Priyanka Nahak 18th Batchdoc - Rotirotiodisha.nic.in/files/29102018/Publication And Training...

Revenue Officer’s Training Institute

Projecton

e-Registration(Process of e-Registration – Presentation of documents up to delivery of

registered document to registrant public)

Submitted by

PRIYANKA NAHAK, ORSAdditional Tahasildar,

KUKUDAKHANDI(GANJAM)

(18th Batch ORS Trainee)

Project on e-Registration

Ashok Kumar Pradhan | Addl. Tahasildar, Polasara Page 1

Table of Contents1. Introduction ..................................................................................................... 2

2. e-Registration Features .................................................................................... 3

3. List of requisite documents for registration...................................................... 3

4. Procedure/ Steps for registration of a document............................................... 4

5. Process Flow.................................................................................................... 8

6. Online Registration.......................................................................................... 8

7. Cashless Transaction ....................................................................................... 9

7.1 e-Stamping ................................................................................................ 9

7.2 Odisha Treasury Portal ............................................................................ 10

8. Mutation& e-Registration .............................................................................. 11

9. Monitoring..................................................................................................... 12

10. Challenges .................................................................................................. 13

11. Conclusion.................................................................................................. 13

12. Reference.................................................................................................... 14

Appendix-A: ORTPS Time Limit of Registration Services.................................. 15

Table of FiguresFigure 1: BMV, Registration & Stamp Duty Calculator......................................... 4Figure 2: Model Deed ............................................................................................ 5Figure 3: e-Registration Process Flow.................................................................... 8Figure 4: Online Registration Services................................................................... 9Figure 5: e-Stamp Certificate ............................................................................... 10Figure 6: e-Stamping Website .............................................................................. 10Figure 7: e-Challan at Odisha Treasury Portal ..................................................... 11Figure 8: Parameter for Monitoring Registration Services for Apr, 2018 ............. 13



1. IntroductionRegistration is a major public service delivered by the Revenue and Disaster

Management Department, Government of Odisha. It includes registration of all

types of instruments, registration of societies, partnership firms and administration

of the duties related to stamp and stamp duty. State government have notified 16

(sixteen) registration services as public services u/s 3(1) of the Odisha Right to

Public Services Act, 2012 vide Gazette Notification No. 1668 dated 17.10.2017.

Some of the important services include registration of property, issuance of

Encumbrance Certificates / Certified Copies, Registration of Partnership Firms/

Societies, marriage registration, etc. As an e-Governance initiative, Government

has adopted e-Registration (e-Dharani) System in the state since 6.1.2010 in order

to expedite the process of registration and to ensure efficient, hassle-free and

timely delivery of registration services.

HOW IT IS DIFFERENT FROM MANUAL REGISTRATION.

The department of Revenue and Disaster Management, Govt. of Odishaappreciated the importance of e-Governance and has undertaken e-dhaRani, acomprehensive project of computerization of all 185 Registration offices across thestate. A significant capacity in terms of physical and technology infrastructure hastherefore been built to implement e-dhaRani in a competent manner, with a holisticperspective and with speed. The manual system of registration was cumbersomeand prone to errors. The e-dhaRani system is intended to simplify the same,thereby reducing the time for registration of a deed. The e-dhaRani applicationsoftware is intended to achieve IT enablement of complete workflow of a SubRegistrar Office in Odisha. The web based application is designed & developed toenhance the productivity of department by reducing inherent delays in registering adeed. Inspector General of Registration, Govt. of Odisha has successfullyImplemented e-dhaRani project on PPP mode across 185 Registration Offices inthe State of Odisha. The Project encompasses installation, commissioning andOperations & Management. The project was commissioned on January 04, 2010.



2. e-Registration FeaturesMarket value configuration and automated property valuation

Maintain all records in digital, compressed and encrypted form in a central

repository

SMS intimation to stake holders

Integration with land record database (Bhulekh)

Online issuance of Encumbrance Certificate (EC) and Certified Copy (CC)

Online registration of partnership firm and society registration

Online authentication with UIDAI and PAN database

Automatic transmission of Form No-3 to concerned Tahasil office for

intimation of mutation proceeding in LRMS

SSL certification for secured data communication

Payment gateway integration with SBI e-Pay Aadhar through Odisha

treasury portal

Capture of digital photo and biometric fingerprints of the parties

Central helpdesk and call management system

3. List of requisite documents for registrationTrue copy of document to be registered.

All documents relating to the ownership of the transacted sProperty.

Record of Rights

Interim Sale Deed etc.

Production of valid photo identity-proof card of all the executants, claimants

and identifier (EPIC / Aadhaar / Driving License / Passport / PAN).

s3 (three) passport size coloured photographs of all the executants and

claimants.

