Shimla, December 1
Himachal Pradesh today became the first state in the country to put in place a computer network-based reference and monitoring system in the state Secretariat which will enable not only officers but even the public to track the movement of files. The hill state also scored a first in introducing the facility for filing of sales tax returns online.

It is a major initiative in e-governance which will go a long way in ensuring transparency in the functioning of the government and cut down red-tape one of the main factors for delays in dealing with matters. Not only the location of a file con be ascertained on the click of a button but the time taken by a particular official in dealing with it will also be available. The software, specially designed by the National Informatics Centre (NIC), will also automatically generate reminders in case a file or a letter is not dealt with within a specified time. The system has been implemented on a trial basis in 20 sections and it will be extended to the entire Secretariat shortly.

Mr Virbhadra Singh, Chief Minister, inaugurated the system. He exhorted officers to make the best possible use of the system and develop a habit to check their e-mails at least twice a day. He also asked Secretaries, Deputy Commissioners and heads of departments to ensure computerisation of records at the earliest.

The Chief Minister also released a software package for the registration of deeds, which will help speed up the process of registration and make it more secure. A touch screen kiosk in the Secretariat was also inaugurated, which will be used by the public for tracking files and get other information.

The Secretariat has been connected with a computer network, which will also facilitate sharing of data and resources. Under the system any e-paper that enters the network will automatically get a unique registration number. It will be like registering the document in the central diary of the Secretariat. The movement of the e-paper will be tracked on the basis of the unique number. A kiosk has been installed at the reception of the Secretariat so that the public can track the location of the file. In due course the entire information will be made available on the Internet and people will not have come to Shimla to chase files.

The dealing officials will not have to repeatedly register the document in their respective diaries, and they will also be saved the trouble of typing the reference details. To begin with, noting will be done only on paper files. Officials, after dealing with the file, will record its movement in the network.

Employees will also benefit from the switchover to e-governance as they will not have to make endless visits to the accounts section and other branches to know the status of their pending medical and travelling allowance bills. Each employee will be given a unique identity number, which will enable him to know whether the bills have been cleared or not by the click of a button.

Training is being provided to employees so that they can use the new system. Already about 500 employees have been trained.