I am writing to request information under the Right to Information (RTI) Act regarding the implementation of the eOffice system in Eastern Coalfields Limited (ECL) and other subsidiaries of Coal India Limited (CIL). Anonymous testimonies have claimed that many collieries and areas of ECL are not implementing the eOffice system for processing notesheets and approvals, instead opting to use a legacy paper-based system. This practice allegedly continues because it provides flexibility in manipulating files if discrepancies are identified, making it difficult for vigilance and anti-corruption bodies to investigate such matters. Unlike digital systems, auditing paper based files are more time consuming.
In light of these concerns, I seek the following information:
1. Orders or Letters Regarding eOffice Implementation: Has CIL or its subsidiaries, particularly ECL, issued any orders or letters mandating the use of eOffice for processing all notesheets and approvals? Specifically, are there directives to discontinue the use of the paper-based system for notesheets as far as practicable? (like the SAP had been enforced)
2. Activation of eOffice Accounts for Executives: Just as all executives are required to maintain their PRIDE accounts, has any order been issued instructing all executives to activate and regularly use their eOffice accounts? If so, please provide details. This would ensure that excuses such as non-availability of eOffice access are not used to continue with paper-based notesheets.
3. Handling of Worker Applications through eOffice:
3.a) Has CIL or ECL issued any specific orders prohibiting Personnel Managers or other officers at the colliery or area level from refusing to forward applications made by workers through eOffice? It has been alleged that many officers prefer to handle workers' applications in physical files, which are then delayed or moved forward only after bribes are received. Clear directives mandating the processing of worker applications through eOffice would improve efficiency, reduce paper usage, and ensure timely resolution of grievances, in line with the welfare provisions of the Mines Act, 1952.
3.b) Any rule of CIL / ECL stops other executives from forwarding the application of workers under them in the eOffice, in case the Personnel Manager refuses to do so.
4. Efforts to Phase Out Paper-Based Practices: Are there any orders from CIL or ECL promoting the phased elimination of paper-based systems and encouraging the use of eOffice for routine processes? Such a move would be in the company’s best interest in terms of transparency, accountability, and cost-effectiveness.