External Affairs is a sensitive area of a Country's administration and it is vital to ensure efficiency in all its related work areas. As a part of its endeavor to effectively implement Information Technology in all areas of Government functioning, NIC through its MEA Informatics Division, has been providing active IT support to the Ministry of External Affairs. One of the most important Projects in this regard has been the computerization of Passport Offices located all over India
Indian Passport- The Background
Prior to World War-I, the Indian Passport as a travel document was not in existence. It was during World War-I that the Government of India enacted the Defence of India Act, 1914 and promulgated rules thereunder, which made it obligatory for a person to possess a Passport for entry into or exit from India. In 1920, the Government enacted the Indian Passports Act, based on the earlier statutory provisions. The Government of India promulgated the present Passports Act in 1967.
Issuance of Passport
In 1954, Regional Passport Offices at five cities namely Mumbai, Kolkata, Delhi, Chennai and Nagpur were set up for the issue of passports. The Consular, Passport and Visa division looks after implementation of the provisions of the Passport Act, Passport Rules, and Policy matters relating to passports and administrative functions of the passport offices.
Perspective
The computerization of passport offices at RPO Delhi was entrusted to NIC as a pilot project during 1989. It has been extended to various other passport offices over the subsequent years. Presently all the 28 passport offices all over India have been computerized.
The computerization of the individual passport office may be divided into various phases including basic computerization, Index card image capturing, Online Index checking and passport printing.
In addition, the computerization of passport application collection centres, provision for authenticated e-mail services, communication between the passport offices and district offices through authenticated e-mail, electronic storage and retrieval of documents furnished by the applicants are in full swing.
Apart from this, public facilitation services such as web enquiry, tele-enquiry, touch screen kiosks, SMS services, online registration are also in progress.
Application Areas
Basic Computerization: The Passport Control Issuance System (PCIS) has been designed, developed and implemented by NIC, MEA Informatics Division. The specific tasks include:
Acceptance of application forms Submission of Supplementary documents Revenue management Police verification PAC checking Objection letters Granting of passports Passport Allotment Passport Printing Passport booklet accounting Despatch of passports Management of undelivered passports MIS/Statistical Reports E-mail /Internet services Across the counter Enquiry Telephone/Web enquiry
Index card Image Capturing
NIC has monitored this project to provide an online index checking through creation of an Index data bank and a project to scan index cards at Passport offices has been undertaken. The scanning has been completed in all the 28 passport offices. It will assist in the simultaneous processing of the applications by different sections of passport offices with the availability of scanned images on computers.
Machine Readable Passport
NIC has suggested passport printing, in order to improve the security features and the passport booklet has now been designed to make it machine readable. Its new features
Former Minister of State for External Affairs Sh Ajit Kr Panja releasing the "machine written-readable passports"
bring it in line with ICAO standards and the Machine Readable Zone (MRZ) introduced on the passport booklet will make it easier for our passport holders to clear immigration checks where Passport readers are in use. In Machine Readable Passport, the principal passport details including the name, date of birth, sex, Passport number, date of expiry are captured in two lines which are incorporated in the Machine Readable Zone (MRZ) by a special printer.
MRZ is printed as per the International Civil Aviation Organization (ICAO) standards and is compatible with any ICAO standard reader at International Immigration counters.
Online Index Checking (PIRS)
NIC MEA division has developed this project and at present the project has been implemented in almost 25 passport offices. This will facilitate index checking using a phonetic search to match the photograph and check for duplicate passports. The entire process of computerized passport index checking starts with the loading of data into the master table of the online database server. Checking the data against the existing index database by matching the soundex codes has been carried out for online index checking. The soundex code combination is made in a cyclic fashion.
The figures speak for themselves.
The number of applicants for passports has been steadily growing. In 1999, 25.8 lakh passports were issued compared to 22.22 lakh in 1998, 22.25 lakh in 1997 and 19.13 lakh in 1996. In the year 2000, the number of passport applications received was 25.88 lakh. In the first six months of 2001, the number of passport applications grew by 17% as compared to the first six months of 2000. In future, as the process of globalization and economic development picks up momentum, the demand for passports is expected to increase. Apart from issuing new passports, the other services include renewal, issue of new booklet, correction of entries, change of maiden name to married name etc. It is estimated that for every 100 passports issued, 10 passports require these services.
On the Cards..
A scheme of providing information regarding the status of passport application on a cellular phone and a touch screen system is on the cards at various passport offices. :: Move towards paperless office: NIC has taken the project of full passport file scanning for the passport offices and the pilot project is on the way at Hyderabad,Chennai and Guwahati Passport offices. :: Online Registration: The applicants can fill up their name and other details and register on the web. They will be allotted a reference number. They can submit their original application, documents and fee from 3rd to 7th working day at passport offices, by quoting this reference number. Then applicants will be allotted the usual file reference number after acceptance of their application. :: Decentralization of the functions of receipt and scrutiny of passport applications to the district level :- The distribution and sale of passport application forms has already been decentralized.
Director General Police, Hyderabad releasing the computerprinted passports at RPO hyderabad
New Services (available in selected RPOs only)
Single Window Counter for Tatkaal cases wherein the applicant can meet the PRO directly on the first visit and obtain the passport on the second or third day on payment of prescribed "Tatkaal fee". A special counter for the graduates has been opened to cater to the needs of students and professionals who are unable to visit the office in the morning session. These counters function from 2.30 PM to 3.30 PM. Help counter has been opened to guide the applicants. Special Counters have been opened for old passport holders, government servants with NOC, minors and senior citizens. The applications received in these counters are processed speedily and passports issued within a short period.
The Media Says...........
Times of India, Kolkata, Thursday, August 9,2001. According to the Regional Passport Officer, Kolkata " The passport office plans to go online. This will be implemented in four different stages-online verification of applications, online application, online processing of applications and online scanning of necessary documents", adding that National Informatics centre would be entrusted the job of completing the technical aspect of the project.
The Hindu, Friday, July 14,2000 The Union Minister of State for External Affairs Mr. Ajit Kumar Panja released the first lot of "Machine Written-Readable passports" at the Regional Passport Office, New Delhi. Mr.Panja said "20 of the 28 passport offices in the country had already been computerized by the National Informatics Centre. To further streamline the passport processing procedures at Passport offices, a detailed computerization programme had been approved at an estimated cost of Rs.30 crores. NIC would help the Ministry in this project as well"
Newstime Saturday 10 November 2001 NIC's Technical Director, Dr. B.N.Shetty, explained to newsmen that though a pilot scheme was already introduced in Delhi passport office, Hyderabad passport office became the first passport office in the country to have officially introduced full-fledged machine printed passports. Dr. Shetty said that "with networking of passport offices, issuance of duplicate passports could be completely avoided".
On the WWW..... Check out the procedures involved in getting an Indian Passport and download the required application forms from http://passport.nic.in
For further information, please contact MEA Informatics Division National Informatics Centre A-Block, CGO Complex, Lodhi Road New Delhi-110003 :Tel No. 91-11-4362753 Email : bnshetty@nic.in