eFile is a workflow based system that includes the features of existing manual handling of files with addition of more efficient electronic system. This system involves all stages, including the Diarisation of inward receipts, creation of files, movement of receipts and files and finally, the archival of records. With this system, the movement of receipts and files becomes seamless and there is more transparency in the system since each and every action taken on a file is recorded electronically. This simplifies decision making, as all the required information is available at a single point.
It envisions a paperless office, with increased transparency, efficiency and accountability of the organization.
A revolutionary product aimed to make office work like never before in the history of Indian Governance, is based on the Thirteenth edition of Central Secretariat Manual of Office Procedures (CSMoP) of the Department of Administrative Reforms & Public Grievances (DARPG), Govt. of India.
INTRODUCTION
▪ Systems▪ Scanners▪ Good Internet Connection▪ Printers ▪Digital token▪NIC E-mail id
Basic Requirements
First NameLast Nam
eDesignation Department/
Ministry State Mobile(10 digit)
Date of
Retirement (dd-mm-yyy
y)
Email Login-ID
Email address
Date of Birth(dd-mm-yyyy)
Sample NameBasedData
EMPLOYEES BASIC INFORMATION
S.No
.First Name Last Name Designat
ion
Department/Minist
ry
StateMobile
(10 digit)
Date of Retirem
ent (dd-mm-
yyyy)
Email Login-ID Email address
Date of Birth(dd-mm-yy
yy)
1 PRAKASH KUMAR INDUPALLI
JOINT COLLECTOR-II
REVENUE
ANDHRA PRADESH
8886616003 30-11-2016 prakash.apprkrev prakash.apprkrev@gov
.in20-11-1956
2CHIRANJEEVI SIVA KUMAR
BEZAWADAADMINSTRATIVE OFFICER
REVENUE
ANDHRA PRADESH
8886616005
10/31/2019
sivakumar.apprkrev
10/23/1959
3 SRK MOHAN
MURIKIPUDI
SENIOR ASSISTANT
REVENUE
ANDHRA PRADESH
9490175624 8/31/2041msrkmohan.appr
8/5/1981
4 RAVI KUMAR BATHULA
SENIOR ASSISTANT
REVENUE
ANDHRA PRADESH
9032292849 7/31/2043bathularavi.apprk
8/1/1983
5 VENKAT SUBBA RAO MUNAGALA
JUNIOR ASSISTANT
REVENUE
ANDHRA PRADESH
7799085143 5/31/2046munagalavenkat.
5/31/1986
6 SRILAKSHMI JADDU
JUNIOR ASSISTANT
REVENUE
ANDHRA PRADESH
9700665596 8/31/2049srilakshmi.apprkr
19-081989
7MARY SUDHA RANI
PALATHOTIJUNIOR ASSISTANT
REVENUE
ANDHRA PRADESH
9491476037 8/31/2031palathotimary.ap
8/11/1971
EMD – EMPLOYEES MASTER DETAILSANNEXURE - I
Field
no. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
S.No Title Employee Full
Name * Sex Employee Code *
Designation of
employee *
NIC Email *
Name of Organization
unit*
Joining Date
at Organisation Unit
Date of Birth
Joining date of service
Employee
Status(permanent/temporar
y)
Working
StatusPan No Marking
Abbr./POST*
Reporting -
marking abbr.(parent post)
*
Payband of Employee*
Basic Pay of Employee*
Telephone no
1
Classify title for employee- Mr. Mrs, Ms, Shri, Dr. etc. as applicable
(First name Middle name Surname)
Gender (M/F)
This is the code given to each employee in the department
Designation of employee- For example- Deputy Secretary/Joint Sec/Secretary etc.
NIC Email of employee. (Apply if does not exist)
Name of lowest division/section/departmentName of section/department etc. for example Planning Commission or Administration. Kindly refer the available Organisation Units from Organisation Unit (OU) Master.
Date on which the employee joined the organization
Date of Birth (dd/mm/yy)
Date on which the employee has joined service
State whether Permanent, Temporary
State whether serving, retired, transferred
PAN of employee
Abbreviation will be Designation followed by Post or Name for example DS (MK) where MK could be Manoj Kumar or DS (Admin) where DS Admin is post. In Case the person is holding more than one post, a new entry has to be made.
