Introduction
MANUAL-1 Particulars of Organization, Functions & Duties [Section-4 (1) (b) (i)]
1. Brief History of the Public Authority: (a) The Registration Department is under the Ministry of Revenue & Disaster Management and at the Secretariat level. It is under the administrative control of Secretary to Government, Revenue & Disaster Management. (b) The Inspector General of Registration (I.G.R.), Odisha, is the Head of the Department, who is assisted by one Joint I.G.R., three Deputy Inspector General (Dy. I.G.R.) at the zonal level-one each for the Central, Northern & Southern Zone. (c) There are 30 Registration Districts corresponding to the 30 Revenue Districts of the State each headed by a District Registrar and assisted by District Sub-Registrar. (d) At the Registration Sub-District level, there are 147 Sub-Registrar Offices in the State, each headed by Sub-Registrar. The Sub-Registrar is assisted by the ministerial staff. 2. Sub-Registrar: A Sub-Registrar is the entry level officer of the Department. He is appointed as a public servant u/s 6 of the Registration Act and performs his duties under the provisions various Acts including The Registration Act and the Indian Stamp Act. Sub-Registrar is the Registering Officer, in respect of the jurisdictional area of his office, and takes independent decision on the classification of the documents, charge ability of stamp duty and registration fee. He is the custodian of records relating to all the Deeds registered in his office, required to be preserved for eternity. He is the Ex-Officio Stamp Vendor of Non-judicial stamps. He is the Drawing and Disbursing Officer for his office. He performs his duties under the supervision of his District Registrar. Staff Strength: Sl. No. Name of Post Sanctioned Staff Strength Existing Staff Strength as on 01.07.2010 1 2 3 4 1 Sub-Registrar 1 0 2 Head Clerk 1 0 3. Function of the Office: a. Registration of Deeds (Testamentary & Non-Testamentary) in accordance with the Registration Act along and relevant provisions of various other Acts having a bearing in the process. b . Collection of prescribed Stamp Duty and Registration Fees. c. Detection and Institution of Under-valuation Stamp Cases, u/s 47-A & 47- 2 (a) of Indian Stamp Act, 1899 to check possible loss of revenue and collection of proper Stamp Duty & Registration Fees. d. Adjudication, impounding and validation of documents under the provisions of Indian Stamp Act. e. Periodical Inspection and verification of the Registers maintained by the Licensed Deed Writers and Stamp Vendors. f. Issue of certified copies of the registered Deeds. g. Issue of encumbrance Certificates in respect of immovable properties registered in this office. h. Preservation of true copies of all the registered documents. i. Solemnization and Registration of Marriages under Special Marriage Act.
MANUAL-2
Powers & Duties of Officers & Employees
[Section-4 (1) (b) (ii)]
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Sl. No. |
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1 |
Designation |
Sub-Register |
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Powers |
Administrative |
Control and supervision of works of all staff of his office as the Head of Office. |
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Financial |
Drawing and Disbursing Officer in respect of his Own establishment. |
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Others |
Registering Officer As empowered under the provisions of the Registration Act. |
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Stamp Collector u/s-47-A & U/s-40 of Indian Stamp, Act. |
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Marriage Officer as empowered under Special Marriage Act, & Rules. |
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P.I.O. under the provisions of R.T.I. Act, in respect of his own office |
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Proper officer & Ex-officio departmental Stamp vendor to vend Non-Judicial Stamp paper through Electronic Franking Machine. |
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Duties |
Registration of documents issue encumbrance certificate Grant of Certified copies of deeds. |
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Adjudication of proper stamp payable and realization of Deficit Stamp Duty & Regn. Fees through undervaluation stamp cases and Impound Cases under Indian Stamp Act. |
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Solemnization of new Marriage and Registration of Marriage celebrated in other forms. |
