THE Bureau of Internal Revenue (BIR) is piloting a digital document management system to make its internal processes more efficient and improve services for taxpayers.
The Document Tracking and Management System (DTMS) will allow authorized BIR personnel to electronically track official documents, including their status, physical location and chain of custody, as these move across offices.
“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.
Under Revenue Memorandum Order 21-2026, the online facility will provide the bureau with a centralized system for monitoring records.
Documents will be assigned a control number (DCN) and the system will also record key information such as the document’s status, physical location and chain of custody.
Centralized tracking is intended to reduce the risk of misplaced records, improve coordination among offices and strengthen accountability.
The pilot program currently covers the BIR’s Resource Management Group, Administrative Service, Records Management Division and the General Services Division–Communication Operations, Reproduction and Miscellaneous Services Section.
Physical documents will continue to be transmitted during the pilot period, with the DTMS serving as a complementary system for tracking and managing the records.
Documents currently covered include memorandums and letters, requests for tax case verification and/or information, active tax case dockets, requests for tax case retrieval and confidential information.
The inclusion of tax case-related documents is intended to provide greater visibility over records.
The DTMS incorporates access controls and data privacy safeguards, the BIR said. Access is limited to authorized users, while the handling of documents is subject to the BIR Data Privacy Manual, it added. NIÑA
