DLDD (Digitised Legacy Data Development) Instruction Manual



      DLDD is a searching software to help you search for the names of persons (your own names or of your parents, grandparents, great grandparents) appearing in the Legacy Data. It's almost certain that if a name exists in the Legacy Data available with Govt, you will be able to find it here. In most circumstances, it would not take more than a few seconds to get to the name. However, in cases where a name can be spelt in multiple ways, the search may take longer. Also in cases, where exact details or spellings are not very clearly known, or there are multiple similarly named villages, or incomplete village names, searching may take a bit longer. Also in cases of erroneous recording in the original Legacy Data of the name of the person, or erroneous recording in the name of the village or absence of surname or absence of name of the father, or husband in the original Legacy Data,it may take longer to search.Problems or delay in searching may also happen due to incorrect or erroneous recording in the original Legacy Data or inadvertent errors during computerization.As most of the original Legacy Data was recorded in Assamese or Bengali, enabling searching through the popular English Keyboard required the data to be transliterated. This may also result in erroneous results due to pronunciation issues. As spellings of names are usually user defined, in the present search it is advised that standardized spellings are used while searching. There also exist some cases where a family has changed its surname and therefore search by today’s name doses not result a match.In a few cases, the nickname or the name by a which a person was popularly known was recorded in the Legacy Data and not by the formally known name.In some cases, it's possible that the records are still being shown against the districts as they existed or undivided districts at the time of recording.


      There are different ways of searching for the names given below, the simplest being the “Direct Name Search”.
The methods of searching are :


Direct Name Search
– Here after selecting the district (as per today’s jurisdiction), you just type the name of the person and get your result.It may be noted that selection of district and first name of the person is mandatory. Last name, Voter Sl No, Voter age are not mandatory. Try and match the other details like father’s name or village name. Please remember that the search technique used in the present software is such that all similarly sounding names would show. In case there are too many matches, filter through the name of the person or father’s name – the column filter can be done by typing the first few letters of the name – please note however that here the filtration is not by pronunciation but by the alphabet letter. It's advisable to type just the first letter or first two letters for better search results. In a number of cases, if the original search criteria was loose, the number of records would be numerous. In such cases to optimize data transfer time and speed, the software would only show the first 100 records fitting the first page. Flicking through the records by pressing “Click Here To View More Records” would result in more records to be shown page by page matching the filter criterion. In such cases, one would have to be patient to flick through the pages one by one and keep noting that the Page Number at the left bottom keeps on increasing. When no more records matching the filter criteria are to be found the “Click Here To View More Records” button would automatically become disabled. Similarly, when one has reached the first page, the button “Previous Records”. In order to establish that the name actually relates to the person whose name is being searched, one could check out the names of other family members or names of others public in the area. Checking out the names of other family members or public can be accomplished by going through such names as appearing in the image of the page of the Legacy Data. For this purpose first the “View” button shall have to be pressed. Checking out of names of other members of the family can be done by clicking the icon “Show Image& Nearby Data” appearing in the Pop-Up Window “NRC Details” or “Voter Detail”. While searching trough the names in an image, it's better to note down the Sl no (in Electoral Rolls) or House Number(in NRC) appearing in the Pop-up window and look for that Sl Number or House Number in the image so displayed.In case the image for that record is not available, checking out of other names in the family or neighbourhood can be done by clicking “Show Image & Nearby Data” which shows all other records near to that record in anew Tab which opens up. Wherever the exact match has been found and its is established that the name actually relates to the person whose name is being searched, the button “Print With Legacy Data Code” may be pressed and thereafter a printout of the Legacy Data Slip may be taken. As a numbers of instances are seen where the names were recorded a bit differently at the time of recording of original Legacy Data say, the surname was not recorded, first and second names had got joined etc. As such, it is desirable to search through different name combinations.
Viewing the image of the original paper of the Legacy Data
In a number of cases, the image of the original paper of the Legacy Data can also be viewed. Here one can see the actual paper of those years. In some cases, such original records are handwritten and in some cases these are typed.


"Search through villages data"
– In case we know the name of the village, or name of the geographical entity clearly, the search can also be carried out through selecting the said village/ town ward/ geographical entity and thereafter displaying the data for that village/ town ward/ geographical entity page by page.Selection of a village can be done in two ways :

1.) Village Dropdown
2.) Village List search

Village Dropdown- To select the village, first the district shall have to be selected and the village name selected through “in text”search by selecting from the drop down list displayed on the main screen itself. While using the “in text” method, the letters for selection shall have to be typed in the space “Select Your Village” in middle portion of the Home Screen in the left hand side.

