What are the Responsibilities of the Registrar under the Aadhaar Project?A high level summary of various roles and responsibilities of Registrar are:.
1. Enrolment Planning
As a part of the Enrolment Planning workshop, the Registrar is advised to finalize the targeted enrolment nos., locations to be covered and timelines for the same. This data can in turn be used to plan the no. of Enrolment Stations needed, locations for the same, devices needed, operators to be staffed etc.
Registrars will also decide enrolment approach (phased, sweep etc). It is strongly recommended that the Registrar enrol all residents of the locality and not limit it to their beneficiaries/ customers. ‘Sweeping’ all residents will give Registrars the benefits of economies of scale and optimizing on the cost of enrolment per resident.
Finalize plan to include marginalized/vulnerable communities & areas for CSO involvement. Special enrolment drives should be initiated by registrars in consultation with ROs for the underprivileged, various vulnerable groups and disabled persons.
Identify area of interest for Aadhaar-enabled applications. Identify govt remittances which can be routed through Aadhaar-enabled Bank accounts. Registrars should link their UID enrolment activities to their core programs and citizen centric service delivery.
Registrar will work with the UIDAI to identify Banks to partner with for Financial Inclusion solution. Define processes as required to implement the Financial Inclusion solution.
At times, Registrar’s may have to hold special camps or call residents for re-enrolment like in case where EA machines get stolen or where Resident data packets are irrecoverable due to process/technology failure. Registrar must keep the EA apprised that such situations may arise and they have to be prepared for re-enrolment of residents in such cases.
Registrar must keep the local authorities, Introducers, Verifiers and other stakeholders informed of enrolment schedule
In order to start enrolments, the Registrar has to complete the following activities, many of which can run in parallel and would have commenced post the Project Initiation Workshop:
2. Enrolment Agency Selection and On-boarding
Identify Enrolment Agencies (EA)
1. Registrars may engage Enrolment Agencies for the purpose of enrolling resident into Aadhaar. Registrars will share the details of hired Enrolment Agencies with UIDAI.
2. Registrars are advised to engage only Empanelled Enrolment Agencies. If non-empanelled agencies are engaged, they must be subject to the same terms and conditions as the empanelled agencies.
3. New contracts should include a clause of continued empanelment mandatory for continuation of work. Model RFP/Q templates and the list of empanelled agencies have been published on UIDAI website.
4. No Sub Contracting – Subcontracting has serious impacts on the quality and security of data. Agreement with enrolment agencies should have conditions to discourage sub-contracting. However field level manpower such as enrolment operators and supervisors can be hired through third parties. EAs should be asked to provide details of the companies from which they are going to hire this manpower.
Onboard EA - EA Project & Technology managers need to be identified and added in JWG. Initiation Workshop for EA needs to be held by Registrar and UIDAI to provide detailed enrolment process & implementation overview.
Identify Enrolment Agency related requirements of EA training, device/resource capacity planning.
Procure infrastructure and equipment including certified biometric devices as per standards defined by the UIDAI, through the designated enrolment agencies.
It is recommended that the Registrar must insist on Enrolment agencies using only trained operators/supervisors. All Enrolment Operators need to be tested and certified; keeping in mind the significant impact they have in collecting good quality and accurate data from residents.
3. Enrolment Centre and Stations
Enrolment Centers and their Location
1. Registrar will identify and co-ordinate for suitable locations where Enrolment Centers may be setup keeping in mind law and order, terrain, local weather conditions, security, power availability, approach/access to the area and lighting. Refer Resident Enrolment Process document for Centre selection guidelines.
2. Non-state registrars should work in coordination with ROs and state nodal departments. NSRs should also have enrolment centres only in and around their premises to ensure close supervision. Bank NSRs can also be allowed to enrol through special camps provided that they have cleared these enrolment plans with the State UIDIC &/or the State Nodal officer.
3. Registrars should plan for setting up permanent enrolment centres. Registrars need to maintain at least a skeletal enrolment network in their respective locations, after the ‘enrolment sweeps’ are completed to facilitate on-going enrolments and updation.
Decide Number of Stations for Each Centre
1. The number of stations can be decided based on the target number of days for completion of enrolment in the particular area or the district and the expected number of enrolees in the area. Model RFP published on UIDAI website provides an excel sheet for facilitating calculation of number of stations.
