Summary
RMO No. 21-2026 prescribes the guidelines and procedures for the pilot implementation of the Document Tracking and Management System (DTMS), used to receive, track, manage and store documents within the BIR.
Key points
- Pilot sites and documents. The pilot sites are the Resource Management Group, Administrative Service, Records Management Division and GSD-CORMSS. Covered documents are memoranda and letters, requests for tax case verification or information, active tax case dockets, requests for tax case retrieval, and confidential information. Other document types are added upon full implementation.
- Access and registration. DTMS is opened in a web browser on the BIR intranet at https://dtms.bir.gov.ph, and only authorized users may log in. New users self-register through the Create Account link. The head of office approves, the SMD Quality Analyst reviews, and the SMD Chief gives final approval, which triggers an email notification. The Admin Module is for authorized SMD and DWSOD-SysAd users.
- Encoding documents. Users encode the document type, subject and description and attach a scanned copy in PDF, DOC, DOCX, XLS, XLSX, JPG, PNG or ZIP format. For files over twenty (20) megabytes, only the top sheet is attached. Each document gets a unique system-generated Document Control Number (DCN). Handling and storage follow the BIR Data Privacy Manual under RMO No. 1-2020.
- Receiving and transmittal. The system shows the physical location, status of action and chain of custody. Pending documents are automatically accepted if the receiving officer does not receive them within a fifteen (15)-day allowable period. A system-generated Reference Slip (BIR Form No. 2309) serves as the transmittal slip, and a system-generated Job Order is used for mailing or messenger documents sent to GSD-CORMSS.
- Support and revocation. Blocked access and technical issues are logged in the BIR Service Desk. Access is revoked using BIR Form No. 0044 (Request for System Access/Access Revocation), submitted to SMD for approval.
Who is affected
- BIR offices at the DTMS pilot sites
- Authorized DTMS users
Deadlines and effectivity
- Issued August 13, 2026
- Document receipt allowable period: fifteen (15) days
Summary by Tax Resources PH. It is not a substitute for the full text of the issuance or professional advice.
Copies of BIR issuances are hosted here for reference. For the official version, check bir.gov.ph. Summaries by Tax Resources PH are not a substitute for the full text or professional advice.