Government of Orissa

General-Administra,tion Department
**********

No. Co--ords - 04/2011(Pt.) 15713/Gen. dtd. 17.08.2011

Subject: Common system for naming/numbering of Files to be followed by all Departments

of Government.

The Orissa Secretariat Instructions Manual prescribes the manner of naming, listing
and disposal of files. The system in place in most departments of government follows this
prescribed procedure in the management of files, and the process is undertaken manually,
except in the few departments where OSWAS has been implemented. Following the current
system of manually naming, listing and disposing files has led to past experiences of
fileslle.fterS being "missing" or "not traceableu• This has led to undue delay in the disposal of
matters C!~dat times,crucial records have not been found when required.
~-

In order to prevent the possibility of such situations arising, as well as to enable the
tracking' of files. and letters, a system has' been developed under the Orissa Secretariat
Workflow Automation System (OSWAS), where letters are scanned on receipt, diary
numbers are computerised and file numbers generated electronically. This system is in place
in the departments where OSWAS has been operationalised. Under the present OSWAS
system of file numbering, a file number has four segments, in the following format:

1. Collection number (alpha-numeric, user-enterable)

2. Year (numeric, autO-generated)
3. File number (numeric, auto-.generated)
'4. -Section code (alpha-numeric, auto-generated)

In this system, only the Collection number has to be entered by the user (usually the
ASO), ~hile the other three ~ments of the File number are auto-generated by the system.

While the above method works well, a need has been felt to further refine it so as to
introduce a standard system of File numbering across all Departments and reetl!.ceambiguity
in file identification so as to make each file uniquely traceable in the system. Towards this
end, the Panchayati Raj department and' the Rur~1Development department have adopted
innovations in the current OSWAS system by developing an eight digit numeric code, unique
for each file, to be fed against the Collection number in the OSWAS system. This eight digit
code identifies the. Department, Section, Subject (Collection) and File. This system has been
found to work.well in these two departments.

It has therefore been decided' to adopt a variation of this method as a standardized

system -for all Departments of Governments. While a purely numeric code is best for
maintaining the unique identity of a file and for locating it when required, it does not
immediately convey the subject matter of the file, on being read. In order that the file number
1
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'P~ .should both convey its subject as well as remain uniquely distinguishable in the computer
sy~tem, it has been decided to adopt an alphcPnumeric system for numbering a file, with an
attached, parallel, numeric string which is auto-generated by the system.

In the standardized system to now be followed across all Departments, each file will
be given an alpha-numeric number, with a parallel numeric string, having five components,
namely:

I. Department code
II. Section code
III. Collection code
IV. File number
V. Year

1.:" Alpha-numeric code: This will be a 2-4 character code consisting of

alphabets, fixed for each department, which will jdentify all files of a particular
department. The Department Code to be followed by all departments is given
at Appendix-1.

2. Numeric string: This will comprise of two numbers, which will be the
budget/demand head of that department (Eg: 17 for PR, 28 for RD and so
on), and identify all.files belonging to that department.

The numeric string under the Department code for files of the office of the
Chief Secretary will be 40, for files of the Chief Minister's office will be 50 and
for the Governor's Secretariat will be 99.

1. Alpha-numeric code: This will be a 2-5 character code consisting of

alphabets and numbers, fixed for each section, which will identify all files of a
particular section (Eg: OE1, OE2, BUD, FE1, FE2, RTf etc). As several
Sections are common to most Departments, a standa·rd code has been
developed for the common Sections, which are to be used for the said Section
across Departments. The Section Code for common Sections, to be followed
by all Departments is given at Appendix-2. The Sections of each Department
which fall outside the common Sections listed at Appendix-2," are to be given
an alpha-numeric code to be fixed at the level of the individual Department.
For files of the office of Ministers, the Section code will be MIN.
 2. Numeric string: This will comprise of two numbers (from 01 to 99), which will
be fixed for each Section and will identify all files be.longing to that Section.
T~e numeric string for common Sections, to be followed by all Departments, is '
givE%n at Appendix::%. For files of.the office of Ministers,' the Section code will
be .00. Each department shall ,decide the numeric string for the remaining
,

. sections.

