"ملف 1/50 الروتين المكتبي" [و‎‎٥] (٢٠٦/٩)

Bed T - v in the respective registers, thSrough in the same series.
The -e of receipt is first of all entered "boldly in red inlc
right acroso the register and then the various coluiiins are filled
in thus - 14th NovenTber 1944 . (Bed Ink)
Serial Number and Date i'roni whom bulDject. Compilation,
No. » received.
1436 C/848. 21.10.44 P.A., . uscat Outbreak of small- 4/142.
pox in G-wadur.
1437 ±\8(9)-N/44 foreign. Amendment to G,F. 67/1.
2.11.44- New Delhi. JTund Rules.
10. Particular care should "be taken to enter in thC ( appropriate
columns a "brief description of the subject matter o.t the letter or
the telegram, and the compilation. Such entries-as "i'inance
Department Notification", ,s Am©nclment" ? "Office . lemorandum" etc.,
are useless and do not help to identify th^ papers. There are
hundreds of Finance Department Notifications and Office memoranda.
A "bri-ef mention of the subject, such as "Revision of Leave Rules' ,
"Borrowing rate of G-overnment' 1 , "Amendment to General provident
Fund Rules", "Outbreak of smallpox in Gwadur", "Wreck of Fateh
Rahman" , etc., is to "be made. Great care must also "be taken to
fill in in the correct column the compilation i.e., the file on
which the paiDer is dealt with. The record keeper will give this ^
information,' "but it is the duty of the clerk maintaining the Inward
Register to see that the register is complete in every respect.
11. After registration the letters and telegrams are passed on
to the record keeper to "be put up on the relevant files. Before
"beginning to nut up the fresh Receipts the record keeper first
so; -t j out the mails, as there may "be more than one paper for a
prT-'-^.eular file, and certain papers have to "be passed on to other
sections of the office for disposal in their respective files,
viz., Treasury, Public Works Department, Consular Office, Publicity
Section. Telegrams, express letters, bavingrams and such others
as have "been marked "TJrgent i? or "Early" by the officer should t>e
given prior attention. As a general rule, telegrams, express
letters and bavingrams must be put up on the same day on vhich tho^
have been received and other papers within four days ol" their
receiDt. In no circumstances should a paper be delayed for more
than a week before submission to the officer concerned. If for
any reason, papers cannot be put up within a week, such^papers
should be submitted to the officer, with a note explaining the
reason why it is not possible to put them up on the relevant files
and his orders obtained.
12. After sorting out the mails, the record keeper begins to
put up the papers on the relevant files. Every file consists of
two parts; ' one the main body containing the correspondence and x the
other the note sheets appended to the body. In the note -sheets
are recorded the orders on the various papers, and a reading oi
the notes will usually show how and why certain action on. a certain
paper was decided upon.
13. Every letter,-memorandum, telegram, etc., which is placed
in the body of the file as part of the correspondence whether*issue
or receipt excluding enclosures has a serial number. This number
is enclosed in a circle, written in rod ink or red pencil in the
ease of receipts and in blue black ink or blue pencil in the casu
of isbuus, at the top of the first page of the paper. This number
in cire] e should never be written on the left hand top corner ox tne
paper 3 ,s it would be difficult to see once the paper was placed m
the iy of a file.
14. Each serial is entered in the note-sheet giving thie type ca
paper under consideration, i.e., letter, telegrara, memorandum, etc.,
its nufeer and. date^ the name or title of the sender in the case ci