E-office in Public Offices

[Sanjeev Goyal]

PMOPG/E/2025/0179765

 

Concerned Department: NIC e-office

Issues with the e-Office Module in Government Offices

 

Several issues have been identified in the functioning of the e-Office module, which have been reported to NIC multiple times. However, no response has been received thus far. The following are the key areas that need attention:

 

1. Auto-Reversion of Parked Files: Once a file is parked for a specific duration, it should automatically revert after the set period expires. Currently, there is no such provision, and users do not receive any notification when the file is due for reversion.

2. Reminder Mechanism for Pending Files: The system lacks a mechanism to issue reminders for long-pending files. There should be a provision to send reminders, with these reminders recorded in the main note sheet as separate entries.

3. Flagging Option for Sent Files: A flagging option is currently available only for inbox files, and only before they are sent. There should be an option to flag files after they have been sent for easy tracking of important documents.

4. Status Change for Leave: While the system allows users to mark "Tea Break," there is no option to change status to "On Leave." A provision for this change is essential for accurate status tracking and avoid delays,

5. Mandatory SMS Notifications for Weekend Files: There should be an automatic SMS notification for files received between Friday evening and Monday morning to ensure timely processing,

6. Pendency Tracking and Average Time Calculation: A feature to check pendency and calculate the average time taken to clear files is needed. An MIS report should indicate the files assigned to each individual, along with clearance status, date, and time stamp.

7. Institutional KMS Utilization: Clear procedures need to be defined for how institutional Knowledge Management Systems (KMS) can be effectively integrated into the e-Office module.

8. Hindi Word Count for Reports: A word count feature for Hindi text in sent files is necessary for reporting in quarterly Hindi language reports.

9. Undo Option for Sent Files: An "undo" option should be available for up to 10 seconds after a file has been sent, similar to the feature available in email platforms.

10. Tracking File Pendency Across Users: When a file is 'pulled' from another user's account, the system does not record an entry to indicate the duration of time the file was pending with the previous user. This lack of information leads to inaccurate records in the note sheet.

11. Word Search Functionality: The current system lacks a basic word search feature, causing significant inconvenience. A search function should be added to allow users to detect files containing specific words. The fie search has unnecessarily been made complicated in exiting module. 

12. Digital Signature Without Download: There should be a provision to digitally sign a file without requiring it to be downloaded, to streamline operations and improve efficiency.

 

 

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