Taking a major leap towards creating a paperless environment in the Government offices, the UT Department of Information Technology is all set to implement the e-office solution.
The e-office aims at achieving a simplified, responsive, effective and transparent working in government offices and is a major move towards implementing one of the major objectives of IT and electronic policy of the UT Administration. The new system would enable Government officials to move their files in electronic mode right from the first dealing hand to the highest approving or decision-making officer within the IT Department. Now, the dealing hand would not use manual noting sheets to put up the case. Rather, he/she will write the note in e-form only.
The receipt clerk of the Department would scan and diarise the letters/communications received in the IT Department from various other offices and mark these to the concerned dealing hands by using the file management module of the e-office solution. These letters would become PUCs (Papers under Consideration) 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/proposal on the PUC in e-form to the next higher authority, using SWAN (State Wide Area Network) connectivity.
This officer would, in turn, record his opinion/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. Giving information about the e-office solution, Prerna Puri, UT Secretary, Information Technology Department 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 said that this system involves all stages of file movement, including the diary of inward receipts, creation of files, movement of receipts/files including archival of records. Besides replacing physical files, e-office would also automate other departmental functions like leave management, employee management, tour approval.
“Apart from this, e-office will facilitate a central and a single repository of departmental documents like policies, forms, acts and regulations, circulars, guidelines, standards and manuals for the use by all departments of the UT Administration.