2. Tables, lighting, backdrops, height of table, chairs, positioning of resident and operator, and issue of direct sunlight for photo capture, all these need to be considered for enrolment station setup.
3. Ensure Setup & registration of enrolment stations as Active production machines with UIDAI. The enrolment agencies may be asked to submit their machine deployment plans and their preparedness as per a prescribed checklist. ROs will assess the preparedness of the Registrars and EAs and may then allow the on-boarding of stations.
4. Registrar must Review the Enrolment Centre Setup checklist with Enrolment Agency and verify if all required activities are completed.
4. Define KYR+ fields
The AADHAAR Enrolment Client application captures the KYR (Know Your Resident) data. The registrars may require capturing some other registrar specific fields related to residents called as KYR+ data. For example, in case of PDS data, information such as APL (Above poverty line), BPL (Below poverty line), Family Details, etc. may be collected as part of KYR+ data. If any KYR+ fields are to be collected, define those fields and initiate technology integration with respect to data capture API and logistics. However, experience suggests that the number of fields proposed to be captured at the enrolment station must be kept at minimum as residents cannot be expected to bring multiple documents at the time of enrolment.
5. Pre-Enrolment Data
Registrar may want to complete the demographic data capture and verification ahead of the biometric capture. This step is called pre-enrolment. In case where Registrar has a good database, Registrars can share this with Enrolment Agencies to pre-populate the AADHAAR Enrolment Client. This data would reduce the effort and time of the enrolment operators during data capture process at the enrolment centres during resident’s presence. The details of the database need to be discussed and sent to UIDAI in advance in prescribed format and aligned to UIDAI requirements. However, pre-enrolling residents is not mandatory.
6. Check Pin Code Master
Registrar must Review and get Pin code master data corrected and completed prior to start of enrolments in the region. Registrar should provide list of PIN codes to be corrected in PIN codes master to UIDAI using existing Pin Code correction process.
7. Review list of Approved documents
UIDAI has defined a list of valid documents to be used during Aadhaar enrolment process as Proof of Identity (PoI), Proof of Address (PoA), Proof of Relationship (PoR) and Date of Birth (DoB). However, UIDAI and Registrars have the authority to amend and enlarge the list of PoI and PoA documents in some exceptional circumstances. Registrars may add any other required document not in the list, in consultation with UIDAI Regional Office. The Enrolment Agencies will then download the master for documents in the client stations, pertaining to the Registrar, for use during enrolment.
8. Send local language requirements
Send local language requirements for contact centre, enrolment client (label/text, transliteration). Complete local language translation for labels, print receipts/letter in coordination UIDAI.
9. Biometric data need of registrar identified
Registrars may analyse their requirement for resident data and capability to securely manage and store data. It is not necessary for Registrar to store resident’s biometric data. Registrars are, instead, encouraged to adopt online authentication offered by UIDAI – this will require no local/offline storage of biometric data in registrar applications. However, if the Registrar decides to store the biometric data, then Registrar will have to share a plan to retrieve, manage and store data with UIDAI, for UIDAI to start creating Registrar data packets.
10. Provide registrar public key for data encryption
Registrars must provide their public key to the UIDAI for the purpose of encrypting the EID-UID mapping file that UIDAI will share with Registrars after Aadhaar generation. Encrypting using Registrar’s public key provides a layer of security and is prescribed by UIDAI for data transfer. Registrar must contact UIDAI for details on public/ private key requirements.
11. Decryption Utility
Registrars must develop their own decryption utility for decrypting the EID-UID mapping file. Registrar should also successfully test file decryption.
12. Develop Registrar Technical requirements
Registrar will require technical personnel/system integrators for developing their technical requirements for
Pre-enrolment data capture
Registrar packet transfer/ management & usage
First mile i.e. data transfer from Enrolment Centres to UIDAI and Registrar
KYR+ data transfer, automating EID-UID mapping in KYR+ database
Receiving EID-UID mapping file from CIDR. Registrar must be ready to receive and update Registrar DBs with EID-UID mapping
Other activation and portal workflow related requirements
13. Other Technology side Requirements
There are some requirements that the Registrar will need to do for integration with UIDAI database:
Get set up as a Registrar in UIDAI database. Send requisite details in prescribed format to UIDAI.
