How to Get Certified Copies of Government Documents Under RTI Act: 5 Essential Tips

The Right to Information (RTI) Act, 2005 is a powerful tool designed to promote transparency and accountability in India. Under this Act, citizens have the right to obtain information from government departments, including certified copies of government documents. This facility not only helps citizens understand government functioning but also empowers them to curb corruption and protect their rights. But what is the correct procedure for requesting certified copies of government documents under RTI and what rules must be followed? Let’s delve into this in detail.

What is a Certified Copy and Why is it Important?

A certified copy is a reproduction of an original document, verified by an authorised officer to be an exact replica of the original. This means the officer certifies that the copy has not been altered and is legally valid.

Certified copies are extremely important in government functioning for several reasons:

• Legal Proof: These copies can be used as valid evidence in court cases or other legal proceedings.
• Ensuring Accountability: Citizens can use them to verify the authenticity of government decisions or processes, thereby ensuring accountability of government officials.
• Enhancing Transparency: They ensure access to public records, leading to greater transparency in government operations.

RTI Act, 2005 and Certified Copies

Section 2(j) of the RTI Act, 2005 defines ‘Right to Information’, which includes not only the right to inspect government records but also the right to obtain certified copies of documents or records. This directly implies that you can request certified copies of documents related to any government department or office. This is your legal right, and the Public Information Officer (PIO) cannot refuse to provide it, unless the information falls under the exemptions specified in the Act.

Procedure for Requesting Certified Copies of Government Documents

The process for obtaining certified copies of government documents under RTI is straightforward, but certain points need attention:

1. How to Apply?

• Written Application: You must submit a written application on a plain paper or through the RTI portal (if available).
• Address the Correct Officer: The application should be addressed to the Public Information Officer (PIO) or Assistant Public Information Officer (APIO) of the concerned department.

2. What to Write in the Application?

Your application must clearly state which document’s certified copy you require. For example, “I need a certified copy of (document name/subject, such as the note sheet of a project’s approval file) related to (Department Name).” The more precise your request, the easier it will be to obtain the information.

If you require a copy of a file’s noting or remarks, specifically state: “Provide certified copy of the Noting of the relevant file” or “Provide certified copies of the File Notings”.

3. What is the Fee?

The prescribed fees for obtaining information under the RTI Act are as follows:

• Application Fee: Generally, an application fee of Rs. 10 is required. This can be paid in cash, by demand draft, postal order, or any other method prescribed by the concerned public authority.
• Copying Fee: A fee of Rs. 2 per page is charged for each page of A4 or A3 size. If the information is provided in the form of large-sized paper, models, or samples, the fee will be based on the actual cost.
• CD/Floppy: If the information is provided on a CD or floppy, a fee of Rs. 50 per CD/floppy is charged.
• Below Poverty Line (BPL) Individuals: If the applicant belongs to the Below Poverty Line (BPL) category, no fee will be charged. For this, they must attach a copy of their BPL card.

What to Do If You Don’t Receive Certified Copies or There’s a Delay?

The Public Information Officer must provide the information or certified copies within 30 days of receiving your application. If you do not receive a response within 30 days or receive incomplete/incorrect information, you have certain legal rights:

• First Appeal: You can file a First Appeal with the senior officer to the Public Information Officer.
• Second Appeal: If the response to the First Appeal is unsatisfactory or no response is received, you can file a Second Appeal with the State Information Commission (SIC) or the Central Information Commission (CIC).

Important Points and Tips to Remember

• Retain Your Application Copy: Always keep a copy of your RTI application and payment receipt for future reference.
• Clarify Your Request: The clearer and more specific your request, the higher the chances of receiving the information. Vague requests may be rejected.
• Regularly Track Status: Keep regularly tracking the status of your RTI application. Learn how to track your RTI application status online here.
• Be Patient: The process may take time, so patience is important.

Conclusion

Obtaining certified copies of government documents under RTI is a significant right for every Indian citizen. It not only brings transparency to government functioning but also helps you protect your rights and empowers you as a responsible citizen. By understanding and correctly utilising this process, you can bring about change for yourself and your community.

If you need assistance in drafting an RTI application, you can draft your RTI application for free on rtisupport.in.

Frequently Asked Questions (FAQs)

What is the RTI Act?

The RTI Act, 2005 (Right to Information Act, 2005) is a law enacted by the Parliament of India that grants citizens the right to request information from government officials and departments. Its objective is to promote transparency and accountability in government functioning.

What is the fee for requesting document copies under RTI?

An application fee of Rs. 10 is charged for an RTI application. Additionally, to obtain copies of documents, a fee of Rs. 2 per page is charged for each page of A4 or A3 size. If you fall under the Below Poverty Line (BPL) category, you will not have to pay any fee, provided you submit your BPL card.

How to Write an RTI Application?

To write an RTI application, you can draft an application on a plain paper addressed to the Public Information Officer (PIO). Include your name, address, contact details, and the department from which you are seeking information. Then, clearly and specifically request the certified copies of the documents you require. You can also use an online portal.

Regards,

Team RTI Support India

A Medium for Citizen Empowerment and Transparency