SARITA

STAMPS AND REGISTRATION INFORMATION TECHNOLOGY

BASED ADMINISTRATION

PUBLIC- PRIVATE PARTICIPATION:

AN EXPERIENCE IN
e-GOVERNANCE
Govt . Of Maharashtra
 Outline …

• Pre computerisation Scenario

• Objectives of computerisation
• C-DAC’s role
• Business process re engineering
• Public Private Partnership
• Current status
• Future
Pre-Computerisation Scenario
 Pre-Computerisation : Problems

• Dark, dingy offices

• Procedures & standards not uniform

• Information not easily available

• Lack of transparency in valuation

• Discretion to keep documents pending for

registration
Contd…

• Original document not returned within a

reasonable time
• Manual system of copying/endorsing –
time & energy intensive
• Document preservation – space,
deterioration & retrieval costs
• Back office work – substantial &
laborious – error prone
 Objectives of Computerisation

a) Develop a simple, speedy & reliable

registration process

b) Build consistency in the process

c) Provide transparency in the valuation of the

properties.

d) Automate all the back office functions.

C-DAC’s Role:

• Turnkey Solution provider to GoM

• Application conceptualization , Design &
Development
• Pilot deployment & fine tuning
• Vendor Management software
• Tech. Specifications for BOT Tender
Contd …

• Assistance to the IGR for vendor finalization.

• Guidelines for site preparation, appln.
Installation
• Central Software maintenance and upkeep of
SARITA appln. suite
BPR-to bring in-Transparency, accountability by

1. Simplifying and demystifying the complicated

process of registration.
2. Defining a “ Complete” document, which can be
registered as per law.
3. Accepting only complete documents.
4. Returning incomplete documents immediately
giving reasons in writing.

Contd...
Contd.

5. Deciding time limits for every activity :- the time norm

for returning a document after registration and back
office work fixed at 24 hrs.
6. Remove all backlog.
7. Introducing input forms.
8. Introducing city-survey number-wise Ready Recknors,
for a quick and transparent system of property
valuation.

Contd...
Contd.

9. Introducing computer aided registration process with a

comprehensive software which enabled.
 Auto valuation
 Auto scrutiny
 Auto check on support certificates
 Immediate Scan-archival.

10.Technological inputs to bring down the time required

for registration to about 30 minutes (for a document
with 2-4 parties and about 30 pages)
Computerisation :Comprehensive software by C-DAC

The software of the registration department was

developed by C-DAC. software has been developed in 6
modules -
1. Registration module-
Registration process
Generation of receipt
Generation of summary slip
Generation of reports

Contd...
Computerisation :Comprehensive software by C-DAC
Contd.

2. Valuation module-
Calculates market value
Generates valuation slip.

3. Scan & Archival module-

Scanning of registered documents
Archiving of scanned document on CDs
Retrieval of archived documents.
4. Networking module-
• Dial up network contd...
Computerisation :Comprehensive software by C-DAC

5. Website-
Online valuation
Members’ area
6. Search -
Search of Index-II for past 12 years
• Time required has been reduced from 2 weeks to 2
minutes.
7. Vendor Management System
Invoice generation for BOT vendors
Penalty generation
 Changed registration process…

Auto technical scrutiny

presentation
Auto valuation scrutiny
Auto check on support
documents

incomplete
complete

fees (Based on Market Value) , Return with a slip

admission,identification ,registration

Back office record

Scan & archival Document returned Auto-generated
 Time Required for Registration
Details of Timings (for a
document with 6 parties & Total Timing
Sr.No. Steps 35 pages) (in minutes)
Accept document, give Token, page number, round
1 seal on each page (bottom) Initial queuing time
Call for Token Start of scrutiny to presentation (Stamp 5 minutes (Party names) +
2 1) to Fee receipt generation (Stamp 2) 1 minute (Receipt) 6
3 If registration fees paid on the spot 3 minutes 3
If registration fees paid in treasury & challan produced
later extra time required
Admission (Stamp 3), Identification with Photograph &
4 Thumbprint to scrutiny sheet print (Stamp 5) Admission 5 minutes 8
Identification 2 minutes
print 1 minute
Signature of parties, witnesses, SR for total number of
5 pages & certification of number of pages 5 minutes 5
6 Scan begin to scan end 6 minutes 6
7 Incidental 2 minutes 2
8 Document return
Total 30 minutes 30
Implementation : Traditional Route

Government of Maharashtra to do :

 the hardware procurement

 the deployment

 the maintenance

 the ground work to keep the system operational &

functional.
Problems anticipated in Traditional Route

1. Capital Cost : approximately Rs.20 crores to the

Government.

2. Maintenance problem : Lack of technically

equipped staff within the set up.

3. Up-gradation problem : It would have been

difficult to keep pace with the fast changing
technology.
Contd ..
Problems anticipated in Traditional Route
Contd...

