Managing blueprints of building and lands is proving to be a big headache for the Kathmandu Metropolitan City (KMC), which keeps such records for various purposes, like providing copies of them to owners who come looking for it.

The exponential growth in the number of buildings in the city in the recent years has left the KMC struggling to manage their maps and other related documents.

Today, the number of building maps has crossed nearly one million, according to the records section of KMC office, which archives those maps.

The blueprints and documents already fully occupy seven rooms of the department. Shelves after shelves of the racks in those rooms are crammed with stacks of such records. It becomes obvious to any onlooker that the office has failed to manage the building maps properly. As a result, papers are scattered all over the rooms. Even the staff has been facing difficulty entering those rooms because of bundles of papers lying on the floor.

The building maps from 1948 to 2005 are archived in the department. The huge amount of files of building maps have already been transferred to seven different locations. The first building that housed the documents was located in Dharmapath.

“We have to keep moving in search of a spacious place to accommodate the ever increasing volume of the documents. It has been two years since we shifted here. However, even this place is proving to be small,” said Krishna Gopal Banphonje, an official at the department.

Tej Prasad Badal, chief of the department, said they have been facing problems in managing the files from the last few years.

“Many people come to us looking for documents related to their house,” said Badal. “Searching those documents can be a harrowing experience as they are not managed properly.”

According to Badal, though the responsibility of keeping records of the map of each registered house automatically comes to the office, there are no written rules on the proper management of the files.

Although the KMC office repeatedly talks about digitizing the files and adopt Electronic Building Permit System (EBPS), the plan has yet to take off. The unmanaged files have not only created fear of their misplacement but also affecting the heath of the staff who have been taking care of the files for several years.

“I am suffering from allergy because of those old papers. Whenever I enter the room, I start itching because of the dust and strong odor,” said Krishna. “Doctor suggested me to wear full sleeve clothes whenever I visit the rooms,” said Krishna.

“I have to use double masks in order to protect myself from the dust. Sometime, the double masks also do not work in the room,” said Sanu Babu Kandel, another official at the department.

“Paperless system is all we need”
Tej Prasad Badal Chief of Kathmandu Metropolitan City´s records section

How difficult is it to manage huge amount of files?
It is very difficult for us to manage the files. As we do not have enough cupboards and shelves, the files are dumped haphazardly in seven rooms of the building. Our staff worry when anyone comes looking for files. We have to find it at any cost.

Do you have any plans to better manage the files?
For now, I cannot say anything as there are several plans made by the central office for the proper management of files. Although several plans were made by the office earlier, the problem of mismanagement persists.

What could be a proper solution to the problem?
I think the government should adopt a paperless system for all governmental works. Though I don´t have a clear idea if it would solve the problem, I am sure that if the government does not end the use of paper, the problem would never be solved. So, we should go for digitization of the documents.

Have you tried any temporary solution to the problem?
Yes, are working to trim the files by reducing the number of papers they hold. We collect important papers from the files and discard the rest of the document. It also makes it easier to search any files from the archive. This process is also going to help at the time of entering the records into computers.

How many files have been trimmed down by the office so far?
So far we have pruned around 30,000 files. We have assigned the work to some of our staff. It is a very difficult work to carry because of the odor emanating from such files.

Digitization in limbo
Though the Kathmandu Metropolitan City (KMC) had planned to introduce Electronic Building Permit System (EBPS) by January 16 at all of its wards, the office still does not have any concrete plan for such a system.

The system--once it comes into operation--would allow KMC staff to retrieve the maps digitally and also help to find out whether they have followed building standards prescribed by the National Building Code.

The KMC officials had on several occasions spoken publicly about implementing EBPS, but no concrete steps have been taken in the direction. As a result, the paper system still exists in its offices.

Narendra Shrestha, chief of Department of Urban Development at KMC, said they will soon adopt EBPS in all the wards of Kathmandu. However, he fell short of giving the exact date when it would happen. The good news, however, is that the office has allocated budget for it this year.

“We are working on it. I can´t give exact date of its launching, but it will come into operation soon,” said Shrestha. “This process takes time. However, we have already launched it in seven wards of the capital city.”

According to Shrestha, they have launched it in the seven wards of the Kathmandu as a pilot project. Similarly, they have been planning to launch it in every other wards of the city.

The EBPS program was first introduced under Uttar Kumar Regmi, a former chief of the KMC´s urban department.

With the financial assistance of 100 million by UNDP, the EBPS was launched about a year ago. However, the department failed to launch it in a full-fledged manner.

“We had already conducted workshops for its quick implementation with the participation of several governmental and non-governmental organizations. But in the meantime, I was transferred to another department,” said Uttar Regmi, former chief of the EBPS system, who now works in the project management department at the KMC.

“I am not updated about the latest developments on the system, but I think other officials must have taken further steps,” said Regmi. “EBPS is very important today. It is not only safer in terms of protection of building maps but also help in the collection of revenue.”

source: republica,1 april 2014