GOVERNMENT OF WEST BENGALOffice of the Director of Land Records & Surveys and

Joint Land Reforms Commissioner, West BengalSurvey Building, 35 Gopalnagar Road, Alipore,

K 0 L KAT A - 700 027.

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Memo No. 58/Comp(Pt-II)/302(J-13}12014 Dated - Alipore, the 30'h July 2014

ToThe District Land & land Reforms Officer, (All),

Sub: SOP for scanning of RS record and Register VIII

This is to inform him that fabrication work of 182 Modern Record

Rooms in different blocks of different districts where the BL&LRO offices are

in own building will be completed within September of this year which is

undertaken by MIS WTL. Besides the CIVIL work another part of the work is

scanning of RS records and Register VIII of all these blocks. The SOP of the

scanning of RS record and Register VIII is resent. He is requested to take

necessary measures so that the work of his district can be completed

smoothly and as early as possible.

(SHEKHA~:~A)-Director Land Records & Surveys

and Jl. Land Reforms CommissionerWest Bengal

Memo No. 58/Comp(Pt.-JI)1 303 12014 Dated - Alipore, the 30lh July 2014

Copy forwarded to Sri P S Mitra, Dy Manager, MIS, WTL for

information and taking necessary action.

(SHEKHA DUTTA)Director Land Records & Surveys

and Jt. Land Reforms CommissionerWest Bengal..

p.TO.

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Government of West BengalOffice of the District Land & Land Reforms Officer

Purba Medinipur :: Tamluk.

Memo. No. 2h2.~/LR-6/ 08 Dated, Tam/uk, the 11. 8. /2014.

Copy forwarded for information to :-1) The Sub-Divisional Land & Land Reforms Officer, Tamluk/ Kanthi/ Haldia/ Egra. He is

requested to monitor and provide vehicles if necessary for carrying the R.S. records fromBL&LRO office to District H/Q.

2) The Block Land & Land Reforms Officer, (all) withrequest to send the R.S. mouza Records time to time when require for scanning at DL&LROoffice by the Webel approved Vendors.

7L~!J-cFDistrict Land & Land Reforms Officer

Purba Medinipur :: Tamluk.bb/OBOB14

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Copy no. :2

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ICO\ l'rnillelil of \\'l'SI Ih'll:!al

()ITil:~of rile Dirl'l'Wf of Land H.l'l:urds .1I1t! Sun l'YS &.It. Land f~l'ronlls Commissiolll"r. \Vl, .•t Hl..'llgal

35, COI',)1 N"~ar Iluad .. \Iil'0l"<'.kull,ara - 700027- ,_ .._---- ---_._----_... -_._----_._-_.

DOI.'t1I.lIl'lIt Stalldard 0IH:rating ProcctiII I"l' 011COIII(luu ..'-rizatioll of Land Records! 110./Title ~ ullder WIlLR I\<t. IY55j SCl'fiilll Title, Procedure for I)i~itiz••tioll of Ih'\'i,ional Sl'lllclIlCII( Records of Rights and, ! other old dOClJlIIl'lItS: Compu(cr .scclioll. Directorate of Land Records &:.- ._ .. 1 ._ Sun'ev~_l West 1}~~lgal_i Seeti,,". No. l Revisiun I~~.te I !'age _ 1.__ lssue DateL..._. __::=r==- 28.0~}~)1~ L... -1.__ .. __ .1 :!(•.12.2on

1.0. Purpose: Digitization of RS records and olher old rel:ord:-. including indexing of such

digitized records 1'01' easy retrieval from existillg llHLJCHITRI\ I web-based BHUCHITRI\.

2.0. Soup" The Directorate of Land Records & Surveys, West llengal has huge repository of

paper documents, \vhich arc constantly decaying dUL:lO aging. mishandling and often poor record

keeping. Such legacy records besides having historical value, often becomes valuable

determinant I<)fsettlement of title records by judicial forum and RTI application. Further. paucity

of spaee. loss of documents. mutilations. proper upkeep etc. arc SOllle of determining factors for

digitization of records. Digitizalion and illdexing of RS and other old records will besides

increasing self-life for many years. digitizmion would help for easy retrieval records. data

security. and versatile report gcneration.