Village List searchThis is especially useful where there a village can be spelt in multiple ways and the In Text search doesn't display the required village. in case the name of the village is not appearing through the Village Dropdown, the village name can still be searched on a larger screen by clicking the “Village List” tab on the top right hand part of the Home Screen. Thereafter, select the district and click the “Village List” tab. All the villages available in the computerised records of that district will be displayed. On an average, 68 names would be visible on the screen at one time. One can search through them by scrolling. Filtering is also possible.Display of names will be available in both Assamese& English languages, however, filtering amongst the village names through “in text” search would be available only in English. It's important to note that the spelling of the village has to match with the spelling of the village name recorded in the computerized database. One or more villages/ town ward can then be selected by checking the checkbox appearing on the left of each village name. On selection of the villages, data of only those villages shall be displayed one page at a time and subsequent pages could be seen through “flicking”. More the number of villages selected, more would be the time taken in display of records.
As the number of districts (“undivided districts”) existing at the time of recording of the Legacy Data was lesser, it is possible that a village name continues to be erroneously recorded against some other current district. For example, a village falls in Kamrup Metro today whereas the name of original district for the village was Kamrup and inspite of best efforts, the computerized database is showing the said village still to be in Kamrup (Kamrup Rural). In order to avoid such errors, an expanded search for names of villages can be done by clicking the checkbox at the top left of the screen. In such cases, Govt would be grateful if such errors are reported through “Requests”.


"Search through Images"–
Wherever, search through digitized record does not lead to a satisfactory match, search can also be made through the images of the Legacy Data. This is similar to going through the printed copies of the Legacy Data displayed at the NSKs and Polling Stations, the difference being, that in case of computerized search, one is not required to go to the respective NSK or Polling Station to see the printed copy. Such a situation might arise due difficulty in searching because of erroneous recording in the original Legacy Data or inevitable errors in transliteration. Further, whereas all attempts have been made on part of Govt to record each name appearing in all the original papers of the Legacy Data, poor quality of the original paper has caused some names to be left out from digitization. In such cases, through the name would be visible in the image of the Legacy Data, no corresponding digitized record shall be available. In such cases, the image of the particular village can be searched manually and all digitized records seen against that image. For this, first “Village Image Search” tab in the top right corner of the Home Screen shall have to be clicked and the village selected thereafter.First, a district will be selected. Selection of the village thereafter can be done through In Text for the village name. Subsequently, a full screen option for selection from a list of villages displayed on the fullest screen will be added.All the images of that village shall get displayed. All the images for the said village can be seen through <<&>> appearing on left side of the screen. Upon finding the image containing the name being searched, pressing “View Records” on the top left corner would display all the digitized records of that image. Further search through the digitized records can be done through filter and flicking through the pages. In case, there is no corresponding digitized record but the name is clearly visible in the image, a request for issue of Legacy Data Code shall have to be made through “Requests”.


"Search through image ID"–
There might be cases that one is able to access the printed copies of Legacy Data Images published at the NSKs or Polling Stations. In such cases, each such page or printout of the image shall have to be remembered by its “Image ID”. In such cases, the said image can be accessed online through Image ID search and search made through the records digitized for that image by clicking “View records”.


"Search names of other family members"–
Sometimes, it is fruitful to search for names of some other members of the family and thereafter Search for nearby nearby data by clicking the button “Show Image & Nearby Data”


"Search names of relatives or neighbours"–
Sometimes, it is fruitful to search for names of other relatives or neighbours whose names are also likely to have been recorded in the same village. Thereafter, search can be done through records of that village by search through villages data and/ or displayed digitized records against that Image by clicking “View Records” where the name of the relative or neighbour is found. Search can also be made through other images of that village.


Erroneous recording–
Its possible that মহেন্দ্ৰনাথবৰুৱা Mahendra Nath Baruah is recorded as মহেন্দ্ৰনাথবৰুৱা Mahendranath Baruah or only as মহেন্দ্ৰনাথ MahendraNath, or মহেন্দ্ৰনাথবৰুৱা Mahendar Nath Barua, or as মহেন্দ্ৰলাথবৰুৱা Mahendra Lath Barua etc. If the error has happened at the time of recording of original Legacy Data, the Legacy Data cannot be corrected now but while recording the particulars in the updated NRC, such bonafide mistakes can be corrected after proper verification by submission of documentary evidence or recording of evidence through witnesses. Separate instructions would be issued in this regard. In case of errors creeping in at the time of computerization, core team can be done by “Requests”


Absence –
“agyaat” is recorded in the original legacy Data or there is no name recorded against the name of father or spouse.


