Chandigarh, February 1- Haryana Government has launched a web-based Centralized File Movement and Tracking Information System in Haryana Urban Development Authority (HUDA).
While stating this here today, an official spokesman said that under this system, the movements of the files are entered in the system and it enables the officials to track the complete status of the file alongwith the history of the file processed by an official within a given period of time.
He said that the new system has been implemented as tracking of physical movement of files and papers under consideration had become a great challenge resulting in inconvenience to the staff and the applicants in locating the physical location of the files. Most of the grievances were, therefore, used to be either registered at CM Window or ended up in the form of RTI from the applicant seeking the status of the file.
He said that this new system being web-enabled, can be accessed from any location or office across the State.
He said that the salient features of the new system included initial diary as all type of receipt can be diarized at central diary unit or in individual office or branch. Thereafter, unique receipt number would be generated and the facilities like attachment of PDF document and date bound schedule would be available. Also, department-wise unique receipt number is generated and there is no need to diarize it again in other branches or offices of the department. In case of incoming or outgoing files, after diarizing, receipt is marked to some officer in the department. It will be shown in outgoing list of sender’s account and incoming file list of receiver’s account. Whenever an officer receives physical file, it will be acknowledged to the sender and the file will come in the pending list of the receiving officer. The officer will see the list of pending files for clearing. Pending files will be marked further or closed. Here facility of writing brief remarks or attaching PDF document is available. In case of inter-departmental marking of document, there is no need to diarize again. If any file is marked wrongly, it can be received back by sender’s till no action is taken by receiver. If one of the officers is not on the network, the handling of file movement is still possible in this software. File can be pulled from sender’s account. Present status of any document is easily available. Receipt and dispatch register can be generated based on dynamic query. General summary report having officer wise or branch wise or department wise list of pending as well as cleared files is available for management.
He said that with a view to ensure proper use of this application, rigorous in-house training programme has been conducted for the staff of different offices of HUDA.