"Smooth and prompt flow of information from the Public Authorities depends basically on a good system of record management. In this regard, RTI Act lays down an ambitious mandate for fulfilment by all Public Authorities in the country. This envisages nothing less then total administrative reform in so far as record management is concerned, especially the utilization of Information Technology."- Report of the National Sub Committee of Central Information Commission.
The maintenance and retrieval systems for official records are primitive the reason being the office records are the assets of the Government. Whenever any demand for information is received, the offices concerned in the office spend their energies in freshly locating and retrieving record for serving every individual request for information. The record itself does not generally lend itself to convenience in retrieval, since the arrangement for maintenance is poor.
The Nation Sub Committee of Central Information Commission felt strongly that effective implementation of RTI Act could only be assured if all Public Authorities up-grade their systems of record management. It was noted that progress has been made in this regard in most of the States has been negligible. The obligation for Administrative Reform and adoption of Information Technology is that of the Governments concerned. The Commissions can at best advise the respective authorities to speed up the process of up-grading record management. The Committee felt it necessary to reiterate that the obligations for record management under various Sections of the Act that have not been fulfilled in most states.
The Committee lists some of the important measures for better maintenance of Record Room in the government office.
For easy availability of information from records each organization with specific reference to Right to Information Act, should adopt the following:
- It should take a view whether a particular record needs to be created at the initial stage itself. When the record is created proper classification of record may be determined.
- A systematic process of indexing and cataloging may be adopted. The records should be kept in such a way that current records are easily accessible and semi-current records are kept at the place, which does not disturb the work of the official concerned and non-current files may be transferred to the departmental record room for systematic storage.
- Proper steps may be taken to preserve the records in record room. Once the basics which are expected from a record generating organization to follow are in place and records are preserved for easy identification, various records may be bundled in different color cloth etc. Definite efforts may be taken to timely weed out the unwanted records as cluttering of records prevents or makes it difficult to retrieve information.
- Last but not least, the appropriate governments must ensure that public authorities prepare a road map for digitisation and networking for effective records management and adequate budgetary support is provided to accomplish this.
Surprisingly none of the DD offices at District level has a Record Room..........................!!!!!
but the RTI Act imposes the following obligation on the Public Authorities
OBLIGATION UNDER SECTION 4:
Section 4(1)(a) places obligation on every Public Authority to maintain its records systematically, and, as far as possible, to computerize these records and connect them through a network all over the country on different systems. The Act prescribes no time limit to meet the obligations under Section 4(1)(a), but this Sub Section directs that, subject to the availability of resources the record should be computerized on scientific and modern lines, so that access to such records is facilitated.
Section 4(1) (b) requires every Public Authority to publish complete details of its functioning, its powers, responsibilities, duties, the name of all its employees, their salaries, the documents held by them, the budget available etc. and the facilities for the common public to access information in all these offices.
Section 4(1)(b) prescribes as many as 17 manuals in which complete information regarding the functioning of every Department and Public Authority has to be published on the public domain. Every Public Authority was obligated to publish complete information under section 4 (1) (b) within 120 days from the enactment of the Act, that is, before 12th October, 2005.
Section 4(1)(c) requires all Public Authorities to publish all relevant facts on policy formulation within their domain. Section 4(1) (d) requires the Authorities to provide reasons for their administrative or quasi-judicial decisions to affected persons.
The remaining portions of section 4, that is sections 4 (2), 4(3) and 4(4), require the Public Authorities to provide suo motu information to the Public from time to time, to disseminate such information widely in such form and manner as is easily accessible to the public, and place it to the extent possible in electronic format.
OBLIGATIONS UNDER SECTION 5 :
Section 5 of the Act requires all Public Authorities to designate Public Information Officers and Assistant Public Information Officers in all administrative units and offices charged with the responsibility of providing information to persons requesting for the information under the Act. The APIOs are required under sub-Section 5(2) to receive all applications for information or appeals under the Act, and to forward these to the PIO concerned. This section also lays down the responsibilities of the Public Information Officers. Compliance with Section 5 of the Act was required to have been completed within 100 days of the enactment, that is, by 25th September, 2005.
In most of the States, the ambitious target dates set in the various sections of the RTI Act have clearly not been adhered to. Various Public Authorities have expressed helplessness in fulfiling the obligations within the stipulated period of time.
The systemization and modernization of record management requires inputs of funds, material and man-power. The Committee noted that the Central Government as well as the State Governments had repeatedly expressed their commitment to computerization and adoption of information technology. Substantial funds had also been set apart under various projects and schemes of the Central and State Governments for this purpose.
On the above grounds I request your Good self to maintain the Record Room of the Department Properly. Since you are bringing reformation in the System, I am writing this mail with a ray of Hope. I request you to oblige the same.
Action Taken on this mail is humbly solicited.
Yours Truly
Madhu
Advocate and Human Rights' Activist,
Ashasoudha, Chikkakallur,
Gubbi Taluk, Tumkur Dist. 572 220.
Pls see my other blog http://puedepartmentdefects.blogspot.com
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