The proposal which was presented in the previous council meeting is expected to be implemented in a phased manner. The first phase will cost Rs 34 lakhs, as per the report submitted by the executive engineer.
The steering committee of the city corporation had pitched the e-filing system for the engineering wing. The corporation plans to implement the scheme using its own fund and an IT cell will also be set up for the purpose.The civic body has already called for expression of interests (EoI) from firms to implement a document management system in the civic body as part of digitization.
As per the EoI, the main objectives of the project include secured storage of hardcopy files, reducing frequent manual handling, to provide easy access with self-search facility and to ensure high document security and compliance.
The issue of missing files had figured in the local fund audit report for 2016-17. The audit had mainly cited lack of documents with regard to building permits and files for regularisation of unauthorised constructions.
The lapses had been reported in main office and zonal offices. The audit report mentioned an instance at Attipra zonal office where 13 files related to regularisation of unauthorised buildings were deemed to be missing. In 2015 when a school building had collapsed at Muttathara, the engineering and town planning wing of the city corporation had groped in the dark trying to retrieve the files of a building constructed less than 10 years ago.
The engineering wing always had a bad reputation when it came to maintenance of files and tracking systems. In case of building files, the applicants go through hell when they turn up for occupancy certificates after the completion of the building.The building permit file which ought to be kept by the corporation would have been lost and the owner will have no other option but to wait.
When instances of files going missing became a common practice, contractors had started carrying around work files which should be maintained by the engineer concerned or the section clerk.
The contractors had reasoned that when they turned up for payments, they would not want to risk losing the money since files would have gone missing.
The corporation officials said that once the new system comes into effect, missing file issues would be resolved, besides files will be properly tracked ruling out chances of corruption.