PRoperty Evaluation & RegistratioN Application (PRERNA) in the State of U.P.

Transcription

1 PRoperty Evaluation & RegistratioN Application (PRERNA) in the State of U.P. Dr.L.R.Yadav* & V.K.Singh** National Informatics Centre, Department of Information Technology, MCIT, Government of India, Yojana Bhawan, Lucknow lr.yadav@nic.in, vinay.singh@nic.in Abstract: Modernization of registration offices has been taken as a Mission Mode Programme under NeGP of Ministry of Communications & Information Technology, GoI. The Stamps and Registration Department is one of the top revenue earner department of the government. Registration to document changes in ownership and transactions involving immovable property is governed by the Indian Stamp Act of Deeds of various kinds are required by law to be written on stamp paper of prescribed value. Certain transactions require a fixed duty and for others the ad valorem method is used, whereby the stamp duty is a percentage of the property value or loan that is the subject of the instrument. The ad valorem method ensures that inflation will not erode the value of stamp revenues. This method accounts for over 90% of the total revenue from stamp duty. There are 347 Offices in the state of U.P. and are responsible for registration of documents, valuation of immovable properties, collection of revenue in the form of stamp duty, transfer duty and registration fee, preservation of documents, issue of certified copies of documents and issue of encumbrance certificates. PRERNA has been developed by NIC in close collaboration with Stamps & Registration Department, GoUP to eliminate the maladies affecting the conventional registration system by introducing electronic delivery of all the registration services. It has improved the quality of life for the registrant public as the registered document can be returned within in a fixed time, indexed and stored for issue of certified copies, encumbrance certificates and for inspection of documents by the public. GoUP has framed Uttar Prades (Registration of documents through scanning by computer) rules, 2002 dated which has the following important features: Valuation of immovable properties can be computed by any person and thus he can determine the stamp duty and registration fee payable on the document. Endorsement written by the is being typed by the computer and the photograph, left thumb impression of the seller, buyer and witnesses being taken by the web camera and bio-metric device. The endorsement, photograph and thumb impression are being printed on document and electronically stored. A document is being registered within a period of 30 minutes.

2 Index of documents are generated and stored automatically. There are 62 types of deed documents and all are computerized. It has been implemented on pilot basis in 2 SROs of Lucknow Sadar Tehsil from 15th September 2004 and subsequently adapted in 106 Sadar Offices of all the 70 districts from 1st August, Thus this application is adaptable and verifiable. The registration data from all the 106 offices are being transferred on a regular basis to the NIC Data Centre, Lucknow. A dynamic web site ( of Stamps & Registration Department has been developed by NIC and was inaugurated by Chief Secretary, GoUP on 1st September, It contains general information about the department, functions/activities, documents, citizen charter, notifications, stamp & registration act etc. The dynamic part of the website is of 2 types i.e. G to G and G to C. G to G applications like physical/financial progress reports etc and G to C applications are having standard deed documents, circle rates, valuation of property, stamp duty, registration fee etc. With the application of modern technology like computers, web cameras, bio-metric devices, scanners etc. the work environment and citizen amenities in the offices has been improved considerably.. It has sustained the test of time as it is working successfully from 01 August 2006 in 106 Sadar Offices of the State. The future actions required: standardisation of deed formats, accounting of agent-wise sale of stamps, integration with Land Records for mutation purposes, automatic generation of challans for Treasuries/ Net banking. This paper discusses about the traditional system, existing system and totally automated system in detail. Key Words: PRERNA, NeGP, ad valorem, MVA, endorsement, deed, registration, land record, mutation, seller, buyer, witnesses, circle rate 1. Introduction Modernization of registration offices has been taken as a Mission Mode Programme under National e-governance Plan (NeGP) of Ministry of Communications & Information Technology, GoI. The Stamps and Registration Department is second most revenue earner in the state. Registration process of any document changes the ownership and transactions involving immovable property, governed by the Indian Stamp Act of Deeds of various kinds are required by law to be written on stamp paper of prescribed value. For certain transactions a fixed duty is required while for others the ad valorem method is used, whereby the stamp duty is a percentage of the property value or loan that is the subject of the instrument. The ad valorem method ensures that inflation will not erode the value of stamp revenues. This method accounts for over 90% of the total revenue from stamp duty. The lack of transparency in property valuation under the old existing system resulted in a flourishing business of brokers and middlemen leading to corruption. Antiquated procedures such as manual copying, indexing of documents, and storage in paper forms in ill-maintained backrooms needs to be replaced by introducing electronic delivery of all registration services. The application of ICT will

