Now All Work at the Ministry of Industry Will Be Paperless and Fully Online
मंसिर ८, २०८२ १४:३
Kathmandu: The Ministry of Industry, Commerce and Supplies has implemented the Government Integrated Office Management System (GIOMS) to run all work through an electronic, paperless system. From 1 December, the ministry will start registration, invoicing, and commenting through this system.
The ministry believes that paperless work will make operations simple, economical, and effective. So, how does GIOMS work? Using this system, ministry employees will now register letters, correspond, and make decisions online. This will end the need to move physical files from one room to another.
How Is a Letter Registered?
Letters or documents received through GIOMS are automatically registered and sent to the account of the office chief. Because of this, the main registration and invoicing branch does not need to take any action. Letters sent through GIOMS to divisions, branches, or employees appear in the “internal letter” tab under the received letters section of the concerned user’s account. The main registration branch does not need to do anything here.
If a letter or document is received physically, the ministry has set a procedure for the designated employee at the main registration branch to complete the registration. The received letter and attached documents must be scanned. If it is a confidential or top-secret letter, the envelope must not be opened, and only the envelope should be scanned.
All pages of the letter must be scanned. If the attached document is short (about 10 pages), all pages should be scanned. If the document is long, only the cover page and table of contents should be scanned. GIOMS registration should be done based on the details mentioned on the envelope of a confidential or top-secret letter and submitted to the office chief in sealed form.
The scanned documents must be attached, and a registration entry must be created in GIOMS. A new registration should be created, and details such as name, address, date, subject, and other information should be filled in. A scanned digital copy of the letter or document must be uploaded.
If there is an acknowledgement letter, the employee must click on the acknowledgement. The “Office Chief” checkbox is marked by default, and the concerned employee should not alter it. After registration, all letters will reach the office chief for assignment, according to the ministry.
After filling in all details, click on the blank space of the scanned letter to submit and place the QR mark. After the letter is submitted in GIOMS, the registration number must be written on the hard copy of the letter or cover page. Filing should be done sequentially according to the registration number.
Each letter must be checked in sequence according to the date in the GIOMS registration list, and the hard copy of the letter or document should be sent to the division or branch mentioned in the assignment order issued by the office chief.
The main registration branch is generally responsible for checking assignment orders of letters registered the previous day during the first office hour of the next day. It must then distribute the hard copies to the concerned branches. Letters marked as urgent, extremely urgent, confidential, and similar categories must be registered and distributed immediately.
Correspondence (Challan) Process
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The authorized employee prepares the letter. If needed, they may take help from assistant-level employees to prepare the draft. When the officer requests help, the assistant-level employee must:
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Prepare a new letter. Upload the recipient, purpose (if any), subject, and attached documents (if any). Save the letter as a draft. Go to the draft list and share it with the officer.
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The officer finalizes the draft and submits it to the approving officer. If the officer has approval authority, they must approve the letter with a digital signature.
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If the officer does not have approval authority, the letter must be sent to the higher authority for approval. The digital signature must be used in this step as well.
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The approving officer checks the letter and approves it using the digital signature.
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If the letter is sent to an office that uses GIOMS, it reaches the concerned office electronically.
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If the recipient office does not use GIOMS, the employee who sent the letter for approval under Step 3 must print the approved letter, seal it, and send it physically.
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Since sent letters are already recorded in GIOMS, there is no need to print and store physical copies.
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If proof of sending and receipt is required for physically sent letters, it must be filed with the concerned branch or division.
Decision (Comment) Process
If comments are needed for a decision based on a received letter, a comment can be created directly from the received letters list. When preparing a comment, the concerned employee must upload the relevant documents in the document tab. If needed, additional documents can be uploaded. Letters and comments within GIOMS can also be selected and attached through the system’s document upload feature.
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The authorized employee will prepare the comment. Assistant-level employees may help with typing or preparing other required documents.
The text of the comment can be typed directly in GIOMS or prepared in Microsoft Word and pasted into the system. Simple tables can be created in GIOMS. Images can also be copied and pasted. If complex tables with formulas or designs are needed, or if tables prepared elsewhere must be attached, or if physical documents need to be retained in print, the document with the comment must be scanned and uploaded.
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Comments can be completed later. For this, the comment must be saved as a draft.
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After finalizing the comment, it must be sent to the higher authority for approval.
पछिल्लो अध्यावधिक: मंसिर ८, २०८२ १४:३
