1. Nomination Category eGov: Government to Citizens Initiative of the Year2. Name of the Project/Initiative e-DhaRani(eRegistration Project)3. Details of the Applicant (filing the nomination) Name: Dr. P.K. Raut Address: Orissa e-Governance Services limited, OCAC Building, N-1/7 D, Acharya Vihar Square, Bhubaneswar-13, Orissa, India City: Bhubaneswar State: Orissa Country: India Zip: 751013 Telephone No. (with country code): +91 0674-2587606 Mobile No.: (with country code)+91 94370 51483 E-mail: firstname.lastname@example.org. Details of Project/Initiative Implementing Agency Name of the organization: Orissa e-Governance Services Limited, SPV of OCAC,Technical Directorate of IT Department, Govt. of Orissa Address: Orissa e-Governance Services limited, OCAC Building, N-1/7 D, Acharya Vihar Square, Bhubaneswar-13, Orissa, India City:Bhubaneswar State: Orissa Country: India Zip: 751013 Telephone No. (with country code): +91 0674-2587606 Mobile No. (with country code): +91 94370 51483 E-mail: email@example.com Alternate E-mail:firstname.lastname@example.org Web: http://igrorissa.gov.in, www.oesl.in5. Details of the Programme/Project/Initiative Brief description of the programme/project/initiative: Government of Orissa intends to increase the efficiency across the Administrative Structure, thereby improving the quality of services to the citizens through a system of Information and Communication Technologies (ICT) involving the least manual interface. It has been well recognized that Electronic governance (e-Governance) is as an enabler to good governance in the State of Orissa. e-Registration is one of the important Mission Mode Project (MMP) under the National e-governance Plan of Department of Information Technology, Government of India. The Plan seeks to lay the foundation and provide the impetus for long–term growth of e-Governance in the Country. Under the Plan, major e- Governance Projects like e-Registration has been implemented in the state of Orissa. The assignment of this ambitious project is to replace existing manual system of registration of deeds, valuation of properties, capturing and preserving the copies of the documents, conducting searches for issuance of Encumbrance Certificate(EC) and Certified Copies(CC), and of maintaining back office records. The Project is implemented at all 177 Sub-Registrar Offices in the State. A significant capacity in terms of physical and
technology infrastructure has therefore been built to implement e-dhaRini in a competent manner, with a holistic perspective and with speed. The manual system of registration is cumbersome and prone to errors. E-dhaRani system is intended to simplify the same, thereby reducing the time for registration a deed. A five steps system for deed registration through E-dhaRani system is Help Desk, Verification/Validation, Data Entry, Decision and Archival.• Why was the project started Prior to implementation of the project, the registration process was manual and citizens were waiting for submission of documents in a long queue and waiting for months together to get the certificate and deed. There were all possibilities of red tape, delay, duplication & double registration, unauthorized resale and error some in the process of registration. But the project e-DhaRani reduces the difficulties of citizen and implemented in PPP mode throughout the state at all the 177 registration offices. The Registration Process has been reengineered to make it faster, simpler, accurate and error-free. The long waiting time for obtaining the Registered Deed would be a thing of the past. A deed could be registered in less than an hour. Encumbrance Certificate and certified copies would be made available over the counter. Usage of Biometric device and other security features is helpful to authenticate the Executants, Claimants and Identifiers thus reducing the chance of unauthorized resale or double registration. Besides, automation of all the 64 types of deeds, the registration offices have been given a modern look by improving the physical set up as well as workflow inside the office. The new system is having vital checks in sale and purchase involving land belonging to Scheduled Caste and Scheduled Tribes to ensure proper monitoring of land transfer in such cases. Objective To deliver all movable and immovable property registration-related services to the citizens in a timely, transparent, more accessible, reliable and sustainable manner & in a comfortable environment through streamlined processes and committed, trained & motivated workforce. The Objectives of this ambitious project is to replace existing manual system of registration of deeds, valuation of properties, capturing and preserving the copies of the documents, conducting searches and of maintaining back office records. The Project is implemented at all 177 Registration Offices in the State. A significant capacity in terms of physical and technology infrastructure has therefore been built to implement e- dhaRini in a competent manner, with a holistic perspective and with speed. The main objectives are given below:
• Secure, Error-free and Simple Registration Process • Transparency and accountability in registration of deeds • Issue of Encumbrance Certificate in one visit • Providing the Certified copy of document in specified period • Automated property valuation based on benchmark valuation configuration • Digital Photo and Biometric Fingerprints capture of parties (executants & Claimants) and identifier • Maintain all records in integrated digital form in a central repository • Target group All common citizen of Orissa are the target group of the Project under 177 Registration Offices. Geographical reach: The geographical reach is across the state covering all Districts and 177 Registration Offices. Date from which the project became operational: 04.01.2010 Is the project still operational: Yes 10 points that make the programme/project innovative? 1. Centralized and Web based application software encompassing all 64 kinds of deeds. 2. All type of deed registration facility as per the Registration Act 3. Automatic Valuation through Benchmark Valuation Configuration 4. Capturing Biometric, Webcam & Signature Pad & matching thereafter for secured trans- action. 5. Data Archival in compressed format to save disk space. 6. Integration of Deed with Agreement and Power of Attorney. 7. Important Checks like SC/ST Land Sale, Under valuation, workflow management etc 8. Various online queries and reports 9. Instant issuance of Encumbrance Certificate and Certified Copy. 10. Facility to enable Anywhere Registration, final output to the citizen in the form of One Page Registered Deed• List the 5 achievements of the programme/project? 1. All 177 offices is fully operationalized and a deed could be registered and delivered to citizen in less than an hour 2. Encumbrance Certificate and certified copies would be made available over the counter. 3. The system is having vital checks in sale and purchase involving land belonging to Scheduled Caste and Scheduled Tribes to ensure proper monitoring of land transfer in such cases. 4. More than 4 Lacs Documents has been registered through e-Registration System.
