Ludhiana: In a significant move toward transparency and efficiency, the Ludhiana MC has implemented an “e-office” system across its branches, with officials reporting that 70% to 80% of the transition is already complete. From the commissioner to the clerical staff, all employees have been assigned individual email IDs for internal communication. Under the new workflow, physical files received from the public for various approvals are scanned and circulated digitally among the relevant officials.The transition marks a departure from the previous offline application system, which had led to massive heaps of paper documents in zonal offices. Officials noted that managing hard-copy records had become increasingly difficult due to a lack of storage space and the gradual deterioration of old documents over time. While the civic body initially accepted applications in both online and offline modes, the process has now been gradually shifted to a primarily digital format.
Under the current system, files are uploaded and transferred to concerned officials online, allowing applicants to receive a tracking number to monitor their status. The MC is also embarking on a larger project to digitize its entire archive. Tenders have been floated to hire a firm to scan over 5 lakh historical files, ensuring they are preserved in a digital format to prevent further damage.Munish Kalia, IT head-cum-system manager of the civic body, stated, “Ludhiana MC is the only civic body which has implemented the e-office in all its branches. This will be beneficial for officials and the public alike because tracking files will be fast and easy.” He added that the system would eliminate past issues where physical files were frequently misplaced or difficult to trace.In a further step toward digitalisation, the MC is preparing to launch “E-Nigam,” which includes the purchase of iPads for councillors and officials. This will allow meetings to be conducted digitally. Tenders for the devices have been floated, and officials expect the procurement to be completed shortly.
