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'File 1/50 Office Routine' [5r] (9/206)
The record is made up of 1 file (103 folios). It was created in 31 Jan 1945-27 Nov 1950. It was written in English. The original is part of the British Library: India Office The department of the British Government to which the Government of India reported between 1858 and 1947. The successor to the Court of Directors. Records and Private Papers Documents collected in a private capacity. .
Transcription
This transcription is created automatically. It may contain errors.
Bed T - v in the respective registers, thSrough in the same series.
The -e of receipt is first of all entered "boldly in red inlc
right acroso the register and then the various coluiiins are filled
in thus - 14th NovenTber 1944 . (Bed Ink)
Serial Number and Date i'roni whom bulDject. Compilation,
No. » received.
1436 C/848. 21.10.44 P.A., . uscat Outbreak of small- 4/142.
pox in G-wadur.
1437 ±\8(9)-N/44 foreign. Amendment to G,F. 67/1.
2.11.44- New Delhi. JTund Rules.
10. Particular care should "be taken to enter in thC ( appropriate
columns a "brief description of the subject matter o.t the letter or
the telegram, and the compilation. Such entries-as "i'inance
Department Notification", ,s Am©nclment" ? "Office . lemorandum" etc.,
are useless and do not help to identify th^ papers. There are
hundreds of Finance Department Notifications and Office memoranda.
A "bri-ef mention of the subject, such as "Revision of Leave Rules' ,
"Borrowing rate of G-overnment' 1 , "Amendment to General provident
Fund Rules", "Outbreak of smallpox in Gwadur", "Wreck of Fateh
Rahman" , etc., is to "be made. Great care must also "be taken to
fill in in the correct column the compilation i.e., the file on
which the paiDer is dealt with. The record keeper will give this ^
information,' "but it is the duty of the clerk maintaining the Inward
Register to see that the register is complete in every respect.
11. After registration the letters and telegrams are passed on
to the record keeper to "be put up on the relevant files. Before
"beginning to nut up the fresh Receipts the record keeper first
so; -t j out the mails, as there may "be more than one paper for a
prT-'-^.eular file, and certain papers have to "be passed on to other
sections of the office for disposal in their respective files,
viz., Treasury, Public Works Department, Consular Office, Publicity
Section. Telegrams, express letters, bavingrams and such others
as have "been marked "TJrgent i? or "Early" by the officer should t>e
given prior attention. As a general rule, telegrams, express
letters and bavingrams must be put up on the same day on vhich tho^
have been received and other papers within four days ol" their
receiDt. In no circumstances should a paper be delayed for more
than a week before submission to the officer concerned. If for
any reason, papers cannot be put up within a week, such^papers
should be submitted to the officer, with a note explaining the
reason why it is not possible to put them up on the relevant files
and his orders obtained.
12. After sorting out the mails, the record keeper begins to
put up the papers on the relevant files. Every file consists of
two parts; ' one the main body containing the correspondence and x the
other the note sheets appended to the body. In the note -sheets
are recorded the orders on the various papers, and a reading oi
the notes will usually show how and why certain action on. a certain
paper was decided upon.
13. Every letter,-memorandum, telegram, etc., which is placed
in the body of the file as part of the correspondence whether*issue
or receipt excluding enclosures has a serial number. This number
is enclosed in a circle, written in rod ink or red pencil in the
ease of receipts and in blue black ink or blue pencil in the casu
of isbuus, at the top of the first page of the paper. This number
in cire] e should never be written on the left hand top corner ox tne
paper 3 ,s it would be difficult to see once the paper was placed m
the iy of a file.
14. Each serial is entered in the note-sheet giving thie type ca
paper under consideration, i.e., letter, telegrara, memorandum, etc.,
its nufeer and. date^ the name or title of the sender in the case ci
About this item
- Content
The file relates to office procedure, and changes to office procedure following transfer of supervisory responsibility to the Foreign Office.
The papers include a set of notes entitled 'Office Routine', compiled by the officiating Head Clerk of the British Residency An office of the East India Company and, later, of the British Raj, established in the provinces and regions considered part of, or under the influence of, British India. , Bushire, which give guidance on the treatment of all forms of correspondence, registration, filing, referencing, the administrative structure of the Bushire office, mails and telegrams, records, noting and drafting, typing section, forms of letters and memoranda, duties of the Telegram Clerk, and duties of the Despatch clerk, with covering letter suggesting that the notes should be circulated among staff at the Political Agency An office of the East India Company and, later, of the British Raj, headed by an agent. , Bahrain, January 1945.
The file also contains papers relating to specimen forms and letters, April 1948; papers concerning the replacement by the Foreign Office of certain obsolete types of correspondence, September 1948; papers concerning terms to be used in establishing telegraphic priorities, May to June 1949; letter to the Foreign Office concerning the administrative workload of the Persian Gulf The historical term used to describe the body of water between the Arabian Peninsula and Iran. Residency An office of the East India Company and, later, of the British Raj, established in the provinces and regions considered part of, or under the influence of, British India. , Bahrain, August 1949; papers concerning Foreign Office instructions on the use of abbreviations in official documents, including telegrams, August 1949; correspondence from the British Agency An office of the East India Company and, later, of the British Raj, headed by an agent. , Sharjah on how to address certain Foreign Office departments, and the reorganisation of the Sharjah Agency An office of the East India Company and, later, of the British Raj, headed by an agent. 's filing system, October and November 1949; papers concerning regulations for the sending of telegrams, December 1949 to April 1950; correspondence from Cable and Wireless Limited, giving regulations and rates for telegrams, June to December 1950; correspondence concerning Foreign Office instructions laying down official spellings for Kuwait and Bahrain, and the use by the British Residency An office of the East India Company and, later, of the British Raj, established in the provinces and regions considered part of, or under the influence of, British India. , Bahrain of the Hunterian system for the transliteration of Arabic words and names, with the exception of Muscat and Oman, June to August 1950; and correspondence concerning the telegraphic address of the British Agent, Gwadur [Gwadar], November 1950.
- Extent and format
- 1 file (103 folios)
- Arrangement
The papers are arranged in chronological order from the front to the rear of the file. Circled serial numbers (red for received correspondence; blue/black for issued correspondence) refer to entries in the notes at the rear of the file.
- Physical characteristics
Foliation: the foliation system in use commences at 1 on the front cover, and continues through to 103 on the back cover. The sequence is written in pencil, enclosed in a circle, and appears in the top right hand corner of the recto The front of a sheet of paper or leaf, often abbreviated to 'r'. page of each folio.
- Written in
- English in Latin script View the complete information for this record
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'File 1/50 Office Routine' [5r] (9/206), British Library: India Office Records and Private Papers, IOR/R/15/2/1046, in Qatar Digital Library <https://www.qdl.qa/archive/81055/vdc_100026334948.0x00000a> [accessed 25 April 2024]
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Copyright: How to use this content
- Reference
- IOR/R/15/2/1046
- Title
- 'File 1/50 Office Routine'
- Pages
- front, front-i, 2r:58v, 61r:68v, 72r:75v, 78v:102v, back-i, back
- Author
- East India Company, the Board of Control, the India Office, or other British Government Department
- Usage terms
- Open Government Licence