Digital Secretariat

CHi PS has proposed to establish Digital Secretariat for the State Government. The objective of the Digital Secretariat Project is to enhance the efficiency and transparency in administration through the implementation of a comprehensive online workflow application in the state secretariat and various departments of Government of Chhattisgarh. The project will reduce paper work in state secretariat and various departments of Government of Chhattisgarh. In the pilot phase the project is to be rolled out in the Mantralaya and later in all State Government offices of Chhattisgarh.

Impact

Automate the routine official tasks in the system like creation of files/ DAKs, tracking of files, file forwarding, etc
Anywhere-Anytime access of files to the Staff of Secretariat. This will break the barrier of time and location which will make the process much more efficient
Electronic Security for files - The data is stored in SDC servers which have their in-built security framework
Better Monitoring and evaluation of Government Schemes with Management Information System (MIS)
A system that tracks the history of the file, which can monitor the activities of the users of the file automatically, makes the process more transparent and trustworthy
This system will help the users in adhering the policies, rules and regulations with no deviation
Increases the productivity of the government due to reliable vertical and horizontal connectivity

Milestones

The Office Automation Application suite has been developed through which the files can be managed, moved and tracked
Before implementation, the UAT (User Acceptance Testing) of the system was performed in CHi PS and the System is running there for the last year
Scanning work is completed in 43 departments and in 2 departments the scanning is in progress
2.47 lakhs of files containing 1.27 Cr. (approx) pages has been digitized for Mantralaya. Total 43 departments have been covered in this process till date
Post scanning, Quality Check operation is performed on the scanned documents so as to make the files clean and in order. Meta data for all the files have been captured so that the files can be searched and tracked after uploading
Post quality check and Meta data entry, the files are uploaded in the Office Automation System through which the authentic users can search and forward the files

Implementation Status

Hands-on Training sessions have been arranged inside Mantralaya.Training has been conducted for all Departments in Mantralaya
The Digital Secretariat application has been implemented in 26 departments
The system is implemented in the Advocate General’s Office in Bilaspur, Chhattisgarh
The system with all its features has been implemented in NRDA, CREDA, SUDA with necessary digitization operation
The system with certain customizations has been implemented in Women and Child Development, School Education directorate. The customizations work is completed and necessary training has been conducted, implementation in progress in CTB and NHM.
A functional support team has been appointed in Mantralaya and associated Directorate (NRDA, CREDA, SUDA) who are looking after the change management process
The Training Material (both Hindi and English versions) has been prepared and is available to the users.