Modern Revenue Record Room established in all 22 districts and 2 at State HQ, Chandigarh

The Fact News Service
Chandigarh, November 22

Taking forward Haryana Chief Minister,  Manohar Lal’s vision of digitalising Haryana, Modern Revenue Record Rooms (MRRR) have been set-up at 22 District HQs and 2 State HQs (Haryana Civil Secretariat & Haryana New Secretariat, Chandigarh and approximately 18.50 crore Revenue Records have been digitised under the first phase.

Giving further information in this regard, an official spokesperson said that as per the existing practice, land records are kept in open files, tied with sutli and cloth etc. The number of which go on increasing day by day. Moreover, the record rooms are not maintained properly and it takes a lot of time to search and consult old records as and when required. These records are also needed for past and future references. It became very difficult to maintain and handle these voluminous records because condition of old records is deteriorating day by day, life of paper is limited and is also destroyed by termite, insects and space requirement of record rooms is increasing every day. Citizens have to go through cumbersome procedures to obtain copies of their land records by personally visiting the Tehsil offices / Patwaris time and again due to unavailability of the official/officers concerned.

Also the records are prone to theft, fire accident, damaged by termite, insects etc. in absence of having proper storage system. Records are also prone to manipulation / tampering by mischievous elements.

He said that in view of the rapid deterioration of paper based old records, and to overcome all such problems and difficulties, it was decided to adopt a system wherein these records are preserved for longer time. Also human based eccentric technology may be used for retrieval purposes. It was  therefore, decided  to scan, digitize, index and preserve the old records electronically keeping legal requirements in view and to economize the space of record rooms by making available old data online after scanning / digitization of the same.

Simultaneously, in order to preserve the original physical land record, there was a need to maintain them as well. This will necessitate the physical Modern Revenue Record Rooms which will not only comprise the physical storage of records but also have computerized system for cataloguing, indexing for the process of access and retrieval of these records effectively, as and when required.

Hence, the records / files have been  stored in Customized Heavy Duty Racks in specifically made Galvanised Metal Boxes  with the help of Bar Code Technology in computerized environment with Bar Code Reader, safety & security measures like; installation of powder bases fire extinguishers, CCTV Cameras, Smoke Detectors etc. in the Modern Revenue Record Room in order to prevent any untoward situation. Also to restrict unauthorized access to the MRRR, biometrics are installed so that only authorized persons can enter into the Modern Revenue Record Rooms.

Accordingly, the Department of Revenue & Disaster Management, Haryana Government has decided to  establish Modern Revenue Records Room (MRRR) and Scanning & Digitisation of various revenue records with all the relevant chronological sequence order details & metadata like Jamabandies, Mutations, Misal Haqiyat, Registered Deeds, Field Books, Mussavies, Revenue Court Cases Judgments & Orders, Land Maps etc. of various sizes (from A4 to A0) and in various languages (Hindi, Urdu, Arabic) etc. at State HQ, Divisional Commissioner Office, District HQ, Tehsils, Sub-Tehsils, Patwar Khana and DoLR Office. The project aims at digitization of old revenue records, including that of previous centuries also, thereby providing a means of preserving these ancient records, in a tamper proof and secure manner.

He informed that under Phase-1, Modern Revenue Record Rooms (MRRR) have been set-up at 22 District HQs and 2 State HQs (Haryana Civil Secretariat & Haryana New Secretariat, Chandigarh. Further, Tehsils, Sub-Tehsils, Patwar Khana and Deptt. of Land Records will be taken-up under Phase-II. There were approximate 18.50 Crore Revenue Records at all such locations under the first phase. The work under Phase – II, is in progress and will be completed by the end of 2022.

He said that the objective of this excersise is ensuring safe and secure upkeep of the physical records in fire-resistant Galvanised Metal Boxes for longer preservation. Easy retrieval of records in electronic form and supply of original records / scanned copies, as and when demanded by the citizens. Security against tampering; once the record is digitized it cannot be tampered with. Along with this it will become easy to provide time-bound services to the citizens under G2C domain in the form of on-line delivery of requested copies of records of rights through Internet / Intranet, detection of old / missing records / files and there will be ease in RTI compliance where searching of old records was very time consuming process.

He said that destruction of old unrequired files / obsolete records from time to time as per the retention policy thereby making space available for other use and citizens will be able to access their land records online on one hand and maintenance of the archival records in a dust free, safe and easily accessible environment on the other hand.

He further said that a three tier verification process was proposed to eliminate the chances of discrepancies in the scan data; where after scanning and digitization of the records; first of all, a thorough quality check was done by the vendor and thereafter the records are uploaded on the server in the shape of PDFs for further checking / verification of the same, like;

100% checking of the record by Revenue Officials

Further 10% random checking  by the HARTRON officials and finally 20% random checking of the record by the concerned DRO.

Hence; after going through the above mentioned three-tier checking / verification process; the records are stored on the server; and can be downloaded through a secured process / environment.

The process mainly consists of the following activities including Scanning / Digitization of physical records and creation of soft copies.

Indexing, checking and verification (Three-tier process) of the record and storage of the entire digitised records on the server for online viewing / retrieval  of the record; Segregating all physical records, Bar coding, stacking in proper Galvanised Metal Boxes duly bar coded, safe keeping and placing galvanised metal boxes, in the customized heavy duty racking system and Retrieval of physical / downloading of digital records as and when required in a secured environment.

He said that in the near future, the endeavor of the State Government will be, to integrate the digitised land record with the state government. website i.e. www.jamabandi.nic.in wherein a facility will be given to the citizens to search, download and print their land records through a query form. The said work is being executed with the expertise of M/s Capital Business Systems Pvt. Ltd., New Delhi.