A "Paperless" Office
By Qudsia Gandhi

The Tamil Nadu corporation for Development of women Ltd., became the first "paperless Government office" in Tamil Nadu, thanks to a decision taken by its management with the approval of its Board of Directors to install a software(KM-ATOM) developed by APTS (Andra Pradesh technology Services Ltd, a Govt. of AP Undertaking).  The fact that our predecessors had trained al the staff in computers and also had developed a local area network(LAN), made things that much more easy.  We just had to install a SQL Server 2000 software (with a 40 user license) so that the KM-ATOM software could be installed The software installed in November 2001 has enabled the office to function as per the Totenhams office procedure system many many times more efficiently and transparently, reduce the cumbersome paperwork and limit the dependence on subordinates and OAs for receiving and sending files.

    The files cannot be antedated, torn or deleted.  The greatest advantage is the Remote Accessing Facility that enables the CMD or ED to see and clear files from wherever they are by connecting to the office server through a telephone network.  It has many other features like an online PR (Personal register) which enables the officer to keep himself/herself informed about the pendency of files with a each subordinate.  It is truly an Officers dream and a Subordinates' nightmare!.  Any Government office can install this system and being about a sea-change in the system of administration.

    We are trying to limit the use of paper (which of course cannot be eliminated altogether) wherever it is possible for us to do.  Now we are working on the idea of Remote Administration, i.e.. by importing the contents of the systems in our Project Offices in all the districts, we can make necessary corrections to the huge amount of data that has to be fed/updated into our IMIS (Integrated Management Information System software) and also the monthly accounts in the EX software.  Hitherto two APOs from the districts would come over to our office with the data either in floppy or by email, which involves TA/DA and feeding in data that might be incorrect.  Also on the cards is installation of cheque printing facility so that the double process of feeding into the EX software and then writing the same into the cheque can be avoided and the cheque would be ready the movement the data is entered into the software.

We have already had discussion with Indian Bank and Canara Bank who are our bankers and significantly who also have this facility.

One more facility which we would like to have is the Video Conferencing facility.  This would involve a higher one time investment which we cannot afford now.  But if we calculate the money all Government offices spend every month on arranging their review meetings,  TA/DA etc, this would be a pittance.  Though the facility is available in collectorate, this is used very little due to the fact that it is in most of the districts located in the Collectors chamber and it has only a one to one facility as against a many to many facility as in Andhra Pradesh.  A many to many facility would give the real feeling of a review meeting.  Also such a facility should become a "common property resource" to be available to all departments and not just to the Collector.