MIS Webel Tet.:l1l1ology Limited has been entrusted to undertak,: digitization or such legacy

records as component of Modern Record Room of NLRMP. The process involves (a) scanning!

imngc capture. (b) image enhancemcnt. (c) Rl'-sc:-lnning, (d) image qualil)' assurance. (e) data

entry. (n llldl.'xillg. (g) daHl bal:kllp. Such dala h~ICkup shLlII be stored in DVD media and

subsequently collocated in State Data Center (SOC). Such data base shall be retrieved from

llHUClllTRA itself The digitization of land recmds sball be completed through phased rolled

oullllode wilhin a specilied time Iri.dHe.

3.0. RespolIsilJilitie"

(i) OVCI"al1 supervisioll. monitoring Jnd control lies with the DL & I.RO. /\ team consisting. oral!

SDL & 1.llOlSl. ,>[,e nodal olf,cer in the rank or SRO-II lindeI' the chairmanship or DL & LRO

shall hI..' rOl"IlIl.'t.l \\ illl the illlim:Hioll to the DLR&S, WB to plan. coordimue and complete the

digiti/ation \\od~ urihe district.

(II) ()vt:rall fl ....•p(Jllsil1ilily nl" Illl' di!!i[l/~llltlll \\ork til SlJh-dl\'i~101litl:s \\'ltl1 the ~IJI. 8.: I.RU.

Iln\\'l'vt.:l", (llll' nodal officer illlhc rank tlr~.R.( ).11 shall hl' l"l'spol1sihk for tin\' to UU)' fllonilOring

III 1111" \\.nrk. J he SDL & I.R() shall dlTI.:l' [\\(1 sl;lIl" illilil' r;lI1k tI! I{.I 01" Amin 1'01' each ,Iul"l

In!' fll()llitorlll~/ assisting digill/<ltiPll \\"il" ill Sllh-l )i\ i:-"Innal ('ciller. SDL&I.RO ....h;lll hl'

n.:....potlsibk. l~ll'Jllaking arrangL'lllCllt for UI~ili/atj(ln ('l'llln (DC) flrl'll:rably in his onit.:L' or <H1~

rClltcd ,lCcofllllloualion in the l1t.:ar VlCirlll.\ or his ullin.' with uninterrupted power surpl:. IlL

shall also plan in advance the supply or RS Illouzas/ otl1cr "Id rccords 10 D.C I"mlll Ill. & LROs

and alter digiti7[l[ion origin.d/{S fllouzas ;lnd register-VIII shall be sClllcd llnd hlll1ded over 10 81..& I.RO'l"llrlhwilh. Such scal cao be opcncd ooly wilh the permrssioo 01' DL&LRO ooly. lIere.

digitization sh.1I incl,!de digilizalion or I~S RoR, Register-VIII 01" hoth WBEA Act and WBLR

Act and orher old records as may he specilied time Lolinll:. Upon digitizatioll, a print oul of the

regislcr VIII shall be generated and shall he used as working copy for further use,

(iii) The Vender i.e. MIS WTL shall be rcsponsible to install all hardware in the designated DC

along with sufficient personnel and one Supervisor so Ihal sudl digitization woks can run in two

shifts i.e. g.OOam to 2 pm and 2pm to 8.00 pm. On receipt or uocuments i.e. RoRI Registers. MIS

WTL shall prep.re list orpagesl records missing in a stalernenl and shall be countersigned by the

D.C in charge. Such digitization shall be made at the rate or Rs. 3/- per sheet (colour) I"or A4

page and RS.3.40/- per sheet (colour) Il'r ld page including indexing as per order no. 84/2029-•lJudgCl/LUI'illl-20120/1J (Part-I) ut. I'JO').2IJI3 "r thc I. & I.R Department. Upon the

completion 01 digitizalion, MIS \-\iT!. shall hand over the JigilizeJ image al'ter proper indexing

in three DVOs in phased manner.

