SAMPADA (Stamps And Management of Property And Documents Application)
Department of Registration and Stamps

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
Madhya Pradesh is the second biggest state in India, of area 308,000 square kilometer. It has 51 districts, 367 tehsils, 313 Development Blocks, 476 towns and 54903 Villages. The state is inhabited by more than 72 Million people with a literacy rate of 69.3% computer literacy is very low in the state. With such a huge geographical spread and varied cultures at various regions in the state. The people, who intended to buy, sell or gift by and large transfer their rights of possession or title on specific property need to register their transactions by creating a public document through Department of Registration and Stamps. The Department of Registration and Stamps registers approximately 700,000 documents every year and clocks revenue of approximately INR 40 Billion. There are 235 Sub Registrar and 51 District Registrar offices which provide services to the people spread across the state of Madhya Pradesh. The acts such as Indian Stamp Act 1899 and Registration Act 1908 governing such transactions are colonial, this created a water tight compartment and on the contrary a region /person based specific discretions. To avail the services related to the registration of document people were at the mercy at the few selected individuals. People were not having any clue related to the valuation of the property as per the government norms, the duties levied on the document. During the registration of the document photos of the transacting parties were pasted on the document thus it has a chance of impersonation, thumb impressions were taken manually. There was no queue management in place which created chaos in the office. Delivery of the registered document was on the mercy of the officials. The document was bulky due to the use of physical stamp paper of various denominations. The documents were difficult to manage as they were bulky. The whole manual process created a vicious nexus of middle men and opaque system. The need for ease of doing business and e-governance was felt to streamline the process of Registration of the document relating to the transfer of the property etc. and e stamping in place of Stamp papers. The new electronic system was required to bring in the following changes • Simplified process for registration of documents and their search • Clear and Transparent system of Property valuation and duty calculation as there are more than 113 types of specific documents which can be registered. • There were no repository of model deeds which can be used for document registration • Preventions of Frauds and impersonation at the time of Registration • Easy access the search of the registered documents • Easy access to the certified copies of the document • Prevention of counterfeit stamps • Prevention of artificial scarcity of Stamp paper which had become a tool of generation of black money • Handling of various denominations of the stamps (INR10, INR 20, INR 50, INR 100, INR 500, INR 1000, INR 5000, INR 10000, INR 25000) was difficult for the government as well as public • Monitoring of different offices and their tax collection which was dependent inputs of the officers. • Accountability on the work performed by officers • Time bound delivery of documents • Bringing the data in public domain so that it is accessible at one click of button • Prevention of use of old stamps and checking on revenue leakages

B. Strategic Approach

 2. What was the solution?
SAMPADA (Stamps and Management of Property and Documents Application) system is an electronic workflow for registration and Stamping process, E- registration and E-stamping has ushered Madhya Pradesh in to a new era of Digital transformation. This transformation has enhanced citizen’s satisfaction as well as proved to be revenue positive for the State Exchequer. The system has been a boon to public at large as this system has brought in accountability; responsibilities and service delivery are ensured as per public charter defined by the state Govt. Multiple service points like banks , post offices and NBFC for services like estamp, registration initiation, document search have destroyed the monopoly of the erstwhile stamp vendors. The payments are made online and the slots are booked for availing services at different offices , the documents are distributed randomly among all the registering officers to minimize any small chance of a nexus among the parties and officers. The system is easily accessible on internet through www.mpigr.gov.in and the public can access the information on their own if they do not wish to approach any service provider. All the Sub Registrar and District Registrar offices are equipped with latest IT infrastructure. The system has been a boon to public at large as this system has brought in accountability, responsibilities are fixed as per the public charter defined by the state Govt.

