Electronic delivery of property registrtion document

  • eWorld Forum Track: Governance
    Title of Paper: Electronic delivery of property registrtion document

    Author Name: Dibyojit Dutta


    Introduction: Property registration is mandatory while transacting property and also an integral part for updation of land records which is a routine and time consuming job interfacing for common man. The property registration office is usually situated at sub-district level in India and majority of them are yet to be computerized and connected with internet facility. Government is attempting to link and interoperate them with Land Record database under National Land Record Modernization Programme (NLRMP). In this context, this paper presents the generic business and technology architecture which have been evolving during implementation in some States. Presently there are around 4000 Sub-Registrar (SR) offices responsible for property registration; collection of stump duty, preservation of certified deeds, etc. The process of registration is governed by the Indian Registration Act 1908 and Indian Stump Duty Act 1899 except Jammu and Kashmir where it is governed by Jammu and Kashmir Registration Act 1977 Bikrami ( 1920 AD). Due to rapid urbanization and industrialization, the volume of transactions of properties and their registrations have been increased many folds in recent times which has become a daunting task for government for timely registration, their storage and search/ retrieval. The various processes during registration i.e. valuation of property and calculation of their registration fee, collection of stamp papers of requisite denominations, preparing the registration deed copy through authorized deed writers, fixing of time and date with SR for presentation and executing by parties, delivery of certified deed, their storage, search/ retrieval of old deeds etc are causing great inconveniences to citizen. Though a few states have taken some exemplary initiatives to improve the system through computerization component wise, but a holistic approach covering all components is required for the larger interest of public and government. This study is aimed also to address a few challenges faced by States through intervention of ICT. Objectives • To computerize the day to day activities of registration offices, make them available in the web portal of Registration and allow citizen to participate through internet. • To maintain the data related to the property registrations in integrated electronic format to make it easily accessible to citizen. • To develop an electronic delivery system for the citizen. • To Integrate Land Records and Property Registration to ensure genuine land transactions based on Land Records ownerships and affect land mutation based on registration. Also integration with Banks, judiciary etc are required. Approaches The following activities of Sub Registrar offices are to be computerized and make it accessible through property registration’s web-portal – Online calculation of Property Registration Fees The amount of registration fees to be paid during registration is calculated online using web calculator and circle rate database available in the portal . Online Submission of Registration Deed The registration deed is to be submitted online. Deed- templates are made available in the portal to facilitate citizen to draft their own deed . Online Payment Gateway for Property Registration fees The payment of registration fees through various means i.e. stamp paper, franking machine, banks are getting inconveniencies to the citizen day to day. Also there are instances of forgery of stamp papers and their frequent artificial scarcity. The e-Stamping is one of the recent introduction in the country to improve the process which can be generated immediately, tamper proof, whose authentication can be verified over internet and can generate of any denominations. The Stock Holding Corporation of India Limited (SHCIL) is the authorized agency appointed by the Government of India to provide e-Stamping services to the citizen. Citizen can visit any authorized agents and generate stamp certificate after filling required information and depositing registration fees. This payment process to be further enhance through Net Banking , Credit/ Debit Card payment etc through Payment Gateway. Online Reservation of time slot for Presentation and verification The reservation of time slot with SR for presentation and verification to be done online. Parties can reserve the time slot as per the availability of slot and conveniences of the parties. Presently the date and time for presentation and verification of parties are done by SR office manually which is too cumbersome . Electronic Capturing of evidences during presentation and verification The various evidences taken during presentation and verification of parties are to be captured electronically i.e. photo recording by digital camera, recording of finger prints by finger print recorder etc. instead of manual signature and thump impression. These digital data are to be integrated with database as permanent evidences. Remote Presentation and Verification through Video conferencing facility The mandatory for physical presence by parties and their witness before Sub Registrar during presentation and verification process is causing inconvenience to common citizen particularly for persons with disabilities, senior citizens, elderly persons, NRIs etc. To redress these inconveniences, latest ICT tools i.e. IPV6 based video conferencing technology with sensors can be from remote locations and then capture their evidences i.e. thumb impression, iris etc remotely and merged to the database. Electronic Approval of Deed Once the deed is accepted by SR, it is approved electronically i.e. using finger prints . The digital data of figure print is integrated with the database as evidence and to generate the Unique Identity Number for that particular registration. Electronic Delivery of Certified Deed and Accessibility in Internet Once the registration is approved , the deed is to be generated electronically with unique Registration Number, bar code, photos, finger prints etc. The hard copy is to be handed over the party and the electronic format is made available in the internet. Integration of Property registration with Land records The property registration and land records are to be integrated to provide the real time information on property ownership. But the integration is yet to be done in most of the States due to the involvement of separate agencies in the processes i.e. property registration is done by SR and land records updation is done by Tehsildar. Ideally, once the registration of a particular property is transacted and ownership is changed, it is to be updated in the corresponding land parcel (of the land records) immediately. The integration can be done through allowing SR to access Land Record database and authorized to update it. Once integrated, SR can access Land record database and verify the ownership of the property before transacting property registration. As soon as the registration of the property is committed, SR should update the land record database. Tehsildar, being the owner and custodian land records should further sanitize the land records after completing necessary field verification. This would provide the real time information on property ownership vis-a vis land records database. Once integrated, citizen can get the real time property ownership details through accessing land record database ass several states have already made land record database accessible in the internet. Also financial institutions, judiciary establishment etc should also be integrated to update land records while it is in mortgage or in litigation. The Road Ahead The Registration offices are to be computerized and made it accessible through internet. Citizen should able to access various activities through the web –portal viz. calculation of property registration fee, payment of registration fees, online submission of registration deed, presentation , verification, and execution of parties with SR through video conferencing, electronic delivery of certified deed, online search retrieval of deed copy etc. Finally the integration of land records with property registration will provide the real time information on ownership of property and improve the land management of the country.

    Brief biodata of presenter:

    Dibyojit Dutta(dutta.d@nic.in is Scientist E ,NIC and working in Department of Land Resources , New Delhi. He has worked for property registration and land record division of NIC HQ. Vinay Thakur(vinay@nic.in) is Scientist “F”(Senior Technical Director) at NIC and heads the Land Resource Informatics Division. He has conceptualised and operationalised many eGovernance efforts in Land Resource, Forest land Management , Watershed Management etc. D C Misra(dcmisra@nic.in) is Scientist “F”(Senior Technical Director) at NIC and coordinates the overall Rural Informatics activities, at NIC, including eGovernance efforts with NLRMP , MG-NREGASoft Planning Software for decentralised Planning, Panchayat Accounting, etc

    Other Details:

    Remote Presentation and Verification through Video conferencing facility can be replicated in similar government activities where physical presence of parties is must can revolutionise e-governance activities in India

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