Grievance Sub: Eoffice mail box inefficiency.

[Sanjeev Goyal]

PMOPG/E/2026/0036362

 

Concerned Department: Department of Administrative Reforms.

 

At present, e-Office mailboxes are created in the name of individual officers. This practice creates significant difficulties at the time of handing over charge to a new incumbent, as there is no structured mechanism to transfer access to the electronic files linked to that mailbox.

In the manual system, physical files are formally handed over and acknowledged during the charge-transfer process. However, in e-Office, unless an officer is explicitly marked in a file, they are unable to access it. Consequently, the existing system effectively prevents a seamless and complete transfer of charge to the incoming officer, leading to operational discontinuity.

In view of the above, it is proposed that e-Office mailboxes be created in the name of the post/designation rather than the individual officer. This will ensure institutional continuity and enable the new incumbent to seamlessly assume responsibilities along with full access to the existing electronic records.

 

In eoffice whenever file is marked the name & designation is auto fetched. So, in case of mail box created with designation the updating of name would be required whenever a new officer takes charge.

 

The issue assumes greater significance for senior and key administrative posts such as JS (Admin), Executive Director, JS & FA, Registrar, Finance Officer, etc., where continuity of records and decision-making is critical. Adoption of a designation-based mailbox system would strengthen accountability, improve record management, and ensure smooth administrative transition.

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