Member Login
Search
Exit search

Project 00991

Tracking documents sent to the IRS

Project Statement:

Since most documents received by the IRS have a DLN number, the IRS should establish a “tracking” system for those documents, like what is used to track a UPS, FedEx, or similar service. This tracking information can be made visible to taxpayers who sign up for e-services, allowing them to see for themselves that their return, amended return, lost refund, Form 8832, S election, and other relevant documents are in process. This may alleviate unnecessary phone calls to the IRS.

Goal Statement:

Establish an IRS document tracking system, similar to commercial package tracking services such as UPS or FedEx, that utilizes existing Document Locator Numbers (DLNs) to enable taxpayers to view the processing status of their submissions, including returns, amended returns, refund claims, and elections, through their on-line accounts. This initiative aims to empower taxpayers with self-service tools, increase transparency, and reduce unnecessary calls to IRS toll-free lines.

Taxpayer Communications Committee

Opened: 2026


Status: Elevated

May 2026

RECOMMENDATION 00991-001

RECOMMENDATION TEXT:

Assess current infrastructure: Evaluate how Document Locator Numbers (DLNs) are assigned, stored, and managed across IRS systems (e.g., IDRS, CAF, AMS, and e-Services).

Define scope and functionality: Determine which document types (returns, amended returns, refund claims, elections, etc.) will be included in the initial rollout.

IRS Action: Recommended

RECOMMENDATION 00991-002

RECOMMENDATION TEXT:

Design a centralized tracking database: Create a unified platform where all DLN data can be linked and updated in real time.

Integrate legacy systems: Connect existing IRS systems (like the Submission Processing system, CAF, and Accounts Management) to feed status updates into the new tracking database.

Develop user interfaces: Internal view: For IRS employees to monitor, update, and troubleshoot tracking data. External view: For taxpayers and authorized representatives to securely view document status through online accounts.

IRS Action: Recommended

RECOMMENDATION 00991-003

RECOMMENDATION TEXT:

Define status milestones: Establish standardized tracking points such as “Received,” “In Review,” “Pending Approval,” and “Completed.”

Automate updates: Build automated data feeds from scanning, intake, and processing systems to update the document status at each milestone.

Create error handling protocols: Develop procedures for missing or mismatched DLNs and incomplete document entries.

IRS Action: Recommended

RECOMMENDATION 00991-004

RECOMMENDATION TEXT:

Pilot the program: Begin with one document type (e.g., amended returns) to test the system’s functionality and reliability.

Conduct user testing: Involve both IRS employees and a sample group of taxpayers to evaluate usability and clarity.

Refine based on feedback: Adjust processes and interfaces before full implementation.

IRS Action: Recommended

RECOMMENDATION 00991-005

RECOMMENDATION TEXT:

Phased deployment: Gradually expand to include additional document types and IRS business units.

Staff training: Train IRS employees on how to update, verify, and interpret tracking data.

Public awareness campaign: Promote the tracking system through IRS.gov, taxpayer communications, and outreach programs to encourage adoption.

IRS Action: Recommended