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e-Office

e-Office, developed by NIC, aims to conduct office procedures electronically thereby transforming government offices to paperless offices and bringing about benefits of digital communication. It is a Digital Workplace Solution that comprises of various modules like File Management System (eFile), Knowledge Management System (KMS), Collaboration and Messaging Services (CAMS).

e-Office project was approved by the Kerala Government in August 2013 to automate file flow in all 42 departments at Kerala Government Secretariat. So far it has been implemented at 21 departments either fully or partially.

e-Office is hosted at the State Data Centre, Technopark and access to the application is made available in private network. Connectivity to SDC is essential for users to access e-Office. Hence either dedicated leased line or KSWAN connectivity has been provided at all offices where e-Office has been implemented. At the Government Secretariat, connectivity has been enabled using a 100 Mbps leased line from Secretariat to SDC.

In FY 2015-16, the Government has decided to roll out e-Office to District Collectorates(7), Subcollectorates(6) and selected Directorates.

Modules of e-Office

e-Office comprises various modules like File Management System (eFile), Knowledge Management System (KMS), Collaboration and Messaging Services (CAMS).

eFile

eFile is a workflow based system that replaces the existing manual handling of files with a more efficient electronic system. This system involves all stages, including the diarisation of inward letters, creation of files, making noting & referencing, preparation of draft for approval, issue of letter, movement of receipts and files and finally the archival of records. With this system, the movement of receipts and files becomes seamless and there is more transparency in the system since each and every action taken on a file is recorded electronically. eFiles can be easily searched and retrieved and actions on them can be taken instantly. They can also link to and reference relevant files, documents, rulings and decisions. This simplifies decision making, as all the required information is available at a single point.

KMS (Knowledge Management System)

KMS manages large volume of documents that include Policies, Forms, Acts and Regulations, Circulars, Guidelines and Standards, Annual reports, Office orders, Office Memorandums and Manuals. This is a role based system that helps to upload, locate, search, view documents at individual level with the privileges applicable.

e-Office Citizen Interface (http://eoffice.kerala.gov.in)

e-Office Citizen Interface is created as a separate application with Read only access to e-Office database. It provides the facility to search for File/ Tapal and check its status. Also, Government Orders and Circulars can also be searched and viewed.

In File/ Tapal search, the citizen can provide any number he/ she has as reference to any file/ tapal. The reference number could be the number of the letter sent to the department or any reference number provided back to the citizen from the department (could be File number or File Computer number or Receipt number or Petition number). Otherwise, it can also be searched using other fields such as Subject, Sender details etc. Current status of the file, location of the file and pendency can be viewed.

e-Office Implementation - Stakeholders Roles and Responsibilities

Project implementation includes the following stakeholders:

  • KSITM - Overall project management
  • Departments/Directorates, Collectorates, Sub collectorates and subdivisions are the beneficiaries.
  • NIC- implementing agency - Provides software support on e-Office and manpower for training.
  • Nodal Officers:-Nodal officer will be responsible for the implementation of e-Office at the concerned office/Department.

Pre Requisites of e-Office

Connectivity KSWAN connectivity is one of the essential pre-requisites for the implementation of e-Office. Failover network link need to be ensured.
Bandwidth(Base Line) Recommended bandwidth is 4 Mbps for 25-30 concurrent users for satisfactory performance of e-Office. However the performance may be affected on various other factors, such as packet loss rate, simultaneous access of other services other than e-Office
LAN Structured LAN is recommended for better services
Recommended Client Systems ( for all e-Office users) 2Ghz Processor, 2 GB RAM
KSWAN Connectivity, Power Backup
Scanners At the entry point of Correspondences Received/ Places where files,letters would be digitized. Scanners Specifications depending upon the volume of pages are to be scanned per minute
Skill Sets All employees need to have basic knowledge of computer and Internet Browsing.


Implementation Approach

The following activities are involved as part of the e-Office Implementation:

1 Hardware and software readiness check
2 Installation/Configuration of supporting software on server
3 Installation/Configuration of e-Office Software
4 Email id and EMD creation for all e-Office users
5 Digital Signatures procurement (if needed)
6 Trial Run the application with user data
7 User training for use of e-Office software including Malayalam computing training
8 Handholding Support for use of software
9 Application maintenance and support

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