Sections 16 and 16A explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
Section 16 says what books a registration office must have and how they must be made, and requires a fire-proof box and safe custody of records. Section 16A, printed in square brackets as an insertion, allows those books to be kept in electronic form and treats a copy taken from them as a certified copy. This article reads both as per the text of the Act consulted. If you are checking a property's registered history, a legal due diligence review makes use of exactly these records.
The State Government must provide the books every registering officer needs, with consecutively numbered printed pages and the page count certified on the title page (s.16(1), (2)). Every Registrar's office gets a fire-proof box, and the State must make safe provision for the records in each district (s.16(3)). Under section 16A the books may also be kept in electronic form as the Inspector General prescribes with State sanction, and a copy given under his hand and seal is deemed a copy given under section 57.
Section 16: register-books and fire-proof boxes
Sub-section (1). The State Government shall provide for the office of every registering officer "the books necessary for the purposes of this Act".
Sub-section (2). The books contain the forms from time to time prescribed by the Inspector General with the sanction of the State Government. The pages are consecutively numbered in print, and the number of pages in each book is certified on the title page by the officer who issues the books. The numbering and the certificate are a safeguard: pages cannot be quietly added or removed without disturbing the sequence.
Sub-section (3). The State Government shall supply the office of every Registrar with a fire-proof box and shall in each district make suitable provision for the safe custody of the records connected with the registration of documents. The fire-proof box is also where a sealed will deposited under section 42 is kept, a point we pick up in the article on sections 42 to 46.
Section 16A: books in electronic form
The heading in the copy reads "Keeping of books in computer floppies and diskettes, etc". The section has two sub-sections.
Sub-section (1). "Notwithstanding anything contained in section 16", the books provided under section 16(1) "may also be kept in computer floppies or diskettes or in any other electronic form". They must be kept "in the manner and subject to the safeguards as may be prescribed by the Inspector General with the sanction of the State Government". The word "also" matters: it adds an option and does not remove the books of section 16.
Sub-section (2). "Notwithstanding anything contained in this Act or in any other law for the time being in force", a copy or extracts from the books kept under sub-section (1), given by the registering officer under his hand and seal, "shall be deemed to be a copy given under section 57 for the purposes of sub-section (5) of that section". Section 57(5) says copies given under that section are signed and sealed by the registering officer and are admissible to prove the contents of the original documents. So a copy taken from an electronic book, if given by the officer under hand and seal, gets the same standing as a copy from a paper book.
The Statement of Objects and Reasons reproduced in the copy for the 2001 amending Act says the Bill proposed to insert a new section 16-A to enable the State Governments to computerise registration records. That is background; the copy does not describe any system in use, and this article does not either. The copy ties the rule-making power to section 69(1)(aa), which allows the Inspector General to make rules providing "the manner in which and the safeguards subject to which the books may be kept" in electronic form under section 16-A(1). For portals and online services, which are State practice, see our guides on digital registration and e-registration.
Section 16 and 16A side by side
| Point | Section 16 | Section 16A |
|---|---|---|
| Who provides | State Government provides the books | Same books may "also" be kept electronically |
| Form of books | Printed forms prescribed by the Inspector General with State sanction; pages consecutively numbered in print | Manner and safeguards prescribed by the Inspector General with State sanction |
| Safe custody | Fire-proof box for every Registrar; suitable provision in each district | Not dealt with in the section |
| Copies | See section 57 | Copy or extract under hand and seal deemed a copy given under section 57 for section 57(5) |
What it means for a buyer or lender
A buyer or lender relies on copies of registered documents, not on the originals, when checking title. Our article on section 57 explains who may inspect which book and who gets copies, and our post on how to get a certified copy covers the practical route. The legal point from section 16A(2) is that an electronic book is not second-class: a copy extracted from it under hand and seal is treated as a section 57 copy. What the State's own rules say about safeguards, formats and charges is not in the copy and must be checked locally.
A practical example
A lender, Suman Finance, wants copies of the registered sale deed on which a borrower is mortgaging a flat. The sub-registry has digitised its Book 1. The officer extracts the entry and gives it under his hand and seal. Under section 16A(2), that copy is deemed a copy under section 57, so section 57(5) applies: it is signed and sealed and admissible to prove the contents of the original document.
Need help reviewing registered records?
Before buying or lending against property, a records check helps you see what is registered and in whose name. Our legal due diligence service reviews the registered chain and asks the right questions of the local office. State rules on electronic books and safeguards should be checked, as later amendments may apply.
Key takeaways
- The State Government provides the books; pages are consecutively numbered in print and the page count is certified on the title page.
- Every Registrar's office gets a fire-proof box, and the State provides safe custody of records in each district.
- Section 16A lets the books also be kept electronically, under the manner and safeguards the Inspector General prescribes with State sanction.
- A copy from such books given under hand and seal is deemed a section 57 copy.
- The copy describes no present system; check State rules.
Read next
- Sections 10 to 15 of the Registration Act, 1908: absence, vacancy, establishment and seal
- Section 57 of the Registration Act, 1908: inspection of books, search and certified copies
- How to Get Certified Copy of Registered Document
- Digital Registration of Documents -- State Portal Overview
Disclaimer: Based on a print of the Registration Act, 1908 marked as last updated on 9 July 2020, as consulted on 2 October 2026. State amendments and rules, later amendments, registration fees and stamp duty are not covered and should be checked. This article is general information, not legal advice; check the official text before acting.