THE Bureau of Internal Revenue (BIR) is piloting a ‘document tracking and management system,’ or ‘DTMS,’ to digitally track the status, location and chain of custody of official documents within the agency.
The system is being tested to streamline document-related processes and reduce time spent on receiving, tracking, managing and storing documents, according to Revenue Memorandum Order 21-2026.
According to the BIR, authorized users can receive, track, manage and store documents in the online facility, allowing them to monitor the real-time status of documents. Tracking is done via a system-generated ‘document control number,’ which shall be used as the serial number of the document.
The system also incorporates access controls and data privacy safeguards, with access limited to authorized users and document handling, subject to the BIR’s ‘Data Privacy Manual.’
During the pilot implementation, the system will cover memoranda and letters, requests for tax case verification and/or information, active tax case dockets, requests for tax case retrieval, and confidential information.
The DTMS will be rolled out to key BIR units Resource Management Group, Administrative Service, Records Management Division and the General Services Division-Communication Operations, Reproduction and Miscellaneous Services Section.
Users of the DTMS could also generate reports based on status, received date, type of documents, office responsible and/or release date.
The digital system does not yet replace physical document transmission, as both will continue during the pilot, the memo noted.
By centrally tracking document status, location, and custody, the DTMS is designed to lower the risk of misplaced records, enhance office coordination and strengthen accountability in document handling, the BIR said.
‘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,’ Mendoza said.
‘In the end, stronger internal processes should translate into faster and more responsive service for our taxpayers,’ he added.