Video Conferencing in Disciplinary Inquiries: Railway Board Warns Against Procedural Lapses

The Railway Board has cautioned all Zonal Railways, Production Units and Railway Institutes to strictly follow the prescribed legal procedure while conducting disciplinary inquiries through video conferencing, warning that any deviation could render the entire proceedings invalid.

In an important circular issued on January 14, 2026, the Ministry of Railways reminded disciplinary authorities that inquiries conducted through digital modes require prior written approval of the Disciplinary Authority (DA) and must comply with the amended Railway Servants (Discipline and Appeal) Rules, 1968, and the newly notified regulations governing video-based inquiries Conducting-DAR-inquiry-through-….

Amendment to Rule 9 Enables Digital Inquiries

The advisory follows the amendment to Rule 9(2) of the Railway Servants (Discipline and Appeal) Rules, 1968, notified through GSR No. 286(E) dated May 22, 2024. The amendment allows disciplinary inquiries to be conducted fully or partially through video conferencing in exceptional circumstances such as pandemics, natural calamities, or when the Disciplinary Authority records reasons in writing justifying the use of digital mode.

To operationalise this provision, the Railway Board also notified detailed regulations through GSR No. 287(E) on the same date, laying down the procedure for conducting disciplinary inquiries through video conferencing.

Inquiry Declared Invalid Due to Lack of Approval

The Railway Board disclosed that in a recent vigilance-related disciplinary case, the Railway Inquiry Officer (RIO) conducted the inquiry through video conferencing without obtaining prior approval from the Disciplinary Authority. The Secretary, Railway Board subsequently ruled that both the inquiry proceedings and the inquiry report were not legally tenable, forcing the Railway administration to order a de novo inquiry.

“This resulted in the entire disciplinary process becoming a futile exercise,” the Board noted, adding that similar procedural lapses have been reported in a few other Zonal Railways as well.

Review of Ongoing DAR Cases Ordered

In light of these developments, all Railway administrations have been advised to review ongoing disciplinary (DAR) cases and ensure strict adherence to the amended rules and regulations whenever video conferencing is used.

The Board has also directed that the guidelines be explicitly brought to the notice of Disciplinary Authorities and Railway Inquiry Officers every time a disciplinary proceeding is initiated and an Inquiry Officer is appointed.

Detailed Regulations Prescribed

The Railway Servants (Conduct of Disciplinary Inquiry through Video Conferencing) Regulations, 2024 prescribe comprehensive safeguards, including:

• Use of designated video conferencing software approved by the Inquiry Authority
• Appointment of a Co-ordinator at the remote location
• Verification of identity of all participants
• Audio-visual recording and secure preservation of inquiry proceedings
• Proper documentation, digital signatures, and daily order sheets
• Ensuring absence of unauthorised persons at remote points

The regulations aim to maintain transparency, fairness and legal sanctity while leveraging digital technology for disciplinary proceedings.

Approval at the Highest Level

The January 14 advisory has been issued with the approval of PED (Vigilance) and the Chief Vigilance Officer, Ministry of Railways, underscoring the seriousness with which procedural compliance is being viewed.

Railway employees and officials involved in disciplinary matters are advised to familiarise themselves thoroughly with the amended rules and regulations to avoid avoidable delays and invalidation of proceedings.

View Railway Board Letter: