Sevana - Hospital Kiosk ConceptNote

PILOT PROJECT FOR ONLINE CIVIL REGISTRATION AND
RELATED SERVICES AT CORPORATIONS

CONCEPT NOTE
(DRAFT – NOT TO BE QUOTED)
Version 1.0
09-03-2004
Local Self Government Department
1
Contents
1. Introduction 10
2 Background 12
3. Methodology for Improving the System of birth death 47
marriage registrations
4 Towards a new concept of Hospital Kiosk 49
5. Details of Hospital Kiosk System 58
6. Conclusion 60
7. Annexure 1: Report of the Study conducted by the line of 61-89
Business Expertise Team of IKM
8. Annexure 2: Sample Registration System 90-97
9. Annexure 3: Technological options for connectivity 98-99
10. Annexure 4: Specifications 100-101
11. Annexure 5: The ultimate data communication network of 102
Sevana
2
Figures
Organisational structure of birth-death-marriage

Fig1. 13
registration
The extent of birth-death-marriage registration system in
Fig2. 14
Kerala
Fig3. Birth-death-marriage registration process at various stages 18
Fig4A. Comparison of birth registrations – Group 1 states (2001) 20
Fig4B. Comparison of birth registrations – Group 2 states (2001) 21
Fig4C. Comparison of birth registrations – Group 3 states (2001) 22
Fig4D. Comparison of birth registrations – Group 4 states (2001) 23
Fig5A. Comparison of death registrations – Group 1 states (2001) 24
Fig5B. Comparison of death registrations – Group 2 states (2001) 25
Fig5C. Comparison of death registrations – Group 3 states (2001) 26
Fig5D. Comparison of death registrations – Group 4 states (2001) 27
Percentage of birth registrations estimated based on
Fig6A. sample registration system – Group 1 states and Union 28
territories
Fig6B. sample registration system – Group 2 states and Union 29
territories
Fig6C. sample registration system – Group 3 states and Union 30
territories
Fig6D. sample registration system – Group 4 states and Union 31
territories
Percentage of death registration estimated based on
Fig7A. 32
sample registrations – Group 1 states and Union Territories
Fig7B. 33
Fig7C. 34
3
Fig7D. 35
Kerala comparison of birth registrations across districts
Fig8A 36
(2001)
Kerala comparison of death registrations across districts
Fig8B 37
(2001)
Details of computerised counters at corporations
Fig9 46
(Janasevanakendram)
Proportion of registrations through institutions and direct
Fig10 51
registrations
Schematic representation of the data communication
Fig11 network across Panchayat Directorate, Hospital Kiosks and 52
Corporations
Difference in data entry at Corporation office – Before and
Fig12A 53-54
after establishing Hospital Kiosks
Fig12B Kochi Corporation Hospital-wise states of births and deaths 55-56
Difference in the number and composition of applications
Fig13 for birth registration handled at the corporation counter – 57
before and after establishing Hospital Kiosks
Cost – volume Analysis based on number of certificates
Fig14 60
handled per month
4
Tables
Various stages in the birth-death-marriage registration
Table1 15-17
process
Table2 Details of Sevana Application Software 39-42
Details of activities relating to birth – death – marriage
Table3A registrations in Grama Panchayats till 2003 December using 43
sevana
Table3B registrations in Corporations till 2003 December using 44
sevana
Table3C registrations in Municipalities till 2003 December using 44
sevana
Details of activities of computerised counters (Grama
Table 4A 45
Panchayats)
Details of activities of computerised counters
Table 4B 46
(Corporations)
Table 5 Criteria for verification by Random Sampling 49
Responsibilities of hospitals and corporations in hospital
Table 6 59
Kiosk system
Table 7 Cost estimate for establishing hospital Kiosks 59
5
ANNEXURES
Annexure 1
61-
Report of the study conducted by the Line of Business Expertise Team
89
Flow chart showing model for data entry and verification
Fig A1 63
at Corporations
FigA2 Comparison of error fields – Corporations 73
FigA3 Comparison of error in certificate fields – Corporations 74
Comparison of errors in the certificate fields of birth
FigA4 74
registers
Comparison of errors in the certificate fields of death
FigA5 75
registers
Comparison of errors in the certificate fields of marriage
FigA6 75
register
Comparison of errors in all fields in Corporations (1%
FigA7 83
random sample)
Comparison of errors in certificate fields alone in
FigA8 83
Corporations (1% random Sample)
Comparison of error in certificate fields in birth register
FigA9 83
(1% random sample)
Comparison of error in certificate fields in death register
FigA10 84
(1% random sample)
FigA11 Flow chart of revived process for quality control 89
Details of birth-death-marriage registrations records at
TableA1 65
corporations
Composition of data fields in birth fields in birth-death-
TableA2(1) 66
marriage registrations
TableA2(2) Data fields handled in birth registration 67
TableA2(3) Data fields handled in death registration 68
TableA2(4) Data fields handled in marriage registrations 69
Errors in character fields in Corporations (Percentage of
TableA3(1) 70
total records)
6
Errors in numeric fields in Corporations (percentage of
Table A3(2) 71
total records)
Type 1 errors due to wrong selection from masters in
TableA3(3) 71
Corporations (Percentage of total records)
TableA3(4) 72
TableA3(5) 72
Corporations (percentage of total records)
TableA3(6) Index for comparison of total errors 73
Details of birth registration records subjected to data
TableA4(1) 77
audit
TableA4(2) Details of Death registration records subjected to data audit 77
TableA4(3) Details of errors as percentage of total records 78
Details of transactions involving unauthorised name
TableA4(4) 79
inclusion
Additions to the birth registrations data base at
TableA4(5) 80
Corporations
TableA4(6) Additions in death registrations database at Corporations 80
Errors in character fields at Corporations (Percentage of
TableA4(7) 81
total records)
Errors in numeric fields at Corporations (percentage of
TableA4(8) 81
total records)
Type1 errors due to wrong selection from masters at
Table A4(9) 81
Type 2 error due to wrong selection from masters at
TableA4(10) 84
Type 3 error due to wrong selection from masters at
TableA4(11) 84
TableA4(12) Average of total errors 84
Records in the database that do not meet statutory
TableA4(13) requirements for birth registrations – omissions 85
(percentage)
TableA4(14) Records in the data base that do not meet statutory 86
7
requirements for birth registrations – invalid dates
(Percentage)
TableA4(15) Birth registration – Rare records (percentage) 86
TableA4(16) requirements for death registrations – omissions 86
(percentage)
TableA4(17) requirements for death registrations – invalid dates 87
(percentage)
TableA4(18) requirements for marriage registrations – omissions 87
(percentage)
Records in the database that to not meet statutory
TableA4(19) requirements for marriage registrations – invalid dates 87
(percentage)
TableA4(20) Marriage registration – rare records 88
8
Annexure 2
Sample Registration System 91-98
Number of sample units and population represented (All
Table1 95-96
India, States, Union territories) 1999
Rough estimates of birthrate death rate, growth rate, infant
Table2 97-98
mortality rate, 2000
Annexure 3
Technology options for connectivity 99-100
Annexure 4
Specifications 101-102
Annexure 5
Ultimate data communication network of Sevana 103
9
1. Introduction
Kerala’s attempts in decentralisation have already attracted international

attention. It is not only the unconventional methodology adopted to transfer
power to the grassroots level that makes the Kerala model of decentralisation
peculiar. It is also the campaign programme organised with the objective of
ensuring extensive participation and also the attempts in evolving legislations
and conventions that would facilitate a process of empowerment. Kerala’s
endeavour in decentralisation of powers, which was initiated as a sequel to the
73rd and 74th Constitutional Amendments of 1992, is at the crucial stage of
institutionalisation at present. Attempts to make Local Self Government
Institutions (LSGIs) efficient and responsive assume considerable importance in
this context. Several recommendations for making LSGIs more people oriented
have been already put forward. Some of the important ones among them are
provided below:
i) Ensure maximum participation in the decisions and activities of LSGIs.
ii) Make decisions and activities of LSGIs transparent to facilitate

participation.
iii) To create a management reporting system covering the activities of

LSGIs to make transparency and participation more meaningful and to
ensure its relation with grassroots level mechanism such as grama
sabha and ward sabha.
iv) To ensure that the management reporting of LSGIs is simple,

streamlined and objective on the one hand, and imaginative, creative
as well as rich in content and life-related facilitating extensive
participation on the other.
v) Improve the speed, comprehensiveness and transparency of public

services offered by LSGIs.
vi) To create objective standards for public services so that LSGIs gain
confidence of the people in terms of timely and error free delivery of
services, and to publicise the standards formulated.
vii) Ensure systems for redress of public grievances in such a way that the
grievances are either redressed or inform the reason for the inability
to redress.
10
viii) Formulate an effective framework that involves all the components
indicated above for a citizen charter and make it an integral part of
the process of decentralisation and empowerment.
Among these, modernising public services is one recommendation that could make a
visible impact and prove effective within a short span. Civil registration and issue of
copies of registration and certificate are important ones among the various public
services that LSGIs offer. The civil registration system handles essential statutory
documents relating to citizenship, age, name, parental details, place of birth,
financial rights etc. Improving efficiency and transparency of civil registration system
is an important aspect of the imminent citizen charter. This could be the reason why
civil registration system has been identified as a priority area for computerisation by
LSGIs.
That on an average 23.2 persons out of 1000 require these services every year shows
the scope of these services. For the employees, the process of registration, search,
issuing copies etc., is a boring job without any scope for creativity. These processes
create significant workload in LSGIs. It is the best interest of the LSGI employees to
reorganise the process in civil registration. Civil registration and the vital statistics
based on it, as they form the most comprehensive and extensive database on the
demographic parameters of a country, assume significance. They are useful in
community health management, protection of human rights and inheritance,
population control programmes, demographic studies etc. Geographic distribution of
vital statistics and indices based on them are critical sources of data for planning
national level programmes.
In the absence of vital statistics based on civil registrations, sample studies,

temporary and partial estimates based on specific studies, on time surveys etc., are
to be relied up on for such purposes.
Social security indices and composition of population are analysed based on the data
collected through civil registration, Sample Registration Survey (SRS), National
Family Health Survey (NFHS) etc. Civil registration covers registration of births,
stillbirths, death and marriage. Inordinate delay in issuing copies of registrations
creates significant inconveniences to people. In addition, there are widespread
complaints of corruption too. It is possible to issue copies and certificates at the
time of registration itself using modern computerised systems. This concept note
consists of a programme to implement such systems in the five municipal
corporations in Kerala.
11
2. Background
Kerala’s civil registration system evolved based on Madras Birth and Death
Registration Act 1899 and Travancore Cochin Birth and Death Registration Act
1953. The system was handed over to LSGIs from various government
departments in 1970. In Kerala, the registration system in accordance the Birth
and Death Registration Act of 1969 (18th Central Act of 1969) came into
existence on 1st April 1970. Kerala Birth and Death Registration Rules came
into existence through G.O. (P) 7/70/LAD of 29th June 1970 as per Section
30(1) of the Central Act.
In accordance with the above-mentioned Rules, Panchayat Director holds the

position of Chief Registrar of Births and Deaths for the state. The Additional
Director, Directorate of Economics and Statistics is the Additional Chief
Registrar. The organisation for civil registrations consists of a Deputy Chief
Registrar at the Directorate of Panchayats, the Deputy Directors of Panchayats
and Secretaries of Municipalities and Corporations as District Registrars, Senior
Research Assistants of the District Officers of the Directorate of Economics and
Statistics as Additional District Registrars, Health Officers at Corporations and
the senior most Health Inspectors at Municipalities and Secretaries of Grama
Panchayats as Registrars. The Census Director, who is also the Joint Registrar
General for Civil Registration supervises the state level organisation. The
organisational structure and extent of the civil registration system in Kerala is
shown in Figure – 1 and Figure 2. As shown in Figure – 1, the state level
organisation extends from the Chief Registrar to Sub Registrar. Census Director
as Joint Registrar Genera links the system to the Registrar General, who is the
head of civil registrations for the country. In Kerala, there are 1050
registration units (including Kannur Cantonment) (Please see Figure – 2).
It is the system under the Department of Economics and Statistics headed by

the Additional Chief Registrar that collects and consolidates statistical data.
Table – 1 and Figure – 3 provide a picture of the various stages in birth-death-
marriage registrations. There are three distinct processes in birth-death-
marriage registrations. These processes happen at five levels between
Registrar’s Office to Chief Registrar’s Office including the office of the
presidency magistrate. It is the statistical processes that happen at the office
of the Additional Chief Registrar.
12
Figure 1
O rganisational Structure of Birth-Death-M arriage Registration System
Joint Registrar G enral
(Births and Deaths)
(Census D irector)
Chief Registrar
(Director of Panchayats)
Additional Chief Registrar

(A dditional Director of Econom ics and Statistics)
Deputy Chief Registrar Deputy Chief Registrar

(Deputy Director of Econom ics and Panchayat Directorate
Statistics)
Additional D istrict Registrar District Registrars

(Senior Research Officer at the
1. Secretaries of Corporation
District Statistics office) 2. Secretaries of M unicipalities
3. D eputy Director of Panchayats
Registrars
1. Health O fficer
2. Health Inspectors
3. Executive O ffice, Kannur Contonm ent
4. Secretaries of G ram a Panchayatss Sub Registrars
Sub Registrars appointed by Registrars
w ith the approval of Chief Registrar
13
Figure 2
Extent of organisation of birth death marriage registration in Kerala
14
Table 1
Various Stages in the Registration of Births, Deaths, and Marriages
No. Births Deaths Marriages

