Understanding Applicability of RTI to NGOs

Not all NGOs fall under the Right to Information Act. RTI is applicable only to those NGOs that are substantially funded by the government or perform public functions on behalf of the government.

• NGOs receiving substantial government grants may be considered public authorities
  
• Mere registration or minor grants do not automatically make RTI applicable
  
• Central and State Information Commissions decide on applicability based on funding and control
  
• NGOs not directly under RTI may still receive queries through government departments
  
• NGOs under RTI must comply with all provisions of the Act

Appointing a Public Information Officer (PIO)

If an NGO qualifies as a public authority under the RTI Act, it must appoint a PIO to receive and respond to queries. This role ensures timely and legal compliance.

• Designate a senior staff member as the PIO through a formal resolution
  
• Display PIO contact details on the NGO’s website or office notice board
  
• Train the PIO on the RTI Act, exemptions, and timelines
  
• Ensure a backup or Assistant PIO is available in case of absence
  
• Maintain records of all RTI applications and responses sent

Receiving and Acknowledging RTI Applications

Upon receiving an RTI application, the NGO must acknowledge it and start the process of information retrieval. Prompt action avoids penalties and escalation.

• Check the format and validity of the application
  
• Accept applications sent by post, courier, or hand delivery
  
• Acknowledge receipt within 24–48 hours and assign internal responsibility
  
• Issue an official communication confirming receipt and expected timelines
  
• Record application details in an RTI register or digital tracker

Responding Within the Prescribed Timeline

The RTI Act mandates a 30-day response period from the date of receipt. NGOs must provide requested information or explain why it cannot be shared.

• Compile accurate and complete information related to the request
  
• Ensure documents are attested, stamped, and signed by the PIO
  
• Deny information only on legal grounds listed under Section 8 of the RTI Act
  
• Inform the applicant if more time is required or if fees apply
  
• Send response via registered post or email and retain a copy

Maintaining Documentation and Records

Efficient recordkeeping supports timely RTI responses and protects the organization from non-compliance. It also aids future reporting.

• Organize records by department, date, and project codes
  
• Digitize important documents for quick retrieval
  
• Maintain a central RTI logbook with application history
  
• Archive all responses sent with proof of dispatch
  
• Submit quarterly reports if required by government guidelines

Handling Appeals and Follow-Ups

If the applicant is not satisfied with the response, they may file an appeal. The NGO must be prepared to justify its response and participate in hearings.

• Maintain a copy of original query, response, and evidence of dispatch
  
• Prepare justification and notes for denied or partial information
  
• Cooperate with the appellate authority or information commission
  
• Attend hearings and submit required documentation promptly
  
• Implement recommendations or decisions issued by the commission