e- OFFICE

Digitization of files make them permanent, easier to back up and far more convenient to manage thereby ensuring increased security and compliance. e-Office, thus aims to user in more efficient, effective and transparent inter-Government and intra-Government transactions and processes. Paper and electronic files received from any source are integrated into a single system. These files can then be viewed or accessed by any user or users across a network.

The major modules of an e-Office system are:

  • File Management System (e-File) automates the processing of files and receipts. This includes creation of files (electronic and physical both kind of files), movement of files in the workflow, tracking of files and their management.

  • Knowledge Management System (KMS) acts as a centralized repository of various documents such as acts, policies and guidelines.

  • Collaboration and Messaging Services (CAMS) for internal collaboration and messaging.

On 24th August 2013, Government of Kerala has decided to implement e-Office in Secretariat wide (G.O.(Ms.)10-2013-ITD). Further in FY 2015-16, the Government has decided to roll out e-Office to 14 District Collectorates, 21 Sub–Collectorates, 75 Taluks and Land Revenue Commissionerate.

In 2017, e-Office has been roll out to all District Collectorates, 7 Sub-Collectorates, 17 directorates 7 autonomous organizations and 4 PMUs. National Informatics Centre (NIC) is the implementation agency of e-Office. Overall management is the key responsibility of KSITM. Kerala State Wide Area network (KSWAN) connectivity, one of the major e-Governance initiatives by KSITM, is the most essential pre-requisite for the implementation of e-Office.

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 of supporting software on server

  3. Creation of database and its configuration

  4. Email and EMD creation

  5. Trial Run the application with user data

  6. Impart training to staff

  7. Handholding Support training

  8. Documentation /On line User Manual

  9. Application maintenance and support

  10. Feedback mechanism for registering customer issues/suggestions

The common Process flow guidelines and implementation strategy of e-Office can be referred vide G.O.(P)27-2015-ITD dated 20-8-15 

For more details visit http://eoffice.kerala.gov.in/eFileCIMAIN/ . For registered users visit https://esarkar.kerala.gov.in/