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Project Brief (Max in 4000 Characters)

Government of India implemented Centrally-Sponsored scheme - National Land Records Modernization Programme (NLRMP) by merging two existing sponsored schemes: Computerization of Land Records (CLR) and Strengthening of Revenue Administration and Updating of Land Records (SRA&ULR) in the Department of Land Resources (DoLR), Ministry of Rural Development. The integrated programme would modernize management of land records, minimize scope of land/property disputes, enhance transparency in the land records maintenance system, and facilitate moving eventually towards guaranteed conclusive titles to immovable properties in the country. The Government of Madhya Pradesh, Department of Revenue has entrusted the Commissioner Land Records & Settlement with the responsibility of creation and maintenance of land records (Cadastral Maps, RoRs & Khasra). As part of its initiatives for converting the current activities of the departments into an automated system. The assignment - Conversion of Existing Record Rooms to Cyber Record Rooms at 361 Tehsils of Madhya Pradesh focuses on preservation of original hard copy of documents and scanning, indexing of all documents pertaining to land records, preserving data in digitized format, and implementation of a document management system to manage operations of the department, including services to public, into an effective computerized status. Conversion of Existing Record Rooms to Cyber Record Rooms at Tehsils in existing departmental building: includes civil work thereby renovating existing record rooms, electrification, earthing, procurement and installation complete interiors, furniture and fixtures, lighting, air conditioning, access control system, pest/insects repellent systems and related infrastructure needed to establish and run a Modern Record Room. Some of the facilities created include a physical storage area within Modern Record Room for safekeeping of paper maps and records, supply and install Modular Compactors to store hard copy records of A4/A3 size, supply and install Modular Map Cabinets to store of hard copy maps of size A1, supply and install Modular Slotted Angle Racks to store hard copy records of size A4 and A3, setting up of an Operational Area within Modern Record Room. Below stated items are deployed in a State Modern Record room:

Sr. No.

Item Description All Civil and Electrical work involved in renovating the existing record room in the existing departmental building LAN with all accessories including 24 port Manageable Switch, LAN cabling, cable casing etc.

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Cubicle format modular computer work station excluding chair. Computer Chair with rollers Modular work station for administrative officer excluding chair. Office chair for administrative officer Chair for waiting personnel (Each unit with seating capacity of 4 people) 2 Ton Split Air Conditioner. Access control system (Including door, door unit and biometric fingerprint authentication unit at door). Pest, insects, rodent and rat repellent systems Fire and Smoke Detection and Prevention System. Map Cabinet with tray type storage area (with minimum height 1900mm and with minimum tray size 900mm wide and 650mm deep). Modular Compactor Type D5A Comprising of 1 Single Static, 1 Twin Mobile and 1 Single Last Units (Minimum dimensions As per Annexure IV) Additional Twin Mobile Unit for Compactor Type D5A Modular Slotted Angle Racks for hard copy document storage with minimum 4 adjustable horizontal partitions giving 5 loading levels of following size: Minimum Height 1900mm Width as per the record room size with average Span Length 900mm Minimum Depth 380mm Server including Server OS and Antivirus/Antispyware software 5kVA Online UPS with Battery giving 4 hours battery backup when run on full load Desktop Computer including OS and Antivirus/Antispyware software All-in-one B/W A3 Laser Printer Barcode Reader Barcode Printer Biometric Finger print Authentication Device Tape Drive Tape Cartridge


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Objective (s) of the Project (Max in 2000 Characters)

