District Sub Registrar Office, Balasore

Introduction

Background of this Hand-Book (Right to Information Act. 2005):

As per RTI Act-2005 and Odisha RTI Rules,2005.

Objective / Purpose of this Hand-Book:

As per RTI Act-2005 and Odisha RTI Rules,2005.

Who are the Intended users of this hand-books?

As per RTI Act-2005 and Odisha RTI Rules,2005.

Organisation of the information in this hand-book.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Definitions of various terms used in the handbook.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Contact person.

As per RTI Act-2005 and Odisha RTI Rules,2005.

Procedure and Fee Structure.

As per RTI Act-2005 and Odisha RTI Rules,2005.

MANUAL-1

Particulars of Organization, Functions & Duties

[Section-4 (1) (b) (I)]

1. Aim & Objectives of the Organization:

Registration of Land & Mariage Registration.

2. Mission/ Vision:

Augmentation of Govt. Revenue in shape of fees & Stamp duty to add to the state exchequer.

3. Brief History of Public Authority & Context of its Formation:

The office opened in the year 1820 is the date of actual opening as catalogue has been maintained from that date 24.04.1822; the office functioned in its departmental building. It is the district office, surrounding in the Collector premises. The District Sub-Registrar, Balasore is the head of office and coming under control of A.D.M.-cum-District Registrar, Balasore in the Revenue & D.M. Department, Government of Odisha.

4. Duties to be performed to achieve the Mission:

All out effort have been taken to check evation of Govt. revenue by adopting unfair means by the miscreants and to keep vigil in the untoward activities of the offenders.

5. Introduction of Bench Mark Valuation:

In order to bring out Special strategy for augmentation of Govt. Revenue, the Bench Mark Valuation came in to force in this district w.ef. 07.12.2006 and subsequently followed by biennial revision the rate of valuation of land after observing all formalities as prescribed by the govt. The basis of intention of B.M.V is to check under valuation of land and there by arrest leakage of Govt. revenue.

6. Introduction of e-Registration:

Prior to introduction of e-Registration, the registration process was done manually which was a lengthy process, which gave rise to public discontentment. With a view to obviate such difficulty & to make registration process more concise, besides to deliver the document to the registrat public on the very day of presentation of documents after observing all formalities.

7. Multilateral Phenomenon:

The entire registration process a multilateral phenomenon, in that the whole process is implemented in a team work spirit simultaneously to make it a successful one.

8. Citizens Interaction:

The function of the entire registration machinery is to look, the interest of Govt. as well as that of public, besides to restore wholesome satisfaction of the public as a whole.

9. Allocation of Business:

District Sub-Registar is in over all charges of the office & deal with the matter relating to land Registration.

10. Details of Services Rendered:

i) Land Registration
ii) Issue of E.C
iii) Issue of C.C
iv) Issue of Marriage Certificate
v) Issue of Bench mark Valuation

11. Map of the Office Location:

This office is located near the Kachery Road, Balasore.

12. Working hours both for Office & Public:

From 10.00 A.M. to 5.00 P.M. excluding sundays/ 2^nd saturdays & Govt. Holidays. This working hours changes as per the orders of the Govt. during peak summer seasons when office functioning from 7.00 A.M. to 1.00 P.m.

13. Public Interaction, if any:

As and when the registrant public as well as Advocates and Deed Writers face any problem regarding registration matter, the District Sub-Registrar as well as Head Clerk take all out efforts to explain and clarify the matter to them.

MANUAL-2

Powers & Duties of Officers & Employees

[Section-4 (1) (b) (ii)]

Sl. No.
1	Designation	District Sub-Registrar
1	Powers & Duties	District Sub-Registrar is the controlling Officer in the Registration District. Inspecting authority of all rural offices. Registering officer to register all types of deed. Clearance of the all registration matters and correspondences.
2	Designation	Head Clerk
	Powers & Duties	Head Clerk is the chief supervisory ministerial officer of both the administrative branch am technically branch. Head Clerk with the approval of his immediate officer will distribute of the work among other clerks along with Class-IV staff of the office. Maintained Fee Book, Cash Book. In-charge of the register of Visits on Commission, Check the register of Stamp Vendors & Deed Writers. Deal with inspection reports and audit reports.Entrusted with and be responsible for the safe custody of the case.

