Paperless Functioning of Branch Offices (BO) Under IT 2.0 (APT2.0)
Department of Posts Proposes Paperless Functioning of Branch Offices Under IT 2.0
The Department of Posts has initiated a proposal to make Branch Office (BO) functioning paperless in view of the implementation of Information Technology 2.0 (IT 2.0).
Through Directorate Letter No. 40-28/2026-Plg dated 18 August 2026, the Department has sought comments and inputs from all Chief Postmasters General (CPMGs) on the proposal to make Branch Office functioning paperless. A committee was constituted vide Directorate Memo No. Y-38/2/2026-PE dated 16 July 2026, with paperless Branch Office functioning identified as a key concern.
Download Paperless Functioning of Branch Offices (BO) Under IT 2.0 (APT2.0) in PDF
Why Paperless Branch Offices?
The Department has successfully implemented IT 2.0 across Branch Post Offices, Sub Post Offices and Head Post Offices. Branch Offices are now equipped with handheld devices and internet connectivity, enabling real-time transaction processing and electronic data transmission.
However, despite computerisation, several Branch Offices continue to maintain multiple manual registers, books and records. The Directorate has noted that this results in duplication of work, increased workload on GDS, higher stationery consumption and reduced productivity.
The proposal therefore aims to replace eligible physical records with system-generated reports and digital records through existing IT 2.0 applications and other digital solutions.
Major Manual Records Proposed for Discontinuation
The report identifies several manual records that can potentially be discontinued after suitable digital provisions are made.
SB-26 and SB-28 Receipt Books
Since thermal printers are already available at Branch Offices, system-generated receipts can be issued through the DREAM App, enabling discontinuation of the manual SB-26 and SB-28 receipt books. These facilities may also be incorporated into the BO inspection module.
BO Journal and BO Account
The BO Journal and BO Account (PA-6) can be generated in APT 2.0 for any date, including the name of the BPM who made the entries on that date. Once these system-generated reports are available, the corresponding manual records can be discontinued.
SB, RD, SSA and TD Journals
The report notes that provisions already exist in Finacle to generate the BO LOT for SB, RD, SSA and TD transactions. Required reports can be enabled and the corresponding manual journals discontinued.
PLI and RPLI Journal
A provision is proposed in McCamish/IMS to generate the required daily report, which would facilitate discontinuation of the manual PLI/RPLI Journal.
Other Branch Office Records
The proposal also covers several other manual records maintained at Branch Offices.
The Postmen Book may no longer be required since the Delivery Slip generated by the Account Office is already being sent to the BO daily.
The Visit Book may be replaced by a provision in the DSS App to record details of the headman met by the ABPM during village visits.
The Specimen Signature Book may be discontinued as specimen signatures are already displayed in the DREAM App and eKYC can also be performed through the application. The report also highlights the security concern associated with maintaining manual specimen signature records.
For complaints and suggestions, customers already have a facility through the Dak Sewa App, while a dedicated grievance management solution may be incorporated into the BO inspection module.
Digital Inspection, Postmark and Asset Management
The proposal envisages a stronger digital inspection framework for Branch Offices.
For the Book of Postmarks, image-capturing functionality may be provided in the DREAM App to capture the postmarks being used at the BO. An AI-based solution could examine the captured images and generate alerts regarding maintenance requirements.
For the Stock Register, an asset management solution is proposed in which stock items available at each BO can be entered initially, with subsequent additions and deductions recorded digitally.
A BO-wise policy report in McCamish may also be introduced for the PLI/RPLI Proposal Register, similar to the SOL-wise report available in Finacle.
BO Daily Account and Passbooks
The report states that the system-generated BO Daily Account (BODA) is already available, and therefore the manual BO Daily Account can be discontinued.
However, SB/RD/TD/SSA Pass Books and PLI/RPLI PRBs are proposed to continue for the time being. The report suggests that paperless passbooks may be examined in future, at par with the approach followed by IPPB.
Other Registers and Records
Several other records are also proposed for digitisation or discontinuation, including:
- Order Book (MS-8) – may be removed once inspection is fully digitised.
- Error Book (MS-2) – may be removed after development of an Error Book Management Solution.
- Manual Cheque Register – cheque details can be captured as part of transactions in DREAM App.
- Village Visit Book (MS-86) – village visits can be captured using existing BO geo-coding, with alerts for delayed or missed visits.
- Village Sorting List – can be uploaded and maintained in the BO Profile and verified through photo capture.
- Beat Map/Route List – can similarly be uploaded to the BO Profile and verified during Mail Overseer visits.
- Half-Yearly Enumeration Returns (MS-6) – may be automated through the Establishment Review module.
- QR Cards Stock Book – existing inventory/stock issue functionality can be operationalised.
- BO Business Register – a new system-generated report can replace the manual register.
Records maintained under Circle instructions are also being examined. For example, the Hand-to-Hand Book for conveyance of BO bags may no longer be required in view of mechanisation and digital capture of bags at dispatch and receipt. The Old Record Disposal Register may also be incorporated into the Asset Management solution.
Towards a Fully Digital Branch Office
The proposed paperless BO model represents an important step in the Department of Posts' digital transformation under IT 2.0. By replacing physical registers with system-generated reports, digital inspection tools, electronic receipts, asset management solutions and geo-coded records, the Department aims to reduce manual work and improve productivity at Branch Offices.
The proposal is currently at the consultation stage, with the Directorate seeking comments and inputs from all CPMsG by 25 August 2026 for further necessary action.
The transition to paperless Branch Office functioning, once implemented, could significantly reduce paperwork for BPMs and GDS while providing a more centralised, searchable and digitally auditable system of records across the Branch Office network.
