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State
Training Policy
IT Policy of Nagaland
Web Guidelines
Email Management
Guidelines
RTI_Disclosures
RTI Act, 2005
Disaster Management Act
Job Chart for faculties
Presentation on ATI
Disaster management Cell
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A must for PIOs
and APIOs. [Extracted from the
'Handbook for PA, IOs & AA' by Er. W. Ezung]
A. On
receive of application
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Whether the applicant is a
bonafide citizen of India?
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Name of
Applicant/Mailing/Contact Address of Applicant including phone Nos. and
e-mail (if any).
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Whether the applicant falls
under BPL category. If so, proof of document (like Voters Identity Card,
Ration Card etc.).
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Ensure that the Application is
accompanied by Application Fee (prescribed by the Government of Nagaland)?
If so, cash/DD/Cheque or proof of payment. Application Fee of Rs. 10/- shall
be collected and deposited into State Exchequer at the end of every month.
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If the applicant is illiterate
or disabled person, assist such person to make request.
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If oral request is received,
reduce to writing. (make the request more specific).
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The PIO need not ask the reason
for requesting information.
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Issue acknowledgement and
receipt to the applicant.
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Open a Case File and record in
the Case File Index Register.
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Mark the application with an ID
No. and date of receipt of the application. (PIO or APIO cannot refuse an
application). Time limit in providing information starts from the date
of receipt of application (and not from the date when the application is
written).
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If APIO receives the
application, transfer it to PIO at the earliest. (additional 5 days is
added to the time limit).
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Whether the information is
related to the Public Authority? If yes, go
to B.
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Whether the information is
related to another Public Authority? If yes,
go to C.
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Whether the Information sought
relates to or affects a Third Party? If so,
go to D.
B. How to furnish information to
the applicant pertaining to your organization(public authority):
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Check the details of information sought by the Applicant.
- Whether the information falls
under Section 8 or Section 9 of the RTI Act? If so, send a letter
of rejection, with reasons, citizen’s right to appeal under the Act and
details of appellate authority to whom appeal can be preferred.
- In
what format the applicant wants the information?
- In
what means of communication the applicant wants the information?
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Whether information is/are readily available with the PIO?
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Whether the information is available in published data?
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Whether the information is available in electronic format?
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Whether the information can be located from the catalogue of records
available with the PIO?
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Whether information is/are published as Manuals under the RTI Act?
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Whether information is/are available on department’s Web Site or Web Site of
the public authority under the control of your department?
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Whether partial information is to be given or not? Any word, sentence or
paragraph that falls under the sections 8 or 9 may be severed and the
remaining information be given.
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Whether the Information sought concerns the life or liberty of a person?
- Name
of concerned Section/Branch/Cell holding the requested information.
- If
the requested information is dealt or held by another officer, transfer the
application in writing to that concerned officer. (In this case,
that concerned officer shall be considered as ‘deemed PIO’ for that
particular case).A proper register has to be maintained to record all
such action taken, as well, for such action will be an action in good faith
on the part of the PIO.
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Calculate the details of the cost of information, including medium and the
means of communication [as per the prescribed rates/fees fixed by the State
Government- refer to the “Nagaland State Right to Information(Regulation
of Fee and Cost) Rules, 2005”].
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Intimate the applicant about the details of calculations how the total
amount is arrived at, the modalities of deposit of fee, the right of the
applicant for seeking review of the fees charged and appeal against the
calculation.
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Wherever required, provide assistance to citizens for inspection of works,
materials, certified samples of materials.
- Wait
till the applicant pays the fees. (the date between the intimation of
fees to the applicant and the date till the applicant pays the fee is called
‘intervening period’ and is not counted within the time limit).
- On
receipt of payment or proof of payment from the applicant, provide the
information to the applicant.
- As
resources of the Public Authority is used or spent in providing information,
the cost of information including medium of communication paid by the
applicant shall be reimbursed to the concerned Public Authority. However,
proper accounting is to be maintained
C. Information related to
another Public Authority:
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Transfer the application in
writing to that concerned Public Authority.
