File Processing in Government Offices - Inputs Needed

Dear Friends:

If we visit a Central or State Govt office, we find a ton of files in every office. Creating a file, moving it, storing it and finding it are all manual processes that add tremendous inefficiency in the system. Many Government officers have tended to use the file system as an excuse to delay decision making and indulging in corruption.

With this post, we want you to share issues you have experienced/seen with the current filing system in Government Offices.

Once we understand the issues in detail, we will carry the discussion further using our structured methodology and put together a comprehensive whitepaper for the PM and Central/State Government leaders.

If there was one system where IT and Re-engineering can positively impact governance and development of India, it is this. So, let us do our bit by submitting to our Government what the issues, root causes and solutions are to transform the Indian Government's Slow/Inefficient file system.

We look forward to your inputs!
Rajendra Pratap Gupta more  

View all 162 comments Below 162 comments
Mr Gupta, This is not the lack of computerised system which is to be blamed rather lack of will by Govt employees to do work which is responsible, so if you really make Govt employees to work then IT and computerised system can support them in disposing their files fast. more  
Dear Shri R P Guptaji

Greetings and thanks for the mail

The whole business of bureaucracy is self perpetuation and building great
turf empires and assume they are the Sultans of the new India.

Consequently in all these 68 years we have not done anything to do away
with the paper pushing tribes doing mischief and adding value to the user.

I am reminded of the oft quoted remark attribute to Mr Ronald REgan Ex Prez
of USA that the nine most terrifying words in the english language are , "
I am from the Government and i am here to help."

Well does not it sound nice as much in Indian context

If we move all the government transaction to e- platform and perhaps
appoint 3rd party service providers all this tamasha of files accumulating
and a whole battalion Non value adding Babus can be dispensed with and the
system will become agile and we will move up the rank in terms of easy to
do business india rank order.

Secondly the terror associated with CAG / C V C /C B I investigation
coming on the heels of any executive making decisive decision should be
brushed out with a long Jaddu as AAP party is sloganing.

Only critically important paper that are useful for posterity and which
will add as a source of explicit knowledge should be stored. Why
application first and that too in so many copies

What has R T I act has helped in removing needless files and what
contributions it has made to the larger society since its inception

What is the parliamentary committee if for and why are we not taking on
double quick route to divest stake in PSU.
With a PSU you have a Parliamentary committee to study the working of PSU
[ and then why do we have CAG audit of the PSU ] . Like this there is
endless avenues created by Babus " Bureaucracy of the Babus and by
the Babus and for the Babus so that they will enjoy eternal welfare at
the cost of ex-chequer. Whaty British raj gave it to us we are blindly
following . Why does a Tapal receipt [ letters received in Diary dept,
registered with a number and then sent to the section after 3 days or or
with a great ledger for the receipient to sing and take charge and like
this it goes on for another week or so before it goes to the desk of the
Big Babu.

Why do we have the NOte creating culture . we just want to go by precedent
action and we do not want to embrace change in he new context. How does
Singapore government functions. Can we learn any thing from them .[ Never
go to European model or USA model it is as much a behomoth]

Why not institute a study team to audit the who muck and see how we reduce
levels of administration and needless generation of papers.

WE do not seem to have any idea of cost of paper, storage, upkeep,
insurance, fireproof file cabinets, battalion of manpower that adds little
to economic productivity of the nation , entry control, issuance of files
and their sudden disapperance or the whole building being burnt overnight [
like Bombay land scandal paper disappearing in fire episode].

we should empower our front end functionary to say Yes or No the same day
when the matter is filed in the e- platform [ clear cut defined rules to
be laid down ] service portal and electronic certificate / sanction letter
issued with encrypted signature etc

Good luck

Kasturi G more  
In Govt offices, the tracking of papers and files are very difficult and it is like searching a needle in the haystack. In this condition, the Tamilnadu Govt., brought certain changes in the maintenance of Personal Registers (maintained by each clerk to track the papers/files) in the subordinate offices whereby the tracking had become still more worse. Unless the clerk sympathetic to the person the papers could not be tracked. In one case, the Accountant General of the State, sent the authorisation of an retired officer, along with the authorisation of a retired subordinate staff, and the recipient office, had take action on the subordinate staff and closed the file without taking action for disbursing the amount for past some years to the officer. The clerk defaulted has not been made to realise his mistake. This is how the things happen in Govt. offices. more  
In Govt offices, the tracking of papers and files are very difficult and it is like searching a needle in the haystack. In this condition, the Tamilnadu Govt., brought certain changes in the maintenance of Personal Registers (maintained by each clerk to track the papers/files) in the subordinate offices whereby the tracking had become still more worse. Unless the clerk sympathetic to the person the papers could not be tracked. In one case, the Accountant General of the State, sent the authorisation of an retired officer, along with the authorisation of a retired subordinate staff, and the recipient office, had take action on the subordinate staff and closed the file without taking action for disbursing the amount for past some years to the officer. The clerk defaulted has not been made to realise his mistake. This is how the things happen in Govt. offices. more  
First of all, let offices immediately arrange for their computerization/soft copy version.
Deptt to decide Time bound clearance of cases.
Design soft ware to ALARM ( Computers of Official dealing case & Head of Deptt) once time given has crossed. more  
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