Online File Tracking System 2026
Online File Tracking System has been developed under i-OSMS portal, this application is meant to capture movement of files over timeline and maintain watch over the movement of documents, submitted to D.I. Office.
- Notification to introduction of Online File Tracking System, Memo No. 198-Sc/Apt Date: 13.02.2026
- Process Flow for Online File Tracking System
- User Manual for Online File Tracking System
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Introduction of Online File Tracking System
The Commissioner of School Education, West Bengal
Memo No. 198-Sc/Apt Date: 13.02.2026
Introduction of Online File Tracking System (OFTS)
in his/her office and the schools under his/her jurisdiction
➤Download Notification (Click here)
With a view to ensure transparency and proper monitoring of different applications submitted by the different Government aided/ Government sponsored schools relating to different service benefits of the teachers or non-teaching staff, a module named 'Online File Tracking System' (OFTS), has been developed under i-OSMS Portal, process flow of which is attached herewith. This application is meant to capture movement of files over timeline and maintain watch over the movement of documents, submitted to D.I. Office by school authority. Movement of the proposals may be tracked real-time by the concerned D.I. of Schools (S.E.) as well as by the higher authorities at the state office.
He/ She is therefore requested to take urgent necessary action so that the portal is used by all the Government aided/ Government sponsored schools as well as his/her office henceforth for all the relevant issues as has been incorporated in the module.
Sd/- Commissioner of School Education
West Bengal
Date: 13.02.2026
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Process Flow for Online File Tracking System
1. Heads of the Schools shall submit physical letter/ application (excluding e-Pension files) to the receiving section of the DI Office, as the first step.
2. He shall upload the first page of received copy of the letter to the Online File Tracking System and forward the same to the receiving section of the DI Office with a brief comment.
3. The receiving section after receiving both the physical letter and uploaded intimation of the Online File Tracking System shall forward both the physical letter and the message in the tracking system to the DI of Schools.
4. However, if any defect in the proposal is detected initially, the D.I. receipt section will return the proposal to the HOI along with the Online File Tracking System.
5. D.I. of Schools shall forward the physical letter to the Dealing Officer/ Assistant and also forward the tracking item through Online File Tracking System.
6. The Dealing Officer/ Assistant shall place the letter in the concerned physical /e-file and then shall forward the physical file along with the tracking item to the D.I. of Schools through Online File Tracking System.
7. The D.I. of Schools shall give his decision in the physical file and send both (physical /e-file) the file and also the tracking item to the concerned Dealing Officer/ Dealing Assistant through Online File Tracking System.
8. One matter may go more than one round in the same route in file. Similarly, the tracking item shall also be rotated till the final action of the DI.
9. After the final decision is taken and the letter of disposal is issued through hard file, the concerned Dealing Officer/ Assistant shall upload the letter in the Online File Tracking System and return the track to the HOI.
10. But, if any matter needs to be forwarded to WBBSE/ WBCHSE/WBBME/ WBSSC/WBRSSC, the copy of the letter shall be posted in the tracking system only to close the track.
11. If final decision cannot be taken and approval of DSE is necessary, the DI/ Dealing Officer/ Dealing Assistant shall upload the forwarding letter in the Online File Tracking System and send it to DSE log in.
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User Manual for Online File Tracking System
Online File Tracking System (OFTS) is a web-based application for tracking file movement in D.I. office for any proposal / application /issue sent by any school with respect to any teacher /employee. This application is meant to maintain watch over the movement of documents, submitted to D.I. office in file. This can be used by both the Controlling Authority and D.I. of Schools (S.E.) to view the movement of files and prevent stagnation or delayed disposal.
Steps in brief : DI Office
1. Heads of the Schools shall submit physical letter/ application (excluding e-Pension files) to the receiving section of the D.I. Office, as the first step.
2. He shall upload the first page of received copy of the letter to the Online File Tracking System and forward the same to the receiving section of the D.I. Office with a brief comment.
3. The receiving section after receiving both the physical letter and uploaded intimation of the Online File Tracking System shall forward both the physical letter and the message in the tracking system to the D.I. of Schools with a brief comment.
4. However, if any defect in the proposal is detected initially, the DI receipt section will return the proposal to the HOI along with the Online File Tracking System with a brief comment.
5. D.I. of Schools shall forward the physical letter to the Dealing Officer/ Assistant and also forward the tracking item through Online File Tracking System with a brief comment.
6. The Dealing Officer/ Assistant shall place the letter in the concerned physical/e-file and then shall forward the physical file along with the tracking item to the D.I. of Schools through Online File Tracking System with a brief comment.
7. The D.I. of Schools shall give his decision in the physical file and send both (physical/e-file) the file and also the tracking item to the concerned Dealing Officer/ Dealing Assistant through Online File Tracking System with a brief comment.
8. The matter may go more than one round in the same route in file. Similarly, the tracking item shall also be rotated till the final action of the DI.
9. After the final decision is taken and the letter of acceptance or rejection is issued through the hard file, the concerned Dealing Officer/ Assistant shall upload the letter in the Online File Tracking System and return to the HOI.
10. If final decision cannot be taken and approval of DSE is necessary, the DI/Dealing Officer/ Dealing Assistant shall upload the forwarding letter in the Online File Tracking System and send it to DSE log in.
11. But, if any matter needs to be forwarded to WBBSE/ WBCHSE/ WBBME/ WBCSSC/ WBRSSC, the copy of the letter shall be posted in the tracking system.
12. If in any case the matter is considered confidential, only an intimation regarding issuance of the letter may be posted in the tracking system.
13. At the internal of every fortnight, D.I. of Schools shall monitor disposal of all pending letters/ proposals through the tracking system by generating the pending list:
a. Whether a D.O./D.A. has strictly followed the chronological order of the matters received by him in the matter of placing them in the file or in dealing with them in the same order.
b. Whether any matter is stagnating with a D.O./ D.A..
c. In every case of delayed action, the D.I. of Schools shall discuss with the concerned D.O./ D.A. the reason for such delay and take corrective action.
14. Progress of file-related activities in the D.I. Office will also be checked in the Directorate for monitoring activities at the district offices.
HOI Login
Submission of proposal
First, click on the Online Tracking System option on the dashboard page.
Then fill out the form with the appropriate data and submit it
Tracking of Proposal
In this section, the user can see all proposals.
The user will have three actions available : View, Edit, and Send to DI Receiving.
View
User can see all the details of the proposal
Edit
In this option user can edit proposal details if need
Send to DI Receiving
By clicking this button user forwarded proposal to DI Receiving Section
Searching Of Proposal
Search proposal by tracking number / Application number
➤Download User Manual (Click here)
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