| NeatFlow is a one stop solution to run a workflow based office with document storage option. One can realise a truly electronic file movement office using NeatFlow. |
| Neatflow has bilingual data input option (Tamil-English). |
| Neatflow is a true depiction of Tottenham system in electronic format. You can move the papers and electronic files up or down, send them to the attached offices, store the final copies and send them to record rooms, all in electronic form. |
| Neatflow has built in intranet digital signature and transaction tracking system. |
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| The workflow |
| In typical office whether Government or private sector office, the papers are received, processed and final decisions taken. This process has a definite beginning and a definite end and called workflow. In a workflow the individuals operate on specific directions and sometimes in cross directions as well. |
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| The origin of a file or reference |
| The new entity on a workflow has a definite beginning. This can be in the form of a letter or correspondence or a telephone message or a FAX or E-mail. This again has an originator who may be a private individual, a company or one’s own subordinate office. Every such paper has a definite end as well. This may be in the form of a letter, a report or an action etc. |
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| Movement of papers among the various levels - the decision making process |
| During the currency of a file, the file moves between various levels in the organisation and at each movement the officials involved contribute in the form of office note, remarks, technical advice, referencing, draft letter etc. when the file reaches the decision making authority a decision is taken. The newly created draft letters or reports are either accepted or rejected. The reference materials are perused and returned. |
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| The importance of referencing |
| Referencing is an important aid to the decision making process. The supporting staff and the intermediate level officials quote form the existing rules, precedence, letters, reports, correspondence etc. to make a point. Without referencing, the decision making process is almost impossible. |
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| End of the road |
| With the expected result obtained, the file or reference had accomplished the task for which it was created. All such accomplished files or references are called closed files. These closed files are sent to the record room for safe keeping. |
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| Temporary closure of a file |
| An active file may be temporarily closed for a certain period and then on the appointed date it can be recalled. Aligning employees with various ‘seats’. |
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| Receipt of a new reference/letter – the origin of a file |
| Each reference, when it is received is marked to the dealing Assistant concerned by the officer who peruses it. After this process, the new reference is taken into the office fold using the Inward file entry menu. This is usually done centrally. NeatFlow uses certain automated flows. Once the subject is selected, the system would lead to the dealing Assistant directly. |
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| Acknowledgement for receipt of a new reference |
| The new inward file is acknowledged by the dealing assistant concerned who mans the seat. This is an important step to ascertain where the file resides physically. From this step onwards the dealing Assistant is responsible for the movement of the file until it fetches the desired decision. |
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| Initiating action on file by the dealing Assistant |
| The dealing Assistant can commence action on a file only if he has physical possession of the file. Such action on file involves entering remarks on the current action proposed, attach documents, references or files, attaché draft letters or reports, mark the file to a specific individual in the organisation, usually the next higher level officer. |
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| Attaching references, draft letters/reports |
| These references are for the next level official to appreciate the subject matter under process. These may be from scanned copies of the previous correspondence or an MS Word document of an earlier letter despatched and so on. NeatFlow provides complete flexibility to attach any type of file using this option. The draft letters/reports carry a special significance. These draft letters and reports are decision making points on which the decision making authority has to decide. Unless a decision on these points are taken, the system would keep the current file movement in loop (pending). Part approval is also possible. All the approvals given to the drafts attached would become fair copies. These are tamperproof electronic files which have a permanence through non-changeability. These documents/reports can be viewed by the authorised personnel during any time when the file is in currency. |
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| The interim approval process. |
| NeatFlow permits any type of attachment through this facility. One can attach an MS-Word document or an Excel worksheet or even en executable file. The receiving official has the powers to view and review these draft attachments. However there is no provision to alter the attachments which have been submitted for information only. |
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| Approval for each and every decision making point |
| Each draft letter/report is a decision making point. The deciding authority has to apply his/her mind and decide the matter. |
| Depending on the decision taken, these attachments become either fair copies or continue to remain in the system for further processing. The fair copies become permanent part of the file. |
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| Transferring a file to Call Register |
| If a file does not require follow up the next one month or so, such a file is transferred to a temporary closure list called Recall Register. By marking the file to this Recall Register, the file becomes temporarily inactive. On the due date indicated while referring it to the Recall Register, the file gains currency again. Or in between if any process takes place, then the file can be brought to action from the Recall Register. |
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| Closure of a file |
| A file can be closed at any stage by getting the approval of the deciding authority. A closed file , once approved reaches the record room for safe keeping. Such files however would be available for immediate reference from the electronic archive. |
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| MIS |
| NeatFlow has powerful MIS features. One can come to know the current status of a file. The disposal turnover report for each and every dealing assistant can be ascertained instantly. Similarly, how many pending files are in the decision making movement also can be ascertained. |
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| Salient features of NeatFlow |
| NeatFlow is workflow based Neatflow is the exact replica of the workflow as found in the manual workflow system. A workflow necessarily involves more than one individual to operate the system. Under this scenario, each and everyone in the organisation is vested with certain powers and responsibilities. For example the dealing assistant has powers to originate a decision query. But he has no right to approve such a decision. Similarly, the decision makers do not originate works. They look into the decision processes placed before them and decide. |
| Neatflow had neatly captured these rules in it. So, no one can play the role of another. There is no way the various persons involved in the workflow can inter change their roles. NeatFlow’s security rules are too stringent to allow any such inter changing of roles. |
| In short, NeatFlow does not allow the data entry operators to take decision. Similarly, the decision makers cannot do data entry. The cleavage is absolute and irreversible. This enforces absolute confidence on the users. |
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| Security and audit features on NeatFlow |
| NeatFlow has a special digital signature tool built into it. This digital signature tool captures the image of each and every movement of the electronic file. It also keeps record of each and every user’s contribution to the electronic files. This powerful audit feature comes with back traceable tools. As a result, accountability on every user is imposed in a highly automated manner. |
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| No alteration after the approval process |
| No electronic record can be altered once the deciding authority approves it. No one in the system has the powers to alter the approved electronic records. As a result, all the approved transactions gain a paper like quality. |
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| The all powerful User Manager |
| NeatFlow has a built in User Manager. This feature enables adding a new user, assigning and revoking rights of a user and so on. |
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| Technical Details (Version 1.1) |
| Front End : VB 6.0 |
| Backend : MS SQL Server 2000 |
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| Technical Details (Version 1.2) |
| would be on open source with J2EE as frontend and Postgresql as backend. |
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