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'File 1/50 Office Routine' [‎55v] (110/206)

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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

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5. It has become increasingly necessary that the contents ot
Foreign Office telegrams and other documents should be communi
cated to United States officials in the course of daily work.
Moreover it has undoubtedly become the practice in certain posts,
and in certain Departments of the Foreign Office, actually to show
Foreign Office telegrams and other documents to Americans,
and on occasion to give them copies. This relaxation of the
normal Foreign Office rule applies in varying degrees in different
parts of the world. It is frequent in such places as Washington,
Germany and the Middle East, less frequent though not unusual
in certain Departments in London.
6. In order that practice and procedure may be uniform and
uenerally known throughout the Foreign Service, 1 think it desirable
To lay down the rule that Foreign Office telegrams or other
documents may normally only be shown to United States officials
after their contents and possible repercussions have been carefully
considered by Heads of Departments in the Foreign Office, or by
Heads or Acting Heads of Missions or by officers in charge of
Consular posts. In large posts, however, responsibility for deciding
whether documents may be shown to United States officials may
be delegated to specified officers. In the great majority of cases
it should be possible to give the necessary information to United
States colleagues without actually showing the text of telegrams
or other documents and the latter should only be done when it
is really necessary, to save time or for some other reason.
7. Where other Government Departments or the Services
are concerned, the final sentence of the quotation from the Inter-
Departmerltal instructions (paragraph 1 above) will apply.
Originators may thus be confident that their telegrams and
despatches will not be seen by Americans save in exceptional
circumstances, when discretion will be carefully exercised, or
authority obtained. , . • . ,
8 Originators may, however, in future mark their telegrams,
despatches or letters with the word " Guard," if there are special
reasons why the contents should not be passed to Americans in
any form, whether orally or in writing. Alternatively, it may
be possible for the originator to include a short paragraph indicating
which portions of the telegram or despatch should not be disclosed.
In either of these cases, the document, or alternatively the passages
which have been indicated, will not be passed on to Americans
in any way without reference to the originator, whose agreement
must first be obtained. If the code-word " Guard " is used in a
telegram, it must be included at the beginning of the text and
encyphere circular Telegram No. 2 of 1944 is cancelled.
10. A similar circular has been addressed to His Majesty's
Representatives (as No. 033).
I am.
Sir,
Your obedient Servant,
ERNEST BEVIN.

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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
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'File 1/50 Office Routine' [‎55v] (110/206), British Library: India Office Records and Private Papers, IOR/R/15/2/1046, in Qatar Digital Library <https://www.qdl.qa/archive/81055/vdc_100026334948.0x00006f> [accessed 28 March 2024]

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