NEW SOLUTIONS IN LAND CADASTRE AND REGISTER: LITHUANIAN EXPERIENCE Kestutis Sabaliauskas, Director General, State Enterprise Centre of Registers Mr. Romualdas Kasperavicius Deputy Director for Real Property Cadastre and Register, State Enterprise Centre of Registers, Lithuania UNECE WPLA Workshop “Efficient and Transparent Land Management in ECE Countries”, Baku, Azerbaijan, 4-5 March, 2010

NEW SOLUTIONS AT THE STATE ENTERPRISE CENTRE OF REGISTERS Public electronic service for real property transactions Digital certificates Electronic document archive GeoSurveyor (standardised software for surveyors)

PUBLIC ELECTRONIC SERVICE FOR REAL PROPERTY TRANSACTIONS

The main objectives of the project are as follows: - To create and implement public electronic service for real property transactions; - To design and implement information system for the service maintenance and provision; - To develop IT infrastructure for the service maintenance and provision that would be integrated into the infrastructure of the Centre of Registers; - To make information on project publicly available to the interested parties – citizens and legal entities. Project started in Project service launched in July 2009.

WHY A NEW E-SERVICE WAS NEEDED? Procedure for concluding real property transaction was complicated and time-consuming for parties to the transaction. To conclude a real property transaction, citizens were obliged to visit the Centre of Registers at least two or three times: when submitting application to issue a certificate for transaction; when taking the certificate for transaction; when applying for registration of the acquired property. Frequent use of modern electronic solutions and Internet possibilities, ongoing implementation of e-government, e-business and e-society concepts also emphasized the need for a new public electronic service for real property transactions.

IMPLEMENTED NEW SOLUTIONS One-stop-shop principle – parties to the transaction communicate only with the notary. Electronic documents – information is entered and examined only once, probability of errors is minimised. Integrated environment – all actions are performed within the framework of one system.

IMPLEMENTATION PROCESS: SIMPLIFICATION OF PROCEDURES

REAL PROPERTY E-CONVEYANCE Order for preparation of data and Certificate for Transaction Certificate for transaction Parties of property transaction Registers data Central Data Bank Digital archive Digital transaction data with e-signature Notification on registration Application Contract Expertise of order for transaction Preparation of Certificate for Transaction and data Expertise of data for registration of legal fact and transaction Registration of legal fact and transaction CENTRE OF REGISTERS INTERNET Draft contract Notaries Preparation of transactions Title document Title

IMPLEMENTATION OF E-CONVEYANCE : ADVANTAGES (1) One-stop-shop principle – parties to the transaction communicate only with a notary. Public electronic service is a tool for concluding a real property transaction. A notary is the main user, who directly communicates with parties to the transaction, prepares documents and approves transactions. Integrated environment – all actions are performed within the framework of one system. A notary has access to the information about real property objects and parties to the transaction from the Real Property Register, Register of Legal Entities, Address Register, Population Register, Mortgage Register and other registers administered by (or data thereof are used by) the Centre of Registers.

Documents on transaction signed with electronic signature in digital form are automatically transferred to the Centre of Registers. Developed audit system: alongside each document, the document preparation history is presented – who and when prepared, amended, approved the document, etc. Documents on the approved transactions are stored in one digital archive. Each notary has on-line access to digital documents archive. Archival documents are not edited, but may be used as templates for new transactions IMPLEMENTATION OF E-CONVEYANCE : ADVANTAGES (2)

An electronic system precludes from any illegal manipulations with real property and fraud of documents. Simplification of administrative procedures and bureaucracy: real property transactions are concluded in a shorter period. More possibilities to use electronic signature and documents. Lower labour costs and transparency of public services. IMPLEMENTATION OF E-CONVEYANCE : ADVANTAGES (3)

HOW A NOTARY LOGS IN TO SYSTEM A notary enters his/her authentication code

EXTRACT OF THE CONTRACT WITH NOTARY’S ELECTRONIC SIGNATURE **********

USE OF PUBLIC ELECTRONIC SERVICE FOR PROPERTY TRANSACTIONS BY NOTARIES

DIGITAL CERTIFICATES

DIGITAL CERTIFICATES AT THE STATE ENTERPRISE CENTRE OF REGISTERS (DIGITAL CERTIFICATE CENTRE) Provision of information on real property without contracts; On-line signing of contracts on sale of information Service for the preparation of authorisations for the third parties to represent legal entity; Authentication in public electronic service for real property transactions and other information systems of the Centre of Registers; Verification of real property transaction agreements with qualified e- signature of a notary.

ELECTRONIC DOCUMENT ARCHIVE

ARCHIVING AND USE OF ELECTRONIC DOCUMENTS Staff of the SECR Public institutions Registered users Archiving of electronic documents Documents of clients or notaries Scanning and indexing of paper documents or storage electronic documents Registration of real property and rights Paper document archive of the SECR Paper document archive of the SECR Use Archiving Return of documents Client

PUBLIC ELECTRONIC SERVICE FOR REAL PROPERTY TRANSACTIONS

ELECTRONIC ARCHIVE OF THE SECR (1)

ELECTRONIC ARCHIVE OF THE SECR (2)

ELECTRONIC ARCHIVE OF THE SECR (3)

GEOSURVEYOR (STANDARDISED SOFTWARE FOR SURVEYORS)

GEO-SURVEYOR

ENTERING OF CADASTRAL DATA ON PARCELS GEO SURVEYOR WEB SURVEYORS SECR STAFF CADASTRAL FILES Real Property Register Address Register GIS Database Mass valuation Register of Legal Entities Population Register

APPLICATION FOR PROCESSING OF LAND CADASTRAL SURVEYS GeoSurveyor enables to: Draw a land parcel plan; Generate the cadastral forms; Upload a scanned act on marking; Submit land parcel plan for revision.

IMPORT OF DATA (CAD, SHP FILES) FROM USERS

PARCEL PLAN – DIGITAL DOCUMENT This document can be signed with digital signature. Digital signature will be used by surveyors, registrars, urban developers, land surveying departments and others, who check data of this document.

SELF-CONTROL OF PARCEL BOUNDARIES Self-control of the parcel boundary checking can be made

USE OF E-SIGNATURE WHEN FORMING A REAL PROPERTY OBJECT

Thank you for your attention!