ई ऑफिस || Create File || Part1| HINDI e-Office Management System 2023

Summary

This tutorial video provides a step-by-step guide on managing electronic files and documents in a government office system. It covers how to digitize and upload received letters, create new files, and organize them based on specific categories. The video demonstrates how to add note sheets, draft letters, and prepare documents for digital signatures. By the end of the video, viewers will learn how to efficiently manage office correspondence, ensuring documents are properly filed, signed, and sent for approval or dispatch. This system streamlines traditional filing methods into a digital workflow for improved efficiency.

Takeaways

• 😀 The video provides a tutorial on managing files and documents in a government office using an electronic file management system.
• 😀 The speaker demonstrates how to log into the office system and navigate the dashboard for file management, including options like 'Receipt' and 'Issue'.
• 😀 The process of digitizing physical letters and uploading them into the system is explained, including filling out essential details such as date, delivery mode, and subject.
• 😀 The speaker compares the process of filing letters manually with the digital process, emphasizing the benefits of electronic management for better organization.
• 😀 A key step involves generating a unique file number after creating a new file, which cannot be edited once assigned.
• 😀 The tutorial includes instructions for creating a note sheet, adding it to a digital file, and drafting a letter within the system.
• 😀 Digital signatures (DSC) are used to sign documents electronically, speeding up the approval process.
• 😀 The video also demonstrates how to attach supporting documents to the letter, ensuring that all necessary files are included.
• 😀 A letter, once created, can be reviewed and sent electronically to the required recipients by selecting the appropriate office ID.
• 😀 The system provides an efficient method of managing office documents, allowing users to easily track receipt, creation, and dispatch of letters.
• 😀 The tutorial is intended for government employees and office staff who need to familiarize themselves with using electronic file management systems in their daily workflow.

Q & A

What is the purpose of this video?

The video explains the process of managing files and letters in a government office using an electronic system, including how to log in, create receipts, categorize files, draft letters, and dispatch them for signatures.

How do you log into the office system?

To log into the system, use your domain credentials. Once logged in, you will be able to access the dashboard and the File Management System.

What is the first step in creating a file for a received letter?

The first step is to digitize the received letter by scanning it and uploading it to the system. You then fill in the required details like the date, delivery mode, and subject.

How do you categorize a letter when creating a new file?

When creating a file, you select the appropriate category from the available options, such as 'miscellaneous,' 'technical,' or 'accounts.' You can also add a description related to the letter's content, like 'crop cutting.'

How do you ensure the letter is properly filed in the system?

You ensure the letter is properly filed by uploading it, filling in the necessary details, and generating a unique file number that associates the letter with its respective file.

What happens if a file is already created for a specific topic?

If a file for a specific topic (e.g., crop cutting) already exists, the system will display it. You can then attach the new letter to that file rather than creating a new one.

How do you create a note sheet for a letter in the system?

To create a note sheet, click on the 'Green Note' option on the left side of the file. You can type the content directly or copy-paste text from an external document.

What should you do after preparing a draft letter?

After preparing the draft letter, you need to convert it into a PDF, upload it to the system, and then request signatures from the appropriate officials.

What is the final step before sending the letter?

The final step is to review the draft and note sheet, then click on the 'Send' button to dispatch the letter. You must also provide remarks and apply a Digital Signature Certificate (DSC) to authenticate the document.

What is the significance of using a Digital Signature Certificate (DSC) when sending a letter?

The Digital Signature Certificate (DSC) ensures the authenticity and integrity of the letter. It acts as an electronic equivalent of a physical signature, validating the sender's identity and securing the transmission.