When all the work was left and ‘ink war’ broke out in the offices, the bureaucracy remained entangled in the British rules for the whole year

An interesting example of how deep and sometimes surprising the roots of rules can be in India’s administrative system is the controversy over the color of ink. This case, which started in the year 1999, kept going in and out of the files for 13 months. Many big ministries and departments of the country were involved in this long dispute, whose job was only to decide which government officer would sign or notate the file with which color ink. Let us understand this entire incident.

Dispute started with two officers

This whole controversy started in the year 1999. Two junior level officers posted in the Ministry of Steel used red and green ink on their files instead of the normal blue ink. As per the tradition dating back to the British era, the use of red and green ink was reserved only for senior officials. In such a situation, the use of this color by junior officers was considered a big administrative mistake. After this, it was not taken as just a simple correction, but it was decided to conduct a complete investigation and prepare a long file on it.

The matter reached from administrative reforms to the Defense Ministry.

Within no time this small incident turned into a big official controversy. To resolve this matter, files started being sent from one ministry to another. Starting from the Steel Ministry, this file reached the Defense Ministry, Department of Administrative Reforms, Directorate of Printing, Department of Personnel and Training (DoPT) and even the National Archives. Every department had to give its opinion and expertise on this matter. The matter which could have been resolved in a few minutes, remained entangled in the complex corridors of Indian bureaucracy and the movement of files continued for months.

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Long discussion on the age and history of ink

During this 13-month long dispute, different departments considered this in their own ways. The Directorate of Printing examined the durability and quality of ink of different colors. The National Archives gave its opinion from the point of view of preserving government documents for a long time. The Defense Ministry cited military hierarchy and historical traditions on this. When this matter reached the Department of Personnel and Training, they sent it back only by writing on the file that this is your manual, so you will have to take the decision. Despite this, no final decision could be taken immediately.

Rules were made to increase the age of files

In fact, the rules made in the Indian bureaucracy regarding the colors of ink were directly related to the British period. During the British era, government files were sent from India to England. To ensure that the words and signatures written on documents remain safe for a long time and do not get erased, different colors of ink and their quality were decided. Additionally, the British created a hierarchy of colors to maintain administrative control and recognition of rank. Senior officials were given red and green ink so that their comments stood out in the file, while junior level officials could only use blue or black ink.

Blue ink only for junior officers

After 13 months of heavy brainstorming and exchange of files, a conclusion was finally reached. In this decision, the same old administrative system and dignity of office which was prevalent since the British era was again upheld. It was decided that junior officers would use only blue or blue-black ink. The reasoning behind this was the longevity of the documents. On the other hand, the privilege of red and green ink was completely reserved for senior officials. In this way, instead of making any changes in the system after months of brainstorming, the old practice was carried forward.

Changes in government rules

After this long controversy was settled, regular changes were made in the ‘Manual of Office Procedure’, the book on the working methods of government offices. In its paragraph 32(9) it was clearly written that red and green ink can be used only by officers of Joint Secretary level and above, and they too will use it in a very limited manner. However, after this another clause was added in paragraph 68(5) which said that now modern methods of saving files have come, so there is no worry about the age of the ink and any color can be used. Despite this contradictory rule, old habits remained the same in government offices.

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