e-Office - Digital Office for the state of Jharkhand
e-Office – An Introduction

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 It generates huge volume of historical documents which are not easy to preserve securely and to access readily on demand.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 -

  • The solution and technology need to be among the best as per industry standards
  • A robust strategy needs to be in place for exhaustive digitization of existing physical document assets
  • Infrastructure like servers, network connectivity, computers, peripherals etc. should be ready
  • A capacity building roadmap for employees need to be planned out
  • Proper policy changes need to be formulated in order to accommodate replacement of physical papers and signature with digital version
Why e-office

Administration Efficiency Improvement

  • To improve efficiency, consistency and effectiveness of government responses
  • To reduce turnaround time and to meet the demands of the citizens charter
  • To provide for effective resource management to improve the quality of administration
  • To reduce processing delays
  • Proper policy changes need to be formulated in order to accommodate replacement of physical papers and signature with digital version

Reduce Cost

  • Reduce cost by automatic documentation process
  • Reduce manpower for management of documents
  • Reduce document storage and maintenance
  • To reduce processing delays
  • Proper policy changes need to be formulated in order to accommodate replacement of physical papers and signature with digital version

Systematic Information Security

  • Prevent information security accident
  • Access Control and Rights Management

Compliance to Regulatory Guidelines

  • Preservation of documents for the long term to comply with the regulatory guidelines.
  • Disposition of Paper documents as per the department’s Retention Policy.

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