The Tamil Nadu Land Reforms Department (L&RD) has issued a detailed circular that lays down specific standards for how district and revenue offices must store and manage land-reform files. The directive comes amid serious concerns about missing records, delayed responses under the Right to Information Act, 2005 (RTI) and erratic document-availability that slow property transactions.
This article unpacks the circular, its implications for land-owners and buyers, and how it connects with broader record-keeping reforms in Tamil Nadu.
What the Guidelines Require
Here are the key mandates from the circular (issued in late October/early November 2025) for offices under the Land Reforms Department:
1. Scope of Records to be Maintained
Offices must maintain records covering:
- Transfers of Patta/Title (ownership)
- Land acquisition records
- Land re-classification (agricultural-to-non-agricultural etc)
- Encroachments, government-land leasing/surrender
- Land-tax and other scheme files
These files are to be held at district collectorates, with copies forwarded to the state Land Reforms Department.
2. Classification of Documents
Records must now be organised under four categories:
- Permanent (retention/disposal)
- Disposable after 10 years
- Standing orders
- Current (active) files
Closed cases must use black-ink markings; pending ones must use red-ink. Serial & document numbers must be clearly visible for retrieval.
3. Physical Storage & Maintenance Standards
- Record rooms should be on the ground floor, shielded from sunlight, rain and pests.
- Confidential files must be stored separately with restricted access. Regular dusting, pest control and housekeeping are mandated.
4. Response to RTI / Public Access
When RTI applications are received by the Land Reforms Department, they are to be forwarded under Section 6(3) of the RTI Act to the relevant district office, which must respond adequately. The circular emphasises that “documents claimed as ‘not available’ must be justified.”
Why It Matters – Risk Reduction for Land Buyers & Owners
- Traceability of records improves: With clear archival standards, the chances of file-non-availability drop. This is vital if you’re verifying title, patta-history or encumbrance status.
- Fewer excuses for missing documents: If a PIO (Public Information Officer) claims “records not found”, you can refer to these standards and press for accountability. Indeed, the Tamil Nadu State Information Commission had earlier flagged frequent “missing records” complaints.
- Higher confidence in transactions: For plot/land purchasers, better record-keeping means you can more reliably check past use (agricultural/non-agricultural), government-leased status, surrenders, etc.
- *Caveat: This circular does not change any underlying land-law, title regime or property rights. It’s administrative in nature, not a substantive change in law.
To Conclude
This initiative was triggered by repeated *censure from the Tamil Nadu State Information Commission, which had flagged the department’s weak record-management practices. Numerous RTI applications were turned down simply because key land documents were missing or could not be traced.
The government issued this circular to enforce discipline and accountability among revenue and land-reforms officials, ensuring that all land records are properly maintained, traceable, and accessible for verification and RTI responses.
*“Caveat” means a limiting note or exception — a reminder not to assume more than what’s actually true. *“Censure” means strong criticism or formal disapproval — usually from an authority.