The Punjab E-Filing and Office Automation System (EFOAS) has been formally integrated into the province’s governance framework with the latest amendment to the Manual of Secretariat Instructions, 2023. The Chief Secretary of Punjab has issued a notification outlining the digitization and disposal process of official records under the revised rules. The amendment, made under the Punjab Government Rules of Business, 2011, introduces a structured mechanism for weeding out physical files while ensuring their secure digital preservation.
Under the new clause 3.51(vi), official records will be classified into four categories, each subject to different levels of retention and disposal after digitization. Category A files will be preserved in both physical and digital formats, while Category B files will be weeded out after digitization, following verification by the Deputy Secretary. Similarly, files in Categories C and D will also be destroyed post-digitization, but their verification process will be overseen by the Section Officer. This step ensures that all records remain accessible and intact in the digital system before their physical versions are removed.
The amendment also mandates maintaining a detailed record of all files that have been digitized and weeded out. This includes their classification, digital archiving status, inspection details, and approval records. The move aims to enhance transparency and accountability in document management within Punjab’s bureaucratic system. The inclusion of a verification process before file disposal is intended to mitigate risks related to data loss or incomplete digital records.
With the implementation of EFOAS, the Punjab government seeks to modernize administrative processes by reducing dependency on paper-based documentation. The system is expected to streamline workflow, improve efficiency, and facilitate quicker access to official records. Digitization is also aligned with broader e-governance initiatives aimed at making government operations more transparent and accessible to both officials and the public.