3	Designation	Senior Clerks
	Powers & Duties	In-charge of Record Room, Responsible for safe reservation of Records, conduct Search and maintain copy register and check all applications for search/ inspection/copy and charge fee thereon correctly. Conduct single search in indexes and inspection of register books etc. in relation to search applications. Deal with destruction of old records and document.
		Deal with all correspondences of this office, issue and receive dairies the letters, ln-charge service postage stamp. Deal with all matter relating to marriages. Prepared and deal with all reports and returns. Deal with all matte relating to deed writers license, maintenance of guard files. Maintain history of office.
		All matters relating to establishment of the office and subordinate offices, appointment transfer & promotion of Class-3 & Class-4 employees, pay fixation, sanction of leave increment, pension & T.A., reimbursement and other service benefits to all employees to District office & subordinate offices, maintenances of service books, Forms, Stationary 8 Library, sanction of GPF, festival, house building advance. All other residuary items of work relating to establishment.
		Preparation of all bills of the employees, maintenance of relevant registers, safe reservation of stamped voucher. Prepare budgets.
		Maintenance of Court Fee register, preparation of E.C. & C.C., Comparing the document maintained Bench Mark Valuation register & relative works. In-charge of U/V Stamp cases o DSR & DIGR Courts, correspondence of other stamp collects, Franking of Non-Judicial Stamp and all connective registers & files.

Sl. No.

4

Designation

Junior Clerks

Powers & Duties

In-charge of Record Room, Responsible for safe reservation of Records, conduct Search and maintain copy register and check all applications for search/ inspection/copy and charge fee thereon correctly. Conduct single search in indexes and inspection of register books etc. in relation to search applications. Deal with destruction of old records and document.

Deal with all correspondences of this office, issue and receive dairies the letters, ln-charge service postage stamp. Deal with inspection reports and audit reports. Deal with all matter relating to marriages. Prepared and deal with all reports and returns. Deal with all matte relating to deed writers license, maintenance of guard files. Maintain history of office.

All matters relating to establishment of the office and subordinate offices, appointment transfer & promotion of Class-3 & Class-4 employees, pay fixation, sanction of leave increment, pension & T.A., reimbursement and other service benefits to all employees to District office & subordinate offices, maintenances of service books, Forms, Stationary 8 Library, sanction of GPF, festival, house building advance. All other residuary items of work relating to establishment.

Preparation of all bills of the employees, maintenance of relevant registers, safe reservation of stamped voucher. Prepare budgets.

Maintenance of Court Fee register, preparation of E.C. & C.C., Comparing the document maintained Bench Mark Valuation register & relative works. In-charge of U/V Stamp cases o DSR & DIGR Courts, correspondence of other stamp collects, Franking of Non-Judicial Stamp and all connective registers & files.

5

Designation

Daftary

Duties

All types of reneo work bind and stitch all new & old register. To seal of confidential letters and files. To prepare envelops etc. To affix Stamps on cover of Govt. Letters. To attend to any other official works to be assigned from time to time.

6

Designation

Peon

Duties

Treasury Sarkar, maintenance peon book and distribution of official letters, Stamping of Documents, to attend to any other official duties as and when required by the official superiors. Shorting of receipt book U/S-52B generated by e-Registration kept for audit.

7

Designation

Night Watchmen-cum-sweeper

Duties

Watching & Sweeping of office. To open and close different rooms before & after office hour. To attend the official works as may be assigned to him by official superior

8

Designation

Data Entry Operators

Duties

Entry of Deeds through online (e-Registration System). Regn. Fees, Stamp Duties & User Charges reconciliation. Print Fee Book, Cash Book, EC & CC generated through e-Registratior system.

