Digitization of Registration records, development of web based retrieval system and establishment of State wide online network of all Registration offices for updation of database on daily basis

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Registration Name : eINDIA2011/AN/233
Project Category : eGov::Best Government to Citizens Initiative of the Year
Project Name : Digitization of Registration records, development of web based retrieval system and establishment of State wide online network of all Registration offices for updation of database on daily basis

Details of Applicant :
Name : Udai Singh Kumawat
Address : Vikas Bhavan, New Secretariat Bailey Road Patna
City : Patna
State : Bihar
Country : INDIA
Zip Code : 800015

Details of Project/Implementing Agency :
Name of Organisation : Registration, Excise & Prohibition department (Registration), Government of Bihar
Address : Vikas Bhavan, New Secretariat,Bailey Road,Patna
City : Patna
State : Bihar
Country : INDIA
Zip Code : 800015
Name of the head of Organisation : Amir Subhani, Secretary, Registration, excise & Prohibition Department
Website : http://registration.bih.nic.in/

Brief description of the programme/project/Initiative :
Digitization of Registration records, development of web based retrieval system and establishment of State wide online network of all Registration offices for updation of database on daily basis

Why was the project started :
The Registration Department functions as a trusted record keeper for the citizens of Bihar by registering various documents related to transfer of property, society formation, marriage etc. System for Computerized Registration (SCORE) was introduced in all the registration offices across the state of Bihar from 2005 onwards to computerize the registration process as a conscious effort to introduce transparency and reduce scope for malpractices. In SCORE, the data pertaining to deeds are captured in databases including photos and fingerprints and the entire content of the registered deeds are captured through scanner and stored in CDs and external hard disk as permanent records apart from the oracle data on the local server. The existing system had following limitations: (a) For any citizen, it was not possible to know if the land he/she proposes to purchase has already been previously transacted or not i.e if the land is unencumbered or not except by applying for it through a cumbersome process. (b) The records being created remained in the various Districts and Sub registry offices and no analysis/monitoring could be done at state level. (c) No other office like Income tax, Vigilance, intelligence etc had access to any information being created except by making formal correspondence. The present initiative had the following components: (a) Creation of a centralized database of records on a centralized data center at Patna not only of records from 2006 but from the year 1996. Each registered record is scanned and its summary is also entered in a centralized database. The centralized database would thus have around 1.2 crore records. (b) Connecting various Registry offices through VPN network and transmission of records registered each day to the central server online. (c) Developing a web based query system open to public which would enable anyone to access any information on any transaction.

Objective :
(a) This Project aims at complete transparency of Registration records. The project enables access of Registration records through a web based query system through establishment of a central database and creating a network of all Registration offices. (b) Creating a database of the legacy data (pre-computerization) since 1996 for which all the old records needed to be scanned using a software solution leading to the digitization exercise. A total of 1.2 crore records to be put in the centralized database. (c) Consolidations of entire database at the headquarter (HQ) at Patna on a centralized server. (d) A system of online updation of centralized database at HQ through establishment of a secured Internet facilities at the district registry/sub-registry offices. (e) This is expected to help prospective buyers, investors, banks lending against land collateral, income tax officials and investigative agencies.
Target group : All Citizens, Banks, Income Tax Deptt., Investigative agencies
Geographical reach : Centralized database covers all Registration offices. Access to records is global, as it is available on Web
Date from which the project became operational : Day June 2011
Is the Project still operational : YES

10 points that make the programme/project innovative?

  1. A system of online updation of centralized database at HQ through establishment of a secured VPN(virtual private network) connectivity at the district registry/sub-registry offices
  2. Establishment of centralized database of 30 Tera byte capacity for keeping data transmitted online from all Registration offices on a daily basis
  3. Web based access to Registration records consolidated from all Registration offices
  4. Development of search engine which enables any user search of Registration records on a wide range of fields including name, district, circle, village, period of transaction, khata, plot number, value of stamp duty or value of land
  5. Reduction in litigation by providing access of past transactions of any plot to all potential buyers.
  6. Curb on wrong transactions or transaction through false person as the photographs of the executants of the deed shall also be available in database
  7. Scanning, indexing of pre-computerized data (Year 1996-2005) and uploading of the entire data take place at the central data server.

List the 5 achievements of the programme/project?

  1. Providing online web based access to Registration records which can be used by Registration Department, potential buyers of land, bankers, Income Tax department and investigative agencies.
  2. Time taken for issuance of non-encumbrance certificate reduced from several days to Less than minutes
  3. Quick retrieval of queries and reports having availability 24 x 7
  4. Filling of statement of transaction valued at more than 5 lakhs to income tax department within hours
  5. Put curb on wrong transactions or transaction through false person as the photographs of the executants of the deed shall also be available in database

List the 5 key challenges faced while implementing the programme/project/initiative :

  1. The whole process of implementation was very cumbersome. It involved action to be taken by more than 100 registration offices. To achieve it detailed guidelines were worked out and circulated along with conduct of training of officials and staff of all offices.
  2. A number of issues kept cropping up from time to time which needed urgent attention and sorting out. This issue was resolved by forming a Steering Committee comprising senior officers of Registration Department, NIC and the agencies responsible for implementation to resolve day to day implementation issues.

List the 5 points how can the programme serve as a model that can be replicated or adapted by others?

  1. Registration Department, Government of Bihar can share the following with any other State in the country which can help in replicating the Project:
  2. The RFQ and RFP document issued for floating the tender for selection of the Project can be shared with other States.
  3. The detailed instruction manual prepared for implementation of the Project can also be shared.
  4. Experience sharing of the day to day problems faced while implementation of the Project could also be shared which shall help any other steps to avoid any pitfalls and making the implementation even more smooth than what has been the case in Bihar.

List 5 points to elaborate on the scalability of the programme/project/initiative :

  1. The concept of the Project is quite simple although the data being handled by this Project is both sensitive as well as huge in volume. It basically involves setting up of centralized database and web based access to Registration records. There is no reason why a centralized database of Registration records for the whole country cannot be done. The benefits which shall accrue to potential buyers, investors, banks, Income tax officers and investigative agencies shall then extend throughout the country.

Digitization of registration Records

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4 Responses to Digitization of Registration records, development of web based retrieval system and establishment of State wide online network of all Registration offices for updation of database on daily basis

  1. Nripendra kumar ranjan says:

    it is a serious atempt for citizen

  2. Nripendra kumar ranjan says:

    It is serious attempt for citizen.

  3. Rajiv Ranjan says:

    Consolidation of Registration Data and online query facility will be a very good G2C service delivery mechanism. This will also help in records keeping of huge amount of digitized records in electronic form for any sort of query. Great effort!

  4. View property transation details in a single click, web certified copy of registered deed, view valuation of property based on Land Valuation Register System online, advance serach for properties transacted…… Great………