UN FAO Community Tenure Recording Training

UN FAO, Land Tenure Team
COMMUNITY TENURE RECORDING
Training Material
4-0 – Using Open Tenure

FAO Open Tenure Open Source Software Introduction
4-0 Using open
Tenure
The aim of this module
To provide a community with an appreciation of:
• the Open Tenure Technology
• An approach to tenure recording process
• how to inform the community members about recording tenure
relationships using Open Tenure

4-0 Using open
Tenure
Module Content ?
• What is a tenure rights claim?
• Who will record a claim?
• How will the community confirm a claim?
• How will disputes be processed?
• What is a tablet?
• Why are we using tablets?
• What is a cloud server?
• How is the data stored?
• How will claims be displayed
• How will records made available?
• Establishing a Community Protocol

4-0 Using open
Tenure
Structure of the Module
• What is a tenure rights claim?
• Open Tenure basics
– Equipment to be used: tablet(s), Open Tenure (OT)
software, Community Server (CS), Satellite image
– Recording Team: Moderator, Secretary, Recorder,
Technologist
• Tenure recording and validation process in 8 steps
– Step 1 – Establish the Community Protocol
– Step 2 – Establish team and Open Tenure technology
– Step 3 – Record claims
– Step 4 – Display claims
– Step 5 – Review claims
– Step 6 – Moderate claims
– Step 7 – Recognize tenure rights
– Step 8 – Manage land, fisheries and forests using Open
Tenure
• Help and Support

5
FAO Open Tenure Open Source Software Introduction4-0 Getting
started with OT
WHAT IS A TENURE RIGHTS CLAIM?

4-0 Using open
Tenure
Tenure Rights Claim
Set of information describing a property that a community member
would like to record and have confirmed by the community
Claim tabs in Open Tenure
• Type of right(s), land use, when was the right given,
• Rightholder(s) details (names, date of birth, gender)
• Available documentation supporting the claim such
as will, electricity bill, digital photos of the
rightholder(s) and/or the property
• Map of the property showing boundaries

4-0 Using open
Tenure
Open Tenure claims’ recording and validation process
Level 1 – RECORDER
(Create, Submit  For Review)
Level 2 – REVIEWER
(Assign, Review  For Moderation)
Level 3 – MODERATOR
(Assign, Approve)
Community
Server
1- Field Work 2- Office Work 3- Validation

4-0 Using open
Tenure
Equipment
– Tablet(s)
– Open Tenure (OT)
software
– Community Server (CS)
– Satellite image

9
started with OT
Equipment: Tablet
What it is? Role
• Small mini computer with a
flat screen slightly bigger
than a smartphone
• Need of one for each
Community Recorder
• Easy to operate
• Fragile to water, dust, light,
etc.
• Must be charged at the end of
each field day for the next
fieldwork day
Allows the Community Recorder to:
• Record details about claims, ownership and
other characteristics important to the
community
• Map property of each claim (use of satellite
imagery and built-in GPS)
• Attach images of supporting documents for a
claim, photos of rightholders, photos of
property (use of built-in camera)
• Upload captured claims on the CS for review
• Capture and upload a challenge to an
uploaded claim

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started with OT
What it is? Role
• Records parties and properties
tenure relationships within a
community’s area of interest
• Supports recognition of the
recorded tenure relationships
• Supports management of the
land, fisheries and forests
recorded into the system
• Set of machine-readable
instructions that directs a
computer to perform the
specific operations for
recording tenure rights in a
computerised system
• It is not physical, it runs on a
device called a tablet
• User-friendly
• Available for two different
categories of tablets:
– Google Android (such as Asus
and Samsung)
– Apple iPad
Equipment: Open Tenure (OT) Software (Application)

11
started with OT
What it is? Role
• Storage and visualization of existing
claims and community confirmed
property records
– Claims are available to download
from the CS to the tablets
– Claims and challenges to claims are
uploaded from the tablets
– Community members can view the
uploaded claims and their status
• Allows the Secretary and Moderator
to display, review, moderate and
confirm or reject claims
• Storage of satellite images and
other necessary data used for the
location of properties
No need for a
computer
Test community server: https://demo.opentenure.org
Community
Server
• Computerized system
• Established on the internet as a ‘cloud
server’
– System maintenance provided by a
supplier; monthly fee
– Accessible by any user who had been
authorized with a special user account
and password and has a connection to the
internet
• Alternatively established on a desktop
(or server) computer
– Computer owned and maintained by the
community
– Access to the CS by any user only possible
when they are in the same building
– Need a reliable power supply for the
efficient operation of the Open Tenure
Equipment: Community Server (CS)

