In what could escalate the movement of files, improve transparency and work efficiency, the Mysuru District Administration has gone digital thus setting up a paper-less administration through e-office software launched by the District In-charge Minister Dr H C Mahadevappa on Friday.
Henceforth, there would be no physical file movement and everything would be monitored online. There would be little scope for unnecessary delays and the whole office proceedings would be available for information of the public through information technology.
“With the launch of e-office, people don’t have to make rounds of the DC’s office to know the status of their file. By having file number, they can check the status of their file by the click of a button,” Dr Mahadevappa said after launching the e-office.
“The main objective of e-office system was to improve transparency, efficiency, effectiveness, accountability and also to make it convenient to employees to work at any point of time and from any place. There would be better accountability and the files can be disposed off effectively. There wouldn’t be a fear of file loss either, the minister said.
Mysuru is among the 15 districts in the State to have been chosen for the implementation of e-office. So far, the State e-governance has implemented the scheme in nine districts including Mysuru. Gadag DC’s office was first to go digital.
Deputy Commissioner D Randeep told mediapersons that initially all the sections of DC’s Office would be covered under e-Office and District Head Quarter’s AC Office, Tahsildar Offices were also being taken up for e-office. Subsequently remaining offices will also be covered.
“E-office is a paperless work flow solution for the day-to-day activities in any office with regards to letters and files. Instead of moving physical papers and files only scanned copies (electronic files) are moved from one table to the other which leads less to nil usage of paper. This would escalate the movement of files and brings in the transparency,” he said.
He added that with the initiative documents will be readily available online if required under RTI or for audit purpose. “Separate server space is provided by NIC for DC’s office, Mysuru. So files can be stored permanently and can be retrieved at any point of time besides saving enormous time of searching files and letters. Everything is digitalised now,” Randeep said.
On the occasion, Revenue Court Case Monitoring System (RCCMS) was also been adopted by the District Administration. The DC said that hereafter all ongoing court cases, starting with the entry of a new court case to recording down all proceedings and maintaining the history of each and every case will be monitored by RCCMS. “It will automatically generate notices and list of pending cases till particular date so that officers can easily refer to the list and pursue the case accordingly,” Randeep said.
E-office is more secure
Replying to a query, Technical Director, NIC, Lakshminarayan said that all the documentation would be on secured network and cannot be accessed by general public. “The e-office can be accessed only through NICNET, KSWAN or through VPN account and only by employees with login ID and password provided by the government. This is a standard and mature software which is being used at various levels – right from PMO, Central ministries to districts offices in Karnataka and other State,” he said.
How e-office works
Any letter received in the inward section (entry point) is scanned and then electronic copy is forwarded to the concerned section through e-Office. The movement of the physical copy of the letter stops here itself.
Concerned case worker will login to his/her account in e-office and after opening the letter received in his inbox puts the electronic letter in an existing electronic file or creates a new electronic file and puts the letter in that file. Case worker then types his/her note in the electronic file itself, types the draft letter and then after digitally signing using Digital Signature Token forwards the e-file to the next level (Shirastedar).
Shirastedar will then login to his account and types his remarks on the electronic file and Digitally Signs and forwards the file to ADC for approval and finally the file is moved to the DC for final approval.
After the file is approved and digitally signed by the Deputy Commissioner it traverses back to the concerned case worker for dispatch of the letter. Letter will be dispatched by the Dispatch Clerk.