 3. How did the initiative solve the problem and improve people’s lives?
SAMPADA is a real time application which provides services like property valuation, duty calculation, adjudication, registration initiation, registration completion at a click of button. The documents delivered to Public are digitally signed and optically water marked and have all possible security features which eliminate the chances of forging the document. Plain 100 GSM papers are used for printing the document which has reduced the dependency on any kind of proprietary or particular stationary. Online payments have been integrated through cyber treasury which has made possible transactions on real-time basis. Guide line rate or circle rates which form the basis of all the property valuation and duty calculation, are being annually updated through system. This has provided scientific approach towards assessing market value of properties and has expedited the process of freezing guide line rates. Various features of valuation of the property are provided in the system itself which has automated the property valuation and duty calculation and completely eliminated any discretion or subjectivity. SAMPADA provides cash less ecosystem where the user or service provider can avail credit limit through the SAMPADA and Cyber treasury gateway (through 13 scheduled banks). This credit limit can be used for payment of Stamp Duty, Registration fees, Fees for document search etc. The Online credit limit system has been a boon to Service Providers and Registered users of the system , which has saved them from long queue at District and Sub district treasuries for getting stamps. The e-stamping services has created a wave of change by enlisting services of more than 5000 licensees (Service Providers) of the department who are providing document drafting and e stamping services. The e- stamping service has enabled real time generation of e - stamps with security features (such as Optical Water Mark). A single e-stamp of any amount can be generated from the system which has freed the users from maintaining a huge inventory of stamps and their accounting. Various deed Instrument combinations are already available in the system and the e- stamps of designated value are generated automatically based on the inputs provided by the users. The state is already saving approximately 30 crores annually per year which were spent on the printing, logistics, distribution and security of the stamps. The online e-stamping system with state of the art security features and automated accounting has totally eliminated the possibility of any scam. • The Registration process has been simplified, and more transparent and secure. Registration of any document can be initiated through www.mpigr.gov.in by any citizen or through licensed service provider. • Levied Stamp duty and Registration fees is paid online for the initiated document and the system is cashless • Slot at the concerned office can be booked as per the convenience of the transacting parties. • Photograph of the parties are taken digitally in the office along with biometric impressions which has prevented impersonation of any kind. • A digitally signed document with required seals and signature is provided to the public. • People can refer to the model deeds provided in the system and draft their documents in unicode Hindi or English. • Property valuation and duty calculation is fully automated and transparent. • Any user can pay stamp duty online or through credit limit of service provider and book a convenient slot as per his convenience. • Any chance of impersonation while registering documents are eliminated by capturing biometrics, electronically and linking with AADHAAR. • Huge number of service providers and competition among them to capture market space has led to enhancement in quality of service. • The artificial scarcity of stamps and black-marketing is a thing of past, now a single e stamp of designated value can be generated from the system. • All the processes related adjudication and case monitoring are performed online , bringing in better supervision and efficiency • Total cashless ecosystem has provided transparency, efficiency and convenience to the citizenry. Possibility of audit trail in digital transactions has brought cleanliness in the system. • System facilitates individuals to carry out the entire process on their own without help of any service provider. • The grievances of the citizens and other stakeholders related to services of SAMPADA are being monitored centrally through a dedicated Helpdesk via a dedicated toll free number 18002333842. • There is a dedicated team to resolve technical issues raised through online ticketing system in T+1 days basis

