"ملف 1/50 الروتين المكتبي" [و‎‎١‎٥] (٢٠٦/٢٩)

IJiat the encoding is clone carefully ? and the groups
written out clearly in "block capitals.
The correct number of copies are taken and that all
the carbon Impressions are clear.
That the copies are stamped with the office seal and
signed.
Type out accurately and neatly the tclegrar. after issue.
Similarly when decoding telegrams
(i)' Check the number and date of telegram.
(ii) Work out all the mutilations.
(iii) Check "before filing the papers that all telegrams
received during the day have "been decoded and
typed and passed on to the officer concerned.
40. r&SPATCK CLERK .
This is also a very responsible post, as a trivial
mistake in this section may have very serious repercussions.
First of all the Despatcher mus t make certain that the method
proposed for sending letters to a destination is the correct
one. He must also see
That the letter hears a number and date.
That it is signed by a competent authority.
That all the enclosures have been attached.
Before closing a cover, check all the contents
once again with the Way Bill.
Check that the name and address are correctly shown
on the outer cover and that it is properly sealed
and gummed. Demi-official letters should be placed
in separate covers addressed by name to the
officers concerned; these are then put in another
cover, along with the other mails.
He must keep with him a sufficient stock of envelopes
and bags of different sizes, keep ready addressed
labels and envelopes under lock an d key so that the
mails can be closed with the minimum delay. All
time-saving devices are necessary in a place like
Bushire where steamers come without any warning and
mails are required at very short notice.
(vii) When closing bags or covers, the contents should be
placed in the order in which they are entered in
the Way Bill, and whenever possible, they must be
. given a ntmber in pencil, written on the top.
This will facilitate quick checking.
(viii) The Despatch Clerk has to deliver mails at and collect
safe-hand mails from steamers. Before taking
delivery he must make sure that the seal and outer
coverings of the letter, parcel -or bag have not
been tampered with. These mail bags are frequently
of a highly confidential and secret nature and he
must never part with them even for a second and he
must on no account give them to a third party. He
must obtain a receipt from the Captain of the vessel,
for all the bags and covers entrusted to him for
safe delivery. When bringing mails fron^ the
/steamer
(v)
(vi)
(vii)
(viii)
(i)
(ii)
(iii)
(iv)
(v)
(vi)