File Tracking System

The File Tracking System is an online barcode-based tracking system implemented in all departments, districts to monitor and track official work files, summaries, and notes. The system enables the Chief Secretary/Secretary to overview file pendency and workload in all departments. PMRU monitor file pendency and share the latest updates with the Chief Secretary who then issues directives to concerned Secretaries to follow-up and expedite the work. As a result, the file pendency has drastically reduced in the past few months.
  • Barcode-Based Tracking of Files
  • File History
  • Centralized Dashboard
  • File Pendency
  • Workload Analysis
  • Efficiency Tracking
  • Linkages with ACR/PER
  • Citizen application tracking via Citizen’s Portal App
Features Provisions
  • Extension to e-Office (Complete Paperless Office)
  • Revisiting offices/departments based on workload analysis

Implementation Status

The system is implemented in all offices of Khyber Pakhtunkhwa (Implemented in 2800 units/sections (73% are active)
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How It Works

  • A dashboard based access is provided to all line departments, attach units, districts for managing their own employees
  • Establishment department has centralized access to all the records of officer/officials in the province
  • The focal person (establishment or general wing) to providing the details of basic bio data, qualification, service history, training, inquiries and dependent information
  • Filters, analytics, and drill-down reports are available for the consumption of HR data at Department level.
  • The department ensures the compliance of updated information about their employees and their associated information.
Effective Disposal

To ensure the effective disposal of the file across the Departments


To determine the pendency in a particular office

File Processing

To undertake the workload analysis of file processing

Mnimize Delaying

To minimize the chances of delaying files and lost files


To track the complete record of file in particular time and space


To server as KPIs in performance management system


Some User Interfaces

Total Files Issued
Total Files In-process
Total Files Disposed Off