E-Stamping, Registration, Document Management System

A Complete solution from SHCIL

Stock Holding Corporation of India Limited (SHCIL)

SHCIL September 2007

Overview
Organization e-Stamping Registration Document Management System

Mission Statement

To be a world class technology driven and client focused market leader in financial and technical services

About SHCIL
Set up at the initiative of Govt. of India
Major Shareholders are IDBI Bank Ltd, ICICI Bank Ltd, IFCI Ltd,
SUUTI, LIC, GIC and Others

192 Offices across the Country Appointed by RBI as receiving office for GOI Bonds Only non-banking entity permitted by RBI to offer SGL services DP to GOI for various ministries, a/c in the name of 'President of
India
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EXCELLENT TRACK RECORD WITH REACH ACROSS COUNTRY

Business
Premier Custodian

Market share of 30% of the value of assets under custody Assets in Custody (31/3/09) Rs.4,22,209 Crores About 21% of Market Capitalization of BSE

Largest DP

More than 6,00,000 Clients

Compliance with Regulatory norms

MOST DEPENDABLE CUSTODIAN AND DEPOSITORY PARTICIPANT

Operational Capabilities
Transaction Processing
More than 1.4 Crore transactions last year Processes Approximately 50,000 transactions everyday SHCIL handles 40% of the value of transactions settled by NSDL in Stock Exchanges 1/3rd of the delivery based transactions of BSE and NSE Futures & Options Segment One of the largest Professional Clearing Members at NSE

COMMITTED TO EXCELLENCE

Information Technology
IT driven since inception Smithsonian Award for Visionary use of IT Computer Society of India Award for Best IT Usage State-of-the-art Physical and IT infrastructure CMM Level III Certification SHCIL Net - Countrywide VOIP network

BUILDING STRENGTHS THROUGH IT NETWORK

e-Stamping

A WEB-BASED APPLICATION TO PAY NON-JUDICIAL STAMP DUTY

What is e-Stamping
e-Stamping is a Secured way of paying non judicial stamp duty to the State Government e-Stamp which replaces the stamp paper is highly secure and tamper proof The Government of India appointed SHCIL as the sole Central Record keeping Agency for e-Stamping.

SECURE AND RELIABLE ELECTRONIC SYSTEM

Why e-Stamping
To prevent paper and process related fraudulent practices
To provide secure and reliable collection mechanism To stop the leakage of government revenues To store information in electronic form To build a central data repository to facilitate easy verification and generation of MIS reports

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REMOVES SHORTCOMINGS OF STAMPING SYSTEMS

Features of e-Stamping
Security features on e-Stamp Checks and balances Redundancy, firewall protection, Intrusion prevention Audit trail, MIS reports and online Verification of e-Stamp Locking of registrable e-Stamp by Sub-Registrar Minimum hardware

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Constituents
Central Record-keeping Agency (CRA) Authorized Collection Centers (ACC) Sub-Registrar Revenue Department

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Role of CRA
Appointment of ACCs in consultation with State Governments
Imprest balance Management Training of Users Issuance of User ids and passwords Technical support & troubleshooting MIS reports to the State Government Remittance of stamp duty payment to the State Government
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Role of an ACC
Pay Imprest to the CRA Collection of money and generation of e-stamps Verification of e-stamp (if required by client) Additional stamp duty generation (if required by client)

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Role of a Sub-registrar
Verification of e-stamp for registrable articles Locking of e-stamp for registrable articles

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Role of Revenue Department

MIS reports download Reconciliation of stamp duty collection Cancellation and refund of e-stamps

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System Work Flow

Counter Party Verification Client fills application form and pays stamp duty to ACC Client receives e-Stamp E-stamp can be verified on www.shcilestamp.com Sub-Registrar Officer

Verification & Locking of the e-stamp by Sub-registrar Data processed

Banks/ Financial Institutions Data entered

Cancellation of e-Stamp

e-Stamping System

Postal Dept.

Imprest Balance debited

Revenue Department MIS Reports

SHCIL Branches
SHCIL / CRA

ACC

Remit Stamp duty to Government

Bank

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SIMPLE & USER FRIENDLY SYSTEM

e-Stamp

Microprint

Unique Identification Number

Transaction Details Optical Watermark

2D Bar-Code

Stamp Duty Amount

Blank space to start typing the document

Client fills-up requisition form Data verification with client

Work Flow ACC

USER
Collection of Payment Preview of e-Stamp shown to client

Data-entry in the ESI system

Verification of Data and Funds by Supervisor

Preview of eStamp shown to client

SUPERVISOR

Generate e-Stamp

e-Stamp print 19

E-STAMP GENERATED AFTER RECEIPT OF MONEY

Fund Flow to Government

ACC Remits Imprest to SHCILs (CRA) designated account

Generation and Issuance of e-Stamp by ACC Branches

Consolidation/Reconciliation of receipts from ACCs by SHCIL (CRA)

Remittance to Governments designated account by SHCIL (CRA)

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SINGLE POINT REMITTANCE OF COLLECTIONS

Locking Procedure
Client visits Sub-Registrar office for Registration

Submits Document and e-Stamp

User(clerk level) Verifies the e-Stamp

The e-Stamp is Locked and the Unique Identification Number is entered in the Registration system which completes the Registration process

