value in the last Item 9 above will be used. In either situation, it should be less than or equal to the TO JULIAN DAY.

10

5–23

TO JULIAN DAY- Valid range of days is 001–366. In lieu of numerics in the TO JULIAN DATE field, "=" may be used to denote the same Julian Day as last noted above, and the numeric value in the last Item 10 above. In either situation, it should be greater than or equal to the FROM JULIAN DAY.

Notes:

A. Any Position not mentioned above would not be utilized for significant data.

B. Do not use the Universal Access Code with this command code modifier.

ESTAB R, Universal access error message on line 24

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Local site is the only available site for this command code modifier. Do not use the Universal Access Code. Re-enter this screen immediately.

ESTAB R, validity error response

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This message is produced whenever a Significant Blank is missing. Please see Exhibit 2.3.56-1 for positions referred to here. (The Significant Blank fields are for format purposes only and are not data fields; therefore, no "Item" number has been assigned them.)

ESTAB R, location of error indicators

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Correct invalid data elements and re-enter.

IRM 2.3.56.9. Command Code ESTAB—Validity Message for and explanation of messages.

ESTAB R, Consistency error responses

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Correct inconsistent data elements and re-enter.

IRM 2.3.56.10. Command Code ESTAB—Consistency Messages for explanation of messages.

Full-Screen Input.

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Full-Screen Response.

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