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—guide:public-authority:rti-cell-sop [2026/07/22 17:47] (current) – created - external edit 127.0.0.1
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 +{{htmlmetatags>metatag-keywords=(RTI cell SOP,RTI standard operating procedure,public authority RTI cell,RTI workflow,ministry RTI cell)
 +metatag-description=(Standard Operating Procedure for an RTI Cell in a ministry, department, municipality or university. Roles, day-by-day workflow, registers, escalation and the Section 25 link. Free 2026 SOP for public authorities.)}}
 +
 +====== RTI Cell SOP for Ministries, Departments, Municipalities and Universities ======
 +
 +
 +
 +{{ :social:auto:guide-public-authority-rti-cell-sop.png?direct&1200 |RTI Cell SOP for Ministries, Departments, Municipalities and Universities — RTI Wiki}}
 +
 +<WRAP center round info 95%>
 +**Quick Reply:** Standard Operating Procedure for an RTI Cell in a ministry, department, municipality or university. Roles, day-by-day workflow, registers, escalation and the Section 25 link. Free 2026 SOP for public authorities.
 +</WRAP>
 +
 +<WRAP center round tip 100%>
 +**Direct answer.** A functioning RTI cell rests on **five roles** (nodal officer, PIO, FAA, dealing assistant, IT support), **four registers** (RTI receipt, appeals, fee, penalty observations), and a **Day 0 to Day 30 workflow** that ensures every application is acknowledged within 48 hours, transferred under Section 6(3) within five days where applicable, and replied to within 30 days. This page gives a ready-to-adopt SOP that any public authority can publish on its website and slot into its Citizen's Charter.
 +</WRAP>
 +
 +A clear SOP turns RTI from an irritant into a routine. The departments that get the fewest complaints are those whose RTI cells have written procedures, named officers and a day-by-day workflow. Use this SOP as a starting template; adapt to your authority's size and structure.
 +
 +===== When to publish this SOP =====
 +
 +  * As an annexure to the public authority's Citizen's Charter.
 +  * On the office website under "RTI" — alongside Section 4(1)(b) disclosures.
 +  * In every PIO / FAA induction pack.
 +  * As part of the public authority's vigilance and audit documentation.
 +
 +===== Legal basis =====
 +
 +  * **Section 4(1)** — record management and disclosure.
 +  * **Section 5** — designation of PIOs and APIOs.
 +  * **Section 6 to 11** — application, fees, exemptions, third-party.
 +  * **Section 19** — appeals.
 +  * **Section 25** — annual return.
 +  * **DoPT Office Memoranda** on RTI cell functioning, latest revision on [[https://cic.gov.in|cic.gov.in]].
 +
 +===== Five roles =====
 +
 +  - **Nodal Officer (NO).** Senior officer (Director / Joint Secretary level) heading the RTI cell. Reports to the head of office. Owns Section 25 annual return.
 +  - **Public Information Officer (PIO).** Designated under Section 5(1). Responsible for replying to RTIs.
 +  - **Assistant PIOs (APIOs).** Designated under Section 5(2) at sub-offices to receive applications and forward.
 +  - **First Appellate Authority (FAA).** Senior in rank to PIO. Disposes of Section 19(1) appeals.
 +  - **Dealing Assistant.** Maintains the registers, runs the workflow.
 +  - **IT support.** Maintains the online portal interface, the DMS and the website Section 4 page.
 +
 +===== Four registers =====
 +
 +  - **RTI Receipt Register.** Application number, date, applicant, subject, fee mode, PIO assignment, due date, disposal date.
 +  - **Appeals Register.** Appeal number, date, appellant, original RTI reference, FAA, hearing dates, disposal date, outcome.
 +  - **Fee Register.** Fee receipts, additional-fee demands, additional-fee payments, refunds.
 +  - **Section 20 Penalty Observations Register.** FAA orders that flag a matter for the Commission's penalty consideration.
 +
 +===== Day 0 to Day 30 workflow =====
 +
 +  - **Day 0.** Application received at front desk / portal / APIO sub-office. Issue acknowledgement within 48 hours bearing reference number.
 +  - **Day 1.** PIO receives the file from the dealing assistant. PIO reads, identifies records held, decides on:
 +    * Direct supply.
 +    * Section 6(3) transfer (must be done by Day 5).
 +    * Section 11 third-party notice (must be issued by Day 5).
 +    * Section 8 exemption to plead.
 +  - **Day 2 to 5.** PIO drafts response or transfers. Where third-party notice is issued, ten-day clock runs in parallel.
 +  - **Day 6 to 25.** Records pulled, severed under Section 10 if applicable, fee computed under Section 7(3) if applicable, draft reply prepared.
 +  - **Day 26.** Final reply approved by PIO.
 +  - **Day 27 to 30.** Despatch by registered post / portal / email per applicant's preference. Update register.
