Why is there a need for digitalisation in legislative Processes?

 

Paper-based systems have traditionally been used extensively by legislative bodies to manage files, approvals, interdepartmental communications, and archival records. Despite being in use for many years, these manual procedures have a number of inherent problems:

1 Physical file transfers between offices and departments cause delays in the process.

2 Inadequate traceability makes it difficult to monitor the location and status of documents.

3 excessive use of resources, such as storage space, paper, and printing.

4 The integrity of legislative records could be impacted by the possibility of document loss or damage.

5 Research and review are slowed down by ineffective archiving and retrieval.

6 Put negative effects on the environment caused by excessive use of paper and related materials.

Together, these difficulties produce problems that hinder the effectiveness and transparency of legislation. Clinging to outdated manual systems hinders progress in a time when citizens demand faster governance and greater accountability.

In order to overcome these limitations and open the door for a more contemporary, adaptable, and sustainable administration, the Mizoram Legislative Assembly actively found a digital solution.

Presenting iFilemovS: A Digital Revolution

Following a thorough evaluation, the Assembly decided on iFilemovS, a platform that combines workflow automation and electronic file management. iFilemovS provides a full range of features that are specifically suited to the demands of legislative operations and are intended to digitise and expedite legislative processes.

Essential Elements of iFilemovS:

1. File Management and Tracking 

● Digital Upload and Storage: Users no longer need physical files because they can upload documents in a variety of formats to a single, secure location.

● Real-Time Status Monitoring: The system gives users dynamic, real-time insight into each file's location and progress.

● Automated Notifications: To make sure nothing is missed, users are promptly informed of status updates, outstanding tasks, and approaching deadlines.

 

2. Adaptable Workflows for Approval

● Customized Workflow Configuration: To ensure compliance with internal protocols, workflows can be made to mirror the Assembly's procedural and hierarchical structure.

● Role-Based Access and Approvals: To maintain process integrity, files are directed to the appropriate staff members according to their roles.

● Integrated Feedback: To improve communication, approvers can post remarks or questions straight into the system.

● Decision Notifications: Stakeholders are kept updated on approvals and rejections through automated alerts.

 

3. Control of Access

Granular Permissions: By limiting user access to only pertinent files and data, role-based permissions improve security and privacy.

 

4. Audit Trail

● Complete Logging: All file operations, from creation to approval, are permanently recorded.

● Timestamped Records: Precise timestamps offer an open, verifiable record that is necessary for compliance and accountability.

Focus on Overcoming Pre-Implementation Challenges

Do you know the Mizoram Legislative Assembly faces significant challenges?

Yes, these challenges make their operations difficult, but they are very common in many legislative and governmental institutions. They are still dependent on paper systems.

1. Process Delays - Why are there these delays in the movement of files? They are due to manually moving files or documents from one office to another. Files always need approval from multiple members, departments, or officials. Therefore, they depend on the availability of individual persons.

2. Lack of Transparency and Traceability - If you want to track the real-time status or location of files, it is a major hurdle. For that, you need a centralized system. When the system was manual, the staff had to rely on informal communication. That increased the risk of misplacing documents or files.

3. Risk of Loss and Damage - If you are storing physical files or documents, they might be damaged through mishandling, fire, water, etc. On the other hand, the absence of backups may have increased the security risk of critical legislative records.

4. Archival Systems -  Searching archive documents was a time-consuming task. It involves physical searches that start from the storerooms. It might delay research, references, and audits, too.

With all these inefficiencies, the Assembly chooses a digital solution. It helps in transparency, accountability, and environmental responsibility.

Explore The Journey From Concept To Reality

The deployment of iFilemovS was a great success, and it was not an overnight event. Eventually, they faced so many challenges at every stage.

1. Needs Assessment and Customisation - A thorough assessment would be done before installation. It might be workflows of the existing map, understanding the requirements of the stakeholder, and identifying potential challenges. When iFilemovS is installed, it must be suited to the Assembly’s unique procedural nuances.

