About Organization : Office of the Accountant General at Thiruvananthapuram has 5 major departments dealing with Pension, Provident Fund, Gazetted Entitlement, Accounts and General Administration. All the accounts related to Government and Government personnel are maintained at the AG’s office. The Provident Fund and Pension Details of all Government Staff are handled at this office. The AG’s Office at Thiruvananthapuram generates nearly 100,000 files every year of which almost 50 per cent are Pension related.
While the files that are currently being processed are kept in the respective sections, the closed files are moved to the archives. These files are kept in the Archives Section for varying periods according to the nature of the file. The archived files are retrieved only if they are required at a later point of time for reference purposes. All information pertaining to Archiving and Retrieving of closed Files is maintained in various registers in the Archives Section. Over the years, a huge number of files have accumulated in the Archive Section, making it very difficult to locate a file. Due to the physical nature of storage it is also practically impossible to identify files that are to be disposed off based on a specified time period leading to further accumulation of files.
Solution : It was proposed to implement a software solution to keep track of the Closed Files, Indexing Details, Re-issue details and Final Disposal. The proposed solution would have specific modules for Indexing, Transfer to Archives, Registration at Archive, Requisition for Referencing, and Transfer to Section & Back to Archive, Permanent Disposal and Reports. The proposed solution is on open technologies and can be accessed from anywhere in the network. Users can search and submit requisition for retrieval of files for referencing.