File Tracking System (FTS) for Bhiwandi Nizampur Municipal Corporation (BNCMC)

To design and implement a robust, user-friendly File Tracking System that:

1. Enhances operational efficiency by automating file movement.
2. Promotes transparency through real-time notifications.
3. Simplifies tracking and management of files across multiple sections and desks.

CISPL developed a comprehensive File Tracking System with the following features:

A. File Creation and Movement :

1. Users can create digital files to be moved across desks and departments.
2. While creating a file, users can upload necessary documents, select the intended receiver, and submit the file.

B. Real-Time Notifications :

1. Upon submission, the file is immediately transferred to the receiver’s account.
2. Notifications are sent via Email and SMS to alert the receiver about the new file.

C. File Management :

1. Users can view and manage files through the “Receive File” page upon login.
2. Various statuses of the file can be managed, providing clarity on its current position in the workflow.

D. Continuous Updates :

1. Notifications are sent at every stage of file movement, ensuring all stakeholders are informed about the file’s progress.

The File Tracking System was successfully implemented across BNCMC’s departments. Key outcomes included:

A. Increased Efficiency : File processing times were significantly reduced as manual intervention was minimized.

B. Enhanced Transparency : Real-time notifications and status updates allowed stakeholders to track files seamlessly.

C. User Satisfaction : A user-friendly interface ensured that employees at all levels could easily adopt the system.

D. Accountability : Detailed logs and file status management improved accountability and ensured files did not get misplaced or delayed.