HMRC receives millions of items of post each year in relation to enquiries into customer returns. To manage this process more efficiently in the future, they intend to scan incoming post.
Scanning enables HMRC to create electronic images of the post received. The scanned material will be assigned to cases using electronic document management systems. Documents will be scanned in accordance with The British Standard Institute BSI DISC PD0008 (also referred to as BSI BIP0008). This is the latest international standard relating to 'Legal Admissibility and Evidential Weight of Information Stored Electronically'.
Scanning will be introduced in phases. The first phase of the roll out will begin in March 2011 and will continue in phases during 2011/12.
A single PO Box address will be used to identify the mail that
is part of this process.
HMRC will clearly state this address for you on outgoing correspondence.
In addition to the PO Box address, HMRC will provide a reference on outgoing correspondence. This reference must be clearly stated on replies to them. The reference will be prefixed by one of the following letters listed below:
If you want to send replies for more than one customer in the same envelope, HMRC ask that you separate the documentation with individual covering letters ensuring the customer case reference is clearly stated on those letters.
You can still post your correspondence via Recorded Delivery.
When HMRC receive your correspondence, they will scan and link it to the relevant case usually within 36 hours of receipt.
By setting destruction dates for images, it will make it easier for HMRC to comply with their Data Protection obligations.
Some original documents will be returned to you as matter of course after they have been scanned. These include:
You must clearly state if you want any other supporting documents to be returned. If you do not ask for documents to be returned they will be securely destroyed, together with your covering letter, after 40 working days of receipt.