1 Routine birth registration B1 Routine death registration D1 Routine marriage registration M1
2 According sanction for B2 According sanction for registration D2 According sanction for M2
registration by condoning the by condoning the delay of less than registration by condoning the
delay of less than 30 days 30 days delay of less than 30 days
registration by condoning the by condoning the delay of more registration by condoning the
delay of more than 30 days but than 30 days but less than a year delay of more than 30 days
less than a year but less than a year
registration by condoning the by condoning the delay of more registration by condoning the
delay of more than a year than a year delay of more than a year
5 Inclusion of names in B5
registrations done without name
or with pet name
6 According sanction for Including B6 According sanction for Including D6 According sanction for M6
minor changes and corrections in minor changes and corrections in Including minor changes and
the register the register corrections in the register
7 Sanction for making major B7 Sanction for making major D7
corrections in registrations made corrections in registrations made
within the last five years within the last five years
8 Sanction for making major B8 Sanction for making major D8 Sanction for making M8
corrections in registrations made corrections in registrations made corrections in register
before the last five years before the last five years
9 Resolving inconsistencies B9
between school records and
birth register when the
difference is of less than one
15
year duration
10 Resolving inconsistencies B10
between school records and
birth register when the
difference is of more than one
year duration
11 Issuing copies from birth register B11 Issuing copies from death register D11 Issuing copies from marriage M11
register
12 Searching information in birth B12 Searching information in death D12 Searching information in M12
register register marriage register
13 Issuing certificate showing lack B13 Issuing certificate showing lack of D13
of availability of birth certificate availability of death certificate
14 Periodic reports on birth B14 Periodic reports on death D14 Periodic reports on marriage M14
registration registration registration
15 Awareness creation on birth B15 Awareness creation on death D15 Awareness creation on M15
registration registration marriage registration
16 Training employees on the Acts B16 Training employees on the Acts and D16 Training employees on the M16
and Rules governing birth Rules governing death registration Acts and Rules governing
registration marriage registration
17 Issuing guidelines on B17 Issuing guidelines on administration D17 Issuing guidelines on M17
administration of birth of death registration laws administration of marriage
registration laws registration laws
18 Collecting statistical information B18 Collecting statistical information on D18
on birth registration death registration
19 Consolidation of statistical B19 Consolidation of statistical D19
information on birth registration information on death registration
20 Preparation of annual reports on B20 Preparation of annual reports on D20
birth registration death registration
21 Preparation of statistical reports B21 Preparation of statistical reports on D21
on birth registration death registration
22 Consolidation of vital statistics B22 Consolidation of vital statistics D22
16
23 Administering routine birth B23 Administering routine death D23
registration in the absence of registration in the absence of sub-
sub-registrar registrar
24 Keeping records of birth B24 Keeping records of death D24
registration in the absence of registration in the absence of sub-
sub-registrar registrar
25 Maintenance of birth registration B25 Maintenance of death registration D25 Maintenance of marriage M25
records records registration records
26 Examination and supervision of B26 Examination and supervision of D26 Examination and supervision M26
birth registers death registers of marriage registers
27 Consolidation of monthly reports B27 Consolidation of monthly reports D27 Consolidation of monthly M27
and periodic reports and periodic reports reports and periodic reports
28 Conducting inquiry for condoning B28 Conducting inquiry for condoning D28 Conducting inquiry for M28
delay in birth registration, delay in death registration, condoning delay in marriage
including changes/corrections in including changes/corrections in registration, including
registers, and for issuing registers, and for issuing changes/corrections in
identification certificates as per identification certificates as per registers, and for issuing
the application of local residents the application of local residents identification certificates as
per the application of local
residents
29 Providing information on live- B29 Providing information on deaths D29 Providing information on M29
births other than that of infants marriage
30 B30 Providing information on still-birth D30
31 B31 Providing information on death of D31
infants
17
P re sid e n c y M a gist ra te C h ie f R e gist ra r D istric t R e gist ra r A d d itio n a l C h ie f R e gist ra r
P u b lic `cW ] cw M an a g e m e n t P u b lic `cW ] cw M an ag e m e n t M an a g e m e n t
P u b lic Se rv ice s Se rv ice s D ata b ase Se r vic e s D ata b ase D ata b ase
B4 B8 B 1 5, B 16 B 27 B3 B 19
B ir th B 26 N IL
B5 B9 B 1 7, B 26 B 28 B8 B 22
D4 D e ath
D5 D 1 5, D 1 6 D 27 D3 D19
D26 N IL
D5 D9 D 1 7, D 2 6 D 28 D8 D22
M3
M a rria g e
M 15, M 16 M 27
N IL M7 N IL M 26 N IL N IL
M 17, M 26 M 28
M9
R e g istra r S u b R e gistra r
B 2, B 6, B 7, B 18 B 14
B irth B 1 0, B 1 1,B 12 , B 24 B 20 B1 B 25 B 21
B 1 3, B 23 B 29 B 21 B 27
D 2, D 7 D18 D 14
D e ath D 1 1, D 1 2 D24 D 20 D1 D25 D 21
D 1 3, D 2 3 D29 D 21 D27
M arriag e M 1, M 2 M 24 M 14 N IL N IL N IL
M 1 1, M 1 2 M 29 M 20
Ø m] \ w / s ] mX pØ e w h oS v
B 30 B30
kw`hØew
D 3 0, D 3 1,D 3 2 D 30 ,D 32
F ig u r e 3
B irth -D e ath -M ar riag e R e g istratio n
p ro c e ss at v ario u s sta ge s
M 30 M 30
18
Compared to other states, Kerala has got a unique place in civil registrations.
According to the estimates of National Population Commission, Kerala has got a high
proportion of registrations. Please see Figures 4 and 5. As could be seen from Figure
4, Kerala stands first among the states with population above one crore in terms of
proportion of births that are registered. In the case of death registrations, Kerala is
just behind Punjab and Karnataka.
According to the sample registration survey, Kerala is ahead of big States in birth and
death registrations. Please see figures 6 and 7.
Figure 8 shows the proportion of registered births and deaths to total births and
deaths across districts in Kerala. Death registration is comparatively low in Kannur,
Palakkad, Kollam, Kasaragod, Idukki, Wayanad and Malappuram districts. One reason
for this would be that majority of deaths may not be taking place at hospitals.
Interventions in public health in these districts would be important in making death
reporting effective. Comparatively high proportion of registrations in Kerala opens
possibility for using it for demographic studies and public health programmes. Once
the network of LSGIs with computerised reservation system becomes a reality,
consolidation and analysis of statistics become effortless.
The first attempt to computerise the civil registration system was made in
Kumarakom Grama Panchayat in Kottayam district in 1998. That year, Centre for
Development of Imaging Technology (C-DIT) deployed a software application at
Kumarakom Grama Panchayat office for civil registrations. The application was
called PRAWNS (Package for Responsive Administration of Welfare Network and
Services). KELTRON had also developed an application called Janaseva and deployed
it in a few LSGIs. There were also a few other applications; some developed by
public sector organisations such as CMC Limited and C-DAC, and a few others
developed by private developers.
19
Figure 4 A
Comparison of Birth Registration across groups of States
Percentage of Birth Registration in Group 1 States

(Population above 1 crore)
Percentage Registrations(2001)
100
90
80
70
60
50
40
30
20
10
0
IÀ®mSI
cmPØm³
lcnbm\
HdoÊ
]©m_v
Xangv\mSv
KpPdm¯v
NÞoKVv
_wKmÄ
a[y{]tZiv
D¯À{]tZiv
B{Ôm{]tZiv
almcmjv{S
tIcfw
]Ýna
State
Source: National Commission on population
20
Figure 4 B

(Population between 10 lakhs and 1 crore)
90
80
70
60
50
40
30
20
10
0
{Xn]pc
aWn¸qÀ
lnamNð
D¯cm©ð
taLmeb
Uðln
{]tZiv
State
21
Figure 4 C

(Population between 1 lakh and 10 lakhs)
120
100
80
60
40
20
AcpWmNð
NÞoKVv
\mKmemâv
t]mïnt¨cn
Zm{Zm & \mKÀ
\nt¡m_mÀ
antkmdmw
kn¡nw
tKmh
Bâam³
Zzo]pIÄ
{]tZiv
lthen
State
22
Figure 4 D

(Population below 1 lakh)
84
82
80
78
76
74
Zma³ & Zyq e£Zzo]v

State
23
Figure 5 A
Comparison of Death Registration across groups of States
Percentage of Death Registration in Group 1 States

Percentage Registrations(2001
90
80
70
60
50
40
30
20
10
0
Xangv\mSv
NÞoKVv
PmÀLÞv
Bkvkmw
lcnbm\
]©m_v
almcmjv{S
KpPdm¯v
a[y{]tZiv
B{Ôm{]tZiv
D¯À{]tZiv
]Ýna _wKmÄ
HdoÊ
_olmÀ
IÀ®mSI
cmPØm³
tIcfw
State
24
Figure 5 B

120
100
80
60
40
20
0
lnamNð
{Xn]pc
D¯cm©ð
aWn¸qÀ
taLmeb
Uðln
{]tZiv
State
25
Figure 5 C

120
100
80
60
40
20
0
NÞoKVv
kn¡nw
\mKmemâv
t]mïnt¨cn
antkmdmw
\nt¡m_mÀ
Zm{Zm & \mKÀ
AcpWmNð
tKmh
Bâam³
Zzo]pIÄ
{]tZiv
lthen
State
26
Figure 5 D

Percentage Registrations(2001 85
80
75
70
65 e£Zzo]v Zma³ & Zyq
State
27
Figure 6 A
Percentage of birth registration estimated based on sample registrations – various states and union territories
Group1 states / union territories
Group 1 States/Union Territories

(Population above 1 Crore)
100
Birth Registration(Percentage)
80
60
40
20
0
Panjab
Andra Pradesh
Gujarat
Rajasthan
Kerala
Orissa
Tamil Nadu
Maharashtra
Karnataka
Hariyana
Chathisgarh
Uttarpradesh
Madhyapradesh
West Bengal
Bihar
State/Union Territory
28
Figure 6 B
Group2 states / union territories
(Population between 10 lakh and 1 crore)

(Population between 10 lakh and 1 Crore)
100
80
60
40
20
0
HimachalPradesh
Uttaranchal
Meghalaya
Manipur
Tripura
Delhi
29
Figure 6 C
Group 3 states / union territories
(Population between 1lakh and 10 lakhs)

(Population between 1 lakh and 10 lakhs 1 Crore)
100
80
60
40
20
0
Arunachal
Chandigad
Pondichery
Andaman
Nagaland
Goa
Haveli
Misoram
Sikkim
Nikkobar
Pradesh
30
Figure 6 D
(Population less than 1 lakhs)

(Population less than 1 lakh)
100
80
60
40
20
0
Assam
Lekshadeep
Charghand
Jammu &
Daman Deu
Kashmir
31
Figure 7A
Percentage of death registration estimated based on sample registration – various states and uniorn territories

(Population above 1 Crore)
100
Death Registration(Percentage)
80
60
40
20
0
Orissa
Andra Pradesh
Chathisgarh
Uttarpradesh
Rajasthan
West Bengal
Maharashtra
Madhyapradesh
Bihar
Panjab
Kerala
Tamil Nadu
Gujarat
Karnataka
Hariyana
32
Figure 7 B

(Population between 10 lakh and 1 Crore)
100
80
60
40
20
0
HimachalPradesh
Manipur
Tripura
Delhi
Meghalaya
Uttaranchal
33
Figure 7 C

(Population between 1 lakh and 10 lakhs 1 Crore)
100
80
60
40
20
0
Misoram
Pondichery
Sikkim
Goa
Andaman
Nagaland
Chandigad
Haveli
Arunachal
Nikkobar
Pradesh
34
Figure 7 D

(Population less than 1 lakh)
100
80
60
40
20
0
Charghand
Jammu &
Daman Deu
Lekshadeep
Assam
Kashmir
35
Birth Rate
10
15
20
25
0
5
Malappuram
Wayanad
Kerala – Comparison of Birth rates across Districts (2001)

Idukki
Kasaragod
Kannur
Palakkad
Figure 8 A
Ernakulam
District
Kozhikode
Keralam
Trissur
Thiruvananthapuram
Kottayam
Alappuzha
Kollam
Pathanamthitta
36
Death Rate
9
Alappuzha
Pathanamthitta
Thrissur
Kerala – Comparison of Death rates across Districts (2001)

Ernakulam
Kollam
Kottayam
Figure 8 B
Palakkad
District
Kasaragod
Idukki
Keralam
Thiruvananthapuram
Kozhikode
Malappuram
Wayanad
Kannur
37
Information Kerala Mission (IKM) came into existence in June 1999. Subsequently the
state government decided that software applications developed by IKM should be
deployed in LSGIs. IKM started software development based on an extensive system
study conducted with active stakeholder participation. Therefore, the software
application that IKM developed for birth-death-marriage registrations is
comprehensive and is strictly in accordance with the requirements of the Act and
Rules.
The details of ‘Sevana’ application suite are provided in Table – 2. Sevana application
suite comprises the following modules.
i) Sevana Past Data Entry module.
ii) Sevana Hospital Kiosk module.
iii) Sevana Local Body Kiosk module.
iv) Sevana Local Body module.
v) Sevana District module
vi) Sevana Panchayat Directorate module.
Table – 3 shows the activities relating to registrations using ‘Sevana’ in various LSGIs in
Kerala.
These activities are organised in 17 LSGIs at present. It is proposed to extend it to

