The Survey & Land Registration Bureau of Bahrain upgrades its service with Xerox's digital solution

The Survey & Land Registration Bureau (SLRB) of Bahrain is the custodian of all property records in the Kingdom of Bahrain. SLRB is also the national mapping agency. The property records in SLRB dates to 1920s and contain ownership information and transaction details in the form of registers and ledgers which are of historical importance now.

Registers and ledgers have been deteriorating because of natural causes and continual usage. Accessing required information was time consuming, resulting in delays in services related to registration and future planned developments. Potential health hazards such as fungal infection in bound physical records was another concern.

“Our biggest limitation was in accessing the required information in given time frame. These historical documents are accessible only by designated staff and the procedures for obtaining information used to take significant time." said Mr. Ammar Al Khashram, Director of Technical Affairs, SLRB.

SLRB wanted to digitize and add these documents to its central repository. This would limit physical access to the documents, while making digital documents accessible in a secured and controlled way. Searching and establishing the history of properties is essential in property transactions. SLRB is moving fast into providing various online services to its clients. Therefore, integrating the digitized physical records with those digital repositories are essential for faster decision making.

Based on its technology and experience, Xerox was chosen over other potential service providers. "The capability and professionalism of local Xerox team to deliver the solution was known to SLRB. In past, Xerox scanned parcel maps having property transaction information to the satisfaction of SLRB. Handling of these parcel maps were challenging due various sizes, different material and fragile in nature. Xerox handled all maps safely." said Mr. Ammar.

Xerox fulfilled the project in two phases. The ledgers and registers were numbered for tracking purposes and digitized to PDF and TIFF formats, then carefully indexed based on specific criteria provided by SLRB. Digitized documents, thereafter, were exported to the Xerox DocuShare platform. Xerox delivered the project as a service, providing what was required to achieve the objectives. SLRB provided space and other facilities.

The ledgers and registers are now available for all authorized users to refer within Xerox^® DocuShare^® ECM. End users have become more efficient and accurate because of access to historical registration records.

Main benefits:

• Digitized documents are now part of secure & controlled central repository.

• Smart indexing for easy retrieval.

• Faster and easier searching / requests processing.

• No more need for physical access to the archives.

• Major improvements in registration services.

"With Xerox DocuShare, we are saving a lot of time and our processes have become more efficient, secure and easy to use." says Mr. Ammar. “We are delighted with the service provided by Xerox and its continuous support on document lifecycle management."

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