Index of Registered Documents and Its Types Under the Registration Act, 1908

Index and Its Types Under the Registration Act, 1908

When a document is registered with the Sub-Registrar, its details are systematically recorded and made searchable through indexes. These indexes play a crucial role in maintaining transparency and public access to registered documents.

What Is an Index of Documents?

An index of documents is a summary record containing the important particulars of documents registered in the office of the Sub-Registrar.

As per Section 55 of the Registration Act, 1908, indexes are prepared to help identify and trace registered documents easily.

An index generally contains details such as:

• Nature and type of document

• Document number

• Date of execution and date of registration

• Names and addresses of parties

• Description and location of property

• Consideration amount and market value

• Stamp duty and registration fee paid

What Are the Different Types of Indexes?

The Registration Act provides for different indexes based on the nature of documents registered. These are commonly known as Index I, Index II, Index III, and Index IV.

Index I

• Prepared for documents relating to immovable property

• Arranged according to the initial letters of the first name of the parties to the document

• Commonly used for Sale Deeds, Lease Deeds, Leave and License Agreements, etc.

Index II

• Also prepared for immovable property documents

• Arranged according to the name of the village or location where the property is situated

👉 Indexes I and II together help in tracing property-related documents.

Index III

• Prepared exclusively for Wills

• Maintained separately due to the sensitive and personal nature of such documents

Index IV

• Prepared for miscellaneous documents

• Includes documents related to movable property and other non-immovable transactions

Who Can Obtain a Certified Copy of a Registered Will?

A Will is registered in Registration Book No. 3. Certified copies of a registered Will can be obtained as follows:

During the Lifetime of the Testator

• The testator himself, by applying and paying the prescribed fee

• Any person authorised by the testator to obtain the certified copy

After the Death of the Testator

• Any person may apply for a certified copy

• The applicant must submit a death certificate of the testator and pay the prescribed fee

What Is the Legal Importance of a Certified Copy of a Registered Document?

As per Section 57 of the Registration Act, 1908, a certified copy issued by the office of the Sub-Registrar is legally valid and admissible as evidence in court for proving the contents of the original registered document.

This makes certified copies extremely important in:

• Property disputes

• Succession matters

• Court proceedings

• Verification of ownership and rights