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Supplying information sought under the provisions of R.T.I. Act. |
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To frank the written Documents for registration with Requisite Non-Judicial Stamp duty through Electronic Franking Machine. |
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2 |
Designation |
Head Clerk (Administrative & Technical) |
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Powers |
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Duties |
Checking of deeds, writing of the fee book/ cash book. Receive of dak/ Assembly questions register. Checking of log book, visit commission register. Check of stamp vendor/ Deed Writer Register. |
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MANUAL-3 Procedure Followed in Decision Making Process [Section-4 (1) (b) (iii)]
1. Registration of Documents: The Non-Testamentary Documents are to be prepared either by the Executants & Claimants or by the licensed deed writers or by the advocates themselves or through their Clerks. The document should bear the required stamp duty as per the India Stamp Act, (Odisha Amendment) 2OOl.The required registration fee as per the Prescribed Table of Fees has also to be paid in cash at the Sub Registrar's Office at the time of presentation of documents. The Executants, Claimant or the Power of Attorney holder may present the documents. But either the Executants or their Power of Attorney holder should invariably be present for admitting execution of the document at the Office. The Documents need to be presented for registration within the prescribed time. 2. Presentation Hours: 10.00 A.M. to 02.30 P.M. (During Day Office with Lunch Break From1.30 p.m. to 2.00 P.M.) and 07.00 A.M. to 10.30 P.M. (During Morning Office without Lunch Break) 3. Refusal to Register: Reasons for refusal to register to be recorded: Every Sub-Registrar refusing to register a document, except on the ground that the property to which it relates is not situated within his sub-district, make an order of refusal and record his reasons for such order in his book No.2 and endorse the words "Registration Refused" on the document; and, on an application made by any person executing or claiming under the document, will get a copy of reasons so recorded. No registering officer shall accept for registration of document so endorsed unless and until, under the provisions of the Act, the document is directed to be registered. Appeal lies to the District Registrar from orders of Sub-registrar refusing registration on ground other than denial of execution within 30 days of the refusal order. Application can be made to the District Registrar where Sub-registrar refuses to register on ground of denial of execution within 30 days of the refusal order.
MANUAL-4 Norms for Discharge of Functions [Section-4 (1) (b) (iv)]
Note: The Sub-Registrar discharges his duties as per provisions of the Indian Registration Act, 1908 and all other Acts having a bearing upon it and various rules framed in conformity with these Acts. He is also guided by the various instructions and circulars issued from time to time by the Inspector General of Registration, Orisha as per sections 68 & 69 & 79, of The Registration Act, 1908. He performs his duties under the supervision of the District Registrar, Koraput.
MANUAL-5 Rules, Regulations, Instructions, Manuals & Records for Discharging Functions [Section-4 (1) (b) (v)]
Sl. No. Name of Rules, Regulations, Resolutions Manuals, Office Memorandum, Circulars used in the Organization/ Office Subject related to the Rules/ Regulations/ Manuals etc. (Subject wise) Remarks 1 2 3 4 1 Odisha Service Code Service mater of Government Servant. 2 Odisha GPF Rule Provident Fund Mater. 3 O.C.S. (Pension) Rule Pension Mater. 4 O.G.F.R. Vol-I & ll Financial Mater. 5 OTC-Vol-I & ll Bill, Budget Mater. 6 O.T.A. Rules Traveling Allowance Maters. 7 Odisha Record Manual Maintenance of Records. 8 OLR Act & Rules Land Reforms Maters. 9 OPDR Act Collecting of arrear land Revenue. 10 The Registration Act-1908 & Odisha Rules-1988 To deal with Regn. of various documents, issue of E.C. & C.C. 11 Indian Stamp Act-1899 & Rules To adjudicate proper stamps to be affixed on the documents. 12 Right to Information Act & Rules- 2005 Providing information to Public. 13 Special Marriage Act-1954 & Rules Regn./ solemnization of marriage and collection of fees there-under. 14 Odisha Licensing of Deed Writer's Rules Concerning the Issue & Renewal of License of Deed Writers and rates to be Charges for writing Documents. 15 Special Marriage Act-1954 & Rules Solemnization & Registration of Marriages.
