Best practice Cases of the 4th Quality Conference for Public Administration in the EU
The Cadastral Virtual Office
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Country: |
Spain |
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Organisation: |
General Directorate of Cadaster |
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www homepage: |
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Contact person: |
Monserrat Merino Pastos, Carmen Conejo Fernandez |
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Address: |
P Castellana 272 , Madrid, Sapin |
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E-mail: |
monserrat.merino@catastro.meh.escarmen.conejo@catastro.meh.es |
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Phone: |
34 91 583 67 54 /// 34 91 583 67 91 |
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Fax: |
34 91 583 67 32 |
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Level: |
State |
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Sector: |
Finance |
Short description of the case:
The Virtual Office of Cadastre (OVC). OVC, Open Cadastre by Internet, for every citizen and territorial administrations, as an example of sustainable quality in cadastral maintenance, working with local Administrations. Reduces the number of visits to cadastre offices by 20 % and saves 25.000 working days and attention time. The Spanish cadastre is an administrative register with a fiscal origin, created as a data bank to be accessed both by Public Administrations (national, regional, local) and citizens. As an inventory of real estate, it contains physical information (surfaces, location, use, shape, boundaries, cartographic representation, crops and forest use, type and quality of constructions, etc.), legal information (identification of holders or owners: name, national identification number, address, etc.) and economic information (cadastral values of land and buildings, valuation criteria).
This cadastral bank includes detailed information of more than 31 million urban properties, more than 41 million rural properties and more than 25 million cadastral owners. The Virtual Office of Cadastre started up in May 2003 with the main goal of providing other Administrations with information which, up to that moment, citizens were requested to present in the suitable office after collecting it themselves from the cadastral office. At the moment, the Virtual Office of Cadastre provides the following services: Request for cadastral information, both alphanumeric and graphic (maps). This service allows to look up the physical and economic features of properties as well as their owner. The data can be obtained from the location (address) of a building, from its cadastral reference or code, or from a list of the properties owned by a person. Massive request service. Instead of making individual queries, it is possible to send a file in a predefined format with necessary data and this service replies with all the requested information in a file. Certificate of the cadastral data (official document). This document is obtained immediately and at no cost.
The validity of this document is based on a code of 16 characters printed in the document itself, which, once typed in one of the options of the application, allows to recover the document as it was originally issued. Exchange of information: It allows to exchange files, with a predefined format, between Cadastre and the different Administrations as well as with other collaborating organizations, with different purposes: coordination of the contents of data bases, updating of Cadastral information, legal effects, taxation, etc. It is important to emphasize that all these services are provided at no cost, and have a universal nature. Nevertheless, as both the European Union and Spanish laws consider part of the cadastral data as protected data, access to these protected data of real estate is legally accessible only by certain institutions and administrations and, of course, by the owners of each particular property. Therefore the identification of the applicants is a most important subject . For that reason, involved administrations have to be registered off-line in the application and, once registered, they are obliged to use X509 digital certificates in order to authenticate the users.
Owners of a particular property can access protected data of their own properties by authenticating themselves with a X509 digital certificate. The General Directorate of the Cadastre has reached agreements with different Certification Authorities to admit the X509 certificates issued by them as mechanisms of authentication in the application (the list can be seen in http://www.catastro.minhac.es/formulario_alta_ovc2/certificados_admitidos.htm ) Description of services Basically, two kind of services are provided: Request and certification of cadastral data. Massive exchange of information. Services of request and certification of cadastral data: They allow locating a specific property in three different ways: Typing province, municipality, street name and number in case of urban buildings; province, municipality, polygon and parcel in the case of rural properties. Selecting it in the cadastral cartography. Typing the holder's National Identification Number (NIF), and selecting a property from the list of properties owned by that person.
Once located or selected the property, the information provided by the program is as follows: Previously registered users, as owners of a particular property (legally authorized, with a personalized access), can obtain thorough information of this property: physical characteristics, cartography, bordering properties (ownership) and economic data (cadastral values). This information can be certified by obtaining a code of 16 characters which guarantees this document is valid, since at any time the original document issued by the OVC can be recovered just by typing this code in the OVC form. Free access users (not authenticated), can obtain all the cadastral information except economic values and ownership of the property.
