Use of E-Mail Facility in the Transmission of Rollout-Related Documents

August 30, 1999 REVENUE MEMORANDUM ORDER NO. 72-99 SUBJECT : Use of E-Mail Facility in the Transmission of Rollout-Related Documents TO : All Revenue Officials, Employees and Others Concerned I. OBJECTIVES: This Order is issued to: A. Adopt the "paperless approach" in communicating and transmitting rollout-related documents across BIR offices through the use of e-mail facility. B. Provide an effective system of tracking and monitoring incoming and outgoing rollout-related correspondences. C. Ensure timely delivery of documents to respective recipients. II. POLICIES: A. The following offices/group (recipients) shall be provided with e-mail accounts to which RAU correspondence will be addressed: 1. National Office a. Deputy Commissioners b. Assistant Commissioners c. Head Revenue Executive Assistants d. All Division Chiefs e. All Section Chiefs 2. Revenue Region a. Regional Director b. Assistant Regional Director c. All Division Chiefs 3. Revenue Data Center (RDC) a. RDC Head b. Assistant RDC Head c. All Division Heads 4. Revenue District Office (ITS-converted sites only) a. Revenue District Officer b. Assistant Revenue District Officer c. All Section Chiefs 5. Rollout Team Members a. Site Coordinators (i.e., QC, Manila, Cebu, Makati) b. Registration Key Person c. Payment Key Person d. Stop Filer Key Person e. Returns Key Person B. The Rollout Assistance Unit (RAU), Information Planning & Quality Service (IPQS) shall transmit the documents enumerated in Attachment A through E-mail. C. For non-computerized Revenue District Offices, communication with the Rollout Team should follow current manual procedures, until such time that the RDO becomes computerized. D. Standard E-mail drive directory, heading and attachment file name shall be used in saving, routing and filing E-mail correspondences to promote consistency and facilitate identification of rollout-related correspondences (Attachments B and C). III. GUIDELINES AND PROCEDURES: A. Rollout Assistance Unit (RAU), Quality Assurance Division, IPQS shall: 1. Coordinate with Systems Support Division the creation of e-mail accounts for offices/personnel who have not been issued E-mail account yet. 2. Ensure that all intended recipients of rollout-related documents have access to E-mail. 3. Designate a Rollout E-mail Administrator (REA) who shall maintain and circulate incoming and outgoing rollout-related correspondences. 4. Make use of standards and/or naming conventions defined in Attachments B and C to maintain consistency. 5. Confirm/follow-up receipt of all e-mail correspondences with the intended recipient/s by: a. Coordinating with the REA for any confirmations through e-mail or; b. Contacting the intended recipient and requesting confirmation. B. Rollout E-mail Administrator (REA), Rollout Assistance Unit shall: 1. Maintain generic e-mail accounts of the concerned RAU members. 2. Collate and send out documents coming from the RAU members. 3. Forward incoming mails for other RAU members. 4. Maintain hard copies of incoming and outgoing official documents for future reference. 5. Ensure the use of standards and/or naming conventions to maintain consistency. 6. Create and update group accounts for each rollout support group. C. Systems Support Division (SSD), Information Systems Operations Service (ISOS) shall: 1. Provide E-mail accounts to offices/personnel as requested by the RAU. 2. Prescribe guidelines to rollout-related users on the proper maintenance of their e-mail accounts. D. Recipients shall: 1. Log-in and access e-mail daily to retrieve all documents received. The mail can either be printed out for file or can be saved to a local drive directory. 2. Confirm receipt of mail/attendance to a meeting by sending an E-mail message to the RAU or personally contacting RAU. llcd 3. Delete e-mail messages from the mailbox once messages have already been printed and attachments saved in the local directory. IV. EFFECTIVITY: This Order shall take effect immediately. llcd (SGD.) BEETHOVEN L. RUALO Commissioner of Internal Revenue ATTACHMENT A The use of e-mail by the Rollout team is mainly for the transmission of the following documents: ATTACHMENT B STANDARD E-MAIL DRIVE DIRECTORY, MESSAGE HEADING AND ATTACHMENT FILE NAME ATTACHMENT C STANDARD E-MAIL TEXT CONTENT