MANUAL-6 Categories of Documents Under Control [Section-4 (1) (b) (vi)]
Sl. No. Type of the Records/ File/ Documents Remarks 1 2 3 1 Service verification report Pay fixation of/ staff Sanction of increments. Service book of staff 2 Permanent Records True Copy Volumes of Book-I Documents (Documents involving transfer of immovable Properties) True Copy Volumes of Book-Ill Documents (Documents of Will & Codicil) True Copy Volumes of Book-IV Documents (Documents of Adoption, P.O.A., Declaration of Trust, or Documents of other Miscellaneous nature) Book-ll (Register of Refusal of Documents) Index-I (Names & Additions of the Executants and Claimants of Book-I documents maintained alphabetically and year wise) Index-ll (Immovable property details along with the names of executants and claimants, volume, page & Document No. of all Book-I documents maintained chronologically village wise and year wise) Index-Ill (Names & Additions of the Testator of wills and codicils maintained alphabetically and year wise) Index-IV (Names & Additions of the Parties of the documents and their interest in the document with document no., maintained chronologically & year wise ) 3 BENCH Mark valuation record Head Clerk All types of files on collection and expenditure Fees/ Stamp Visit/ Commission Register Fee Book/ Cash Book 4 Inspection Notes/ Audit Report 5 Special marriage cases License of money lender Deed writer license 6 Sanction of increment 7 Acquaintance Roll/ TA/ DA Bill 8 Service Book/ Service roll 9 Allotment Register 10 Delivery of deed Delivery of E.C. Form and stationary
MANUAL-7 Particulars of Arrangement in Formulation of Policy [Section-4 (1) (b) (vii)] Nil
MANUAL-8
Boards, Councils, Committees & Other Bodies Constituted
[Section-4 (1) (b) (viii)]
Nil
MANUAL-9 Directory of Officers & Employees [Section-4 (1) (b) (ix)]
Sl. No. Name Designation Office Ph. No. Mobile No. Fax E-mail Address 1 2 3 4 5 6 7 8 1 Sri Pratap Ch. Pradhan, O.A.S. (I) JB Sub-Registrar 06860 O/o. The Sub-Registrar, Boriguma, Po-Boriguma, Dist. Koraput 2 Sri Devananda Mohanty Jr. Clerk -do-
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MANUAL-10 Monthly Remuneration & Compensation of Officers & Employees [Section-4 (1) (b) (x)]
Sl. No. Name Designation Scale of Pay (In Rs.) 1 2 3 4 1 Sri Pratap Ch. Pradhan, O.A.S. (I) JB Sub- Registrar 15,600-39,100 2 Sri Devananda Mohanty Jr. Clerk 93,000-34,800
MANUAL-11 Budget Allocated to each Agency [Section-4 (1) (b) (xi)]
MANUAL-12 Manner of Execution of Subsidy Programmes [Section-4 (1) (b) (xii)]
Not Applicable
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 Notice Board Charge ability of Stamp Duty & Regn. Fees. The Visiting Hours of the Sub-Registrar is as follows.
MANUAL-16
Names, Designations & Other Particulars of the Public Information Officers
[Section-4 (1) (b) (xvi)]
Public Information Officer (PIO): Sl. No. Name Designation Office Ph. No. Mobile No. Fax E-mail Address 1 2 3 4 5 6 7 8 1 Sri Devananda Mohanty Jr. Clerk 06860 O/o. The Sub-Registrar, At/ Po. Boriguma, Dist. Koraput First Appellate Authority (FAA): Sl. No. Name Designation Office Ph. No. Mobile No. Fax E-mail Address 1 2 3 4 5 6 7 8 1 Sri Pratap Ch. Pradhan, OAS (I) JB Sub-Registrar 06860 O/o. The Sub-Registrar, At/ Po. Boriguma, Dist. Koraput
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280270
MANUAL-17 Other Useful Information [Section-4 (1) (b) (xvii)]
Nil