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Section 4(1)(b) (vi)

A Statement of the Categories of Documents that are held by the Commission or under its Control:

Sub-section (1) of Section 4 of the RTI Act 2005 mandates every public authority to maintain all its records duly catalogued and indexed in a manner and the form which facilitates the right to information under this Act and ensures that all records that are appropriate to be computerised are, within a reasonable time and subject to availability of resources, computerised and connected through a network all over the country on different systems so that access to such records is facilitated. Jharkhand State Information Commission under power conferred upon vide Section 15(4) of the Act has formulated its Record Retention Schedule for weeding out and retention of its quasi-judicial, administrative and management records which has been notified vide its Resolution no 62 dated 04.03.2016 (Annexure 01). The Commission has been aided by the ambitious Digital India Programme of the Government of India for digitization of its records.
Some of the major categories of documents that are held by the Commission under its control are enumerated below:-

Sl No. Subject Type of Document file/muster/register/voucher etc Particulars of Heading/type in the document Periodicity of preservation
1
Complaints
Files
Section 18(1) of RTI Act
In cases where compensation is awarded, the records will be weeded out only after full amount of compensation has been paid by the concerned public authority and after the expiry of period of limitation of any legal action by the concerned Public Authority before the competent forum or 6 months whichever is later
2
Second Appeal
Files
Section 19(3) of RTI Act.
In cases where penalty has been imposed the records will be weeded out only after full amount of penalty has been recovered by the Commission from the SPIO/Deemd SPIO through the concerned public authority and after the expiry of period of limitation of any legal action by the aggrieved SPIO/Deemd SPIO before the competent forum or 6 months whichever is later. In cases where disciplinary action has been recommended to the concerned authority, the records will be disposed of after the disciplinary action is completed by the concerned authority and the compliance has been reported to the Commission. Such files will be weeded out only after the period of limitation of any legal action by the aggrieved officers before the competent forum or 6 months whichever is later.
3
Administrative and Management records
Files/Folders
Files related to administrative and management of the Commission
10 Years
4
General/ Miscellaneous
Files/Folders
General matters related to RTI or miscellaneous non-RTI matters
10 Years
5
Annual Report
File
Material furnished by different Departments for Annual Report under Section 25 of RTI Act
10 Years