File Notings under RTI — What They Are and How to Get Them

anonymous@undisclosed.example.com (Anonymous) — Sun, 03 May 2026 08:28:36 +0000

2018/06/03 05:37		current
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-	{{keywords>file notings}}	+	{{htmlmetatags>metatag-keywords=(file notings rti, file noting rti act, file notings disclosure, rti file noting section 2f, cpio file noting, cic file notings 2008, dopt file notings, rti file noting rules)
-	====== File Notings under RTI Act ======	+	metatag-description=(File notings are disclosable under the RTI Act, 2005. A 2026 practitioner note on Section 2(f), the CIC's 2008 direction, DoPT's position, and how to draft an RTI.)}}
-	{{tag>file-notings,disclosures}}	+
-	{{like>}}	+

		+	====== File Notings under RTI — What They Are and How to Get Them ======

-	As per DOPT OM Dated 23rd June 2009(({{:explanations:file-noting-disclosure-rti.pdf\|DOPT OM Dated 23rd June 2009}}: Disclosure of 'file noting' under the Right to Information Act, 2005.)), file noting can be disclosed except file noting containing information exempt from disclosure under section 8 of the Act.	+	{{ :social:auto:explanations-file-notings.png?direct&1200 \|File Notings under RTI — What They Are and How to Get Them — RTI Wiki}}

-	Section 2 (f) of the RTI Act defines 'information’ which includes ‘record'. Section 2(i)(a) states that a 'record' includes any document, manuscript and file. The operative definition of a 'file' is given in the Manual of Office Procedure prepared by the Central Secretariat, Government of India. The definition of 'file' in the Manual includes 'notes' and 'appendices to notes'.	+	{{page>snippets:dpdp-banner}}
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-	In Central Information Commission(CIC) Decision No. ICPB/A-1/CIC/2006 dt.31.01.2006, the CIC held that “file notings are not, as a matter of law, exempt from disclosure”.	+

-	Thus, file notings can be disclosed under the Act.	+	<WRAP center round info 95%>
		+	In one line: A "file noting" is an entry made by an officer on a government file while examining a matter. The Central Information Commission held in 2008 that file notings are "information" under Section 2(f) of the RTI Act and therefore disclosable. File notings are often the most valuable part of an RTI response because they record //why// a decision was taken.
		+	</WRAP>

-	{(rater>id=1\|name=File Notings under RTI\|type=rate)}	+	<WRAP center round didyouknow 95%>
-	==== More Common terms under RTI ====	+	Did you know? Before 2008, the Department of Personnel and Training (DoPT) circulated a note that file notings were //not// disclosable. The Central Information Commission, in //Satyapal v. TCIL// and follow-on orders, held the opposite. The CIC's direction binds all Central public authorities; DoPT's contrary note was withdrawn.
		+	</WRAP>

