NOTE FOR FILE HKD
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Mr. W/3/4 Mr Hum
CONFIDENTIAL
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Mr Chalmers, PRO
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HONG KONG RECORDS
1. Mr Don Brech discussed the Hong Kong records programme with Miss Barnes, Mr Chalmers, Mr Footman and myself on 31 August.
2. We reiterated that (a) no arrangements outside the scope of the Public Records Acts were possible for the copy and original material coming to the UK and (b) we could not bind future administration on periods of retention or extended closure. the anxieties of leading Hong Kong figures, particularly ExCo members, were well understood.
3.
The filming programme has started with the general correspondence of Secretariat branches.
But
CCDE 18-77
1
New fiches are
used for each file and several fiches may be needed to cover a file. It was agreed that in archival terms the unit should be the file not the fiche. Mr Brech will prepare sample shelf lists showing fiche numbers, file numbers and description of contents. It would be practicable to prepare separate lists for those files that could be opened in their entirety and for those that were mixed. He will also indicate the classes to be covered by the programme which appears to be producing a greater number of fiches than we had envisaged.
4. As yet Mr Brech has not been able to introduce a selection review but he has this very much in mind. Not all the fiches sent to us will be required for permanent preservation and he will indicate what may be destroyed at what time. He will also do this for the films we currently hold at Hayes. He will indicate what material will reach us as original document. Pension papers will need to go to ODA.
5.
After discussion Miss Barnes concluded that the most practicable way of giving the records the extended protection necessary would be to seek the Lord Chancellor's approval for a blanket provision, covering possibly both the material coming from Hong Kong and the records of all Departments in the UK. Mr Chalmers will sound out LCD.
We
6. The Hong Kong Government would expect its non-sensitive material to be made available 30 years after its creation. agreed that if, when LRD reviewed Hong Kong Department's files, we found material that required extended closure we would check whether Hong Kong's files were similarly closed. It would not however be practicable to check Hong Kong closure: against HKD 's files.
1 September 1988.
M Clay (Miss)
CONFIDENTIAL
Redacted under FOI exemption 27