1. Alpha-nume,rjc code~, This will be a 2":6 character~ode consisting of

alphabets and numbers, fixed for each Collection, which will identify all files of .
, a particular Collection (Eg:UC, OLA, MISC, PG etc). As several Collections
are common to most Sections, a standard code has been developec:lforlhe
common Collections,' which are to be used for the said ,Collection acros.s
Sections and across' Departments. The ,Collection Code for comrllog'
Collections, to be followed by all Departmenls is,given ,at Appendix~~.The'
Collections of, each, Department which fall outside the commo.n Collections,
listed at APpendix-3~are to be given, a two~number code to be fixed at tQe
level of the individual Department.
, '

2.' Numeric string: This will comprise of two numbers (from 01 to 99), fixed for
. ~,~each Collection, whIch will identify all ~Ies' ofa particular Ci>II~ction. The
numeric string for common Collections,' to be followed by all Departments is'
given at Appendix-3. Each department shall decide tnenumenc string for the'
remaining collections.

1. Alpha-numeric code: This.will comprise of ~ourn'umbers an~ willbe~~jque:'

for each File within a ,Collection. The File numbers .lor newfile~ within' a
Collection will be generated sequentially, starting from 0001 upto 9999.

1. Alpha-numeric code: This will 'comprise of four m.imeric'digits which 'will

depict the year. E.g. for the year 2011, it will'be 2011. '
, "

2. Numeric string: This will bE;the same as the alpha-numeric code.'

 EXAMPLE: For .•. a file in the year 2011 (Year), dealing with an Assembly, question
(Collection), concerning Disciplinary Proceediflg cases (Section)" in the Home Department
(Department), the file name will be as follows:

1. Alpha-numeric code: 'HOME-DP2-0LA-0024-2011 ,

Of the above five components of the File Name, the Collection code will have to be
entered by ,the user (the ASO, at whose level ~ new file starts), while the other four
components will be auto-generated by the OSWAS system for a ne~ file. ~ ,

Each department Will aUthorise its officers (from the Secretary of,the Departm~nt to
the ASO level) to enter the OSWAS
.
network. The Department will also specify,the sections
. '. .
which the officer is authorised to work with. Any changes in'sections/officers will have to be
intimated immediately to IT department for making necessary authorisation changes, in
OSWAS. Each authorised'officerwilfbe given a password. The OSWAS system willfdentify
the officer through this password and accordingly only those sections will be made available
to that officer for which he has been authorised. Thus, when naming a file, the system will·
identify Ute Department code, Section code and Year from the identity of the ASO.T~e
ColI~ction code will have to be entered by the ASO (user) from a drop-down menu which wil!
be provided by' the system from the list of approved Collections, and the system will:'auto-
generate a new File Number sequentially.

The alpha-numeric code and numedc string.have been fixed for the Departrnent, ~ind
for the common Sections and Collections across departments, as given in Appendices 1-3. ,
For the remaining Se~ions and Collections, each department shall draw up an.approve~ list·
, of Sections (with codes) anq Colle'ctions(with codes}, for guidance of theS.O s/A.S.O s,
who will give Section/Collection names to new files from thiS approved list. Any c;hange in
this fixed list can be made ~nly with the approyal of the Secretary of the Department or an,
officer authorised by him, and this is to be immediately intimated to IT department for
effecting necessary changes in the OSWAS data. '

In Departments where OSWAS is not yet operational, all ,live files for the year are to
be re-numbered following the above system, and' are to be subsequently entere,d in' the
OSWAS database.
III , . /}
..~wt1
, Special Secretary ,01°1 " ,
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. . ~inistration Department .

...
 It.
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Name of the Department Alpha Numeric Numeric Department
Department Code Code

Home Department HOME -01

General Administration Department GAD 02

Revenue & Disaster Management ROM 03

Department

Law Department LAW 04

il=inanceDepartment FIN 05

Commerce Department COM 06

,
Works Department WORK 07

Orissa Legi~lative
~
Assembly aLA 08 -.

