1. The document discusses an e-office workshop on implementing a file management system. It describes the basic components and prerequisites of the e-office package, including modules for knowledge management, file management, leave management, and more. 2. The basic prerequisites for e-office include access to NIC NET/SWAN, digital signatures, scanners, computers meeting certain specifications, and appropriate software. 3. The document outlines the key features and components of the file management system module, including efficient tracking of receipts, notes, drafts, and correspondence. It also details the various screens and functions for creating, reviewing, and dispatching files and documents.

1. Workshop on E-Office
(File Management System)

2. CONTENTS
1. About e-Office
2. e-Office Package
3. Basic pre-requisite for e-Office
3. Basic pre-requisite for e-Office
File Management System (e-File)
Q & A
4.
6.
Expectations from the Districts
5.

3. e-
Web-based
application
Paper-driven
approach to
electronic
approach
Unicode
compliant-
support for
local
languages
About e-Office
e-
Office
Paperless
environment
Enhances
transparency
Promotes
inter/intra
govt.
information
sharing
Open
architecture
Data security
and Data
integrity

4. Modules in e-office package
Knowledge
Management
File Management
System
Leave Management
System
Tour Management
System
Chat and Collaborative
Messaging
Personal Information
Management System

5. 1
2
5
6
Basic pre-requisite
NIC NET /SWAN
NIC/GOI Email ids
Core 2 Duo Processors and above
2 GB RAM and above
3
4
7
8
Scanners
Digital Signatures
Windows 7 and above
IE 9 and above or Mozilla (ESR version)

6. File Management System
Efficient,
transparent,
accountable
Components
like receipt,
noting , draft,
dispatch
Keeping record
and tracking
movement
It saves time,
Workflow based
system
Draft versions
gets maintained
A file can also
be linked with
another file
Tampered proof
noting
File/ Receipt
can be attached
with another
File/ receipt
Reference
tagging and
attachment
allowed
Diarize once use
always
It saves time,
effort and
money
Facility to
dispatch via
post/mail

7. Login Screen

8. E-Office Dashboard

9. File Management System-Inbox

10. Receipt inbox

11. Browse & Diarize (Pdf up to 20 MB,

12. Created (similar to draft in any mail system)

13. In ‘To’ option we can select the receiver of
the letter (typing not allowed)
We can mark a copy to more than one
officer
An officer can put ‘Due Date’ to
Subordinate Officer
‘Action’ and ‘Priority’ can be also set while
sending
Remark can also be written
Send Page

14. A letter can be put up in a file through receipt module(put in a
file)
A letter can be put up in a file through file
option(correspondence and ToC tab)
Put in a File

15. A draft is a reply to a letter or any fresh
communication by the department
A draft can always be created in a
File/Receipt
A version gets maintains after every
editing and marking
Officers with approver role, only can
approve the DFA
A unique computer no. gets generated
for each DFA
Draft-Create New Draft

16. Draft for
approval
Draft

17. Dispatch Screen

18. Dispatch can be
send through e mail
or by post
Dispatch- By mail/Post
Either send it
with follow up or
without follow up

19. File- Crete New- (Non-SFS)
To
create a
new file

20. File Heads
Once file No.
generated. it
cannot be
changed
File creation- File cover

21. Correspondence (to attach a letter
into File)

22. ToC: Table of
Content
File Created
Letter section
Noting section:
1. Green Note
2. Yellow Note

23. maintains
Versions unless
confirmed
Changes
to green
Yellow Note
confirmed to green
note

24. Select create new draft after clicking draft Rest of the steps are same as in case draft in receipt section
Draft Creation

25. Expectations from the Districts
Preparation of
GAP analysis
report
DSC/E-mail id
preparation
File heads/EMD
Data
preparation
Decision on files
Archival policy
To ensure
To ensure
Infra GAP
analysis (H/W,
S/W, DSC,
Scanners)
Decision on files
to start with e-
Office
To work from
remote
location, VPN is
required
Archival policy
on physical
papers
Decision on
CRU /individual
level diarization
Ensure Transfer/
retirement case
management
(EMD)
To ensure
handholding on
e-Office to
officials
To ensure
training/worksh
op for district
officials
Strategy for
transition of
legacy files (2nd
phase)

26. Question and Answers
Question and Answers

27. • Helpline Number: 0522-2286808/809
• Email ID: praveenuplc@gmail.com
Helpline

28. Thank you…