Page 18 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

every collection and file of the year just ended must be gone close of through and

examined.

69. All the finished and completed files of the year just ended must be transferred to
Printed Slip
for files. the rack assigned to the correspondence of the first year of recent correspondence.
Form NO. 29.
Similarly, the files of the first recent year must be transferred to the rack for the
second year and those of the second year to the rack for the third year.

70. As regards the correspondence of the year just ended, pending all the pending
files, i.e., files in which correspondence is not completed, will ordinarily be

retained with the files for the new year, their places in the original collections
being taken by the printed slip for pending files, Form No. 29, Appendix B,

properly filled up and completed. The separation of such files from the collections,
of which they originally formed a part, will be final. For the purpose of tracing them
in future, a note must be made at once against the entry relating to such files

in column 4 (remarks) of the Index Register No. 62 that "File No. -------has been
transferred to and has become file No. ---------- of collection No.----------of the year ---.'
Similarly, in column 4 (remarks) of the Index Register No. 62 of the new year a

note will be recorded showing the old number of the previous year.

71. The files will be treated in every respect as files of the new year and fresh

letters received and issued will be given serial numbers in continuation of the
last number in the file so transferred.

72. When, however such files are already bulky, the transfer need not be made,
and a new file may be opened for the new year starting with a fresh serial
number. In such cases the previous year's file will be tied up with the'

new file so long as required, a removal slip being kept in its place as provided
in rule 65. When no longer needed, it will be restored to its place in the

collection of the year to which it belongs.

73. If at any time a matter is reopened, the file in connection with which has

been transferred either to the first, second or third year's recent
correspondence or to the record-room itself, the procedure in rule 72 should be

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