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
SAMPADA system is an end to end work flow of Registration first time implemented in the country, online registration and e stamping has been attempted in India but most of the initiatives are compartmentalized i.e. certain processes are automated. The following activities make the system unique 1. The Registration process has been simplified, and more transparent and secure. A digitally signed document with required seals and signature is provided to the public. 2. People can refer to the model deeds provided in the system and draft their documents in unicode Hindi or English. 3. Property valuation and duty calculation is fully automated and transparent. 4. Any user can pay stamp duty online or through credit limit of service provider and book a convenient slot as per his convenience. 5. Any chance of impersonation while registering documents are eliminated by capturing biometrics , electronically and linking with AADHAAR. 6. Huge number of service providers and competition among them to capture market space has led to enhancement in quality of service. 7. The artificial scarcity of stamps and black-marketing is a thing of past, now a single e stamp of designated value can be generated from the system. 8. All the processes related adjudication and case monitoring are performed online , bringing in better supervision and efficiency 9. Total cashless ecosystem has provided transparency, efficiency and convenience to the citizenry. Possibility of audit trail in digital transactions has brought cleanliness in the system. 10. System facilitates individuals to carry out the entire process on their own without help of any service provider . 11. The document search is online and certified copies can be obtained at a click of a button.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
The Department of Registration and Stamps Government of Madhya Pradesh has implemented the SAMPADA program. Department of Registration and Stamps is part of Commercial Taxes. The department is one of the revenue earning departments of the State which contributes more than INR 40 Billion to the state exchequer. The Department of Registration and Stamps have 235 Sub Registrar offices, 51 District Registrar offices and 4 DIG Offices spread across the state of Madhya Pradesh. More than 1100 employees which include 500 officers of the State Government service the population of Madhya Pradesh for Registration and e stamping. The Department had developed an in house application with help of Wipro ltd who were engaged through a transparent bidding process. NIIT Technologies ltd was engaged as the System Integrator who were responsible for the deployment and management of Hardware at Data Center and all the locations spread across the state of Madhya Pradesh. 3i Infotech Ltd was the Project Management Consultants who ensured the smooth running of the project. The department touches the life of almost the entire citizenry everyone requires stamps in a routine way and generally everyone once or more deals with real estate his life time. A departmental team of domain experts was formed for freezing department’s requirement and User Acceptance Test after software was ready .More than 30000 hours of training was imparted to departmental users and 6000 service providers at all levels throughout the state. Till date more 1 million documents have been registered and more than 3.5 million e stamps have been generated , The system has touched the life of more than 72 million people spread across the state of Madhya Pradesh.
 6. How was the strategy implemented and what resources were mobilized?
The Department of Registration and Stamps had a very clear view on the implementation of the e Registration and e stamping project, the following steps were taken for the execution of the project 1. The department of Registration and Stamps took up the internal study of the department and identified the problems areas which required improvements. 2. The problems included Lack of transparency in the delivery of documents, Property Valuation, Duty calculation, Rationing of stamp paper, Overpricing of Stamp paper, few cases of Impersonation at the time of registration. 3. Based on the inputs of the department it was decided to convert the entire manual work flow of Registration into an integrated online, real time workflow. 4. The Department had engaged 3i Infotech ltd as Project Management Consultants in the year 2005 , the PMC was supposed to support the department in the endeavor for bringing the system 5. Application developer Wipro Ltd was selected through a transparent bidding process in the year 2006 6. Once the consultant and application vendor were on board the System Requirement Study was performed by the and the SRS was freezed , interdepartmental teams comprising of officers at various levels were aligned with the consultant and application developer for the SRS prepration 7. The application developer submitted the design documents and initiated the coding for the application. 8. The Department had formed a core team of officers who were responsible to overlook the development of the application and provide inputs for the improvements during the process of development 9. The existing obsolete rules were simplified by the department 10. Transparent bidding process was adopted and System Integrator NIIT Technologies was brought onboard who were responsible for the supply of necessary Hardware (Desktop, Printer, Scanners, Biometric Devices, and electronic Pen) and Data Center components. The Hardware distribution of 300 locations was done in a record time of 3 months. 11. UAT of the application was performed for a period of 6 months which involved officers from across the department and location. 12. The Department ensured that elaborate advertisement campaigns were in place so that the people knew about the changes in the process of registration which was being bought up. 13. More than 30000 hours of training was given to the prospective service providers and departmental officials. 14. The 14 Regional Capacity Building Center of the State Govt. were used for the training of department officials and more than 5000 service providers. 15. The Department has availed the services of State Data Center for hosting the Data Center infrastructure and State Wide Area Network is used for ensuring connectivity to all project locations, since SDC and SWAN have been developed as common infrastructure for the entire department the services are free. 16. The department has incurred INR 40million for Application development , INR 7million for Consulting services and INR 610 Million for Deployment of Hardware , the department has incurred an approximate total cost of INR 700 million for the entire project , The Department is apparently saving INR350 million every year on transportation , security and logistics of stamp paper. 17. The Project has been 100% funded by the Government of Madhya Pradesh

