PREPARING FOR IMPLEMENTATION

Improving Records Management

At the core of the right to information are records - papers, documents, files, notes, materials, videos, tapes, samples, computer printouts, disks and a range of other things. Without an effective system for creating, managing, storing and archiving records, implementation of RTI laws will be more difficult. It will be harder to reply to applications within the time limits set by the law, if the information requested cannot be located in a timely manner. It will also undermine the law if information has been stored so badly that the records are no longer in a fit state to be inspected or copied.

It is clear that when preparing to implement an RTI law it will be essential to review the records management system in place to make sure that it is functioning properly and can meet RTI needs.

Section 4(1)(a) of the Central Act specifically requires that records should be managed in a way that facilitates access. In practice, this will require regular review of current records management processes, not only in terms of collation and storage, but classification and archiving as well. The Central Act goes further and also requires that as many records as possible are computerised and connected through a network all over the country (subject to financial resources).

Best practice requires that records are created and managed in accordance with clear, well-understood filing, classification and retrieval methods established by a public office as part of an efficient records management programme. With new technology being developed all the time, it is important that records management guidelines deal with how to manage electronic records as well. A good system will develop guidelines for all four stages in the 'life' of a record:

• the creation or acquisition of the record;
• its placement within a logical, documented system that governs its arrangement and facilitates its retrieval throughout its life;
• its appraisal for continuing value, recorded in a disposal schedule and given effect at the due time by appropriate disposal action;
• its maintenance and use, that is, whether it is maintained in the creating office, a records office, a records centre or an archival repository, and whether the use is by its creator or a successor in function or by a third party, such as a researcher or other member of the public.

The International Records Management Trust (IRMT) is an international non-profit organisation which works to assist governments to review and implement records management systems. The IRMT is currently doing some work with the Indian Central Government on records management training. More generally, the IRMT has developed a generic training module, which may be of interest to government officials wanting to review their own records management systems in order to more effectively support their RTI law.

Please click on the link to the Central RTI Act to read the detailed provisions contained in the law. Please click on the link to CHRI's State RTI pages to find out more about relevant rules and implementation in your specific State.