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Streamlining Governance: Implementation of e-Collectorate by NIC, India

The e-Collectorate Suite by the National Informatics Centre aims to enhance the efficiency of government operations by automating letter and file tracking across various administrative levels. This initiative covers Collectorate offices, Tehsils, Blocks, and Panchayats, ensuring smooth workflow automation for citizen-centric services. Challenges such as locating files and tracking action statuses are addressed through a fully automated system, providing real-time application status updates and facilitating seamless communication between citizens and officials, leading to a paperless administration.

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Streamlining Governance: Implementation of e-Collectorate by NIC, India

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  1. e-COLLECTORATE of National Informatics Centre Department of Information Technology Government of India Scope & Implementation Methodology

  2. e-Collectorate Suite • Collectorate Letter / File Tracking System • Collectorate offices / Sections • Tehasils / Blocks • Village panchayats / other field offices • Workflow Automation of various Functionalities of the Collectorate • Citizen Centric Services Delivery Phase-1 Phase-3 Phase-3 Phase-2 Phase-4

  3. Why Letter / File monitoring? Challenges being faced • Locating a letter • Locating a file • Knowing status / action taken on a letter • Knowing status of a file • Searching a Document • Archive & Record Keeping Citizen Perspective • Status of the letter / file • To know who is dealing with the file

  4. How a Letter Moves… DAK / Letters Diary Section (OS) Collector Res. Office DAK / Letters with Markings Section Diary Section Diary Section Diary Dealing Clerks Dealing Clerks Sections (Dy. Coll ) Sections (DWO ) Sections (DPO etc.) Dealing Clerks Self Diary

  5. Requirements in e-Mode

  6. Situations • One Letter may be marked to a wrong section / Clerk • One Clerk is assigned another subject to deal • One clerk is transferred & New Clerk Joins

  7. Process in e-Mode • No manual entry • Type the parameters related to the letter • Scan the letter / documents & Upload • Mark to the section online • Automatic Generation of Diary Number Once this is done our backbone is ready

  8. File Management • Attach the letter to an existing file • Open a new File & Attach the letter to the same

  9. Collector ADM File Movement File File File Movement Dy.Collector Head/Sr./Jr. Clerk

  10. Integration with Specific Modules • Financial Management • Revenue Recovery • Public Grievance • Court cases Monitoring • Explosives License • Circuit House Booking …. Modules are Pluggable

  11. E-Collectorate Personnel Management Arms License Public Grievances File Movement Package Court Case Monitoring Pensions(Old Age/ Widow) …… Application Packages -20

  12. Unique Features • Automation of each & every Diary at various locations – Central Diary / Collector’s Residence Office / any Section level • Completely automated file processing & file movement with electronic workflow • Online status tracking of application by the government officials • SMS based response system for the citizen

  13. Unique Features • Bar coding of each despatch along with metadata of the letter for quick reference & search • Parallel panes enabling officials to see the attachments & write notes simultaneously • Integration of regional language (Odia) wherever required • The complete automated process to make the district a less-paper administration

  14. E-Collectorate Implementation Support Plan NIC Odisha State Team NIC District Team

  15. E-Collectorate Implementation Support Plan District e-Collectorate Team

  16. Deployment Plan • Data Server • Backup Server • Staging Server • Networking of all Sections • Computer Systems at each seat • Establishing a training Lab • Basic Computer Awareness Training • Training on e-Collectorate

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