Department of Posts Constitutes Committee to Drive Paperless Transformation of RMS and Mail Offices
Department of Posts Constitutes Committee to Examine Paperless Functioning of RMS and Other Mail Offices
The Department of Posts has constituted a dedicated committee to examine and address issues relating to the paperless functioning of Railway Mail Service (RMS) and other mail offices, marking another significant step towards making postal operations more digital, efficient and technology-driven.
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The decision has been communicated through an Office Memorandum dated 24 August 2026, issued by the Establishment Division of the Department of Posts, Ministry of Communications, with the approval of the Competent Authority.
Committee to Drive Paperless RMS Operations
The committee has been constituted with representation from the technical, operational and administrative wings of the Department of Posts. The composition is as follows:
| Sl. No. | Officer | Designation | Role |
|---|---|---|---|
| 1 | Shri Vishnu Ambareesh | Director, CEPT | Chairperson |
| 2 | Shri Satish Kalkal | APMG, Delhi Circle | Member |
| 3 | Shri Hari Om Sharma | ADG (Mail Operations), Directorate | Member |
| 4 | Shri Kamaljit | ASP, Delhi Circle | Convenor |
The Chairperson has also been authorised to invite or co-opt experts having knowledge or experience in the field of mail operations, wherever considered necessary.
Key Terms of Reference
The committee has been assigned a broad mandate covering the complete lifecycle of RMS and mail-office operations. Its key responsibilities include:
1. Review of Existing Processes
The committee will review the existing processes, records and documentation involved in RMS and mail-office functioning and identify activities that can be converted to paperless workflows.
2. End-to-End Paperless Framework
An appropriate framework and implementation strategy will be developed for achieving end-to-end paperless functioning of RMS and mail offices.
3. Digitisation of Mail Operations
The committee will identify processes associated with the receipt, processing, transmission, dispatch and delivery of mail that can be digitised and recommend suitable digital solutions.
4. Digital Records and Documents
The committee will recommend measures for digital generation, processing, authentication, maintenance and retrieval of RMS records and documents, with the objective of reducing dependence on physical records.
5. Application Integration and Interoperability
The existing applications and software used in RMS operations will also be examined. The committee will recommend appropriate integration and interoperability mechanisms to facilitate seamless paperless functioning.
This aspect is particularly important as paperless operations require different applications and systems to exchange information seamlessly rather than relying on physical documents for movement of information.
6. Identification of Bottlenecks
The committee will identify operational bottlenecks and challenges that may affect the implementation of paperless RMS operations and recommend suitable measures for addressing them.
7. Monitoring Mechanism
An effective monitoring mechanism will also be recommended to ensure proper implementation and sustained adoption of paperless processes across RMS offices.
Consultation with Divisions, Wings and Circles
The Office Memorandum states that the concerned Divisions, Wings and Circles may be consulted for obtaining operational inputs and suggestions wherever required.
This approach is expected to help ensure that the proposed framework is not limited to technology adoption alone, but also takes into account the practical challenges faced by field-level mail offices.
The exercise may ultimately result in specific and implementable recommendations for transitioning RMS and mail-office operations towards a paperless, digitally enabled and efficiently monitored system.
Towards a Digitally Enabled RMS
The move towards paperless RMS operations can potentially bring several benefits, including:
- Reduction in physical paperwork and manual documentation.
- Faster movement and retrieval of operational records.
- Improved traceability and accountability.
- Better integration between postal applications.
- Reduction in dependence on physical registers and files.
- Easier monitoring of operational processes.
- Improved availability of digital records for reporting and audits.
- Greater standardisation of mail-office workflows.
The initiative also aligns with the broader digital transformation taking place across the Department of Posts, where technology is increasingly being used to simplify processes, improve transparency and enhance operational efficiency.
Report to be Submitted Within One Month
The committee has been directed to submit its report within one month from the date of the Office Memorandum.
The constitution of the committee therefore provides a structured mechanism for examining the existing RMS processes and identifying practical technology-enabled solutions for their transformation.
With operational, mail-operations and technical expertise represented in the committee, the exercise could provide a roadmap for moving RMS and other mail offices towards a paperless, integrated and digitally monitored operating model.
The Office Memorandum has been issued with the approval of the Secretary (Posts), reflecting the importance attached to the initiative and its potential role in the continued digital transformation of India Post.