There are three types of traces to be distributed:
- C-3 TRACES: These traces are requested
for the Accounts Examiner whenever an FL-160
Form Letter (C-1 Status Report Request) is sent.
They are kept in a file drawer in the Status
Operations Unit; according to the dates to be
returned.
Weekly, SOU personnel pull the trace documents and check the Transaction Log (TDO) to see if a C-1 has been sent in after the FL-160 request.
If the C-1 has been sent in, the trace document is recycled using the confidential document destruction services.
If the C-1 has not been sent in, SOU personnel return the document to the Accounts Examiner for further investigation.
- OTHER TRACES:Other documents are traced
on the Tax Folder Accounting & Tracing System.
These traced documents are pulled from the mail batches.
SOU personnel request the file from Records Management Center (RMC) using the Folder Request Screen.
The next day when the files are received from RMC, SOU personnel match the traced documents with the folder or outcard and give them to the Accounts Examiner who requested them.
- LOOSE CORRESPONDENCE PULL: Daily Loose Correspondence Pull is done on the trace date by RMC personnel and distributed to the requesting Accounts Examiner.
