State Mission Mode Project e-district - Department of Electronics and ...

Study Report on Assessment of the Model e-districts
• Disaster Recovery Centre
Data Digitization:
The DC*Suite is developed in such a way that it does not require any transactional data for using
the system. DC*Suite creates transaction based status for Tapals and records the notes, minutes
etc. of the employees on the Tapal. Only the master data is required data to be entered which is
like employee details, current role / function managed by the employee. With regard to ‘Tapal’
the system has the option / facility to scan the documents and attach it with electronic files. While
there is an option to scan and attach the document alongwith the electronic file, this option is not
exercised with all the files. New files, which have less than 4-5 pages only are being digitized, rest
all files are moved physically and only their status is updated in the DC*Suite.
It was observed that there are no plans to digitize the old paper-based files as of now as it would
require lot of storage space resulting in investment in hardware. It was decided that the files can
be converted to electronic form as and when required. Further, apart from the hardware cost, DC
*Suite application stores scanned images in the database in binary format, which result in increased
database size with each scanned image. There is no document management system or plan in the
DC*Suite software.
The DC*Suite is developed in such a way that it does not require any transactional data for using
the system. DC*Suite creates transaction based status for Tapals and records the notes, minutes
etc. of the employees on the Tapal. Only the master data is required data to be entered such as
employee details, current role / function managed by the employee. With regard to ‘Tapal’ the
system has the option / facility to scan the documents and attach it with electronic files. While
there is an option to scan and attach the document alongwith the electronic file, this option is not
exercised with all the files. New files, which have less than 4-5 pages only are being digitized, rest
all files are moved physically and only their status is updated in the DC*Suite.
6. Challenges and Mitigation Strategies
Setting-up infrastructure was one of the earliest obstacles faced during project implementation. IT
infrastructure available in any district is quite minimal. For a project like DC*Suite it was necessary
that infrastructure in terms of hardware, software and manpower is created. Also the physical
infrastructure including building etc is also required. Making the required funds for establishing the
infrastructure was another challenge.
Moving from paper to electronic files was a major functional and change management challenge.
Employees were not ready to work with electronic files due to issues like lack of confidence on the
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