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e-office_Presentation_by_NIC.ppt

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e-office_Presentation_by_NIC.ppt

  1. 1. DoR | Present Scenario •University system works on paper based files/documents •Paper used in these cost us trees •Move from paper to electronic systems increasingly adopted world wide •Office Automation systems implemented and exist as discrete units •Limited information sharing & Absence of global directory of information •No Standardisation of data •Duplication of efforts
  2. 2. eOffice | File Flow - Advantages •Bringing in transparency in the system •Improved efficiency in working •Viewing of files based on roles •Search and view file at any point in time (Based on hierarchy) •File can be retrieved anytime •Alerts on urgent files where action is required
  3. 3. Electronic File Tracking System Tapal & Scanning Search Setting Due Dates Digital Signature Receipt Registration File Creation e-File Movement eFile-Key features eOffice | eFile – Main modules •Electronic diarization of inward letters and files. •Electronic Movement of receipts and files with Digital Signature •Creation of Drafts for approval and final issue •Dispatch of letters •Setting Due Dates and Reminders •Queries and Reports •Migration Module
  4. 4. eOffice | eFile – Main activities Open efiles from In box, view previous notes, correspondence, draft Work on the efile, by TYPING self Notes, referencing, editing/approving drafts Sending efile to other user Affix Digital Signature Certificate 2 3 4 5 1.Scanning of physical receipts 2.Entry of Meta Data & creation of Diary Number 3.Entry of Meta Data for creation of e-files 4.Putting scanned physical receipts in Guard File IN Take prints of relevant section of efile for ease of reading View efile movement, status View MIS reports for juniors Pull back a efile Sign in through Username & Password 1 - Denotes all activities taking place on the computer
  5. 5. eOffice | eFile – Functional Process First receiver Scans Store in Hard Drive Scan directly to eOffice application Browse & upload Enter Meta Data System Creates sequential Diary Number for each receipt Create a new efile Attach to current efile Send e Receipt to Section, in case of CRU as first receiver Open efile and start Noting, create draft/edit draft/approve draft/issue draft, referencing to drafts & correspondence sections within e-file Digital Sign and send efile to next user System Creates a efile Number Enter Meta Data - Denotes all activities taking place on the computer e-file moves through the Channel of Submission on the system
  6. 6. eOffice | Document Management System •Creates a searchable enterprise repository of documents •Easily manage security and access rights to documents •Retrieve documents through advanced search •Define workflows for automated routing and processing of documents
  7. 7. eOffice | eFile - Reports •MIS reports (Status, Pendency) •VIP References •Parliament and Assembly related matters •Pending files and receipts •Time bound files and receipts •Diary and File Register •Pending Cases based on time periods •Numerical Cases •Weekly Arrear •Consolidated Report •Summary •Top Movements

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