Different name combinations -
Its possible that মহেন্দ্ৰনাথবৰুৱা Mahendra Nath Baruah is recorded as মহেন্দ্ৰনাথবৰুৱা Mahendranath Baruah or only as মহেন্দ্ৰনাথ MahendraNath, or মহেন্দৰনাথবৰুৱা Mahendar Nath Barua, or as মহেন্দ্ৰলাথবৰুৱা Mahendra Lath Barua etc. In such cases, alternatively searches may be made by writing 1.) Mahendranath Baruah or 2.) MahendraNath or 3.) Mahendra Barua or just 4.) Mahendra.


Multiple similarly named villages, inevitable errors in digitization–
Same village is recorded in different names in the different years of the Legacy data, eg. Bishrampur is also recorded as Bishrampur-35. How is Katarihara 119 different from Katarihara 258 ? It seems that at the time of recording the Legacy Data, some numbers were used as codes for different villages the logical basis for which is not available now. As such“119” or “258” got suffixed to the name Katarihara. Or it's also possible that since the time of recording of original Legacy Data, some such numbers got recorded to signify recording some other fact. In such cases also, the logical basis of such numbering is not available now. In all such cases, the digitization has been done to just faithfully record whatever is recorded in the original Legacy data in the absence of any logical basis available for such numbering appearing.


Incomplete village names –
There are instance where some village are recorded in the original Legacy Data as 17, or 53 etc.


Undivided districts, expanded district search–
Here all the districts as they exist today can be combined the way the district existed earlier. For example, undivided Kamrup district consisted of following districts (today’s jurisdiction) – Kamrup (or Kamrup Rural), Kamrup Metropolitan, Nalbari, Barpeta, Baksa.


Transliterated–
Transliteration means spelling a particular word in a language different from the original language. It does not mean translation. For example, Prateek recorded in Assamese as প্রতীক would be transliterated as Prateek in English and not as symbol which is the meaning or translation of Prateek. It may also be noted that transliteration is used only as a tool for searching and not for the purpose of changing the name of the person from one language to another. The name shall continue to be recorded in the original language in which it was originally recorded. As such, transliteration at times may appear to give weird results which may be ignored as these do not in any way the manner in which the name has been actually recorded. For example ওৱাৰ্ড may transliterate into “Oward”.


Inevitable errors in transliteration –
For example the short form for “Mohammad” in Assamese would be recorded as “Mo” while the corresponding short form recorded in English would be “Md”. However, in transliteration, “Mo” in Assamese or Bengali gets transliterated to “Mou” in English.


Pronunciation issues –
চয়নিকা Chayanika is spelt as Sayanika, Hatbor is spelt as Satbor.


Standardised spellings –
Jagneswar to be spelt as Jagyeshwar, Baruah to be spelt as Barua


User defined –
Some people may spell বৰুৱা Barua as Baruah, some others as Baruah or Borooah. Some may spell চক্রবর্তী Chakrabarthy as Chakraborty, or Chakravarty etc. In transliteration, a standardized system would work and all same Assamese or Bengali) spellings would transliterated to the same spelling in English.


Changed its surname –
There are cases where originally the surname used was Ahom but today the surname used is Gogoi. Similarly, there are a number of other cases where the family has changed its surname since its recording in the Legacy Data. It would be better to find out of any such instance have happened to enable faster and better search.


Popularly known –
A person is formally named as Abdul Khan but popularly known as Abdul Gaonburah hence the name in the Legacy Data is recorded as Abdul Gaonburah. In some cases the name may be recorded as son of the person in the name itself e.g জ্ঞানলাল বেগীৰ পুতেক.


Search technique, similarly sounding names –
The search technique used for English is double metaphone which means that all similarly sounding names are displayed, for example, searching for Tarun would also show Tarini, Taruni, Dhiren, Dharini, Dayarani etc. Searching by selecting Male or female however, can increase search speeds.


Loose –
Loose search may happen where the name is very common or the search area - expanded district search, search through entire village data – is very big.


Flicking, page by page -
Flicking through the records can be done by pressing “Click Here To View More Records” which would result in more records to be shown page by page. In case a filter is given, all such records matching the filter criterion shall be displayed in each page. In such cases, one would have to be patient to flick through the pages one by one and keep noting that the Page Number at the left bottom keeps on increasing. When no more records matching the filter criteria are to be found the “Click Here To View More Records” button would automatically become disabled. Similarly, when one has reached the first page, the button “Previous Records”.