Food Supplies & Consumer Welfare FSCW 09

Department. .

School & Mass Education Department SME 10

.

Scheduled Tribes & Scheduled Castes. STSC 11

Development & Minorities & Backward
Classes Welfare Deparbnent

Health & Family Welfare Department HFW 12

Housing & Urban Development Department HUD 13

Labour & Employment Department LAB 14

Sports & Youth Services Department SYS 15

Planning & Co-ordination Department PC 16

Panchayati Raj Department . PR 17

Public Grievances & Pension Administration PGPA 18

Department

Industries Department IND 19

Water Resources Department WR 20

Transport Department TRN 21

 (•.~.!!!!!~~I!I!..-."-
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i Forest &Environment Department FOR

.
22
.

Agriculture Department' "" AGR 23 "

-
.

Steel & Mines Department STM . 24

Information & Public Relation Department IPR 25

.

Excise Department EXC 26

.>

Science & Technology Department SCT 27

.
.

Rural Development Department RD 28

Parliamentary Affairs Department PA 29

:

Energy Department ENG 30

.,: . ."

Textiles & Handloom Department TXH . .31

--

Tourism & Culture Department _. TC 32

- . .

.•..
,- .
Fisheries & Animal Resources Development FARO 33
Department . '.'

.• -
.-..

Co-operation Department COOP 34 ..

Public Enterprises Department PE 35

Women & Child Development Department ,WCD 36

.,
..
Information Technology Department· IT 37
,

i '.

Higher Educati0n Department HE 38

. , '

Office of Chief Secretary " CS - 40 ,

Office of Chief Minister eM 50

-

Office of Governor GOV "

99 ,
 ._f?g~~~·iJifJj;·r;1;~f.~4:;;,.-", ••.,J

. C?~
.Appendix-2

51. No ~ame of the Section Alph""aNumeric SE!ction Numeric Section Code

Code
..

1 Office of the Minister MIN 00

2 Office of the Secretary SEC 01

, ','

3 . bffice of the Speci!2' Secretary SS 02,03,04

, ~
4 . Pffice of the Additional Secretary . AS 05,06,07

5 biary & Distribution DIARY .. 08,09, 10, 11, 12

6 ssue & Dispatch ISSUE 13, 14, 15, 16, 17

7 ~ounts· ACCT 18, 19, 20, 21, 22

8 Budget, BUD. . ,23, 24, 25,.26, 27,.

9 eash CASH 28
,

10 ~nance FIN . '29

11 ~udit
.
AUD ·30

12 Office Establishment OE' 31, 32, 33, 34, 35

13 '""ieldEstablishment FE '36,37,38, 39,40

14 Performance Appraisal Report

,.
PAR 41

15, Disciplinary Proceeding DP 42, 43, 44, 45, 46

.
16 . 1C0nfidentiai CON 47

17 !Pension PEN 48

18 Right to Information Act RTf 49

.
19 Legal Cell LEGAL 50

20 Training TRG 51
.
21 Co-ordination COOO 52

22 General and Miscellaneous Mise 53

 Name of the Description AJp~a Numeric Collection -
Collection Numeric Code
Collection
Code
" -
Cases Court Cases (LowerCourU High Court! CASE 01,02,03,04,05
Supreme Court)! Lokpal! OHRC ! NHRC !
-
Disciplinary Proceedings! Vigilance cases,
Proceedingsi Appeal Petitions!
Suspension! Reinstatement! Memorial etc ".

Grievances Grievance CMIPMlPresidentlGovemor! PG 06,07,08,09,10

GrievanceCell! Public Grievances! MPs!
MLAs! WIP references! representations!
Allegations! e~Abhiyog etc
.

Parliament~atters
..
:'
Parliament (Lok Sabha & Rajya Sabha)" PARl 11
Assurances! Parliament Questions etc

Assembly Matters OLA !Assurancesl Assembly

,
Questions etc OLA 12

RTI All RTI matters RTI 13

.