Receive Registrar code, login and password for technology portal and SFTP application
Then Attach EAs on technology portal to establish Registrar – EA linkage.
Update and activate Introducers list on technology portal
Receive and download SFTP application
Define Location Codes – Registrar can assign location codes to each of its schedule and this code can be used by Enrolment Agency in client machines when conducting enrolments in the particular region. The assignment of location codes will help in generating enrolment reports by location code which can be helpful for payment purposes. Registrar’s supervisors at Enrolment Centres will have to monitor the use of correct location codes by Enrolment Agency.
A representative of the registrar performs the system configuration and registration once the software is installed. Normally the Registrar may ask the EA to perform the installation and configuration. In such a case, the configuration and Registration may be done in presence of Registrar’s representatives and/or Registrar must regularly check the registration details on the client like location code, Registrar and EA name etc. Work flow related requirements – At times Registrar may be asked to intervene and given a role in a process workflow for example in cases where resident data packets are on hold due to specific reasons. Registrar will have to complete the given responsibility in a defined time period in such cases.
14. Registrar software readiness and their integration to Aadhaar software
Registrar must check Aadhaar Application Software is ready for deployment with pincode data corrected, registrar public key and local language support included. Test Registrar’s own software and their integration with Aadhaar software.
15. Information, Education & Communication
Registrar will define an integrated IEC Plan & Material leveraging the content developed by the UIDAI. The UIDAI’s IEC guidelines list in detail the different kinds of stakeholders to engage (PRI members, introducers, CSOs, etc.) and the recommended messages and media to use for each of them. The IEC plan lists the activities to be triggered 45/30/15/ 7 days before commencing enrolments.
Registrars must coordinate with UIDAI IEC team for details on their IEC responsibilities.
16. Identify and Deploy Introducers
Registrars will need to identify Introducers who can help enrol beneficiaries who lack PoA/PoI documents.
Registrar identifies introducers region wise and prepares list by District/State in which the Introducer is authorized to work. Registrars can also leverage CSOs to better reach marginalized residents, act as Introducers, and build awareness among them to mobilize enrolments from this group. Based on inputs from UIDAI, review and finalize list of Introducers and notify the same in a public manner.
Introducers need to be Enroled in advance and have their Aadhaar numbers generated, registered and activated in Aadhaar database. Organize camps for enrolment of Introducers to ensure that all Introducers on the final list are Enroled into the program.
Introducer workshop is held to appraise them about their roles & responsibilities
Introducers are required to sign consent to being a Introducer which is stored by the Registrar. Introducer consent form format is provided by UIDAI. Put in place systems to ensure ongoing monitoring of the Introducer list occurs at regular intervals. Based on performance, make changes/additions to the list as required and share with UIDAI. Ensure that both UIDAI and the Registrar have most up-to-date list of Introducers at all times.
Publicise the Introducer concept to make residents aware. Provide the resident information about acceptable Introducers. Publish list of Introducers and Verifiers at the enrolment centres along with their contact details. Detailed guidelines on Introducer selection, Introducers roles and liabilities are defined by UIDAI and published on UIDAI portal.
17. Identify and Deploy Verifiers
Registrar must appoint Verifiers for every centre.
Firm up Verification process. Shortlist the Verifiers and Registrar’s supervisor. Schedule camps to educate verifiers.
The Registrar must ensure physical presence of verifiers during the operational hours of the enrolment centre and may appoint more than one Verifier in a centre, if and where required. The performance of Verifiers may be monitored by the Registrar.
The list of all Verifiers must be notified, by designation, by the Registrar before commencement of the enrolments and the list should be shared with the Regional office concerned.
They may be paid by the registrars out of the financial support provided by UIDAI to Registrars on successful Aadhaar generation. Roles and Responsibilities of Verifiers are defined by UIDAI.
18. Personnel for Grievance Redressal
The registrar is expected to put in place a Team that would serve to quickly address any matters requiring resolution that may pertain to the Registrar, but may be conveyed to the UIDAI Contact Centre. The Time taken for resolutions is to be finalized jointly.
Registrar should also identify an Officer to whom all relevant grievances may be forwarded and two senior officers for managing escalations of the same.
