Page 63 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

the plans of all these rooms and hung up on the wail in the record-keeper's room. At the

end of this Manual will be found a model plan. It is to be clearly understood that record-
rooms need not be rearranged so as to be exactly the same as this model plan; but it
should be imitated, as far as is convenient, in the arrangement of records and the

method of numbering the racks and shelves. In preparing the plan the following rules
should be followed:—

(a) The plan should be drawn out showing briefly but accurately for each class of records
what exactly has to be done in order to find a document of that class. In fact there should
be no class of records (vernacular or English), maps, plans and registers, the position of

which is not shown in this plan. Almirahs containing valuable documents, etc., should
also; find entry therein. Each record-keeper, his assistants and his daftries should be
familiar with it. The Deputy Collector in charge should also be fully conversant with it.

(6) The plan in each; case will be drawn to show the entrance to the record-room, the
number and position of each room, the number and position of each rack, the A and B,
i.e., left and right side of each rack, and the doorways leading from the various rooms.

(c) The index portion will be arranged alphabetically upon the same principle as that
shown in the model plan. The column "date of records'' will contain the first year to which

the records belong, and a blank will be left for the last year, e.g., 1876.
The blank will be used in the following way:—
Take the first item in the specimen Index "Application for exemption from revenue sale".

Assume that these records have become so numerous between the years 1896 and
1907 as to fill rack 2, shelf 1-B, and the 1908 records have to be put on another shelf. In
the column "date of record", the entry will be 1896 to . . . . . Fill in 1907 in the blank.

Immediately beneath it enter the next year's records 1908 to.....For the remaining
columns fill in the numbers of the new room, rack and shelf on which the records
for 1908 have been placed.

(d) The column "room number" will contain the, number of the room where the
particular records are placed.

(e) The column "rack number" will contain the number of the rack on which the records
are placed.
(/) The column "shelf number" will contain the number of the shelf on which the records

are placed.
(g) If at any time the plan or the index become illegible owing to age or alterations, new

copies should be prepared.

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