12
started with OT
Equipment: Satellite image
What it is? Role
• Map data used within OT
to draw the boundaries of
the properties
• Collection of photographs of a designated area
taken from space (sometimes an orthophoto image,
created from photographs taken from a plane)
• A coordinate system incorporated into the image so
that it can be used with GPS
• Stored on the community server
• Can be downloaded on the tablets
• Needs to be clear enough so that features on the
ground can be seen and help identify property
boundaries; the best one is what is called “high
resolution”, check for date when imagery was
taken and if clear sky (no cloud)

13
started with OT
The Recording Team
4 roles
• Recorder(s)
• Secretary
• Moderator
• Technologist Responsibilities
• Initial responsibilities
– Collect and review claims
– Solve any disputes and validate claims
– Recognize recorded and moderated tenure relationships
• When claims have been validated and marked as
recognized by the community:
– Manage the resources related to these properties
– Record changes to these properties (transfers, land use
changes, etc.)
– Provide access of this information to community
members and potentially to other external parties

14
started with OT
Recording Team role: Community Recorder
Who are they?
• People who are trusted in the
community
• Who can communicate well
• Who have a good knowledge
about the community, the
members, the traditions and
the tenure practices
• Main user of the tablet
• Key role:
– Record claims
Responsibilities
Prior to the Field
• Informs right-holders and neighbors about the
field capture day
• Request owners and neighbors to mark the
property boundaries and prepare existing
documentation
In the field
• Record claim’s details including rights and
responsibilities, land use and right-holders
• Map the boundaries of property in agreement
with right-holder and neighbors
• Scan existing tenure documentation, photos of
right-holders, neighbors and property
Back from the field
• Submit the recorded claims for review (upload
from the tablet to the Community Server)
Field Work

15
started with OT
Who is she/he?
• A well-organized person with
administration experience
• Preferable if computer literate
• Key role:
– Administer all claims once
they have been submitted on
the Community Server
– Ensure Public display time is
respected
– Record challenges
– Provide recommendations for
Moderation
Responsibilities
• Review submitted claims
• Assess if claims are properly recorded
• Make sure claims are complete
• Request for additional information/documents
to Recorders if necessary
• Identify challenges
• Submit claims for Moderation if review is
satisfactory
• Inform Moderator about challenges
• Recommendation to the Moderator about
confirmation of claims, dispute resolution to be
solved if any, withdraw of claims if necessary
Office Work
Recording team role: Secretary

16
started with OT
Who is she/he?
• Senior person from the community
• Chair person of the community
validation committee (recommended)
• Her/his decisions on claims will be
considered wise and fair
• Key role:
– Solve any emerging land disputes
– Confirm the community’s view that a
claim as described on the Community
Server is acceptable and can be
considered as recognized by the
community
Responsibilities
• Conduct to the FPIC in order for
the community to be aware of
the coming recording process
and the advantages to record
the properties.
• Modify the property details in a
claim to reflect a dispute
resolution outcome or the
Community’s view of tenure
rights
• Confirm that a claim can be
considered to be recognized by
the community and is now
“moderated”
Validation
Recording Team role: Moderator

17
started with OT
Who is she/he?
• Computer literate person
• Might need to be initially taken
by someone from outside the
community (from NGO or
development assistance
project) if there is no one
within the community with the
necessary technical skills.
• Once the technology is setup,
this role should be able to be
merged with the Secretary role
Responsibilities
– Train the community tenure recording
team in how to use the technology
– Setup the Community Server
– Configure the Open Tenure &
Community Server software for use in
this community
– Load the map imagery
– Map the community’s area of interest
and load that map into the Community
Server
– Support the community recorders,
secretary and moderator in the use of
the technology
– Ensure the tablets and any other
equipment used are functioning properly
– Back up the database regularly
Recording team role: Technologist
Cloud
Server

18
started with OT
Tenure relationships recording and validation process
COMMUNITY TENURE RECORDING IN 8 STEPS

4-0 Using open
Tenure
Steps 1 to 4
1- Establish the Community Protocol 2- Establish the Open Tenure technology
3- Record claims 4- Display claims to the community
Cloud
Server

4-0 Using open
Tenure
Steps 5 to 8
5- Review claims 6- Moderate and confirm claims
7- Recognize tenure relationship 8- Keep tenure relationship records up-to-date
Use this information to manage community
land, fisheries and forests resources