MANUAL-3

Procedure Followed in Decision Making Process

[Section-4 (1) (b) (iii)]

Sl. No.	Subject on which the Decision is to be taken	Guidelines/ Direction, if any	Process of Execution	Designation of Officers involved in Decision Making	Contact Information of above Mentioned Officers	If not Satisfied by the Decision where and how to Apply
1	2	3	4	5	6	7
1	Registration of various type of Docts	Stamp Act. & Registration Manual	As under Act 1899 & Manual 1908	District Registrar/ District Sub-Registrar		I.G.R
2	Registration of Marriage	Spl. Marriage Act 1954	As under Act 1954	D.S.R		I.G.R

MANUAL-4

Norms for Discharge of Functions

[Section-4 (1) (b) (iv)]

Each document is registered after realization of Govt. Revenue in shape of stamp duty and Regn. Fees. After completion of statutory provision the documents are delivered to the parties with in 3 days. In exceptional case where descrepancy noticed during the course of Registration, notices are being issued to the parties for supply of omissions and compliance.

Notices in form No.3 under O.L.R Act 1965 Section -II Sub Sec. 5 & Rule-14 are issued to the concerned Tahasildars for mutation of the sold land in favour of the buyer in same days.

Encumbrance Certificates have been issued to the public with in 2 days from the date of receipt of the application. Similarly certified copies are issued with in 3 days of application.

Marriage under the special Marriage Act, 1954 are being done after observing due procedure and the copies of Marriage certificate are being issued to the parties on the day of application to get marriage certificate. Besides all these routine works, Govt. letters are being entertained as the very day of receipt of the letters and reply there of are being send to concerned quarters within 3 to 4 days. Replay to Assembly Question are immediately attended to & reply there of being sent of the very day of receipt of the same.

MANUAL-5

Rules, Regulations, Instructions, Manuals & Records for Discharging Functions

[Section-4 (1) (b) (v)]

MANUAL-6

Categories of Documents Under Control

[Section-4 (1) (b) (vi)]

Sl. No.	Nature of Record	Details of Information Available	Unit/ Section, Where Available	Retention Period, Where Available
1	2	3	4	5
1	74 types of records in Odisha Registration Rule		All Sections
2	64 types of deed presented for registration		Record keeping Section
3	Scarching, inspection & copying of documents		Record keeping Section
4	All service books of the employees.		Establishment Section

MANUAL-7

Particulars of Arrangement in Formulation of Policy

[Section-4 (1) (b) (vii)]

Sl. No.	Subject/ Topic	Is it Mandatory to ensure Public Participation? (Yes/ No)	Arrangements for seeking Public Participation
1	2	3	4
1	Sub Registrar at Block Level
2	District Registrar at District Level
3	I.G.R. Odisha, Cuttack
4	Revenue & Disaster Management Department, Bhubaneswar

MANUAL-8

Boards, Councils, Committees & Other Bodies Constituted

[Section-4 (1) (b) (viii)]

Sl. No.	Name	Type of Affiliated Body	Brief Introduction	Role	Structure & Member Composition
1	2	3	4	5	6
1	Bench Mark Valuation Committe	Committe	Revision the valuation of the District		The Collector is the Chairman of the Committee A.D.M-cum-D.R. Member Convenor. The D.S.R, All Tahasildars, Sub Registrar & 2 distinguished persons of the locality are the members of the committee

MANUAL-9

Directory of Officers & Employees

[Section-4 (1) (b) (ix)]