Sub-registrar enters the Registration Number in the e-Stamping system

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Cancellation of e-Stamp
Client requests for cancellation by submitting Application and e-Stamp to the Competent Authority

Authorized Official logs in to the e-Stamping system and verifies the e-Stamp

Reason for Cancellation is entered into the system

e-Stamp is cancelled

Refund of Stamp Duty amount to client is not captured in the e-Stamping system

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Comparative advantages
Characteristics Current Process/System Security thread, multi color printing, serial number control and security paper but verification almost impossibleTampering risk with franking machine Leakage possible Preprinted Paper or franking based Almost Impossible Proposed System Benefits 2D Bar coded, Micro printed, digitally optical water marked, system generated e-Stamp with unique identification number, locking facility Fool proof and direct to account payment System generated with submission and issue details Online and instant through internet Immediate Unlimited- No hassle of machine loading Accurate stamp duty payment

1. Security

2. Revenue 3. Certificate 4. Document Verification

5. Processing time
6. Availability 7. Denomination

Time consuming
Limited-Based on stock and machine- loading

Excess Stamp duty payment due to denomination constraint

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Comparative advantages
Characteristics Current Process/System Proposed System Benefits
e-Stamp generation only upon capturing of submission, property and issue details in the centralised database Customized MIS Reports 0.65 %

8. Database Creation

Limited or non-existent

9. Cost aspect

4 to 5 % under physical systemFranking Minimum one percent Printing, Stocking, Security, Safekeeping, Distributing, Accounting & Reconciliation Issuance of licenses and loading of franking machines

10.Admn. cost for Govt.

Hassle free- System administration and operations management by CRA- No Locking of resources of the Government

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Status
Operational in the states of
Gujarat Karnataka

NCT of Delhi
Maharashtra Assam

Agreements signed with

Bihar Tamil Nadu
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Registration Interface System

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Registration Interface System

Data Interface
No data Duplication Faster processing

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End to End Document Management Solution

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SHCIL vendor of choice for end to end Document Management Solution

Well organized product series for document management Microsoft gold certified partner for all products and services. ISO 9001-2008 certified company for end to end document management State of art technology data center at Mhape, Navi Mumbai

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Overview
State of art Robotic based document handing and Management at Mhape, Navi Mumbai Only vendor in Secured Bin Storage Physical storage at 8 location across India.

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Our clients
Banking & Finance

Power

Shipping

Central Government

Educational

PUNJAB SCHOOL EDUCATION BOARD

Other : Bharat Diamond Bourse, Mumbai. Caf Coffee Day Shop, Bangalore

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Products & Solutions

Electronic Document Management
Document Management Enterprise & Management System
Active Contents Rich Media Contents Legacy Data Workflow Management Email Management Record Management

Physical Document Management

Galvanized Iron box and Humility & Temperature controlled storage using robotics handling (Mumbai Only) Carton based (Computer Box) storage Sealed Envelop Storage

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 Support and services with 200+ SHCIL branch Only institution in end to end document management services

Seamless integration between e-stamping and DMS Solutions

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Products & Solutions(continue)

Digitalization Service
Scanning Tagging Data Conversion Micro Filming

Secure Document Destruction

Shredding Pulping Burning

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SHCIL-Electronic Document Management System

Enterprise Server Active documents, Rich Media, Images Handling Web Based User Interface Workflow Management Extended Audit Trails

OCR Engine
Import Engine other business system Integrate Interface with other business system User comments Area Blocking Zonal OCRing
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SHCIL-Electronic Document Management System

7 Levels of user restrictions Data Backend users choice

Desktop Based Scan Engine

Web based Interface

OCR Engine

Web Service Based

Integrator interface

Server Layer

Work Flow Audit Trails Import Engine

Integration with Active Directory

MSDE/ MS-SQL

Database Layer

ORACLE

MY SQL

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Digitalization services
Comprehensive system for high

speed scanning, document separation, and indexing.

Image assisted data entry Various Image cleaning and

enhancement techniques supported including de-skewing, removal of speckles, removal of unwanted borders and removal of horizontal and vertical lines
Automatic file and document

separation using standard form separator, blank page separator, barcode separator, fix page and manual separation
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Micro Filming
Direct Filming Convert from Pre-scanned Images

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Secure Document Destruction

Shredding
Pulping Burning

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SHCIL-Physical Record Management

Storage
Galvanized Iron Box Storage with humidity and temperature control automated robot handling (at Mumbai) Carton (corrugated box ) storage Sealed Envelope storage

Locations
Mumbai Kolkatta Chennai Delhi Jaipur Lucknow Kochi

Activities
Pick and delivery at door step Fumigating documents Bar-coding/tagging files/carton Online Status and logs Web based User Request/Retrieval Management

Proposed
Hyderabad Bangalore
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Records Management

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Infrastructure

A2 Size Color Book Scanner Led lights

A2 Size B/W Book Scanner

42 Wide Drawing Scanner

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Recpt Registration Office

Reg.docs

Internet
Registration Meta Data Entry e-Stamp
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THANK YOU!

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