Transformation of Processes

Processes are the set activities involved to be performed in a pre-planned order by the authorized entities. Processes provide checks and controls to ensure the activities are performed in the specified timeframe. Any well-designed process will help to improve quality of the services (QoS) and effective flow of information. Processes form the backbone of any system

e-Dhara Land Records Management System is designed on the basis of transformation manual process for maintaining & updating land records across the state.

Manual process (followed in pre implementation stage) and computerized process (followed in post e-Dhara implementation) are discussed as below. It provides an insight into value addition done to improve quality of services provided to citizens.

Land records system provides services to farmers through the issue of Saat Barah (VF7/12), account information VF8A and Mutation entry - transfer of right over land under different categories. The following two major processes formed the backbone of the land record system.

(A) ROR issuance process 

(B) Mutation Process

(A) ROR issuance process

RoR documents shows the details of land ownership, survey number, type of land, irrigation methods, crop details etc. This document is basically used by farmers for land transactions (mutations), obtaining crop loans, concessions linked to the size of the land holding etc. Revenue administration owns and maintains the data required to produce RoR.

Request for RoR 

Farmer makes a oral request for 7/12, 8A or 6 with the talati by giving the survey number or Khata No., of his land or other details such as block, entry no, Khata no, village, area, & name to identify his land details.

Issuance of RoR 

After receiving the application, the Talati verifies the details in his register and prepares the 7/12, 8A or 6 signs it, stamps it and gives it to the farmer.

e-Dhara Process - RoR Issuance

Khatedar does not require submitting an application for getting computerized print of RoR.

While requesting for RoR Print, if Khatedar is not aware of his survey no(s) or Khata no(s) or farm name(s), Bhulekh Software allows Data operator to search requested ROR based on survey no(s) or Khata no(s) or farm name(s) or Khatedar Name. Only after getting confirmation from Khatedar, Operator prints 7/12 or 8A from computer.

e-Dhara Dy Mamlatdar or any nominated personnel signs and stamps requested computerized RoR, which is handed over to applicant. User charges of Rs. 15/- is collected. Signature of applicant for receiving computerized demanded RoR is taken in RoR issuance register.

(B) Manual Process - Mutation

When a change of ownership or transaction takes place, Khatedar files request for initiating the mandatory process known as mutation for effecting necessary changes in the ROR. Mutation process involves obtaining consensus from all concerned parties of the transaction and inviting objections from those interested if any. Once all the objections are cleared, mutation orders are passed effecting the change of ownership or record of transaction resulting in new ROR, which the owners can obtain.

Mutation process involves the following steps:

1.Types of Mutations

There are 35 identified mutation types. Many of these differ marginally. Court decree and Order of a Competent Authority are the mutation types, those do not require notice generation for hearing of objections.

2.Submission of the Mutation Application

A written application with related documents is submitted to Talati for the mutation operation. Talati verifies the application and takes-up mutation process or else informs applicant for compliance accordingly. Talati chooses appropriate mutation type, makes an entry in mutation register.

3.Issuance of notice – 135D

Talati prepares notice. This notice is served to khatedars concerned, relevant parties (buyers, sellers, direct beneficiaries, banks, as per the case) and any other interested parties. A copy of the notice is displayed at Gram Chavadi for public scrutiny. Objections to the mutation raised witin 30 days of the notice received is accepted or else the mutation is proceed further.

4.Proceedings if no objections are received

If objection is not raised during the notice period, a competent authority approves the mutation. Talati makes the necessary changes to the 7/12 and 8A form.

5.Proceedings in case of an objection is raised

If any objection is raised during the notice period, the Talati makes an entry into the dispute register. Mamlatdar, after hearing the concerned parties settles the dispute. Mutation is processed according to dispute settlement. Agrieved party may approach SDO, as a provision of appeal. According to resolution, necessary changes are made in 7/12 and 8A by the Talati.

6.Passing Mutation order

If no objections raised during the notice period i.e. the concerned/ interested parties have agreed to the mutation conditions, then Competent Authority approves the mutation.

7.Updation of land records

Talati makes all necessary changes to the 7/12 and 8A or makes new ROR as case may be, as per approved mutation. A new 8A Khata is created, if required. Updated and/ or newly created RoR now carries this mutation entry number from VF 6 register. There is no system of verificiation & counter sign of updation in 7/12 with the same sense as the order passed on VF6. In cases this leads to land related disputes.

8.Issue of ROR

Talati issues new 7/12, copy of 8A Khata and form 6 entry, to the applicant on demand.

As per mutation types, applications formats are prescribed. Mutation Application forms planned to be kept at point of public access like Mamlatdar office, TDO Office, banks and in villages at Panchayat and Sarpanch’s office.

Applicant can submit application to Talati at village or at e-Dhara Center. In both cases, mutation request is accepted and acknowledged through Bhulekh Software.

In application, postal addresses, tel. Nos. of khatedars, separate application form for separate mutation type, necessary supporting documents attached, consistency of application detail with computer data etc. are scrutinized first.

The operator enters basic details in computer from application; generates 2 copies of Acknowledgement receipt from computer. Applicant gets one copy of receipt.

E-Dhara Dy Mamlatdar verifies application detail, attachment of supporting documents and basic details entered by Operator in the system and authenticate it biometrically. System generates a unique mutation entry number. System generates mutation note. Operator writes relevant inbetween detail. e-Dhara Dy Mamlatdar verifies and does biometric authentication. Operator generates notices from system and keeps with Mutation case file.

Talati collects mutation file from e-Dhara Center. Talati follows the mutation process i.e. serving notices and taking acknowledgements from party and wait for 30 days.

Mutation file after competent authority’s approval is submitted to e-Dhara Center for further processing. probable

Business rules for every mutation type are source coded to effect land records in same logical sense of mutation order. A structured entry is made to direct computer to log necessary changes in land records as per source coded business rules. A printout showing preview of likely changes before actual effecting land records is taken. The same competent authority approves this print (S-form). This is a unique feature of e-Dhara system.

Scanning of office copy of notice bearing signatures of all khatedars, mutation order and S-form are compulsory before biometric authentication for effecting land records for changes as per mutation.

1 copy print outs for village record of each updated land records 7/12, 8A and computerized mutation is provided to talati. In village, old land records are replaced with these updated one. Old records are kept in separate file.

The process completed mutation file becomes a permanent record resding in e-Dhara record room.

Crop Updation

A set of complete computerized record is given to Talati as village record. As and when ROR gets updated in computer, an updated copy of ROR shall be provided to the concerned Talati.

For Crop updation, the following process is followed:

a) Writing crop detail every season in village copy of RoR 

b) Data Entry of crop detail in computer

Crop module of BhulekhSoft allows carry forward previous detail of crop to next year season if asked. Due to this unique feature, operator enters crop details for only those cases, which have undergone crop change.