Recognising the advantage of digitization of records towards promoting good governance, the Government of Kerala has encouraged digitization of records in various Departments. Digitization offers advantages like easy  accessibiily and retrieval, protection of data authenticity, data security besides the possibility to save and store in multiple formats. Once the data is digitized, processing of files becomes easier and faster compared to the  manual system.  Access to background data and keyword-based search is possible with digitization. Furthermore, digitization enables access at multiple points at the same time, thus reducing delay in processing files. Users can also save these files to the system or any other media for future reference.

One of the main initiatives in this regard is the Secretariat Digitization Project, which aims at scanning and digitizing all Secretariat files. The digitized files, available through Intranet are useful in speeding up the routine activities of the employees. This Project has enabled the creation of valuable repository and back-up mechanism for Secretariat documents like GOs, Memo files etc.

At present this database is available in the Secretariat Intranet and any Department in the Secretariat can access the scanned copies of the file through the computer network in domain name http://records.kerala-gov.in (available only at Government Secretariat Intranet). Access to the database of records is restricted as per the privileges of the particular official. Scanning of files started in 2005 after the development and acceptance of application software and work flow software.

There are mainly three types of files, classified based on their importance.
1 GO (MS) files
2 GO (Rt) files
3 Memo files

Current status of the scanning is given below.

* - Files available at record section only.

Technical Support Team @ Secretariat

Records room (scanning section - Keltron) - 0471-2517126

1. Sri. S. Jayakumar, Dy. GM, Keltron - 9446556289 - This e-mail address is being protected from spambots. You need JavaScript enabled to view it
2. Sri. Sreejith. S. A, System Administrator, 9447821400 - This e-mail address is being protected from spambots. You need JavaScript enabled to view it
3. Smt. Akhila. M. R, System Administrator, 9961396149.