Page 10 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

27. Assign the serial number to the issuing letter as for letter, received, vide rule 17.

28. In the fair copy, fill in the number of the letter, e.g., No. 7O7R.S./XII—3—19 (which
means letter No. 707 in Register No. 61 of the Settlement branch of the Revenue

Department, Collection No. XII, file No. 3, serial No. 19). The docket stamps on the fair
copy must be left blank, for the use of the receiving office.

29. Date and despatch of the fair copy.

30. "Write the actual date of issue on the draft, below the date of letters and place it in its
proper place at the top of the file.

31. Fill up column 11 (No. and date of reply) in the "Register of letters received",
opposite the letter, if any, to which the outgoing letter relates.

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32. The above operation having been completed, the clerk in charge of the record
will enter the newly-issued letter on the fly-leaf and return the file to its proper place in

the collection to which it belongs.

Entry of 33. In column 6 of Register No. 60 and column 4 of Register No. 61 the subject of the
subject of letter received or issued should be entered with the utmost conciseness consistent with
letter.
clearness as to what it relates to. On no account should an abstract of the letter be

given. The entries should very seldom state more than is given in the specimens in
Forms* 9 and 10 in Appendix A. In many cases indeed it may suffice to enter merely the

"file-subject".

34. It happens, not unfrequently, that orders or reports, in the course of communication,
Number of
type written through the official channels, to the officers for whom they are ultimately destined, are
copies to be copied and recopied in every successive office they pass through. As typewriting
prepared.
machines are now in general use, a good deal of time .and labour would be saved, if-the
issuing officers prepared and transmitted, with the original-type written orders or reports

the necessary number" of typed copies for the offices which they will ultimately reach.

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"Reference clerk in the current record-room.

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