2. Data Migration and Integration - However, the Assembly is not using paper. They scanned some old files and added them to the new system. Due to this, things were running smoothly without any complications. Their work is to take care of the connection between the old system and the new one to make things work well together.

3. Training and Capacity Building - Training is important whenever you start something. To understand new technology better, they give you training on using the software. They not only trained on using software but also on how digital is helpful in your life or business. They want people to actively take part and feel responsible for using the software.

4. Phased Flow - When a system is introduced, it is shown to you in phases. These phases help you to manage smoothly. They also work on that, which is based on real-time user feedback.

5. Live Support - Do you know? The iFilemovS was introduced in working condition on August 8, 2024. The support team from SBL is always there to fix your problems and make sure that your software is working well.

Big And Transformative Changes 

Let’s explore the helpful changes to how work is done in the Mizoram Assembly. These changes were made just a few months back.

1. Using Less Paper - The main focus of the Assembly is on using less paper so that the environment won’t be harmed anymore. This also saves you the costs that you spend on printing, buying office supplies, and storing paper files.

2. Time Saved Through Automation - Through this automation process, your time is saved, which you can spend on other work. The handy things that you are doing, like moving files, sending reminders, and checking progress. All these are done automatically, and they also give staff time to do some important things that are pending due to moving here and there.

3. Easy to Track and Find Files - With the help of this software, “iFilemovS,” you can easily track files and who worked on them. You can find it in just a few clicks, and due to that, people respond faster and make better decisions.

4. Faster Approvals -  Through this software, you can get updates right away and, basically, follow a clear process. Quicker approvals speed up the assembly work.

5. Better Responsibility - When you have full records, then you can easily stop wrong actions. This will make people more responsible towards their work.

6. Happy Users - The system helps people by getting things automatically, consuming less time, and making everything clear. Ultimately, people are happy using this software.

Reflections and Lessons Learned

Now, let’s focus on some key lessons that are experienced by the Mizoram Legislative Assembly with iFilemovS. They make government work fully digitalised.

1. Early Involvement Is Crucial -  When people are involved at the start and have proper training, then it helps to start using the new system easily.

2. One Size Doesn’t Fit All - If you buy a ready-made system, then it is harder to adjust according to the needs of the legislative offices' work.

3. Change Needs to Be Managed - Changes are sometimes difficult to adopt. Here, this software not only helps people in moving from paper to digital but also helps people get used to the new ways of working.

4. Ongoing Help is Needed - Help is always required at every stage where you got stuck. The support team should be available 24/7 to fix problems.

5. Going Digital Helps the Environment Too - As you all know, less use of paper also helps the environment. They not only save nature but also make your work faster and easier.

Future Possibilities and Enhancements

Now, let’s talk about the future planning of the Mizoram Legislative Assembly and SBL for making the software even better. When this software successfully enters the life of the government, it makes their work easier and faster. Let’s explore the improvements that help the Assembly to stay ahead in using digital tools for governance too.

1. Linking with Other Government Systems - The connection of  iFilemovS with the websites and the whole system helps people and other staff to share information. Due to this, all the people using the same software but in different departments work together smoothly.

2. Mobile Access - Their future improvement is that they want people to use them on phones and tablets. With the help of remote-use software, lawmakers and staff can check and approve files from anywhere.

3. Better Data and Reports - By using this software, you can track the delays and how work is going on, and immediate decisions can be made

4. Using AI and Machine Learning - You can track immediate issues. You can also complete the files according to their priority.

Conclusion

The adoption of the iFilemovS application represents a milestone in the journey of making it digitalised. The Mizoram Legislative Assembly made an outdated paper-based workflow automated. They also maintain transparency among staff and give a secure platform. The processing of 236 files within months built a strong connection among users.

The target of the assembly is to keep improving and adding new features. It will help people think about how legislative work can be done better in India and other countries. SBL is feeling proud to be a part of this digital journey. They want to remain a part of helping people by conveying new ideas and high-quality service to the public.