"ملف 1/50 الروتين المكتبي" [و‎‎٧] (٢٠٦/١٣)

19. The officer records in the note-sheets his orders on the
various p.u.c.'s submitted on the file, which then comes "back to
the office for taking action on the orders passed. If a draft
proved for issue, it goes to the telegram clerk if a telegram,
or the typist to he faired for signature if it is a letter,
muinoranduia, etc 0 Registers called "Outward Begisters'' are
maintained giving full details of all outgoing correspondence
from the office. Separate registers arj /i../ ained for letters
and telegrams and also for letters to the ^mtassy, Tehran, and
Foreign Office, Numbers for telegrams to Tehran are obtained^
from the Confidential Office, who maintain a separate series •
for all telegrams issued to the Embassy, Tehran. Like the
Inward Begister, the "Outward Register" has the foliovmg columns
Serial. No. Sate. Conro ila tion No . To whom sent. Subject.
20. The serial number runs consecutively frcri the 1st January
each year to the 31st December. A new series is opened each
year." All letters and telegrams issuing from the of ^je have a
nunTber. The Telegram clerk, who maintains th3 outward register
for telegrams and the typist who maintains the outward register
for letters must take care to see that all columns are correctly
filled in, and that the compilation and subject matter are
invariably entered.
21. After taking an outward number the typist fa*' rs the
letter for signature in the correct form, viz., official letter,
nemorandum, demi-official, etc. If there are any enclosures to
be attached to the letter, this fact is indicated in the margin
of the letter by a small line typed out againsu the particular
line of the text in which a mention of the enclosure has been
made. The typescript is then checked and* the ofx^ice copy
markec 0/C is initialled by the person checking it. The
references are marked in pencil in the office copy^cefore
sending ut) to the officer concerned. In some offices, and m
\case of the Political Resident the letters for signature
a- _ .nt up in a signature pad, between separate sheets of
blotting T)aper. The office copy with the below is
placed on the first page, the fair copy in the next page, and
so on. In some cases as in the Main Office jt is customary
to send the file back with the office copy on the top, the
D.F.A. below, the fair copy next, the note-sheets, the p=u.c.
and the current file below in that order, so that the officer
may, if necessary, check the letter before signing it.
22. It is proposed to introduce in this office shortly the
system of using signature pads. Unless the officer asks for
the file to be sent with the fair copy, letters after being
faired will be,sent in the signature pad.
23. After signature, the letter is passed on to the despatch
clerk for despatch. Before despatching a letter, it is his
responsibility to see that the letter oears a number and dc&e,
bears the signature of a competent officer, and that all the
enclosures mentioned in the letter are attached in the proper
order. This means that the despatcher must read evury paper
before despatching it.
24. I must say a few words here about our office, so that
a clear Picture of the despatching procedure is obtained. The ^
Persian Gulf Besidency is a Residency as far as the Arab littora..
is concerned, and a Consulate-General in Persia. The jieadquartei
is at Bushire. The Besidency is directly under the External
Affairs Department of the Government of India for administration
though under the India Office for matters of policy on the Arab
side and the Embassy for affairs in Persia. _ Some Consular
matters are disposed of direct with the foreign Office. .^herc
aru six sub-offices attached to the Besidency