The State Land Cadastre of Belarus: Moving Forward

1. The State Land Cadastre of Belarus: Moving Forward Permanent Committee onCadastreintheEuropeanUnion PlenaryMeetingunderPolishPresidency 21-22 November 2011, Warsaw, Poland Anastasiya Kudryakova

2. The Structure of State Land Cadastre • a system of organized legal and spatial data concerning ownership, the way of use, quality and distribution of lands and land parcels. Address Register Addresses of the registered real estate objects Municipality Register Geoportal State land Cadastre State Land Cadastre The borders of the municipalities and territorial units All kinds of spatial information Land Recourses Register Real Property Register Attributive and spatial Information of legal significance Price Register Value Register Prices of all contracts recorded In the property register Results of the market and cadastral valuation

3. Institutional structure of State Land Cadastre. National Cadastral Agency I State body II National level III Local level Scientific and educational organizations Registration organization Registration organizations State Property Committee Surveying organization Surveying organizations Valuation organization Valuation organizations National Cadastral Agency – republic organization for real property registration Cartography and geodesy organizations Responsibilities:handling of all resources of SLC except Geoportal; enterprises registration; technical inventory of the most important and extensive objects; development of all kinds of the registration software; integrity monitoring; development of the registration, inventory and valuation methodology; market and cadastral valuation; dissemination of cadastral information via web-resources

4. The Real Property Register structure Central register Cadastral map Real Property Register Mortgage register Registration files Local registers Street register Registrars’ register Inventory register

5. The registration dynamics Important dates of the past 2000 – the system of the registration organizations is created 2002 – The Law on the Registration of the Real Property Objects, Rights and Transactions is adopted 2004 – registration is digitized, all registration agencies use registration software tool NKA_NET 2005 – the first register web-service is set in operation 2006 – the digital documents exchange was 1st established 2008 – address register is created 2010 – NKA_RESTRICTIONS

6. The registration circle. One-stop-shop in action Around 900 active registrars Around 2 000 000 applications executed every year More than 1 000 per year for 1 registrar Application submitted Digital documents exchange Land allotted and building constructed Registrar Owner NKA_E_SERVICES, NKA_RESTRICTIONS Notaries Municipalities send a digital query (simple electronic message) and get in response different kinds of extracts form the register (digital documents) Courts send a query (simple electronic message) with the decree attached (digital document) and get in response restriction registration certificate (digital document) Front-office 7 working days + extra documents Registration certificate Necessary docs ordered Registration record created Municipality Land survey Inventory department Back-office

7. The registration technology Oracle “client-server” technology Central database Internet NCA IT-department Web-server NCA central servers Totally about 125 local databases all updates are sent in 125 places VPN Local database Local database Local admin All local databases are copied daily in order to update central register Local admin Local server Local server Registrar’s workstations

8. Quality monitoring system II. Software tools (database integrity control) 1. Special scripts find the mistakes in the register according to the set criteria(spelling mistakes, incomplete subject data, unstructured addresses unacceptable combination of right an subject etc.). The mistakes are corrected either manually or automatically 2. Web-site www.nca.check.by Cumulative information on the register database integrity control (statistical reports, agencies’ and registrars’ (integrity rates, information about control criteria etc.) www.nca.check.by I. Methodology and examination Examples: 1. The set of methodological documents is developed and upgraded constantly 2. Every registrar has to attend courses and to pass qualification attestation every 3 years (as a result can be disqualified for some period or fired) 3. Every 3 years the registration quality of every registrar is checked and his personal integrity level calculated Dates of birth: Building stories:

9. E-Services • geodata services: • www.ate.nca.by • Municipality register • web-system • property register abstracts: • www.gzk.nca.by • www.oz.nca.by • NKA_REMOTE • price and value services: • www.pr.nca.by • www.vl.nca.by • analytical data: • “АИС РЗО” • “NCA-Expert”

10. E-Services. Gzk.nca.by, oz.nca.by, NKA_REMOTE www.gzk.nca.by www.oz.nca.by NKA_REMOTE 460 clients 260 000 queries/month 8 clients 140 queries/month • 365 clients 13 000 queries/month • Clients: • Banks • Realters, valuers, REM-organizations • Architectural and construction companies • Land surveys • Municipalities • Investment and law firms • etc.

