Service book Data Digitization - CSI

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                   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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