Govt to launch colour-coded system to speed up pending files

THIRUVANANTHAPURAM: The government is introducing a colour-coded system to decide the order of priority for clearing pending files. Despite the Chief Minister’s active interest, file processing continues to be slow, and even files recommended by ministers are not moving forward. In this situation, the government has decided to bring in a new system.

Under the new plan, colours will be assigned to files based on their urgency. Files will be categorised as those suggested by ministers, those of an urgent nature, those involving financial matters, those requiring cabinet decisions, and those related to humanitarian issues. Officials must clear files according to their colour priority. Each colour category will also have a fixed time limit for completion. The government will modify the e-Office software accordingly.

In the Secretariat, less than 30 percent of the new files opened each month are completed within the same month. Only about 8 percent of older files are being cleared. It is hoped that the new colour-coding system will improve this situation. The government believes it will help prevent officials from bypassing priority and taking up the files of influential people first.

E-file system background
The Secretariat switched to the e-Office system on March 5, 2014. During Jiji Thomson’s tenure as Chief Secretary, the system was extended to various secretariat departments, collectorates, and directorates. Although this made file processing easier, it did not bring much improvement in the disposal rate, which, the government says, depends largely on employees’ willingness to act.

Pending files

• In 2013, when Chief Minister Oommen Chandy launched the public outreach program, there were 11.45 lakh pending files.
• In 2019, under Chief Minister Pinarayi Vijayan, the number had risen to 12.14 lakh.
• After the Covid pandemic in 2022, it peaked at 17.45 lakh. The current number of pending files stands at 12.43 lakh.