The Bureau of Internal Revenue (BIR) is piloting a new digital system to track official documents from receipt to release, covering tax case files, verification requests and other confidential records.
The online facility will implement the Document Tracking and Management System (DTMS) under Revenue Memorandum Order No. 21-2026.
The BIR anticipates that the central tracker will reduce the risk of misplaced records, enhance coordination among offices, and strengthen accountability in handling documents.
‘Strengthening our internal processes is also part of improving taxpayer service. When our systems are more organized, traceable, and efficient, our people can act more promptly and effectively,’ BIR Commissioner Charlito Martin Mendoza said.
‘In the end, stronger internal processes should translate into faster and more responsive service for our taxpayers,’ he added.
Meanwhile, the system features real-time monitoring of document status, restricted access to sensitive information for authorized users, and improved coordination and document transfers across BIR offices.
Moreover, the project team will first roll out the system at four pilot sites: the Resource Management Group, Administrative Service, Records Management Division, and the General Services Division-Communication Operations, Reproduction and Miscellaneous Services Section (GSD-CORMSS).
Documents covered by the pilot include memoranda and letters, requests for tax case verification or information, active tax case dockets, requests for tax case retrieval, and confidential information.
The system will track these documents by physical location, action status, and chain of custody.
The system assigns a unique, system-generated Document Control Number to each document entered, serving as its tracking serial number.
During the pilot, taxpayers will continue to transmit physical documents. However, transferring a physical document from one BIR office to another must be accompanied by a corresponding transfer in DTMS to the receiving office. /