Implementation of e-Office over Zonal Railways and record storage

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Summary

Implementation of e-Office over Zonal Railways and record storage uploading/storage of records on e-Office database under Implementation of e-office

Text of the circular

GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
RAILWAY BOARD

No. 2020/Tele Dev/e-office implementation Dated: 01.07.2020

TELECOM CIRCULAR No. 08/2020

The General Managers, All Indian Railways/PUs, NF/Con., CORE,

The DG/RDSO/Lucknow, DG/NAIR/Vadodara

CAOs, DMW/Patiala, WPO/Patna, COFMOW/NDLS, RWP/Bela, CAO/IROAF
CMD/RailTel

Sub: Implementation of e-Office over Zonal Railways and record storage
Ref: (i) Item 6(ii) of items for improvement of operational efficiency
(ii) Railway Board’s letter No. 2020/Tele Dev/e-office implementation
dated: 12.05.2020.
(iii) Railway Board’s letter No-E(G)2017/Misc/Status of AEBAS dated
04.10.2018

With reference to Railway Board’s letter at (ii) & (iii) above and Item No. 6 (ii) (Data
storage in Microchips/Cloud, Files to be out of offices) for improvement of operational
efficiency of IR, Board (MST, FC & CRB) have approved the followings:

1. Digitisation of all physical records and uploading on e-office platform, except
D&AR, Vigilance, Court Cases and Top Secret/Secret Files/Cases.

2. All files (Active/Closed/Legacy) are to be scanned along with their respective
Notes, Receipts, Issues, and References and to be uploaded onto e-Office platform.
New file name may be given as per e-Office file heading system while creating the
corresponding e-File and existing file number/name/description may be entered as
it is, in the description section. This will help in retaining the existing physical file
name/number/description to maintain continuity as well as in searching the file
either with new nomenclature or with old one.

3. All Notes, Correspondences (Receipts/Issues), References are scanned and saved in
pdf format as:

3.1. All Notes are scanned into a single pdf, if possible. Otherwise notes can be
scanned one by one.

3.2. All the correspondences (Receipts/Issues) should be scanned, one at a time, as
a single pdf.

3.3. All the References should be scanned one at a time, as a single pdf.

3.4. All the Issues should be scanned one at a time, as a single pdf.

. a... Page 1/3

4. RailTel will train the officials in the process and hand hold in the digitisation and
uploading/storage of records on e-Office database under Implementation of e-office
over Zonal Railways projects.

5. The e-Office operation and storage as planned in Data Centre (DC)- Data Recovery
(DR) format will have minimum delay in operation and it should the tested by
RailTel regularly and documented.

6. Security of records is now extremely important. All the security protocols as
envisaged by NIC for e-Office application will be followed by RailTel at Data
Centres and as administrator. An independent auditing will be carried out by
RailTel from NIC to proofread the complete DC-DR infrastructure in its safety,
security, sufficiency, expandability and reliability aspects. RailTel will submit the
report by 31.07.2020.

7. To begin with, One Zonal HQ (SCR) and one division of SCR & Trichy Division
of SR will start and standardize the steps and complete the work of digitization of
physical record and uploading on e-Office database by July 31, 2020. Based on the
experience gained, it will be rolled out on remaining units up to 31.11.2020.

8. To monitor the file digitization and uploading process through e-office Dashboard,
RailTel will operationalise the same by July 31, 2020.

Kindly acknowledge the receipt and ensure compliance.
$l. 30
(Umesh Balonda)
Executive Director(Tele Dev)
E-mail: edtd@rb.railnet.gov.in
No. 2020/Tele Dev/e-office implementation Dated: 01.07.2020.06.2020

1. PFAs, All Indian Railways & Production Units
2. The ADAI (Railways), New Delhi

3. The Director of Audit, All Indian Railways . ugh

For Financial Commissioner/Railways

Copy: As per list attached.

Page 2/3

No. 2020/Tele Dev/e-office implementation Dated: 01.07.2020
Copy to:

1. The ADAI (Railways), New Delhi

2. The Director of Audit, All Indian Railways

3. The Director, Indian Railway Institute of Civil Engineering, Pune.

4. The Director, Indian Rai

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