Page 16 - Bengal Records Manual, 1943.doc
P. 16

Compendium on Acts and Rules


                   58.  Commissioners  of  Divisions,  district  officers  and  heads  of  departments  should

                   keep specially confidential papers in a safe.
                   [N.B.— The head of the office in these rules is the officer who makes appointments
                   in the office, gives leave, etc., i.e., a Commissioner, Collector, District Judge, Head

                   of a Department, Secretary to the Board of Revenue,- etc.. as the case, may be]



                          G.—Arrangement of files and collections of current and recent English
                                                      correspondence.

   Current         59. In addition to the correspondence of the current year, that the preceding one, two, or
   Corresponden    three years (as found convenient.) may be treated as "recent correspondence” and kept
   ce.
                   in shelves 'in the clerk's room for ready reference in charge of a reference clerk.

                   At the end of each year, the correspondence of the year which passes out of the
                   category  of  "recent  correspondence",  for  example,  correspondence  over  three

                   years will be transferred to the record-room, as described below in rules 78 to 82.


                   60.  The  current  correspondence  shelves  should  be  divided  into  compartments.  If  the

   Selves to be    correspondence  of  more  than  one  department  is  kept  in  one  room,  a  convenient
   divided into
   compartments.   number  of  compartments  should  be  assigned  to  each  department,  and  should  be
                   labeled accordingly.



                   61. Every collection should be kept in its proper place in  the  shelves,  and  every
                   file in its proper place within the collection, except when it is in actual use.


   Fly-leaf.
                   62. In every file should be kept a" fly-leaf, i.e., list of the letters which constitute
                   it, an addition being made to the list, as-before directed (see rules 17 and 32-),
                   as  each  letter  is  received  or  issued.  The  form  is  given  in  Form  No.  21,
                   Appendix B.


                   63. The fly-leaf of English correspondence will be printed on stout paper. It will at

                   once indicate in which file any required paper is to be found or that it has been
                   destroyed.

                    64. When a whole file is removed,   otherwise than for dealing with letters newly





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