The relevant department has issued a detailed circular to all district offices, outlining procedures for proper record and document maintenance to ensure easy access and long-term preservation. This move follows criticism regarding poor record-keeping practices within the department. Many public information requests were reportedly denied due to documents being unavailable or untraceable.

According to the circular, records related to land transfers, land acquisition, ownership details, land reclassification, encroachments, government land leases, land surrenders, and tax schemes must be maintained at the respective district offices, with copies forwarded to the relevant department. The circular further instructs that records be systematically categorized as permanent, disposable (to be destroyed after ten years), standing orders, and current documents.

When a public information request is received by the department, it should be transferred to the relevant district office, and the concerned office must provide the required information to the applicant. The circular also specifies that record rooms should ideally be located on the ground floor, protected from sunlight, rain, and pests. Confidential documents must be stored separately with restricted access, and record rooms should be regularly cleaned. Closed files are to be marked in black ink, while pending documents must be marked in red ink, each with appropriate serial and document numbers.

https://www.livehomes.in/news_letter