another 224 LSGIs before 31st March 2004. Various activities shown in Tables 3A, 3B
and 3C could be categorised into two-preliminary activities and end user services.
38
Table2
Details of Sevana Application Software
No. Name of Module Objective Technology Functionality
1 Sevana PDE Software application for Front End - VB 6.0 1. Local masters can be created for hospitals, institutions
capturing legacy data on etc. facility for data entry management and monitoring.
birth-death-marriage Back End - SQL 2000 This makes data entry easy.
registrations Server 2. Facility for recording the details of data entry done by
each operator with key depression count. This helps
improve the quality of data entry centres and operators.
Helps in preparation of data entry bills.
3. Facility integrate the information collected though pre-
processing with the application. This helps separation of
mistakes due to problems in registers and data entry
errors.
4. Facility to track major mistakes in registers during, data
entry itself.
5. Facility to make information in English for records
pertaining to the period before 2000, and in Malayalam
for records pertaining to the period after 2000,
consistent with the change in registration rules.
6. In addition to capturing the data in the registers as it is ,
the module helps standardisation of educational
qualification, occupations, causes of death etc.
7. Facility to record statistical information
8. Facility to integrate the data captured through sevana
PDE with the online application.
2 Sevana LSGI Module Module for computerisation Web Server - IIS 1. Facility to electronically send reports on birth, death and
of birth, death and marriage marriage registrations to the registrars at the higher
registrations issue of Front End- ASP level and for maintenance of original files.
certificates and 2. Facility to transfer reports to district and state levels.
administration of social Back End - SQL 2000 3. Facility to trace unauthorised changes in the electronic
security schemes. Server database and to spot the personnel responsible for such
The module has enhanced corrections.
accountability compared to 4. Facility to allow verification of registrations records and
the original module to edit as per user rights.
deployed at registration 5. Facility to make delayed applications submitted at
units such as Grama registration units available at the concerned district
Panchayats, Municipality, registrar’s office module through the network.
and Corporation, by 6. Facility to send applications and inquiry reports to
effecting controls in making district as well as state levels.
changes in the data base.
The new systems allows un
employee to perform the
operations entrusted with
him/her. The objective of
the software is to carryout
registrations as per rules.
3 Sevana District Module for deployment at Web Server - IIS 1. The District Registrar can accord sanction to LSGI
Module the offices of the District Registrar for registering births and deaths against
Registrars (Deputy Directors Front End- ASP deployed applications.
of Panchayat/Municipal 2. All corrections for registrations happened within the last
Secretary/Corporation Back End - SQL 2000 10 years can be effected through the District Registrar
Secretary) Server 3. Facility to send information of Registrations handled by
District Registrars to lower as well as higher levels.
4. Facility for the District Registrar to send reports to
Registrars reporting to them as well as to Chief Registrar
through the network.
5. Facility to take printout of the decisions taken by the
District Registrar on various applications.
40
4 Sevana Panchayat Web Server - IIS 1. Facility to complete the process relating to the decisions
Directorate Module of Chief Registrar in the case of birth and death
Front End- ASP registrations and the decisions of Registrar General in the
case of marriage registrations.
Back End - SQL 2000 2. Reports for data consolidation at state level on birth-
Server death – marriage registrations.
3. Facility to incorporate changes in the masters of hospital
kiosk modules and LSG modules.
Module for deployment at
the office of the Chief
Registrar (Panchayat
Directorate)
41
5 Sevana Hospital Kiosk The module to make 1. Facility to make electronic reports on registrations to
module available the registrations Front End - VB 6.0 LSGIs. Possible to implement distribution of digital
details to the LSGI without certificates in future, if required.
delay and erros Back End - SQL 2000 2. Cross checking and validation is possible as events are
Server directly reported at hospital kiosk. Therefore, extensive
validations are included. Non-standardised data cannot
be recorded. Reported information corrected through
verification of printout.
3. Facility to electronically transfer data from hospital kiosk
to concerned registration unit.
4. Details of cause of death arranged based on the coding
scheme used in the vital statistics reports of the
Department of Economics and statistics.
5. Facility to standardise names addresses etc. as part of
developing an integrated citizen database.
6 Sevana LSGI kiosk Module for deployment in Web Server - IIS 1. Facility for data entry of information from persons
module the kiosk at the LSGIs for directly, and in the case of hospitals without kiosks,
birth, death and marriage Front End- ASP Information from hospitals, institutions, and LSGIs.
registrations 2. All facilities available in Sevana PDE Module.
Back End - SQL 2000
Server
42
Table 3 A
Details of activities relating to birth – death – marriage registrations in Grama Panchayats till 2003 December using
sevana
Details of Data entry

Status of Activities
(Number of records)
Sl.No Grama Panchayat Pre- Counter
Data
Birth Death Marriage processi Correction Verification Operation
entry
ng started
1 Amboori Grama Panchayat 2937 1653 162 NA
2 Vellanad Grama Panchayat 4434 3412 2304
3 Kattakada Grama Panchayat 8328 4849 2542 NA
4 Vilavoorkkal Grama Panchayat 375 1962 582 NA
5 Madavoor Grama Panchayat 2914 1891 2499 NA

Kottarakkara Grama
6 Panchayat
82316 7989 4964
7 Vazhakkad Grama Panchayat 20190 3130 149 -
8 Ajanoor Grama Panchayat 55290 4689 118 - - -
9 Kumbala Grama Panchayat 22676 5127 44 - - -
43
Table 3 B
Details of activities relating to birth – death – marriage registrations in Corporations
till 2003 December using sevana

(Number of records)
Sl.No Corporation Pre- Counter
Data Correctio Verifi
Birth Death Marriage process
entry n cation
Operation
ing started
Thiruvananthapuram
1 383243 76035 8575 NA - -
Corporation
2 Kollam Corporation 139955 22494 7771 NA
3 Kochi Corporation 204274 69908 3442 NA

4 Thrissur Corporation 149300 26662 1972 NA
5 Kozhikkode Corporation 329328 67068 4651 NA -
Table 3 C
Details of activities relating to birth – death – marriage registrations in Municipalities
till 2003 December using sevana
(Number of records)
Sl.No Municipality Pre- Counter
Data Correct Verificati
Birth Death Marriage proces Operation
entry ion on
sing started
1 Guruvayoor Municipality 17122 4252 17904 - -
2 Kannur Municipality 118590 13974 4370 - - -
3 Kasaragod Municipality 164839 15858 227 - - -
44
Preliminary activities include the process before bringing the legacy information into the
database. These include of preliminary examination records, pre-processing, data entry,
100% verification, corrections, and verification of 1% random sample. It is the services
offered at the counters after deployment of Sevana that are called end user services.
Services offered at the counters include new registrations, name inclusions, distribution of
copies of registers and certificates. Condoning delayed registrations, incorporating
charges in registers with prior approval, resolving inconsistencies between the information
in registers and school records etc., are not handled at the counters as they require
inquiry into the matter. These processes could also be made rapid by making
computerised database available at the LSGIs. However, the time for inquiry and for
communication between various offices cannot be avoided. The next stage of Sevana
envisages overcoming this limitation by providing Internet based communication across
offices. Computerised search and issue of certificates at counters started in five LSGIs in
Thiruvananthapuram district in 2001 and in four corporations in 2003. Please see Table 4.
Table 4 A
Details of activities of computerised counters (Grama Panchayats)
Total Computerised
Sl.No Started Date
Grama Panchayats Counters counters
Vellanad Grama
1 2 18-09-2001
1
Panchayat
Vilavoorkal Grama
2 1 0 18-09-2001
Panchayat
Amboori Grama
3 1 0 18-09-2001
Panchayat
Kattakada Grama
4 1 0 18-09-2001
Panchayat
Madavoor Grama
5 1 0 18-09-2001
Panchayat
45
Table 4 B
Details of activities of computerised counters (Corporations)
Sl.No. Total Computerised
Corporation Started Date
Counters counters
6 Kollam Corporation 12 4 20-01-2003
7 Kochi Corporation 12 7 31-01-2003
8 Thrissur Corporation 12 4 07-02-2003
Kozhikode
9 12 4 01-01-2003
Corporation
Details of a working Janasevanakendram the computerised counter are shown in Figure –

9. Second version of Sevana with restrictions in authorisation for incorporating changes in
the database has been deployed in Kollam, Kochi, and Thrissur corporations.
Figure 9
Details of computerised counters at corporations
(Janasevanakendram)
46
The Line of Business Expertise (LOBE) team of IKM has conducted a study on quality
control and data security in the birth-death-marriage registration process at
corporation. The details of the study are provided in Annexure – 1. A proposal to
improve the quality of registration by establishing kiosks at corporations came up as
a result of the study. Such an endeavour would help improve the quality of public
services along with ensuring efficient management of registration processes and
would go a long way in containing corruption. It was in this context that the Census
Director took the initiative to implement online certificate distribution system
similar to the one at Delhi Municipal Corporation in Kerala’s Corporations.
Preliminary discussions on the matter were held with Secretary, LSGD, Secretary,
Planning and Economic Affairs, Secretary, Modernising Government Programme,
Director of Panchayats, and Director, Information Kerala Mission. This concept note
has been prepared based on the ideas granted through these discussions.
3. Methodology for Improving Birth-Death-Marriage Registration System
High level of reporting is the main strength of Kerala’s Civil Registration System.
However, lapses in data quality are prevalent in Kerala’s system also. The civil
registration system would be able to deliver its social responsibility only if these
lapses are overcome systematically. This is not possible through routine
computerisation. Mechanisms need to he created to critically examine manuscript
records and resolve inconstancies. In order to make the existing civil registration
system more efficient and people oriented, interventions would be required at the
following three fronts.
i) Intervention in processes.
ii) Intervention organisation.
iii) Intervention in database and transactions.
3.1 Intervention in Processes

People should be made aware of the importance of civil registrations. Unnecessary
transactions, for example, corrections, could be avoided if the information is
entered correctly the first time itself. This would help streamlining the management
system of civil registrations.
3.2 Intervention in organisation

1. The responsibility and authorisation in the civil registration system need to
be re-organised. There should be a sub-registrar for every 250 registrations
per month.
47
2. The number of registrations per month in a typical Grama Panchayat, except
for boundary cases, is between 25 and 50. In Municipalities it is between 50
and 1000 and in Corporations, between 1000 and 3000. Requests for
certificates are processed only after a delay of 20 to 60 days at present, as
the applications are to be located from old registers. This state of affairs
could be changed if the delay in handling applications is eliminated and the
search process is sped up. The only way to achieve these is computerisation.
3. Through computerisation it is possible to develop a database of registrations
and eliminate the uncertainty in the process, thereby abolishing corruption
and nepotism.
4. The employees should be given sufficient orientation and training for
improvement in behavioural attributes, making them prepared for better
service delivery.
3.3 Intervention in database and transactions

1. The most important component here is ensuring quality while computerising
legacy databases. However, it should be noted that LSGIs do not pay adequate
attention to verification process. This would adversely affect the effectiveness of
computerisation. In order to ensure quality of legacy database, 100% verification
of the database should be conducted and corrections made in the database.
Subsequently, 1% random sample verification is held. If the error level in the
database is not within acceptable limits, re-verification of the entire database
should be carried out. Please see Table 5.
As could be seen in Table 5, maximum error allowed in certificate fields is 0.25%
and in non-certificate fields 5%.
2. IKM’s experience in implementation at Kozhikode Corporation shows that starting
counter operations without clearing the backlog would render counter operations
ineffective. The backlog if allowed to continue would provide chance for
corruption.
3. Laxity in completing the data entry and verification of day-to-day registrations
on the day of transaction itself leads to problems in ensuring data quality. This
causes un-corrected information getting into the corrected database. Even
though the information in the electronic database is crosschecked with manual
records before issuing certificates, a small error in this process could lead to
grave mistakes in certificates.
48
Following is a proposal to improve the administration of civil registrations by reorganising
the framework of the existing processes and effecting changes in the organisational as
well as database related aspects.
Table 5
Criteria for verification by Random Sampling

Non-certificate Maximum Maximum
Certificate fields(NC) permissible
permissible error in
fields error in non-
certificate field
No. Categiry captured in certificate
groups as
copy of till from field groups as
percentage of total
register(C) 1999 2000 percentage of
records
total records
Birth
1 8 15 7 0.25% 5%
Registration
Death
2 8 11 8 0.25% 5%
Registration
Marriage
3 24 - - 0.25% 5%
Registration
4. Towards a New Concept of Hospital Kiosk Model for Corporations
Registration of births, deaths, and marriages fall into two categories.

1. Registration of events that take place at homes.
2. Registration of events that take place in institutions (Institutions here means
hospitals, jails, public places, and vehicles).
The primary reporting of events that take place at homes happen at the LSGIs
directly. The main limitation of registration of events that take place in institutions
is in reporting. Reporting happens through the staff in charge of reporting events.
The practice is to report the event to the staff in charge who would subsequently
forward it to the LSGI. The formal registration process happens after this.
Therefore, correction of errors in the initial report through crosschecking is not
possible in such cases.
As majority of the registrations are based on events in institutions, it affects the
quality of birth and death registrations adversely. Please see Figure 10. In Kochi
Corporation, 99.77% of births take place in institutions. Corresponding figures for
Kollam and Thrissur Corporations are 99.69% and 99.74% respectively. In the case of
death registrations, 100%, 75.90%, and 88.91% of registrations in Kollam, Kochi and
Thrissur Corporations respectively take place in institutions.
49
The concept of Hospital Kiosks is being put forward to overcome the limitations
mentioned above. With kiosks established at major hospitals linked to LSGIs,
reporting becomes direct. Crosschecking and correction of data is possible at source
itself. Data is transferred to the LSGI from the hospital kiosk in computerised form.
Please see Figure 11. Available technology options for this are provided in Annexure
3. Detailed specifications of equipments are provided in Annexure 4.
As reporting takes place over the computer network, quality control and
standardisation happen as part of the reporting process itself. Even as the
manuscript report reaches the LSGI, it is compared with the report that reached
through the network and added to the database. The copy of the register could be
prepared subsequent to this. It would be possible to improve the quality of service
by establishing a messenger facility between the hospitals and the LSGIs for
transferring the documents. It would be possible to establish a mechanism to
distribute copies of registrations the next day itself. In the case of unnatural deaths
that require autopsy, the copy of register could be supplied while the relatives of
the deceased receive the body. As the certificate is made available at the hospital
the succeeding day after every event, uncertainty is completely eliminated from the
registration process. This would be extremely convenient to the public.
This would lead to a drastic reduction in the number of registrations for which data
entry is to be handled at the LSGIs. Please see Figures 12A and 12B. For instance,
the 1134 birth registrations that are handled per month at present at the
Corporation could be handled as 1132 at hospitals and just 23 at the Corporation.
This would reduce the scope of activities at the Corporation counters.
In the case of death registrations, 295 of a total of 374 registrations per month could
be shifted to the hospital. The Corporation would need to handle only 79
registrations. Figure 12B shows the details of birth and death registration at the
major hospitals in Kochi Corporation. The details of registrations at Lissie Hospital
(40178), General Hospital (37578), Lakshmi Hospital (24971), Lords Hospital (20018),
MAJ Hospital (13201), Vijaya Hospital (9055), INHS Sanjeevani Hospital (8568),
Ernakulam Medical Centre Hospital (5845), IGCH Hospital (4707), and Dr.Joy’s
Hospital for Women (4332) are provided in the figure.
Also see the pie-chart on death registrations. When the number of death
registrations are arranged in decreasing order, the sequence of hospitals in Kochi
Corporation is as follows – Medical Trust Hospital (10862), General Hospital (9219),
Lissie Hospital (7887), Lords Hospital (5151), PVS Memorial Hospital (2638),
Ernakulam Medical Centre Hospital (2509), SSMM Hospital (2187), IGCH Hospital
(1971), MAJ Hospital (1834), and Krishna Hospital (836).
50
Figure 10
Proportion of registrations through institutions and direct registrations
Cochin Corporation(Birth) Cochin Corporation(Death)
99.77%
Hospital 75.90% Hospital
Registration Registration
Non Hospital Non Hospital