It is important to emphasize that any particular citizen who identifies by an X509 certificate issued by one of the CA's recognized by the General Directorate of the Cadastre, can view all the accesses made on their properties by all administrations and institutions as registered users in the OVC. Massive exchange of information Services Cadastre exchanges a huge amount of information with collaborating agents in order to coordinate the contents of their respective data bases. These OVC services allow the exchange of data files between collaborating agents and the Cadastre via Internet. The users have the following competence: To send files to other users, via Internet, generating warnings to the receiver. - To obtain immediate information about the syntactic validity of data of the sent files, giving the possibility, in case of errors, to provoke a reverse gear in the process of information shipment. To download received files sent by other users, being able to recognize the sender previously, type of file and dates of shipment. To view statistics about sent and received files. Project values and results The basic functions of the cadastral Information are the following: It provides the different Public Administrations with information for the tributary management of different taxes based on the real estate property. It provides security to the real estate sale procedure.
It is compulsory to include the cadastral code of the properties in deeds and registry inscriptions, in order to complement the legal information of the registry of the property, with physical and economic data of the cadastre. It is a data bank at the service of citizens and Public Administrations, that use cadastral information for management of their policies of territorial planning (such as town planning or infrastructures), for the control of public aids and subsidies (such as scholarships, social aids, Common Agriculture Policy, etc.), or for planning services of utility companies (networks of telephony, gas, electricity, cable, etc.). Finally, cadastre is usually requested to provide evidence in court. When gathering all this information in an accessible Internet service, always taking into account security and data protecting policies the following values are achieved: It enables to issue cadastral information, avoids inconveniences of citizens going to the Cadastre offices to obtain the needed data. In addition, this information is obtained at no cost. It enables to fulfill legal obligations of the citizens, eliminating unnecessary proceedings and streamlining procedures. It eliminates most routine and tedious work in the departments of public attention of the cadastre offices. It reinforces the exchange of information with administrations and institutions collaborating with Cadastre. It reinforces and improves the opinion of the citizens on Public Administration. It promotes the electronic administration, the e-government.
We have created the Cadastral Information Points (PIC), those are Cadastral points in municipalities and local administrations where a public servant trained by the General Directorate of Cadastre, access to the Cadastral Virtual Office, instead of those citizens for whom is no easy access because of technical qualification or with no X 509 certifications. A citizen identified himself with the Spanish National Identity Card, and is the user in the PIC, who gives him all the information he needs even the Cadastral Certification. This is a good way to approach these new services to all the citizens and by now we have more than 1.870 PICs all over the Spanish Territory The main results of the Virtual Office of the Cadastre atDATA DIFFUSION π REGISTERED USERS: 34.400 πFebruary 2006 are the following:Started in May 2003 with only descriptive information (not cartography) Carthography in October 2004 1.9 Mill. Certifications (more then 50% graphic certifications) 5,0 Mill. Protected data requests 30,1 Mill. Non-protectedDATA EXCHANGE Started inπdata requests 56,3 Mill. Cartography requestsSeptember 2003 Nearly 100.000 files received from notaries and land registers (10 milll. Records) 15.000 files interchanged with authorities of municipalities and state and regional government The OVC is adapted to the EU Directives. The Virtual Office of Cadastre is fully adapted to the 2003//98/EC Directive, on the re-use of public sector information. Presently, it even includes numerous elements which will be regulated in the Proposal for a Directive establishing an infrastructure for spatial information in the Community (INSPIRE).
Main feature of the case:
- Effective management of resources and partnership
- The satisfaction of customers and citizens
Key words:
Front office service e-goverment Partnership-Central Administration- Regional Administration in cadastral maintenance EFQM in the organization ISO 9000 for methods, development, and working with private companies
Further information:
Long case description (PDF-form)
Case presentation (PDF-form)