DDG(HP)SECRETARIAT. Our Ref: DDG(HP)RTI-TO/G

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1 DDG(HP)SECRETARIAT Our Ref: DDG(HP)RTI-TO/G Please find attahced Minutes of the meeting in which actions to be taken have been identified as also the Activity/Department required to take such action. It is required that the action is taken in a time bound manner. Those Activity/Departments not represented at the meeting may please take notice of this and ensure compliance by the said date. (A.K. Sen) Officer DDG(HP & Transparency Sc-G&C(C), Sc-G&C(S), Sc-G&DDG(ENF), Sc-G&DDG(L), DDGRs DDG(PP&C), DDGTI Officers present at the meeting HODs at HQ Heads of BOs ITS - For hosting on intranet DG BIS- For kind information please

2 DDG(HP) SECRETARIAT Minutes of First Meeting of Working Group on Improvement of BIS Website Date & Venue: Room No. 450, Manak Bhawan 1. The list of officers who attended the meeting are given at Annexure-I. 2. There was no representation on behalf of DDGA (except HRD), DDGF & DDGL at the meeting. There was neither any representative from Enforcement Department. 3. The meeting was organized by DDG(HP) in his capacity as Transparency Officer. The objective of the meeting was to improve the quality of information on BIS website in general and with specific reference to disclosure under RTI Act, DDG(HP) pointed out that though information with respect to BIS activities is given on the website, its quality requires to be improved as complaints have been made by public to CIC. Information given on our website should be at par with the websites of the other public authorities. 5. Following decisions were taken with respect to Section 4(i) (b) (i-xvii) of BIS Act, 2005: i)the particulars of its organization, functions and duties -Information available on the website at About BIS with respect to Organization, History, BIS Act, Rules & Regulations shall be retained information with respect to Other Standard Bodies, Other Links, Directory and PGO Directory shall be removed as the corresponding links are given elsewhere as explained later. Action by (Activity Department) HRD/Administration/Establishment/Legal/ SP&CAD/ Laboratories (CL)/ DDGRs/ITSD - The Organizational Chart will be provided by HRD covering top management upto DDGRs level. DDGRs will prepare Organizational Chart of the particular Region (including BOs under the RO) and forward it to HRD for cross-linking with the main Organizational Chart prepared by HRD and forward it to ITS for updation. - Remaining information shall be vetted by Administration/Establishment/Legal and SP&CAD for their respective areas and forward to ITS for updation.

3 ii) The power and duties of its offices and employees - Establishment/HRD Departments shall examine Office Manual (Vol.III) and update the same, if necessary, and this shall only be reflected as the link. Other information as existing on website shall be removed. HRD/ Establishment/ ITSD iii) The procedure followed in the decision making process including channels of supervision and accountability - It is required to specifically identify the major outputs/services about which BIS has responsibility to provide to its customers, namely, Government, public and industry. - Decision making chains need to be identified in the form of flow-chart of each identified activity, explaining the ranks of the officials involved in the decision making process and clarifying the specific stages in the decision making. The powers of each officer including powers of supervisors/subordinates in the chain of decision making process needed to be spelt out in a simple bullet format in a text box. Powers to override the decision making chain under exceptional circumstances with the corresponding empowered authorities shall be explained. Administration/Establishment/Building Maintenance/PMW/Standards Formulation/ Certification (CMD-I) /Certification(MSCD)/ Laboratories (CL)/NITS/ IR&TISD/ Sales/ ITSD/ Publications/ PR/ Printing/ SP&CAD/ HMD/ Finance & Accounts iv) The norms set by it for the discharge of its functions - Citizen Charter shall be linked. SP&CAD/ ITSD v) The Rules, Regulations, instructions, Manual and records, held by it or under its control or used by its employees for discharging its functions Following information shall be provided as links: BIS Act, 1986; BIS Rules, 1987; all BIS Regulations; all Manuals; Guidelines; Procedures including activities namely, enforcement, purchase, disposals, vigilance, etc. Administration/Establishment/HRD/Vigilance/ Laboratories (CL)/ Standards Formulation/ NITS/ HMD/ SP&CAD/ Finance & Accounts/ CMD-I/MSCD/ITSD

4 vi) A statement of the categories of documents that are held by it or under its control - Documents under control of all Deptts./BOs/ROs in each activity/function are required to be identified & categorized. Links separately for each activity/function shall be given. Administration/Establishment/HRD/ Vigilance/ Laboratories (CL)/ Standards Formulation/ NITS/ HMD/ SP&CAD/ Finance & Accounts/CMD-I/MSCD/ITSD vii) The particular of any arrangements that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof. - The information should also include direct link to composition of Finance Committee (FC) and all such Committees having representation of Government Public including SLCs of various States. Bureau Secretariat/ Standards Formulation/ CMD-I/ MSCD/ PR/ SP&CAD/ NITS/ Laboratories (CL)/ HMD/ ROs and BOs viii) A statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meeting of those boards, councils, committees and other bodies are open to the public, or the minutes of such meeting are accessible for public - The Minutes of various committees of BIS are presently circulated, as per the existing system, only to the members of the particular committee and persons present at the meeting. DDG(HP)/ Bureau Secretariat/ ITSD - In this context, it was brought out during discusions that Minutes of last meeting of the Bureau was circulated in-house through BIS intranet. Therefore, it was decided that Minutes of the Bureau Meeting will be displayed on the website, subject to approval of Competent Authority. - Minutes of meetings of other committees will be available to public on request. - The above information shall be displayed on the website against this Section of the Act.