3 increase transparency in the system as well as reduce the registration time, malpractices etc. In the state of Uttar Pradesh following type of three tier office structure exists: Inspector General Deputy/Assistant Inspector General Deputy/Assistant Inspector General Deputy/Assistant Inspector General There are 347 Offices (SRO) spread over in 71 districts of the state. Each SRO is headed by a and each district is headed by a Deputy/Assistant Inspector General (DIG/AIG) under the overall supervision of Additional District Magistrate, Finance & Revenue. Inspector General (IG), Stamps & Registration is the head of the department at the state level who controls and guides overall Registration function. Office of the is the place where all the registration works take place and having the maximum interface with the common public. The various functions performed at this office are: Valuation of immovable Properties. Collection of Stamp Duty, Transfer Duty and Registration Fee etc. Registration of Documents. Preservation of Copies of Documents. Issue of Certified copies of Documents. Issue of Encumbrance certificates. There are 62 types of deeds getting registered which are as given as below: S.No. Deed Name Book No 1. Sale 1 2. Sale - LDA 1

4 3. Mortgage with possession 1 4. Mortgage with out possession 1 5. Bank mortgage for agriculture 1 6. Mortgage in favour of government 1 7. Gift 1 8. Exchange 1 9. Correction deed (Titama) Lease (Pattanama) Assignment Agreement with possession Agreement with out possession Recon. Of bank mortgage Recon. In favour of government Assignment cum sale Duplicate Supplementary document Sale certificate Deed of partition Deed of settlement Release Will Cancellation of will SPA GPA Cancellation of GPA Cancellation of SPA Adoption Partnership Cancellation of partnership Declaration of Trust Appointment in execution of power (Article-7) Appointment in execution of power (Article-7) Award (article-12) Award (article-12) Bond (Article-15) Bond (Article-15) Divorce deed (Article-29) 40. Surrender of Lease Surrender of Lease Receipt 43. Impounding of document

5 44. Lease above 30 Years 45. Posthumous WILL 46. Agreement to Lease 47. Lease 48. Simple Agreement 49. Builder Agreement 50. Recon. of Bank Mortgage 51. Recon. in favour of Government 52. Bank Recon. for Agriculture 53. Agreement (Moveable Property) 54. Cancellation of Agreement 55. Transfer Deed 56. Transfer cum Sale Deed 57. Deposit of Title Deed Deposit of Title Deed Security Bond Security Bond Authenticated Power of Attorney 62. Meharnama Under 11 th Five Year Plan, Department of Land Resources, GoI has initiated a Centrally Sponsored Scheme National Land Records Modernisation Programme (NLRMP) through which complete computerization and integration of Land Records & Land Registry has to be done. Under this programme on-line mutation will be possible. 2. PRoperty Evaluation & RegistratioN Application (PRERNA) The present existing manual system has been infected by corruption due to involvement of brokers, middlemen etc. To eliminate the maladies affecting the conventional manual registration system by introducing electronic delivery of all the registration services it was thought that the registration process must be automated. In August 2004 IG, Stamps & Registration requested NIC for the computerization of the registration system in the state. NIC, U.P. State Unit first of all studied the existing system in the state as well as computerization process initiated in other state of the country. On the outcome of these studies and various discussions held with Department of Stamps & Registration, a software PRERNA was designed & developed by NIC, U.P. State Unit to cope up with the existing registration process. PRERNA is one stop citizen-centric electronic solution for all kinds of property registration. It is specially designed for the GoUP and has knowledge base of all the legislation, procedures with respect to deed registration. This function as a single window delivery of e-services like valuation of property, collection of stamp duty, registration

6 fee etc. on-spot registration, capturing of photographs & thumb impression of sellers, buyers and witnesses, electronically copy preservation, issue of certified copies of documents and issuance of encumbrance certificates. For running this application the following hardware/software are required: Hardware Interfaces Pentium-IV Server Pentium-IV clients Laser Printer Networking Component (HUB/ SWITCH) Web Camera Biometric Device for thumb impression Backup device like CD writer. The system will work in multi user environment. A local area network (LAN) may be established as per requirements of the standard TCP/IP based communication. Software Interfaces Name Mnemonic Version Number Source Operating System Windows 2000 / 2003 Server MicroSoft Name Database management System Mnemonic SQL server Version Number 2000 Source MicroSoft Name Bilingual Support for Hindi Mnemonic ISM/Shusha Version Number 3.0 Source CDAC, India./Free Font Name Development Package Mnemonic Visual Basic Version Number 6.0 Source MicroSoft Name Development Package Mnemonic Seagate Crystal Report Version Number 7.0 Source Seagate

7 2.1 PRERNA Overview This application seamlessly integrates the registration process and enables efficient government citizen interface, which enhances the revenue earnings of the department. Flows of the various modules are: Citizen Evaluation Registration Archival MVA S/W (SRO) MIS & Statistical Reports Index Registers Cash Receipt Endorsement, Capturing of Photo & Thumb Impression Image of any Document Fig Valuation of Property Market Value Assistance (MVA) is used to calculate the market value, stamp duty and registration fee with the help of type of land, property comes under which ward/pargana and under which mohalla/village, Area of land/property, road status, other conditions if applicable, type of property & structure, stage, covered area and transaction cost of the property. With the help of above information following report of MVA gets generated:

