State to Fully Digitalise Staff Records, 93% of Data Already Online
The State government has decided to fully digitalise its Human Resource Management System, known as e-HRMS, as part of an effort to make its administrative operations more transparent and efficient.
The e-HRMS platform is designed to bring all aspects of government employment — appointment, service records, pay-related matters, promotions and other personnel issues — onto a single digital system. The government plans to digitise the records of 3.48 lakh employees working in departments across the State.
Officials said digitalisation of 93 per cent of the data pertaining to staff in 38,710 offices across the State has already been completed. Chief Secretary Sanjay Jaju has directed officials to finish uploading the remaining data before October 15.
Mr. Jaju said the exercise was aimed at ensuring that priority is given to digital permissions, while improving both the speed and transparency of service delivery. Steps would be taken so that all permissions and government orders are issued in digital mode in the near future, he said.
Service records of government employees — covering appointment, postings, leave, salary and pension — have traditionally been maintained in physical files across individual departments. Consolidating them on one platform is intended to reduce duplication, make verification quicker and allow employees and administrators to access authenticated records from a single source.
The Chief Secretary asked that the Finance department's e-Sanction process be brought fully into digital mode. Systems should be streamlined so that financial services, sanctions and payment-related work are handled completely online, he said.
Similarly, technical permissions for developmental works should be hosted online, with officials from assistant engineer to chief engineer level granting approvals through the digital route.
He also called for online sanctions for direct benefit transfer schemes, through verification of Aadhaar and other details.
To supervise the transition, every department has been asked to designate a senior official as nodal officer. These officers would oversee the digitalisation of various works and ensure effective coordination between departments so that problems encountered during the shift can be resolved quickly.
The Chief Secretary said the move would help the State maintain its lead in ease of doing business parameters. States are assessed on these parameters under a central government reform ranking exercise, which weighs factors such as the time taken for approvals and the extent of online service delivery.
The government has not announced a specific date for completing the remaining portion of the data upload or for the full rollout of digital permissions and orders beyond the October 15 target for records. Officials indicated that the transition would be phased, with departments expected to align their internal processes with the new system.
The decision is part of a wider move by State administrations to shift routine governance functions — approvals, sanctions and payments — to digital platforms, with the stated aim of cutting delays and reducing the need for physical paperwork and repeat visits by citizens and businesses.
Details of how the platform will handle data security and access controls, and whether employees will be able to verify their own records, were not specified in the directions issued so far.
