Information and Communication Technology Agency of Sri Lanka

Introduction

Currently, people in Sri Lanka face numerous difficulties in obtaining copies of Birth, Marriage and Death certificates. The BMD Document Conversion Project will not only turn things around in this regard but will also give the Divisional Secretariats a much needed citizen-centric approach. This project is first being implemented as a pilot project in the Colombo district, after which, it will be replicated in a number of districts.

Project Development Objectives

The main objective of the BMD project is to increase the efficiency and effectiveness of the storage and issuance process for Birth, Marriage and Death certificates at the DSs via ICT enabled systems and processes. This project will also lead the way in terms of curbing corruption and malpractices in relation to counterfeit BMD certificates. It will also ensure that  data in this regard is stored utilizing a secure and effective method, while allowing Divisional Secretariat staff  to easily gain access to required certificates and information.

It is also intended to utilize the output of this project as inputs for eDS and ePopulation Register projects as civil registration systems are an integral component of those projects.

Furthermore it is aimed to implement this project as a pilot project to test the basic hypothesis of public document conversion concepts and its feasibility at the national level.

Project Description
The proposed project was implemented on a pilot basis in the Colombo district in the following DSs:

1. Colombo
2. Thimbirigasyaya
3. Dehiwala
4. Ratmalana
5. Moratuwa

Present Status
The BMD project has completed its initial phase in the Colombo district that facilitates citizens to obtain Birth, Marriage or Death certificates related to them from respective Divisional Secretariats.  This significant initial chapter has paved the way for the digitising of 1,900,000 birth certificates belonging to all the above-mentioned five DSs in the Colombo district.

In addition, under government funding, digitisation of another 3,100,000 birth certificates belonging to all thirteen DSs in the Colombo district have been completed. Initiatives have also been taken to construct centralised electronic BMD certificate repositories in the DSs of the Colombo District.

The ‘Lanka Government Network’, the newly established secure digital communication network for the government will be providing secure access to the centralised BMD repository from all divisional secretariats in the Colombo district. The search of certificates and issuance will be handled by the software application system specially designed for the handling of processes related to BMD searches and issuance. The system has provided uttermost security for all activities related to the search and issuance process of BMD certificates while authentication of the issued certificate could be checked subsequently through the system if required.

The project was initially started under the funding of ‘Plan Sri Lanka’, an international Non Governmental Organisation in five divisional secretariats in the Colombo District. The establishment of the central certificate repository and expansion of digitisation up to all divisional secretaries in the Colombo district was funded by Sri Lankan government. The LGN, established by the Information and Communication Technology Agency of Sri Lanka (ICTA) has been providing the communication and networking solution for the implementation of the project. The District Secretary, Colombo implemented the project in association with the Registrar General’s Department and the Ministry of Public Administration and Home Affairs under the technical guidance of the ICT Agency of Sri Lanka.

Benefits in Brief
Ability to obtain BMD certificates from any divisional secretariat situated in the Colombo district if the birth, marriage or death has occurred in the Colombo district.

1. Enhanced efficiency of searching and issuance process. Time required for searching and issuance process will decline up to 10 minutes. As a result, citizens will save their time and staff will also be benefited through saving time.

2. Searches facilitated even with  minimum information, i.e. Name or part of the name of relevant person  and/or Date of Birth

3. Reduction of corruptions and malpractice as no delays in searching and issuance process.

4. Ability of verification of certificate issued. Details of certificate issued including certificate numbers, applicant details are available in the system.  This will eradicate the problem of preparation of the counterfeit certificate

5. Saving certificate storage space requirements and easy to handle larger volume of data.

6. Could be preserved and long-lasting unlike paper documents

1. Documents are scanned and saved as images.  Data in images cannot be changed or altered by any staff involved in the process.

2. System is protected through necessary user access protocols and passwords.

3. Encryption and decryption technologies will be used to limit unauthorised access to the images.

4. System will keep information on the staff involved in the issuance process.

5. System will keep information about certificates issued.

6. A security number will be printed on each certificate issued through the system.

7. Daily reports can be generated on the number of certificates issued, value of stamps, persons approved or any other reports as required.

Serch Interface of Application

 Serch Result Interface of Application