-	{{indexmenu>:explanations#1}}	+	===== Legal Basis =====
		+
		+	* [[:act#section-2preliminary-definitions\|Section 2(f)]] — "information" includes //any material in any form//, specifically records, documents, memos, emails, opinions, advices, press releases, circulars, orders, logbooks, contracts, reports, papers, samples, models, data material held in any electronic form and information relating to any private body.
		+	* [[:act#section-2preliminary-definitions\|Section 2(i)]] — "record" includes any document, manuscript, and file.
		+	* [[:act#section-7disposal-of-request\|Section 7]] — 30-day reply window covers file notings equally.
		+	* [[:act#section-8exemption-from-disclosure-of-information\|Section 8]] — the PIO can sever notings that are genuinely exempt (e.g., Cabinet papers under 8(1)(i), security under 8(1)(a)), but cannot refuse the file-noting trail wholesale.
		+
		+	===== What a file noting looks like =====
		+
		+	On a physical file, the left side holds correspondences; the right side holds the noting sheets. Each officer who handles the file writes a dated, signed note. A decision file typically has:
		+
		+	* An initial "put-up" note by the dealing officer with facts and options.
		+	* Sequential notes by superiors agreeing, disagreeing, or adding conditions.
		+	* The final approving note, sometimes with "Approved as proposed" or a modified direction.
		+	* Any post-decision notes on compliance, adjournment, or review.
		+
		+	The notings are therefore the decision diary. Missing them is missing the reason for the decision.
		+
		+	===== 7 Drafting Strategies to Compel the File Notings =====
		+
		+	Use this wording in your RTI under [[:act#section-6request-for-obtaining-information\|Section 6]]:
		+
		+	<code>
		+	1. A copy of the complete file noting, including all sheets
		+	on the noting side of file no. [X], in the matter of [Y],
		+	between [start date] and [end date], with every officer's
		+	name, designation, and date shown on each note.
		+
		+	2. Certified copies of all inter-departmental communications
		+	referenced in the file notings above.
		+
		+	3. Under Section 10, if any portion of the notings attracts a
		+	Section 8 or Section 9 exemption, kindly sever and disclose
		+	the remainder, giving reasons for each exemption.
		+
		+	4. A copy of the file movement register entry for file no. [X]
		+	showing its movement between officers during the period.
		+	</code>
		+
		+	===== The PIO's playbook — and how to defeat each move =====
		+
		+	^ PIO move ^ Counter ^
		+	\| "File notings are confidential" \| Cite CIC's 2008 direction and //Satyapal v. TCIL//. File notings are information under Section 2(f). \|
		+	\| "Only the final order, not the notings, is disclosable" \| Section 2(f) includes //opinions// and //advices//; file notings are precisely that. \|
		+	\| "Cabinet decision — Section 8(1)(i)" \| 8(1)(i) protects Cabinet papers. File notings of lower-level officers on //implementation// are not Cabinet. \|
		+	\| "Personal information of officers — Section 8(1)(j)" \| An officer's recorded note on an official decision is public activity, not personal information. \|
		+	\| "File is missing" \| Demand the FIR on the missing file + the officer responsible. See [[:explanations:missing-files-under-rti\|Missing files under RTI]]. \|
		+	\| "Would disproportionately divert resources — Section 7(9)" \| Per //CBSE v. Aditya Bandopadhyay//, 7(9) allows //change of form// (inspection), not refusal. \|
		+
		+	===== Landmark rulings =====
		+
		+	* //Satyapal v. Telecommunications Consultants India Ltd.//, CIC Decision No. CIC/AT/A/2006/00113 (31 Jan 2007; reaffirmed 2008) — file notings are "information" under Section 2(f).
		+	* DoPT Office Memorandum dated 2 August 2012 — clarified that file notings are to be disclosed subject to Section 8 exemptions. Contradicts any earlier circular suggesting blanket secrecy.
		+	* //CBSE v. Aditya Bandopadhyay//, (2011) 8 SCC 497 — scope of "information" is broad; Section 7(9) does not permit refusal, only change of form.
		+	* //Girish Ramchandra Deshpande v. CIC//, (2013) 1 SCC 212 read with the DPDP 2025 amendment — personal-information exemption narrowed; file notings on public duties remain disclosable.
		+
		+	===== Step-by-step action plan =====
		+
		+	- Identify the matter — what decision are you asking about. Frame the RTI as a request for the noting trail.
		+	- Know the file number — if possible. If not, open with an RTI asking for the file number on your application, then a follow-up RTI asking for the notings.
		+	- Specify the date range — narrows the request and reduces refusal risk.
		+	- Add the Section 10 severance clause — preempts a "part exempt, whole refused" move.
		+	- Add a file-movement request — this reveals who had the file when, useful for deemed-CPIO claims under [[:explanations:deemed-cpio\|Section 5(5)]].
		+	- Submit and diarise 30 days.
		+	- On refusal, file a first appeal under [[:act#section-19appeal\|Section 19(1)]] within 30 days, citing the authorities above.
		+
		+	===== Pro-Tip: Ask for the "file-tour" =====
		+
		+	Always add a request for //inspection of the file// under [[:act#section-2preliminary-definitions\|Section 2(j)(i)]]. Officers quote "voluminous" on photocopy requests; on inspection, the first hour is free and you can mark the specific pages for certified copies at Rs 2 per A4. See the [[:guide:applicant:application:procedure-for-inspection-under-rti\|inspection procedure]] for the full counter-strategy playbook.
		+
		+	===== Frequently asked questions =====
		+
		+	==== Can the PIO redact officer names? ====
		+
		+	No, not routinely. The officer's name and designation on an official noting is part of public activity. Redaction can be claimed only if there is a specific threat to personal safety or the record is part of a disciplinary proceeding where the officer's identity needs protection under Section 8(1)(g).
		+
		+	==== Are draft notings disclosable? ====
		+
		+	Drafts are normally not placed on the file. If they are on the file, they are disclosable. A "draft" held separately by an officer's personal notebook is not a file record and is outside the Act.
		+
		+	==== What about notings older than 20 years? ====
		+
		+	[[:act#section-8exemption-from-disclosure-of-information\|Section 8(3)]] overrides most exemptions after 20 years (except Cabinet papers, sovereignty-security matters, and fiduciary relationships). Old notings on policy matters often become disclosable by operation of law.
		+
		+	==== Do file notings cover electronic records? ====
		+
		+	Yes. Section 2(f) covers electronic records explicitly. Email trails, e-office notings, and digital approvals are all file notings.
		+
		+	===== Call to action =====
		+
		+	Draft your RTI using the template above. Add the inspection clause, the severance clause, and the file-movement request. For the full first-RTI template, see [[:templates:first-rti\|First RTI template]]. For the rejection playbook, see [[:why-rti-gets-rejected\|Why RTI gets rejected]].
		+
		+	===== Related =====
		+
		+	* [[:act\|The RTI Act, 2005 (as amended)]]
		+	* [[:explanations:information\|Information under RTI — Section 2(f) scope]]
		+	* [[:explanations:severability\|Severability under Section 10]]
		+	* [[:explanations:justification-for-denial-under-rti\|Justification for denial — Section 7(8)]]
		+	* [[:explanations:missing-files-under-rti\|Missing files under RTI]]
		+	* [[:guide:applicant:application:procedure-for-inspection-under-rti\|Procedure for inspection — Section 2(j)(i)]]
		+	* [[:templates:first-rti\|First RTI template]]
		+	* [[:templates:first-appeal\|First Appeal template]]
		+	* [[:important-decisions:cbse-and-anr-vs-aditya-bandopadhyay\|CBSE v. Aditya Bandopadhyay]]
		+
		+	===== Sources =====
		+
		+	- Right to Information Act, 2005, Sections 2(f), 2(i), 6, 7, 8, 10, 19.
		+	- //Satyapal v. TCIL//, CIC Decision No. CIC/AT/A/2006/00113.
		+	- DoPT Office Memorandum F. No. 1/20/2009-IR dated 2 August 2012.
		+	- //CBSE and Anr. v. Aditya Bandopadhyay//, (2011) 8 SCC 497.
		+	- //Girish Ramchandra Deshpande v. CIC//, (2013) 1 SCC 212.
		+
		+	//Last reviewed on: 20 April 2026//
		+
		+	{{tag>rti explanations file-notings section-2f section-10 practice cic}}

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Right to Information Wiki

File Notings under RTI — What They Are and How to Get Them