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DISTRICT SUB-REGISTRAR OFFICE: KEONJHAR

 

Objective | Structure | Programme Implementation | FAQs

 

 

 

 

 

 

 

 

 

 

Objective

          The Registration offices are part and partial of the Revenue Department. Inspector General of Registration is the Heads of Office at the state level. The Additional District Magistrate (General) is the Ex-Officio District registrar and immediate controlling authority of the District. Over and above at the District level the District Sub-Registrar and in the Sub-Divisional level Sub-Registrars are working in the District .The District level officer D.S.R is the liaison officer of the District between District Registrar and Inspector General of Registration. Apart from that the District Sub-Registrar is acting and declared as Marriage Officer of the District under Special Marriage Act’1954. The objective of the office is to collect Revenue for state exchequer through Registered fees, Search fees and Stamp duty etc. Registration of varieties of documents of the general public and preservation of their valuable records permanently is the motto of this organisation.

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Structure of the Department

          There are eight registration offices in this district. The District Sub-Register office is functioning at the district head quarters and the other Sub-Register offices are as follows:

(1) Sub-Registrar, Anandapur at Anandapur Town.

(2) Sub-Registrar, Sainkul at Ghasipura.

(3) Sub-Registrar, Champua at Champua.

(4) Sub-Registrar, Barbil at Barbil Tahasil campus.

(5) Sub-Registrar, Telkoi at Talkoi Tahasil campus.

(6) Sub-Registrar, Ghatagaon at Ghatagaon Tahasil campus.

    1. Sub-Registrar, Hatadihi at Hatadihi Tahasil campus.

          Out of these seven Sub-Registrar Offices, Sub-Registrar office, Anandapur and Sainkul are departmental offices managed by Departmental Sub-Registrars and Sub-Registrar Office, Champua is managed by Revenue office of the Sub-Collector’s office, Champua and other offices are managed by concerned Tahasildars as Ex-Officio Sub-Registrar.

          The District Sub-Registrar office, Keonjhar, Anandapur and Champua have their own departmental building. The Sub-Registrar office Sainkul is functioning at Ghasipura in a rented private building since 1.8.2965 and other 4 offices are functioning in the campus of the concerned Tahasil Offices.

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Programme Implementation

          The primary works of these Registration offices are to register various types of documents as described in Registration Act. Both movable and immovable documents like Sale, Mortgage, Gift, Exchange, Lease, Partition, Trust, Adoption, Will, General power of Attorney registered in this office. The registration offices are like a Caravan, where the movable and immovable properties are sold. Issue of encumbrance certificate is one of the important aspects of this organisation, which helps the beneficiaries to obtain loan from various financial institutions. The District Sub-Registrar at the Head quarter is also functioning as Marriage Officer of the district under special Marriage Act, 1954. Issue of Marriage Certificate is one of the benevolent activities of this organisation. The specimen copies of the above forms under E.C. and Marriage and registration of documents are enclosed here with perusal.

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Frequently Asked Questions

Question No- 1 How is a document registered?

Answer - The Registering officers are authorised to accept documents from the Registrar not public. Executants. The I.G.R. Orissa Cuttack in his letter No.I-7-2/90-91(23) dated 08.01.91 prescribed time for acceptance of document from first 3 and hours i.e. from 10 A.M. to 2.30 P.M. This is the main factor for information to the registrar public.

          There are various kinds of documents presented for Registration, which are depicted in the Indian Stamp Act.

          Generally the following types of documents are presented for registration. The State Govt. from time to time make rules and amendments for Collection of stamp duty and Regn. Fees in those instruments.

          The State Govt. vide their Notification No.1473 dt.31.10.1985 and No.1017 dt.15.07.1985 state the varieties of documents registered at the Regn. Offices.

(i) ADOPTION DEED : Under article-3 of the Indian stamp Act. The Stamp duty is chargeable Rs.200/- and Regn fees Rs.300.00

(ii) Affidavit : Under article 4 of the Stamp Act. The stamp duty now chargeable Rs.10.00 and Regn fees Rs.50/-.

(iii) Agreement : Under Article 5 of the Stamp Act. The stamp duty is chargeable at Rs.3.00 and Regn. Fees chargeable as per the amount or value stated in the document of if there is no amount then flat fees of Rs.400/-.

(iv) Appointment of Execution of powers : Under article 7, The stamp duty chargeable Rs.100/- and Regn. Fees chargeable as per the value or flat fees Rs.400/- if there is no value.

(v) Bond : Under article 150 of the Indian Stamp Act. Stamp duty & Regn. Fees chargeable on Bond value stated in the document.

(vi) Cancellation of documents : Under article 17 stamp duty Rs.100/- and fixed fees Rs.100/-.

(vii) Certificate of Sale : Under article 18 of the stamp act. The stamp duty is chargeable Rs.42.00 per thousand and Regn. Fees as per value stated in the document.