Sl. No.	Name	Designation	Office Ph. No.	Home/ Mobile No.	Fax	e-Mail	Address
1	2	3	4	5	6	7	8
1	Saraswati Padhi	Dist. Sub-Registrar-cum-PIO,Balasore	06782 266410	9938680504		balasoredsr@gmail.com	District Sub Registrar Office, Balasore-756001
2	Bidyadhar Jena	Head Clerk	-do-	8847893335			-do-
3	Goutam Kumar Burman	Senior Clerk	-do-	9778950824			-do-
4	Pravat Kumar Panda	Senior Clerk	-do-	8895577773			-do-
5	Chirasmita Mohanty	Senior Clerk	-do-	9040022529			-do-
6	Nibedita Nayak	Junior Clerk	-do-	8895107801			-do-
7	Sananda Bardhan	Junior Clerk	-do-	9040879260			-do-
8	Manoj Kumar Biswal	Junior Clerk	-do-	7436945006			-do-
9	Subhashree Pradhan	Junior Clerk	-do-	8249105884			-do-
10	Sabita Mahalik	Junior Clerk	-do-	7735639660			-do-
11	Sanjay Kumar Gochhayat	Junior Clerk	-do-	7008957663			-do-
12	Sashikanta Das	Junior Clerk	-do-	7894420860			-do-
13	-	Junior Clerk	-do-				-do-
14	Abhiram Behera	Peon	-do-	7325804133			-do-

Sl. No.

Name

Designation

Office
Ph. No.

Mobile No.

Fax

E-Mail

Address

1

2

3

4

5

6

7

8

19

Jasobanta Nayak

Data Entry Operator

06782 266410

9439297145

Jasobanta
nayak@gmail .
com

District Sub-Registrar Office, Balasore-756001

20

Puspita Barik

Data Entry Operator

-do-

9090037051

Puspitabari
@gmail.com

-do-

21

Priyaranjan Sahoo

Data Entry Operator

-do-

8984370740

-do-

22

Sushanta Kumar Mohapatra

Data-Entry Operator

-do-

9853638207

Skl2434@
gmail.com

-do-

MANUAL-10

Monthly Remuneration & Compensation of Officers & Employees

[Section-4 (1) (b) (x)]

SI. No.	Name	Designation	Present Pay (in Rs.)	Grade Pay (in Rs.)	Total (In Rs.)
1	2	3	4	5	6
1	Saraswati Parhi	District Sub-Registrar	-
2	Bidyadhar Jena	Head Clerk
3	Goutam Kumar Burman	Senior Clerk	28700/-
4	Pravat Kumar Panda	Senior Clerk	25500/-
5	Chirasmita Mohanty	Senior Clerk	-
6	Nibedita Nayak	Junior Clerk	24500/-
7	Sananda Bardhan	Junior Clerk	24500/-
8	Manoj Kumar Biswal	Junior Clerk	24500/-
9	Subhashree Pradhan	Junior Clerk	24500/-
10	Sabita Mahalik	Junior Clerk	24500/-
11	Sanjay Kumar Gochhayat	Junior Clerk	23800/-
12	Sashikanta Das	Junior Clerk	23800/-
13		Junior Clerk
14	Abhiram Behera	Peon	21600/-

MANUAL-11

Budget Allocated to each Agency

[Section-4 (1) (b) (xi)]

Budget Allocated for 2023-24:

Sl. No.	Name of the Scheme/ Head	Year	Budget Allocation for the year 2023-2024	Actual Expenditure (in Rs.)
1	2	3	4	5
1	Budget Allocated	2023-24

MANUAL-12

Manner of Execution of Subsidy Programmes

[Section-4 (1) (b) (xii)]

Does not relate to the Organization

MANUAL-13

Particulars of Recipients of Concessions, Permits or Authorizations Granted

[Section-4 (1) (b) (xiii)]

Not Applicable

MANUAL-14

Information Available in an Electronic Form

[Section-4 (1) (b) (xiv)]

Not Applicable

MANUAL-15

Particulars of Facilities Available to Citizens for Obtaining Information

[Section-4 (1) (b) (xv)]