Marking abbreviation of the next reporting officer
Mobile Number
1 Mr.PRAKASH KUMAR INDUPALLI M 1803501
JOINT COLLECTOR-II REVENUE
12/7/2013
11/20/1956 1/3/1986
PERMANENT SERVING
AALPI3901P JC-II (PK)
COLLECTOR
52590-10329
0 937808886616
003
2 Mr.
CHIRANJEEVI SIVA KUMAR BEZAWADA M 708987
ADMINISTRATIVE OFFICER REVENUE
5/1/2015
10/23/1959
12/29/1982
PERMANENT SERVING
AEWPB4908G AO (CH.SK) DRO
31460-84970 66330
8886616005
3 Mr.SRK MOHAN MURIKIPUI M 701308
SENIOR ASSISTANT A-SECTION, A2
3/1/2014 8/5/1981 5/4/2005
PERMANENT SERVING
ASGPM7335L
Sr.Asst (SRKM) A-SECTION , A2
ADMINSTRATIVE OFFICER
22460-66330 26600
9490175624
4 Mr.RAVI KUMAR BATHULA M 704452
SENIOR ASSISTANT A- SECTION, A3
12/1/2014 8/1/1983
10/12/2007
PERMANENT SERVING
Sr.Asst (RK) A-SECTION , A3
ADMINSTRATIVE OFFICER
21230-63010 25840
9032292849
5 Mr.VENKATA SUBBA RAO MUNAGALA M 752774
JUNIOR ASSISTANT A-SECTION, A4
3/14/2013 5/31/1986 3/14/2013
PERMANENT SERVING
BEJPM3982H
Jr.Asst (VBR), A-SECTION , A4 Asst
ADMINSTRATIVE OFFICER
8440-24950 8940
7799085143
1. The Nodal Officer has to identified by the HOD
2. The Nodal Officer has to fill the Application for Bulk
Email Account Creation.
3. The Nodal Officer has to Fill the File Head details.
4. The Nodal Officer has to authorise the Emudhra Form of
the Employees
Nodal officer & Proforma
PRAKASAM DISTRICT :: FILE HEADSName of the Section: A- Section (ESTABLISHMENT AND OFFICE PROCEDURE)
Section Head: Sri B.Ch. Siva Kumar, Administrative Officer (Tahsildar cadre)Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Description
Revenue A-Section
1.Transfers, postings of a. Dy.Collectors b. Tahsildars c. Dy.Tahsildars etc d. Training programme of I.A.S., e. Training programme of Pro.D.Ts f. Panels of Deputy Tahsildar/Tahsildars
2.Disciplinary cases of all Cadres
3.District Joint Staff Council meetings
4.Tour Diaries of Gazetted Officers.
5.Disciplinary cases of other Departments irrespective of cadre.
6.Office Order. 7. Transfers, postings a.Sr.Asst, b Jr.Assts, c.Typists, d. Drivers etc 8.Survey training & Maintenance test. 9.Compassionate appointments 10.District Selection Committee 11.Backlog vacancies of all categories. 12.Village Establishment (VROs & Village Revenue Assistants) 13.Embezzelement. 14.Village Chavadies. 15.Induction Training. 16. Class IV employees service matters 17.Pensions of Public Servants, 18.Inspection of Offices
19.File Disposal 20.Performance indicators. 21.Maintenance of Record Room and receiving disposals. 22.Copy Applications. 23.Gazette Publication.
24.Distribution of Tappals 25.Maintenance of all Registers etc 26.Right to Information Act 27.National Small Savings 28.RTI appeals
Name of the Section: H-Section (PROTOCOL AND ELECTIONS)Section Head: Sri S.Syam Babu (Tahsildar Cadre)
Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Description
REVENUE
H-SECTION
1.Elections, 2.Legislative Committee meetings. 3.EPIC. 4. Census. 5.Examinations, 6.Service organizations 7.Refund of Court fee, Stamps, Market Value 8. Maintenance of Prakasam Bhavan. 9.Wireless Sets, 10. Ham Radio, Telephones. 11. Medical Reimbursement 12.State Functions, 13.VIPs & Protocols 14.Requistion of Vehicles 15. Treasure Trove. 16. Government Quarters. 17. Tanguturi Prakasam Panthulu Celebrations. 18. Govt. Buildings repairs 19. R&B Quarters allotment 20. Miscellaneous 21. Video Conference 22. C.M Relief fund, 23. Change of Name & Date of Birth 24. Govt. Buildings rent fixation 25. Dispatch 26. To work as CC to Joint Collector 27. To work as CC to Joint Collector 28. To work as CC to DRO
PRAKASAM DISTRICT :: FILE HEADS
Name of the Section: B-Section (ACCOUNTS AND AUDIT)
Section Head: Y.Swapna Priya (Deputation from LA Unit, Markapur) (Dy.Tahsildar cadre)
Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Descripti
on
REVENUE
B-SECTION
1.Pay Bills, Budget, Pay Fixations etc
2.Increments to foreign service employees
3.Office Contingencies
4.Maintenance of Cash book etc
5.Audit Paras
6.Purchase of Stationery & distribution of stationery.
