on e-registration - rotiodisha.nic.inrotiodisha.nic.in/files/29102018/publication and training...

Revenue OfficeR’s TRaining insTiTuTe

Project

on

e-Registration

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

delivery of registered document to registrant public)

Submitted by

Sunil Kumar Tudu, ORS Addl. Tahasildar, Purushottampur

(20th Batch ORS Trainee)

Project on e-Registration

Table of Contents

1. Introduction .............................................................................................................................................. 2

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

3. List of requisite documents for registration ............................................................................. 2

4. Procedure/ Steps for registration of a document ................................................................... 3

5. Process Flow ............................................................................................................................................ 7

6. Online Registration ............................................................................................................................... 7

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

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

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

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

9. Monitoring ............................................................................................................................................. 11

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

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

12. Reference ............................................................................................................................................ 13

Appendix-A: ORTPS Time Limit of Registration Services ................................................. 14

Table of Figures

Figure 1: BMV, Registration & Stamp Duty Calculator ........................................................... 4

Figure 2: Model Deed ................................................................................................................................. 5

Figure 3: e-Registration Process Flow ............................................................................................... 7

Figure 4: Online Registration Services .............................................................................................. 8

Figure 5: e-Stamp Certificate .................................................................................................................. 9

Figure 6: e-Stamping Website ................................................................................................................ 9

Figure 7: e-Challan at Odisha Treasury Portal ............................................................................ 10

Page 1


1. Introduction

Registration 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.

2. e-Registration Features ❖ Market 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 registration

❖ True copy of document to be registered.

❖ All documents relating to the ownership of the transacted sProperty.

▪ Record of Rights

▪ Interim Sale Deed etc.

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❖ 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 document

1. Ascertaining the market value of the transacted property from DSR/ SR

office and from the website of IGR, Odisha.

Page 3


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.

Page 4


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.

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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 and Speed post fee for

delivery of RoR after correction of RoR by Tahasildar in cash or cashless

mode.

(Ref: 26916–RDM-Reg-EXINST-0001/2018/R&DM.)

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.

Page 6


Refer “Table of F ees 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 ide ntifiers to the document through electr onic device.

(Ref: Rule 60 & 66 of Orissa Regist ration Rules, 1988)

11. Approval/Rejectio n of document by SR/DSR 12. Printing endorsem ent on back side of the document 13. Signing of the endorsement by the registering officer in token of registration

14. Scanning & Uplo ading of documents 15. Delivery of docum ents

5. Process Flow

Figure 3: e-Registration Process Flow

6. Online Registration ❖ Online 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.

Ashok Kumar Pradhan | Addl. Ta hasildar, Polasara Page 7


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)

Page 8


7. Cashless Transaction

The 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 Figure 5: e-Stamp Certificate

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

Page 9


(Ref: https://www.shcilestamp.com/& Odisha Stamp (Payment of Duty by

means of e-Stamping) Rules, 2015)

7.2 Odisha Treasury Portal

Registrant 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 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)

Page 10


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-Registration

After 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. Monitoring

For 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. Form-3 Delivery

6. Collection of Stamp Duty

7. Collection of Registration Fee and the Postal fee for RoR Delivery

8. Audit Compliances

9. Disposal of Undervaluation Cases

10. Best Practices Introduced

11. Target Achieved

12. Registration Counters

13. Correspondence made on Form-3

14. Working Status of Infrastructure

15. Status of unclaimed Documents 16. Right to Information

Page 11


10. Challenges

❖ IT Infrastructure& stable internet connectivity

❖ Public awareness regarding online registration

❖ Capacity building of registering officers/staffs

❖ Adaption of cashless transaction

11. Conclusion

The 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

Odisha Gazette No.26916–RDM-Reg-EXINST-0001/2018/R&DM.

Dtd.26.07.2018

Government Advertisement on “Simplification of Property Registration”


Appendix-A: ORTPS Time Limit of Registration Services

Sl.

Name of the Service

Given Time Designated Appellate Revisional

No. limit Officer Authority Authority

1 2 3 4 5 6

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

2 Issue of Encumbrance

7 days DSR/SR DR-cum-ADM IGR Certificate

Issue of Certified Copy of

3 previously registered 7 days DSR/SR DR-cum-ADM IGR

documents Registration along with

issue of marriage

4 certificate under Spl. 40 days DSR/SR DR-cum-ADM IGR

Marriage Act (where no

objection received) Registration along with

issue of marriage

5 certificate under Spl. 70 days DSR/SR DR-cum-ADM IGR

Marriage Act (where

objection received)

Registration of Societies

Addl. Land

Registrar of

Reforms 6 (where one district is 30 days IGR

Societies Commission

involved)

(ADM)

er

Registration of Societies Member,

where one district is

Land Reforms 7 90 days IGR Board of

involved (State Level Commissioner

Revenue Society)

Certified copy of the

8 document filed u/s 89 of 7 Days DSR/ SR ADM-cum-DR IGR

Registration Act, 1908

Registrar of

Registration of

Firm (IGR) or

Land Reforms

Member,

9 90 Days Officer Board of Partnership Firm Commissioner delegated Revenue

with power

Registrar of

Amendment of Registered

Firm (IGR) or

Land Reforms

Member,

10 30 Days Officer Board of Partnership Firms Commissioner delegated Revenue

with power


Registrar of

Dissolution of Partnership Firm (IGR) or

Land Reforms Member,

11 45 Days Officer

Board of firm

Commissioner delegated Revenue

with power

Certified copy of

Land Reforms

Member,

12 7 Days IGR

Board of Certificate of Firm

Commissioner Revenue

Addl. Land

13 Amendment of Registered

30 Days Registrar of

IGR Reforms

Society (District Level) Societies Commissioner

(ADM)

Amendment of Registered

Land Reforms

Member, 14 60 Days IGR

Board of

Society (State Level)

Commissioner Revenue

Issue of certified copy of

certificate of Society

Registered,

Certified Copy of Bye-

laws of Addl. Land

15 Society registered and

7 days Registrar of

IGR Reforms

Certified Societies Commissioner

Copy of Memorandum of (ADM)

Society

Registered within last ten

years

(District Level) Issue of certified copy of

certificate of Society

Registered,

Certified Copy of Bye-

laws of Member,

Society registered and

Land Reforms 16 7 days IGR

Board of

Certified

Commissioner

Revenue Copy of Memorandum of

Society

Registered within last ten

years

(State Level)

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