Frequently Asked Questions

Darta Chalani is the official Nepali terminology for document registration and correspondence tracking. 'Darta' logs incoming letters received by the office, while 'Chalani' dispatches outgoing letters to other offices. It serves as the legal and administrative backbone of document management in Nepal.

Manual registers rely on large, physical paper books and hand-written logs, leading to missing entries, duplication, untrackable files, and physical vulnerability. Digital registers automate sequences, enable search in seconds, generate unique tracking QR codes, and create permanent, encrypted backups.

Any administrative body that regularly processes official letters. This includes government offices, central departments, local municipalities, ward offices, universities, schools, commercial banks, co-operative societies, and private business enterprises.

Standard deployment takes 4 to 12 weeks. Most offices can start using standard digital registers (entry and tracking) within 2 weeks, with advanced customizations, legacy scanning, and deep integrations activated progressively.

Yes. Existing paper documents and past written files can be scanned and indexed directly in the digital database. Most offices prioritize digitizing active or recent files first, then gradually scanning older historical archives.

Costs depend on the office size, custom workflow rules, and transaction volumes. Small ward offices or local banks might invest NPR 2-5 lakhs, whereas larger central departments or university campuses might require NPR 10-50 lakhs. This initial cost is recovered within 12-18 months through reduced paper and clerical labor expenses.

No. The system is custom-designed for simplicity. Basic computer literacy (like typing and opening web pages) is completely sufficient. We provide 2-3 days of hands-on training and quick reference guides in Nepali to make transition seamless.

Yes, significantly safer than paper. Files are protected with role-based access limits, military-grade encryption, and automatic off-site server backups, shielding records from fire, floods, theft, or physical damage.

The system is built with offline support. Clerks can continue registering incoming items locally. Registered logs and status changes are synchronized automatically with the central servers once internet connectivity is restored.

We operate on highly redundant cloud servers that guarantee 99.9% uptime with failover recovery protocols, ensuring that your office registries are online and searchable without disruptions.

Change can face initial hesitation, but our experience shows that clerks adapt rapidly (within 2 weeks) once they experience how search filters and QR codes eliminate physical file fights and stressful manual searches.

Yes. The e-Darta Chalani platform is highly configurable. We can customize fiscal year formats, registration categories, approval hierarchies, and department tags to align exactly with your existing processes.

We conduct 2-3 days of intensive onsite or remote training for clerks and chiefs. Post-deployment, we establish a dedicated helpdesk to provide instant phone, email, or remote desk support for operational queries.

Yes. Our system fully complies with the Information Technology Act of Nepal, government retention rules, and electronic transaction policies, serving as a valid legal register for auditing.

Records are stored indefinitely or according to your custom document retention policies. The system can automate archival schedules, moving older fiscal records to cold storage securely based on office regulations.

Yes. The system maintains detailed activity logs showing who registered, edited, viewed, or printed any file, complete with exact timestamps. These reports can be exported instantly to satisfy public and legal audits.