'File 1/50 Office Routine' [‎6r] (11/206)

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receip rn ^n ( i the name or tiule of the addressee in the case of
issues, ihe numlDer o.f the serial enclosed in a circle is given
lairneoj aly -.T dovc the entry in red ink and issues in mue-black
ink. us 'ocess is called docketing.
^^• Sver.v letter or - tele^raio, etc., suloiuitted, i.e., the "paper
under ccm:;:u. ration (p.u.c. j has a "Paper Under Consideration"
fcS p: ^ nne(i 1:0 "the top of the first page and has the serial number
i il' e ' ■ jr ? a cn it in red enclosed in a circle and the necessary
docket entry is made in the note sheets ~ ~
o rr
? ^ • o • ?
(56) (red ink)
Let jer i\'0. C/858 dated 8/11/44 from P.A. s Bahrain,
^^thej/e is i-iore than one .p.u.c. each of the i is docketed
separately under separate serial numbers and have p.u.c.' s II tds
pinned to them. The Record Keeper reads through each p.u.c'.
carefully and all the references cited therein are marked in
pencil giving the correct serial numher or page number. In some
cases a reference cited may not have "been received in the office
in that event, the words "Not Received''' are written in pencil
against tho.t reierence. All references are to "be entereo either
on the top, "bottom or right hand margin of the letter, and are
not to he written in the left hand margin as they cannot "be clearly
seen when the paper is filed. Any other reference relevant to
the p.u.c. is also put up.
17. The p.u.c. is then submitted with a concise and clear note
referring to previous correspondence suggesting the action to "be
taken and wherever possible a draft is put up ror approval. The
paragraphs of the note-sheets are numbered in one series and
irrespective of the serial numbers. At the bottom of each note
should oe written (±Yom N/para x). This indicates to the person
to v,no.; the note is submitted where he should begin reading. The
noto is then initialled and dated (giving the date, the month and
the yearj at the right hand side, and the designation of the person
to whom the note is submitted is written on the left, i.e., S~.(for
Secretary) T.O. (for Treasury Officer) a.S. (for Executive Engineer)
A.R.o, vior Assistant ivosidency Surgeon) etc. Every draft submitted
must have a "Draft for Approval" ( jj.i T.A . ) slip pianod to the top of
the first page. If more than one draft is submitted they are marked
i)ci ,A. I, 11, D.P.A. Ill, etc., to facilitate identification.
to jo clearly shown in the D.x.A. whether it is a letter, memo
randum, Demi-official, etc., or if a telegram in what code it is to
issue. Generally speaking a letter is replied to by a letter, a
demi-official by a demi-official, a telegram by a telegram, but,
discretion should be used and the Question of urgency must always
be considered. All references cited in the draft are oarked in
pencil.
18. When a file is submitted, papers etc. are placed in the
following orders-
(Top)
Books, maps, photographs, etc.
Note sheets.
Papers under consideration (in proper order)
Draft(s) for approval.
Current file.
rile(s) for reference.
(Bottom)
Sometimos it happens that for the disposal of a p.u.c. in a certain
file, it is necessary to link another file, which itself has some
p.u.,c t s for disposal. In such cases a yellow "Please see Linked
File" slip is pinned to the file board of the too file. This
indicates to the officer that some action is called for on the
linked file also. . It is not necessary to pin the "Linked Pile"
slip if the other file is put up only for reference and no action
is called for therein; it is just placed bole . the current file.
/i9. The