The IUP Journal of Information Technology
CollabFiles: An Innovative Tool for Digital Transformation in Government

Article Details
Pub. Date : June, 2023
Product Name : The IUP Journal of Information Technology
Product Type : Article
Product Code : IJIT010623
Author Name : P Gayatri and I P S Sethi
Availability : YES
Subject/Domain : Engineering
Download Format : PDF Format
No. of Pages : 14



"Atmanirbhar Bharat Abhiyaan", the Self-Reliant India campaign of 2020, was a clarion call by Prime Minister Narendra Modi for the vision of a new India, kick-starting several independent initiatives across the five pillars, viz., Economy, Infrastructure, Systems, Demography and Demand1. The paper discusses one such technology-driven initiative called CollabFiles, envisaged and developed for use by government enterprises across the country. CollabFiles helps officials and staff of Government of India (GoI) to create and collaborate on documents and spreadsheets using web and mobile devices. Several innovative steps were taken to design this platform such as using principles of Enterprise Architecture (EA) to arrive at solution architecture, Single Sign-On (SSO) authentication ensuring secured access, interoperability with other government applications, secured storage at government cloud, a robust archival policy and a firm Disaster Recovery/Business Continuity (DR/BC) plan. It shares details of the pioneering approach to develop a sustainable platform, meeting the needs of government officials on a day-to-day basis. The paper gives the current status of implementation, defines critical success factors for effective roll-out, and also discusses how certain challenges were addressed. It also discusses more advanced features to be incorporated to enhance the user experience. CollabFiles is currently operational pan-India.


Data Collection in Day-to-Day Working: Government officials working on various projects and activities constantly need different types of data for carrying out their day-to-day duties. They collaborate with their peers and regional offices for various types of information. For this, they need to collect, collate and compile information in electronic form such as documents and spreadsheets. Multiple copies of same document are to be managed and re-formatted by extracting data from each into one single document/sheet for submission to authorities for further analysis. Such labor-intensive activities could lead to errors during compilation. Documents thus compiled have to be stored as a record for future reference.


CollabFiles, Collaboration, Communication, Team work, Document, Spreadsheet, Office suite