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
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Ashok Kumar Pradhan | Addl. Tahasildar, Polasara Page 2
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.
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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.
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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)
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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.
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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
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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
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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
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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
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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
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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.
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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
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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
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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”
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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
7 days DSR/SR DR-cum-ADM IGR
4
Registration along withissue of marriagecertificate under Spl.Marriage Act (where noobjection received)
40 days DSR/SR DR-cum-ADM IGR
5
Registration along withissue of marriagecertificate under Spl.Marriage Act (whereobjection received)
70 days DSR/SR DR-cum-ADM IGR
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
Member,Board ofRevenue
10Amendment of RegisteredPartnership Firms
30 Days
Registrar ofFirm (IGR) or
Officerdelegated
with power
Land ReformsCommissioner
Member,Board ofRevenue
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11Dissolution of Partnershipfirm
45 Days
Registrar ofFirm (IGR) or
Officerdelegated
with power
Land ReformsCommissioner
Member,Board ofRevenue
12Certified copy ofCertificate of Firm
7 Days IGRLand ReformsCommissioner
Member,Board ofRevenue
13Amendment of RegisteredSociety (District Level)
30 Days
Addl.Registrar of
Societies(ADM)
IGR
LandReforms
Commissioner
14Amendment of RegisteredSociety (State Level)
60 Days IGRLand ReformsCommissioner
Member,Board ofRevenue
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
Member,Board ofRevenue
(Ref: http://ortpsa.in/services.php)