Electronic records management aims at effective management of records throughout their life cycle. For an efficient records management, all government bodies need to design and implement comprehensive Information Technology based systems and processes to regulate the life-cycle, management of records and archives, irrespective of medium and format. The effectiveness and efficiency of public service across land records and settlement services provided by the government depends upon the availability of and access to information held in records. The Commissioner, Land Records and Settlement Madhya Pradesh, is responsible for creation and maintenance of Land Records, Government of Madhya Pradesh. This initiative of automating the department operations will result in effective land records and settlement services to citizens and efficiently manage their internal functioning. ITL conducted a detailed study of the existing record rooms and based on extensive experience in providing solutions for Land Records, propositioned to develop cyber record rooms solution with the following components: 1. 2. 3. 4. 5. 6. 7. 8. Conversion of Existing Record Rooms to Cyber Record Rooms at 361 Tehsils Scanning, Indexing and Lamination of existing hardcopies of Land Records Barcode Tagging of hardcopies of Land Records Data Entry corresponding to the scanned Land Records Design, Development and Implementation of a Digital Document Management System(DMS) Software for effective management of the digital Land Records Training of the users of the DMS solution Warranty services for the infrastructure and the software solution Document Management System DMS software solution provides digital archival, fast retrieval and efficient distribution solutions DMS Software Solution has universal viewer to enable users to view uploaded PDF Files without help of desktop based PDF Reader Smart query and real time search options based on key-words of metadata to find documents and folders Integrated with barcode reader, barcode printer and biometric fingerprint authentication device Facility to add documents to system. Auto generation of barcode for a new document Role based user creation and management facility The software supports system privileges, secure login and password For changes, copy of original document is used, the original version never gets corrupted, damaged or deleted

9. Whenever a hardcopy document is taken out of record room, information will be fed into the system with document id, person taking document date and time contact details of person, expected return date, etc. 10.Software solution will generate extensive audit-trails at each user level.

Strategy adopted (Any base line study, technology / architecture used, implementation model etc)(Max in 2000 Charactors)
Architecture The Document Management System (DMS) shall be developed to manage scanned files of certified documents in the system for viewing/retrieval. The system will deliver MIS reports required by officials of registration department. The application provides features for retrieval of historical stored records. Scanned copy of document is saved with reference to corresponding unique number in a folder on server. The reference path with respect to server will be stored in database. In order to associate scanned document with data entry of the same document, a Browse button is provided to upload scanned copy from the system for legacy records. DMS solution is based on three-tier architecture: A. Data Layer Database layer keeps attribute information along with masters and transactional data of records. The business logic is split across the application and Data Layer allowing layered architecture for advanced security and performance for crucial transactions. B. Business Layer Business Layer implements business logic of the application and is subdivided into two parts - Business Faade and Business Logic Layers. The Business Faade provides a simple interface which maps directly to operations exposed by a Service. The Business Faade uses services provided by Business Logic Layer. Business layer handles all services including Print service, Record editing service etc. as elaborated below: Identification & Authentication System supports User identification & authorization information in an encrypted format. Authorization User Authorization in the system would be implemented as access control.

Data Confidentiality Encryption is used to provide data confidentiality. If required, data could be shared encrypt format. Database Security Server-Enforced, Row Level Access Control Audit Trail External Security Anti-Virus Kits

Barcode Service Barcode is a predefined format of dark bars and while spaces. It allows real-time data to be collected accurately and rapidly. Biometric Service Biometric service gives client applications the ability to capture, compare, manipulate, and store biometric data without gaining direct access to any biometric hardware or application authentication. Inventory Control management Service: Inventory Management and information to Managers. Query Management Service Query Management service has following capabilities a) b) c) d) Using semantic or simplification layer Query Efficiency and optimization Query splitting and multi-pass operation Intelligent aggregate usage the activities of Inventory Control provide

Scanning Services Scanning services do scanning and indexing. This application will integrate existing databases with files kept in paper and digital format. User Management Services User Management Services enable access control services which are invoked to authenticated users. Report Generation Services

Report Generator converts data from a source data into desire format. Metadata Generation Services Metadata Generator takes data from a source data into desire format and store the required attributes of data in desired format C. Presentation Layer The Presentation Layer consists of user interface components and Service listener. DMS system developed has centralized administration and management of records in a particular record room with following features: 1. Ease of deployment: 2. Usability 3. Flexibility 4. Extensible

Methodology/technology of implementation (Max in 2000 Characters)

