“UT adviser Dharam Pal has directed that a roadmap be created for the change. The secretary, vigilance, and secretary, Information Technology (IT), have been asked to create a framework for the switchover,” said a UT official.
Under the new system, office files (e-files) will be dealt and processed through digital platform rather than being dealt physically. The file noting, decisions and approvals will be done in the e-office module without physical movement of files from one official to another.
The e-office module of the National Informatics Centre (NIC) has already been implemented successfully in different departments of the central government and in many state governments. The administration wants to adopt the same processes in its departments too.
Currently, all files are processed online through e-office only at the Chandigarh Housing Board (CHB). It had made the switchover in 2020.
As scanning or digitisation of all UT files can take a long time, the administration is exploring methods that can speed up the transformation from physical file to e-office.
“There is no need to delay implementation of the e-office module for scanning of existing files. Any new proposal can be processed on a newly created e-file and scanned copy of the particular PUC can be provided in the correspondence section of the said e-file. Further scanned copies of related previous note-sheets or other documents can also be attached with the e-file with suitable references on the noting portion. However, in case any authority needs to go through the existing physical file, then he may call for the same before taking a decision on the e-file,” said the official.
In case, a document needs physical signature of higher authority, initially only e-file can be moved. After approval of the competent authority, some official can be deputed to get the documents physically signed from the authority concerned. In complex issues, where physical file is required or unavoidable, its physical movement can be allowed. In normal practice, only e-files will be allowed.
UT adviser-cum-chief vigilance officer had issued orders on November 15, 2022, directing all the departments/boards/corporations/undertakings of the administration to immediately switch over to movements of all the physical (interdepartmental and inter departments) through e-office module of the NIC and the discontinuation of the manual file movement register.
At present, the e-module is being used to track the movement of physical files. Every office marks the receipt and sending of a physical file on the e-module. This marking can be seen by officials of different departments in the e-module.