e-Service Book Now Mandatory on e-HRMS 2.0 for All Ministries

DoPT issues directive to phase out physical service books and shift to digital recordkeeping

In a significant move toward enhancing administrative efficiency and transparency, the Department of Personnel and Training (DoPT) has mandated the implementation of e-Service Books on the e-HRMS 2.0 portal across all Central Government Ministries and Departments. The directive was issued through an Office Memorandum dated 17 June 2025.

What is the Service Book?

The Service Book is a critical administrative record that documents every stage of a government servant’s career — from recruitment to retirement. Governed by Supplementary Rules 198 and 199, it records appointments, promotions, leaves, transfers, disciplinary actions, and retirement details. Traditionally maintained in physical form, this document has been central to verifying service history and processing retirement benefits.

What the New Order Says

The DoPT has now decided that the Service Book shall be maintained only on the e-HRMS 2.0 platform, the upgraded version of the centralized Human Resource Management System. The Office Memorandum directs:

• All Ministries and Departments must maintain e-Service Books exclusively on the e-HRMS 2.0 portal.
• The shift to digital must be undertaken after verifying and ensuring the completeness and accuracy of the service data entered online.
• Once digitized and verified, the e-Service Book will be considered legally valid for all official and legal purposes.
• Physical service books are to be phased out entirely following this digital transition.

Why This Matters

This move is expected to bring multiple benefits:

• Streamlined recordkeeping with real-time updates
• Greater transparency and easy access to service details by employees
• Faster processing of retirement benefits and administrative approvals
• Elimination of manual errors and duplication

It also supports the broader digital governance initiatives under Digital India, aligning with the government’s push toward paperless administration.

Responsibility of Ministries and Departments

Each Ministry and Department is now responsible for:

• Ensuring full onboarding onto the e-HRMS 2.0 platform
• Verifying the accuracy and completeness of existing service records
• Discontinuing the use of physical Service Books once the transition is complete

The Office Memorandum was issued under the signature of Deputy Secretary D.S. Nag and circulated to all Ministries and Departments, as well as the Controller General of Accounts and the Director of e-HRMS 2.0.

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