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
The Department of Registration and Stamps Government of Madhya Pradesh has implemented the SAMPADA program. The Department had developed an in house application with help of Wipro ltd who was engaged through a transparent bidding process. NIIT Technologies ltd was engaged as the System Integrator who was responsible for the deployment and management of Hardware at Data Center and all the locations spread across the state of Madhya Pradesh. 3i Infotech Ltd was the Project Management Consultants who ensured the smooth running of the project. The Data Center hardware of the project and connectivity is maintained through State Data Center and SWAN. The regional capacity building centers spread developed and maintained by Information Technology Department were used for the training of the resources. Directorate of Treasury and their associate banks have formed the backbone for the online transactions, District administration including the District Collectors and Divisional Commissioners of 51 districts including have been instrumental in increasing the acceptance and implementation of the system. The department intended to increase the service points under this initiative and necessary changes were made in the rules to introduce Banks, Post office, Non-Banking Finance Companies as Service providers. The empowered committee chaired by the Chief Secretary of Madhya Pradesh and State Legislature have accepted the Government Process Reengineering in the Registration and Stamps Act which had made the implementation of the system simpler. The Department with support of the Local News Paper and TV Channels publicized the system and increased the acceptability of the system and ensure smooth transition. The erstwhile stamp vendors , lawyers extended their support by accepting the system and spreading awareness about the same.

 8. What were the most successful outputs and why was the initiative effective?
The SAMPADA system has transformed the way in which registration and stamping are performed in the state of Madhya Pradesh 1. Property Valuation and Duty Calculation The SAMPADA system has simplified the process of Property valuation and Duty calculation before the advent of SAMPADA property valuation and duty calculation was a very tedious process in which the common public was dependent on Lawyers and document writers for knowing the valuation and corresponding duties chargeable on any instrument, now any registered user on www.mpigr.gov.in can know the Guideline rates for a particular area the user needs to select the deed instrument combinations and enter the correct data regarding the property being transacted or document being registered the system automatically calculates the value of the property along with chargeable stamp duty and Registration fees. This fees and duty can be paid online and has promoted a cashless environment in the offices 2. Deed Drafting and Model deeds- SAMPADA system provides model deeds of most prevalent document, any user can refer to these model deeds and initiate the document on his own; it is pertinent to mention that the deeds are drafted in Hindi Unicode and English in the system itself. Since the deeds are typed and not scanned in the system, the department can perform various data analytics activity and check on revenue leakages. 3. Online Registration and Registration Completion Any registered user or through licensed service providers (which now include individuals, Banks, post offices and NBFC) a person can initiate his document initiation. AADHAAR based validations are being placed which will ensure the identity of the person and the person will not be required bring any witnesses for the process of Registration. Integration with land records department is being attempted which will provide necessary information to the users and the user can make informed decisions. Registration completion is done in the office of Sub Registrars, public approaches the offices at the given slot time and queue management system is implemented at major offices. The digital photographs and biometric information is captured the document delivery with necessary security water mark is ensured within 15 minutes of registration completion. Service levels of officers are reviewed regularly. 4. E stamping This is the state of the art functionality where a single e stamps of a definite value is generated, to check the authenticity of e stamps the generated e stamps can be validated online at www.mpigr.gov.in. No propriety stationery is required and e stamps with necessary watermarks and digital Signature of the issuer can be generated on any A4 paper. 5. Document Search and certified copies The document search and certified copies can be generated online by paying a nominal fees of INR 300/- , the document can be searched on multiple criteria’s like Name of parties , location , area , type of property etc.

 9. What were the main obstacles encountered and how were they overcome?
Legal Framework - For the successful launch of SAMPADA an electronic framework it was apparent that the old Legal Framework was simplified the processes were redefined and a thorough Government Process Reengineering was carried out. The Departmental team revisited the entire registration and stamping act and the amendments were proposed in the acts and rules , these acts and rules were passed approved by the empowered committee and the State Legislative Assembly , sheer will to implement the system was shown by all the stake holders which included bureaucrats as well as politicians. Acceptance of the system – Changing from a Manual system to an electronic system was a process, but to ensure the acceptance of the system among all stake holders like Departmental officers , Public and document writers was difficult , regular reviews and orientation meeting were conducted at district levels and Head quarter levels , Departmental teams were engaged in the development and testing process which ensured that they became acquainted with the system. For a period 1 month the manual system and electronic system was run in paralled mode. The public was continuously updated with the benefit of the electronic system through elaborate advertisement campaigns. Training of users To ensure the acceptability of the system more than 30000 hours of training was provided to all stake holders be it internal or external, people were retrained if required, The teams were provided necessary guidance regarding the Hardware and its upkeep, training manual and video tutorials were published on www.mpigr.gov.in. Master trainers from the department were available for training across the 51 districts of the state , a telephonic help desk was set up for the support of all the users.