0.00%
Institution Institution
Registration 23.99% 0.11% Registration
0.23%
Non Institutional Non Institutional
Kollam Corporation(Birth) Kollam Corporation(Death)
Hospital
Hospital
99.68% Registration
Registration
100.00%
0.32%
Non Hospital Non Hospital
0.01% Non Institutional 0.00% Non Institutional
Registration 0.00%
Registration
Trissur Corporation(Birth) Trissur Corporation(Death)
Hospital Hospital
88.91%
99.74% Non Hospital Non Hospital

0.01% Non Institutional 10.91% 0.18%
Non Institutional
0.25%
51
Figure 11
Schematic representation of the data communication network across Panchayat
Directorate, Hospital Kiosks and Corporations
Panchayat Directorate
Satellite
Internet Telephone
Satellite dish Server
Modem
Corporation
(District Registrar)
Server
Satellite dish
Corporation
Satellite dish (Registrar)
Intewrnet
Hospital
Internet
Telephone
Server
Modem
Telephone
Modem Server
52
Figure 12 A
Difference in data entry at Corporation office – Before and after
establishing Hospital Kiosks
Before Hospital Kiosk
1200
1133.9
Number of Registrations
1000
800
per month
600
400
200
0
0
Corporation Hospital Kiosk Birth Registration
After Hospital Kiosk
1200
1131.76
1000
800
per month
600
400
200
2.14
0
Corporation Hospital Kiosk Birth Registration
53
373.58
400
350
300
per month
250
200
150
100
50 0
0
Corporation Hospital Kiosk
Death Registration
400
Number of Registrations per
350
294.79
300
250
month
200
150
78.79
100
50
0
Death Registration
Corporation Hospital Kiosk
54
Figure 12 B
Kochi Corporation Hospital-wise states of births and deaths
Hospital wise Birth details in Cochin Corporation

Lisi Hospital
General Hospital
4% 4% 3%
3% Others
6%
2%
Lekshmi Hospital
2%
10% Lords Hospital
M.A.J. Hospital
Vijaya Hospital
21%
I.N.H.S. Sanjeevani
12% Hospital
Ernakulam Medical Centre
Kochin Hospital
I.G.C.H
Dr. Joys Hospital For

15% Women
18%
55
Hospital wise Death details in Cochin Corporation
5% 4% 4%
5% 3%
2% Medical Trust Hospital
5% General Hospital
Lisi Hospital
Others
10% 20%
Lords Hospital
A.I.M.S
P.V.S. Memorial Hospital
Ernakulam Medical Centre

10%
S.S.M.M Hospital
I.G.C.H
17% M.A.J Hospital

15% Krishna Hospital
56
With the fixing of clear responsibilities for certificate issue and processes such as name
inclusion for birth registrations, the efficiency of counter operations would increase
substantially. Quality and replicability of the processes would get enhanced. The
reduced workload at the LSGI counters would lead to better responsibility and
accountability.
Please see figure 13 composition of transactions at the corporation for birth
registration before establishing hospital kiosks is shown in figure 13(A). As per this,
name inclusion contributes 39%, corrections 4%, delayed registrations 1%, and issue of
certificates 56%. Once the kiosks are established, 50% of the transactions get
transferred to them. In the remaining transactions, 39% would be for name inclusion,
4% for corrections, 1% for delayed registration, and 6% for issue of certificates. This
eliminates the scope for corruption.
Figure 13
Difference in the number and composition of applications for birth registration
handled at the corporation counter – before and after establishing Hospital Kiosks
56%
Name Inclusion
Correction
1%
Delayed
4% registration
Certificates issues
39%
50% Name Inclusion
Correction
39% Delayed registration
Certificates issues
Transactions transferred
6% 1% 4% to the Hospital Kiosk
57
5. The Hospital Kiosk System
The Hospital Kiosk system would be implemented through collaboration of

Corporations and Hospitals. The role of various stakeholders is shown in Table – 6.
The investment required from Corporations and Hospitals and also the recurring costs
are shown in Table – 7. The norms used for estimating the cost is provided in Annexure
– 5. Private Hospitals may levy user charge to meet the expenses of running the
facility. In the case of government hospitals, hospital development societies would
have to meet the cost. The user charge that would have to be levied for the meeting
monthly running costs are shown in Figure – 14. User charge falls below Rs. 10/- per
transaction if the number of certificates issued is more than 120 per month. This
means, for practical levels of user charge, at least 120 certificates should be handled
per month.
5.1.1 Risks
i. Security is the single factor in the Hospital Kiosk system that warrants special
attention. This in because of multiple access points outside Corporations.
Functionality to take care of this would have to be incorporated at Sevana
application level, database level and operating system level.
ii. There is a chance of using the system for profits and for vested interests as the
network of hospital is linked to the civil registration system.
iii. Attempt to establish a transparent system that does not allow corruption might
lead to objections from vested interest groups.
It would be the will power of people representatives and their commitment to

transparency and elimination of corruption that would enable stabilisation of the new
system. A structured programme and systematic implementation are necessary for
this. The following components are extremely important.
a. Revolve existing problems in Sevana database.

b. Initiate a campaign to clear the entire backlog in issuing certificates that has
accumulated over the last five years.
c. Insist on quality control for new information added to the database.
d. Establish a quality control system that would help sustain the counters and
ensure that the system functions well.
58
Table 6
Responsibilities of hospitals and corporations in hospital Kiosk system
No. Agency Functionality

1. Arranging space, electricity connection, earthing,
furniture, internet cable connection, computer, printer
and UPS for kiosk
1 Hospital
2. Providing personnel for data entry and making stationery
available in sufficient quantity.
3. Sending reporting forms to corporation and bringing
certificate from the corporation
1. Making the required software available to the kiosk,
costomisation and maintenance.
2. Making hardware available at the corporation
3. Comparison of electronic database with original records
2 Corporation
4. Establishing regular internet connection at the
corporation.
5. Preparations for creating citizen database.
6. Steps to enter past data and maintain it in scanned
form.
Table 7
Cost estimate for establishing hospital Kiosks
Agency Item Type of investment / Expenditure Amount

Computer 26000
Printer 8000
Capital Cable Modem 4200
Investment UPS 2900
Cable with Internet connection 1000
Hospital Total 42100
Internet Charge 500
Recurring Consumables 100
expenses Cost for transferring forms to the corporation
600
(per month) and sending certificate to hospital
Total 1200
Amount invested by the corporation for
Corporati Capital
procurement of Server, Backup Server, 4 726000
on Investment
Client Computers and software
Server 240000
Server Operating Systems and Database 46000
Firewall 200000
Cable Modem 4200
Internet Connection charge 1000
59
for the software of Sevana Kiosks (each
0
hospitals)
Client Operating System and Client Access
11000
Licenses
ISM (Malayalam Software) 7000
Data related costs, cost for ensuring quality 500000
Cost of data archiving 500000
Total 2235200
Recurring Internet Charge 10000
expenses
(per month) Total 10000
Figure 14
Cost – volume Analysis based on number of certificates
handled per month
1200
1100
1000
User charge in Rs.
900
800
700
600
500
400
300
200
100
0
1 2 3 4 5 10 50 60 75 100 125 150 175
Number of certificates issued per month
6. Conclusion
Civil registration system is one of the services offered by LSGIs that is prone to corruption and
nepotism. With the establishment of hospital kiosks and LSGI kiosks, and with the
computerisation of district registrars’ offices and the chief registrar’s office, it would be
possible to carry out online registration. In such a system certificates could be issued as per
Section 12/17 within a day. Copies of registrations and certificates for old registrations could
be issued the same day. Important processes such as name inclusion could be done
immediately on submission of application. This would improve the administration of civil
registration significantly.
60
Annexure – 1
Report of the Study Conducted by the

Line Of Business Expertise Team of IKM
1.0. Introduction
The need for quality control was felt while organising data entry of lakhs of records,
verifying and correcting errors as part of the computerisation of birth, death, and
marriage registrations in Corporations that Information Kerala Mission (IKM) has taken
up. The quality control system that IKM drew up had the following objectives.
1) To transfer all the correct information in the birth, death, and marriage
registers into electronic database with all the details.
2) If errors that could be corrected are detected in the information recorded in

the registers, then help LSGIs make such corrections through a local process.
3) To record errors identified thus, which cannot be corrected, mark such errors
along with the concerned records and to ensure that wrong certificates and
copies of registration are not issued.
IKM took the initiative to conduct a detailed review on completion of 10 months after
Sevana application was deployed in four corporations. The study conducted by the
Line Of Business Expertise (LOBE) team that included a review of the process of Sevana
database creation and an audit of the database was an attempt to formulate a model
to achieve the quality control mechanisms mentioned above. Various stages in the
development of Sevana database are shown in Figure – A1.
As could be seen from the figure, the first stage of constructing Sevana database is the
preliminary examination of registers. It was at his stage that the need to remove
several validations in the application was realised. Validations would have made entry
of several records into the database impossible. Therefore data entry was carried out
after removing the validations in the application.
Masters were used for standardisation of name of hospital / institution / post office,
sex, occupation, educational qualification, nationality, religion, village, cause of death
etc. An option for entering the information as in the manuscript registers was also
provided in the masters. This was done with the intention of revolving mismatch
between the information in manuscript registers and the option provided in the
masters.
61
Data entry was carried out using the Sevana application modified thus. The entered
data was verified onscreen first. After correcting the errors detected at this stage,
the entire database was verified by the LSGI staff. This verification was done using
printouts. After correcting the errors found in this stage, verification of 1% sample of
records is carried out by comparing the data with that in the manual records. IKM
decided to deploy only those databases that do not have errors above a specified level.
Otherwise, the entire database would have to be re-verified.
62
START
Preliminary examination of registers
Customisation of data entry application
Data Entry
On screen preliminary verification and

correction by data entry operations
Verification of printout of records by the

staff of the civil registration section of the
corporation
Complete re- Identifying of marking errors

verification
Correction
Verification of 1% random sample of

records by comparing with manscript
records
Yes
Does the database meet quality’s
standards
Commissioning of the database
No
END
Figure – A1. Schematic

Diagram of Data Entry &
Verification at Corporations
63
These studies on birth, death and marriage registrations were carried out at
Kozhikode, Thrissur, Kochi, and Kollam Corporations. Random sampling method was
used for this. One percent random samples were used in studies on data porting.
Changes in the database from the data porting stage till the time of study was
examined. The audit trail in the electronic database was used to locate the changes
that have been made in the database after verification. The records in which changes
have been made were compared with the original manuscript records to identify
possible discrepancies. Subsequently a 1% random sample was examined to assess that
correctness of new records in the electronic database. The errors in manuscript
records related to birth, death and marriage registration was estimated through
examination of 100% records.
A3.0 Results of the study
A3.1 Data porting studies
These studies were conducted as a measure to the quality of work in data entry, data
verification and correction stages of birth, death and, marriage registrations.
Details of birth, death and marriage registration records available at various

Corporations at the time of the study are provided in Table A1.
As could be seen from Table A1, the number of records ported to the database was
369218 at Kozhikkode, 149759 at Thrissur, 255626 at Kochi, and 146838 at Kollam. The
percentage of records handled was 40.07 at Kozhikode, 26.29 at Kochi, 15.94 at Kollam
and 16.25 at Thrissur. Birth records form 79.86% of the records. In Kozhikkode,
Thrissur, Kochi and Kollam Corporations, the percentage of birth records is 80.58,
85.46, 73.99, and 82.53 respectively, the percentage of death records is 18.16, 14.17,
24.82, and 12.97 respectively and the percentage of marriage records is 1.26, 0.37,
1.19 and 4.49 respectively. 40.43% of the total birth records in the four corporations
belong to Kozhikode. In death records, 39.26% belongs to Kozhikode and 37.15% to
Kochi. In the case of marriage registration 44.45% belongs to Kollam and 31.32% to
Kozhikode.
64
Table A 1
Name of Birth Death Marriage

Total
Corporation Registration Registration Registration
297524(80.58) 67044(18.16) 4650(1.26) 369218 (100)

Kozhikode
(40.43) (39.26) (31.32) (40.07)
127981(85.46) 21225(14.17) 553(0.37) 149759 (100)

Thrissur
(17.39) (12.43) (3.72) (16.25)
189138(73.99) 63443(24.82) 3045(1.19) 255626 (100)

Kochi
(25.70) (37.15) (20.51) (27.74)
121190(82.53) 19050(12.97) 6599(4.49) 146839 (100)

Kollam
(16.47) (11.16) (44.45) (15.94)
735833(79.86) 170762(18.53) 14847(1.61) 921442 (100)

Total
(100) (100) (100) (100)
One percent records where selected at random from the total records in the databases
at four corporations. There records were compared with their corresponding
manuscript records. The parameters used for comparison are shown below.
The information in every record was categorised into two as shown below.
(i) Information available in the copies of registers that are captured in the
certificates (C)
(ii) Information not available in the copies of registers and that are not captured in
the certificates (NC).
Category ‘C’ errors should be dealt with more seriously as they lead to wrong
transactions. The information in the NC fields is important from a statistical point of
view.
The above fields were further categorised as shown below
(1) Character fields (T)

