Strict instructions on using e-file numbers and securing PC-stored information

To enhance efficiency and modernize official operations within the Ministry of Housing and Public Works, the mandatory use of Digital File (D-File) numbers, in accordance with the Secretariat Instructions-2024, has been implemented across all branches and sub-branches. Simultaneously, all departments and agencies under the Ministry's control have been strictly instructed to adopt this digital file numbering system. This initiative is ongoing, in line with prior decisions, to ensure the confidentiality of official work and the security of computer-stored information.

For file security, a letter has already been sent to the Executive Engineer, Public Works E/M Division-4, requesting the installation of CCTV cameras in appropriate locations within the new branch. A decision has been made to swiftly coordinate and install these cameras.

It has been reported that this significant decision was made at a meeting held on Thursday, June 25, in the Ministry's conference room. The meeting was chaired by Mr. Nazrul Islam, Secretary of the Ministry of Housing and Public Works.

According to the decisions made regarding official management at the meeting, administrative officers will be responsible for all activities, including file and correspondence exchange, acting as file supervisors. Under their leadership, a movement register must be compulsorily used for the exchange of files and documents. When original files are sent to court, the administrative officer will keep a photocopy of the file and arrange for the original file's timely return from the court. Additionally, CCTV monitoring must be enhanced, and monthly footage preserved on CDs.

Furthermore, the Ministry will send audit teams to all departments and agencies, and an additional secretary will undertake a cross-program every 20 days to settle audit issues.

Notably, Bangladesh has implemented an electronic file management system, or 'D-Nothi' (D-File) system, for government and institutional work, replacing paper-based files. According to the government's 'Secretariat Instructions,' the use of a specific 22-digit digital file number is mandatory, which aids in mail management and rapid file processing. Currently, the D-Nothi system serves over 7,000 government offices, more than 2.5 lakh users, over 30 crore decisions, and more than 5 crore beneficiaries.
//DBTECH/DPOC/SME//