Paper Registers and the 30-Day RTI Clock: A Better Way to Track Applications

RTI management system for government offices

An RTI application reaches the inward section, gets a register number and starts moving from desk to desk. By the time the right branch sees it, the 30-day limit is close or already over. A first appeal follows and the file grows. This is a common story in government departments, municipal bodies and public sector undertakings that still track RTI work in paper registers or spreadsheets.

The clock the RTI Act sets

The Right to Information Act, 2005 gives the Public Information Officer (PIO) clear time limits:

  • 30 days to give the information or reject the request with reasons (Section 7(1)).
  • 48 hours when the information concerns the life or liberty of a person.
  • 5 days to transfer an application to another public authority (Section 6(3)).
  • 5 more days when the application comes through an Assistant PIO.

Under Section 20, the Information Commission can impose a penalty of Rs 250 per day, up to Rs 25,000, on a PIO who delays without reasonable cause. The liability is personal.

What a tracking system changes

A good RTI management system gives every application one number on the day it arrives, whether it came by post, by hand or through an online portal. It then does the work a register cannot do:

  • Calculates due dates automatically and shows days remaining for each case.
  • Logs every assignment to a branch or deemed PIO with date and user.
  • Sends SMS and email reminders, and escalates overdue cases to senior officers.
  • Links first appeals to the original application and reply.
  • Produces department-wise reports for the annual return.

The article also explains a six-step rollout, from mapping the current process to a monthly review using the dashboard.

Read the full RTI management guide here: Missed RTI Deadlines? An RTI Management System Helps

Published by Affix Center, a Mumbai-based IT services company that builds e-governance solutions for government departments, municipal bodies and PSUs.

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