PUBLIC RECORD OFFICE
CONFIDENTIAL
SURKEY
TWC ADU
Telephone: 01-876 3444
Ext. 2405
Our reference: RAD 177.3.1 Your reference: GRC 2/3/1
Don Brech Esq
Government Records Co-ordinator
Government Secretariat Lower Albert Road
HONG KONG
LRR 333/2
RECEIVED IN REGISTRY
- 6 JUN 1989
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Dow Da
HONG KONG RECORDS
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Antras
5 June 1989
Pat Barnes sent on to me a copy of your letter to her of 9 May, and I have taken up her suggestion that I might reply to you myself.
With FCO we are preparing a 'paving' submission to the Lord Chancellor explaining to him what it is proposed to do, So as to obtain his approval for the suggested course of action before the microfilms (and any other materials) come into the hands of FCO, and thereby become public records within the meaning of the Public Records Act 1958.
Until the microfilms become public records, by passing into the possession of FCO, the Lord Chancellor cannot execute any Instrument in relation to them. He can only give approval for the retention of records which are public records, and which are already in existence.
I am
It would be helpful at this stage if you could let us have some indication of the likely timetable for transfers of material to FCO, and also details of the date ranges and character, i.e. administrative provenance, of the material involved in each proposed transfer. taking it, from what you have already written, that there is to be more than one transfer, since I assume that you will wish to deal with most of the material earlier than 1997, and that there will then have to be a final transfer of material running down to the end of June 1997. So we are talking about two approvals at least.
I think it would be helpful to the Lord Chancellor if we were also able to give him some indication of the proportion of the material to be transferred which is to be withheld from public access after it is 30 years old. I realise that it may be difficult to be precise at this stage, but an estimate would be sufficient.
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