HMRC introduces electronic document management systemThursday, February 17th, 2011
Starting in March 2011 and continuing throughout the 2011/12 tax year, HMRC is phasing in the electronic scanning, processing and storage of correspondence. Letters and documents will be scanned on receipt and assigned to the relevant caseworker electronically for handling. As a result, they will be more readily accessible when customers/agents contact HMRC by telephone.
The new procedures will only apply to mail that has been sent to a specific PO Box address in response to outgoing correspondence and that quotes a reference with the prefix CFS, CFSS or CFSC.
New correspondence will be scanned and linked with the relevant case usually within 36 hours of receipt. The scans meet the BSI DISC PD0008 standard, ensuring that the scanned documents cannot be subsequently changed and are legally admissible as evidence.
The scanned documents, including the customer’s/agent’s covering letter will be securely destroyed after 40 days, so it is essential to ask for supporting documents, such as P60s, birth/death/marriage certificates and passports, to be returned.