(2) Numeric fields (N)
(3) Masters (M).
Masters contain information that has been prepared prior to data entry. While doing
data entry, the data entry operator selects appropriate information from the master
tables on the screen. For example, in the master that contains the nationality of
father in a birth registration, two options are provided – Indian and Non-Indian.
Operator selects the appropriate one. This table is called combo box. Errors in such
fields arise out of selection of wrong choice by the operator.
65
When the fields are categorised as described above, the composition of records in the
registers is provided in Table A2(1). In birth register, prior to year 2000, there had
been 23 character fields, 8 certificate fields, 15 non-certificate fields. After year 2000,
this has change to 14, 8, and 6 respectively.
Table A 2(1)
Composition of data fields in birth fields in birth-death-marriage registrations
Database Non-database Comple
Total
Certificate certificate te
T N M T N M T N M
Birth Registration
4 3 1 4 2 9 8 5 10 23
before 2000
Birth Registration
4 3 1 2 1 3 6 4 4 14
after 2000
Death Registration
4 3 1 3 1 7 7 4 8 19
before 2000
Death Registration
4 3 1 3 2 3 7 5 4 16
after 2000
Marriage Registration 11 5 7 0 0 0 11 5 7 23
Total 55 40 39 23 33 95
In the case of death registrations, the number of certificate fields remained at 8. In

year 2000, number of non-certificate fields came down to 9 from 11. There are no non-
certificate fields in marriage register. All the 23 fields are certificate fields. In
addition, the share of character fields is high in marriage registrations. The proportion
of numeric fields remains almost the same across birth, death, and marriage
registrations. Proportion of fields in which data is directly entered (not selected from
combo box) is high for marriage registrations. Therefore, the limitations of the data
entry system reflect more on marriage registrations. Lack of verification system to
resolve this worsens the state of affairs.
Out of the 95 fields, 39 are ‘T’ fields, 23 are ’N’ fields and 33 are ‘M’ fields.
Composition of fields in registers in shown in Tables A2(2), A2(3) and A2(4). Most of the
information recorded by the data entry operator contains addresses and names.
Therefore, the only way to improve quality of data in this case is to improve the
quality of data entry.
66
Table A 2(2)
Data fields handled in birth registration
Certificate fields Non – certificate fields
Non-certificate fields
present in copy of Type of Type of present in copy of register Type of
present in copy of register
register field field after year 2000 (NC) field
till year 2000 (NC)
Permanent address of
Name T T Name of informant T
Gaurdian
Place of birth T Name of informant T Remarks T
Father’s Name T Address of Informant T Reporting date N
Mother’s Name T Remarks T Registration unit M

Mother’s Completed age at
Serial No. / Register No N N Town/Village M
the time of delivery
Date of birth N Order of birth N District M
Educational qualification of
Date of registration N M
father
Male / Female M Father’s occupation M
Father’s Nationality M
Father’s religion M
Mother’s educational
M
qualification
Mother’s occupation M
Mother’s nationality M
Mother’s religion M
Type of attention during
M
labour
67
Table A 2(3)
Data fields handled in death registration
Non – certificate fields present
Certificate fields present in Non-certificate fields present in
Type of Type of in copy of register after year Type of
copy of register copy of register till year 2000
field field 2000 (NC) field
(NC)
Name of deceased T Name of Informant T Name of Informant T
Father’s/Husband’s Name T Address of Informant T Address of Informant T
Place of death T Remarks T Remarks T
Permanent address T Age N Age of diseased N
Serial No/ Register No N Marital Status M Reporting date N
Registration number N Occupation M Registration unit M
Date of death N Religion M Town/Village M

District
Male/Female M Nationality M M
Cause of death M
Whether death had been certified

M
by a medical officer
Type of attention at the time of
M
death
68
Table A 2(4)
Data fields handled in marriage registrations
Certificate fields Non – certificate fields
Non-certificate fields
present in copy of Type of Type of present in copy of register Type of
present in copy of register
register field field after year 2000 (NC) field
till year 2000 (NC)
Place of marriage T Date of marriage N Taluk M
Name of bridegroom T Age of bridegroom N Town M
Name of bride T Age of bride N Village M
Place of birth of
T Registration number N Marital status of bridegroom M
bridegroom
Place of birth of bride T Date of Registration N Marital status of bride M
bridegroom’s place of
T Bridegroom’s occupation M
residence
bride’s place of
T Bride’s occupation M
residence
Bridegroom’s father’s/
T
guardian’s name
Bride’s father’s/
T
guardian’s name
Name and address of
T
the first witness
Name and address of
T
the second witness
69
Data entry errors identified by the above scheme of examination could be classified in
to three.
(a) Errors in character fields
(b) Errors in numeric fields
(c) Errors in master fields.
Errors in the master fields could further be classified into three.

1. Type 1 errors: Blank fields in the electronic database whereas the corresponding
fields are not blank in manuscript records (Blank for non-blank).
2. Type 2 errors: Non-blank fields in electronic fields when the corresponding fields in
manuscript records are blank (Non blank for blank).
3. Type 3 errors: Wrong information recorded in the electronic database instead of
the corresponding right information in manuscript database (Non-blank 1 for Non-
blank 2).
Corporation wise distribution of various types of errors observed in birth, death, and
marriage registrations is shown in Table A3(1) to A3(4). It is the average number of
fields before and after year 2000 that has been used for arriving at the indices. The
difference in the number of fields before and after year 2000 has not been considered
in this comparison.
Table A 3 (1)
Errors in character fields in Corporations (Percentage of total records)
Birth Death Marriage

Total Index
Name of Registration Registration Registration
of
Corporation
errors
C NC C NC C NC C NC
Kozhikode 9.81 19.68 13.78 39.26 86.96 - 11.59 23.20 18.86
Kochi 5.45 15.74 2.49 15.78 73.33 - 5.55 15.56 11.79
Thrissur 5.17 8.02 6.61 19.38 100.00 - 6.12 9.64 8.57
Kollam 8.05 16.02 5.91 22.66 71.64 - 10.64 16.20 15.69
Total 7.54 15.92 7.91 26.36 78.71 - 8.84 17.63 14.63
70
Table A3(1) shows the details of errors in character fields. Proportion of errors in
marriage registrations is quite high. This is a reflection of the limitations in
verification. In terms of the number of errors in character fields, Kozhikode, Kollam,
Kochi and Thrissur fall in decreasing order of errors.
Table A 3 (2)
Errors in numeric fields in Corporations (percentage of total records)

Total Index
of
Corporation
C NC C NC C NC C NC errors
Kozhikode 19.46 43.37 16.15 48.89 84.78 - 19.69 43.86 34.18
Kochi 2.94 7.84 1.99 8.64 86.67 - 3.73 7.94 6.74
Thrissur 3.01 0.62 11.45 38.77 25.00 - 4.43 6.25 5.50
Kollam 3.24 5.64 2.46 8.87 14.93 - 3.66 5.83 5.29
Total 9.45 20.01 8.90 28.59 50.32 10.05 21.30 16.98
Marriage registration has maximum number of errors in numeric fields also. One of the
reasons for high level of errors could be the fact that the data verification was not
carried out by the employees who handles marriage registration. The order of
corporations in terms of decreasing level of errors in numeric fields is Kozhikode,
Kochi, Thrissur, and Kollam.
Table A 3 (3)
Type 1 errors due to wrong selection from masters in Corporations (Percentage of total
records)

Total Index
of
Corporation
Kozhikode 5.37 21.38 5.33 64.15 89.13 - 6.47 29.36 20.13
Kochi 1.74 3.16 0.17 4.82 100.00 - 2.55 3.53 3.79
Thrissur 0.08 0.93 0.44 1.32 0.00 - 0.13 0.98 0.62
Kollam 0.83 1.41 0.49 0.99 1.49 - 0.81 1.29 1.13
Total 2.70 9.56 2.28 27.36 46.45 3.38 12.78 9.18
71
Table A 3 (4)
Type 2 errors due to wrong selection from masters in Corporations (Percentage of total
records)

Total Index
of
Corporation
Kozhikode 3.46 12.69 6.07 10.67 15.22 - 4.12 12.13 8.85
Kochi 1.91 4.19 3.16 47.01 73.33 - 3.08 14.59 10.01
Thrissur 0.77 11.19 1.76 11.45 83.33 - 1.56 11.14 7.45
Kollam 4.07 4.40 2.96 75.37 14.93 - 4.41 13.97 10.10
Total 2.67 8.82 4.10 31.28 31.61 3.44 12.94 9.14
Table A 3 (5)
Type 3 errors due to wrong selection from masters in Corporations (percentage of total
records)

Total Index
of
Corporation
Kozhikode 2.96 11.18 4.00 24.89 89.13 - 4.29 13.68 10.31
Kochi 1.14 5.12 1.66 7.81 30.00 - 1.62 5.71 4.17
Thrissur 0.00 1.39 0.00 0.00 0.00 - 0.00 1.17 0.68
Kollam 0.17 1.91 2.46 7.39 2.99 - 0.61 2.58 1.81
Total 1.48 6.26 2.46 13.47 33.55 - 2.22 7.52 5.58
The order of Corporations in terms of decreasing number of Type 1 errors in masters

would be Kozhikode, Kochi, Kollam, and Thrissur. For Type 2 errors it is Kollam, Kochi,
Kozhikode, and Thrissur and for Type 3 errors Kozhikode, Kochi, Kollam, and Thrissur.
Marriage registration shows high level of errors in master fields too.
Except for Type 2 errors, Kozhikode Corporation has got error levels higher than the
state average. Kochi and Kollam in Type 2 errors and Kollam in errors in character
fields are the only exceptions.
72
Table A 3 (6)
Index for comparison of total errors
Errors in Errors in Errors in master fields Comparative index

Name of
character numeric Type 1 Type 2 Type 3 of total erros
Corporation
fields fields errors errors errors
Kozhikode 18.86 34.18 20.13 8.85 10.31 18.47
Kochi 11.79 6.74 3.79 10.01 4.17 7.30
Thrissur 8.57 5.50 0.62 7.45 0.68 4.56
Kollam 15.69 5.29 1.13 10.10 1.81 6.80
Total 14.63 16.98 9.18 9.14 5.58 11.10
Indices as shown in Table A3(6) have been arrived at based on the functional
requirements of various fields. Weighted average has been used to prepare these
indices. The percentage of errors is multiplied by the number of records in the
corresponding register, for birth, death, and marriage. It is the average of these
figures that have been tabulated based on the nature of fields. Average total errors
have also been calculated using the same method. Corporation wise distribution of
errors in character, numeric and master fields in available. It is clear that the level of
errors could be substantially reduced if data in numeric and master fields are
subjected to better validations, and names, addresses etc., are selected from a pre-
defined citizen database.
Comparison of Corporations in terms of total errors is shown in Figure A2. Higher the
index, poorer is the quality of data. Here Corporations show decreasing trend of errors
in the order Kozhikode, Kochi, Kollam, and Thrissur. This index comes handy for
comparison of data entry processes.
Figure A2
Comparison of Corporations in terms of total errors
20.00
Percentage of errors
15.00
10.00
5.00
0.00
Kozhikode Cochi Kollam Trissur
Corporations
73
Figure A3 shows the distribution of errors when certificate fields alone are considered.
There is no change in the general trend in this case either. The only difference is that
Kollam falls before Kochi in terms of the number of errors.
Figure A3
Comparison of errors in certificate fields - Corporations
Comparitive intex of errors
10.00
8.00
6.00
4.00
2.00
0.00
Kozhikode Kollam Cochi Trissur
Corporations
Table A4 to A6 show the distribution of errors for birth, death, and marriage
registrations considering certificate fields alone.
Figure A4
Comparison of errors in the certificate fields of birth registers
Birth
10.00
Comparitive intex of
8.00
errors
6.00
4.00
2.00
0.00
Kozhikode Cochi Trissur Kollam

Corporations
In case of birth registration, the order in terms of error level is Kozhikode, Kollam,
Kochi, and Thrissur.
74
Figure A5
Comparison of errors in the certificate fields of death registers
Death
10.00
9.00
8.00
7.00
errors
6.00
5.00
4.00
3.00
2.00
1.00
0.00
Corporations
For death registration, the order is Kozhikode, Thrissur, Kollam, and Kochi.
Figure A6
Comparison of errors in the certificate fields of marriage registers
Marriage
80.00
60.00
40.00
20.00
0.00
Corporations
In the case of marriage registrations, error level decreases in the sequence Kozhikode,
Kochi, Thrissur and Kollam.
75
A.3.2. Data Audit Study
As indicated earlier, the data audit study consists of three components.

(a) Detailed examination of records in which changes have been incorporated
electronically.
(b) Examination of records added after the Janasevanakendram counters were
established (1% random sample).
(c) Examination of errors in manuscript records based on registration laws.
In the records in which changes had been incorporated, the following types of
transactions were examined.
1. Transactions relating to birth registration
a) New registrations
b) Name inclusion
c) Minor changes and corrections
d) Corrections in child’s name
e) Corrections in mother’s name
f) Corrections in father’s name
2. Transactions relating to death registration

a) New death registrations
b) Changes in the name of the deceased.
c) Corrections in name of father or guardian.
d) Corrections in place of death.
e) Corrections in date of death.
f) Minor changes and corrections.
Main transaction in marriage registration is new registrations. Various transactions

Corporation-wise are shows in Tables A.4(1) and A.4(2). Correction in father’s name is
the main transaction in birth registration. This forms 43.49% of total corrections.
Changes in mother’s name forms 34.70%. Most of these changes are necessitated by
the lack of proper diligence while preparing original manuscript records. In Table
A.4(2) also, changes in name of father or guardian assumes first place (55.81%).
Electronic databases in which changes have been incorporated were compared with
manuscript records and examined for process inconsistencies. Details of errors found
through this examination are shown in Table A.4(3).
76
Table A.4(1)
Details of birth registration records subjected to data audit
Corporations
Transaction Transaction sub Kollam Kochi Thrissur Koshikkode
Category Category Total
Total Total Total
Total Count
Count Count Count
Birth Minor changes and
27 103 22 67 219
Registration corrections
Corrections in
71 149 67 113 400
child’s name
Corrections in
255 274 59 553 1141
mother’s name
Corrections in
332 388 102 608 1430
father’s name
Corrections in
34 25 3 36 98
date of birth
Total 719 939 253 1377 3288
Table A.4(2)
Details of Death registration records subjected to data audit
Corporations
Transaction Transaction sub Kollam Kochi Thrissur Koshikkode
Category Category Total
Total Total Total
Total Count
Count Count Count
Death
Registration Corrections in father’s 17 NA 3 4 24
/ guardian’s name
Corrections in place of
5 NA 0 1 6
death
Corrections in date of
4 NA 0 0 4
death
Minor changes and
3 NA 0 6 9
corrections
Corrections in the
17 NA 3 4 24
name of the deceased
Total 29 NA 3 11 43
Data audit was not possible in Kochi as the backup database taken at the time of
commissioning of the database was missing. The table show that changes in death
registers are fewer in comparison with changes in birth registers.
77
Problems observed when transactions in Table A.4(1) and A.4(2)were compared with
the manuscript records are as given below.
a. Change in electronic register not recorded in birth register.

b. Mother’s name changed without statutory orders.
c. Father’s name changed without statutory orders.
d. Child’s name changed without statutory orders.
e. Change in electronic database not incorporated in death register.
Table A4(3)
Details of errors as percentage of total records
Corporations State average
Main class of for
Error subclass
errors Kollam Kochi Thrissur Kozhikode comparisons
of errors
Change in electronic
database not recorded 6.98 7.21 9.51 4.45 6.40
in birth register
Mother’s name changed