21
started with OT
Lead: Moderator Action
• Gather community leaders, community
members, farmers’ associations, women’s
representatives, youth, etc.)
• Explain tenure recording process, (record,
display, moderate, validate), introduce Open
Tenure technology and the benefits of recording
• Decide/Agree on how tenure recording should be
undertaken in this community
• Identify candidates for key tenure recording
roles
• Plan regular meetings to keep community
informed of tenure recording progress including:
– Information on field work dates
– Requests for people to have ID card and tenure
documentation available
– Requests to neighbors to mark their property
boundary prior to field work
FAO has published a Technical
Guide addressing Free and Prior
Informed Consent (FPIC) in the
framework of the VGGT which
refers to the rights of local
communities to participate in
decision making about issues
impacting them. The drafting of
the Community Protocol should
incorporate FPIC concepts and
principles.
Step 1: Establish the Community Protocol

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started with OT
Lead: Technologist
The Open Tenure technology
includes:
– Software
– Tablet(s)
– Community Server
– Satellite image
Action
• Set up the Community Server
including:
– Upload satellite image
– Configure software and tablets for
use with this community
– Map the area of interest
– Enrol Open Tenure users with
accounts on Community Server
• Load Open Tenure sofware on the
tablets
• Train Recorders, Reviewers and
Moderators in the use of Open
Tenure and Community Server
software
Cloud
Server
Step 2: Establish the Open Tenure technology

23
started with OT
Lead: Community Recorder(s) Action
• Meet the parties in the field
• Verify that the claimant is present with
the neighbors of contiguous properties
• Explain the exercise and the recording
process
• Fill in claim and claimant’s tab in Open
Tenure software
• Walk the boundary of the property and
map the boundaries
• Record documentation, adjacencies,
and ownership shares
• If neighbors disagree on the boundary,
mention the issue in the notes for
moderation
• Upload claims for review on the
Community Server
Color of the current collected claim
Step 3: Recording claims

24
started with OT
Step 4: Displaying claims
Lead: Secretary Action
• Inform people about the public
display process to give everyone an
opportunity to review and, if need
be, to challenge claims
• Print
– Maps of the recorded claims
– Summaries of tenure rights claimed
• Publish maps and tenure right
details according to processes and
timelines described in the
Community Protocol
• Record corrections and
disagreements
• Record competing claims/challenges
Color of the unmoderated claim on the
CS during display period
Communities may use different
approaches to inform other
community members about the
tenure right claims that have
been recorded.
Color of the unmoderated claim on the CS
passed display period and ready for review

25
started with OT
Lead: Secretary Action
• Review claims including the
supporting documentation
• Check on the map for overlaps or
discrepancies between the
property boundaries and the
satellite image
• Make requested changes and
requests for additional
information if necessary
(incomplete claim, disputes)
• Submit claims for moderation by
Moderator / Moderation
Committee
Color of the reviewed claim on the CS
Color of challenged claims
?
Step 5: Reviewing claims

26
started with OT
Step 6: Moderate claims
Lead: Moderator
It is strongly recommended to create a
Community Moderation Committee
headed by the Moderator in order to
ensure maximum community
engagement and acceptance of the
recorded tenure rights
Action
• Ensure recorded details are
consistent with community’s
understandings of who holds what
tenure rights
• If correct, consistent and no
disagreement, mark claim as
moderated on the Community
Server
• If disputed, initiate agreed
dispute resolution process
• If dispute solved, mark claim as
moderated on the Community
Server
• If dispute not solved, the claims
is marked as subject to dispute
Color of moderated claims on the CS

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started with OT
Lead: Community Members
Once the claim is marked as
moderated on the Community Server,
it publicizes that the tenure rights
are recognized by the community
Action
• All community members have the
responsibility to ensure the
recognition of the tenure
relationships in the long term
Step 7: Recognizing tenure relationships

28
started with OT
Lead: Community Recorders &
Secretary
The information about the
community members’ properties held
on the Community Server belongs to
the community. The community itself
will decide whether they will provide
access to this information to other
parties from outside of the
community.
Action
• Record changes to the recorded
tenure rights (transfers, land use
changes, etc.)
• If a tenure right is transferred
(sale, donation, inheritance,
etc.), a new claim is recorded
linked to the original tenure
rights record. When transfer is
accepted by community, new
rightholders are shown on
Community Server
• Division, amalgamations and
boundary changes dealt with
similarly
• Provide access to community
tenure rights to authorized users
through Community Server
Step 8: Updating confirmed tenure rights

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started with OT
COMMUNITY PROTOCOL
MODULE 5.0
Go to the next module

UN FAO Community Tenure Recording Training

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