"ملف 1/50 الروتين المكتبي" [و‎‎١‎٠] (٢٠٦/١٩)

issuad are then docketed iri "blue-Mack ink under the correct
serial number as explained a'bove, the forward reference is
marked as also the referencescited in the telegram, and then
filed in the "body of the file. Before putting a file "back
in its proper place the Record Keeper reads through the notes
carefully to ensure that action has "boun taken on all the p .u.c.s,
that action has teen taken on all orders passed; that the
correct serial number, page number, referencing, etc., are given;
and notes in his diary the date on which the file is to he resub
mitted, if such an order has "been passed,
33, The telegram and despatch clerks also maintain a reminder
register. The number, date and compilation of all issues
(telegrams or letters as the case may "be) are entered in a
register, and one week in the case of telegrams and approximately
a month in the case of letters are allowed for a reply; 1 if no
reply has "been received a list of such files is given to the
Record Keeper to enable the reminder to issue.
34. This is a rough outline of the way in which correspondence
is dealt with here. It is the same in all the offices in the
Gulf though perforce there are variations in details to suit
local conditions.
35. Speaking individually of the different sections in the
office, there are certain checks which each section must oxercise
in the performance of the duties of that section.
36, .
This is the most important section of the office, as the
whole structure of the office is "based on records. If the
records are properly maintained, and previous papers on any par
ticular subject are easily made available, it is easy for the
officer concerned to decide on the proper coursu of action. Time
spent on embellishing the records of an office, in perfecting
the manner in which th.; records are maintained is time well and
usefully spent, though the real advantage of good record keeping
may not hv. apparent for several years. A proper index register
of the files kept in the Record Room is/essential. The following
are some of the routine checks which a record keeper must exercise
when putting up a paper.
(i) He must see that the paper has been registered; bears
the office stamp, the'inward register number, and
that it has been initialled bytte officer.
(ii) He must satisfy himself that the file on which he is
putting it up is the relevant file.
(iii) That a p.u.c. slip has been pinned to it,
(iv) That the correct serial number has been entered on it
in red enclosed in a circle,
(v) That ALL the references have been marked, and that all
the relevant files have been put up.
(vi) That in cases where a linked file also reouires some
action to be taken, a slip to that effect is pinned
to the top latoito file.
(vii) That the pages of the file have bee 1 " correctly numbered.
(viii) That forward referencing has been made.
(ix) That the note-sheet paragraphs have been correctly
numbered.
(x) That all the p.u.c. 9 s are entered in proper sequence
in the note-sheets, and
/ (X3. / , , , . .