Govt listens to LocalCircles on File processing

It has taken six years for the Narendra Modi government to push this major reform through the bureaucracy, but finally, from next month, no central government file will pass more than four hands before a decision and ministries will also be able to submit e-files to each other. The idea is to speed up decision-making and usher in an executive-centric and business-oriented functional transformation of government offices by flattening the organisation and going for delegation rather than pushing files up to higher levels needlessly.

Proud of being a part of circles since 2015!!! Hope this happens in every state too. more  

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Improving File Processing in Govt Offices: Inputs for Modi Govt 2.0
Many of you in the last 5 years have raised the issue of making file processing in Govt offices more efficient. With multiple submissions by LocalCircles, a handful of ministries of Central Government have moved to e-Office where file processing is electronic but majority of them are still on the paper file system and the processing is highly inefficient. Many of these affect how processing of state/local schemes happen. Below are some of your suggested changes. Kindly review them and if you have anything additional, please share. You are also welcome to share the link of the post on other social media so more senior country leadership is brought up to speed of this critical need. Solutions to improve File Processing in Govt Offices: 1. All paper submissions/pending files should be fed into the systems 2. Electronic files should be created for new cases/projects 3. As soon as a case is fed into a system, it should automatically assign to the related officer 4. Every file should have an owner who should be held responsible for timely processing 5. The system should show the number of pending cases/files against each officer’s name, which should also be visible to their seniors and head of department like Secretary and Minister or District Magistrate (District) and Chief Minister (State) 6. Each application should have a ‘maximum response time’ failing which the office should be held accountable 7. Automatic escalation should happen if file is not cleared within the stipulated time 8. A week before a case file is to reach its ‘maximum response time’ limit, the system should start displaying an urgent message against it and send a SMS trigger 9. An automatic penalty rating system to be established 10. Once a file/application is submitted, it should be made the offices’ responsibility to get back to the applicant 11. It should be made a rule that the files should be transferred to the second department on the same day as it is cleared from the first one 12. No file should move for more than 3 layers for decision 13. Timely file/case processing should be embedded into everyone’s KRA from Secretary to Clerk with different weightage 14. Efficiency and results should be made the key to performance appraisals 15. Proper pest control measures should be taken for the file storage rooms 16. Electronic tracking of files/cases should be enabled and in cases where the customer is a citizen/business, they should have a tracking number 17. A clear set of instructions should be issued from the offices for the documents required for each set of work 18. CCTV cameras should be installed in Government offices to keep an eye on the proceedings 19. Officers/peons caught taking bribes should be immediately suspended 20. Employees should be periodically trained on using computers for their daily work 21. Paperwork in Government offices should be reduced by replacing it with electronic communication and approvals.
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The biggest hurdle is acknowledgements and comment on suggestions. more  
I don't think decision making will improve.Four hands are OK but if one of them takes no decision for long,what action will be taken.The decision on e file should also have a rider for how many days the bureaucrats can hold on to that file.Plus,there should be no need for Hard copy.The problem is we require proof everywhere & hence hard copy is required more  
Since it is implemented recently, let it be reviewed periodically for atleast one years and all hurdles must be resolved. more  
The government movement is With good intentions and needs to be appreciated at all levels. The government should also ensure that the scheme is implemented in letter and spirit and make it enable to achieve the intended results. It will be the responsibility of the concerned authorities to ensure that the scheme doesn't become prey of corruption. The centre should also take the state governments into confidence and impress upon them the necessity and usefulness of such a system be introduced at all levels. more  
If this happens, then it is something to cheer about. Bureacracy is something which politicians do not touch very easily as the bureacrats are the only lot who can play havoc with politicians. Hopefully, if the levels of approval are cut, people are not scared to take decisions. People being scared of taking decisions is the bigger reason for delay rather than only multiple levels of approvals. Transparency and turnaround time are more important. Today, a babu can deny or reject a file for the flimsiest of reasons. Corruption is another malaise which comes when there is lack of transparency or in the absence of a clearly laid down standard operating procedure.. more  
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