5.88 2.92 50.85 4.52 6.84
Birth without authorisation
registration
Father’s name changed
3.92 2.58 28.43 9.87 7.83
without authorisation
Child’s name changed

23.94 8.72 16.42 17.70 15.25
without authorisation
Change in electronic
Death
database not recorded 4.35 NA 11.11 32.00 13.75
registration
in death register
Index for comparison across

6.87 6.28 14.06 5.85
corporations
Proportion of total changes is very high in Thrissur. Even after excluding the changes in
death registers, index of Kochi is higher than that of Kozhikode and closer to that of
Kollam. These trends require more detailed studies.
Tables A.4(5), A.4(6) show details of records in which names have been included and
records relating to new registrations. In order to assess the quality of data entry,
sample of new registrations and name inclusion in newly added records were compared
with manuscript records. Through this examination, errors committed while
incorporating the details of name inclusion in the manuscript records were detected.
Please see Table A.4(4). The table shows transactions through which name inclusion
78
was carried out without statutory orders. Percentage of such transactions in
Kozhikode, Kochi, Thrissur and Kollam was 6.23, 1.34, 9.02 and 4.24 respectively.
Table A4(4)
Details of transactions involving unauthorised name inclusion
Local Self Transaction Percentage of

Total number of
Government completed without unauthorised
transactions
Institutions authorisation transactions
Kozhikode 1253 78 6.23
Kochi 1197 16 1.34
Thrissur 599 54 9.02
Kollam 542 23 4.24
The data audit of newly included information was exactly similar to the data porting
studies given in A.1.1. The quality of information included in the database after data
porting into ‘Sevana’ database was examined through verification of 1% random
sample. Death registers in Kozhikode could not be included in the study due to lack of
sufficient time. Available details are provide in Tables A.4(7), A.4(8) and A.4(9).
79
Table A4(5)
Additions to the birth registrations data base at Corporations
Corporations
Thrissur Kozhikode Total
Main class Kollam Kochi
Transaction
of
subclass Total Sample Total Sample Total Sample Total Sample Total Sample
transaction
records size records size records size records size records size
New registration 8202 69 9125 75 9564 95 7550 84 34441 323

Birth
Registration
Name inclusion 5177 542 7918 1197 6320 599 9765 1253 29180 3591
Table A4(6)
Additions in death registrations database at Corporations
Corporations
Thrissur Kozhikode Total
Main class Kollam Kochi
Transaction
of
subclass Total Sample Total Sample Total Sample Total Sample Total Sample
transaction
records size records size records size records size records size
Death
Registration New Registration 1523 15 3456 - 1778 18 0 0 6757 33
80
Table A4(7)
Errors in character fields at Corporations (Percentage of total records)
Birth Death Total

Name of Registration Registration Index of
Corporation errors
C NC C NC C NC
Kozhikode 7.23 10.84 0.00 0.00 7.23 10.84 9.32
Kochi 20.00 77.33 12.90 67.74 17.92 74.53 50.32
Thrissur 6.25 14.58 10.53 10.53 6.96 13.91 10.98
Kollam 12.50 0.00 13.33 0.00 12.82 0.00 5.52
Total 10.79 29.14 12.31 35.38 11.08 30.32 22.12
Table A4(8)
Errors in numeric fields at Corporations (percentage of total records)
Birth Death Total

Corporation errors
C NC C NC C NC
Kozhikode 4.82 12.05 0.00 0.00 4.82 10.84 9.00
Kochi 0.00 22.67 0.00 64.52 0.00 34.91 19.77
Thrissur 2.08 5.21 0.00 5.26 1.74 5.22 3.73
Kollam 41.67 37.50 60.00 26.67 48.72 33.33 40.11
Total 5.76 14.39 13.85 38.46 7.29 18.95 13.93
Table A4(9)
Type1 errors due to wrong selection from masters at Corporations
(Percentage of total records)
Birth Death Total

Name of Index of
Corporation errors
C NC C NC C NC
Kozhikode 1.20 10.84 0.00 0.00 4.82 10.84 6.79
Kochi 2.67 18.67 0.00 67.74 0.00 34.91 19.45
Thrissur 1.04 25.00 0.00 10.53 1.74 5.22 13.41
Kollam 4.17 0.00 0.00 0.00 48.72 33.33 1.08
Total 1.80 16.91 0.00 35.38 7.29 18.95 12.27
81
When Corporations are arranged in terms of decreasing level of errors, the order in
Table A.4(7) is Kochi, Thrissur, Kozhikode, and Kollam, in Table A.4(8), it is Kollam,
Kochi, Kozhikode, and Thrissur, in Table A(10) it is Kochi, Thrissur, Kozhikode, and
Kollam, and in Table A(11) it is Kozhi, Kozhikode, Thrissur, and Kollam.
Average of total errors is compared in Table A.4(12). Level of error in Kochi

Corporation is more than double the state average. This shows serious lapses in
verification and correction of data entered daily.
Comparison of errors in fields with errors in certificate fields separately shown, and
these errors categorised for birth and death registrations are shown in figures A7, A8,
A9 and A10. These figures show trends in day to day management of counters. Poor
data entry is also a reflection of the quality of verification. These lapses should be
rectified immediately. Tables A.4(5) to A.4(12) show that while Kozhikode and Kollam
Corporations advanced in terms of maintaining the Sevana database, Kochi and
Thrissur show regress. The reason for undue increase in errors in Kochi and Thrissur
Corporations is the lapse in verification of non-certificate fields. There are serious
lapses in the verification of certificate fields in Kollam Corporation.
Examination based on registration laws was carried out for the complete database. It
was mandatory fields and data fields that were examined. Names of parents and place
of birth and mandatory fields for legitimate births and deaths in which the deceased
are correctly identified. Comparison in this respect showed the following lapses.
1) Omission of father’s name in birth register.

2) Omission of mother’s name in birth register.
3) Omission of place of birth.
4) Omission of date of birth.
5) Omission of date of registration in birth register.
6) Omission of place of death in death register.
7) Omission of date of death in death register.
8) Omission of date of registration in death register.
82
Figure A7
Comparison of errors in all fields in Corporations (1% random sample)
30.00
25.00
Percentage of errors
20.00
15.00
10.00
5.00
0.00
Cochi Trissur Kollam Kozhikode
Corporations
Figure A8
Comparison of errors in certificate fields alone in Corporations (1% random sample)
12.00
10.00
8.00
6.00
4.00
2.00
0.00
Kollam Cochi Kozhikode Trissur
Corporations
Figure A9
Comparison of errors in certificate fields in birth register (1% random sample)
P\\w
12.00
10.00
8.00
errors
6.00
4.00
2.00
0.00
Corporations
83
Figure A10
Comparison of errors in certificate fields in death register (1% random sample)
Death
15.00
10.00
errors
5.00
0.00
Corporations
Table A4(10)
Type 2 error due to wrong selection from masters at Corporations
(percentage of total records)
Birth Death Total
Corporation errors
C NC C NC C NC
Kozhikode 0.00 1.20 0.00 0.00 0.00 1.20 0.70
Kochi 0.00 89.33 0.00 93.55 0.00 90.57 51.79
Thrissur 0.00 12.50 0.00 5.26 0.00 11.30 6.52
Kollam 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 0.00 28.78 0.00 46.15 0.00 32.07 18.36
Table A4(11)
Type 3 error due to wrong selection from masters at Corporations
(percentage of total records)
Birth Death Total
Corporation errors
C NC C NC C NC
Kozhikode 1.20 0.00 0.00 0.00 1.20 0.00 0.51
Kochi 0.00 13.33 0.00 9.68 0.00 12.26 7.03
Thrissur 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Kollam 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 0.36 3.60 0.00 4.62 0.29 3.79 2.30
84
Table A4(12)
Average of total errors
Errors due to wrong selection
Errors in Errors in
Name of from masters Average of total
character numeric errors
Corporation Type 1 Type 2 Type 3
fields fields
errors errors errors
Kozhikode 9.32 9.00 6.79 0.70 0.51 5.26
Kochi 50.32 19.77 19.45 51.79 7.03 29.67
Thrissur 5.52 40.11 1.08 0.00 0.00 9.34
Kollam 10.98 3.73 13.41 6.52 0.00 6.93
Total 22.12 13.93 12.27 18.36 2.30 13.80
Table A4(13)
Records in the database that do not meet statutory requirements for birth registrations –
omissions (percentage)
Index of
Errors Kozhikode Kochi Thrissur Kollam
errors
Father’s name not
0.01 0.03 0.09 0.01
recorded 0.06
Mother’s name not
0.01 0.00 0.01 0.01
recorded 0.01
Date of birth not
0.02 0.00 0.01 0.00
recorded 0.01
Date of registration
0.02 0.01 0.03 0.01
not recorded 0.02
Place of birth not
0.01 0.03 0.02 0.03
recorded 0.03
0.01 0.03 0.06 0.02 0.29
Index
Validations that ensure that the date of birth, date of death, and date of registration are
before date of data entry. Proportion of errors is shown in Table A4(13). The reason for
these errors is the suspension of validations in the software application. It is clear that
these errors have crept into the database, as they could not be revolved during data
entry. It is clear from the table that incidence of these errors is relatively low. This
shows that suspending validations at the time of data entry was not an intelligent step.
Statutory and other validations for age of parents in the case of birth registration and for
age of bride and bridge room in the case of marriage registration were examined. The
information relating to this is provided in Table A4(14).
Number of records in which information has not been correctly recorded was 0.01, 0.03,
0.06 and 0.02% in Kozhikode, Kochi, Thrissur, and Kollam Corporation respectively.
85
Table A4(14)
Records in the data base that do not meet statutory requirements for birth registrations –
invalid dates (Percentage)
Index of
errors
Date of birth after date
0.57 0.33 0.48 0.56 0.51
of registration
Date of birth after date
0.03 0.02 0.04 0.04 0.03
of verification
Index 0.54 0.32 0.45 0.53 0.49
Number of records with improper dates in Kozhikode, Kochi, Thrissur and Kollam are
0.54, 0.32, 0.45 and 0.53 respectively.
Table A4(15)
Birth registration – Rare records (percentage)
Errors Kozhikode Kochi Thrissur Kollam Index of errors
Mother’s age below

0.04 0.03 0.08 0.07 0.05
12 years
Mother’s age above
0.00 0.00 0.00 0.00 0.00
55 years
Index 0.04 0.03 0.07 0.06 0.05
Records that are of extremely rare nature, through statutory not untenable are shown in
Table A4(16). The proportion of such errors in Corporations is 0.04% for Kozhikkode,
0.03% for Kochi, 0.07% for Thrissur, and 0.06% for Kollam.
Table A4(16)
Records in the database that do not meet statutory requirements for death registrations –
omissions (percentage)
Index of
errors
Date of death not
0.02 0.40 0.02 0.02 0.37
recorded
Date of registration
0.10 0.41 0.06 0.04 0.33
not recorded
Place of death not
0.66 3.83 0.46 2.31 3.13
recorded
Index 0.57 3.24 0.41 2.25 2.71
Records in which date of death is not entered form 0.57, 3.24, 0.41, and 2.25% of the
records in Kozhikkode, Kochi, Thrissur, and Kollam Corporations respectively.
86
Table A4(17)
Records in the database that do not meet statutory requirements for death registrations –
invalid dates (percentage)
Index of
errors
Date of death after date
0.99 0.32 0.98 1.33 0.96
of registration
Date of death after
0.05 0.00 0.06 0.03 0.04
death of verification
Index 0.95 0.32 0.93 0.30 0.92
Legally untenable dates of death form 0.95, 0.32, 0.93, and 0.30% in Kozhikkode, Kochi,
Thrissur, and Kollam Corporations respectively. Details of incomplete marriage records are
provided in Table A4(18).
Table A4(18)
Records in the database that do not meet statutory requirements for marriage
registrations – omissions (percentage)
Index of
errors
Marriage date not
0.02 0.06 0.05 0.09 0.07
recorded
Registration date
1.85 0.84 0.15 0.14 1.44
not recorded
Place of marriage
0.32 23.71 35.55 0.28 28.43
not recorded
Index 1.61 22.87 35.34 0.21 26.18
Incomplete marriage records in Kozhikkode are 1.61%. It is 22.87% in Kochi, 35.34% in