11. E-Services. Pr.nca.by, vl.nca.by http://vl.nca.by http://pr.nca.by Value register Property right transfer registration Conclusion of the real property transaction Price register Cadastral valuation results Market valuation results Price register Real property register More than 300 000 queries/year More than 200 000 queries/year Special queries Standard queries Value maps Real estate market analysis reports Data for research and valuation Real property price data

12. E-Services. Ate.nca.by, Municipality register web-system Municipality register contains legal and spatial information about municipalities and other territorial entities (including their borders). The register archive is totally digitized. Now land surveys send the registration files as a digital document Thematical maps Municipality register web-system • Essential upgrade of ate.nca.by. • Spatial information. The municipalities • are positioned on the map • Authorized users have access to the • registration files digital archive • Wider range of search criteria • Municipality history is also available Valid borders and history www.ate.nca.by • the one can get legal data about the • certain municipality • Only text information • Can be used by anyone who concludes a • contract • 23 clients, 63 queries/month • (small number of clients because we don’t have • full data on the municipality borders, but now • this is obligatory so the situation will change) Statistical reports and shp-files

13. Digital archive Valuers E-Services.“АИС РЗО”,“NCA-Expert” АИС РЗО • NCA-Expert • Analytical database that contains the knowledge accumulated by NCA legal experts during the years of practice, so you don’t have the money to consult a specialist. • It includes: • legal library (all necessary legal acts and methodological documents) • questions and answers • chat (a possibility to discuss the problem with the NCA specialist) • projects of the documents to be adopted Digital document + metadata web АИС РЗО database End users web web-service

14. Problems and Perspectives …Still there is a lot to improve: Paper archives Distributed database, 125 local registers Territorial principal of registration Mainly paper turnover Mainly personal application Lack of cartographic material and available spatial information Week marketing and commercialization Lack of the state recourses interoperability The real property registration system development program (2009-2013) • real-time regime registration using “thin client” technology • digital archives • extraterritoriality principle • brand-new security system • interconnection between state informational resources • geoportal

15. Digital archives E-mail (state organizations) NKA_NET mail • Advantages: • Less time to access the documents • Less space for the archive • Less paper (don’t have to make copies or print out e-documents) • Can provide the digital copies of the docs (e.g. to courts) • Don’t have to form the registration file with your own hands Applicants Applicants E-documents Paper documents Scanning metadata creation Signing Lotus Notes Test exploitation Only new files And submitted docs Digital docs metadata

16. Extraterritorial registration Today routine: only personal application! Applicants@Minsk Paper or digital docs Minsk Grodno Stopgap: registrar@Minsk (checking the docs and filling the application) Registration certificate Mail or e-mail registrar@Grodno (registering) Minsk Minsk Newly created land parcels registration: Obstacles: Legislation Distributed database Registration certificate registrar (accessing the docs and registering) Geoportal Applicants Surveyor (preparing surveying file and filling the application)

17. NKA_NET3 • Real-time regime registration • No local servers and local administrators • Only central database • No contradictions between central and local data • No need to send upgrade to 125 places • Extraterritorial registration • Ability to apply for any person from any computer at any time • No need to input and renew subject, address, survey and inventory data • Higher usability • Archive metadata is created automatically • Less work for registrars • Correct registration of the extensive objects Web-server NCA Registrar workstation Application server Oracle server ArcGIS server Applicants’ computers Digital archive Address register Population register Enterprise register Inventory register LIS

18. NKA_RH Inventory register automation Property register Inventory register Technical passport Engineer Measurements AutoCAD • Inventory data is easily accessible and searchable • Will be automatically loaded to NKA_NET3 • and upgraded if necessary • More efficient statistical data

19. Thank You for the Attention nca@nca.by kuna@nca.by