Home Screen –
The screen which opens first after opening the link “Legacy Data Search” in the NRC Web-site (nrcassam.nic.in). This can also be reached by pressing the “Home” tab on the top of the screen (slightly right of center).


Sl number or House Number –
In some records, the House Number may not be very clearly recorded.


Record –
Entire data recorded against each name is referred to as a record. If a name of persons appears multiple times (say once in 1951, NRC once in 1966 ER and once in 1971 ER) there will be multiple records for the same name. It's possible that the name has not been spelt the same way in all the records, or some of the data may vary across the records (father’s name is mentioned in one of them but not in others)


“in text” –
This means that the search would show all the names where which have within them all the consecutively placed letters in the same order as in the search string. For example, Manabendra can be accessed by typing “man….” or “nab” or “bend”. Similarly, just by typing “madr”, one can reach Himadree, Madrid etc i.e. All the words contains the string “madr” in them. It’s not necessary to start with the first letter(s)of the name being searched.


Village can be spelt in multiple ways, spelling of the village name recorded –
If a village name commonly known as Koyakuchi is recorded as Kayakuchi in the computerized data base then search can only be madeby typing “Kayakachi”. As such, some amount of permutation and combinations shall have to be tried to reach the name of the village one is looking for.


Requests –
This service shall be used for various services viz. application for Legacy data Code where the name is visible in the image but not available in digitized records, or correction in data viz. names or any other types of errors noticed etc.


Image ID –
Each page of the Legacy Data paper is scanned or photographed and the corresponding image given a unique ID consisting of 7 digits.


Filter-
The filter can be done by typing the first few letters of the name – please note however that here the filtration is not by pronunciation but by the alphabet letter. It's advisable to type just the first letter or first two letters for better search results.


Displayed digitized records against that Image -
Pressing “Show Records” on the top left corner would display all the digitize records of that image


Other images of that village -
All the images of a village can be seen through <<&>> appearing on top of the image.


Legacy Data Code -
To enable easy quoting of ancestral linkage by citizens while applying for inclusion in updated NRC, a system of Legacy Data Code has been developed. Legacy Data Code consists of an 11 digit number in the format xxx-xxxx-xxxx assigned against each name in the Legacy Data. Wherever the name of the ancestor is found, a Legacy Data Slip containing the Legacy Data Code can be printed. This Legacy Data Code shall be required to be quoted by the applicant in the Application Form at the time of submission.


