Daijiworld Media Network – Bengaluru
Bengaluru, Sep 12: Karnataka has become the first state in the country to secure more than 120 crore government land records, including documents dating back 100 to 150 years, in fireproof, high-security compactors designed for long-term preservation.
The fire-resistant compactors are equipped with a key-locking system and are accessible only to authorised personnel. They are housed in restricted rooms with biometric access to ensure enhanced security and protection of valuable archival records.
While government rules permit the destruction of records that are no longer required, historically significant and important documents have been permanently preserved. To safeguard these records, the Revenue Department has established modern record rooms equipped with high-capacity compactors.
The fireproof compactors have been designed to safely store and preserve valuable government records for long periods. The Karnataka Revenue Department has already digitised around 85 crore pages of records and has become the first state in the country to secure more than 120 crore land-related government records in fireproof, high-security compactors.
The department has digitised nearly 85 crore pages of key revenue records across all tahsildar, assistant commissioner and deputy commissioner offices in the state, while another 35 crore pages remain to be digitised. The department classifies records into A, B, C, D and E categories based on their importance.
Category A records, including old documents and some that are more than 150 years old, will be preserved permanently. Category B records will be retained for 30 years before review, while Categories C, D and E will be preserved for 10 years, five years and one year, respectively.
To ensure efficient records management in government offices and optimise storage space, additional chief secretary (Revenue) Rajender Kumar Kataria has issued a circular directing all revenue-related offices to dispose of expired records.
Under the Bhoo Suraksha Yojana, Category A and B land records have already been indexed, scanned and preserved. The new system will now facilitate the disposal of unnecessary Category C, D and E records in accordance with the prescribed procedure. Officials have also been instructed to identify and classify closed files.
Care has been taken to ensure that all important records are retained under Categories A and B. Before disposal, files must be examined for pending court cases, audit objections, RTI matters, departmental orders and other administrative requirements.
After records are indexed, a software-generated list will be placed before the advisory boards. Following scrutiny, the records will be uploaded with digital signatures and approved. Physical records will then be destroyed in the presence of the designated authority, after which the head of the office must prepare and submit a destruction report and obtain the necessary approval.
The shredded paper waste will be disposed of through e-auction or tender in accordance with the rules, and the proceeds from the sale will be remitted to the government.
Kataria said that the initiative will help save storage space while ensuring government records are maintained in a more organised and secure manner.