Thrissur, and 0.21% in Kollam.
Table A4(19)
Records in the database that to not meet statutory requirements for marriage
registrations – invalid dates (percentage)
Index of
Errors Kozhikode Kochi Thrissur Kollam errors
Marriage date after
5.20 5.29 4.22 3.08 4.44
registration date
Marriage date after
0.04 0.00 0.00 0.01 0.03
date of verification
Bridegroom’s age below
0.04 0.00 0.05 0.08 0.07
21
Bride’s age below 18 0.19 0.12 0.05 0.03 0.02
87
Index 4.95 5.18 4.13 2.97 4.28
Table A4(19) shows that the number of illegitimate records is substantial in marriage
registrations. This deserves detailed examination.
Table A4(20)
Marriage registration – rare records
Index of
Particulars Kozhikode Kochi Thrissur Kollam errors
Age of bride
groom above 80 0.02 0.00 0.00 0.00 0.02
years
Age of bride
0.02 0.00 0.05 0.00 0.04
above 70 years
Index 0.02 0.00 0.05 0.00 0.03
Table A4(19) shows illegitimate records. Table A4(20) shows records with extremely
high age of bride and bridegroom. These could be considered rare records even though
there is no statutory upper limit for age of marriage. The proportions of errors that are
caused by error in manuscript records and data entry mistakes need to be ascertained.
By incorporating crosschecks in validations at the time of data entry, the errors could
be detected at the time of data entry itself and corrections made.
Conclusion
1. Legacy data handling should be done diligently. Careful pre-processing of legacy

data and ensuring validations would help in reducing mistakes during data entry.
2. One percent sample verification done by the IKM team is extremely effective in
ensuring quality of data entry.
3. Information in the handwritten records that are not legally tenable needs to be
corrected as per existing procedure before data entry.
4. The new information that is added into the database after deployment of the
application should be made completely error-free before data entry. This is
necessary to maintain data quality.
5. The primary purpose of database management is to minimise corrections in a
database. The best way to minimise corrections is to validate the data at source
itself. In the case of registrations that happen at institutions, the possibility for
doing this is to enter information into computers at the reporting stage itself and
validate the information by cross checking with the reporter.
88
6. There has to be clear instructions regarding additions and corrections in the
database after the deployment of Sevana application. It is also essential to ensure
that these instructions are strictly followed. Responsibility needs to be fixed for
corrections and additions. User controls should be ensured so as to leave a trail of
corrections and additions, fixing responsibility clearly.
7. The revised process for quality control is shown in Figure A11.
Start
Identification of
Pre-processing of records incomplete records
Data entry
and numbering and illegitimate
registrations
Is corrections
Complete Initiate process to cancel
No possible as per
cancellation registration
Act & Rules?
Yes
Preliminary on-screen verification and Complete

correction by data entry operators correction
Verification of print outs by the civil

registration section of the LSGI
Data entry
Marking errors in the database
Corrections
1% random sample verification by comparing Yes Commissioning of

electronic records with manuscript records Sevana database
Establishing quality control

mechanism at the counters
Are quality
standards met ?
END
Complete
No
reverification
Figure A11 89
Flow chart of revived process for quality control
8. The quality control system at the counters is possible only through comparison of
the electronic records with the original records. This needs to be done on a daily
basis. Facility for this should be incorporated in the software.
9. The legacy records kept at the Corporation office should be scanned and
maintained in an archive. Re-verification and electronic validation together with
archiving would enhance the reliability and quality of the Sevana database.
10. Coding is necessary for occupation, education, and causes of death in the
statistical information. The use of National Occupations Code and International
Code on Diseases enhances the quality of the database.
11. Linking civil registration system with a system with unique numbers for each citizen
would help in increasing the quality of civil registration and vital statistics. In order
to facilitate this, electoral number, ration card number, and building tax number
should be linked to this.
90
Annexure 2
Sample Registration System
The increasing acuteness of the dynamic population data set in India and the
deficiencies in the statutory civil registration system have greatly intensified the need
for quick and reliable estimates of birth and death rates on a current and continuous
basis. The population census, though, provides decadal growth rates; it is not able to
provide a measure of the change in vital rates from year to year. To measure short-
term changes in the growth of population and to evaluate the impact of the family
planning programs, there is need for resorting to alternate sources of data. Various
methods based on the application of sampling techniques have been tried and tested in
many developing countries. Such methods include single and multi-round retrospective
surveys and the dual record system. In the absence of dependable vital rates from civil
registration, the Office of the Registrar General, India, initiated a scheme of sample
registration of births and deaths in India known as ‘Sample registration of Births and
Deaths in India: rural’ in 1964-65 on a pilot basis. The scheme became operational on
full scale from 1969-70 and was popularly known as ‘Sample Registration System
(SRS)’. The scheme envisages a large-scale demographic sample survey based on a dual
record system.
The main objective of SRS is to provide reliable annual estimates of birth and death
rates at the state and national levels for rural and urban areas separately. It also
provides various other measures of fertility and mortality. The field investigation
under Sample Registration System consists of continuous enumeration of births and
deaths in a sample of villages/urban blocks by a resident part-time enumerator and an
independent six monthly retrospective survey by a full-time supervisor. The data
obtained through these two sources are matched. The unmatched and partially
matched events are re-verified in the field to get an unduplicated count of correct
events. The advantage of this procedure, in addition to elimination of errors of
duplication, is that it leads to a quantitative assessment of the sources of distortion in
the two sets of records making it a self-evaluating technique.
Basic structure of the Survey

The main components of SRS are: · Base-line survey of the sample units to obtain usual
resident population of the same sample areas; · Continuous (longitudinal) enumeration
of vital events pertaining to usual resident population in the sample units by the part-
91
time enumerator; · An independent half-yearly survey for recording births and deaths
which occurred during the half-year under reference and up-dating the House-list and
Household schedule by the Supervisor; 2 · Matching of events recorded during
continuous enumeration and those listed in course of half- yearly survey; · Field
verification of unmatched and partially matched events.
Baseline Survey:
The base-line survey is carried out prior to the start of continuous enumeration. This
involves preparation of a notional map of the area to be surveyed, house numbering
and house listing and filling-in of a household schedule. Wherever a sound system of
house numbering exists the same is adopted. Otherwise, the house numbering is done
by the enumerator/supervisor with the help of chalk and tar, etc. at a conspicuous
place near the entrance of the house. The supervisor prepares a notional map with the
help of the enumerator showing important landmarks and location of the houses
covered by the sample unit. He then prepares a list of houses/households covered by
the sample in the House List (Form 1) and fills-in the Household Schedule (Form 2)
wherein he records the residential status and demographic particulars of each
individual residing in the household viz. name, sex, age, marital status and relation to
head of household, etc. The inmates of public institutions like hotels, inns, schools and
hospitals are excluded, but households living permanently within the compound of
such institutions are covered. A list of pregnant women (Form 3) is also prepared at
the time of the base line survey.
Continuous enumeration :
The enumerator maintains a Birth Record (Form 4) and a Death Record (Form 5) in
respect of his area. The enumerator is expected to record all births and deaths
occurring within the sample unit, as well as those of the usual residents occurring
outside the sample unit. The events to visitors occurring within the sample unit are
also listed, but these are not taken into account while calculating rates. Thus the
events to be enumerated by the enumerator are those pertaining to: (i) Usual residents
inside the
sample unit; (ii) Usual residents outside the sample unit; (iii) In-migrants present; (iv)
In-migrants absent; (v) Visitors inside the sample unit. For ensuring complete netting,
the enumerator uses different means to get information of the occurrence of vital
events in the sample unit. He takes the help of the village priest, barber, village
headman, midwife and such other functionaries and contacts these informants at
92
frequent intervals and collects information about the occurrence of births and deaths.
On being informed about the occurrence of an event, he visits the concerned
household and records the prescribed particulars. He also keeps in touch with other
socially important persons and visits local or nearby hospitals, nursing homes,
cremation or burial grounds, at frequent intervals to keep himself informed about the
occurrence of events. He is required to maintain a list of pregnant women (Form 3)
which helps him in netting of all the births. Despite all these efforts, the enumerator
may fail to have information about some of the events. Therefore, he is required to
visit all the households once in each quarter (in rural areas) and once a month (in
urban areas) so as to ensure that all the events have been recorded. 3
Half-yearly Survey:
Half-yearly survey is carried out independently in each sample unit by a full-time
supervisor. The supervisor belonging to the statistical cadre of the Census Directorates
(either a Computor or Statistical Assistant or any suitable official) visits households in
the sample unit and records the particulars of births and deaths in Forms 9 & 10
respectively pertaining to usual residents and to visitors (only those occurring within
the sample unit) which had occurred during the half-yearly period (January-June or
July-December) under reference. Simultaneously, he updates the ‘house-list’, the
‘household schedule’ and ‘list of pregnant women’ by making suitable entries. In
carrying out this survey he does not have access to the birth and death records of the
enumerator which are withdrawn from the field before the supervisor is deputed for
the half yearly survey. An overlapping reference period of one year is also adopted in
the survey in order to net the events which might have been missed in the previous
half-yearly survey.
Matching:
On completion of the half-yearly survey, the Forms 9 & 10 filled-in by the supervisors
are compared with the Forms 4 & 5 (filled-in by the enumerators). This is done either
at the state or district headquarters or at regional centers. Each entry in the
enumerator's and supervisor's record is matched item by item and events are classified
as fully matched, partially matched and unmatched. The items generally considered
for matching are location of the household i.e. name of the head of house-hold and
house-number, name of the mother (for birth) and name of the deceased and cause of
death (in case of death), residential status, sex and month of occurrence.
93
Field verification of unmatched and partially matched events :
Every unmatched or partially matched event is verified by a visit to the concerned
household. This is done either by a third person or jointly by the supervisor and the
enumerator, depending upon the availability of staff.
Sample design:
The Sample design adopted for SRS is a uni-stage stratified simple random sample
without replacement. In rural areas, each district within a state has been divided into
two stratas viz. Strata 1 - Villages with population less than or equal to 1500 and Strata
2 - Villages with population more than 1500. In order to cover the village by one part-
time enumerator, villages belonging to the second strata (having population of more
than 1500) were segmented into two or more segments of equal size. A simple random
sample of villages and segments has been selected, from each of the two strata,
without replacement in each State/Union Territory. In urban areas stratification has
been done on the basis of size class of the towns/cities. The towns/cities were
grouped into five classes, viz.:- (a) towns with population below 20,000 (b) towns with
population of 20,000 and more but less than 50,000 (c) towns with population of
50,000 and more but less than 100,000 (d) towns with population of 100,000 and more
but less than 500,000, (e) cities with population of 500,000 and more but less than
1,000,000 and (f) each city with population 1,000,000 or more, treated as a separate
stratum. The sampling unit in urban area is a census enumeration block. A simple
random sample of these enumeration blocks has been selected without replacement
from each of the size classes of towns/cities in each State/Union Territory. There are
6,671 sample units covering about 6.2 million populations in 1999 for rural and urban
areas combined. Statement 1 shows the number of sample units and population
covered in 1999, separately for rural and urban areas of all the states and union
territories where SRS is being implemented.
New Initiatives:
To enhance the utility of SRS data, keeping in view the needs of users, the
following two initiatives have been taken during the year:- · Collection of
additional data in SRS: Special schedules have been canvassed during July-
December, 2001 to collect additional data on ‘Proof of age, registration of
births and determining the residential status of the mother during pre and
postnatal period’. The report analyzing the additional data will be brought out
separately. · Integration of Survey of Causes of Deaths (Rural) in SRS: The
94
Survey of Causes of Deaths (Rural) has been merged with Sample Registration
System from 1 st January, 1999 to give more impetus covering both rural and
urban areas. The technique of causes of deaths reported will remain the same
as “post death verbal autopsy”. The analysis of data on causes of deaths as
collected in SRS will be presented in separate volume of SRS Annual Report :
Causes of Death - 1999.
List of SRS publications brought out by ORGI.

· SRS Bulletin (Published twice in a year)
· Sample Registration System, Statistical Report (Annual Publication).
· SRS Based Abridged Life-Tables ( Published once in two years)
· Survey of Causes of Death (Rural) (Annual Publication).
· Compendium of India’s Fertility and Mortality Indicators, 1971-1997.
Table 1
Number of sample units and population covered
India, States and Union Territories, 1999
No. of sample units Population covered (in
Union territories Total Rural Urban Total Rural Urban
1 2 3 4 5 6 7
India 6671 4436 2235 6182 4821 1361
Bigger states
1 Andhra Pradesh 310 210 100 306 240 66
2 Assam 275 200 75 238 195 43
3 Bihar 500 400 100 428 393 34
4 Gujarat 300 200 100 274 222 51
5 Haryana 180 110 70 209 159 50
6 Karnataka 375 260 115 353 281 72
7 Kerala 250 150 100 302 240 62
8 Madhya Pradesh 400 300 100 292 243 49
9 Maharashtra 375 200 175 337 232 105
10 Orissa 405 300 105 300 239 61
11 Punjab 200 120 80 175 127 48
12 Rajasthan 350 250 100 325 277 48
13 Tamil Nadu 375 200 175 350 234 116
14 Uttar Pradesh 650 450 200 633 531 102
15 West Bengal 475 300 175 465 357 108
Smaller States
95
No. of sample units Population covered (in
Union territories Total Rural Urban Total Rural Urban
1 2 3 4 5 6 7
1 Arunachal Pradesh 56 50 6 45 38 7
2 Chhatisgarh 101 84 17 90 80 10
3 Goa 70 40 30 62 44 17
4 Jharkhand 139 92 47 119 94 25
5 Himachal Pradesh 190 140 50 100 72 28
6 Jammu & Kashmir 166 100 66 136 96 40
7 Manipur 150 100 50 132 97 35
8 Meghalaya 120 100 20 60 51 10
9 Mizoram 32 16 16 22 12 11
10 Nagaland 35 25 10 N.A N.A 5
11 Sikkim 60 50 10 57 49 9
12 Tripura 75 60 15 87 78 9
13 Uttaranchal 35 22 13 30 24 6
Union Territories
1 Andaman & Nicobar
Islands 45 30 15 31 22 9
2 Chandigarh 30 5 25 27 7 20
3 Dadra & Nagar Haveli 25 20 5 26 23 4
4 Daman & Diu 17 15 2 20 19 1
5 Delhi 130 10 120 98 16 83
6 Lakshadweep 10 5 5 13 8 4
7 Pondicherry 40 20 20 36 22 13
N.A : Not available due to non-receipt of returns

The latest data published on fertility and mortality from Sample Registration
System are of the year 1999. The following statement 2 gives ‘Estimated Birth
rate, Death rate, Natural
growth rate and Infant mortality rate, 1999’
96
Table 2
Provisional estimates of Birth rate, Death rate, Natural growth rate and Infant mortality rate,
2000
Birth rate Death rate Natural growth rate Infant mortality

