Page 58 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

205. None but properly prepared paper must on any account be employed for purposes
Valuable
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of record. Country paper must never be used. records.
Paper to be
used.

206. When a letter from either a subordinate to a higher authority, or vice versa, contains
Endorsement
nothing but a piece of information for the future guidance of such authority; or a piece of Form.

information sought for to complete any proceedings, or to rectify any error, or a direct

affirmative or direct negative, to any question put either by the Board, the High Court, the

Government, or the Secretary of State for India, it will be quite sufficient if the letter, be

endorsed or passed on with the signature of each successive authority. The transmitting

authority to retain a trace of the letter should make a memorandum (duly numbered and

dated) in his record book, but the same fact is not to be repeated in two, or, as is some-

times the case, in three, successive covering letters; nor to be entered in the record by a

copy of the letter at length.

207. Memoranda and endorsements should be substituted generally as much as Letters to be
avoided.
possible for covering letters, in forwarding documents, when a brief remark in reference

to the document will suffice; all such memoranda and endorsements should be

numbered and dated.

208. No letter is to accompany a monthly, quarterly, kistwar, or yearly statement of any
No letter with
kind which explains itself, or in regard to which a distinct and elaborate report is not returns.

required. The signature of the transmitting officer, with date and number to the document

at the foot of the statement, will be sufficient in all such cases.

209. It should be the aim of every officer to reduce as much as possible the amount of Use of forms.
clerical labour in his office by the introduction of lithographed or printed forms. All

statements, forms, and returns, such regular monthly bills as, take some time to prepare,
and any other documents which are in frequent use, should be lithographed or printed.

The printing of the forms will be executed by the Press and: Forms Manager; and each
department or office will be separately debited with the cost of the forms indented for,
proper check being exercised in the Forms Department over all applications for such

forms which must be submitted in accordance with the rules separately laid down by

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NOTE.—This does not apply to paper manufactured in this country after European methods.

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