19. Print and Distribute Enrolment forms
Enrolment form is designed by UIDAI for capturing Aadhaar enrolment data.
Registrar can have a separate form for capturing KYR+ data.
Registrar needs to get the enrolment forms printed in sufficient quantities.
Registrar must ensure that the forms are available/ distributed free of cost at the enrolment centres.
20. Data Transfer
Finalise, with EA, Resident Data packets transfer modalities. Data can be transferred to UIDAI using online SFTP mode or through hard disks/memory sticks sent through suitable courier service.
Also define KYR+ and registrar data packet transfer mode and frequency.
21. For Document Management
UIDAI mandates storage of Enrolment form, PoI, PoA, DoB, PoR, and consent. These documents carry important and confidential resident information.
UIDAI urges to handle enrolment documents with care and protect it from damage and theft. Registrar must do the following:
Identify whether the documents would be stored in hard copy/soft, scanned copy
Setup a mechanism for collecting and securely storing all the documents submitted by residents during enrolment till the UIDAI appointed DMS service provider collects document from registrar offices and provide receipt of the same.
Upon accumulation of specified batches of documents at one site, intimate UIDAI’s DMS service provider for pickup of documents, handover documents and obtain sign off. Detailed process and guidelines of Document management and Registrar’s role in same are published by UIDAI in Document Management Process.
If Registrar wants to store any additional documents, they may develop their own process for storing and managing those documents.
22. Provide requisite data to Contact Centre
The UIDAI has set up a Contact Centre for concern and issues that residents or UIDAI eco system partner may have in terms of enrolment, authentication and identity frauds etc. This contact centre serves as a single point of contact for the organization. Certain information is required by the contact centre, from the Registrar, related to enrolment exercise in their area. Registrars must furnish such details to the Contact centre to help effective functioning of the centre.
23. Monitoring and Audits
Registrar is responsible for Field level execution, monitoring and audit.
Audit enrolment centre readiness, EA processes and their effectiveness. It is recommended that Registrars setup a process to audit the performance of Enrolment Agencies and other partners they engage with.
Registrar must conduct sample audits in the entire gamut of enrolment process and data quality, training, logistics, grievance resolution and updation processes for controllership purposes.
Ensure IEC norms are being adhered to. Advise EAs to deploy IEC elements in a judicious and practical manner. Monitor the performance of
Introducers and Verifiers.
The Registrar may also undertake appropriate measures such as monitoring of payment to operators’ and supervisors’ bank accounts, regular audits of EAs and enrolment centres, etc. to prevent sub-contracting.
Randomly Review Acknowledgement and Consent data against PoI, PoA documents to ensure that data entered in the software is correct for each resident. In case any error is found in the data entered, inform the EA Supervisor and/or resident to initiate data correction.
Registrar must develop their own MIS systems for execution, monitoring and control. Registrar may help provide UID with reports/insights in significant issues as and when required by UIDAI.
25. Data Protection and Security Guidelines for Registrars
Registrars have a fiduciary responsibility and have to exercise a duty of care to secure and protect all the data (demographic and biometric) collected from the resident. UIDAI prescribes broad measures for data protection and security to be adopted by Registrars. Registrars must refer and abide by the same.
26. Enforcement of UIDAI’s suspension/debarment/dis-empanelment decisions
UIDAI monitors the performance and data quality of Enrolment Agencies and their Operators and Supervisors on a continuous basis. UIDAI has formulated a suspension policy for non-compliant EAs and their Operators and Supervisors.
Registrar will be notified of the action where suspension/debarment/ dis-empanelment criteria are met. Registrars must get in touch with the UIDAI Regional Office and take immediate appropriate actions when intimated of such decisions.
27. Enforcement of UIDAI’s Returned Letters policy
A report on returned letters will be shared by UIDAI with Registrars. Registrars must Review and investigate the various reason codes for Returned Letters. Where possible and required, Registrars may contact the Residents and educate residents on how to get in touch with contact centre for their Letters. Registrars may involve/take help from India Post in investigations.
28. Ensure UIDAI Exit Policy requirements are fulfilled
If and when Registrar decides to exit the Aadhaar enrolment programme, they must fulfil requirements and sign necessary documents to meet the requirements of UIDAI’s exit policy.