Copy of PAN Card of the executants and claimants (if the document is

valued more than 10 (ten) lakhs. In absence of PAN card, Form No. 60

under IT Act duly filled in.

Encumbrance Certificate from the date of publication of the RoR published

by the Settlement / Consolidation Authorities up to the date of execution of

the document.

Declaration in Form A duly signed by transferor and transferee, if no

building or structure exists on the transacted property.



Declaration in Form B duly signed by transferor and transferee and structure

report from executive/Junior Engineer (R&B), If any house or structure

exists on transacted property.

In case of document is registered by an Attorney Holder –

Registered Power of Attorney

Photo identity-proof card of the Attorney Holder

Life certificate of the principal of the Power of Attorney

Requisite permission from the Revenue Officer when the property is

transferred by a SC/ST person in favour of a non- SC/ST person u/s-22 of

Odisha Land Reform Act, 1960.

Requisite permission or NOC issued by the Competent Authority of

Endowments for transfer of property belonging to deity.

Requisite permission from the competent consolidation authority when the

consolidation land is fragmented.

Legal heir certificate from the concerned tahsildar, if some of the recorded

tenants are dead.

4. Procedure/ Steps for registration of a document1. Ascertaining the market value of the transacted property from DSR/ SR

office and from the website of IGR, Odisha.

Figure 1: BMV, Registration & Stamp Duty Calculator

(Ref: https://www.igrodisha.gov.in/ViewFeeValue.aspx)



2. Payment of Stamp Duty:

a. Through e-Stamping

(Refer Section “6.1 e-Stamping” for details)

b. Use of electronic franking machine available in the registration offices.

c. Use of Impressed Stamp Paper to be purchased from the Licensed

Stamp Vendors/ Concerned Treasury or Sub-Treasury Office by

depositing requisite amount.

3. Scribing of Deed:

a. Scribing of the deed by the Executants and Claimants / by Deed Writers

/ Advocate.

b. The model template deeds (Odia and English) available in the website

of IGR, Odisha and R & D.M Department may be used for the purpose.

Figure 2: Model Deed

(Ref: https://www.igrodisha.gov.in/ModelDeed.aspx)

4. Presentation of document along with its true copy before the Registering

Officer by the party.

(Ref: u/s-32 of Registration Act, 1908)

5. Checking of document by registering officer.

a. Verify whether stamp duty is paid in full.

b. Verify whether Record of Rights or intermittent registered deed is

produced to establish the right, title & interest of the transferor on the

property so transacted.



c. Verify whether the property is free from any encumbrance.

d. Verify whether requisite permission is granted by the Competent

Authority of Endowments for transfer of property belonging to deity.

e. Verify whether requisite permission from the Revenue Officer is taken

when the property is transferred by a SC/ST person in favour of a non-

SC/ST person u/s-22 of Odisha Land Reform Act, 1960.

f. Verify whether requisite permission is granted by the competent

consolidation authority when the consolidation land is fragmented.

g. Verify whether all Legal heirs have executed the document as

mentioned in the legal heir certificate received from the concerned

tahsildar, if some of the recorded tenants are dead.

h. Verify whether Life certificate of the principal of the Power of Attorney

is attached.

i. Verify whether structure report from executive/Junior Engineer (R&B)

is attached & verify whether the latest guidelines on valuation of

buildings and superstructure communicated by Chief Engineer

(Building) is followed so as to prevent leakage of government money in

terms of stamp duty & registration fee.

j. Verify whether the instrument is not covered under section 22-A of

Registration (Odisha Amendment) Act, 2013.

k. Verify whether the real estate projects is registered with Odisha Real

Estate Regulatory Authority under Real Estate (Regulation and

Development)Act, 2016 and whether the provisions of the said act and

the guidelines of Odisha Real Estate Regulatory Authority,

Bhubaneswar is followed.

(Ref: RDM-Reg-REGN-0027-2017 2712/R&DM dated 17/01/2018)

6. Admission of document

(Ref: u/r-29 of Orissa Registration Rule, 1988

& u/s-58 of Registration Act, 1908)

7. Generation of ID of the document.

8. Data entry of basic information of the document.

a. Name & Address of the first party, second party and witnesses

b. Land Schedule (Khata No., Plot No., Kisam, Area)

c. Mode of Payment of Stamp Duty & Registration Fee



9. Collection of registration fees in the Registration Office.

a. A registrant public may pay the registration fee in cash or cashless

mode.

b. Government has facilitated payment of registration fee and fines both

online and offline through Odisha Treasury Portal

(https://www.odishatreasury.gov.in). Citizen can make payment online

either through Net Banking or Debit Card or offline through over the

counter mode.

Refer Section “6.2 Odisha Treasury Portal” to know details about

provisions of cashless transaction available for Registrant

Public/Registering officer.

