BENGALURU: Karnataka A has become the first state in the country to secure over 120 crore government records, including documents that are 100 to 150 years old, in fire-proof, high-security compactors.
The compactors are equipped with a key locking system and are housed in a restricted-access room with biometric entry, allowing access only to authorised personnel.
The initiative aims to preserve valuable archival records through enhanced safety and security measures.
Government rules permit the destruction of records that are no longer required, while important and historically significant documents are preserved permanently. To safeguard these records, the Revenue Department has established Modern Record Rooms (MRR) equipped with high-capacity compactors.
Additional Chief Secretary (Revenue) Rajender Kumar Kataria told The New Indian Express that these record rooms have restricted access with biometric and facial recognition-based entry. The fire-resistant compactors are designed to securely store and preserve valuable government records for the long term.
Karnataka revenue dept has digitised nearly 85 crore pages of records
The additional chief secretary said Karnataka will be the first in India to secure more than 120-crore government records related to land in fire proof high security compactors.
The Karnataka Revenue Department has digitised nearly 85 crore pages of important revenue records in all tahsildar, assistant commissioner and deputy commissioner offices across the state, with another 35 crore pages are yet to be digitised. Kataria said the department classifies records into A, B, C, D and E categories based on their retention period. A category records, including documents that are old records and a few over 150 years old, are preserved permanently. B category records are retained for 30 years and reviewed thereafter, while C, D and E category records are preserved for 10 years, five years and one year, respectively.
In a circular, Kataria has stated that to ensure efficient record management and save storage space in government offices, all revenue related offices must dispose records that have outlived their retention period.
While A and B category land records have been indexed, scanned and preserved under the Bhoo Suraksha project, the system will now facilitate the disposal of unnecessary C, D and E category records as per the prescribed procedure. Elaborating, Kataria said they have been directed to identify and classify closed files, ensuring important records are retained under A and B category ‘A’ and ‘B’. Before disposal, files must be checked for relevance to court cases, audits, RTI matters, departmental orders and other administrative requirements.
It also stated that after records are indexed, the software-generated list will be placed before advisory boards. Following verification, the records will be uploaded and approved through digital signature. Physical records shall be destroyed using a shredder in the presence of the designated authority and the destruction report shall be prepared, submitted and approved by the office head.
The shredded paper waste shall be disposed through e-auction/tender as per rules with the sale amount credited to the government. “This exercise will help us save space and ensure government records are stored in a more organised and secure manner,” Kataria added.