The problem to which this initiative was a solution: SLRB, handles large volume of physical files on a daily basis which contain original property papers, maps, deeds and personal and private information (CPR, passport, identity cards, certificates, et al) these are highly secured, confidential as per data prevention act it is priceless information which has the highest amount of confidentiality and integrity. If this information are misplaced, lost or leaked, drastic implications could occur ruining the Bureau’s reputation, name, fame and glories. A need to identify, implement and enable a complete secured system into SLRB’s operational framework a method that would cover the full gamut of required attributes in order to protect, secure, track, trace and retrieve the Muqadama files movement any time during its creation until end of workflow lifecycle.
Major issues faced: SLRB, were doing the Registration of its Muqadama (Introduction) file manually and there was no tracking record of any file movement. The method to know how a transaction was registered and in which workflow process being accepted was only known to the person registering the file or unless one refers to the file register in which the whole history of a transaction was recorded.
Another important point to note was whether the personal identification (PI) data captured into manual register as an ongoing transaction was perhaps privy in falling into wrong hands? Or chances of this sensitive personal information (PI) data captured being leaked to others or outside world? What was known? Was only about the revenue collection and the number of transactions registered per day.
With this as its major issue people registering the properties and land were surely affected with the concern of should we register our properties, land, villas, apartments and what shall be their guarantee of such transactions and the details of their personal information (PI) protected and secured?
SLRB followed the best of trends in governing the above conditions: and implemented Radio Frequency Identification Device (RFID) based File Tracking & Tracing Management System’s (FTMS), whose ultimate goal was to deploy a file tracking system to ensure tracking of its Muqadama (Introduction) file movements giving accurate and exact status of the file and its location giving full history of its movement status of completion of each workflow process thus ensuring: time efficiency, accuracy, productivity, confidentiality, safety and complete data security.
Introducing such latest trends of contactless data capture capabilities and the development of management software to automatically track and trace files, monitor process workflows, encouraged necessary audit compliance and stringent governance, it also simplified processes, enhanced productivity, and ensure assurance to security and confidentiality of data.
By embracing implementation of RFID Technology, SLRB became one of the top government agency in the KoB to meet with its 2030 Vision of imbibing the principles of sustainability, competitiveness and fairness in ensuring and overseeing it draws its own means for a secure and fulfilling demand of work which reached full potential of delivering better services to the society and people of KoB.