(viii) Conveyance : Under article 23 of the stamp act. It relates to instruments of both movable and immoveable property by wary of sale. Stamp duty chargeable Rs.42/- per thousand, Rs.21/- for every five hundred and part thereof excess to Rs.1000/- Besides the above stamp duty Rs.42/- per thousand the additional stamp duty is also chargeable for different property as the schedule given below : Such as property situated in Rural area Rural area with town planning area and Urban areas i.e. Municipality and N.A.C.

Amount of Value specified In doct. Rate of Addl. stamp duty in Respect of property Situated in rural areas Rate of Addl. stamp duty in respect of property situated in urban Rate of 2% additional stamp duty in respect of property situated in town planning areas
Not exceeding Rs.2000/- 2% 3% 2%
Exceeding Rs.2000/-   not      
Exceeding Rs.5000/- 31/2% 5% 2%
Exceeding Rs.5000/- not      
Exceeding Rs.10000/- 41/2% 7% 2%
Exceeding Rs.10000/- not      
Exceeding Rs.25000/- 51/2% 81/2% 2%
Exceeding Rs.25000/- 61/2% 101/2% 2%

          The registration fees chargeable Rs.20/- per thousand and Rs.10/- for every five hundred or part thereof in excess to Rs.1000/-.

(ix) Copy of extract : Under article 24 of stamp duty act, This is relates to certified copy of a document or extract by order of any public officer no. fees is chargeable. In other case Rs.5/- stamp duty is chargeable.

(x) Counter part or Duplicate : Under Article 25 of the stamp Act. The stamp duty is chargeable Rs.5/- and Regn fees are chargeable Rs.100/- in maximum.

(xi) Divorce : It is falls under Article 29 of the stamp Act. Stamp duty chargeable Rs.100/- and fees chargeable Rs.400/-.

(xii) Exchange of Property : It falls under article 31. The stamp duty and Regn. Fees is chargeable as per article 23 i.e. conveyance.

(xiii) Indemnity Bond : It falls under article 34 of the stamp act. Stamp duty chargeable Rs.21/- and Regn. Fees chargeable according to valuation stated in documents. It is generally registered when any amount of compensasion is given to the party.

(xiv) Lease deed : Under article 35 of the stamp act. It is including on under lease or sub-lease and any agreement to let or sub let. The stamp duty and Regn. Fees calculated on the basis of period, amount advance, premium and rent or Royalty mentioned in the lease deed.

(xv) Mortgage Deed : Under article 40 stamp act. When possession of the property or any part of the property comprised in such deed is given by the mortgage or agreed to given. The stamp duty is chargeable u/a 23 (conveyance) in other cases the stamp duty is chargeable Rs.21/- for first thousand and Rs.11/- for every Rs.500/- or part hereof. The Regn. Fees chargeable as per conveyance rate.

(xvi) Partition : This is falling under Article 45 of the Stamp Act. The stamp duty is chargeable Rs.21/- for first 1000/- and Rs.11/- for every Rs.500/- or part there of excess to Rs.1000/-. The stamp duty and Regn. Fees chargeable excluding the highest share of the document.

(xvii) Partnership : This type of deed relates under article 46 of stamp Act. The Stamp duty chargeable Rs.100/- and Registration fee is chargeable Rs.20/- per thousand and Rs.10/- for every Rs.500/- or part thereof in excess to Rs.1000/-.

(xviii) Power Attorney : This falls under Art. 48 of Indian Stamp Act. The stamp duty is chargeable Rs.50/- and Regn. Fees Rs.250/- for General Power and for special power stamp duty is Rs.10/- only for specific purpose.

(xix) This Deed of Reconveyance of mortgage deed falls under article 54 for stamp act. The property which is mortgaged by the lone in any financial institution. When the party repaid the loan, a separate deed is to be registered by the loan granting institution. The stamp duty is fixed at Rs.42/- and Registration fee chargeable Rs.20/- for thousand and Rs. 10/- for 500 for part and there of excess to Rs.1000/-.

(xx) Release : This fall under article 55 of the stamp Act. The deed is registered by a person by relinquish his claims. The stamp duty is chargeable maximum to Rs21/- and fees as per amount stated in the document.

(xxi) Security Bond : Under Article 57 of the Stamp Act. The stamp duty is chargeable Rs.21.00 as maximum and fees charges as per the rate of conveyance.

(xxii) Settlement : Under Article 58 of the Stamp Act. Stamp duty chargeable as per Article 16 and fees as per conveyance rate.

(xxiii) Deed of Trust : This deed is falls under Article 64. The stamp duty is chargeable Rs.62/- as maximum and fee Rs.500/-. For revocation of the Deed the Stamp duty is chargeable at Rs.100/- and Regn. Fees Rs.250/-.

          Besides the above fees the party is liable to pay endorsement fee of Rs.5/- and fixed fee of Rs.1/- also charged for filling notices under the Orissa Land Reforms Act in each document where necessary.

