LeftNavigation
  Home  
  General Job Description  
  Specific Job Descriptions  
  Strategy  
  Operational Plan  
  Rules and Regulations  
  Operational Procedures  
  Databases  
  Active Tenders  
  Online Documents  
  RHD News  
  Search  

 

 

RHD Operational Procedure – Management Services Wing
 
MIS and Estates - Estates Division
 
OP/ME/5.2 - Maintenance of LA Plans, Maps & Records
 
Purpose and Scope :

This procedure describes the process for maintenance of LA Plans, Maps and Records by the Estates Division. A centralised collection of these items, properly filed into one Register (Estates Database) will give a good record of the extent of RHD’s Estates and assist in effective management thereof. It will also enable future electronic records of RHD land acquisition to be developed, utilising the MIS in this area.
 
Definitions :

None.
 
Responsibility :

Superintending Engineer - MIS & Estates Circle - has overall responsibility for improving the central management of records of the RHD Estates: both hard and soft copies and using the RHD MIS.

Executive Engineers - Estates Division - is responsible for managing the RHD Estates, LA plans, RHD Assets records held by Estates Division and Land Records & Acquisition Division by collecting copies from the Road Divisions/PD /Zonal Offices.
 
Method :

4.1 TYPES OF LA PLANS, MAPS AND RECORDS

There are lot of different types of LA Plans, Maps and Records held by RHD. These include:

1· Land Acquisition Record (includes plot number, Khatian number, Mouza Map and Plot Index)
2· Mouza Map outlining acquired land areas,
3· Plot Index (partially & Totally affected plots)
4· Land ownership / Award Lists
5· Land Possession Certificates from DCs
6· ‘Porcha’ Certificates
7· Eviction and Encroachment Records/ Itinerary,
8· Approved layout, plans etc for buildings, bridges, roads, etc.
9· Lease Agreements for Petrol Pump/ Oil Filling Station/ Crop Cultivation/ Fish Cultivation, etc.
10· Records of un-utilised land
11· Topographic Maps, GIS Maps,
12· Land Tax Payment certificates and holding tax records, etc.

The RHD Divisional Offices have all of these different kinds of information as a result of previous and current RHD development and activities.

4.2 THE VALUE OF LA PLANS, MAPS AND RECORDS

Proper control of LA Records is needed for RHD:

To determine the level of tax that it needs to pay related to the different parts of the RHD Estates. Tax payment certificates and holding tax records are the evidence of such payment.

To identify when encroachment occurs on RHD land and to carryout subsequent eviction.

To identify where the extent of RHD land is (e.g. should a demarcation line/ pegs be damaged or lost).

To identify what land RHD currently owns when planning and procuring LA for road widening/ straightening or other new road layout that requires expansion of the embankment width or right of way.

All LA Records should be held at RHD Sarak Bhaban:

1· To enable replacement of records that may be lost / damaged/ tempered in the field.
2· To allow high quality storage and register of records so copies of records used on a day-to-basis can be replaced. This internal ‘Library’ of records is an important function for effective control.
3· To enable other Divisions, including FAPs and Planning and Maintenance Wing, to use records and maps in head office.
4· To operational the RHD’s Asset Management Plan.
5· To enable future integration of an Estates database (computerised LA Plans, Maps and Records Register) into the RHD MIS. For example, all documents held could be linked to GIS system so RHD GIS could give a clear indication of the LA records held for a given road link (where relevant) and should be available RHD Networks.
6· These records would be useful for the Land Records & Acquisition Division (MIS & Estates Circle), the Environment and Resettlement Divisions (Social and Environmental Circle) and other Circles for planning and implementation purposes.

4.3 REISTERS AND COLLECTION OF RHD ESTATES DATA

GOVERNMENT OF BANGLADESH PROJECTS

As-built drawings should be supplied to Sarak Bhaban and a copy of layout drawings showing any land acquisition or disposal held in the Estates division. As-built drawings (layout showing resettlement) for major structures will be obtained directly from the Bridge Design Circle.

FOREIGN AIDED PROJECTS

These should be able to supply information direct from the Project Management Unit or Project Implementation Units directly to the RHD Estates Division.

CURRENT FIELD ZONE RECORDS

Current records should be collected together in the Estates Division. This will be in response to request from the CE/ACE-MSW/SE-MIS & Estates. Originals of maps and plans and copies of all other records should be held in Sarak Bhaban.

4.4 SOFT COPIES AND RHD ESTATES DATABASE

With originals held in Sarak Bhaban and a large-plan scanner and PC within the Estates Division soft copies could be made of LA Plans, Maps and Records. This would improve the way in which these records can be used and communicated within RHD. This may be very useful as it is often difficult and inconvenient to handle original Deeds, Maps, LA plans, RoWs Plans, bridge/ building layout plans, etc.

A Register of all LA Plans, Maps and Records held in the Estates Division should be developed. This will act as a filing and archiving list for these documents and maps. The computerisation of this register will help create an Estates Database. Records held in the Estates Database could be further linked into the RHD MIS system, for example, by linking the location of the map/plan/record as an object in the GIS database so records held can be determined by viewing the GIS database.
 
References :

Estates Database report/user manual – to be developed.
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below.
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/1/2004

Footer