Amendment to Standing Order No. 1024(a), Registration Manual, Part II
The Inspector General of Registration, Registration Department, issued Letter No. 54841/C1/2018-1 dated 14 December 2018 to amend Standing Order No. 1024(a) of the Tamil Nadu Registration Manual, Part II. Effective from 17 December 2018, the amendment sets an ordinary limit of three days for preparing certified copies of documents and five days for preparing certified copies of miscellaneous records, subject to the stated rules on stamp paper.
What the amendment does
The Inspector General of Registration, Registration Department, issued Letter No. 54841/C1/2018-1 dated 14 December 2018 to substitute the existing Standing Order No. 1024(a) in the Tamil Nadu Registration Manual, Part II. The substituted provisions prescribe separate ordinary completion periods for certified copies of documents and certified copies of miscellaneous records. The amendments take effect from 17 December 2018.
Certified copy time limits
Standing Order No. 1024(a), as substituted by the Registration Department, provides:
- Certified copies of miscellaneous records should ordinarily be prepared within five days.
- For miscellaneous records, the date on which stamp papers are produced is excluded when calculating the five days.
- Certified copies of documents should ordinarily be prepared within three days.
- For documents, the date of application is excluded when calculating the three days.
- If stamp paper must be produced for a certified copy of a document, the date of production of the stamp paper is used instead of the application date.
These are described as ordinary completion periods, rather than an unconditional promise that every copy will be issued within that time.
Why the procedure was changed
The Registration Department explains that Inspector General of Registration Order No. 42407/C1/96 dated 29 May 1997 had prescribed five days, excluding the date of production of stamp papers, for certified copies of documents and miscellaneous records.
The amendment records several later developments:
- Registered documents are stored digitally after computerisation.
- Xerox machines have been supplied to Sub Registrar offices for faster copying of documents from registered books and volumes.
- A scheme for QR coded digitally certified encumbrance certificates and certified copies was inaugurated on 10 December 2018.
- QR coded digitally certified copies do not require production of stamp paper because citizens pay the stamp duty online.
Who is affected
The revised timelines are relevant to anyone applying through the Registration Department for a certified copy of a registered document or miscellaneous record. The letter was addressed to all Deputy Inspectors General of Registration, District Registrars and Sub Registrars, as well as the Director of the Registration Training Institute.
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Common questions
How long should a certified copy of a registered document take?
The certified copy should ordinarily be prepared within three days, excluding the application date. If stamp paper must be produced, the date of its production is used instead of the application date.
How long should a certified copy of a miscellaneous record take?
It should ordinarily be prepared within five days, excluding the date on which the stamp papers are produced.
Do I need to produce stamp paper for a QR coded digitally certified copy?
No. The Registration Department states that production of stamp paper is not required because the citizen pays stamp duty online.
When did the revised certified copy timelines take effect?
The amendments took effect from 17 December 2018.
