INNOVATION in GOVERNANCE

INNOVATION in GOVERNANCE

Files, Receipts, Letters and Documents – Most important assets in an organisation Governments produce and manage immense volumes of documents. The manual system of file processing has several challenges Leading to delays in implementation of Government programmes & Schemes

Challenges of Manual System Searching, retrieving and tracking of files Storage and Secure Preservation of files Intra/Inter departmental file movement delays Vulnerable – fire, flood, insects, rats, fungus etc Loss of Physical Files Multiple copies of documents (Circulars/Notices)

A Digital Workplace Solution Evolving since 2009

Based on Central Secretariat Manual of eOffice Procedure (CSMeOP), DARPG, GoI Enhances Efficiency, Transparency, & Accountability Built on Open Source Software Stack Generic Design : Single Product for Government at all levels Promotes less paper office with greater collaboration and knowledge sharing Fast Tracking Government Decision Making

Components

Transformational Journey File . n tio a r pa Pre

File Management System (eFile) Workflow based System Diarization of inward receipts/letters Creation of files, noting and draft for approvals Intra/Inter-departmental movement of files/receipts Digital signing of noting and drafts using DSC/eSign Searching of files/receipts/dispatch Closing of files/receipts Interfaces with external applications

eFile Process

eFile

Knowledge Management System (KMS) KMS supports the life cycle of documents of an organization, enabling users to create and manage electronic documents that can be viewed, searched, shared and published. Knowledge Management Portal for an organization is developed with the objective of knowledge sharing and discovery among the users of an organization to enable efficient utilization of knowledge.

KMS Features Authentication with Single Sign on Document Workflow and Roles Content Based OCR Search along with Metadata Tagging of Document Based on Category, Organisation, Type, Collection Customized Content and Metadata fields Subscription and Alerts Sharing among users

Interface with eGov Systems through API Employee and Organization Unit (OU) Data Sharing APIs External Data Sources (SAP/ERP/Other Applications) eOffice-PIMS Receipt Movements Receipt Status eFile Core APIs Receipt No. External Application Receipt Creation Decisions in eFile Set Flag for Receipt eOffice-eFile Application External Dashboard and Reporting APIs 1. Organization Unit/Employee Pendency 2. OU/Employee Performance 3. CM Dashboard many more Approved Draft (Mail/Dispatch) External Application

Activities involved in eOffice NIC eOffice Team Development of eOffice Product Suite Testing (Functional, Performance, Security) Migration from older to new eOffice version Implementation and Rollout Capacity Building NIC State Centres NIC DIOs Local NIC Cells Deployment and Operations Support and Maintenance RailTel CSC SPV

Outcomes Quick Decision Making and Faster Delivery of Services Access of Files Any Where Any Time Movement of files in real time irrespective of geographical locations Delays removed because of transparency and accountability Reduction in Corruption, Venal Practices and Red Tapism Personal priorities/discretions eliminated because of transparency and accountability Deleting/replacing the notings or tearing of files etc can not be even thought of Citizens can track the papers they have submitted to an office. In states like Kerala, a citizen can go to an office between 3-4, to find the status of his paper and where it is pending. Pendency Monitoring Environment Friendly and Go Green Initiative Tonnes of papers are saved which in turn saves trees Infrastructure like Printers, Cartridges, Cupboards, Office Spaces are also saved Saving on Account of travel for transporting of files from one location to other Always available Files never be lost and stored for perpetuity Natural Storms, Corona, floods but Government functioning is not at all impacted Officials could work on their files seamlessly, in secured & safe manner from offices/homes Accountability and Transparency

For details : visit https://eoffice.gov.in