In an attempt towards creating a paperless environment, the UT department of information technology is all set to implement the e-office solution.
The move aims at achieving a simplified, responsive, effective and transparent working in government offices and is a giant leap towards implementing one of the major objectives of the IT and electronic policy of the Chandigarh administration.
The new system will enable government officials to move their files in electronic mode right from the first dealing hand to the highest approving/decision-making officer within the IT department. The dealing officials will not use manual noting sheets to put up the case as it would be done in e-form only.
Under the new system, the receipt clerk of the department would scan the letters and communications received in the IT department from various other offices and mark these to the dealing hands concerned by using the file management module of the e-office solution.
These letters will become papers under consideration (PUCs) for the recipients. Various dealing hands would open their respective accounts and retrieve their respective PUCs. The recipient dealing hand will then submit his views or proposal on the PUC in e-form to the next higher authority, using state wide area network (SWAN) connectivity.
This officer will, in turn, record his opinion or proposal and forward the case to the next higher officer in a similar manner and so on till a decision is taken at the competent level.
Speaking about the project, UT secretary, information technology, Prerna Puri, has said that the e-file component of e-office solution is a workflow based system that replaces the existing manual handling of files with a more efficient electronic file system.
She further maintained that the system involves all stages of file movement, including the diary of inward receipts, creation of files, movement of receipts and files, including archival of records.
Besides replacing physical files, e-office will also automate other departmental functions like leave management, employee management and tour approval etc.
The new system will also facilitate a central repository of department documents like policies, forms, acts and regulations, circulars, guidelines, standards and manuals for t use by all departments of the Chandigarh administration.