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Recording transit of foreign' files.
263. A small card index should be used to record the transit of other than domestic files. This index should be kept in numerical order and contain guide cards. A transit card should be re-used when the last outward transit recorded is more than six months old.
Transits recorded on file covers.
264. Registry staff should not be required to check the correctness of a transit recorded on the face of the file cover with the contents of the file. When it is known by a registry that a transit on a file cover is incorrectly recorded, or no transit is recorded, such files should be returned to the clerical section at fault.
Checking of "P.A." files.
265. It is the practice in all registries for files endorsed "Put Away" to be sent via the Clerk in Charge for checking. This practice should be abolished.
Registration of mail.
266. When a letter is now despatched, three separate records are made:
(1) On minute sheet in file.
(2) In chit book or schedule.
(3) In register as form C.S. 13.
Two records are made for letters received:
(1) In register as form C.S. 13, etc.
(2) On minute sheet in file.
Owing to the decentralization of Secretariat registries some mail is registered a second time and still a third time in the Receipt and Despatch Section.
267. If the present form of split file is desired, and opinions differ on this in favour of filing in the straight English book fashion with first document on top and last at end of file, then the record on the minute sheet is necessary.
268. If a signed receipt is required for outward mail and it is considered that only specified mail should require a receipt, then the entry in a chit book is necessary. But no useful purpose is found in duplicating or triplicating the record. The excuse for these operations is that such records assist tracing of subsequent letters and as further evidence that a letter has been sent or received. A complete and well cross- referenced file index should make the registration book unnecessary for tracing file references. If a letter is said to be received or despatched and the document neither reached the file nor the chit book, then the registration book will establish an alibi but will not produce the missing letter. With or without a registration book a request will be made for a duplicate of the missing document.
269. It is recommended that the registration of Inward and Outward mail on form C.S. 13 etc., should be abolished.
Numbering of file covers.
270. The practice of writing the registered file number three times on each file cover should be stopped. If the number is boldly written parallel with the binding edge in the top left corner, this should provide ease of reference for all purposes.