4. Attention diverted from core competency

5. Inadequate supply of consumables

6. Department Resistance / sabotage :

Intra departmental resistance to the changes would
lead to frequent breakdowns and ultimate collapse of
the system.
 Private Participation

1. Build – Operate & Transfer (BOT) basis

2. Private partner to install, operate, maintain
Hardware and to recover money through service
fees charges for better quality public services.
3. Roles defined.
4. Approved by the cabinet on 21.07.2001
Private Partner to

• Provide, install & commission all the Hardware and peripherals

required to meet the desired service standards.
• Furniture as per standard design and layout.
• Consumables as per requirement.
• Keep the set up at all locations functional.
• Install all requisite software at various locations necessary.
In addition to provide staff for

- Data entry
- Scanning the Original Registered Document.
Advantages-

1. No Capital Cost to Government

2. No Maintenance hassle.

3. 100% uptime ensured.

4. Staff devoted to core area.

5. Consumable requirement met effectively.

Contd...
Advantages-

Contd.

6. In built financial incentive to vendor since payment is on

per page basis.

7. In built financial disincentive by auto penalty if more

than stipulated time is taken.
Cosmetics

 Better Office look

 Beautification

 Seating Arrangement

 SR as team leader

 Amenities for people

COSMETICS : STANDARD OFFICE ARRANGEMENT

Peon Visitor’s area

Data Entry
Operator

For issuing
Token Information
Charts for Public
Clients
Scanning operator

IEnquiry
VCaluation
SSearch/E.C
CCopies
SScanning
Documents RReturning Original documents after
scanning
pending for
Admission and
Identification only Sub-Registrar

Storage space for Record

Post Computerisation
Current Status …

• All 423 Sub registrar offices in the state of Maharashtra

functional.

• More than one million documents registered statewide

annually.

• Revenue collection for current year is 4000 crore .

• Process fee Rs.20 per page charged from the party & approx
Rs.12/- per page paid to BOT agency

• Payments of 45 crores made to BOT vendors

• Around 35 crore surplus with the department for upgradation

and further computerisation
Contd…

• Maximum rate of stamp duty is reduced to 5 %

• Reduction & Rationalisation of Stamp duty for
Capital and Commodity market transactions.
• Payment of stamp duty by way of consolidation by
insurance companies.
• The administrative setup in the Department was
restructured
• Law graduate’s and qualified persons to be
appointed as Sub-Registrar’s.
contd

Sale of Stamps by way of Electronic Franking

• First introduced in 1994

• Necessary amendments made in Bombay Stamp Act, 1958

• Accordingly rules were framed for

a. Franking by Proper Officer
b. Franking by Institutions for self use
i.e.Banks/ Insurance companies.
 contd

• Concept of stamp vending by way of franking

introduced since March 2004

• Revised rules published in Oct 2004

• More than 110 licenses issued to various banks and

financial institutions.

• Approx.70 % revenue collection by way of franking

 Contd..

Annual Schedule of Rates (ASR)

• Concept first introduced in 1988

• Area wise rates published as prima facie market value

• Determination of market value rules framed under

Bombay Stamp Act in 1995

• Concept of survey numberwise valuation in the valuation

zones introduced in 2001
Contd…

• Preparation of GIS based ASR proposed for urban areas.

• Under valuation of property curbed

• Revenue increased from 1800 crores to 4000 crores in a

span of 4 years.
 FUTURE


Proposed:-Outsourcing

Registration
. leave & license
• marriage
• mortgage
• hypothecation
C-SAS
• Outsourcing of stamp sale through centralized server to ADCC.
Contd.…

• Purchase of stamp anywhere in the state. Number being

machine specific & location specific.
• Interaction of SR with CSAS enabling auto check of Stamp
Duty.
• Introducing enquiry terminals at ADCC which will check exact
valuation & imprint proper stamp duty there by reducing
adjudication.
• Anywhere registration within Maharashtra.
 C-SAS Architecture

ACC --> Authorised Collection Centre

SR--> Sub Registrar Office

Purchaser
ACC
TransactionAmount

Govt.Treasury
State Level ACC
Depository Database

Firewall
Firewall Unique IDGeneration

WebServer

SR SR

Internet
Dial-up Modem Dial-up Modem
Integration of stamp & Registration

ADCC

Citizen Data entry. Connect to central server

Generation of Unique No.

Payment

Imprint of No. & 2 D Bar code

Registration Out side

What happens in Registration Office

Citizen with imprinted Scan 2d bar code & Connect to central

document Imprinted image server

Verification of
data
Allows data capture
Registration as per
To relevant fields
existing process Ok
& further date
entry
Computerised Stamp Duty Administration System

 Security Independent of Printing Technology

 Central Data Repository
• Record every Stamp duty transactions
• Issuance of unique ID for each transaction
• Online verification
• No secured stationary
 Banking system as distribution channel
• Wide Availability and reliability
• Can be considered Secured
 Contd…

 Front End Solutions

• Evidence of stamp duty payment.

• Security based on the strength of central system, and not on
front end solution
• Unique ID for each transaction
• Integration possible with the central system
 Front End Solutions - Options

 Electronic Franking

 RFID Labels

 Digital Watermarking

 Utility Machines

 Hidden Image Technology

 Progress & Stages

• EOI called for appointment of Central Agency

• Appointment of PMC to be done soon
• RFP to be finalised by PMC and IGR
• RFP to be issued to interested agencies
• Evaluation of technical and financial proposals
• Appointment of Central Agency
• Phased roll out throughout the State

The process to be completed by end of this year.

.

THANK YOU