Virtual Soft
RO

Property title requests for the Maramureș County Prefecture

Delivered project

Virtual Soft developed an application for the Maramureș County Prefecture that takes in the property title requests sent by the local land commissions, checks them, assigns them to reviewers, generates the reports and orders, and sends the signed packages to OCPI, the county cadastre office.

Client
Maramureș County Prefecture (Instituția Prefectului — județul Maramureș)
Year
2025
Status
Final version installed at the client. The application is not in current use.
Technology
Python, Flask, SQLite, IMAP/SMTP, Word and PDF templates

What the application does

In Romania's land restitution procedure (Law 18/1991), the local land commissions send the prefecture requests to issue property titles, each with an Excel file of request data and an electronically signed PDF. The prefecture reviews them legally and technically, issues the report and the order, and sends them to the cadastre office (OCPI).

The application moves this flow out of a mailbox and paper files into a single system. Requests arriving by email are taken in automatically, checked and turned into work files, and every step — review, signing, submission, the OCPI response — stays on record.

A request passes review only with the approval of at least two reviewers (the four-eyes principle); disagreements are escalated to the head of the legal department, and the final decision belongs to the prefect or deputy prefect.

Request C-2025-0107 · Local commission 03 Interface prototype — demonstration screens
  1. Not taken
  2. In progress
  3. Reviewer approval
  4. Digital signing
  5. Awaiting OCPI
  6. Approved by OCPI
Cadastral no. Sector Land use Area (ha)
CAD-0107-112arable0.4500
CAD-0107-212hayfield0.3500
CAD-0107-317pasture0.2000
Total in the request1.0000
  • correct Parcels add up to the total area
  • valid Local land commission's electronic signature on the PDF request
  • 2 / 2 Reviewers: Reviewer 1 and Reviewer 2 approved
  • pending Signed reports uploaded: 1 of 2
Demonstration screen rebuilt with synthetic data. The request, parcels, local land commission and reviewers are not real; the real application works with personal data, which does not appear on this site.

The path of a request

The stages below are the ones implemented in the application, from the incoming email to the OCPI response.

Intake

  1. Email receivedThe institution's mailbox is checked periodically (IMAP, TLS).
  2. Antivirus scanEvery attachment goes through ClamAV or Microsoft Defender; infected files are blocked.
  3. Signature checkCertificate, chain of trust and timestamp of the PDF signed by the local land commission.
  4. Data extractionThe mandatory Excel columns, with areas checked per cadastral number and sector.
  5. Request createdThe request file is created and assigned to reviewers automatically.

Request status

  1. Not takenThe request waits to be assigned.
  2. In progressReviewers check the cadastral data, the legal basis and the annexes.
  3. Reviewer approvalAt least two reviewers approve; a disagreement goes to the head of department.
  4. Digital signingEach reviewer uploads the electronically signed report.
  5. Awaiting OCPIThe package with the reports and annexes is sent to OCPI.
  6. Approved by OCPIOCPI's confirmation closes the request; an invalidation reopens it for clarification.

Modules

  • Email processing

    Three recognised message types — requests from local land commissions, OCPI invalidation notices and OCPI confirmations — with retries for failed messages and notification of the sender.

  • Review

    Automatic assignment, configurable criteria (cadastral consistency, legal basis, complete annexes, accurate data), comments and an approve / reject / clarify decision.

  • Document generation

    Reports, orders and notices for the local land commissions and OCPI, from Word templates filled in with the request data and converted to PDF.

  • Submission to OCPI

    Packages with the signed reports, the annexes and a manifest file, sent by email, with tracking of confirmations and invalidations.

  • Roles and access

    Reviewer, head of legal department, adviser to the prefect's office, secretary general, prefect, deputy prefect and IT administrator; two-factor authentication (TOTP), mandatory for administrative roles.

  • Audit and reports

    A log of every action (sign-ins, changes, documents, decisions, submissions), request status by period, processing times, CSV, PDF and JSON export.

Implementation

The application is written in Python, with Flask for the web interface and an SQLite database in WAL mode, and runs on a Windows server at the client. Personal data is handled on the minimisation principle: personal identification numbers are pseudonymised in the logs, access to data is recorded, and the documents issued are signed electronically by the people responsible for them. The documentation handed over covers installation, administration, troubleshooting and routine maintenance.

Project status

The final version was installed at the client in 2025. The application is not in current use. This page shows no usage figures.

About the screen on this page

The real application works with personal data (names, personal identification numbers, addresses, cadastral data). The screen above is rebuilt with synthetic data: the request, parcels, local land commission and reviewers are invented, and the page contains no real record.

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