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The Punjab government has officially integrated the Punjab E-Filing and Office Automation System (EFOAS) into its governance framework with the latest update to the Manual of Secretariat Instructions, 2023.
Under the new regulations, the Chief Secretary of Punjab has published a notice explaining how government documents can be digitized and then disposed of.
The change, which is part of the 2011 revision to the Punjab Government Rules of Business, establishes a systematic approach to eliminating physical files while guaranteeing their safe digital storage.
The new clause 3.51(vi) divides government documents into four groups, with varying requirements for how long to keep and what to do with digitized versions of each. Category A files will be kept in physical and digital forms, whereas Category B files will be removed after digitization when the Deputy Secretary verifies them.
Similarly, the Section Officer shall supervise the verification process before destroying files in Categories C and D after digitization. This is the last step before removing physical copies of records to make sure all of them are accessible and intact in the digital system.
Additionally, the amendment requires keeping a comprehensive record of all files that have been digitized and removed. The records of their permission, information on their inspections, digital archiving status, and classification are all part of this. The goal of this change is to make the governmental system in Punjab more open and accountable when it comes to document management. The purpose of incorporating a verification process prior to file deletion is to reduce the likelihood of data loss or incomplete digital records.
By switching to EFOAS, the Punjab government hopes to streamline administrative procedures and cut down on paper documentation. Quicker access to official records, improved efficiency, and streamlined workflow are all goals of the system.
Digitization also fits in with larger e-governance efforts to make government work more open and easy for both officials and the public to access.