Refer “Table of Fees under the Registration Act, 1908” for calculating Fees

for registration of different documents.

10. Capture of biometric – Photograph, thumb impression and signature of all

parties and the identifiers to the document through electronic device.

(Ref: Rule 60 & 66 of Orissa Registration Rules, 1988)11. Approval/Rejection of document by SR/DSR

12. Printing endorsement on back side of the document

13. Signing of the endorsement by the registering officer in token of

registration

14. Scanning & Uploading of documents

15. Delivery of documents



5. Process Flow

Figure 3: e-Registration Process Flow

6. Online RegistrationOnline Document Submission

Registrant public can submit document online to the concerned

registering officer visiting the website of IGR, Odisha

(https://igrodisha.gov.in) and clicking on “Online Property/Document

Submission” to take prior appointment (date & time) for presentation and

registration of document.

Registering Officers are mandated to deliver the registered document

on the same day to the registrant public on demand who have submitted

documents online, made online payment of requisite fees and taken prior

appointment (date & time) in the respective sub-registrar office.

(Ref: Pt1-RDM-Reg-Misc-0004-2016-32412/R&DM dated 25-09-2017)

Online Encumbrance Certificate

Citizen can apply online and obtain digitally signed Encumbrance

Certificates visiting the website of IGR, Odisha (https://igrodisha.gov.in)

and clicking on “Online Encumbrance Certificate”. They can make



payment of all applicable government dues and user fees through SBI e-

facility of the Odisha Treasury Portal.

Online Certified Copy (Under Implementation)

Citizen can apply online and obtain digitally signed Certified Copies

visiting the website of IGR, Odisha (https://igrodisha.gov.in) and clicking

on “Online Certified Copy”. They can make payment of all applicable

government dues and user fees through SBI e-facility of the Odisha

Treasury Portal.

Figure 4: Online Registration Services

(Ref: https://www.igrodisha.gov.in/Home.aspx)

7. Cashless TransactionThe purpose of e-Registration can’t be achieved without promoting cashless

transaction. In recent years, Government have taken initiatives like introduction of

e-Stamping, remittance of registration fee at Odisha Treasury Portal and

amendment in Odisha Registration Rules, 1988 to promote cashless transaction.

7.1 e-Stamping



e-Stamping is a secured electronic way of

stamping document by purchasing e-Stamp certificate

(Stamp of worth Rs 1000/ or more-) from:-

Offices of StockHolding located anywhere

in the state

e-Stamp counters established in the

registration offices

Authorized Collection Centre appointed by

Central Record Keeping Agency (SHCIL)

Authenticity of e-Stamp certificates can be

verified from the CRA website (https://www.shcilestamp.com)

Figure 6: e-Stamping Website

(Ref: https://www.shcilestamp.com/& Odisha Stamp (Payment of Duty bymeans of e-Stamping) Rules, 2015)

7.2 Odisha Treasury PortalRegistrant public shall use electronic payment of the registration fees and

fine using below web portals:

Odisha Treasury Portal (https://www.odishatreasury.gov.in)

Integrated Financial Management System (IFMS)

(https://www.ifmsodisha.gov.in)

Figure 5: e-Stamp Certificate



Figure 7: e-Challan at Odisha Treasury Portal

(Ref: https://www.odishatreasury.gov.in/echallan/ChallanSubmission.do?deptcode=IGR)

Advantage of Odisha Treasury Portal

Facility for online generation of pre-filled electronic challan

Payment of dues may be made either online or offline.

Multiple mode of payment

Net Banking

Debit Card

Payment over the counter (Cash or Cheque or Demand Draft)

Online printout of the challan

Reprint of challan

(Ref: Order No-18991-RDM-Reg-REGN-0013/2016-R&DM dated 23-06-2016)Registration fee (including fines and user charges) amounting fifteen

thousand shall be collected in shape of Treasury Challan or Demand Draft or Pay

Order drawn on any Scheduled Bank or through any electronic mode.

(Ref: sub-rule (1) of Rule 159 of Odisha Registration Rules, 1988)

8. Mutation& e-RegistrationAfter completion of registration process, the Form-3 in e-registration system

is automatically transferred to LRMS server and available to Tahasildar for

initiation of suo-motto mutation cases in LRMS.



9. MonitoringFor prompt and hassle-free delivery of registration services in a transparent

manner, the registration offices need to be continuously and systematically

monitored. e-Registration has developed web-based online MPR formats

containing 16 parameters for monitoring of functioning of Registration offices

which is available at www.igrodisha.gov.in. Reports of registration office are

available online to all ADM-cum-DRs, Deputy lGRs, IGR and principal Secretary,

R&DM Department.