8 Fig, Registration of Document For registration of document details of involved parties i.e. sellers, buyers & witnesses are taken along with photographs & thumb impressions Four types of forms/screens are given below in which the necessary data are entered: Login Form

9 Evaluation Detail Form Property Detail Form

10 Party detail form Fig Endorsement Reports Following 5 types of reports are generated and printed on the backside of the stamp paper/a4 size paper. Cash Receipt Report

11 The Endorsement Report First Party Report Second Party Report section 60 Report Section 60 Report Fig, 2.1.3

12 2.1.4 Scanning and Archival This feature enables scanning of registered document and storing for archival. Some sample screens are given as below: Main Scan Menu Storage of scanned deed

13 Retrieval based on Registration Number Retrieval based Personnel Information Backup of data between a set of dates Fig Databases: 3.1 Master Databases: State Master The State Master consists of various masters, which is common to all the districts such as district master, deed master, sub deed master, registration fee master, stamp duty master and pasting master etc. It remains the same throughout the state SRO Master It consists of various tables such as sro, jurisdiction, basic value, pargana/ward, structured master, depreciation, enclosures, rates. etc. These tables are being prepared in each SRO because the contents varies from SRO to SRO.

14 3.2 Transaction Databases: 4. Implementation It consists uniformly 5 tables having information about MVA, property, parties, certificate 60 in all SROs On a pilot basis PRERNA was implemented in 2 SROs of Sadar Tehsil of Lucknow district in September and about 50 deeds are being registered per day in each SRO. After the successful pilot implementation it was replicated in all 106 sadar SRO offices of all the districts from 1st August Seeing its success GoUP is considering to implement it in all SROs of the state. PRERNA implementation at Office, Lucknow Staff of Office, Moradabad in Training Room at NIC, Moradabad Fig Stamps & Registration Department Web Site A dynamic web site ( of Stamps & Registration Department was developed by NIC, U.P. and was inaugurated by Chief Secretary of GoUP on 1st September, Circle rates and transaction data from all the districts are being uploaded at the NIC Data Centre Lucknow on monthly basis. It contains: General information about the department, functions/activities, documents, citizen charter, notifications, stamp & registration act etc. G to G applications like physical/financial progress reports etc.

15 G to C applications are having information on standard deed formats, circle rates, valuation of property, stamp duty, registration fee etc. Fig. 5. Stamps & Registration Department Web Site 6. Conclusion Revenue Growth has been observed Modernization of the Department Improving efficiency Changing public image Automatic valuation of properties Computerized endorsement Documents are scanned and electronically stored. Document is being registered within 30 minutes. Index registers of documents are automatically generated Searching of documents has becomes easy Encumbrance certificate can be easily generated 7. Acknowledgement : We are thankful to Dr. B.K. Gairola, Director General, NIC, Shri S.B. Singh, State Informatics Officer, NIC Uttar Pradesh for their constant support and encouragement.

16 8. References: 1. Computerisation of Stamps & Registration Department, Government of Uttar Pradesh July 2004; a project proposal prepared & submitted by NIC Uttar Pradesh State Unit, Lucknow, India. 2. Computerisation of Stamps & Registration Department, Government of Uttar Pradesh September 2006; a project proposal prepared & submitted by NIC Uttar Pradesh State Unit, Lucknow, India. 3. Computerisation of Stamps & Registration Department, Government of Uttar Pradesh January 2008; a project proposal prepared & submitted by NIC Uttar Pradesh State Unit, Lucknow, India Web site of Stamps & Registration Department, Government of Uttar Pradesh Web site of Department of Land Resources, GoI. 6. Property Evaluation & Registration Application (PRERNA) Ver. 1.0, September 2004; a manual prepared by NIC Uttar Pradesh State Unit, Lucknow, India. 7. Property Evaluation & Registration Application (PRERNA) March 2006; a brochure prepared by NIC Uttar Pradesh State Unit, Lucknow, India. 8. Property Evaluation & Registration Application (PRERNA) Ver. 1.1, August 2006; a manual prepared by NIC Uttar Pradesh State Unit, Lucknow, India. 9. Registration of documents through scanning by computer rules 2002 dated framed by Government of Uttar Pradesh. 10. The Indian Stamp Act, 1899, July The Registration Act, 1908, [Act No. 16 of Year 1908, dated 18th. December, 1908], An Act to consolidate the enactments relating to the registration of documents. * Senior Technical Director * * Principal Systems Analyst The paper expresses the views of Authors and does not reflect the opinion of the Department.