E-Stamping, Registration, Document Management System

A Complete solution from SHCIL

SHCIL – September 2007

Stock Holding Corporation of India Limited (SHCIL)

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Overview

Organization

e-Stamping

Registration

Document Management System

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Mission Statement

“To be a world class technology driven and

client focused market leader in financial and

technical services”

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About SHCIL Set up at the initiative of Govt. of India

Major Shareholders are IDBI Bank Ltd, ICICI Bank Ltd, IFCI Ltd, SUUTI, LIC, GIC and Others

192 Offices across the Country

Appointed by RBI as receiving office for GOI Bonds

Only non-banking entity permitted by RBI to offer SGL services

DP to GOI for various ministries, a/c in the name of 'President of India”

EXCELLENT TRACK RECORD WITH REACH ACROSS COUNTRY

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BusinessPremier Custodian

Market share of 30% of the value of assets under custody Assets in Custody (31/3/09) – Rs.4,22,209 Crores About 21% of Market Capitalization of BSE

Largest DP More than 6,00,000 Clients

Compliance with Regulatory norms

MOST DEPENDABLE CUSTODIAN AND DEPOSITORY PARTICIPANT

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Operational Capabilities

Transaction Processing More than 1.4 Crore transactions last year

Processes Approximately 50,000 transactions everyday

SHCIL handles 40% of the value of transactions settled by

NSDL in Stock Exchanges

1/3rd of the delivery based transactions of BSE and NSE

Futures & Options Segment One of the largest Professional Clearing Members at NSE

COMMITTED TO EXCELLENCE

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Information Technology

IT driven since inception

Smithsonian Award for ”Visionary use of IT”

Computer Society of India Award for “Best IT Usage”

State-of-the-art Physical and IT infrastructure

CMM Level III Certification

SHCIL Net - Countrywide VOIP network

BUILDING STRENGTHS THROUGH IT NETWORK

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e-Stamping

A WEB-BASED APPLICATION TO PAY NON-JUDICIAL STAMP DUTY

What is e-Stamping e-Stamping is a

Secured way of paying non judicial stamp duty to the State Government

e-Stamp which replaces the stamp paper is highly secure and tamper proof

The Government of India appointed SHCIL as the sole Central Record keeping Agency for e-Stamping.

SECURE AND RELIABLE ELECTRONIC SYSTEM 9

Why e-Stamping

To prevent paper and process related fraudulent practices

To provide secure and reliable collection mechanism

To stop the leakage of government revenues

To store information in electronic form

To build a central data repository to facilitate easy verification

and generation of MIS reports

REMOVES SHORTCOMINGS OF STAMPING SYSTEMS 10

Features of e-Stamping

Security features on e-Stamp

Checks and balances

Redundancy, firewall protection, Intrusion prevention

Audit trail, MIS reports and online Verification of e-Stamp

Locking of registrable e-Stamp by Sub-Registrar

Minimum hardware

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Constituents

Central Record-keeping Agency (CRA)

Authorized Collection Centers (ACC)

Sub-Registrar

Revenue Department

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Role of CRA

Appointment of ACCs in consultation with State Governments

Imprest balance Management

Training of Users

Issuance of User ids and passwords

Technical support & troubleshooting

MIS reports to the State Government

Remittance of stamp duty payment to the State Government

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Role of an ACC

Pay Imprest to the CRA

Collection of money and generation of e-stamps

Verification of e-stamp (if required by client)

Additional stamp duty generation (if required by client)

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Role of a Sub-registrar

Verification of e-stamp for registrable articles

Locking of e-stamp for registrable articles

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Role of Revenue Department

MIS reports download

Reconciliation of stamp duty collection

Cancellation and refund of e-stamps

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System Work Flow

SIMPLE & USER FRIENDLY SYSTEM

ACC

SHCIL Branches

Banks/ Financial

Institutions

e-Stamping System

Revenue Department

Bank

Sub-Registrar Officer

Counter PartyVerification

MIS Reports

E-stamp can be verified on

www.shcilestamp.com

SHCIL / CRA Remit Stamp duty to Government

Postal Dept.

Client fills applicatio

n form and pays

stamp duty to

ACC

Client receives e-Stamp

Data entered

Data processed

Imprest Balance debited

Verification & Locking of the e-stamp by Sub-

registrar

Cancellation of e-Stamp

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e-Stamp

2D Bar-Code

Microprint

Optical Watermark

Unique Identification Number

Transaction Details

Stamp Duty Amount

Blank space to start typing the document

Collection of Payment

e-Stamp print

Verification of Data and Funds by

Supervisor

Data-entry in the ESI system

Generate e-Stamp

Data verification with client

Client fills-up requisition form

Work Flow – ACC

E-STAMP GENERATED AFTER RECEIPT OF MONEY

Preview of e-Stamp shown to client

Preview of e-Stamp

shown to client

USER

SUPERVISOR

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Fund Flow to Government

SINGLE POINT REMITTANCE OF COLLECTIONS

Generation and Issuance of e-Stamp by ACC Branches

Consolidation/Reconciliation of receipts from ACCs by SHCIL (CRA)

Remittance to Government’s designated account by SHCIL (CRA)

