The Tamil Nadu Information Commission (TNIC) has expressed serious concern over the disappearance of files from revenue records and has called for disciplinary action against the officials responsible.
Emphasising the need for strong safeguards, it directed the Commissioner of Revenue Administration and Disaster Management to instruct all Collectors to improve file management and devise a Standard Operating Procedure (SOP) to protect land-related records — especially pattas and documents issued before and after the Updating Registry (UDR) scheme.
The case stems from a Right to Information (RTI) petition filed by P. Anbuvel of Coimbatore, who sought access to a file on the cancellation of a joint patta and a copy of an order issued by the then Revenue Divisional Officer (RDO) on October 14, 1996. Both the Public Information Officer (PIO) and the First Appellate Authority claimed that the file could not be found in the record room, prompting the petitioner to appeal to the TNIC.
‘Careless conduct’
After hearing both sides, State Information Commissioner R. Priyakumar rejected the public authorities’ explanation and said such a response only showcased their “nonchalant” and “careless” conduct. He directed the RDO, Coimbatore, to conduct another search for the file and, if it remained untraceable, to initiate an inquiry using the File Movement Register to identify who had taken the documents and how they went missing. He called for disciplinary action to be taken against those responsible for the lapse.
Mr. Priyakumar observed that in a majority of RTI cases relating to pattas and name transfers, public authorities routinely cited missing files to deny information — a practice he described as “very regretful” and contrary to the spirit of the RTI Act, 2005.
He further directed senior Revenue Department officials — including the Commissioners of Land Administration, Revenue Administration, Land Reforms and Land Survey — to instruct their PIOs to establish a robust file-management strategy that should include protocols such as duration of custody of records, procedure for tracing missing files, disciplinary measures for lapses, handing over/taking over of files during transfers or retirements of officials, and rules for file destruction.
‘Reconstruct missing files’
He also asked the Commissioner of Revenue Administration and Disaster Management to issue uniform guidelines to all Collectors on safe custody and movement of files. In cases of missing records, officials should not only reconstruct the files immediately but also file a police complaint and obtain a non-traceable certificate from the investigating officer.
Adjourning the case to October 30, Mr. Priyakumar ordered all Revenue Department PIOs to submit reports on compliance with his directions. He warned that a maximum penalty of ₹25,000 would be imposed on officials failing to comply with the commission’s orders.
Published – September 08, 2025 12:19 am IST