7.Furniture etc
PRAKASAM DISTRICT :: FILE HEADS
Name of the Section: C - Section (MAGISTERIAL)Section Head: Sri B. Sambasiva Rao (Tahsildar Cadre)
Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Description
Revenue C-Section
1.Law and Order including coordination with Judiciary & Police.
2.Cinematography Act,
3.SC/St Atrocities etc.
4.All preventive detention laws.
5.P.C.R.Act.
6. Fire Accidents.
7.Rehabilitation Sri Lanka, Burma, East Pakistan.
8.Solatium fund,
9.Perosnal Accidents, Apatbandu , Gruhakalpa Insurance Scheme.
10.NFBS
11.Accidents (Bus, Boat etc)
12.Farmers’ Suicides
13.Arms Act,
14.Press Registration & Books Act.
15.Indian Christian Marriages Act.
16.Welfare of Service Soldiers.
17.Pawn Brokers Act, Gold Controls,
18.A.P.Habitual Offenders Act.
19.Apprehensiion of deserted soldiers.
20.Freedom Fighters.
21.Appeals on Social Status Certificates (Caste Certificates)
22.Mininum wages Act.
23.Jails
24.Fares & Festivals and Explosives
25.Petroleum Act.
26. Law Officers
27.Bonded labour.
28. Verification of Character & Antecedents.
29.S.W.Pensions.
PRAKASAM DISTRICT :: FILE HEADS
D- Section: Land Revenue, Irrigation, ROR, Cyclone Relief Section Head: Sri R.V.N.V.Prasad, Deputy Tahsildar, DRDA, Ongole working on deputation dealing with KRRC work & I/C Section.
Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Description
Revenue
D-Section
1.All Revenue Collections including L.R., NALA
2.Water Tax Act
3.Adjustment of Cesses
4.Drainage Cess, Remission proposals
5. Tourism
6. Jamabandhi & Village Accounts
7. Water Users Association
8. ROR.
9. Irrigation
10. Computerization of Land Records & Tahsidlar Offices
11. VHF Sets
12. Praja Seva Centres
13. Mee Seva & Electronic Delivery Services
14. LAN & APSWAN Maintenance
15.Adverse Seasonal Conditions,
16.Natural calamities
17.Reorganisation of Jurisdictions.
18.Drought Monitoring Cell,
19.Loans,
20.New Well Subsidy Scheme
21.Distress Taccavi and State Loans
22.Revenue Recovery Act
23.Collection of all Govt. Dues.
24. Surface Act.
PRAKASAM DISTRICT :: FILE HEADS
Name of the Section: E-Section (LAND ADMINISTRATION)Section Head: Sri G.V. Rama Prasad Deputy Tahsildar, SDC (L.A), R&R Ongole working on deputation.
Basic Head Primary Head Secondary Head Tertiary Head
HeadDescriptio
nHead
Description
Head Description Head Descriptio
n
Revenue
E-Section
1.Alienation and Transfer of Land.
2.Mining Leases.
3.Conversion of Land.
4.Land Bank
5.Aqua Culture.
6.Assignment of Land
7.Relinquishment of Land.
8.Leases of Land.
9.Escheats
10.Lankas.
11.Evacue Properties.
12.Prohibition of alienation of assigned lands.
13.Land Encroachment Act.
14.House sites.
15.Homestead Act and other relevant laws.
16.Land Grabbing Act.
17.Wakf Board.
18.Treasure Trove.
19.Municipal Administration,
20.Panchayat Administration.
21.Tourism.
PRAKASAM DISTRICT :: FILE HEADS
Name of the Section: F-Section (LAND REFORMS )
Section Head: P.Seetharathnam (D.T cadre) working on deputation from the office of SDC, (LA), R&R, Ongole
Basic Head Primary Head Secondary Head Tertiary Head
Head Description Head Description Head Description Head Description
Revenue
F-Section
1.Agrl Land Ceiling Act.