Out of 16 parameters, 7 parameters (Sl. No. 1 to 7) will be automatically

generated from the e-Registration application, whereas the rest 9 parameter shall

be entered through IGR web portal by the SR/DSR.

1. Registration of Document 2. Document Completed for Delivery

3. EC Delivery 4. CC Delivery

5. Form3 Delivery 6. Collection of Stamp Duty

7. Collection of Registration Fee

8. Audit Compliances 9. Disposal of Undervaluation Cases

10. Best Practices lntroduced 11. Target Achieved

12. Registration Counters 13. Correspondence made on Form3

14. Working Status of lnfrastructure 15. Status of Unclaimed Documents

16. Right to lnformation



Figure 8: Parameter for Monitoring Registration Services for Apr, 2018.

(Ref: Proceeding of review meeting of regn. Officers held at ROTI on 4th & 5th May, 2018)

10. Challenges IT Infrastructure& stable internet connectivity

Public awareness regarding online registration

Capacity building of registering officers/staffs

Adaption of cashless transaction

11. ConclusionThe objective of the e-Registration and other reforms taken in the field of

registration can only be fulfilled when the citizen register and get the delivery of

the document within the given time limit without involvement of middlemen. This

can only be achieved when public will be aware about different e-Governance

initiatives of the government like online registration of documents, online issuance

of encumbrance certificate/ certified copy & cashless transaction through e-

Stamping and Odisha Treasury Portal. To ensure prompt and quality service

delivery, all registering offices in the state needs to be systematically monitored

and appropriate action should be initiated against the registering officers who are

not delivering services within ORTPS prescribed timeline. In the end, the success



of revenue administration depends on the updation of land records. It also needs to

be ensured that the Form-3 in e-Registration system is automatically transferred to

the LRMS server in due time and the purchaser get the RoR (Record-of-Rights)

without delay.

12. Reference

Registration Act,1908 Indian Stamp Act,1899 https://www.igrodisha.gov.in/ https://www.revenueodisha.gov.in/ https://www.odishatreasury.gov.in/ https://www.shcilestamp.com/ Letter No - 25606/R&DM RDM-Reg-REGN-0015-2017 dated 02-08-2017 Letter No - RDM-Res-REGN-0015-2017 - 13598/RDM dated 13th April

2018 Letter No - Pt1-RDM-Reg-Misc-0004-2016-32412/R&DM dated 25-09-

2017 Government Advertisement on “Simplification of Property Registration”



Appendix-A: ORTPS Time Limit of Registration Services

Sl.No.

Name of the ServiceGiven Time

limitDesignated

OfficerAppellateAuthority

RevisionalAuthority

1 2 3 4 5 6

1 Registration of documents 3 days DSR/SR DR-cum-ADM IGR

2Issue of EncumbranceCertificate

7 days DSR/SR DR-cum-ADM IGR

3Issue of Certified Copy ofpreviously registereddocuments


4

Registration along withissue of marriagecertificate under Spl.Marriage Act (where noobjection received)


5

Registration along withissue of marriagecertificate under Spl.Marriage Act (whereobjection received)


6Registration of Societies(where one district isinvolved)

30 days

Addl.Registrar of

Societies(ADM)

IGR

LandReforms

Commissioner

7

Registration of Societieswhere one district isinvolved (State LevelSociety)

90 days IGRLand ReformsCommissioner

Member,Board ofRevenue

8Certified copy of thedocument filed u/s 89 ofRegistration Act, 1908

7 Days DSR/ SR ADM-cum-DR IGR

9Registration ofPartnership Firm

90 Days

Registrar ofFirm (IGR) or

Officerdelegated

with power

Land ReformsCommissioner


10Amendment of RegisteredPartnership Firms

30 Days


Officerdelegated

with power





11Dissolution of Partnershipfirm

45 Days


Officerdelegated

with power



12Certified copy ofCertificate of Firm

7 Days IGRLand ReformsCommissioner


13Amendment of RegisteredSociety (District Level)

30 Days

Addl.Registrar of

Societies(ADM)

IGR

LandReforms

Commissioner

14Amendment of RegisteredSociety (State Level)

60 Days IGRLand ReformsCommissioner


15

Issue of certified copy ofcertificate of SocietyRegistered,Certified Copy of Bye-laws ofSociety registered andCertifiedCopy of Memorandum ofSocietyRegistered within last tenyears(District Level)

7 days

Addl.Registrar of

Societies(ADM)

IGR

LandReforms

Commissioner

16

Issue of certified copy ofcertificate of SocietyRegistered,Certified Copy of Bye-laws ofSociety registered andCertifiedCopy of Memorandum ofSocietyRegistered within last tenyears(State Level)

7 days IGRLand ReformsCommissioner


(Ref: http://ortpsa.in/services.php)

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