Office Order on Creation of e-Files

A-53/1/2026-E-OFFICE I/4372478/2026

[Image omitted. See the official document.]

कर्मचारी राज्य बीमा निगम (श्रम एवं रोजगार मंत्रालय, भारत सरकार) EMPLOYEES' STATE INSURANCE CORPORATION (Ministry of Labour & Employment, Govt. of India)

मुख्यालय Headquarters' पंचदीप भवन सी०आई०जी० रोड, नई दिल्ली-110002 PANCHDEEP BHAWAN, C.I.G. MARG, NEW DELHI-110 002 Phone: 011-23604700 Email: dir-gen@esic.nic.in Website : www.esic.nic.in / www.esic.in

No. A-53/1/2026-E-Office Dated:14.09.2026

Office Order

In order to accelerate disposal of files / receipts, etc. which are directly related to progress/ development of ESIC, the Director General, ESIC, has ordered that all movement of Action-item communication shall be exclusively made via E-file on E-office platform pan-ESIC, as per the following:

1. All correspondences on which any action / approval is sought from ESIC Hqrs. should be sent by the Regional office / Hospital / Medical College/ DMD, etc. through E-file on E-office only.
2. Original E-office file received from Regional office / Hospital / Medical College/ DMD, etc., pertaining to transfer matters, policy matters, disciplinary matters, confidential matters, etc. on which the designated file receiving officer at the ESIC Hqrs. feels that the noting of the Hqrs. need not be disclosed to the RO/ Medical College / Hospital shall be returned back after keeping the relevant extracts and the matter may be processed on the hqrs. file.

For rest of the cases, the matter shall be processed on the original file itself and returned to the RO / Medical College / Hospital/ DMD after necessary action / approval.

3. Wherever, simultaneous action is required in same case which are time consuming, part-file be created and later merged with original.
4. The E-receipt, Draft, and dispatch feature available on e-office shall be invariably be used for complementing e-file course.
5. E-receipt/ correspondence, Email, WhatsApp or other mode of communication may be used for discussion and information sharing only. Wherever action / approval is required, the FR / Email should invariably be put up on E-file via E-office only.
6. The right in E-office for external file receiver / sender is henceforth restricted at the level of Joint Director/ Regional Director / Director/ AC/ MS/ Dean / MC / IC/ DG. Similarly, file Downloading rights shall be allowed by e-office admin. at these levels.

• Few model SOP of e-receipt/ e-file movement scenarios are attached to this order for guidance.
• The Vigilance and Finance section shall develop its own method to accelerate disposal of files / receipts, etc. which are directly related to progress/ development of ESIC.
• The above orders shall be implemented with immediate effect.

This issues with the approval of DG, ESIC.

Joint Director

Copy to,

1. PPS to DG/FC/CVO ESIC HQ for information and necessary action.
2. PPS to All IC/MC/AC/RD/Dean/MS/JD(I/C), ESIC for information and necessary action.
3. All Divisional Heads, ESIC HQ for information and necessary action.
4. Website Content Manager for uploading on website esic.gov.in

MODEL I. Proposed SOP: Internal paperless communication (Estt.)

Eg. Transfer/ other request application

1. An MTS physical application to BM, Ghaziabad > BM to RD, Kanpur vide e-receipt/ mail> RD to DD> DD to AD> AD to DH (day 1)> DH puts up on e-file to AD (day 3)> AD to DD (day 6)> DD to RD for decision (day 9)> Decision letter conveyed to BM, Ghaziabad by e-receipt/ mail> BM provides print to MTS (case disposed off*)
2. An AD email application to SRO, Noida> forwarded vide e-receipt/ mail by SRO to RD, Kanpur> RD to IC (P&A), hqrs vide e-receipt > IC to JD> JD to DD> DD to AD> AD to DH (day 1)> DH puts up on e-file to AD (day 3)> AD to DD or JD (third level) (day 6)> DD to IC for decision (day 9)> Decision letter conveyed to RD, Kanpur by e-receipt/ mail> RD to SRO by e-receipt/ mail> SRO provides by mail (case disposed off*)

Digitally signed by Sanjeev Yadav Date: 14-09-2026 19:45:29

MODEL II. Proposed SOP: External paper/ email communication

Eg. VIP reference for opening medical college/ grievance, etc.

1. VIP reference (physical) received in DG office > DG/ DG office scans letter (files physical one) sends to MC (ME) vide e-receipt (PPS to follow up) > MC to DMC (PS to follow up)> DMC to AD> AD to DH (day 1)> DH/ AD puts up on e-file to AD/DD (level 2) (day 3)> AD/DD/DMC to MC (level 3) (day 6)> MC to DG for decision (day 9)> Decision letter conveyed to Ministry/ VIP by D.O. letter/ mail (case disposed off*)
2. An IP grievance letter received at MC, Faridabad> Central diary scans letter (files physical one) sends to MS vide e-receipt > MS to JD (PS to follow) > JD to DD/AD> AD to DH (day 1)> DH puts up on e-file to AD (day 3)> AD/DD to JD (day 6)> JD to MS for decision or for sending e-file to MC/ hqrs. for decision (day 9)> Decision letter conveyed to IP by letter/ mail (case disposed off*)