Office Memorandum
No. [XX/XX/2024]
Department of Expenditure
Ministry of Finance
Government of India

Date: [XX September 2024]

Subject: Economy in the Use of Paper and Digitisation of Official Documents

In view of the Government’s ongoing efforts to enhance efficiency, reduce costs, and promote environmentally sustainable practices, it has been decided to reinforce measures for economy in the use of paper across all Ministries and Departments of the Government of India. The increasing adoption of digitization, where feasible, shall contribute significantly to these objectives.

  1. After due consideration and approval from the Secretary (Expenditure), all Ministries and Departments are hereby advised to take the following steps:

i. Reduction in Paper Usage:

  • Minimize the use of paper for internal communications, meeting notes, and submissions. Wherever possible, use digital formats such as emails, PDFs, and other electronic documentation.
  • Print only when absolutely necessary and ensure that all printing is done on both sides of the paper (duplex printing).
  • Avoid the use of single-line spacing in printed documents unless required by legal norms.

ii. Digitisation of Documents:

  • Prioritize scanning and digitization of all old records and files, ensuring that important records are maintained in digital format for easy access and retrieval.
  • Ensure that all new records are stored electronically using Document Management Systems (DMS), reducing the dependence on physical files.

iii. E-Office Implementation:

  • Expedite the full implementation of the e-Office system in all Ministries and Departments, ensuring that inter-office communications and file movements are done through the e-Office platform.

iv. Electronic Approvals:

  • Encourage all officers to adopt digital signatures and use electronic means for approvals, certificates, and routine documentation to further eliminate unnecessary paper usage.
  1. Compliance Reporting:
    All Ministries and Departments are requested to monitor compliance with the above directives and submit a quarterly report on the progress made towards reducing paper usage and increasing the digitization of documents to the Department of Expenditure.
  2. These measures will not only contribute to achieving cost efficiencies but also align with the Government’s commitment to environmental sustainability.
  3. This Office Memorandum is issued with the approval of Secretary (Expenditure).

(Name)
Director (Coordination)
Department of Expenditure
Ministry of Finance
Government of India

To:
All Secretaries of Government of India

Copy to:

  1. Secretary, Department of Administrative Reforms and Public Grievances
  2. Secretary, Ministry of Electronics and Information Technology
  3. All Financial Advisers

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