Question No- 2 How is to get stamp papers?

Answer - The party can get stamp papers from the stamp vendor appointed by District Magistrate, Sub-Collector, District Registrar of the District. By paying requisite amount for execution of deed. The Stamp papers also available from the District Treasury of Sub-Treasury of that locality where that facility is available. By depositing chalan for the purpose.

Question No- 3 How is to get an Encumbrance certificate from the Registration office?

Answer - The Encumbrance certificate is granted to the party. The party has to fill up the application meant for E.C. and blank certificate forms with details of the property. I.e. Mouza, Khata No. , Plot No. Area, Kisam and boundary on the application form correctly. After scrutiny of the application the fees will be charged on the basis of Village, Home stead and Agriculture land, Kisam and owner ship of the property as declared in the application forms. The E.C. is granted on the same day to the applicant charging urgent fees twice the normal .i .e. expedition fees as per the fee table. The period of the E.C. required will also be mentioned in the application.

Question No- 4 How is to get a certified copy from the Registration Office?

Answer - The party first fills up the details information in the prescribed from i.e. in form No.23 for searching the records. For Inspection copy, the party should fill up the form No.24. The party should submit the application forms with requisite Non-judicial stamp papers worth of Rs.5/- before the D.S.R/S.R. for obtaining the copy of the document. After correctness of the application and deposit of the requisite fees, the copy is granted.

Question No- 5 How is the document registered at the Private residence?

Answer - Document also registered at private residence of the executants. The person who by reason of bodily infirmity are unable without risk, or serious inconvenience, person who is in jail under Civil or criminal process or a person exempted by law from personal appearance and parading lady may apply to the Registering office and deposit the requisite fees for the purpose. The D.S.R/SR. will visit to the private residence of the party, examine and register the document.

Question No- 6 How is the special Marriage Act dealt by the Marriage officer?

Answer - (i) Besides the registration of document the District Sub-registrar at the District Head quarter is declared as the Marriage Officer of that district. The bridegroom and the bride who are residing the jurisdiction of that marriage officer preceding not less than one month may apply either as per section 5 or 15 of the Act & one month notice to the Marriage officer in persons for sending their application by Registered post in form u/s 5 under the special Marriage Act, 1954. They are also remitted Rs. 3/- by money order to the marriage office. There is certain conditions for this purpose. The bridegroom must have completed 21 years and the bride must have completed 18 years on the date of application. If there will be no objection, the marriage will be solemnised after 30 days and within 3 months from the date of application and receipt of the fee before the marriage office. One the day of solemnisation of the marriage both the Bridegroom and bride, along with three witnesses and poof of age certificate from the competent authority is required for this purpose.

(ii) Any previous marriage can be registered in this court. For this purpose form no. 15 is required and fully filled in by both the Husband and wife. Both should complete more than 21 years on the date of application. And the other process is same as above.

          The prescribed fee for this purpose is too nominal. For application i.e. for notice only Rs3/-, on the date of solemnization Rs.10/- of obtaining certified copy of the certificate. So, this should be brought to he information of the General to prevent dowry system in the society.

Question No- 7 Why under valuation cases booked under section 47-A and How to eradicate it?

Answer - The document is booked under valued under Section 47-A to prevent the leakage of the Govt. revenue. If any document is registered the lower valuation of that particular village under the same chiasm of land the document is booked under Section 47-A to realise the deficient Govt. dues taking into account of the highest instant of same category of land of preceding three years.

          Govt. have declared to the D.S.R. and Sr. and Dy. I.G.R. as the Collector for collecting stamp duty and Registration fees in this regard vide Revenue Deptt. Notification No. v-3/93-3750 dt. 13.09.93.

          The Register Officer first issue notice to the party to deposit suo motu the deficient Govt. dues. It the party does not turn up the case is transferred to the next higher court to decide the matte. The D.S.R. is the Stamp Collector and appellate court to decide the case of Sub-Registrars of his jurisdiction i.e. within the district. And the Dy. I.G.R. in their respective range or zone is the appealing authority to decide the cases. The District Sub-Registrar Should transferred the cases where the deficit dues are not realised by him on the document registered in his office. Within one month from the date of booking of the case.

Question No- 8 How is a document written? What are the charges on it?

Answer - The licensed deed writers can write documents. The District Registrar, in the district is the licence issuing authority in his district. The Executant of the document can write document. The Advocate clerk of the concerned advocate who have Clerks card issued by District Judge or any issuing authority can scribe documents.

          I.G.R. has prescribed fees for writing of documents from time to time for the licensing Deed writers.

Question No- 9 Besides the above, will can be registered in the Registration offices. The stamp duty for this purpose is nil and the fixed fee is now prevailing is Rs.300/-

          Sealed cover will also be presented or submitted by post only address to the District Registrar of that district.

          These are the salient features and detail function of the Registration offices in a district.

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