Let us try to search for বাসুৰাম দাস (Basuram Das) S/O শ্ৰী সিদ্ধিৰাম দাস (Shri Siddhiram Das, a resident Village হাচং (Hasong) which falls in Kamrup district (as per today’s jurisdiction).
First we will select district as KamrupRural and type Basuram as first name and Das as last name and press the button “Search”.
A large number of records showing the names - বেছিৰাম দাস , পচিৰাম দাস, পশুৰাম দাস, বিসুৰাম দাস etc will show up. The large number of names get displayed as the system of search deployed is “DeubleMetaphone”which throws all similarly sounding words. In order to filter only all persons with name বাসুৰাম, we will type “basuram” will filter al names with “basuram” in them. AS still a very large number of names are there, we would try to filter through the father’s name সিদ্ধিৰাম. For this purpose, just by typing the first few letters of the word “Siddhiram”, we may see the results. The screen results in only one result. The name of the village matches with our criterion and it seems that we have found the right record. In order to ascertain whether this is actually the name we were searching for, we may see further details by pressing the View button. The View button leads to the screen NRC Details which gives further details about the record. If we are sure that this is the record we are looking for, we may press “Print With Legacy Data Code”. However, as the image for the said record is available we can press the button Image and see the image displayed in another tab. Before pressing the Image button, we need to note down the House No. of the record to enable us visually locate the record in the image. By noting down the other names in the family we can ascertain whether this is the record we were looking for. There’s an alternate method for finding out the other members of the family. This can be done by clicking “Show Image & Nearby Data”. Clicking this button will reveal the nearby data on the top left window. The selected record will be highlighted in grey colour.
Now let us try to search for চণ্ডীৰাম দাস(Chandiram Das), S/O ৰূপা (Rupa), a resident Village হাচং (Hasong) which falls in Kamrup district (as per today’s jurisdiction).
First we will select district as KamrupRural and type Chandiram as frirst name and Das as last name and press the button “Search”.
A large number of records showing the names - চন্দ্ৰ মল দাস, চন্দ্ৰ বালা দাস, চন্দ্ৰফুলী দাস, সুন্দৰী দাস্যা etc will show up. As mentioned earlier, the large number of names get displayed as the system of search deployed is “DeubleMetaphone” which throws all similarly sounding words. In order to filter only all persons with name চণ্ডীৰাম, we will type “chandiram” will filter all names with “chandiram” in them. A still a very large number of names are there, we would try to filter through the father’s name ৰূপা (Rupa). For this purpose, just by typing the first few letters of the word “Rupa”, we may see the results. Flicking page by page, one finds that there are no such records where the name and father’s name match with Chandiram and Rupa respectively.
So now we need to try with a different spelling i.e only Chandi as first name and Das as the second name. Again large number of records showing the names - চন্দ্ৰ মল দাস, চন্দ্ৰ বালা দাস, চন্দ্ৰফুলী দাস, সুন্দৰী দাস্যা etc will show up.As mentioned earlier, the large number of names get displayed as the system of search deployed is “DeubleMetaphone” which throws all similarly sounding words. In order to filter only all persons with name চণ্ডীৰাম, we will type “chandiram” will filter all names with “chandiram” in them. A still a very large number of names are there, we would try to filter through the father’s name ৰূপা (Rupa). Flicking through the pages leads us to a record where the name of the person is চণ্ডী চৰন দাস, father’s name is ৰূপা (Rupa) and the name of the village is হাচং (Hasong). As other particulars match, its is possible that the name then was actually recorded as চণ্ডী চৰন দাস and not as চণ্ডীৰাম দাস , the manner we had though it to be. (This is a real life example where the applicant himself accepted the fact). In order to ascertain whether this is actually the name we were searching for, we may see further details by pressing the View button. The View button leads to the screen NRC Details which gives further details about the record. If we are sure that this is the record we are looking for, we may press “Print With Legacy Data Code”. However, as the image for the said record is available we can press the button Image and see the image displayed in another tab. Before pressing the Image button, we need to note down the House No. of the record to enable us visually locate the record in the image. By noting down the other names in the family we can ascertain whether this is the record we were looking for. There’s an alternate method for finding out the other members of the family. This can be done by clicking “Show Image & Nearby Data”. Clicking this button will reveal the nearby data on the top left window. The selected record will be highlighted in grey colour.


Search through villages data –
In case we know the name of the village, or town ward no, the search can also be carried out through selecting the said village/ town ward/ and thereafter displaying the data for that village/ town ward/ geographical entity page by page. Selection of a village can be done in two ways :

      1.) Village Dropdown
      2.) Village List search

In this example we will try for the village Katarihara in Goalpara district. First we try the Village Dropdown method.- To select the village, first the district shall have to be selected and the village name selected through “in text” search by selecting from the drop down list displayed on the main screen itself. So we select Goalpara as our district. Thereafter we select our While using the “in text” method, the letters for selection shall have to be typed in the space “Select Your Village” in middle portion of the Home Screen in the left hand side. This is an “In Text” search and as such by typing “kat” or “kata” or “katar” displays the village Katarihara. However, it is seen that there are two options, namely, Katarihara 119 and Katarihara 258 (What’s this ? Similarly named Villages). We select each of the villages one by one. First we select Katarihara 258 and then click on the button “Search”. The records of the said village will be displayed page by page. By using the filter method and by flicking through the pages, we can search.

Village List search –
The same village “Katarihara” can also be reached through Village List search. This is especially useful where a village can be spelt in multiple ways and the In Text search does not display the required village. As such,in cases where the name of the village is not appearing through the Village Dropdown, the village name can still be searched on a larger screen by clicking the “Village List” tab on the top right hand part of the Home Screen. Thereafter, we select the district as Goalpara and click the “Village List” tab. All the villages available in the computerized records of that district will be displayed. Thereafter using filter, we can use a larger screen to display the villages matching our search criterion. By typing Katarihara, we reach Katarihara 119 and Katarihara 258. (What’s this ? Similarly named Villages)

Search through Images –
Wherever, search through digitized record does not lead to a satisfactory match, search can also be made through the images of the Legacy Data. This is similar to going through the printed copies of the Legacy Data displayed at the NSKs and Polling Stations, the difference being, that in case of computerized search, one is not required to go to the respective NSK or Polling Station to see the printed copy. Such a situation might arise due difficulty in searching because of erroneous recording in the original Legacy Data or inevitable errors in transliteration. This option can be used through use of the tab “Village Image Search” at the top right of the screen.