Service book Data Digitization
The Service Book and other documents of each DOP employee currently in service will be digitized by TCS vendor. The vendor team will first scan the complete service book and other documents. Once scanning is completed, the images will be available in the digitization tool to digitize the data. The vendor shall identify the entries in the scanned Service books to be digitized. He may seek help of DoP SPOCs, whenever required for identifying such entries. Before handing over the Service Books to the vendor for digitization, DoP SPOCs shall mark the entries only regarding Advances and LTC/Leave Encashment, since these are few and far and between.
Once the marking is completed the vendor team will enter the data in the digitization tool in two set as DE1 and DE2. After DE2 quality check (QC) will be done. In QC the automatic comparison of entries of DE1 and DE2 will be done and mismatch will be highlighted. Vendor team will resolve these mismatches. Once QC is complete then vendor team will give data to DOP SPOC for verification and feedback given by DOP SPOC will be incorporated.
There are specific types of entries in the service books that will be digitized, others will either be digitized partially or not digitized. The scope of digitization of those employees who will retire before 15th April 2018 is slightly different as compared to other employees.
Which Sections of the Service Book will be Digitized ? Section to be Digitized or Not ? | ||||
Sr. No. of Section of the Service Book | Name of Service Book Section | Employees retiring BEFORE 15-Apr-2018 | Employees retiring AFTER 15-Apr-2018 | Remarks |
I | First page (Bio Data) | Yes | Yes | Bio Data page will be Data entered and Scanned |
III (A) | Previous qualifying service | Yes | Yes | All entries in this section will be digitized |
III (B) | Foreign Service | Yes | Yes | All entries in this section will be digitized |
IV | History and Verification of Service | Yes | Yes | Specific type of entries will be data entered. DOP SPOCs need to identify and mark each entry in SB for digitization and for exclusion. Guidelines for identification are provided later in this section. |
V | Form of Leave Account | Yes | Yes | Only Leave balance will be digitized. |
VI | Form on Child Care Leave | Yes | Yes | Only Leave Balance will be digitized (As part of Minimal Data). |
VII | Appendix | No | No | This section will not be Digitized |
Which type of entries in Section IV of Service Book will be Digitized ?
The following table explains which type of entries will be digitized and which will not be, and how these should be marked.
Entries those are digitized need to be marked with a suitable sign i.e. tick mark (√) in erase-able pencil on the left hand side margin of the page. Entries which are not to be digitized need to be marked with a suitable sign i.e. Cross mark (X) in erase-able pencil on the left hand side margin of the page. Each entry in section IV of the service book must carry either a “√” or a “X” sign.
Some entry types (e.g. Advance, LTC and Leave encashment, pay fixation etc) are mentioned in remarks in Service Book, those entries also need to be identified and marked for digitization in the same way as explained above. Entry To be Digitized or Not ? | |||
Sr No | Service Book Section | Employees retiring BEFORE 15-Apr-2018 | Employees retiring AFTER 15-Apr-2018 |
1 | Advance (To be marked by DoP SPOC) | Yes | Yes |
2 | Details of house building advance (To be marked by DoP SPOC) | Yes | Yes |
3 | Dies non | Yes | Yes |
4 | Increment | Yes | Yes |
5 | Joining | Yes (As part of Minimal Data) | Yes (As part of Minimal Data) |
6 | LTC and Leave Encashment (To be marked by DoP SPOC) | Yes | Yes |
7 | Reversal of promotion | Yes | Yes |
8 | Strike | Yes | Yes |
9 | Transfer | Yes | Yes |
10 | Comments of internal audit | No | Yes |
11 | Pay Fixation | No | Yes |
12 | Training | No | Yes |
13 | Leave | EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining. | EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining. |
14 | Promotion | Only the last (most recent) promotion details to be marked for digitization. All other promotion entries should be marked as Cross. | Yes |
15 | Punishment | Only current active punishment details to be marked for digitization. All other punishment entries should be marked as Cross. | Yes |
16 | Suspension | Only current active suspension details to be marked for digitization. All other suspension entries should be marked as Cross. | Yes |
17 | Annual Verification of Service | The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in | The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in |
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