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'File 1/50 Office Routine' [10r] (19/206)
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.
issuad are then docketed iri "blue-Mack ink under the correct
serial number as explained a'bove, the forward reference is
marked as also the referencescited in the telegram, and then
filed in the "body of the file. Before putting a file "back
in its proper place the Record Keeper reads through the notes
carefully to ensure that action has "boun taken on all the p .u.c.s,
that action has teen taken on all orders passed; that the
correct serial number, page number, referencing, etc., are given;
and notes in his diary the date on which the file is to he resub
mitted, if such an order has "been passed,
33, The telegram and despatch clerks also maintain a reminder
register. The number, date and compilation of all issues
(telegrams or letters as the case may "be) are entered in a
register, and one week in the case of telegrams and approximately
a month in the case of letters are allowed for a reply; 1 if no
reply has "been received a list of such files is given to the
Record Keeper to enable the reminder to issue.
34. This is a rough outline of the way in which correspondence
is dealt with here. It is the same in all the offices in the
Gulf though perforce there are variations in details to suit
local conditions.
35. Speaking individually of the different sections in the
office, there are certain checks which each section must oxercise
in the performance of the duties of that section.
36, .
This is the most important section of the office, as the
whole structure of the office is "based on records. If the
records are properly maintained, and previous papers on any par
ticular subject are easily made available, it is easy for the
officer concerned to decide on the proper coursu of action. Time
spent on embellishing the records of an office, in perfecting
the manner in which th.; records are maintained is time well and
usefully spent, though the real advantage of good record keeping
may not hv. apparent for several years. A proper index register
of the files kept in the Record Room is/essential. The following
are some of the routine checks which a record keeper must exercise
when putting up a paper.
(i) He must see that the paper has been registered; bears
the office stamp, the'inward register number, and
that it has been initialled bytte officer.
(ii) He must satisfy himself that the file on which he is
putting it up is the relevant file.
(iii) That a p.u.c. slip has been pinned to it,
(iv) That the correct serial number has been entered on it
in red enclosed in a circle,
(v) That ALL the references have been marked, and that all
the relevant files have been put up.
(vi) That in cases where a linked file also reouires some
action to be taken, a slip to that effect is pinned
to the top latoito file.
(vii) That the pages of the file have bee 1 " correctly numbered.
(viii) That forward referencing has been made.
(ix) That the note-sheet paragraphs have been correctly
numbered.
(x) That all the p.u.c. 9 s are entered in proper sequence
in the note-sheets, and
/ (X3. / , , , . .
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' [10r] (19/206), British Library: India Office Records and Private Papers, IOR/R/15/2/1046, in Qatar Digital Library <https://www.qdl.qa/archive/81055/vdc_100026334948.0x000014> [accessed 19 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