Lok Sabha Question No. 665 (UNSTARRED), answered on 2022-02-04
Subject: Publication of Official War Histories
Ministry: DEFENCE
Asked by: Shashi Tharoor

## GOVERNMENT OF INDIA MINISTRY OF DEFENCE DEPARTMENT OF DEFENCE

## LOK SABHA UNSTARRED QUESTION NO. 665

TO BE ANSWERED ON 04 TH  FEBRUARY, 2022

## PUBLICATION OF OFFICIAL WAR HISTORIES

665. DR. SHASHI THAROOR:

Will the Minister of DEFENCE be pleased to state:

- (a) whether the History Division of the Ministry has constituted or proposes to have a panel of bureaucrats for drafting and publishing official war histories from the vetted declassified records in five years' time;
- (b) if so, whether officials can create the 'authoritative compilations' that may mould public understanding of historical events and if so, the details thereof;
- (c)  whether  the  panel  is  required  to  have  prominent  military  historians  on  it,  whose  domain proficiency will ensure more authoritative accounts and if so, the details thereof and if not, the reasons therefor;
- (d)  the  details  of  the  new  policy  on  declassifying,  compiling,  publishing,  and  archiving  war records including the significant declassification procedure from the Public Record Rules, 1997;
- (e) whether  the  defence  organizations  will  implement  an  automated  uniform  system  to categorize, preserve and declassify war records every five years till they are declassified in their 25th year; and
- (f) if so, the details thereof and if not, the reasons therefor?

## A  N  S  W  E  R

MINISTER OF STATE IN THE MINISTRY OF DEFENCE

(SHRI AJAY BHATT)

- (a)  to  (c):  The  policy  on  'Procedure  for  Archiving,  Declassification  and  Compilation  / Publication of War / Operations Histories' promulgated in June, 2021 lays down provision for a Committee to facilitate  the  compilation  of  war  /operations  histories.    Further,  it  also  makes  a provision for inclusion of a prominent military historian in the Committee on need basis.

(d):  A copy of 'Government of India Policy on Procedure for Archiving, Declassification and Compilation / Publication of War / Operations Histories' is placed at Annexure .

(e) & (f): The responsibility for declassification of classified records rests with the originators of the records or Record Creating Agencies, as specified in the Public Record Act 1993 and Public Record  Rules  1997,  as  amended  from  time  to  time.    For  the  purpose  of  this  policy,  the  time period within which records should ordinarily be declassified is 25 years.

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## ANNEXURE REFERRED TO IN PART (d) OF LOK SABHA UNSTARRED QUESTION NO.665  TO  BE  ANSWERED  ON  04.02.2022  REGARDING  'PUBLICATION  OF OFFICIAL WAR HISTORIES';

## IDS/43019/I/TRADOC/T&P/WH(PC-I)/1803/D(GS-II)

Room No.112,Sena Bhawan New Delhi-110011.

Dated 17 th June, 2021

## F.No. Ministry of Defence D(GS-II)

## OFFICE MEMORANDUM

## Subject  :  Policy  on  Archiving, Declassification  &  Compilation  of War/Operations Histories-reg.

The  undersigned  is  directed  to  convey  the  approval  of  Hon'ble RakshaMantri  on  the policy of archiving, declassification and compilation/publication of war/operations histories by the Ministry of Defence. The approved policy containing details such as Archiving, Declassification, Compilation/Publication of War/Operation Histories, Coordination, Composition of Committee, Timeline for Compilation/Publication of War/Operations Histories is enclosed herewith.

2. The responsibility for declassification of records rests with the respective organisations as specified in the Public Record Act 1993 and Public Record Rules 1997, as amended from time to time. According  to  the  policy,  records  should  ordinarily  be  declassified  in  25  years. Records older  than  25  years  should  be  appraised  by  archival  experts  and  transferred  to  the  National Archives of India once the war/operations histories have been compiled.
3. The History Division will be responsible for coordination with various departments while compiling,  seeking  approval  and  publishing  of  war/operations  histories.  The  policy  mandates constitution of a committee headed by Joint Secretary, MoD and comprising of representatives of the  Services,  MEA,  MHA  and  other  organisations  and  prominent  military  historians  (if required), for compilation of war/ operations histories.
4. The  policy  also  set  clear  timelines  with  regard  to  compilation and  publication  of war/operations histories. The above-mentioned Committee should be formed within two years of completion  of  war/operations.  Thereafter,  collection  of  records  and  compilation  should  be completed in three years and disseminated to all concerned.

Encl. As above.

To

1. Secretary, Ministry of External Affairs
2. Secretary, Ministry of Home Affairs
3. 3.MA to Chief of Army Staff
4. MA to Chief of Air Staff
5. NA to Chief of Naval Staff
6. DG, Assam Rifles
7. DG, Coast Guard
8.   DG, National Archives of India
9. Director History Division
10. HQ IDS

: 2 :

5. The  approved  policy  in  this  regard  is  circulated  herewith  to  all  the  stakeholders  for information and further necessary action.

