Page 5 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

III.-Index Register of English correspondence. (No. 62.) Form No. 11. .

The forms of these registers* are annexed, in Appendix A.
9. Ordinarily each of the departments mentioned in rule 7 will keep its own set of Division of
registers
registers, "and its own series of numbers.
into
departments.

10. Departments in which the correspondence is large should indent for Loose
sheets of
registers. 60, 61 and 62 in bound volumes of 400, 200 or 100 pages. But
register
departments with a smaller - correspondence should use a typed flap-heading forms or
bound
and indent for a loose sheets, without headings, but ruled properly. The required volumes to
be used.
number of sheets should be bound in red kharua cloth. "When these kharua-

bound volumes are in accordance with rule 78, consigned to the record-room the

Record-keeper, as soon as a sufficient number of volumes relating to a
particular department has accumulated, "shall, after taking out the blank
pages, if any have them rebound into a volume of suitable size. On the back of

each such volume he WILL paste a label showing the departments and the years
to which the contents relate.

11. In large Offices it is sometimes found convenient to subdivide each department,
Subdivision
of Registers so that each of the officers with whom much correspondence is carried on may
of each
have his own registers and series of numbers; but this will rarely be necessary.
department.

12, The Index Register No. 62 (Form No. 11) WILL BE divided into "collections”.

The subjects of existing files are first entered with their new serial number, and
ample space is left for entering-new files as they arise. The amount of space

so left will depend on the probable number of new files, but should never be less
than half a page or each collection. The arrangement of records of current
correspondence on the racks or in the almirahs in the English office will be in

collections exactly corresponding, with the collection title entered in the register.
Within the collection the files should be kept according to their serial order
within their collection.

B-Treatment of fresh letters received.
13. All correspondence received will be opened by the Collector or some other

responsible officer to be deputed by him for the purpose. When the letter or

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