In government organizational context, information plays a vital role. Thousands of files are handled in the government offices each day, so it is extremely crucial to streamline the flow of data within the organization. In government offices, large volume of data and information are created, stored and forwarded regularly in the form of physical documents like files, correspondence, letters, notices, etc. It generates huge volume of historical documents which are not easy to preserve securely and to access readily on demand. Inter departmental or inter office movement of the physical files, DAK etc. across various location are time consuming, therefore tracking a physical document (running file) effectively often poses a big challenge.
The solution to overcome the above mentioned challenges is an efficient, robust, scalable and secured “Digital Office” system. The vision of the “Digital Office” system is not only to achieve “Paperless Office” across all the Government departments in Jharkhand but also to establish a structure to the data flow so that it is available whenever required and can be managed and monitored effectively. The system ensures simplified, efficient and transparent working procedures.
Prior to undertaking the implementation of a “Digital Office” system across the state of Jharkhand, meticulous long term planning is required keeping various aspects in mind. The implementation of the “Digital Office” system should ideally be started with around four pilot departments, and then gradually rolled out to all other departments and offices across the state. In the planning phase of the implementation of “Digital Office” system, the following areas need major attention -
Administration Efficiency Improvement
Systematic Information Security
Compliance to Regulatory Guidelines