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Tax Forms Processing

Outsourcing year-end tax compliance documents is the fastest and most cost effective path of delivering required documents to your customers. This service includes both traditional mail and web delivery options.

Although BDI can support virtually any input file and create customized tax documents at your request, our standard solution includes the following elements:
  • Magnetic file format standard: compatible with IRS Pub. 1220 (Rev. 2002)
  • Data validation and document preparation
  • Customer approval prior to production print and mail
  • High-speed laser print to IRS standard forms
  • Mail fulfillment including 1st Class Presort for domestic mail
  • eDelivery and eArchive of documents (see eStatement Demo)
  • DVD or CD ROM Archive
  • Document Export to PDF, ASCII, etc. for use in your in-house document warehouse
Typical tax forms delivered include the following:

  • 1099-INT
  • 1098
  • 1099-R
  • 1099-C
  • 1099-MISC
  • 5498
How The Solution Works

We have designed this service to be as friendly as possible for our clients. For this year-end, the following describes key points in delivery:

Data Receipt and Validation

Using BDI's Secure Data Delivery System, a client will submit all production-related tax files (including instructions) to their own private folder. The SDDS is polled regularly for file receipt and initial processing steps are begun when a document or data file is received.

Job initiation includes: format verification, record totaling, comparison to job submittal, scheduling and document sampling. Any errors discovered in content, format or totals are immediately reported to the client via E-mail with explanation. Phone support lines are also maintained throughout the process by our Tax Processing Team.

File processing is optimized by remaining in compliance with IRS specifications for magnetic media.* (BDI also supports approved variations of the IRS layout.) In addition, text and legacy output files in many formats are supported as well.

In all cases, our first mission is to verify input format/content and report to the client. As a result of past experience, we are familiar with many typical file errors which occur. Therefore, data verification is a key point in our process workflow.

Sampling and Approval

As soon as data validation is achieved, samples of each document type are created in PDF format and delivered for customer approval and review. Delivery options for approval are optional and dependent upon how media is submitted:

  • The Secure Data Delivery System
  • Magnetic Media Submittals (tape or CD/DVD) - Samples can be sent either via Fax or E-mail with PGP Encrypted PDF attachment. (Clients may submit this instruction when filling in their job submittal.)
Document Generation and Mailing

Upon receipt of Client Approval for Delivery all tax documents are created, printed and mailed according to client subscription. Both current and enrolling eStatement customers are eligible for web delivery of tax documents. Web-delivery clients may optionally request delivery via Presorted First Class mail.

Upon completion of service, each client is advised of completion date and delivery details.


Important Note:

Business Data, Inc. does not file or submit client files or data for IRS reporting purposes. This is a direct responsibility of the reporting institution.

For further information regarding proper reporting please refer to www.irs.gov. For additional information on IRS filing specifications, please review Publication 1220 (published 2002). This document is available in PDF format at: http://www.irs.gov/pub/irs-pdf/p1220_02.pdf.

It is BDI's intent to support all data submissions. Although we may accept varying data formats (ASCII/Legacy) or media types (CD, DVD or 9 Track Tape), Publication 1220 is the proper source for understanding your options.

As a footnote, 9 Track Magnetic Media is no longer an acceptable media pursuant to Pub. 1220. Additionally, in year 2004, the Internal Revenue Service is planning to no longer accept 4mm, 8mm and QIC (Quarter Inch Cartridge).


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