Assam: Dispur mandates preservation of hard copies of all Cabinet documents

Staff Reporter

Guwahati: In a move aimed at ensuring better documentation and secure referencing, the Assam government's Finance Department has issued a directive mandating the preservation of hard copies of all Cabinet-related documents, despite the digital processing of such files via the e-Cabinet portal.

The official order, issued by the Finance Department, points out that while digital systems are crucial for smooth processing, maintaining physical copies remains essential for record-keeping and archival purposes.

The order specifies that for cabinet memos initiated by the Finance Department, the concerned branches must maintain hard copies of copy of the Cabinet memo; views of other departments on the memo; extracts of Cabinet decisions; and orders, notifications, or office memorandums issued based on those decisions

Similarly, for Cabinet memos received from other departments, the Finance Department is directed to preserve copy of the original Cabinet memo and Finance Department's views on other departments' memos if multiple branches are involved. It's a must for each branch to maintain individual copies of their views.

These records are to be maintained as part of a "guard file" system, a section that officers must regularly update and keep secure for future reference, it is stated.

The order also emphasizes strict compliance by all branch heads and has been circulated to relevant senior officers and departments for immediate implementation. The move is seen as a step to balance digital efficiency with reliable physical documentation within the administrative framework.

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