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OFFICE OF THE DEPUTY COMMISSIONER UTTARA KANNADA DISTRICT, KARWAR .

Less Paper Office (LPO)

Deputy Commissioner's Office, Uttara Kannada

Manual System Issues

Missing of Files To know the position of the file is

difficult . Tampering of the Physical file Very difficult to protect files away from

accidents. Public were kept in dark from the status

of file.Deputy Commissioner's Office, Uttara Kannada

Manual System Issues

Public were directly depending on the office case worker to know status. It was very difficult to furnish

information to the public in time. Top management were directly depend

on case worker to know file details and unable to furnish the information when ever it was called.

Deputy Commissioner's Office, Uttara Kannada

Manual System Issues

File laying at each stage was unable to judge by the higher authority. Due to file disposal delay, it was

attracted to get BAD name to office.

Deputy Commissioner's Office, Uttara Kannada

Remedies...?......

Deputy Commissioner's Office, Uttara Kannada

Invention of LPO

The less paper office is designed to assist the HigherOfficers as “OFFICE TOOL”. It has facilitated with

* Track a file

* No Chance of “FILE MISSING”

* NO Dependency on the lower lever officer

/ official to the Higher Officers

* User friendly and self explanatory

* Know caseworker wise pendency

Deputy Commissioner's Office, Uttara Kannada

Invention of LPO

Clearance of files can be done from the Home office of the DC & ADC with out carrying any physical files.

G2C - Access to the public through Internet to know the status of pending file in the DC office.

Deputy Commissioner's Office, Uttara Kannada

Deputy Commissioner's Office, Uttara Kannada

Inward/outward Clerk

Scan the correspondence, Creates Index for the Dak

Case Worker

Case worker enters his Noting(Keyboard/ePen), Digitally

signs the document

LPO System ( WORKFLOW)

I/O Dak

Closed Files

Record Room

Move as Independent Letter

Move into an existing File

Move in a New File

OtherDept.

Field Dept.

Dispatch

Self Operated Kiosk

StatusEnquiry

(By Public)

OAADC SupdtDC

Taluk OfficeAC Office

Applicant/Tapal

Applicant/Tapal

INWARD

• Ordinary Letter

• Registered Letter• Fax• Telegram• E-Mail• Etc..

D.O.Letter

L.A.Q

Periodicals

Inward Case worker

Paper less office

Deputy Commissioner's Office, Uttara Kannada

INWARD File

Pending FILE of

similar nature is not

available

Pending FILE of

similar nature is

available

Open new FILE;

Link to the existing

Pending File

Section Clerk

Current

New/Fresh

FileDeputy Commr.

ADC

Section Head

Case worker

File

Fil

eM

ovem

en

t File

Mo

vem

en

t

Paper less office

File Movement in the Office

RecordsFile

Dispose after

Final Action

Paper less office

STRENGHTS OF LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

When public come to submit their

grievances with ADC or DC, without

interaction with caseworker or section

head, status of the file can be viewed

and convinced to the public by ADC

or DC

The pendency at caseworker

level/section can be reviewed

STRENGHTS OF LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Work distribution to case worker can

be done with the help of past record.

Entire office files are made available

on the electronic form and backup of

the data has been stored on remote

server as rescue data. So, there is no

question of “FILE MISSING..!..”

STRENGHTS OF LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Manipulation/fudging of records not

possible

Permanent, transferable and easily

accessible records to everyone in the

office computer.

Any kind of analysis possible

STRENGHTS OF LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Transparency and accountability to

files

Compulsion to come to DC Office

avoided to know the status of a file.

Effective monitoring of all complaints /

grievances.

LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Future Enhancements

Time consumption and efforts

MANUAL PLO

Few Clicks

Many paragraphs

No. of characters to be keyed in

MANUAL LPO

Around 65 characters

Around 250 characters

Critical points to take decisionMANUAL LPO

Easy to find Critical points

Difficult to find Critical

points

Hyper linking Govt. Rule /act

HyperlinkAct/Rule

Highlighting an Act

No need for table inspection in LPO

Section wise Pendency of entire

organization

Contd…

Loginwisependency Report

No. of steps

Manual file LPO file

15 to 30

steps

10 to 15 steps

Hosting on the web-Transparency & public interaction

File search by public

CONTD…

View of Office Note of a file by

public

Readability -

PARAGRAPH / STORYBULLET POINTS/

CHECKLIST

Para

Checklist

LEGIBILITY

MANUAL PLO

Difficult to Read

Easy to Read

File search easier in LPO

Search using Computer No.

file movement history in PLO

No. of days for processing

a file

New employee Vs experienced employee

MANUAL LPO

Onlyexperiencedemployee canhandle the files.

New employeehas to betrained formonths togetherto know the case

Both New andExperiencedemployees can do thework easily with pre-defined formats andchecklists

New employee needtraining of a day ortwo.

Time taken for Disposal of a file in LPO

START DATE – 22-07-2011

END DATE – 19-08-2011

TOTAL DURATION -27 DAYS

Time taken for Disposal of a file in manual system

END DATE – 02-08-2011

TOTAL DURATION - 67 DAYS AND IT MAY VARY

START DATE – 25-05-2011

SERVICES AT GRAM PANCHAYATH LEVEL

Application at GP office

CONTD…

Doc. upload at GP

CONTD…

Challan generation & payment at local bank

CONTD…

Issue of order at GP

Fee details fill up at GP

LPO

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Plans at DC Office Karwar

Modernization of Office

Implementation of LPO developed

by NIC

Video Conference ( Vidyo Desktop

NIC Software) Implementation

(Implemented andIntensively used

during Election)

LPO and Modernisation

Deputy Commissioner's Office, Uttara Kannada

Paper less office at DC Office, Udupi

Vidyo Desktop

Video Conference through computers

- Min 2 MBPS broad band Internet

connection

- ClearOne Chat 50 Audio and Mic

- Web Camera.

Thanks

LPO

Shreekant S Joshi

District Informatics Officer (DIO)

National Informatics Centre(NIC)

Uttara Kannada District, Karwar

Email : karkar@nic.in