Sd/(Raghunandan Singh) Under Secretary to the Govt. of India Tel. 23012938 Email :-raghunandan.singh@nic.in

## Government of India Policy on Procedure for Archiving, Declassification and Compilation / Publication of War / Operations Histories by Ministry of Defence

## Archiving

1. (a) History  Division,  Ministry  of  Defence  and  concerned  Ministerial/Departmental record rooms will be responsible for Archiving of historical/Operational/War Records of the Ministry of Defence and the Armed Forces.
2. (b) Ministry  of  Defence,  Services  Headquarters,  Headquarters  Integrated  Defence Staff,  Assam  Rifles,  Headquarters  Coast  Guard  or  any  organization  raised  under  Ministry  of Defence, Government of India in future, (referred to as 'Record Creating Agencies' hereinafter), will transfer the Historical/Operational/War Records including War Diaries/Letters of Proceeding/Operational Record Books as well as make available all other records pertaining to training,  manpower,  procurement,  etc.,  to  History  Division  (Ministry  of  Defence),  through respective History Cell/Division/ nominated branch/directorate of Services HQs for writing the histories  and  proper  upkeep.  The  concerned  Services  Headquarters/other  Record  Creating Agencies may retain certain classified documents till such time it is felt that the contents may endanger national security. The records will be forwarded both in hard and soft copies. The soft copies are to be in un-editable format like pdf, etc., or submitted as scanned copies. All record Creating Agencies are to maintain a branch-wise catalogue of records earmarked for preservation and send a copy of the same to the respective ministerial/service record room/historical sections. Nil returns are unacceptable.

## Declassification

2. The responsibility for declassification of classified records  rests with the originators of the records or Record Creating Agencies as specified in the Public Record Act 1993 and Public Record Rules 1997, as amended from time to time. For the purpose of this policy the time period within which records should ordinarily be declassified is 25 years. Keeping records classified for longer  period  can  be  an  exception  rather  than  a  rule  and  each  record  so  retained  must  be accompanied by detailed justification giving reasons for withholding it. Records older than 25 years  must  be  appraised  by  archival  experts  and  transferred  to  the  National  Archives  of  India once the war/ Operations histories have been compiled.

## Compilation/Publication of War/Operations Histories

3. History  Division,  Ministry  of  Defence  is  responsible  for  compiling  and  publishing War/Operations  Histories.  If  outsourced  to  an  external  agency/Eminent  Historian(s),  Director, History Division, Ministry of Defence, will be the Member Secretary.

## Coordination

4. History Division, Ministry of Defence will be responsible for coordination with various Ministries/Departments  while  compiling,  seeking  approval  and  publishing  of  War/Operations Histories.

## Composition of Committee

5. (i) The composition of the Committee for compilation of War/Operations Histories is as follows:-

- (a) Joint Secretary, Ministry of Defence (in charge of History Division)

- Chairman

- (b) Director, History Division (Ministry of Defence)/ or Eminent Historian(s), if outsourced

- Chief Editor

- (c) Serving representatives of all Services HQs -

Members

- (d) Representatives of Ministry of External - Affairs (MEA), Ministry of Home Affairs (MHA) and other agencies (as required)

Members

- (e) Prominent Military Historian(s) (if required)

- Members

- (f) Director, History Division, Ministry of Defence (when compilation of history outsourced)

-           Member Secretary

## Official Secrets Act - 1923

6. All nominated members in the Committee will be governed by the Official Secrets Act1923.

## War/Operations Histories

7. A  compiled  War/Operations  History  based  on  classified records would  bear  the appropriate security classification 'Secret or lower classification'. Once finalised, a copy of said History  would be forwarded to all  stakeholders  in order to draw  relevant lessons. The history should  be  declassified  as  early  as  possible  and  not  later  than  25  years  from  the  date  of compilation.

## Timeline for Compilation/Publication of War/Operations Histories

8. The timeline for compilation and publication of War/Operations Histories would be as follows :-

| Compilation/Publication of War/Operations Histories                                                         | Compilation/Publication of War/Operations Histories   | Compilation/Publication of War/Operations Histories                                                                                                                                                                                                                                                                                                                    |
|-------------------------------------------------------------------------------------------------------------|-------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
| Activity                                                                                                    | Duration                                              | Remarks                                                                                                                                                                                                                                                                                                                                                                |
| Formation of Committee for compiling War/Operations History, and if outsourced, appointment of Chief Editor | 2** Yrs (0-2 Yrs)                                     | - Within 02 years of completion of War/Operations/Military Campaign/Cessation of Hostilities                                                                                                                                                                                                                                                                           |
| Compilation of War/ Operations History                                                                      | 3** Yrs (2-5 Yrs)                                     | - Collection of historical/Operational and relevant non-operational/War Records including interviews of participants and stake holders, etc. - Compilation of War/Operations History. - Vetting of War/Operations History by all stakeholders and other agencies concerned. - Incorporation of suggested changes, editing, and finalization of War/Operations History. |
| Approval and Dissemination of Compiled War/Operations history                                               | 1 Year                                                | - One copy of compiled War/Operations History to be forwarded to all stakeholders by History Division (for official use).                                                                                                                                                                                                                                              |

| Declassification                     | Review every 3 years/ declassification not later than 25 years   | - Review for declassification of the compiled War/Operations History by stakeholders and agencies concerned.                                              |
|--------------------------------------|------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|
| Publishing of War/Operations History | 1 Year                                                           | - Clearance for publication by Services HQs. - Publishing of War/Operations History by History Division, Ministry of Defence (within 1 year of clearance) |

** In case of unavoidable circumstances, appointment of Chief Editor/Formation of Committee for Compiling War/Operations History may be deferred by two more years on the request from Services HQs/HQs IDS. This would result in delay in all the timelines by two years.

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