ABSTRACT
The ink is most important medium for writing. There are many types of inks thus there are many formulae for its preparation. Different inks and different colour inks are used in writing for communication by the people. It gets more and more importance when the ink or a particular color of ink is used in the government office. The kind of ink is most important because of its durability, color and showing some specific marks. In government offices, the use of different colours of ink by officers is more than just a matter of personal choice. It is a part of official protocol that serves important administrative, legal, and organizational functions. Different ink colours help to distinguish between various levels of authority, stages of processing, and types of remarks. By standardizing ink usage, government offices ensure clarity, accountability, and ease of record-keeping.
Keywords: Ink, Ink-colours, Government Office, hierarchy.
DEFINITION OF INK
In 1890 two German ink chemists, Schluttig and Neumann wrote a most important Book on Iron Gallotannate Inks . There are general definitions of Ink, which are given as under:-
1. Ink is a clear, filterable solution, not a suspension;
2. Ink is mobile and keeps for a considerable time, that is, it flows easily from the pen, and neither clogs, drops off, nor spreads on the paper.
3. Ink has good keeping quality in glss, that is, in the inkstand it forms-
4. On good pen it forms only a slight varnish-like smooth coating, but not a loose, crusted one.
5. Ink has no pronounced odor,
6. Ink is not too acid and does not penetrate through good paper.
7. Ink has intense colour, which does not become paler nor bleach out entirey in the iquid or on paper.
8. Ink gives writing that is not sticky after drying .
Every good ink should have all these qualities which are mentioned in the above definitions, both in writing or combined writing and copying. For a certain imperishable records the ink must contain iron .
GOVERNMENT RECORD INKS
In U.S.A, initially the gum Arabic (Acacia) was used in preparation of inks. Later on about 1930 the commonwealth has decided to leave the gum Arabic and excluded it from formula. Years ago there were no standards for ink. Later on formulae were developed by passage of time and experiments. Dye was included in the preparation of Ink. It gave a good colour to the writing. After long studies following kinds of ink formulae developed.
i. Ferric Sulfate ink Powder
ii. Ferrous sulfate ink Powder
iii. Concentrated iron gallate ink (it does not make ink powder due to sulfuric acid)
FOUNTAIN PEN INKS
It is generally believed that fountain pen ink has some special properties which other inks does not contain. But such proposition is not true. Any ink that is reasonably from sediment that clog the pen, sufficiently fluid and not evaporate quickly, does not leave crust in the point of the pen, can be used as fountain pen ink.
AGING OF WRITING
The behavior of iron inks on paper is so important that it deserves to be discussed. The inks change their color by passage of time due to oxidization of iron contents. The inks contains acid usually get deep colors with delay, particularly in diffused day light. The passage of time changes the color of writing as the Ferrous Iron converts into Ferric Iron due to oxidation. Where a record ink is used it may last for centuries. The ordinary ink may last upto 40 or 50 years depending upon dye used in it and other contents. The fluidity of ink, absorptiveness of paper quality, the kind of pen point, heaviness of the hand of the writer and quantity of the ink, play important role in the aging of the writing and ink. The dating of a document is also considered from the changing colours of ink due to passage of time.
RESTORATION OF FADE WRITING
As earlier discussed hereinabove, the ink containing iron can be restored even after fading. The stroke leaves behind the iron particles on the trace of the letters.
HISTORICAL BACKGROUND
The practice of using different colour inks in official correspondence and record-keeping dates back to colonial administrative systems, where it was crucial to maintain order in voluminous paperwork. Over time, these conventions evolved and were formally adopted into the rules of business and office procedure manuals in many countries, including Pakistan, India, the United Kingdom, and others.
COMMON COLOURS AND THEIR SIGNIFICANCE
While specific rules may vary slightly between jurisdictions and departments, the general pattern is as follows:
• Blue Ink:Primarily used by officers for routine correspondence, notings, and signing. Blue ink distinguishes original documents from photocopies (which often appear black and white). It is the most commonly accepted colour for daily and routine official work.
• Black Ink:Reserved for printing, formal signatures on important documents (such as gazette notifications), and recording final decisions. Black ink symbolizes formality, seriousness, and finality. Black color ink is resistant to fading and aging, hence used in legal documents so that the age of colour of ink may last for long time period. It is also used for historical data recording and administrative records.
• Green Ink:Traditionally used by senior officers (such as Secretaries, Heads of Departments, or Ministers) to make comments, give approvals, or issue directives. It visually separates their input from that of all their subordinate officers. It is also used to communicate the environmental related issues. Green ink is sometimes used for corrections of minor errors in the documents deemed to be a low tone communication of errors.
• Red Ink:Often reserved for urgent or critical matters. In file notings, red ink is used sparingly, mostly to highlight serious issues, observations from audit teams, or special committee remarks. It is commonly used in the legal jurisdiction for corrections, spelling mistakes made in any document. It also indicate prompt rectification of contents of a document. Government officials use red pen to review, give feedback on certain reports. Dissent is also noted with red pen during any meeting of the government office. Red ink is used in adverse remarks in the annual reports or personal files of government officials by their head of departments or competent authority. It is also used for rejection of or cancellation of a document etc.
• Other Colours: In some specialized offices (such as audit departments, police, or courts), purple or other colours might also be used for specific purposes, but these are rare and based on departmental instructions.
PURPOSE AND ADVANTAGES
• Clarity: Different colours make it easier to identify who wrote what, and at what stage.
• Authority Distinction: Helps in recognizing remarks made by higher or lower-ranking officers.
• Urgency Marking: Red ink, for example, immediately signals a need for urgent attention.
• Preventing Forgery: Helps distinguish original documents from copies and reduces chances of tampering. It prevents fraud and tempering the documents.
• Efficient Filing and Auditing: Facilitates easier reading, reviewing, and auditing of official files and records.
• Detection of fraud: In case of tempering the expert can easily locate the tempered writing/ ink by its aging, fading, colour difference and type of ink used by originally and tempered one.
OFFICIAL GUIDELINES
Many government departments issue circulars, office memoranda or Standard Operating Practices (SOPs) prescribing the correct use of ink colours. For example:
• Officers of Grade 17 and above may use blue or green ink.
• Officers below Grade 17 are directed to use blue ink only.
• Use of red ink is typically restricted to marking urgent items and must be done under specific instructions. Or giving adverse remarks etc by higher authority to lower officials.
• Black ink is used when preparing documents for publication or for judicial records which is expected to be used for years to come.
Non-compliance with these protocols can sometimes lead to the rejection of a document or require its resubmission, especially in sensitive matters in some jurisdiction. No such rules or law is in vogue in Pakistan that on use of certain color any officials is punished or inquired upon. Such practice is not common in Pakistan.
MODERN DEVELOPMENTS
With the growing use of digital documentation and electronic signatures, the importance of ink colours has slightly diminished in some areas. However, in traditional paperwork, which remains the backbone of government offices in many countries, ink colour regulations are still observed.
CONCLUSION
The disciplined use of different coloured inks in government offices reflects the order, hierarchy, and seriousness with which public administration functions. It ensures clarity, accountability, and traceability in official business. Officers must remain mindful of these conventions to maintain the professionalism and legal sanctity of government records.
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