FILE TRACKING SYSTEM

for State Government Offices

Information Technology made its presence in electronic governance indomitable when it replaced the human task of locating government files from amongst the ever-growing heaps of documents bundled with the legendary red-tapes.
The Information Technology Department has implemented 'IDEAS', an advanced file information system, to track files of the offices of the state government, in a manageable realm of electronic governance, utlising the core strengths of Information Technology. This system makes the government more transparent and approachable for the citizens, bringing benefits in its overall governance.

• The CITIZENS can obtain online information about the current status of their petitions submitted to the government.
• The OFFICERS can obtain online information about the movement of files related to their subject, office, department or ministry under the government.
• The GOVERNMENT obtains an advanced information support system that facilitates more efficient administration.

IDEAS @ http://www.sics.kerala.gov.in

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IDEAS can be easily accessed over the Internet and its user-friendly web-interface can be used by ordinary Citizens as well as officers of the Government.

Citizens can query and obtain information of their petitions on the IDEAS web-interface available on any normal computer that is connected to the Internet.

Government Officers can use the IDEAS web-interface to record or query information of the petitions, tapals or files within their Offices. Several government offices are already provided with advanced computers that are connected to the Internet or the government's own State Wide Area Network to access IDEAS.

SMS facility that reverts with status of a petiton or file against its reference number is also operational.

KIOSKs that would display similar information at the touch of a finger-tip are also proposed to be made available to the public to bring information available in IDEAS nearer to their localities.

Concept of Operation

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IDEAS establishes a web-based file-tracking system that records details of the documents that come into a government office, like Petitions received from citizens, or ‘Tapal’s received as communications from other offices.
The Petitions received may be attached to a new 'Tapal' and forwarded to an officer or another office. The new 'Tapal's are usually attached to new or existing Files in the office.
The subsequent movement of these are recorded by IDEAS so that the status of the Petition, Tapal or the File in any office can be obtained by a citizen or an officer within the office anytime.
IDEAS also has an elaborate system of generating reports on the number of petitions, tapals and files. These reports may be useful for making decisions that may further improve operational efficiency in governance.

Technology

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IDEAS is operational on advanced hardware and software technology platforms that utilize the strengths and freedom of Open Source.

Status of Implementation

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Government Secretariat

Offices of the Ministers

Offices of the Administrative Departments

Implementation in the offices of the departments in the Government Secretariat are expected to be complete by 2009, along with upgrade of the computer infrastructure in the Secretariat.
The implementation and usage of IDEAS is monitored and reviewed regularly at the highest level of the Government.

Other Departments

Office of the Transport Commissioner

 

Office of the Director of Technical Education

Legislative Assembly

Technical Support

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Kerala State IT Mission provides necessary support, guidelines and assistance in implementing IDEAS in government offices.

Trainers and Technical Support Members are made available for providing on-site support in case of technical difficulties faced by new users.

As a constant effort in quality-improvement, additional features or facilities are also considered for inclusion in the software application based on feedback obtained from regular users of IDEAS.

Contacts

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