5. All plots and masters has been configured in the database to get correct valuation of property.• List the 5 key challenges faced while implementing the programme/project/initiative and how they were overcome? 1. Faced resistance from Deed Writers who were apprehending joblessness. The Deed writers could understand the intervention after motivation and thorough study of the process of registration. 2. The mediators those were previously facilitating citizens for registration of the properties protested the initiative with fear of loss of royalty. 3. Change Management of officials of Sub-Registrar offices was the major challenge during the implementation of the project which was overcome by rigorous training and counseling. 4. Bring Transparency in all 64 types of registration was a challenge before the implementing partners. So due to constant efforts and design of the modules the challenges could be overcome. 5. Record keeping and retrieval and MIS, monitoring control were the challenges before the implementing partners. Hence such factors were prioritized for effective implementation of the project.• List the 5 points how can the programme serve as a model that can be replicated or adapted by others?• Increase in number of land registrations – Due to the lengthy registration process in the state, land owners evaded registrations after change of ownership took place. This not only caused loss of revenue to the government, but also made identification of true ownership of any land difficult. At the same time it was the cause of numerous litigations in the state. Automated system makes buying and selling of property easier and hence brings an increase in the number of land registrations.• Prevent under valuation of property – As registration fees on various land documents are a certain percentage of consideration amount, automated system lowers the incentive for undervaluation of property, a major malady giving rise to loss of revenue and a number of illegal practices. The new system aims at reduc- ing under declaration of property during transaction.• Increase in revenue from land registrations- The Registration Department is the third largest revenue earning department of the state which is around 5% to 6% of its own tax revenue. It was felt that manual system in the state is one of the cause of non-registration and undervaluation of property causing considerable loss of rev-
enue to the state. Thus automated system would bring an increase in revenue assuming that the number of registrations would increase considerably and also under valuation will be checked specially in the major cities and upcoming industrial belts of Orissa. • Reduction in black economy effect It is widely believed that due to manual system and lengthy procedure, transaction of many im- movable properties are deferred, others are not recorded, and even those formally registered are undervalued. This undervaluation creates black money, as individuals involved must pay a part of the deal in cash such that it is not recorded in transaction. The undeclared money in possession of seller continues to circulate and gives rise to a number of other black transac- tions but escapes the tax net (income tax, sales tax, etc.). It is probable that reducing black economy effects may compensate loss of stamp duties. • Initiate urban real estate reforms and Legalizing land Ownership- Manual System reduces the responsiveness of real estate markets and thus has a distor- tionary impact. Time consuming land transfer process are one of the impeding factors hence calls for process renovation. Most land owners purchase land after passing through the legal processes involved and are willing to get the same registered but nerve racking system of reg- istration and stamp duties come in the way. It is expected that a simplified registration process would induce them to get the land registered and hence the legal ownership could be ascer- tained. • List 5 points to elaborate on the scalability of the programme/project/initiative: 1. Advantage to DepartmentAt present there are 177 registration offices located at different places of Orissa functioning under theRegistration Department. Out of which 30 offices are at District headquarters headed by DistrictRegistrars and 146 offices at other level headed by District Sub-Registrars/ Sub-registrars, whodischarge all the duties of the district Registrar except to hear appeal against his own orders. TheseDistrict Registration Offices/Sub-Registry Offices employees will be benefited of this new system.These benefits / advantage are as follows: Uniform and well-defined work procedures, Rationalized work norms and clear accountability for performance, Generation of an Efficient MIS for better and fast decision-making.
Fast Delivery of Encumbrance Certificate through Retrieving of the records from computerized database Networked department /office, New model will be based on sustainable operations through apply- ing the service charges, Improvement in efficiency of the employees and reduction in workload, Post Project evaluation could provide feedback for further improvements Better monitoring system,Bring transparency in the Recording System,Faster processing of files and information resulting in efficient work,Feedback analysis through grievances, Reducing the in- terdependency, A holistic citizen centric approach, Recognition to efficient employees, Incentives for higher productivity,Training for requisite skill enhancement, Better work environment ,Scope for addition of new value added services 2. Benefits to Citizen Delivery of all Registration -related services within defined service levels, Faster Registration pro- cess for Citizens, Most services over the Counter or through web interface, Reducing the time in availing the services like travel time, waiting time and other coping costs. Reducing the visits to Governments departments, Ease of availability of Online Land Value, status of Application, Information of court cases, etc. are available, Single point of contact, Easy accessi- bility, An effective Grievance Redressal Mechanism with defined service levels for Citizen, Grievance within a stipulated time frame, Access to information easily with service deliver counters within reach or through internet, High Level of Convenience with Extended working hours and easy accessibility, Facility of multi-mode payment at convenient points. Instant issuance of EC & CC over the counter. Negligible Queuing, Transparency in availing the services, Multiple service delivery channels, Availability of good public facilities at the Registration Facilitation Centres, Delivery of services in cost effective manner3. Claimant can quickly get their registration from registration centers and are protected from harass- ment and extortion. As against time delay of 30 to 45 days they can get their Registration of Sale Deed in few hours. No overhead cost is to be incurred.4. The records will be authentic and legible. Use of biometrics authentication system for updation of records will be free for citizens from the worry of probable manipulation of their records by some unscrupulous officials.
5. Courts would be able to make use of registration database and Land Database for adjudicating various civil disputes related to ownership, possession and cultivation in various courts.