DARBAR MOVE | Hard drives to replace voluminous paper records to be shifted in 2019

SRINAGAR: Come 2019, and there will be considerable reduction in the current voluminous records which are shifted between the two capital cities twice a year when the Civil Secretariat, seat of the state government, make the bi-annual move from summer capital Srinagar to winter capital and vice-versa.

The significant decision would be made effective by digitization of official records which would be saved in External Hard Drives to be provided to each Department by the IT Department, thus saving from shifting the papers in hard form.

Directions to this effect were issued by Chief Secretary BVR Subrahmanyam who today chaired a high-level meeting here this morning to take a comprehensive review of the arrangements for bi-annual Darbar Move scheduled from October 26.

The practice of moving secretariats was started by Maharaja Gulab Singh 146 years ago to escape the extreme heat of Jammu during summers and biting cold of winters in Srinagar and had been continued by successive governments in order to provide access to people of both regions -- by turns -- to the seat of power in the state, notwithstanding the expenditure of crores of rupees to shift voluminous records, besides paying similar amount as allowance for the thousands of employees who shift base with the government.

On Monday, after being informed by Secretary, IT, Saugat Biswas that the Department is working towards installation of dedicated computers in each Department at the Civil Secretariat, both at Srinagar and Jammu, to avoid wear and tear during physical transportation of computers with bi-annual Durbar Move, BVR passed these directions.

“From the next year minimum movement of files will be ensured and most of the records shall be shifted in digital format,” he directed.

Secretary IT further informed that from the next Darbar Move, the WiFi and networking equipment won’t be shifted during Durbar Move as Civil Secretariat Jammu and Srinagar shall be provided with dedicated WiFi facilities.

Chief Secretary directed the IT department to ensure that LAN/Internet connections in Jammu Secretariat are fully functional by the time move offices reopen there.

Barely hours later, the IT department announced that was making provision for separate IT infrastructure including Desktops, Laptops, Printers and UPSs for Civil Secretariat, Jammu, where the government will function from November 5.

“The codal formalities for procurement of IT infrastructure for Civil Secretariat Jammu has been initiated and it is expected that the Information Technology Department will commence handing over the new infrastructure at Civil Secretariat, Jammu during the transit days,” said a Circular issued by the IT Department here this evening.

It said in light of the provision of new IT infrastructure, all the Administrative Secretaries are being requested to take measures to ensure seamless conduct of official business in their respective Departments once offices open at Jammu.

The measures as per the Circular include that the users of the present IT infrastructure at Civil Secretariat Srinagar be identified i.e. their name, designation, contact/mobile number and e-mail address along with the specification of machines they are using in the Civil Secretariat, Srinagar (i.e. Desktop, Laptop, All-in-One Desktop, Printers) be tabulated and furnished to the Nodal Officer from the Information Technology Department by 19 October, 2018.

It said the IT Department is procuring All-in-One Desktops with screen size 20” plus, Laser Jet Printers, UPSs and Laptops. 20% of the existing desktops in every department will be replaced with laptops. This will be done with a view to provide laptops only to such users in the Department who are also required to work on-the-move or from home relatively more. “Therefore, 20% users of desktops within their department who would be provided laptops in lieu of desktops be identified and such list be handed over to the Nodal Officer from the IT Department,” it said.

The Circular said that suitable room(s) in the Civil Secretariat, Srinagar be identified in consultation with the Estates Department for the safe keep of existing departmental computers and peripherals under lock and key. Such rooms should be devoid of moisture and dust flow in the six months of closure i.e. November, 2018 till April, 2019.

It must be ensured that the computers are brushed clean, numbered, covered preferably with cellophane and packed in cardboard cartons during the period of closure.

It must be ensured that the users of the existing computers in every department copy their work (softcopy) in pen drives for transferring into the new machines. Master copy of such documents be copied and retained in hard drives, procurement of which is under way by the IT Department.

Earlier in the day, Chief Secretary BVR Subrahmanyam in the review meeting was informed that adequate arrangements are in place for ferrying of official records and transportation of employees on October 27th, 28th and 29thand November 3rd and 4th. Only one-way traffic from Jammu to Srinagar will be allowed during these five days.

The offices observing 5-day week shall close in Srinagar on 26 October 2018 after office hours and offices observing 6-day week shall close on 27 October 2018 after office hours. All the offices will reopen in Jammu on 5 November 2018.

To ensure smooth movement of Durbar Move convoy, the Chief Secretary instructed BEACON and NHAI authorities to ensure good condition of Srinagar-Jammu National Highway, especially on Banihal-Nashri and Chenani-Udhampur sections.

The meeting also took a holistic review of security, availability of trucks and buses, recovery vans, mobile workshops, health facilities and ambulances along the highway.

Chief Secretary also asked concerned officers of the Estates department and Jammu Municipal Corporation to inspect employee residential colonies and ensure that necessary facilities were in place including cleaning up water storage tanks and launching intensive sanitation drives in all colonies.

Director Estates informed the meeting that in addition to around government 3000 flats available for housing move employees, the Estates Department is hiring around 1200 hotel rooms, 150 JKTDC rooms at TRC Jammu and 280 private houses.

He also directed for adequate deployment of security in all residential colonies both in Srinagar and Jammu.