He was speaking after an RTI Commission sitting held at the Collectorate conference hall in Thrissur on Wednesday (September 9, 2026).
The commissioner said mechanisms such as the Information Commission were intended to ensure citizens’ rights in an accessible and cost-effective manner. Officials must provide information available within their respective offices without delay and ensure that information required to be disclosed suo motu is updated regularly, he said.
He stressed the need for government offices to maintain files efficiently, with proper indexing and categorisation, so that information can be retrieved easily. Heads of offices would be responsible for ensuring proper file management and keeping registers updated, he said.
Use of technology
Mr. Ramakrishnan also called for the use of modern technology to preserve files in digital format and said every file should have a clearly designated custodian.Strict action would be taken if information was denied on the grounds that a file was missing or unavailable, he warned. If a file is lost or cannot be traced, officials must initiate appropriate action as prescribed by law, he said.
Mr. Ramakrishnan also clarified that providing information was not the sole responsibility of Public Information Officers. State Public Information Officers have the authority to obtain information from other officials if the required records are held by them. First appellate authorities, too, must dispose of appeals within the stipulated time and communicate their decisions to applicants.
Mr. Ramakrishnan further directed offices to regularly update their RTI information boards and official websites. These should serve as easily accessible and reliable sources of information for the public, he said.
The commission considered 15 complaints during the sitting, of which 13 were fully disposed of. The parties concerned were absent in two cases.