The Government of Nepal has issued new instructions concerning user access management and security within the Personnel Information System (PIS), directing ministries, constitutional bodies and government offices to ensure that access permissions are promptly updated following employee transfers or changes in responsibility. According to a circular issued by the Ministry of Land Management, Cooperatives, Federal Affairs and General Administration on Ashoj 29, 2083 BS, the directive follows correspondence from the National Personnel Records Office (Rastriya Kitabkhana) dated Ashoj 20, 2083 BS. The ministry has emphasized the need to manage access to the government personnel database systematically and securely.

Under the instructions, government institutions must immediately deactivate or block PIS user access granted to employees when their responsibilities are transferred or handed over. The directive applies to personnel who have been provided access to the system for official duties but subsequently move to another position or transfer their responsibilities to another employee. Concerned offices must ensure that the process of cancelling access permissions is completed promptly rather than allowing former authorized users to retain access after their responsibilities have ended.

The circular further instructs government agencies to formally notify the National Personnel Records Office after completing the deactivation or blocking process. This requirement is intended to maintain updated information regarding authorized system users and facilitate coordination between government offices and the agency responsible for maintaining personnel records. The ministry has requested compliance with the instructions issued by the National Personnel Records Office and has circulated the directive to the Supreme Court, government ministries, commissions, secretariats, departments and other concerned offices.

The directive highlights the government’s efforts to strengthen administrative control over digital personnel records and improve accountability in managing access to official information systems. The Ministry’s Information Technology Section has also been instructed to publish the circular on its official website for wider dissemination. The notice does not announce a replacement for the existing PIS platform or introduce new employee registration requirements; instead, it focuses specifically on ensuring that system access is promptly withdrawn when an employee’s authorized responsibilities change, helping reduce the risk of unauthorized access to government personnel information.