Union Territories Total Rural Urban Total Rural Urban Total Rural Urban Total Rural Urban
1 2 3 4 5 6 7 8 9 10 11 12 13
India * 25.8 27.5 20.7 8.5 9.3 6.3 17.3 18.3 14.4 68 74 43
Bigger States
1 Andhra Pradesh 21.3 21.7 20.1 8.2 9 5.8 13.1 12.7 14.3 65 74 36
2 Assam 26.9 27.9 18.6 9.6 10 6.1 17.4 17.9 12.6 75 78 35
3 Bihar 31.9 32.8 25.6 8.8 9.1 7.1 23.1 23.7 18.5 62 63 53
4 Gujarat 25.2 26.8 21.9 7.5 8.3 5.8 17.7 18.4 16.1 62 69 45
5 Haryana 26.9 27.9 23 7.5 7.9 6.2 19.4 20.1 16.7 67 69 57
6 Karnataka 22 23.3 19.1 7.8 8.6 5.7 14.2 14.6 13.3 57 68 24
7 Kerala 17.9 18 17.5 6.4 6.5 6.2 11.5 11.6 11.4 14 14 14
8 Madhya Pradesh 31.2 33.2 23.5 10.2 11 7.5 21 22.2 16.1 88 94 54
9 Maharashtra 20.9 21.2 20.3 7.5 8.6 5.7 13.4 12.7 14.6 48 57 33
10 Orissa 24.3 24.8 20.1 10.5 11 7 13.7 13.8 13.1 96 99 66
11 Punjab 21.5 22.6 18.5 7.3 7.8 5.8 14.2 14.8 12.6 52 56 38
12 Rajasthan 31.2 32.6 25 8.4 8.8 6.5 22.8 23.7 18.5 79 83 58
13 Tamil Nadu 19.2 19.9 18 7.9 8.6 6.4 11.3 11.2 11.5 51 57 38
14 Uttar Pradesh 32.8 34 27.2 10.3 10.8 8 22.5 23.2 19.1 83 87 65
15 West Bengal 20.6 23 14 7 7.1 6.7 13.6 15.8 7.3 51 54 37
Smaller States
1 Arunachal Pradesh 22.3 23.1 13.9 6 6.3 2.5 16.3 16.8 11.4 44 45 11
2 Chhatisgarh 26.7 29.2 22.8 9.6 11.2 7.1 17.1 18 15.7 79 95 49
3 Goa 14.3 14.3 14.2 7.4 7.9 6.7 6.8 6.4 7.5 23 24 21
4 Jharkhand 26.5 28.8 19.4 9 9.8 6.5 17.6 19 13 70 74 48
5 Himachal Pradesh 22.1 22.5 16.9 7.2 7.3 5.5 14.9 15.2 11.4 60 62 37
6 Jammu & Kashmir 19.6 20.3 16.5 6.2 6.3 5.9 13.4 14.1 10.6 50 51 45
7 Manipur 18.3 19.1 16.2 5.6 5.4 6 12.7 13.6 10.2 23 23 25
8 Meghalaya 28.5 31 15.3 9.2 10.1 4.6 19.3 20.9 10.7 58 61 32
9 Mizoram 16.9 18.8 14.5 5.2 6.3 3.7 11.7 12.6 10.7 21 24 15
10 Nagaland N.A. N.A. 12.2 N.A. N.A. 3 N.A. N.A. 9.2 N.A N.A 23
11 Sikkim 21.8 22.1 14.8 5.7 5.7 4 16.2 16.4 10.7 49 49 36
12 Tripura 16.5 17 14 5.4 5.3 5.6 11.1 11.6 8.4 41 42 32
13 Uttaranchal 20.2 24.6 17.1 6.9 10.3 4.5 13.3 14.3 12.6 50 73 26
Union territories
Andman & Nicobar
1 Islands 19.1 19 19.3 5.1 5.7 3.4 14 13.3 15.9 23 27 10
97
Birth rate Death rate Natural growth rate Infant mortality
Union Territories Total Rural Urban Total Rural Urban Total Rural Urban Total Rural Urban
1 2 3 4 5 6 7 8 9 10 11 12 13
2 Chandigarh 17.5 18.9 17.3 3.9 3.8 3.9 13.6 15.1 13.4 28 38 26
Dadra & Nagar
3 Haveli 34.9 35.9 24 7.8 8.2 3.5 27 27.7 20.4 58 62 14
4 Daman & Diu 23.7 21.8 25.4 6.6 7.1 6.2 17.1 14.7 19.2 48 38 57
5 Delhi 20.3 21.4 20.1 5.1 5 5.1 15.1 16.4 15 32 32 32
6 Lakshadweep 26.1 27.6 24.6 6 7.1 4.9 20.1 20.5 19.7 27 25 29
7 Pondicherry 17.8 18.4 17.4 6.5 7.2 6 11.3 11.2 11.3 23 33 15
Source: Sample Registration System Bulletin. Volume 32, Issue 2, October 2001
Note: *: Excludes Nagaland (Rural) due to part-receipt of returns.
N. A.: Not available due to part-receipt of returns.
Infant mortality rates for Smaller States and Union Territories are for the
period 1998-2000
Prepared by:
Vital Statistics (Sample Registration System) Division
Office of the Registrar General, India
rgsrs@ndb.vsnl.net.in
28th March 2002
98
Annexure 3
Technology options for connectivity
Sl. Technical Technical description of technology for connectivity Agencies

Option Commercials
No. specifications and protocols involved
1. Direct dial- The kiosk This connectivity uses the ordinary telephone (PSTN) Call charges: 1. BSNL / other
up computer is network. The computer at kiosk is connected to the Rs.1.2 per 3 min telephone service
directly dials telephone line using a modem. The server at LSGI is also call. provider
the server at connected to a telephone line using modem. The server is Rs.2000 * 2 for
LSGI, connects configured as RAS (remote access service) server. The modems.
using RAS and kiosk computer dials the LSGI server and logs in to it with
transfers the the specified username and password. The server then
files disconnects the call and dials back the kiosk (call back)
and establishes a connection. The data is then transferred
using the DTS package available in the Sevana application.
For timely transfer of data, more number of modems/
telephone lines (e.g. using a rack modem + router) would
be required at LSGI based on the number of hospital kiosks
and the traffic from them.
2. Dial-up to The kiosk The computer at kiosk is connected to a telephone line Call charges for 1. BSNL (for
Internet and computer using a modem. It can dial an ISP and connect to Internet kiosk: Rs.1.20 per telephone
transfer connects to when required. (The hospital requires an Internet 3 min call (~Rs.360 connection at
over Internet using connection with an ISP). The server at LSGI has a per month). kiosk)
Internet telephone line. dedicated connection to Internet. It shall have protection ISP Internet usage 2. ISP (BSNL/
The LSGI server mechanisms to prevent threats from the Internet. When charges @ Rs.5 per Asianet/
has a the hospital kiosk computer is connected to Internet, it hour (~Rs. 75 per Reliance/
dedicated can establish a VPN connection with the LSGI server and month) Dishnet) for
Internet transfer the data to it through the secure connection. Annual leased line dedicated
connectivity. charges for LSGI: Internet
Rs.50,000 to Rs.1 connectivity at
lakh per year (for LSGI
Asianet)
3. Kiosk and Kiosk computer The computer at kiosk and the server at LSGI has a Dedicated Internet 1. Asianet/
LSGI and LSGI server dedicated connection to Internet. Both shall have connection at Reliance/ Dishnet
computers connected to protection mechanisms to prevent threats from the kiosk: ~ Rs.1000
on Internet Internet Internet. The hospital kiosk computer can establish a VPN per month
99
Sl. Technical Technical description of technology for connectivity Agencies
Option Commercials
No. specifications and protocols involved
(through through connection with the LSGI server and transfer the data to
dedicated dedicated LSGI through the secure connection. Dedicated Internet
connection connection connectivity at
such as LSGI: ~Rs.50000 to
cable/ DSL) Rs. 1 lakh per
year.
Assumptions in costing
1. The infrastructure for setting up the kiosk at the hospital shall be arranged by the hospital at their own cost. In the case of
Government hospitals, this shall be arranged by the Hospital Development Committee or by Government through some other
programme. The infrastructure to be arranged includes:
a. Room (relatively dust-free) for placing the kiosk.
b. Electrical connection to install the computer with proper earthing
c. Necessary furniture for the kiosk, including a table, chair for the computer operator and a lockable cupboard for
keeping the forms, other stationery and consumables, fan and light.
d. The room shall have a display board prominently mentioning the name of the concerned LSGI, and another board listing
the facilities available at the kiosk.
2. The hospital shall provide the computer, printer and UPS as per the specification fixed by IKM.
3. The hospital shall provide a data entry operator for conducting the data entry of the birth/ death registrations occurring at the
hospital. The wages/ salary for the operator shall be met by the hospital as part of their establishment expenses.
4. The hospital shall arrange for necessary consumables for operating the kiosk. The cost for the consumables shall be collected from
the users as user-fee by the hospital. The fee shall be fixed with the approval of the LSGI.
100
Annexure 4
Specification
Server (for LSGI)

Intel Xeon 2.8 GHz or better processor
System should be dual processor capable
533 MHz front side bus or better
512 MB ECC RAM upgradable to 2 GB
Dual channel Ultra 320 SCSI (320 MB/s) controller or better
RAID controller with support for RAID5 with minimum 64 MB ECC Cache.
4 nos. of 36 GB hot-swappable Ultra320 SCSI (320 MB/s) hard disks at 10,000 rpm or
better
1.44 MB Floppy Disk drive
CD-ROM drive 40x or better
20/40 GB or better internal DAT drive
Dual 10/100/1000 Mbps Ethernet network adapters
AGP display adapter with minimum 4 MB VRAM
15" SVGA non-interlaced digital colour monitor
PS2 keyboard for Windows. Keyboard should have Malayalam characters (Inscript
layout) printed on the keys
PS2 mouse with mouse pad
Serial, parallel and USB ports
Redundant power supply (hot pluggable)
Menu driven setup and configuration utility for the server
Remote management hardware with necessary software (including client side) for
remotely connecting to the system and performing maintenance, including the OS
Automatic server recovery
3 year comprehensive warranty (onsite)
Pre-failure warranty for hard disk, memory
Certification from Microsoft for Windows 2000 Server
All I/O ports must be labelled
Device drivers for all devices with media
Clients (for Hospital Kiosk)

Intel Celeron 2.4 GHz or better
128 KB L2 cache Memory or better
256 MB DDR-SDRAM upgradable upto 512 MB or better
40 GB Ultra/ATA 100 Hard disk drive at 7200 rpm or better
1.44 MB FDD (only in 1 client per location or one/five clients/location, whichever is
more)
CDROM drive 52x or better (only in 1 client per location or one/five clients/location
whichever is more)
10/100 Mbps Ethernet network card with remote booting facility
AGP display adapter with minimum 4 MB VRAM
15" SVGA digital colour monitor (should support 1024x768 NI resolution)
PS2 keyboard for Windows. Keyboard should have Malayalam characters (or Kannada or
Tamil as per requirement of the LSGI concerned) (Inscript layout) printed on the keys.
PS2 scroll mouse with mouse pad
2 USB Port, 2 Serial Ports, 1 parallel port
On board sound card
101
ATX Cabinet
3 year comprehensive warranty (onsite)
Certification from Microsoft for Windows XP Professional
All I/O ports must be labelled
Device drivers for all devices with media
Optional: 200W or better stereo amplified speakers
Printers
80 column dot matrix printer
24-pin head
300 cps minimum print speed for draft (10 cpi); 75 cps minimum speed for LQ (10 cpi)
Facility for printing on cut-sheets and continuous stationery (with tear-off)
1+3 paper support
The printer should have multilingual printing capability (Inscript) with flash memory
for character set updates
3 year comprehensive onsite warranty
Dial-up Modem
56 kbps dial-up external modem
Power supply, cables for connecting to telephone set and from modem to computer
The modem should function properly in all the rural exchanges in Kerala
Leased line Modem (for BSNL Internet connectivity)

64 / 128 kbps digital modem
Should support 2-wire / 4-wire operation
Approved by BSNL for Internet connectivity
V.32 and G.703 pair or V.32 pair – as required, based on BSNL requirement
Modem for Other ISPs – Reliance, Asianet, etc.

Usually supplied by the vendor itself based on their own technical specification
102
Annexure 5
Assumptions used for estimating the cost of ‘Sevana’ Information network.
The hospital management needs to provide the basic infrastructure for

establishing hospital kiosk. In the case of government hospitals, infrastructure
could be made through the kiosk programme. The details of infrastructure
required are provided below.
1. A dust – free room with electricity connection and proper earthing.
Furniture required includes table, chair, and a almirah with lock to keep
stationery and consumables., Fan and lighting should be provided. The
name of the LSGIs and the facilities offered at the centre should be
displayed using display boards.
2. Computer, printer, and UPS should be arranged at the hospital as per
specifications.
3. Data entry facility should be available at the hospital wages for the
operator should be met from establishment expenses.
4. Consumables required at the kiosks should be made available at the
hospital. Hospital may levy user charges to meet the cost of consumables
etc. LSGI should directly determine user charges.
103

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PILOT PROJECT FOR ONLINE CIVIL REGISTRATION AND

RELATED SERVICES AT CORPORATIONS

(DRAFT – NOT TO BE QUOTED)

Organisational structure of birth-death-marriage

Kerala’s attempts in decentralisation have already attracted international

i) Ensure maximum participation in the decisions and activities of LSGIs.

ii) Make decisions and activities of LSGIs transparent to facilitate

iii) To create a management reporting system covering the activities of

iv) To ensure that the management reporting of LSGIs is simple,

v) Improve the speed, comprehensiveness and transparency of public

In the absence of vital statistics based on civil registrations, sample studies,

In accordance with the above-mentioned Rules, Panchayat Director holds the

It is the system under the Department of Economics and Statistics headed by

Additional Chief Registrar

Deputy Chief Registrar Deputy Chief Registrar

Additional D istrict Registrar District Registrars

No. Births Deaths Marriages

Percentage of Birth Registration in Group 1 States

Source: National Commission on population

Percentage of Birth Registration in Group 2 States

Source: National Commission on population

Percentage of Birth Registration in Group 3 States

Zm{Zm & \mKÀ

Source: National Commission on population

Percentage of Birth Registration in Group 4 States

Zma³ & Zyq e£Zzo]v

Source: National Commission on population

Percentage of Death Registration in Group 1 States

Source: National Commission on population

Percentage of Death Registration in Group 2 States

Source: National Commission on population

Percentage of Death Registration in Group 3 States

Source: National Commission on population

Percentage of Death Registration in Group 4 States

65 e£Zzo]v Zma³ & Zyq

Source: National Commission on population

Group 1 States/Union Territories

Source: National Commission on population

Group 2 States/Union Territories

Source: National Commission on population

Group 3 States/Union Territories

Source: National Commission on population

Group 4 States/Union Territories

Source: National Commission on population

Group 1 States/Union Territories

Source: National Commission on population

Group 2 States/Union Territories

Source: National Commission on population

Group 3 States/Union Territories

Source: National Commission on population

Group 4 States/Union Territories

Source: National Commission on population

Kerala – Comparison of Birth rates across Districts (2001)

Kerala – Comparison of Death rates across Districts (2001)

i) Sevana Past Data Entry module.

ii) Sevana Hospital Kiosk module.

iii) Sevana Local Body Kiosk module.

iv) Sevana Local Body module.

v) Sevana District module

vi) Sevana Panchayat Directorate module.

These activities are organised in 17 LSGIs at present. It is proposed to extend it to

Details of Data entry

1 Amboori Grama Panchayat 2937 1653 162 NA