Cyber Record Room To renovate constructed space provided by the department and establish infrastructure at each location. Modern Record Rooms have the following distinct functional areas: 1. Physical Storage Area for Hardcopy Record Storage 2. Operational Area with Record Keeping Officer Room and IT Infrastructure 3. Public Services Area for Waiting/Reception etc. Physical Storage Area for Hardcopy Record Storage The physical storage area stores existing records and maps. Modular Compactors with double locking system for storage of hard copy records and modular map cabinets are deployed. Smoke and fire detection systems and pest/insect repellent systems are installed in Cyber record rooms. Operational Area The operational area has specially designed cubicle for Record Keeping Officer with minimum 4 chairs for visitors. Ergonomically designed half-partitioned modular

furniture made of BIS standard material for workstation including keyboard trays, trolleys for CPU, revolving chairs, racks are provided. Modular furniture for installing Server and other IT infrastructure like LAN Racks, UPS etc. along with access control systems, air-conditioning and access control system, are also provided. Public Services Area This will have comfortable chairs for visitors. All existing records of the Land registration offices will be scanned. Inventory To ensure accountability of each record during scanning process, an inventory of records is being maintained. A. Grooming Records supplied by department undergo a pre-scanning procedure including removal of pins, tags, threads, rubber bands, stapler pins. Pages are correctly ordered. Scanning Scanning of records at each record room with a resolution of 200dpi using Black & White from Color option and storing the document in encrypted pdf format in a predefined file naming convention and indexing it. Encoding & Indexing The scanned documents re tagged with digital metadata information as per format specified by CLR, which will act as key-words, with which document can be easily searched and identified in document management system. The file naming convention/codification/tagging convention should include attributes to identify the Tehsil keeping in mind that the system may get upgraded to an enterprise system.

Please mention few points regarding impact of Innovation. (Extent of impact to be judged based on whether it brings Fundamental, Moderate or Minor change in processes.) (Max in ten bullet points)(Max in 2000 Charactors)

1. To secure land Documents and Records from fire & Natural Disasters. 2. To prevent fraudulent practices, check duplicate land Records.

3. To provide accurate, current and speedy land record status verification and faster service delivery 4. Faster Transactions & Time Saving. 5. Increased government revenue due to an increase in land value brought about by a secure system 6. DMS software solution provides dependable digital archival, fast retrieval and efficient distribution solutions. 7. DMS Software Solution has universal viewer to enable users to view uploaded PDF Files and other formats. 8. Smart query and real time search options based on key-words of metadata to find a documents and folders 9. Integrated with barcode reader, barcode printer and biometric fingerprint authentication device 10.Facility to add new documents to the system. Auto generation of barcode for a new document 11.Role based user creation and management facility 12.The software supports system privileges and secures login and password 13.For any change, copy of original document is used, the original/versions never get corrupted, damaged/deleted by users 14.Whenever a hardcopy document is taken out of record room, information is fed into system with document id, person details, date and time, contact details of person, expected return date, etc. 15. Software solution generates extensive audit-trails at each user level.

Geographic (list of the districts/offices/places total coverage)


Urban Population -2,00,69,405

Stakeholders of the project (Max in 2000 Characters)

Like any other Business practice, e-Governance project must be built around stakeholder analysis and engagement, including understanding stakeholders aspirations, needs and interests. Key Stakeholders Commissioner of Land Records Government of Madhya Pradesh Government of India Citizens of Madhya Pradesh Tehsils Registrars District Collectors Business Entities IL&FS Technologies Limited (Project Implementer)

Situation before the initiative (bottlenecks, Challenges, constraints etc)(Max in 2000 Characters)
Resistance to Change Adoption of Information and communication technology (ICT) brings in big changes that need to be managed properly. Organizational Change Management has to be handled carefully and transition must be smooth process. All stake holders must be equal participants with a step by step procedure that should be followed in a concerted fashion. Document Condition These are mostly old and dilated documents that need special care and handling so technology must aid a process that focused on preservation of information and data for generations to come. Record Rooms These are ancient buildings, most of the times single dark rooms with clutter. They have to be refurbished methodically and space created to organize documents properly. Seating for those who work there must be comfortable and adequate.

