Strict Compliance of e-Office Guidelines and Instructions

NO. A-34012/1/2021-eoffice Dated : 18.06.26 To,

1. All Medical Superintendents/Deans of ESIC Hospitals and Medical/Dental Colleges/Principals of Nursing Colleges.
2. All Regional Directors/Joint Directord/Dy. Director (I/c) of Regional Offices/Sub-Regional Offices/ Joint Director E-V.
3. Director (Medical), Delhi and Director (Medical), Noida.
4. National Training Academy and all Zonal Training Institutes. (Kind attention: PAN ESIC Nodal officers E-Office) Sub: Strict Compliance of e-Office Guidelines and Instructions–reg. Sir/Madam, Please refer to this office letter/email dated 19.03.2024, 23.02.2026 and 26.05.2026 on the subject cited above.
5. It has been observed that the instructions issued vide the above- mentioned communications are not being followed uniformly by all ROs/SROs/Hospitals. In this regard, it is reiterated that the Nodal Officer for e-Office should not be below the rank of AD/equivalent and the Local e-Office Admin should be of SSO level/equivalent (i.e. PA) or above. In cases where SSO-level officials are not available, the role may be assigned to an official of a higher level. Details of officials below SSO level presently functioning as Local e-Office Admins, if any, may be furnished to ESIC HQ e-Office Cell for necessary action.
6. While reporting any e-Office-related issue/request, reference of the letter dated 23.02.2026 regarding “Guidelines for Reporting Issues Related to e-Office” must invariably be given and the prescribed reporting procedure should be followed strictly. All e-Office-related communications/issues/requests shall be routed through the designated Nodal Officer only and forwarded to the ESIC HQ e-Office Cell at eoffice- hq@esic.gov.in. Requests received directly from individual officers/officials, bypassing the Nodal Officer, shall not be entertained. It is also reiterated that all Local e-Office Admins/Nodal Officers shall strictly follow the guidelines prescribed in the NIC PIMS Manual and e- File Roles Manual while carrying out activities such as VPN creation, post creation, user creation, linking of officers, deactivation of retired officials’ e-Office IDs, and other role-mapping related functions. Any deviation from the prescribed procedures may lead to operational and A-34012/1/2021-e-ofc I/4026481/2026

administrative issues and should be avoided. 3. Further, it is emphasized that no e-File shall remain pending beyond 10 days at any level. RDs/JDs (I/c)/MSs shall monitor pendency through MIS Reports and ensure timely disposal. Users may be instructed to “Park” files after completion of action.   All concerned Officers/Officials are requested to strictly comply with the above instructions. In case of any issues, Sh. Samrender Kumar, Project Lead, (Mobile: 6291545582) and Ms. Ranjana, Project engineer, (Mobile 6393515262) may be contacted.   This issues with the approval of the Competent Authority. Encls: As above.                                           Yours' faithfully,

(Surya Prakash Pandey) Dy. Director Nodal Officer, E-Office A-34012/1/2021-e-ofc I/4026481/2026

Subject: Regarding Strict Compliance of eOffice Guidelines and Instructions. eoffice- hq < eoffice-hq@esic.gov.in > Eoffice Hqrs < eoffice-hq@esic.gov.in > Tue, 26 May 2026 1:23:26 PM +0530 To "ESIC MS Group"esicmsgroup@esic.gov.in,"ROSROGroup" rosrogroup@esic.gov.in,"ESIC Deans Group"esicdeansgroup@esic.gov.in Cc "SURYAPRAKASH PANDEY"sprakash.pandey@esic.gov.in,"Helpdesk Sparrow"help.sparrow@esic.gov.in To All ROs/SROs/Hospitals & Medical colleges Nodal Officers, e-Office ESIC. Sir/Madam,

1. It is informed that Smt. Janaki Singh, Dy. Director / Departmental Nodal Officer for e-Office, has been transferred to SRO Barrackpore w.e.f. 12.04.2026. Concurrently, Sh. Surya Prakash Pandey, Dy. Director, has been nominated as the new Departmental Nodal Officer for e-Office in ESIC and has taken over charge on 25.05.2026. Accordingly, all pending e-File VPN creation requests after 12.04.2026 may be sent to eoffice-hq@esic.gov.in in the prescribed Excel format for onward submission to the VPN Support Team.
2. Please refer to email dated 19.03.2024. It has come to the notice of the competent authority that at several locations, Local e-Office Admins are below SSO level, whereas as per the earlier guidelines, the Nodal Officer for e-Office should be of not less than AD rank and the Local e-Office Admin should be of SSO level or equivalent (i.e. PA). Since the role of Local e-Office Admin is sensitive in nature, it is requested that the said role may be assigned only to SSO level / equivalent officials. In cases where SSO level officials are not available in any Accounting Unit, the role may be assigned to an official of higher level than SSO. The list of officials below SSO level presently functioning as Local Admins may be sent to ESIC HQ e-Office Cell for removal of the role accordingly.
3. Please refer to letter dated 23.02.2026 regarding “Guidelines for Reporting Issues Related to e-Office”. It is observed that the prescribed guidelines are not being followed strictly. All concerned are requested to ensure strict adherence to the e- Office guidelines and procedures, as NIC resolves complaints/issues strictly on the basis of the prescribed format only. सम्माान सहित धन्यवाद / Thanks and Regards Surya Prakash Pandey Deputy Director/ Nodal Officer e-office मुख्‍यालय, कर्मचारी राज्‍य बीमा निगम, / ESIC HQ श्रम एवं रोजगार मंत्राालय, भारत सरकार, पंचदीप भवन, सी.आई.जी. मार्ग, नई दिल्‍ली-110002
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3/19/24, 2:59 PM Email https://email.gov.in/h/printmessage?id=72588&tz=Asia/Kolkata&xim=1 1/1 From : Nishant Kumar nishant.kumar@esic.nic.in Subject : Posting of Local Admins for E-Office work. To : rd esic-list rd.esic-list@lsmgr.gov.in, ms esic-list ms.esic-list@lsmgr.gov.in, dean esic-list <dean.esic- list@lsmgr.gov.in> Cc : Insurance Commissioner NTA <comm- nta@esic.nic.in> Email Nishant Kumar Posting of Local Admins for E-Office work. Tue, Mar 19, 2024 03:02 PM Sir / Madam Please refer to the subject cited. It has come to the notice of the undersigned that many SSO level officials who are looking after the role of Local Admin for E-Office at their present office has been transferred to another office and they are expected to be relieved new office in due course of time. Therefore, in order to ensure continues smooth operation of E-Office, it is advised that a suitable official may be identified to work as local admin before the relieving of aforesaid SSO. The said official may be got trained by the present local admin about the Role and functions of Local Admin in E-Office before the relieving of the present local admin. It is advised that as far as possible an officer of the SSO Level may be nominated as new Local Admin for E-Office. All Regional Directors / SRO Incharges / MS / Deans are requested to take appropriate action in this regard so as to ensure smooth operation of E-Office at their location . Regards NISHANT KUMAR DY. DIRECTOR- (E-III and Corp-Cell) ESIC HEADQUARTER Mob-9308270124