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'File 1/50 Office Routine' [7r] (13/206)
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.
19. The officer records in the note-sheets his orders on the
various p.u.c.'s submitted on the file, which then comes "back to
the office for taking action on the orders passed. If a draft
proved for issue, it goes to the telegram clerk if a telegram,
or the typist to he faired for signature if it is a letter,
muinoranduia, etc 0 Registers called "Outward Begisters'' are
maintained giving full details of all outgoing correspondence
from the office. Separate registers arj /i../ ained for letters
and telegrams and also for letters to the ^mtassy, Tehran, and
Foreign Office, Numbers for telegrams to Tehran are obtained^
from the Confidential Office, who maintain a separate series •
for all telegrams issued to the Embassy, Tehran. Like the
Inward Begister, the "Outward Register" has the foliovmg columns
Serial. No. Sate. Conro ila tion No . To whom sent. Subject.
20. The serial number runs consecutively frcri the 1st January
each year to the 31st December. A new series is opened each
year." All letters and telegrams issuing from the of ^je have a
nunTber. The Telegram clerk, who maintains th3 outward register
for telegrams and the typist who maintains the outward register
for letters must take care to see that all columns are correctly
filled in, and that the compilation and subject matter are
invariably entered.
21. After taking an outward number the typist fa*' rs the
letter for signature in the correct form, viz., official letter,
nemorandum, demi-official, etc. If there are any enclosures to
be attached to the letter, this fact is indicated in the margin
of the letter by a small line typed out againsu the particular
line of the text in which a mention of the enclosure has been
made. The typescript is then checked and* the ofx^ice copy
markec 0/C is initialled by the person checking it. The
references are marked in pencil in the office copy^cefore
sending ut) to the officer concerned. In some offices, and m
\case of the
Political Resident
A senior ranking political representative (equivalent to a Consul General) from the diplomatic corps of the Government of India or one of its subordinate provincial governments, in charge of a Political Residency.
the letters for signature
a- _ .nt up in a signature pad, between separate sheets of
blotting T)aper. The office copy with the below is
placed on the first page, the fair copy in the next page, and
so on. In some cases as in the Main Office jt is customary
to send the file back with the office copy on the top, the
D.F.A. below, the fair copy next, the note-sheets, the p=u.c.
and the current file below in that order, so that the officer
may, if necessary, check the letter before signing it.
22. It is proposed to introduce in this office shortly the
system of using signature pads. Unless the officer asks for
the file to be sent with the fair copy, letters after being
faired will be,sent in the signature pad.
23. After signature, the letter is passed on to the despatch
clerk for despatch. Before despatching a letter, it is his
responsibility to see that the letter oears a number and dc&e,
bears the signature of a competent officer, and that all the
enclosures mentioned in the letter are attached in the proper
order. This means that the despatcher must read evury paper
before despatching it.
24. I must say a few words here about our office, so that
a clear Picture of the despatching procedure is obtained. The ^
Persian Gulf
The historical term used to describe the body of water between the Arabian Peninsula and Iran.
Besidency is a
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.
as far as the Arab littora..
is concerned, and a Consulate-General in Persia. The jieadquartei
is at Bushire. The Besidency is directly under the External
Affairs Department of the Government of India for administration
though under the
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.
for matters of policy on the Arab
side and the Embassy for affairs in Persia. _ Some Consular
matters are disposed of direct with the foreign Office. .^herc
aru six sub-offices attached to the Besidency
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' [7r] (13/206), British Library: India Office Records and Private Papers, IOR/R/15/2/1046, in Qatar Digital Library <https://www.qdl.qa/archive/81055/vdc_100026334948.0x00000e> [accessed 16 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