Risk Assessment There are multiple risks that need to be analysed handled accordingly: Risk Risk Factor Category Cost and Time Overrun Mitigation Plan Adoption of industry Practices standards and Project Tools to

Management Project

monitor time and resource Steering Committee comprising members from stakeholders Readiness of the Department Communication channels to be established between Geographical Location Technology Obsolete Economic conditions stakeholders for proper preparedness Internal awareness sessions must be planned sourcing of equipment and material for distributed locations is a challenge This gets to be an imp. Factor Fund allocation at all ends

Results achieved (Results, Outcomes of the project, feedback of the stake holders, any other facts that indicates positive difference between pre deploy and post deploy the project) Any other features of the project(Max in 2000 Characters)
Improved Service Delivery Core services of CLR i.e. Property registration, making information/documents available, have undergone improvement. Improved Document Searching Metadata search - Full text search Support simultaneous searching in a standardized form Information can be collated to support query


Extern al

Effective information sharing Unlock information that was previously difficult to access in paper form Use of digital media reduces wear and tear of originals Access to information could be restricted with remote management Faster query & question handling saving of paper & Time

Analytics and Reporting Presents information as required by the senior Management Helpful in generating reports Consolidated database generate management insights

G2C Services (Government to Citizen) Simplified computerization of system Centralized database and information Easy access and sharing of Information Faster and efficient process for Citizens Availability of good public facilities at Tehsil/Registrar offices.

Please mention few points regarding originality of Innovation. (Extent of originality to be judged based on whether it is totally a new concept, variation of an existing idea or adapted from other successful projects.) (Max in 4000 Characters)
Modern, comprehensive and transparent land records management system A single window to handle land records Automation of various land records department services Easier access of land data and details to land administrators, planning authorities, and citizens. Creation of a secure system to handle confidential land records data. Deliver services to its stakeholders in efficient manner Better and faster citizen service delivery. Reduce hassles for citizens by providing requested data easily. Increase efficiency of department Uniformity of data and coding scheme across the country.

Cost Saving (Max in 2000 Characters)

The total cost of ownership will reduce drastically for citizens as required land records data will be available to citizens at very convenient and nearby locations.

Time Saving (Max in 2000 Characters)

Modernization or transformation of existing infrastructure, process, services etc. is all about bringing a change, being transparent in transactions and reducing the wait time for approvals and clearances. Information technology is one of the key catalysts to bring about such a change. Moving from a traditional operating model to an e-enabled model calls for wide ranging changes to be made at the operational levels. This calls for additional training, skill upgrade and bringing in more automation. Reduced processing through common standards for data and processes Time saving of public servants Reduced error rates, re-work, complaints Reduced need for multiple collections of data from single customers More flexible working hours

Citizen Convenience (Max in 2000 Characters)

transformation of business practices better delivery of services to citizens improved interactions with business and industry, citizen empowerment through access to information better management, greater convenience, revenue growth, cost reductions etc. simplification of the process of information for citizens empowerment of people to gather information regarding their property with an ease Modernization of Record rooms will bring governments closer to citizens these services may be extended to citizen service centres located closer to the citizens online process allows citizens to avail hassle-free process and reduced need of travelling State government bodies can utilize the information available for further work improvement Automation ensures public welfare availability to all citizens.

Improved quality of service delivery (Max in 2000 Characters)

Information can play a crucial role in improving the interaction between government and rural citizens. The advantages from availability of information accrue not only to citizens but can also help in substantially improving the following quality aspects of public service delivery: Planning: With more accurate and timely data available at each delivery point, government programmes and services can be planned better. Execution: With more frequent data at the delivery points, services delivery can be executed better by reducing the time between realizing the need for action and its execution Monitoring: Availability of accurate and frequent data can help in fine tuning or course correction required for government programmes. Detailed data about health and nutritional indicators of a village can help in evaluating the effectiveness of government interventions. Evaluation: With more accurate and detailed data, the evaluation of a programme can be more appropriately conducted.

Justify how the innovation is sustainable, adaptable and scalable (Max in 2000 Characters).
In recent years, significant changes have taken place in an effort to address rural and poor citizens. Businesses have started recognizing the potential of rural markets and governments have started using reforms for providing government to citizen services to citizens. Considering that the poor can benefit substantially from government programmes and services, improvements in effectiveness of their delivery would invariably foster inclusive growth and help bridge digital divide. Sustainability of any project depends upon investments versus returns. A proper planning and bifurcation of responsibilities lead to a smooth execution of project and result in successful delivery for the stakeholders. Modernizing the Record rooms in rural and urban areas is associated with increases in the applications submitted by citizens for updating their property records. A carefully designed delivery mechanism through record rooms will lead to savings in time, cost, and effort. It also has the potential to minimize opportunities for corruption in the delivery.