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Inform the applicant about such
transfer. (to be done within 5 days from the date of receipt of the
application).
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Make necessary entries in the
Register being maintained
D.
Information relating to or affecting a Third Party:
- Write to the Third Party (in
written notice) within 5 days from the date of receipt of the
application).seeking its view or comments whether to disclose or not.
(an opportunity of 10 days is given for reply. The Third Party may reply
either in writing or orally).
- Act according to the view or
comments given by the Third Party. If the opinion of the Third Party and the
PIO differs and that the Third Party is not satisfied with the decision of
the PIO, the Third Party has the right to file an appeal.
Inspection
of Work / Record and Taking Sample(s)
Right to Information includes,
inter alia, inspection of work, documents, records, taking notes, extracts and
certified samples of material. In consultation with the concerned
sections/divisions/offices in Government Departments, PIOs may fix a day or two
of the week for applicants to take samples and for inspection of material. Such
an arrangement may not disturb the work in the section/division/office and the
citizen would also be aware of the days of visit to the PIO/Public Authority.
To enable the PIOs to discharge
their functions effectively, it will be useful for the PIOs to be ready with the
following:
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Full details of the administrative unit/office/organisation.
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Full details of the department of which the public authority is a part.
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Information proactively published by the public authority.
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Information made available electronically.
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Annual report and other documents published by the public authority.
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Names, addresses and other details of the Appellate Authorities:
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Designated Appellate Officers and Information Commission.
- The
contact details of the other Public Authorities, PIOs and APIOs.
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Forms for receipt of fees and acknowledgement, communication of decision
including rejection.
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Proper seating arrangements to facilitate easy accessibility of citizens to
information handbooks, portals, websites etc.
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Register for receipt, acknowledgements - separately for inward and outward
and roznama.
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Checklist for monitoring the disposal, pendency and disposal of the
applications for information.
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Arrangements for inspection of records/taking samples by persons making
requests and fix a particular day or two in the week for the above purposes
and be ready with an appropriate contingency plan.
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PIO/APIO to ensure that application is accompanied by
the fee.
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PIO/APIO to have their name plates for easy
identification and access by public.
- If
any PIO/APIO goes on leave or tour, another officer shall be given in charge
or he should entrust another officer/colleague in writing. Any applications
received during this time, the entrusted officer shall act as PIO or APIO as
the case may be.
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PIO/APIO to treat applicant politely.
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PIO/APIO need to understand that government is for the
people and the activities, funds, schemes, information etc. of the
government is for the people. Hence should not feel harassed when they
receive request for information. The RTI Act is for dishonest officers,
and such officers will hide or try to hide.
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PIO/APIO to maintain Case Index Register and Case
files – to deal with a case.
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Forms for Receipts for application fees
- The
PIO need not take the approval of the higher authority, officer senior to
him or the AA in providing information. He has to act alone in the capacity,
authority and responsibility as a PIO. Similarly, the AA or other senior
officers should not advise or direct/instruct the PIO to disclose or not to
disclose.
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Retain record on each application, transfer or
disposal etc. so that materials as required may be furnished as
documentary evidence to appellate authorities in case first / second
appeal is preferred. Also it will help the PIO in furnishing of information
for the Annual Report of the Information Commission.
- The
PIO should have complete knowledge and experience of office procedure. He
should have adequate knowledge of record management prevailing with the
public authority.
- The
PIO needs to know the structure and delegation of powers within the
organization. He should be well versed with organization chart, levels of
disposal of cases etc.
- The
PIO should be good in negotiation skills as often he will be negotiating
with the public, colleagues, third party and others so that he could attend
to his duties as PIO smoothly.
- Most
importantly he should be good in time management. The work of PIO is
additional to the work he performs as an officer of the public authority. He
should be able to apportion time available with him on various activities
entrusted to him. Availability of inadequate time cannot be the basis for
delay in disposal of requests for information or for supply of incomplete
information.
- It
will be advantageous for the PIO to have knowledge on computers as sometimes
information may be requested or require to provide in electronic form.
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However, line of demarcation between Public and Private interests in very
thin and would pose problems to the PIO in taking appropriate decision.
 
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