(iv) The Nodal Officer shall be responsible 10 provilk- lechnical support Lo D.C a1 the requisition

orlhe Sub-Divisional I.and & I.and l{el,"m Onieers.

(\) Upon the completion or digitizati"n, requisiti"n "r rund along with hill and DVD shall be

submitted b) tbe DI.&LRO, to the DLR8,'>. WL3 lor sub-allolmenl "r I'und I'"r paymcnt,

~,O. Ahhrniatioos:

iiI. &: LRO: BIt,(k Land alld Land Reforms OniCl'l":

R 0 Revenue (H liceI'

RoR: Record~ 0t" RighI

OL &. LRO rJl,:rlf.:1 Land & L:llld RefQrm!". Officer;

r~I.. R~\CI111e Oltit:~r

Sf) K t .RO; SlIb.DI\ IShlil Lilnd & Land Reforms anicer;

1<:-, I{c\ isi("ll];J1 SCUklllCllI

0,\-101-(; One Mrlll Olll_' Kh<lllYill1 .

[)('; Digilil..llion Cenlre:

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a. l 'I \.h:r no. g412U2l)-Budgdf L l. I' 11 {. 21l/20 I () ( Pan .11 Lit. Il) til; ~O I .").

b ~\"\.iitll150(2) or\\\::-.II3~llg;:1 J .11}(1 R~ror11l:-'i\l'l. It)S:,

6,11. I'rm:cdurc:

(i) Iii\,.' SO &. LI{O "hall G.1lI"'1,: ;tl prepare •.I list 01' I{ol{ \Illumes or \VBL,A. ,\(;'1. ",illdl arc

re'quired to be digiti/cd ,lI " parlludar DC and Ihe IlL&I.I{() "Ithe block which is laken up I.,r

dlJ:!.ili/dtioll shall prepare a 110\\ \:11;11"1for sending lllOSl' IHOll/;I" 10 lh~DC.

(iii III each DC a lealll consislillg of one onicer ill (he rallk "I' SRO.II. two Group C stalh and

[wO Ciroup-D stulTs sLmll be fnrnwd \0 assist. coordinate and 1;1(.:ilitatc digitiz3lioll process.

(iii) Ihe HL & LROs before sl'nding a mOllza fur diglti7.ation he/she shall cause primary sl"rutiny

uf all 1{0Rs of a RS mouza for DC. II may happell that some of the RoR of Revisional Records

arc lOrn. ll1utilated and or has undergone severe process of decaying, which may require

sulhtantial reconstruction. Such reconstruction shall he mad!: hy the concerned BL&LRO as per

instruction issued vied 00. 396/2320/CI7I dt. 9.6.72 as far as practicable. I3L & LROs shall

depule a revenue ofticer at D.. . of f RS ",ouzas of hisjili,,,U

any leli oul Khatiyans arc detected at DC, the deputed officer shall certify the reconstructed

RoR. In cas\: of pages or Re);i:-ilCr VIII can he reconslrucled after consulting interll1l:dimy

kh,l!iy:.tl1s. khatiy(tn no. I 01" 1l1'1ullied recorus umler SL'clilHl 47 or \VBEA Act, rl'lcvant

proceedings ll/s 6( I) or WBL/\ /\C1. Regis[er XII. LR KIl.uiyull 110.1. proc~t:dings u/s 141' orWHLI{ Act. CO/CR register. wherever applicable. The lorn pagc(s) muSI he preserved in a

seall.'d cuver. The slnff who will reconstruct the page(s) shall put his signature legihly and

BL&LI{O/ I{O shall countl:l"sign tile same aner necessary verification suhscrihing tl1(" word

'Reconstrucled'. Since digitizatitlll is a lime hound programme. it shall be done as quickly as

possible.

