Summarized Version: Creation of a Data-Centric Digital Archive for Certificates of Occupancy (C of Os) with a Searchable Index

Background

Before 2019, the processing of Certificates of Occupancy (C of Os) and other land titles in Gombe State was manual. Land records were maintained by the Ministry of Lands and Survey and were not digitized. Although attempts were made to computerize land administration, they were largely unsuccessful.

In 2020, Gombe State introduced the Gombe Geographic Information System (GOGIS) to reform land administration, aiming to mitigate previous issues and serve as a geospatial data pool for all state MDAs. GOGIS uses the MERLIN software for land administration and File Tracking Management Systems (FTMS) for indexing and cataloging physical files. It is equipped with high-resolution digital mapping and has been operational since 2020.

Objectives of the System

1. Guarantee the authenticity of all land title documents.

2. Use secure digital templates to minimize forgery, theft, and loss.

3. Provide secure access to land title information.

4. Comply with global best practices in land administration.

5. Implement a state-of-the-art digital archiving system for effective land title management.

6. Provide detailed information on the status of title documents.

Data-Centric Digital Archive of C of Os

GOGIS has built a Land Administration System (LAS) called MERLIN to handle all title-related information. Key components include:

1. Customized QGIS Program: For GIS operations.

2. Land Information System (LIS): MERLIN manages all land-related information.

3. Database Management System (DBMS): PostgreSQL-based DBMS for spatial and data storage.

Components of the GOGIS System

1. Geographic Information System (GIS): Equipped for digital mapping and essential for environmental and engineering planning.

2. Land Information System: Uses MERLIN for land administration, generating and registering land titles, transactions, property valuation, and taxes.

3. Financial Information System (FIS)/Fiscal Cadastre: Billing system linked to land size, use, and location.

4. Electronic Document Management System (EDMS): Converts physical documents into electronic formats for easy access and retrieval.

5. Web-Based GIS: Allows interconnection between MDAs and clients via a URL.

Rationale

Implement an EDMS to collect, synchronize, index, archive, and back up analogue and digital data. Use appropriate tools and software for easy access and verification of Certificate of Occupancy information.

Action Plan

1. Create a detailed work plan for document scanning and digital transition.

2. Build capacity to operate the system and use the required tools/software.

3. Establish a fully equipped digital organization with skilled workers and appropriate technology.

4. Ensure compliance with legal requirements for land records.

5. Identify integration needs with other government systems.

6. Monitor and evaluate system performance regularly, incorporating user feedback.

Timeline

• Assessment Phase (July 2020–December 2020): Review current procedures and determine technological needs.

• System Development and Testing (January–March 2021): Develop and test the digital platform.

• Training and Implementation (May–June 2021): Train staff and implement the system across departments.

• Monitoring and Evaluation: Continuously monitor performance and optimize the system.

Deliverables

1. A functional digital platform for managing land administration.

2. Training and capacity-building programs.

3. Regular progress reports.

4. Collaboration with stakeholders including the Ministry of Lands and Survey, private sector, NGOs, academics, and government regulatory bodies.

Budget and Quality Control

• Allocate resources for technology, development, training, and implementation.

• Conduct quality checks throughout the process.

• Address potential risks with mitigation strategies.

• Regularly review progress with stakeholders and ministry officials.