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Business Entity Scan and Shred Project implementation

PURPOSE OF BULLETIN

To advise staff of the implementation of the Business Entity Scan and Shred Project beginning July 16, 2007.

BACKGROUND

The Scan and Shred Project will eliminate the need for storing Business Entity returns in the Data Storage Section. Returns will be scanned to create an image of the entire document, allowing the Business Entities Section, Taxpayer Services Center Section, Audit, etc., to use the image for all processing and post-processing activities.

WHICH BUSINESS ENTITIY RETURNS WILL BE SCANNED

All BE returns processed by the Information Capture & Banking Section beginning July 16, 2007, will be included in the Scan & Shred process. This includes Forms 100, 100S, 100W, 100X, 565, 568, 199, and 109 for current, previous, and prior years, and all schedules and attachments.

HOW LONG BEFORE THE IMAGE IS AVAILABLE

Depending on the time of year, the image could be available within days of a return uploading to BETS. During the April/May timeframes, this availability could increase due to higher priority workloads.

HOW DO I LOOK AT THE IMAGE

Staff can look at the return image using the IDAX internal Web application. This application is currently in use throughout the department to view other scanned documents including payment vouchers and PIT returns. IDAX has been enhanced to include the viewing of BE returns.

WHAT ABOUT RETURNS ALREADY STORED IN DSS

There are no plans to ”back scan“ the returns already stored in DSS. Scan & Shred is only for returns processed through ICBS and uploading to BETS on or after July 16, 2007.

WHAT IF I REQUEST A COPY OF A RETURN THAT HAS BEEN SCANNED

BETS has been modified to return an error message if you request a copy of a scanned return. This is similar to the message you get when requesting an e-file return. PASS will also be modified to return an error message as part of the April 2008 release.

 

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