5 ix) A directory of its officers and employees - The official telephone No. Fax No. and e- mail ID shall be displayed in the links. A link shall be provided with relevant details of the PGOs. A link shall also be provided with relevant details of the laboratories. x) The monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulation. - Updation of provided information shall be done periodically. The period shall be specified HRD/ Establishment/ Finance & Accounts xi) The budget allocated to each of its Agency, indicating the particular of all plans, proposed expenditures and reports on disbursements made. - The information shall be updated periodically. Information shall also include all Plan and Non-plan expenditures and reports of disbursements. Therefore, a link to Annual Reports shall be given in addition to existing link. P&C/ Administration/ Establishment/ Finance & Accounts/ Laboratories (CL)/ NITS xii) The manner of execution of subsidy programmes, including the amount allocated and details of beneficiaries of such programmes. - The information with reference to Central Assistance received under 10 th, 11 th and 12 th Plans for setting up of Assaying & Hallmarking Centres shall be given. HMD/ Finance & Accounts/ ITSD - Other details shall be deleted as current as currently displaced on the website. xiii) Particulars of recipients of Concession, permits or authorization granted by it. - The information also given presently does not reflect the correct status. For example, NITS does not give any concession to trainees but discounts are given. CMD-I/ HMD/ MSCD/ Standards Formulation/ NITS/ Bureau Secretariat/ Laboratoies (CL)/ ITSD

6 - Concessions are also given under Product Certification and Management Systems Certification. - In addition, concessions are given under Hallmarking Schemes both for Assaying and Hallmarking Centres and licensees for jewelers/artefacts. - Technical Committee members and members of other Committees are reimbursed of their TA & DA. xiv) Details in receipt of the information, available to or held by, reduced in an electronic form. - The information shall be updated. Standards Formulation/ NITS/ Bureau Secretariat/ HMD/ Laboratories (CL), MSCD/ CMD-I xv) The particulars of facilities available to citizens for obtaining information, including the working hours of a library or a reading room, if maintained for public use. - Information shall be updated by CPIO (HQ) for all offices of BIS regarding availability of information under RTI Act, Similarly, information with respect to Library at HQ and other offices of BIS shall be provided by Library (HQ), CPIOs of all offices of BIS. CPIO (HQ)/ Library (HQ)/ ITSD xvi) The name, designation and other particulars of Public Information Officers. - Information shall be updated whenever there is a change ITS xvii) Such other information as may be prescribed and there update these publications every year - Information with respect to Copyright Act shall be given in a form of concise statement. Publications 6. It was decided that all actions, as above, shall be completed by 15 January Corrected/Updated information shall be directly forwarded to ITSD with a copy of the forwarding letter/note to DDG(HP) for co-ordination. 7. FAQs with respect to Product Certification and Standard Formulation shall be prepared by the respective officers for putting on the website as has been done by MSCD.

7 8. RTI Site shall be re-examined by H(HMD) and H(NITS) for improving the information. 9. It was brought out by DDG(HP) that the manner of receipt of DAK in BIS HQ is not being done in a systematic manner. Therefore record is not available with R&I to establish traceability of any DAK that has been received at R&I. There is no record that received DAK has been sent to the relevant department. DDG(HP) has already requested DDGA to look into the matter and for improving the system which may necessitate posting of additional personnel in R&I. It was decided that each Department/Section shall immediately introduce receiving of DAK and their despatch by maintaining appropriate records, if the same is not being done. DDG(HP) shall issue appropriate note in this respect to all offices of BIS.

8 ANNEXURE-1 ATTENDANCE SHEET Meeting on Institutional Transparency within BIS HQ,Central Laboratory & NITS Sl. No. Name & Designation Mobile No. ID 1. Shri R. K. Mittal, Sc. E (CMD-1) mittalrk@bis.org.in 2. Dr. Kanchan Anand, Sc. F&H( P&C) pnc@bis.org.in 3. Shri Sundeep Kumar, Sc. C (ITSD) sundeep@bis.org.in 4. Shri P. Rajesh, Sc. E (ITSD) rajesh@bis.org.in 5. Shri K. Ramanath, Sc. F IT (ITSD) ramanath@bis.org.in 6. Shri P. V. Mathur, Sc. D (ITSD) mathurpv@bis.org.in 7. Shri N. K. Sharma, Sc. F&H (HMD) narendra@bis.org.in 8. Shri A. K. Sen, DDG(HP) ddghep@bis.org.in 9. Shri Neeraj K. Sharma, Sc. E (HMD) hallmarking@bis.org.in 10. Shri S. S. Meena, Sc. D (MSCD) shivraj@bis.org.in 11. Shri K. C. S Bisht, Sc. F& H (MSCD) mscd@bis.org.in 12. Shri A. K. Bera, Sc. E (TXD) akbera@bis.org.in 13. Smt. Kala M. Variar, D (Fn L&P) pub@bis.org.in 14. Smt. Neeta Sharma, Sc. E (NITS) nits@bis.org.in 15. Shri S. C. Khosla, Sc. F&H(SP&CAD) spcad@bis.org.in 16. Shri L. K. Mehta, Sc. E (HRD/MSCD) lkmehta@bis.org.in

DETAILS UNDER RIGHT TO INFORMATION ACT

DETAILS UNDER RIGHT TO INFORMATION ACT - 2005 The National Commission has considered the points mentioned under Section 4 of the Right of Information Act, 2005 and its Observations on the said points are