39. Records to be kept in the Registration Offices.
(1)Each District Sub Registrar's office shall be a central office of electronic data for the district and the database of the subordinate offices shall be transferred in its own data base before being forwarded in the CDDVD or any electronic form meant for the office of the Inspector of Registration Offices.(2)All Registering Officers shall maintain electronic records as well as Books and Registers of hard copies in their offices as prescribed in rule 42.(3)The electronic data pertaining to the transactions of a sub-registry office shall also be kept in the office of the Registrar in the manner prescribed in sub-rule (5).(4)The CDs-DVD or the electronic record shall be prepared of the electronic database of pdf files of Books and Registers and scanned registered documents by each office. One copy of the CD-DVD or any electronic form shall be sent to the office of the Inspector of Registration Offices through the District sub- registrar and the other copy of the CD shall be sent to the Inspector General of Registration directly by the Registering Officer at a frequency directed by the IGR.(5)The CDs-DVDs or any electronic record for data base registers and scanned registered documents shall be label-ed in Form-12(a) 12(b) &12(c) as prescribed in Appendix-A respectively.(6)The database CDs-DVDs or any electronic form shall be written each month in 3 copies. CDs for electronic files of Books and Registers shall be written as prescribed in rule 42. in one copy as per the requirement of the office. The pdf files of all Books and Registers of a registering office shall be written on CD in 3(three) copies at a frequency mentioned in rule- 42. Remaining two copies shall be sent to IRO and IGR respectively for preservation at the end of the calendar year.(7)Each office of the District sub- Registrar shall be a central office of electronic database for the district and the database of the subordinate offices shall be transferred in its own database before forwarding the CD-DVD or any electronic form meant for the Inspector General of Registration.(8)The Registering Officers shall be responsible for ensuring that the CDs are written and transmitted in time and the Books and Registers of hard copies are bound regularly.(9)Every Registering Officer shall be responsible for the preservation and safe custody of registration records including those of previous years which have been accumulated in or have been transferred to his office.