2.Urban Land ceiling Act.
3.Agency Laws.
4.Tenancy Act.
5.Estate Abolition Act.
6.Inams Act.
7.Settelment cases
8.Suits –Kandukur Division.
9.Indian Stamp Act.
10. Pauper Stamp Duty.
11.Suits- Ongole & Markapur Divisions
12. Liasion work with GPs and AGPS.
PRAKASAM DISTRICT :: FILE HEADS
Name of the Section: G-Section (LAND ACQUISITION)
Section Head: Smt.K.Nagalakshmi, Superintendent (D.T cadre)
Basic Head Primary Head Secondary Head Tertiary Head
Head
Description
HeadDescriptio
nHead Description Head
Description
Revenue
G-Section
1.Land Acquisition General.
2. Land Acquisition Social Welfare.
3. Land Acquisition (Kandukur Divn. )
4. Land Acquisition Social Welfare ( All Ops, Appeals & WPs in High Court and cases in Supreme Court should also be dealt with the above assistants concerned)
5. Fair copying.
PRAKASAM DISTRICT :: FILE HEADS
National Informatics Centre Department of Information TechnologyMinistry of Communications & Information Technology
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
Payroll
HR
DocumentManagement
System
Collaboration&
MessagingServices
e-Files Systeme-Office
Product
BudgetMonitoring System
Administration
Court Cases RTIParliament Q&A
e-RecordsSystem
Generic Services-Circulars-Notices-Events
Support Systems-Visitors Management-Meeting Room-Library
Purchase &Inventory
Public Grievances
Projects & Tasks
Management System
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
EOFFICE | MAIN PRODUCTS & SERVICES
slide 22
•eFile
•ePersonnel Information System
•eLeave – Leave Management
•eTour
•Payroll
•Document Management System
•Collaboration & Messaging Services
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
Electronic File
Tracking System
DAK &
ScanningSearch
Setting Due
Dates
Digital Signature
ReceiptRegistratio
n
File Creation
e-File Movemen
t
eFile-Key featureseOffice | eFile – Main modules
•Electronic diarization of inward letters and files.
•Electronic Movement of receipts and files with Digital Signature
•Creation of Drafts for approval and final issue
•Dispatch of letters
•Setting Due Dates and Reminders
•Queries and Reports
•Migration Module
EOFFICE | EFILE - ADVANTAGES
slide 24
•Bringing in transparency in the system
•Improved efficiency in working
•Viewing of files based on roles
•Search and view file at any point in time (Based on hierarchy)
•File can be retrieved anytime
•Alerts on urgent files where action is required
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
EOFFICE | EFILE - REPORTS
slide 25
•MIS reports (Status, Pendency)•VIP References•Parliament and Assembly related matters•Pending files and receipts•Time bound files and receipts•Diary and File Register•Pending Cases based on time periods•Numerical Cases•Weekly Arrear •Consolidated Report •Summary•Top Movements
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
EOFFICE | EFILE – MAIN ACTIVITIES
slide 26
Open efiles from In box, view previous
notes, correspondence,
draft
Work on the efile, by TYPING self Notes,
referencing, editing/approving
drafts
Sending efile to other user
Affix Digital Signature Certificate
2
3
4
51.Scanning of physical receipts2.Entry of Meta Data & creation of Diary Number3.Entry of Meta Data for creation of e-files4.Putting scanned physical receipts in Guard File IN
Take prints of relevant section of efile for ease of
reading
View efile movement, status
View MIS reports for juniors
Pull back a efile
Sign in through Username &
Password
1
- Denotes all activities taking place on the computer
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
EOFFICE | EFILE – FUNCTIONAL PROCESS
slide 27
First receiver Scans
Store in Hard Drive
Scan directly to eOffice
application
Browse & upload
Enter Meta Data
System Creates sequential Diary Number for each receipt
Create a new efile Attach to current efile
Send e Receipt to Section, in case of CRU as first
receiver
Open efile and start Noting, create draft/edit draft/approve draft/issue draft,
referencing to drafts & correspondence sections within e-file
Digital Sign and send efile to next user
System Creates a efile Number
Enter Meta Data
- Denotes all activities taking place on the computer
e-file moves through the Channel of Submission on
the system
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad