How to Obtain Certified Copies of Government Documents Under RTI? Complete Rules and Procedure

The Right to Information (RTI) Act, 2005, provides Indian citizens with a powerful tool to bring transparency to government functioning. Under this Act, citizens can not only seek information but also obtain certified copies of government documents. These certified copies are crucial for various legal and personal purposes. Let us delve into the rules and the complete procedure for obtaining certified copies of government documents under the RTI Act.

Right to Certified Copies Under the RTI Act

The fundamental spirit of the RTI Act is to ensure transparency. This Act grants citizens the right to access government records.

Sections 2(f) and 2(j) of the RTI Act

• Section 2(f) defines ‘information’ to include any material in any form. This includes records, documents, memos, emails, opinions, advice, press releases, circulars, orders, logbooks, contracts, reports, papers, samples, models, data material, and any information held in electronic form. It also includes information relating to a private body which can be accessed by a public authority under any other law for the time being in force.
• Section 2(j) defines ‘right to information’ which includes inspecting records, taking excerpts or certified copies of documents or records, and obtaining certified samples of material. This clearly establishes a citizen’s right to obtain certified copies.

This means that you can request a certified copy of any government document that is available with a public authority and is not exempted from disclosure under the Act.

Procedure for Obtaining Certified Copies

To obtain certified copies of government documents, a straightforward procedure must be followed.

How to Apply?

You must submit a written application to the concerned Public Information Officer (PIO) or Assistant Public Information Officer (APIO). The application should be in Hindi, English, or the official language of the area. Clearly specify the documents for which you require certified copies in your application. Provide relevant details such as file number, date, subject, etc., to identify the documents, making it easier for the PIO to locate them.

Application Fee

Along with the RTI application, you must deposit an application fee of ₹10. This fee can be submitted through cash, demand draft, banker’s cheque, or Indian Postal Order (IPO). Some state governments may have their own rules, so it is advisable to check local guidelines. Applicants Below Poverty Line (BPL), if they provide valid proof, may be exempted from the application fee.

Per Page Fee

For providing copies of information, the public authority may charge an additional fee. Generally, a fee of ₹2 is charged for each page of A4 or A3 size paper. If the information is in a larger format or in the form of models, samples, etc., the actual cost will be recovered. You will have to pay the fee as intimated by the PIO.

Time Limit

The PIO must provide you with certified copies or state the reasons for rejecting the application within 30 days of receiving your application. If the information pertains to the life or liberty of a person, this time limit is 48 hours.

Mode of Payment

Fees can be paid through cash, demand draft, banker’s cheque, or postal order. In case of cash payment, obtaining a receipt is mandatory.

Which Documents Can Be Requested as Certified Copies?

You can request certified copies of any government record, document, policy decision, work order, files related to schemes, tender documents, statements of accounts, or any other information that is available with the public authority and is not exempted under Sections 8 or 9 of the Act. For instance, you can request a certified copy of your mark sheet, a document related to a government project, or a transfer order of a government employee.

Use of Certified Copies in Court

Certified copies obtained under the RTI Act are legally valid. They can be presented as evidence before courts, tribunals, and other judicial or quasi-judicial bodies. This assists citizens in protecting their rights and seeking justice, as they can substantiate their claims with official government documents.

Rejection and Appeal

If the PIO rejects your application, they must state the reason for rejection and the procedure for appeal. If you are not satisfied with the PIO’s decision, you can file a First Appeal with the First Appellate Authority. If still not satisfied, you can file a Second Appeal before the Central Information Commission (CIC) or the State Information Commission (SIC).

Conclusion

The right to obtain certified copies of government documents under RTI is an invaluable right for citizens. It enables them to ensure accountability and transparency in government processes. By following the correct procedure and knowing their rights, any citizen can effectively utilise this crucial tool.

Do you need assistance in drafting your RTI application yourself? Draft your RTI application instantly and for free using our automated tool available on the rtisupport.in homepage!

Regards,

Team RTI Support India

A Medium for Citizen Empowerment and Transparency