GUIDELINES FOR INSPECTION
UNDER RTI
1. Even if you do not desire to carry out actual
inspection of records, invariably make a request as under in RTI application:
“After receipt of information under this
application, I intend to carry out actual inspection of records and obtain
certified photocopies of records identified by me during inspection. I may be
permitted such inspection.”
This will have deterring effect on PIO against
providing false information.
2. If
you are not very conversant with language of record or have any other
disability, please also add following sentence in RTI application:
“I may also be permitted to seek assistance
of one of my assistant/advocate/C.A. during inspection, as I am not fully
conversant with the language in which your records are maintained. [refer decision dated 15-10-08 of Central Information Commission
in appeal No.
CIC/WB/A/2007/00692-SM]”
3. When you get permission for inspection
from PIO, FAA or Information Commissioner, send a letter by speed post to PIO
stating list of records that you would like to inspect. Please also mention three
tentative dates with time which would be convenient to you and also seek exact
name, address, email ID and phone number of PIO.
4. On
appointed day, visit the office well before fixed time with your assistant [if
permitted] and with copy of relevant decision, photocopy of your photo ID proof
[election card, PAN card, passport etc], digital camera, mobile [with recording
facility], blank papers, carbon papers, note
pad, blank CD, 20-25 paper flaps [ for putting in registers or files to
identify papers], pen, pencil, copy of
RTI Act and Rules etc.
5. Please make note of your visit and that of
your assistant in register maintained at entry point or reception as now most of
govt. offices are having such register. This will be proof of your visit at the
fixed date and time.
6. Contact
the PIO and request for inspection.
7. Ask PIO to prepare inspection slip for
noting down date and time etc of commencing inspection and ending inspection
and payment of inspection charges. Some offices have register for these
details. If he insists that charges be paid in advance before commencing
inspection as per tentative hours required for inspection, pay the amount
against receipt and then start inspection.
8. Please insist that PIO or any other person
from office should be present with you during inspection.
9. In case if sitting arrangement, lighting
and air in the room are not conducive to inspection, inform PIO orally and in
writing [if need be], with time and date.
10. Start inspection and whatever record you
find worth obtaining certified photocopies, use your digital camera and put a
paper flap.
11. Go on making notings in your note pad of what
ever is necessary from record with page number and name of register or file etc.
12. In case despite all efforts you are not
in a position to inspect, give in writing to PIO all the reasons and obtain his
acknowledgement on copy then and there. Also inform personally or on phone to
FAA.
13. If you need data from computers, ask PIO to
provide assistance of office staff for accessing computer data. Note down details so that required
information can be obtained in a CD. Do not operate office computer yourself.
14. Whenever you talk to PIO keep the audio
recorder on in your mobile and ensure that conversation is recorded.
15. At the end of inspection or during it ask
PIO that you need certified photocopies of record where flaps are kept and
collect the same before leaving the office.
16. Once you end inspection, make entry into
inspection slip or register with
problems faced by you if any or that you want to continue inspection on next
date. Put date and time and pay or seek refund of balance of inspection fees.
Pay as per RTI rules applicable for central govt. or state govt. rules for
inspection as the case may be.
17. In case certified copies or CDs are not
provided before leaving the office, give a written request [against
acknowledgement] with page numbers of record etc to PIO for certified
copy.
18. Be cool, collected and courteous during
entire visit and inspection. Thank all the staff and PIO if they have
cooperated with you for inspection.
19. Do not write any thing on govt. record.
20. Next week mail a list of papers you
require from PIO which have been identified by you during inspection, as a
reminder. Pay the charges if papers are provided within 30 days of submission
of RTI application.
21. If you face serious difficulties in
inspection, file detailed written complaint with FAA or Information
Commissioner [with copy to PIO in his name] and request for appropriate orders
to facilitate proper inspection.
Happy officially inspecting of govt. records
by a common citizen under RTI.
J. P. Shah, Junagadh [
_______________________________________________________
“The real swaraj will come not by the
acquisition of authority by a few, but by the acquisition of capacity by all to
resist authority when abused.” Mahatma Gandhi
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