Letter No. 54841/C1/2018-1, Amendment to Standing Order No. 1024(a), 2018
The Tamil Nadu Registration Department, through the Inspector General of Registration in Letter No. 54841/C1/2018-1 dated 14 December 2018, replaces Standing Order No. 1024(a) of the Tamil Nadu Registration Manual, Part II, with separate time limits for certified copies of documents and miscellaneous records. The revised time limits took effect on 17 December 2018 and reflect digital storage, photocopying facilities and online payment for QR coded digitally certified copies.
What the amendment does
The Tamil Nadu Registration Department, through the Inspector General of Registration in Letter No. 54841/C1/2018-1 dated 14 December 2018, substitutes a revised Standing Order No. 1024(a) in the Tamil Nadu Registration Manual, Part II. The revision sets different ordinary completion periods for certified copies of documents and certified copies of miscellaneous records. It came into effect on 17 December 2018.
Who it affects
Letter No. 54841/C1/2018-1 applies to the registration administration responsible for issuing certified copies. It was addressed to all Deputy Inspectors General of Registration, District Registrars and Sub Registrars, as well as the Director of the Registration Training Institute.
The revised Standing Order No. 1024(a) is relevant to citizens applying for certified copies of registered documents or miscellaneous records. It is particularly relevant where payment is made online for a QR coded digitally certified copy, or where stamp paper must still be produced.
Key provisions
Standing Order No. 1024(a), as replaced by the Inspector General of Registration, provides that:
- 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 application date is excluded when calculating the three days.
- If stamp paper is required for a certified copy of a document, the date of production of the stamp paper is used instead of the application date.
Why the procedure was changed
Letter No. 54841/C1/2018-1 explains that an earlier instruction had prescribed five days, excluding the stamp paper production date, for certified copies of both documents and miscellaneous records. Following computerisation, documents were stored digitally and photocopying machines were supplied to Sub Registrar offices for faster copying from registered books.
The letter also records that a scheme for QR coded digitally certified encumbrance certificates and certified copies was inaugurated on 10 December 2018. Stamp paper is not required for QR coded digitally certified copies because citizens pay the stamp duty online.
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Common questions
How long should a certified copy of a registered document take?
Standing Order No. 1024(a)(ii) says it should ordinarily be completed within three days, excluding the application date. If stamp paper is required, the stamp paper production date is used instead of the application date.
How long should a certified copy of a miscellaneous record take?
Standing Order No. 1024(a)(i) says it should ordinarily be completed within five days, excluding the date on which the stamp papers are produced.
Is stamp paper required for a QR coded digitally certified copy?
No. Letter No. 54841/C1/2018-1 states that stamp paper is not required because the citizen pays the stamp duty online.
When did the revised certified copy time limits take effect?
The amendments to Standing Order No. 1024(a) came into effect on 17 December 2018.