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
The initiative has been a boon for public and revenue positive for the state, it has simplified the process of registration and has brought transparency, minimized the chances of any impersonation, accountability of officers, timely delivery of document to public , multiple service points. The SAMPADA system has given a fillip to public delivery 1. The system is designed in Hindi and English , the option of local language of Hindi 2. The system has brought transparency earlier people were dependent on touts and vendors for knowing the value of their own property and now the user can go to www.mpigr.gov.in and check the values on their own. 3. Model deeds are available in the system which any person can refer to and start his own initiation more 10,000 documents have been initiated and completed by the individuals. 4. The system provides all the prevailing exemptions related to Registration and stamps the user is simply required to select the exemptions on the system to avail the benefits provided by government , The government provides exemptions on Stamp duty and registration fees for economically weaker sections , with the availability of the options in an online system people are aware of benefits which they can avail , earlier the people were dependent on touts and middle men for getting such benefits 5. The system provides a cashless environment the user can pay their stamp duty and registration fees online , this has enabled zero cash system in Sub Registrar offices. 6. The Service providers can avail the credit limits for stamping and other services online , this has eased out load on other departments like treasury 7. The service providers can generate any value of estamp on a single A4 page , earlier they were required to stand in long queues in treasury for getting e stamps. More than 5000 service providers have benefitted from the system. 8. The data of Service providers ( address , mobile number and email) providing registration and stamps services is available online and any individual can refer to the data and avail services from the listed service providers 9. Getting Stamp papers for day to day activity was a daunting task, now the user has options to choose from multiple and can get a single e stamp of definite value. 10. The e stamp can be verified online by any user by entering the e stamp code , this service can be availed free of cost fromwww.mpigr.gov.in 11. Earlier the document registration process at Sub Registrar officers was opaque and a document took approximately 5 days for delivery, not the document delivery is immediate. 12. The document with necessary security features and digital signature are delivered 13. The System has brought in more control for reporting authorities, every step is time stamped in the system 14. The performance of various officers can be monitored online 15. Adjudication process has been simplified and made online 16. The document search has been simplified for the public they can search the documents registered on SAMPADA online, earlier the public was required to visit the record rooms at various places now the document search for the entire state can be performed online.

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
The initiative has brought transparency and increased integrity and accountability in the following manner 1. All the steps performed in the system are recorded and time stamped 2. The department has stipulated time line for performing various activities related to registration if for any reason the time lines are breached the same are highlighted in the reports and the explanations can be called from the officers 3. Since every activity is performed on the desktop on a secured network registration cannot be performed arbitrary by any official 4. The documents with necessary security features and digital signatures are delivered to the public 5. Since the department has engaged a outsourced manpower for the delivery of documents and they are bound by SLA based on time, they ensure that the documents are delivered immediately to the public. 6. The offices has been made cashless and hence reduced the chances of bribery in offices 7. All the base data , Duties , fees are entered in to the system which has reduced the discretionary powers of the registering officer , duty and fees are charged on the values calculated by the system 8. For issuing licenses to service providers definite time lines are fixed and if a officer does not act on the time lines the matter is escalated to higher up. 9. Queue Management system is implemented in the office and the documents which are to be registered are distributed randomly among the officers which reduces the chances of forming of any nexus 10. Spot inspection of the registered documents is carried out randomly , the selection of the documents for spot inspection is criteria based and the documents are selected randomly by the system.

 12. Were special measures put in place to ensure that the initiative benefits women and girls and improves the situation of the poorest and most vulnerable? (If applicable)
IF women are made co owners in a property with existing owner of the property then leviable Stamp Duty is reduced by 1/5 of the Principal Stamp duty. To promote housing for the poorest and economically weaker sections of the society Exemptions are available in the system which reduces the stamp duty and Registration fees by 100%.

Contact Information

Institution Name:   Department of Registration and Stamps
Institution Type:   Government Department  
Contact Person:   Swapnesh Sharma
Title:   Project Officer  
Telephone/ Fax:   0755 2441953
Institution's / Project's Website:  
E-mail:   po.sampada@mp.gov.in  
Address:   SAMPADA PMU , 35 A , Arera Hills
Postal Code:   462011
City:   bhopal
State/Province:   madhya pradesh
Country:  

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