Kashmir files, Kerala files, Bengal files, and now, Epstein files. I’m deeply dismayed by this intrusion of filmmakers and others into what is strictly a bureaucrat’s domain.
A file is a sacrosanct thing, built carefully and nurtured assiduously with a bureaucrat’s blood, sweat and tears. You take the files away from a bureaucrat, you’re committing “sar tan se juda” (segregating the head from the torso).
I didn’t know the layers of meanings attached to things around files. For me, a file merely meant a folder with papers inside. I joined my first posting in the IPS after my predecessor and the SP had a falling out. Shortly after, an Inspector asked me to recommend a reward for him for some good work. When I told him that this was already done by my predecessor, he said that ALL my predecessor’s recommendations, good, bad or indifferent, had been “filed.” I couldn’t understand then but later learnt that something “being filed” meant that it was buried six feet under, never to be found again.
A file is not exactly an immaculate conception, i.e., a Babu doesn’t just produce it out of thin air. It starts with an FR, i.e., a Fresh Receipt, a fresh paper received by the Babu. He labels it a PUC, i.e., a Paper Under Consideration for the first time and on later occasions on the same matter as FRs. There is then a mysterious entity called a DA (Dealing Assistant) who puts the PUC to file and pen to paper to “initiate” the file. This is a critical thing. In 90 % of the cases, the final fate of the PUC depends on that first “noting.” After the noting, the DA puts his signature below and the file starts its laborious trudge upwards.
Each one on the food chain, the Section Officer (SO), the Asst Secretary (AS), Deputy Secretary (DS), Joint Secretary (JS) and so on puts in his “valuable” inputs and his signature until it reaches the Secretary or the Minister or whoever is the Competent Authority (CA) all of whom put in their deliberations and signatures. At each stage, a lot of very peculiar words get added in the “notings” – PUC (Paper Under Consideration), FR (Fresh Receipt), supra, FPP (From Previous Page), FN (Forenoon), AN (Afternoon), SFA (Submitted for Approval), SFKA (Submitted for Kind Approval), NFA (No Further Action), draft, redraft, re-re-draft of U.O. (Unofficial letter), Letter, Memo, Self-contained proposal and so on. The file can be Master file, Linked file, Single File System (SFS), Reference File and so on. During one of my assignments, the only contribution my boss used to make was to substitute my name in the draft letter by his – that was all.
In a classic case, one such file landed up on the desk of Lord Curzon who went through the various outpourings by various officials along the chain. He wrote, "I agree with the gentleman whose signature resembles a squiggle." It is believed that that is how the Victoria Memorial got built in Calcutta.
After the approval, again the file travels majestically down that food chain until the same DA takes the final action.
When I became a boss, the subordinate staff realised that the easiest way to get me to “approve” anything inconvenient was to put up the notes in Hindi. The Hindi used in these files is a formidable language. Thus, I’m not a PhD but a Vidya Vachaspati; post-retirement, I became a Ghumakkad Pradhyapak (Visiting Professor). I’ve invested in Pradhan Mantri Vaya Vandana Yojana. The file notings in Hindi include terms like Apariharya (Unavoidable), Anveshan (Investigation), Adhisuchna (Notification), Vinirdisht (Specified), Anirneet (Pending), Aabantan (Allotment), Agrasaarit (Forwarded). When I caught on to this, I started writing “Please discuss” or “Please attach an English translation.” That put paid to that particular stratagem.
The files themselves have certain labels, Immediate, Urgent and Priority, depending on whether the DA can sit over it for a week, a month or for eternity, respectively. Then the files and the outgoing letter, U.O., etc. have classifications like “Restricted,” “Confidential,” “Secret” and “Top Secret.” The rules of this classification itself are classified by the Ministry of Home Affairs so I’m not reproducing them here. However, Department of Defence Production (DDP) has given their version on their website:
“TOP SECRET” shall be applied to information and equipment, the unauthorised disclosure of which could be expected to cause exceptionally grave damage to the National Security or national Interest.
“SECRET” shall be applied to information and equipment, the unauthorized disclosure of which could be expected to cause serious damage to the National Security or National Interests or cause serious embarrassment to the Government in its functioning.
“CONFIDENTIAL” shall be applied to information and equipment, the unauthorised disclosure of which could be expected to cause damage to National Security or could be prejudicial to the National Interests or would embarrass the Government in its functioning.
“RESTRICTED” shall be applied to information and equipment which is essentially meant for official use only and which should not be published or communicated, to anyone except for official purpose.
BTW, as per rules, all notings in these files can only be in blue or black ink, except the final approval or refusal thereof, which can be in red.
I once found a food recipe book marked “Restricted.” I wonder what devastation will be caused if it falls into wrong hands. Maybe, someone, somewhere will produce a more efficient babu to deal with PUCs.
The replies to the PUCs have deeper meanings. “Under consideration” means, “We’ve lost the file/ paper.” “Under active consideration” means, “We’ve lost the file/ paper and are trying to find it.” “Filed” means it’s a dead letter/ issue.
Now there are all these files without our being
able to put in PUCs, FRs, FPPs, NFAs and our squiggles and we are really chagrined. One
of us, Mr. Hardeep Singh Puri has made it into the Epstein Files and the rest of us are all
filled (filed?) with envy.











