Company’s Engineering Wing Ready to Move to Electronic Filing System | News from Thiruvananthapuram

THIRUVANANTHAPURAM: In an effort to ensure transparency and fast movement of records, the municipality will introduce an electronic filing system in the engineering wing. The engineering wing was chosen for the e-governance program given how staff are already trained in the use of the software.
The project is expected to give a much-needed image makeover to the engineering wing, which over the years has reported disgraceful cases of missing files or files withheld allegedly for bribes.
The proposal that was presented at the previous board meeting should be implemented gradually. The first phase will cost Rs 34 lakhs, according to the report submitted by the executive engineer.
The city corporation’s executive committee had introduced the electronic filing system for the engineering wing. The company plans to implement the system with its own funds and an IT unit will also be set up for this purpose.
The civic body has already launched a call for expression of interest (EOI) with companies to set up a document management system within the civic body in the context of digitization.
In accordance with the EoI, the main objectives of the project include the secure storage of paper files, the reduction of frequent manual manipulations, the ease of access with an auto-search function and the guarantee of security and high document compliance.
The issue of missing records was included in the local funds audit report for 2016-2017. The audit had mainly cited the lack of documents in terms of building permits and regularization files for unauthorized constructions.
The shortcomings were reported to headquarters and area offices. The audit report mentions a case at the zonal office of Attipra where 13 files related to the regularization of unauthorized constructions were found to be missing. In 2015, when a school building collapsed in Muttathara, the city corporation’s engineering and planning wing groped in the dark trying to salvage records from a building constructed less than 10 years ago. .
The engineering wing has always had a bad reputation when it comes to maintaining files and tracking systems. In the case of a construction file, the applicants go through hell when they present themselves for the certificates of occupancy after the completion of the building.
The building permit file that was to be kept by the corporation would have been lost and the owner will have no choice but to wait.
When cases of missing files became common practice, contractors began to carry around working files that had to be retained by the relevant engineer or section clerk. T
he contractors had figured that when they showed up for payments, they wouldn’t want to risk losing money because files would go missing.
Company officials said that once the new system goes live, missing file issues will be resolved, and files will be properly tracked, eliminating the risk of corruption.