Tips for Assistant Public Information Officers & Public Information Officers for Implementation of RTI Act, 2005

Article

Tips for Assistant Public Information Officers & Public Information Officers for Implementation of RTI Act, 2005

On the basis of long personal experience of handling right to information requests and appeals some useful tips have been identified and developed for proper implementation of the Right to Implementation Act, 2005 for the Assistant Public Information Officers and Public Information Officers. It will not only help them in timely disposal of RTI requests but also protect them from penalty provisions.


The Assistant Public Information Officers and Public Information Officers should make themselves conversant with the provisions of the RTI Act; RTI Rules; decisions taken by the Central/State Information Commissions, High Courts and Supreme Court; instructions issued by the Department of Personnel & Training from time to time, etc. They should get training on the subject through various training programs and seminars:   

Tips for Assistant Public Information Officers: The Assistant Public Information Officers should – 

  • Keep a copy of RTI Act and Rules with latest amendments;
  • Keep a copy of fee chart prescribed under the RTI Rules framed by various Competent Authorities;
  • Keep directory of CPIOs/ SPIO and first Appellate Authorities.
  • Keep information about postal address of Central/State Information Commission.
  • Keep a copy of directory of Ministries/Departments/Undertakings/ Autonomous Bodies/ Universities/ Institutions and other public authorities;
  • Keep a copy of Allocation of Business Rules of the central and state governments.
  • Acquaint themselves with the working of other departments/organizations.
  • Regulate the working of receipt of applications and appeals;
  • Provide facility for receipt of cash;
  • Ensure receipt of proper fee and additional charges, where required;
  • Not to refuse RTI applications/ appeals even if these do not pertain to your department/organisation;
  • Adhere to time schedule;
  • Handle RTI work at their own level or ensure proper supervision of the work handles by subordinates;
  • Maintain proper records of applications/ appeals received and forwarded;
  • Keep sufficient copies of template for forwarding applications/appeals;
  • Keep adequate postage stamps and related stationery articles;
  • Not to forget to append the original application/ appeal to the forwarding letter for transmitting the same to the concerned public authority/ appellate authority;
  • Ensure prompt delivery of applications/ appeals to the concerned public authority/appellate authority through the most appropriate channel of transmission at their disposal; 
  • Get latest knowledge about the developments in RTI by visiting various official websites regularly;
  • Take help of other knowledgeable persons where required;
  • Provide reasonable assistance to applicants in formulation of questions to be asked;
  • Provide reasonable assistance to physically challenged persons in writing down their requests; etc.

Tips for Central/ State Public Information Officers: The Public Information Officers should – 

  • Acquaint themselves with the provisions of the RTI Act and Rules framed thereunder;
  • Pay proper attention to Section 8 & 9;
  • Go through the RTI request as early as possible to know the requirements;
  • Attend to life and liberty applications on priority as these are to be disposed of in 48 hours;
  • Keep track of all applications where information has to be collected from other braches/units;
  • Regulate the working of receipt of applications and appeals;
  • Provide facility for receipt of cash;
  • Ensure receipt of proper fee and additional charges, where required;
  • Monitor the progress of applications on day to day basis;
  • Inform other officers from whom information is to be gathered & collated that they are deemed PIOs under the Act and equally responsible for delays etc.;
  • Transfer RTI applications or part thereof to the concerned public authorities as early as possible, but within 5 days;
  • Adjudicate upon the RTI applications in a fair and judicious manner;
  • Ask the applicant to deposit further fee, where required as early as possible;
  • Check up the e-mail account regularly to find if any application has been filed through it or not;
  • Down load the RTI applications received through e-mail and start processing them promptly;
  • Keep a copy of RTI Act and Rules with latest amendments;
  • Keep a copy of fee chart prescribed under the RTI Rules framed by various Competent Authorities;
  • Keep directory of CPIOs/ SPIOs and First Appellate Authorities;
  • Keep information about postal address of Central/State Information Commission.
  • Keep a copy of directory of Ministries/Departments/Undertakings/ Autonomous Bodies/Universities/Institutions and other public authorities etc.;
  • Keep a copy of Allocation of Business Rules of the central and state governments;
  • Acquaint themselves with the working of other departments/organizations;
  • Not to refuse to receive RTI applications/ appeals even if these do not pertain to their department/organisation;
  • Handle RTI work at their own level or ensure proper supervision of the work handles by subordinates;
  • Maintain proper records of all applications received and disposed off:
  • Keep sufficient copies of template for forwarding applications/appeals to other authorities;
  • Keep adequate postage stamps and related stationery articles;
  • Not to forget to append the original application/ appeal to the forwarding letter for sending the same to the concerned public authority;
  • Ensure prompt delivery of applications/appeals to the concerned Public Authority/Appellate Authority through the most appropriate channel of transmission at their disposal;
  • Get latest knowledge about the developments in RTI by visiting various official websites regularly;
  • Take help of other knowledgeable persons where required;
  • Provide reasonable assistance to applicants in formulation of questions to be asked;
  • Provide reasonable assistance to physically challenged persons in writing down their requests;
  • Inform the applicants about their right to review of further fee and the time frame within which first appeal can be filed.
  • Provide the particulars of the first Appellate Authority to the applicant.
  • Provide reasons for non-supply of information or part therefor;
  • Keep proper records of fee account
  • Ensure encashment of postal orders/bankers cheques;
  • Prepare statistical data of applications received and disposed of as per requirement;
  • Send quarterly report to the Central/State Information Commissions for preparation of Annual report;
  • Carry out analyses of applications to find areas where applicants are more active and why;
  • Remove bottlenecks and bring reforms, where required;
  • Find out areas where citizens are finding difficulties in getting hassle free services, etc.


FAQs

Q. 1 Can Assistant Public Information Officer refuse to receive RTI applications of other public authorities:

Ans. 1 No

Q. 2 Can Public Information Officer send part reply if entire information is not traceable?

Ans. 2 Information as available may be supplied at the earliest with the information that rest of the information is being traced and is likely to be provided shortly.

                                          

Location: India

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