Page 55 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

decision to the public officer concerned before the date fixed for the production of the

document.

Pending work 198. A statement should be prepared for and hung up in each record-room showing
in record-
room. item by item what remains to be done to put such' record-room in proper order—omitting
structural alterations, and against each item should be noted the approximate date when

the work is expected to be completed.

How to 199. A statement should be prepared and hung up in each record-room showing briefly,
trace
documents. but accurately for each class of documents to be preserved permanently, what has to be
done in order to get a specified document of that class. For example—

English correspondence—Wanted a particular file collection of a particular year:—
(a) Get Register No. 57—Register of Registers to be preserved permanently, in which

the registers are entered by departments.
(b) Look at the index and find out the number of the page on which Index Register of

the English office or Excise office, etc. (as the case may be), is entered. There the
Index Registers are entered in chronological order.

(c) Find out the entry in the Index Register of the year in question, and against it will be

noted the number of the press rack and shelf on which it has been placed.

(d) Go there and take out the register, and on its outer label you will find noted the
number of the press, rack and shelf on which the correspondence referred to in the

Index Register is stacked. There the correspondence is arranged in chronological order.
(e) Go to such shelf and get the file needed.

Arrangement 200. All registers, books, etc., should, so far as possible, be arranged vertically and in
of registers
and use of chronological order, and not horizontally, and, each should be labeled on the back of the
iron covers with a number corresponding to that against which it has been entered in
supports.
Register 57 or 57A. Where a shelf is devoted wholly or to some considerable extent to

registers, it is necessary to relieve, such registers from the lateral pressure which the
mass exerts. For this purpose vertical battens or double-twisted thick wire, or iron
supports should be used at suitable intervals. Care should be taken to see that small

registers are not arranged on shelves where the inter-spaces are large and big registers
on shelves where the inter-spaces are small, and that space between shelves is

sufficient to permit of the registers being arranged vertically. Almirahs should not be

55