 +  - **Day 31 onwards (if appeal).** First appeal received → FAA workflow.
 +
 +===== FAA workflow =====
 +
 +  - **Day 1.** Acknowledge appeal, issue notice of hearing within seven days.
 +  - **Day 7 to 21.** Hearing held; representations recorded.
 +  - **Day 22 to 30.** FAA dictates speaking order; despatch.
 +  - **Day 30 to 45.** Extension only with reasons recorded.
 +
 +===== Section 6(3) transfer SOP =====
 +
 +  - PIO identifies that the records lie with another public authority.
 +  - PIO drafts a transfer letter quoting Section 6(3).
 +  - Despatch within five days of receipt.
 +  - Inform the applicant of the transfer with the new public authority's PIO contact.
 +  - Update RTI Receipt Register with "transferred out".
 +
 +===== Section 11 third-party SOP =====
 +
 +  - PIO identifies third-party content.
 +  - Issue notice under Section 11(1) within five days.
 +  - Receive representations within ten days of notice.
 +  - Apply public-interest balance.
 +  - Decide within forty days (Section 11(3)).
 +  - Inform third party of right of appeal under Section 19(2) within thirty days.
 +
 +===== Citizen's Charter integration =====
 +
 +The RTI SOP should be quoted in the office's Citizen's Charter:
 +  * "RTI applications are acknowledged within 48 hours."
 +  * "We aim to dispose of all RTI applications within 25 days, well within the statutory limit of 30."
 +  * "First appeals are decided within 30 days of receipt."
 +
 +===== Common public authority mistakes =====
 +
 +  * **No nodal officer** — RTI is everyone's and no one's job.
 +  * **No acknowledgement** — applicants do not know if the application was received.
 +  * **PIO does not assign within 24 hours** — the file sits.
 +  * **APIOs not designated** at field offices — citizens have to travel to head office to file.
 +  * **Registers maintained on paper only** — no MIS for the nodal officer.
 +  * **No Section 11 notice** — leads to second-appeal reversals.
 +  * **No Section 6(3) transfer** — rejection on jurisdiction.
 +
 +===== Annual review =====
 +
 +By 30 April every year, the nodal officer audits:
 +  * SLAs met (% applications disposed in 25 days).
 +  * Appeals filed (% of total applications).
 +  * Appeals upheld (% of appeals).
 +  * Section 8 invocation by clause (which clauses dominate?).
 +  * Section 4 sub-page freshness.
 +  * Section 25 return submitted.
 +
 +===== Frequently asked questions =====
 +
 +==== Should the RTI cell be a separate department? ====
 +
 +In large ministries yes. In smaller offices the RTI cell is a function added to the existing Establishment / Administration section.
 +
 +==== Who chairs hearings? ====
 +
 +PIO holds hearings during her own enquiry stage; the FAA holds the appeal hearings. Appellants attend either.
 +
 +==== How do we handle online RTIs from rtionline.gov.in? ====
 +
 +The portal generates a reference number; assign to the PIO digitally; reply through the portal. Maintain offline register linkage for audit.
 +
 +==== What if our PIO is on long leave? ====
 +
 +Designate a substitute PIO in writing. Section 5(1) requires every public authority to have a PIO at all times.
 +
 +==== Can the same officer be PIO and FAA? ====
 +
 +No. Section 19(1) requires the FAA to be senior in rank to the PIO. Different officers.
 +
 +==== Can the RTI cell decline frivolous applications? ====
 +
 +The Act has no "frivolous" filter, but the PIO can ask the applicant to clarify. Refusal must be on Section 8 grounds.
 +
 +==== How do we handle vexatious / bulk RTIs? ====
 +
 +Read Section 7(9) — different form of supply. For bulk RTIs, offer inspection. Do not refuse.
 +
 +===== Sources =====
 +
 +  * The Right to Information Act, 2005.
 +  * Department of Personnel and Training, [[https://cic.gov.in|cic.gov.in]] — guidance on RTI cell functioning.
 +  * Central Information Commission, [[https://cic.gov.in|cic.gov.in]] — illustrative directions to public authorities.
 +  * Comptroller and Auditor General, [[https://cag.gov.in|cag.gov.in]] — RTI compliance audits.
 +
 +===== See also =====
 +
 +  * [[guide:public-authority:section-4-1-b-checklist|Section 4(1)(b) checklist]]
 +  * [[guide:public-authority:record-management-system|RTI record management system]]
 +  * [[guide:public-authority:annual-rti-return|Annual RTI return]]
 +  * [[guide:public-authority:pio-faa-details-website|PIO and FAA details on website]]
 +  * [[guide:public-authority:rti-compliance-audit|RTI compliance audit checklist]]
 +
 +Last reviewed: 9 May 2026.
 +
 +{{tag>rti university cell sop ministries departments municipalities universities}}