Mission Mode Project under the National e-Governance Plan (NeGP) Line ministry - Department of Administrative Reforms & Public Grievances Initiated in Developed and implemented by National Informatics Centre (NIC) Establish a Single Product for reuse in the Government Based on Central Secretariat Manual of e-Office Procedure (CSMeOP) Benefits: Enhance transparency Increase accountability Assure data security and data integrity Transform the government work culture and ethics Promote innovation by releasing staff energy and time from unproductive procedures

An average document is photocopied 19 times Paper files get doubled every 3.5 years Paper usage in an average office grows 22 percent a year and doubles every 3.3 years Every 12 filing cabinets require an additional employee to maintain them The average search time for any document is 18 minutes and some are never found At any given time, 3-5 percent of an organization's files are lost or misplaced Large organizations lose/misplace a document every 12 seconds 92 percent of information is in manila folders Almost half of an office’s time is spent handling paper/data entry 80 percent of today’s information is paper based The average time to retrieve and file a paper document is 10 minutes causes an average 40 percent increase in paper consumption 12,500 sheets of paper can be made from one tree A letter has to pass through 41 steps and entered in dozens of the registers before it is answered Source: Green IT Initiative, A paper by Shri. Virendra Singh (IAS- Maharashtra) on eOffice Implementation in Sindhudurg District of Maharashtra.

The eOffice Product Suite comprises of following applications:

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 electronic diarization of inward correspondence, creation of files, movement of correspondences and files, electronic signing of noting & drafts using Digital Signature Certificates (DSC), eSign, and finally, the archival of records. Features of File Management System (eFile): ReceiptsFiles Diarization – Electronic / / Physical Acknowledgement Generation Receipt to Receipt and File Attachment VIP Letter Tracking Address Book Signing on remarks Legends on priority Advanced Search on metadata Receipt Status Monitoring System Closing of Receipts File Creation – Electronic and Physical Notings (Green and Yellow Note) Correspondence Draft for Approval (DFA) Referencing Digital Signatures on Noting and DFA File to File and Receipt Attachment Linking of File Closing of File Advanced Search on metadata DispatchReports Templates Selection Digital Signatures Advanced Search on metadata Reminders and Follow-ups Dispatch sent through and post MIS Reports  File/Diary Register Report  File/Diary Movement Report  File/Diary Pendency Reports ….. many more eFile Citizen Interface & Record Management System (RMS)

Features of Knowledge Management System (KMS): Enables users to create and manage electronic documents that can be viewed, searched and shared. Contains a dynamic workflow to keep document in various stages Central RepositoryMy Repository Organization wide access to documents Multilingual Support Version Control Security and access control Personal Document Repository Document Sharing Collaborative work Document SharingSearch Document Sharing Folder Subscription Alerts and Notification Quick and easy retrieval of documents Content Based Easy Search Advanced Level Search

Leave Management System (eLeave) Features Workflow based submission & approval Integrated Holiday Calendar Leave History and Leave Balance Alerts and Notification Leave details of subordinates Reports Tour Management System (eTour) Features Online tour request and approval process Settlement and Claims Reimbursement Log sheet management Alerts and Notification Dashboard Reports Personnel Information Management System (PIMS) Features Online Employee Service Book Integration with eLeave module MIS Reports Role Based Access Alerts and Notification Digital Signing

Management Information System (MIS-Reports) Features Provides real-time monitoring of an organization's productivity & efficiency through various transactional data made available for the organization Records Management System (RMS) Features Helps in enhancing the efficiency, transparency and accountability of the organization. It is the process of managing the records (files) in an organization and will start from the time the files are disposed (closed) Citizen Interface (CI-TRUE) Features To bring in a more participative form of governance with inclusion of citizens in facilitation of decision-making process, wherein a Citizen/External Organizations/ NGOs etc. can track the current status of references/grievances/DAKs on a real- time basis

Smart Performance Appraisal Report Recording Online Window (SPARROW) Features Property Return Information System Management (PRISM) Features For electronic filing of Asset and Liability Declaration, in accordance with the Lokayukt Act-2013 of Government of India Online generation of PAR Transparency & Accountability Delegation Workflow Search and Retrieval Alerts and Notification Reports

S.No.EnterprisesCategory No. of Units where eOffice is implemented Total 1. Central Government Ministries / Departments Attached Offices, Subordinate Offices, Apex Bodies, PSUs, Autonomous Bodies etc State Government Secretariats10 81 District Administrations31 Other Departments40 PAN-INDIA Total 198 Note: The above counts are as on 05 th AUGUST 2016 eOffice Implementation Status at Central Government Ministries/Departments Implementation StatusCount Implemented62 Under Implementation6 Yet to be Implemented21 TOTAL89

S.No.Name of Ministry/Department 1.Department of Agricultural Research and Education (DARE) 2.Department of Industrial Policy and Promotion 3.Department of Posts 4.Department of Defence 5.Department of Defence Research & Development 6.Department of Ex-Servicemen Welfare 7.India Meteorological Department (IMD) 8.Central Armed Police Forces 9.Central Police Organisation 10.Department of Home 11.Department of States 12.Legislative Department 13.Department of Biotechnology (DBT) 14.Department of Scientific and Industrial Research (DSIR) 15.Department of Atomic Energy 16.Department of Space

S.No.Name of Ministry/Department 17.Ministry of AYUSH 18.Ministry of Corporate Affairs 19.Ministry of Minority Affairs 20.Ministry of Petroleum and Natural Gas 21.Ministry of Skill Development and Entrepreneurship (MSDE)

Pre-requisites for eOffice Implementation: a.Hosting of eOffice Application For Central Government implementations, the hosting is done at National Data Centre For State implementations, hardware and software provision at State Data Centre (SDC) is to be made as per eOffice Deployment Guidelines NICNET/NKN/SWAN connectivity must be present at all locations where eOffice will be implemented. b.Skill Set All eOffice users need to have basic knowledge of computer and Internet Browsing. c.Additional Pre-requisites GoI/NIC IDs – For login into eOffice product, all users must have GoI/NIC IDs Digital Signature Certificates (DSC) – For signing noting and drafts in electronic files, all eOffice users must have Digital Signature Certificates (DSC). Setting up of eOffice Central Helpdesk – A Central Call Centre will be set up for getting technical clarifications pertaining to product usage. Setting up of Training Centre – A training facility for about 30 persons (30 nodes) may also be setup at the department.

Basic Infrastructure Pre-requisites for eOffice Implementation: a.Workstation/Desktop/Client Every user of eOffice will need to have an independent Workstation/Desktop/Client. The recommended requirements for Workstation/Desktop/Client are as follows:  Processor: 2GHz and above  RAM: 2GB and above  USB 2.0 controller (for Digital Signature Certificate) b.Network LAN connectivity to each user/each desktop to be provided. Ensure multiple network links in the department for fail over. Bandwidth utilization should not be more than 60%. For smooth usage of the system, the department needs to ensure a minimum dedicated bandwidth of 34 Mbps for 2000 users. c.Scanners The user will be required to analyze volumes of incoming receipts per day along with travel time to the scanners for all users that are using that particular scanner. d. Software Operating System - Windows 7 or above, Linux 6 or above, Ubuntu 11 or above Browser- Internet Explorer (10.0 & above), Firefox (27.0 & above) Adobe Reader 10 and above Anti-Virus (any antivirus)