Buying a plot is a proud milestone. Protecting your paperwork is what keeps that pride stress free long after registration. This guide shows you how to store, scan, name and back up every DTCP and RERA related document so you are always ready for bank loans, resale or quick verifications.
What to keep safely for a DTCP and RERA approved plot
Keep both originals and soft copies of these items. Use separate clear folders for each category.
- Sale Agreement and Sale Deed
- Mother Deed or Prior Title Chain copies
- DTCP Approval letter and approved layout plan with plot number marking
- RERA Registration certificate and brochure bearing the RERA number
- Encumbrance Certificate latest twelve months and for the entire title chain where possible
- Patta or equivalent land record when issued to your name
- FMB sketch and A Register extract copy for survey reference
- Tax receipts for property and land revenue if available
- Identity and address proofs PAN, Aadhaar, Passport, two latest passport size photos
- Bank papers loan sanction letter, disbursement schedule, NOC and foreclosure letter when done
- Utility applications water, EB, drainage if applicable
- All payment proofs UTR or cheque counterfoils, GST invoices and receipts
Tip for Padappai and Oragadam belt buyers
Keep a printed location map with survey numbers and nearby landmarks Tambaram, Kilambakkam Bus Terminus, Outer Ring Road junction. It helps during site visits with bankers, valuers and surveyors.
Create a simple physical filing system that works
Use one wide spine file for originals and one for attested copies. Add coloured separators.
- Green section Title chain and approvals
- Blue section Registration copies and EC
- Yellow section Bank related documents
- White section Utility and address proof
- Clear pouch for receipts and photographs
Write your plot number, survey number and layout name Velammal Garden on the file spine. Store in a moisture free shelf with silica gel pouches. Avoid attesting originals. Make certified copies instead.
Your 3 2 1 digital backup plan
Follow this risk proof method so a single loss never hurts you.
- Three copies of every file one master and two backups
- Two different storage types for example laptop or external HDD and cloud drive
- One copy off site not at home for example a trusted family member or a second cloud
Good places to use
- Primary laptop or desktop with an external SSD
- Cloud drive Google Drive, OneDrive, iCloud any one you already use
- A second cloud or an encrypted USB kept in your office locker
Scan once scan right
Do one careful scanning round and you will never need to rescan.
- Use 300 DPI for text and 600 DPI for stamps and seals
- Scan to PDF as a single file in correct page order
- Enable OCR so text becomes searchable helpful for EC numbers and survey references
- Photograph colour pages separately in daylight and insert into the PDF
- Save a PDF A version for long term archiving
- Keep unedited image originals in a Raw Scans folder
Smart file naming so you can find anything in seconds
Use a fixed pattern. Keep all names lower case without spaces.
Format
project plot no document type yyyy mm dd version
Examples
- velammal garden plot 127 sale deed 2025 10 05 v1.pdf
- velammal garden dtcp approval 2025 08 12 v2.pdf
- velammal garden rera certificate 2025 07 20 v1.pdf
- velammal garden ec 2010 2025 v1.pdf
- velammal garden patta application 2025 10 10 v1.pdf
Recommended folder structure for Padappai buyers
- Velammal Garden
- 00 originals protected
- 01 title and approvals
- 02 registration and ec
- 03 bank and finance
- 04 utilities and ids
- 05 photos and location maps
- 99 receipts and invoices
Keep the 00 originals protected folder read only. Store only scanned copies of originals there.
Security basics without headache
- Zip and password protect sensitive PDFs before sharing
- Add a light watermark For verification only when emailing to third parties
- Use two factor authentication on cloud accounts
- Maintain a simple password manager do not reuse passwords
- Record a recovery email and phone that will remain active
- Create a private note with your document index and store it in each backup location
Tamil Nadu specific conveniences to remember
- DigiLocker can store Aadhaar, PAN and many state certificates so sharing becomes easy without exposing originals
- EC can be refreshed periodically and added as ec yyyy mm range to your folder
- Keep the latest FMB sketch and survey extract as bank valuers in the Oragadam belt often ask for them along with the layout plan
Annual housekeeping checklist
Every Deepavali or New Year weekend do a quick thirty minute audit.
- Take fresh photos of plot frontage road, EB post number, nearest landmark board
- Download a fresh EC for the last twelve months
- Reconfirm bank NOC or insurance if any loan is active
- Update the master index spreadsheet of document names and locations
- Test open your password protected zips and cloud links
- Rotate the off site copy to a fresh drive once in two years
Sharing documents with banks and buyers the safe way
- Never send originals by courier
- Share a single read only folder link that expires in seven days
- Include a cover note listing the files with short descriptions
- Provide watermarked copies for initial review. Share clean copies only after the bank or buyer confirms requirement
How Velammal Garden helps you stay organised
When you book at Velammal Garden you can request a welcome pack with
- Printed set Approved layout plan, DTCP and RERA documents
- Digital kit Pen drive or cloud folder with scans named in the above format
- Plot board photo pack with GPS pin and driving route from Tambaram and Kilambakkam
This makes your bank processing faster and keeps the resale readiness high. Explore current availability and buyer resources at velammalgarden.com and connect with our team through the enquiry form on velammalgarden.com.
Quick checklist you can print
- Originals separated and labelled
- 3 2 1 backups completed
- OCR searchable PDFs created
- Fixed naming convention used
- Security passwords noted and tested
- Annual EC and photo refresh done
FAQs
What documents should I prioritise for a DTCP and RERA approved plot in Tamil Nadu
Start with the Sale Deed, DTCP Approval, RERA Certificate, Encumbrance Certificate and the approved layout plan that clearly shows your plot number. Then add Patta when issued, FMB sketch, tax receipts and all payment proofs. Keep both physical and digital versions organised.
How do I verify my Encumbrance Certificate before saving it
Open the EC and check name spellings, survey numbers, plot number and the period covered. Save as ec start year end year and keep a reminder to refresh it yearly. If you find a mismatch, contact your registrar office or your Velammal Garden relationship manager for guidance.
What is the safest way to share documents with a bank or buyer
Use a read only cloud folder link with a simple index file. Password protect sensitive PDFs and add a light watermark saying For verification only. Never courier originals. Give clean copies only when the lender or buyer confirms the final checklist.
I am not tech savvy. How can I do the 3 2 1 backup without confusion
Keep one copy on your laptop, one on an external SSD and one on a cloud drive. Make a calendar reminder to update the cloud folder after every new document. Once in two years replace the external drive and copy the entire folder again.
How does Velammal Garden support buyers on documentation
You can opt for a welcome pack with a pre named digital folder structure and scans. We also guide you on annual EC refresh and resale readiness so you are always prepared. For assistance reach us via the contact form at velammalgarden.com.
With a simple system and half an hour of maintenance each year, your document storage and digital backups stay solid, lender friendly and resale ready. Own your safe green corner with confidence and keep your Padappai plot paperwork future proof.
