MODERN RECORD ROOM

UNDER
NATIONAL LAND RECORDS MODERNIZATION
PROGRAMME

A presentation by :
Biswaranjan Rath, OSD
Revenue & D.M. Department
Government of Odisha
What ails our present record room:
Traditional method of preservation- Valuable Case Records
prone to fire accident, insects etc.
Prone to maniculation by mischievous elements- A threat to
authority.
Only human factor in management – Inefficiency, leads to
corruption
Preservation of Case Records often not in a chronological
manner -Difficult for future reference and use.
Difficult to provide time-bound services to the citizens.

Difficult to get desired information on status of case records.

Objective of Modern Record Room :

To safeguard valuable Case Records from tampering, fire

accident, insects, thefts and Natural Calamity.
To preserve Case Records in a chronological manner in
the Electronic Device as well as in Compactors for future
reference and use.
To provide time-bound services to the citizens.
To get the desired information instantaneously.
To implement and streamlining the process of Quick
Management System (QMS) at the Base Level of Revenue
Administration.
Components of Modern Record Room :

A Storage area where Compactors can be placed for

Physical Storage of Case Records.

An Operational Area where Server, Computers and attached

accessories can be located.

A Public Services Area where place will be provided for

reception and waiting of members of the public. In this
area, counters can be provided for delivery of services to
the general public

A Document Management System Software to work upon.

Generic Features of Compactors :
Provide flexible and efficient storage of files etc.

Made up of durable and long-lasting materials

Bodies are bolted to undercarriages and can be moved along

channels.

A Safety Locking System to ensure authorized access.

Provide Label Holders to ensure easy identification and

classification of files etc.

Units can be expanded easily and also facilitate easy movement

of shelves.
Pre-requisite activities to be undertaken :

 All case records of a Tahasil must be available to be

part of the Modern Record Room – Segregation of all
case records between the mother Tahasils and the
newly created Tahasils must have been completed.

 All case records must be consigned as per the

provisions of the Odisha Records Manual.

 All such case records must be kept serially case wise

and year wise.
Steps for Operation :
Check out the Title page of each Case Record and verify
the contents of Case Record with reference to the Title
page.
Sort out the Case Records year-wise categoricy and
make bundles maintaining a serial in a descending
order.
Scanning of case records by using high speed scanner.
Capturing the Meta data using the Document
Management software.
Final preservation of case records in the designated
location in the Compactors.
Use of scanned case records
Prioritization of case records for scanning:
 Case records related to OEA Act.
 Ceiling related case records.
 Be-bandobasta case records.
 Case records relating LA abatement.
 Lease cases.
 Case records relating to issuance of caste certificates.
 Mutation cases.
 Cases relating to conversion of agricultural lands for
use for non-agricultural purposes.
 Alienation cases.
Other case records.
Salient features of the Document Management
System Software :
Facilitate easy management of the Records storage
including adding new Records to the system, easy retrieval
of the stored Records (digital as well as physical).
Secure Login and Password for each user.

Extensive Audit-Trails at each user level.

Barcode Tagging of each Hard Copy Document.

Generation of extensive reports and queries.

Facility to have inter-connectivity with the State Data

Centre.
Maintenance and Supervision :

Annual Maintenance Contract at District level.

Opening and Maintenance of a Register of

complaints.
Regular cleaning and maintenance of equipment as
per the user’s manual.
Restricted access to the Record room.

Regular supervision of the Record Room by

Tahasildar.