Dubai Land Department completes transition to smart archiving system
The Dubai Land Department (DLD) announced recently that it has completed the transition to a fully smart archiving system.
The smart archiving process begins with the service providers scanning documents. All of the files are then sorted and uploaded to the new file management system provided by NVSSOFT. The files can be accessed directly through the archive portal, or by integration with the new file management system, via the Internet or smart applications.
Two important features of the new archiving system highlighted in the press release are the separation of files for public and private use, and the indexing of new data in an easy and simplified manner. Data can also be re-indexed and updated, while all service-related files can be archived efficiently and at a low cost. Technical support for the system is also low cost and high quality. The new archive system is interactive and eliminates manual operations such as scanning and checking files.
The archive system provides a powerful search mechanism that allows users to retrieve files from the storage server. Users can scan the unique 'barcode' to retrieve documents via the Internet or through smart applications. Updating metadata and sorting files makes it easier to search and access archived documents.
DLD's Information Technology (IT) Department has converted over five million files to a smart format and transferred them to the Smart Archiving System. The press release says that 470,642 ownership contracts have also been transferred, including 20,594 for buildings, 135,878 for land, and 313,170 for units.
This is the second electronic milestone achieved by DLD in less than two months. In early October, DLD became the world’s first government entity to implement all of its transactions through blockchain technology, in line with the 'Dubai Blockchain Strategy' announced in December 2016. DLD has created the Blockchain system using a smart and secure database that records all real estate contracts, including lease registrations, and links them with the Dubai Electricity & Water Authority (DEWA), the telecommunications system, and various property related bills.
The blockchain-based secure, electronic real estate platform incorporates personal tenant databases, including Emirates Identity Cards and the validity of residency visas, and allows tenants to make payments electronically without the need to write cheques or print any papers.
His Excellency Sultan Butti bin Mejren, Director General of DLD, commented: "We are pleased to announce the launch of our Smart Archiving System, which will replace our Records Department and traditional archiving operations, representing a key step in our ongoing smart transformation strategy. This is fully aligned with our leadership's vision of enhancing Dubai's competitiveness by making it the smartest city in the world."
Bin Mejren added, "DLD will retain its staff from the Records Department to benefit from their accumulated experience in this field. They will be trained to handle the new technology or become members of other departments, as they are considered an asset by our Human Resources Department, which plays a vital role in improving our employees' institutional performance."