ACC Remits Imprest to SHCIL’s (CRA) designated account

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Locking Procedure Client visits Sub-Registrar

office for Registration

Submits Document and e-Stamp

User(clerk level) Verifies the e-Stamp

Sub-registrar enters the Registration Number in the e-Stamping system

The e-Stamp is Locked and

the Unique Identification Number is entered in the Registration system

which completes the Registration process

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Cancellation of e-Stamp

Client requests for cancellation by submitting Application and e-Stamp to the Competent Authority

Refund of Stamp Duty amount to client is not captured in the e-Stamping system

Authorized Official logs in to the e-Stamping system and verifies the e-Stamp

Reason for Cancellation is entered into the system

e-Stamp is cancelled

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CharacteristicsCharacteristics Current Process/SystemCurrent Process/System Proposed System BenefitsProposed System Benefits

1. Security

Security thread, multi color printing, serial number control and security paper but verification almost impossible- Tampering risk with franking machine

2D Bar coded, Micro printed, digitally optical water marked, system generated e-Stamp with unique identification number, locking facility

2. Revenue Leakage possible Fool proof and direct to account payment

3. CertificatePreprinted Paper or franking based

System generated with submission and issue details

4. Document Verification Almost Impossible

Online and instant through internet

5. Processing time Time consumingImmediate

6. AvailabilityLimited-Based on stock and machine- loading

Unlimited- No hassle of machine loading

7. Denomination

Excess Stamp duty payment due to denomination constraint

Accurate stamp duty payment

Comparative advantages

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CharacteristicsCharacteristics Current Process/SystemCurrent Process/System Proposed System BenefitsProposed System Benefits

8. Database Creation Limited or non-existent

e-Stamp generation only upon capturing of submission, property and issue details in the centraliseddatabase – Customized MIS Reports

9. Cost aspect

4 to 5 % under physical system- Franking – Minimum one percent

0.65 %

10.Admn. cost for Govt.

Printing, Stocking, Security, Safekeeping, Distributing, Accounting & Reconciliation – Issuance of licenses and loading of franking machines

Hassle free- System administration and operations management by CRA- No Locking of resources of the Government

Comparative advantages

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StatusOperational in the states of

Gujarat

Karnataka

NCT of Delhi

Maharashtra

Assam

Agreements signed with

Bihar

Tamil Nadu

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Registration Interface System

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Registration Interface System

Data Interface

No data Duplication

Faster processing

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End to End Document Management Solution

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SHCIL – vendor of choice for end to end Document Management Solution

Well organized product series for document management

Microsoft gold certified partner for all products and services.

ISO 9001-2008 certified company for end to end document management

State of art technology data center at Mhape, Navi Mumbai

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State of art Robotic based document handing and Management at Mhape, Navi Mumbai

Only vendor in Secured Bin Storage

Physical storage at 8 location across India.

Overview

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Banking & Finance

Shipping Power

Central Government

Educational

Other : Bharat Diamond Bourse, Mumbai.

PUNJAB SCHOOL EDUCATION BOARD

Café Coffee Day Shop, Bangalore

Our clients

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Products & Solutions

Electronic Document Management

Document Management

Enterprise & Management System

Active Contents Rich Media

Contents Legacy Data Workflow

Management Email Management Record

Management

Physical Document Management

Galvanized Iron box and Humility & Temperature controlled storage using robotics handling (Mumbai Only)

Carton based (Computer Box) storage

Sealed Envelop Storage

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Support and services with 200+ SHCIL branch

Only institution in end to end document management services

Seamless integration between e-stamping and DMS Solutions

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Digitalization Service

Scanning TaggingData ConversionMicro Filming

Secure Document Destruction

ShreddingPulpingBurning

Products & Solutions(continue)

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SHCIL-Electronic Document Management System

Enterprise Server

Active documents, Rich Media, Images Handling

Web Based User Interface

Workflow Management

Extended Audit Trails

OCR Engine

Import Engine – other business system

Integrate Interface with other business system

User comments

Area Blocking

Zonal OCRing

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SHCIL-Electronic Document Management System

7 Levels of user

restrictions

Data Backend -

user’s choice

Integration with

Active Directory

Desktop Based Scan Engine Web based Interface

Web Service Based

Server Layer

Database Layer

OCR Engine

Work Flow

Audit Trails

Import Engine

Integrator interface

MSDE/ MS-SQL

ORACLE MY SQL

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Digitalization services

Comprehensive system for high speed scanning, document separation, and indexing.

Image assisted data entry

Various Image cleaning and enhancement techniques supported including de-skewing, removal of speckles, removal of unwanted borders and removal of horizontal and vertical lines

Automatic file and document separation using standard form separator, blank page separator, barcode separator, fix page and manual separation

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Micro Filming

Direct Filming Convert from Pre-scanned Images

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Secure Document Destruction

Shredding Pulping Burning

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SHCIL-Physical Record Management

Storage Galvanized Iron Box Storage

with humidity and temperature control – automated robot handling (at Mumbai)

Carton (corrugated box ) storage

Sealed Envelope storage

Activities Pick and delivery at door step Fumigating documents Bar-coding/tagging files/carton Online Status and logs Web based User

Request/Retrieval Management

Locations Mumbai Kolkatta Chennai Delhi Jaipur Lucknow Kochi

Proposed Hyderabad Bangalore

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Records Management

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Infrastructure

A2 Size Color Book Scanner Led lights

A2 Size B/W Book Scanner 42” Wide Drawing

Scanner

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Registration Office

Registration

e-Stamp

Reg.docs

Recpt

Internet

Meta Data Entry

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THANK YOU!