The revelation surfaced during a hearing before the Central Information Commission which was adjudicating a matter related to the Union Culture Ministry.
"The Commission finds that key records of sanction and payment of Rs 2.5 crores to Vinay Dhumale for production of a movie on Bal Gangadhar Tilak is missing and except for some oral statements by the CPIO and Deputy Secretary, there is no record present of who held the files," Information Commissioner Sridhar Acharyulu noted.
The case related to V R Kamalapurkar who had filed an RTI application with the Culture Ministry seeking to know the records related the film on Tilak which was sanctioned in 2005.
The ministry officials told the Commission that Rs 2.5 crore was given to Dhumale, a producer, to make the film but it was never made.
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Nirmala Goyal, a Deputy Secretary, saidthe ministry was able to find out about this embezzlement only after the RTI application was filed by Kamalapurkar in 2011.
Central Public Information Officer of the ministry, Arnab Aich, an Under Secretary who was also present during the hearing, said the matter was referred to the CBI for inquiry but the final report is awaited.
"The file containing the details of the film project, sanctioning of the project and the officers involved in the monetary transactions was not traceable in the record room of the erstwhile Commemoration bureau (of the ministry)," he told the Commission.
"The officers could not show any document reflecting their efforts, if any. The representation of the officers led the Commission to understand that the public authority has not made up any case against any officer or found anybody responsible for last custody or the loss nor they filed any FIR regarding the missing file," Acharyulu pointed out.
Pulling up the ministry, he said it was surprising that it sanctioned Rs 100 crores for celebration of Golden Jubilee of Indian Republic and released Rs 2.5 crores to a person for making a movie on Bal Gangadhar Tilak but "simply ignores its responsibility of following up".