39. Minutes of the Meeting:

(a)     The minutes of each meeting of the Commission shall be recorded during the meeting itself or immediately thereafter by the Secretary-General or by any other officer as directed.  Such minutes shall be submitted to the Chairperson for his approval and upon approval, be circulated to all the members of the Commission at the earliest and in any case, sufficiently before the commencement of the next meeting.

(b)     The conclusions of the Commission in every matter undertaken by it shall be recorded in the form of an opinion.  Dissenting opinions, if given, shall also form part of and be kept on record.  Action shall be taken on the basis of the majority opinion where there be any difference.

(c)     Follow-up action:

Unless specifically authorized, no action shall be taken by the Secretariat of the Commission on the minutes of the meetings until the same are confirmed by the Chairperson.

40.  Record of minutes:

A master copy of the minutes of every meeting and opinions of the Commission shall be maintained duly authenticated by the Secretary-General and a copy of the minutes pertaining to each item shall be added to the relevant file for appropriate action.  Opinions shall be kept in the respective records and for convenience, copies thereof with appropriate indexing shall be kept in guard files.

41.  Report of Action Taken:

Report of follow-up action shall be submitted to the Commission at every subsequent sitting indicating therein the present stage of action on each item on which the Commission had taken a decision in any of its earlier meetings, excepting the items on which no further action is called for.

42.  Transaction of business outside the Headquarters:

The Commission or some of the members may transact business at places outside its Headquarters as and when previously approved by the Chairperson, provided that if parties are to be heard in connection with any inquiry under the Act, at least two Members shall constitute the bench of the Commission for such purpose.

43.  Authentication of orders and decisions:

(1)     Orders and decisions of the Commission shall be authenticated by the Secretary-General or any officer of the Commission (authorized by the Chairperson) not below the rank of an Under Secretary.

(2)     Copies of enquiry reports or orders passed finally disposing of matters by the Commission shall be furnished free of cost to the petitioner or his representatives.

(3)     Unless any document is classified by the Commission as confidential, copy thereof would be available to the parties in the matter on payment of a reasonable fee raised to meet the cost.  Every effort should be made to provide the copies with utmost expedition and, in any case, not later than one week of the date request.

44.  Annual Report:

The Commission shall furnish its annual report for the period commencing from 1^st  April of the year to 31^st March of the succeeding year to the Central Government and to the State Governments concerned as provided in Section 20(1) of the Act.  The original report shall be signed by the Chairperson and Members of the Commission and appropriately preserved and a duly authenticated copy shall be sent to the appropriate Government by end of May of every year.

45.  Special Reports:

The Commission may furnish such special reports on specific matters as may be considered necessary in terms of Section 20(1) of the Act.

46.  Printing of the Report:

The Secretariat of the Commission shall be responsible for the printing of the Annual Report and Special Reports with utmost expedition and in any case, not later than one month of finalization of the same.

47.  Investigation Team:

The Commission shall have its own team of investigation to be headed by a person not below the rank of a Director-General of Police appointed by it and such team shall consist of one Deputy Inspector General of Police, 2 Superintendents of Police, 6 Deputy Superintendents of Police, and 24 Inspectors of Police and such other categories of officers as the Commission from time to time decides.  The Commission may, in any given case, appoint an appropriate number of outsiders to be associated with the investigation either as Investigators or Observers.

48.  As and when any matter which is not covered by these Regulations arises, it shall be competent for the Commission to make appropriate directions and the Commission may add, delete, amplify and amend these Regulations from time to time.

49. Transitory Provision:       

All complaints and matters pending as on 31.3.1997 up to the stage of listing for preliminary consideration shall be governed by Regulations and Procedure obtaining prior to the commencement of these Regulations.   In regard to complaints and matters pending at other stages as on 31.3.1997, the amended Regulations shall be followed as far as practicable.