liv) ,\fter reconstruction of RoR of RS vulumes and other old records [3L&LROs shall despatch

lhe same 10 Ihe DC with propcr ,'I;;,:lan, as pcr programme drawn by Ih,' SDL&LRO. Upun ihe

rect'ipi i)r RoH. of RS volumes. [hI:' supervisor as engaged by MIS WTL shall scrutinize lh~same

and ",il.lll 1101t' tl1~missing pagt.::-..\\"l)rtl lHJl/llllllilated pJges \\llIcl1 r~LJlIirt' rllrtJ~erre(UJl~llll(,liull

anLi nring it [0 tile notice of {he Ilodal oi"licer in charge ur DC. The Officer as deputed by thl.:

I~L&t.RO shallihercaflcr cause hI l"L'COllslruCl the same as pCI' procedure mentiom:d in par:Jgr<iph

(I i i l .lllt! n':."'lIhlli it Ill\..' same 10 i he Supervi"'lIL

l \ 1 Ilh- SlIp •...I .. :'\"1" a;-.engag ....d h; M/~ \\'11 ...h;dl Il1crc;tlkl ell I"...' II' o!l!:=ililC lhe RnH Ill" I~S

\Ollllll""" lir"'l .ll,.j \111 cOlllp!L'tiOIl IC..<volllllh .•..,hall (i.!lIS\,: III dl~ili7l..' 1<....;.:1.11..'1"VIII or \\11-31 :\ ACI

;lIld \\HI.I{ :\\."; i"'::--lx:clivel). :-)uch digitil.;Il:Il:l ...11;111he 1l1;Hh: 111'iiitched h'rm. Ifin C\trel11l' C<lst:.

d sudl regi',[LT '. Illumes arc required to hl' ullstitcIH.:J. such lq.!islcrl V(llllil1e~ shall he re-slitcl1cd

Imlllcuiate!." ;llkr Jiglti7Blion as can.:rllll~ ;1'"pll ...~ihle. (lllll"';]'il.'!ion or digitizalion or RoR and

RcgiSler VIII. ....ucl1 cJigilizcd records sh~lIl hI..' 11llh:.\l'd "'0 th~11 it (;'Ill hc rctrieved from

Bill ;Cl-IITR/\ itself. 111some C3~es, such ~C<ll1llcd image Illa." be {)h~curl'd ror which resc<lnning

shall be done \\'ilhnll~ extra cost till a good qualily print out i;-, obtaincd.

(vi) Irsollle 1ll0117.3Sortlle Block laken up for scanning has already heen scanned, these SC31llled

dala should be handed over In the MIS WI L fnr ineorporaling il in the new dala base so that

these data can be rClricved easily along lhe newly scanned 11lOuzas. No payment shall be made

fur such sCJnl1cd Ru/{s.

(vii) The nodal ofliccr or cach LJC Sh~lll CJUS!.: 10 check III per cent digitized images of each

mnuza In examine Ihe quality. The SD&I.RO shall cause 10 randomly check 2 per cenl image so

digitized to exam inc Ille quality or image. J r such digitized Image docs nOI produce good printing

it 'illall be rejected and MIS \Vll. shall clul ...•e to I"t'Sc3n 1111,' S;1I11L'iIllJlh:di;\lely till good quaJit~

prrnting. is producl..:s.

(viii) On complelion or digitization, the MIS WTL shall deposit images along wj(11 indexing in 3

(lhrce) lJVlJs (one fur preservation and onc for day to day \vol'k and should he sent tn the

DI.I<&S along dailll lor the bill.). It is respollsibility or NudallllrlL.cr or [he District to cll.cck the

contelll or such I)VD :lIld cullect ccrtific<ltc of \Vl1rk completion alld stnd; entry ccrtilicate from

BI.&LRO and submil Ihe Sal'lC 10 DLR&S \VB.

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Sri Prajjal Sengupl.1 ..SI{O-II & O/C-Computer. DirrctoraH' or Lanu RcconJs L\:_________ S_"_r\ l~\.::'.~\_...._B _

~.- ApJ!..':OI ed.~~__I~)\. I

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