Sl. No.	Facility Available	Nature of Information Available	Working Hours
1	2	3	4
1	Office library
2	Exhibition
3	Notice Board
4	Inspection of Records in the Office
5	System of issuing of copies of document
6	Printed Manual Available
7	Website of the Public Authority
8	Other means of Advertising

MANUAL-16

Names, Designations & Other Particulars of the Public Information Officers

[Section-4 (1) (b) (xvi)]

Assistant Public Information Officer (APIO):

Sl.	Name	Designation	Office Ph. No.	Mobile No.	Fax	e-Mail	Address
1	2	3	4	5	6	7	8
1	Sanjay Kumar Gochhayat	Junior Revenue Assistant	06782 266410	7008957663		balasoredsr@gmail.com	District Sub-Registrar Office, Balasore

Public Information Officer (PIO):

Sl.	Name	Designation	Office Ph. No.	Mobile No.	Fax	e-Mail	Address
1	2	3	4	5	6	7	8
1	Saraswati Padhi,ORS	Dist. Sub-Registra	06782 266410	8093492848		balasoredsr@gmail.com	District Sub-Registrar Office, Balasore

First Appellate Authority (FAA):

Sl.	Name	Designation	Office Ph. No.	Mobile No.	Fax	e-Mail	Address
1	2	3	4	5	6	7	8
1	Sri Hemanta Kumar Singh, OAS (SAG)	Additional District Magistrate-cum- D.R., Balasore				balasoredsr@gmail.com	Balasore

MANUAL-17

Other Useful Information

[Section-4 (1) (b) (xvii)]

All other information as may be prescribed for Dissemination shall be collected, Tabulated, Compiled ad provided in the form of manual from time to time as per the provisions.

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Sl. No.
4	Designation	Junior Clerks
	Powers & Duties	In-charge of Record Room, Responsible for safe reservation of Records, conduct Search and maintain copy register and check all applications for search/ inspection/copy and charge fee thereon correctly. Conduct single search in indexes and inspection of register books etc. in relation to search applications. Deal with destruction of old records and document.
		Deal with all correspondences of this office, issue and receive dairies the letters, ln-charge service postage stamp. Deal with inspection reports and audit reports. Deal with all matter relating to marriages. Prepared and deal with all reports and returns. Deal with all matte relating to deed writers license, maintenance of guard files. Maintain history of office.
		All matters relating to establishment of the office and subordinate offices, appointment transfer & promotion of Class-3 & Class-4 employees, pay fixation, sanction of leave increment, pension & T.A., reimbursement and other service benefits to all employees to District office & subordinate offices, maintenances of service books, Forms, Stationary 8 Library, sanction of GPF, festival, house building advance. All other residuary items of work relating to establishment.
		Preparation of all bills of the employees, maintenance of relevant registers, safe reservation of stamped voucher. Prepare budgets.
		Maintenance of Court Fee register, preparation of E.C. & C.C., Comparing the document maintained Bench Mark Valuation register & relative works. In-charge of U/V Stamp cases o DSR & DIGR Courts, correspondence of other stamp collects, Franking of Non-Judicial Stamp and all connective registers & files.
5	Designation	Daftary
5	Duties	All types of reneo work bind and stitch all new & old register. To seal of confidential letters and files. To prepare envelops etc. To affix Stamps on cover of Govt. Letters. To attend to any other official works to be assigned from time to time.
6	Designation	Peon
6	Duties	Treasury Sarkar, maintenance peon book and distribution of official letters, Stamping of Documents, to attend to any other official duties as and when required by the official superiors. Shorting of receipt book U/S-52B generated by e-Registration kept for audit.
7	Designation	Night Watchmen-cum-sweeper
7	Duties	Watching & Sweeping of office. To open and close different rooms before & after office hour. To attend the official works as may be assigned to him by official superior
8	Designation	Data Entry Operators
8	Duties	Entry of Deeds through online (e-Registration System). Regn. Fees, Stamp Duties & User Charges reconciliation. Print Fee Book, Cash Book, EC & CC generated through e-Registratior system.