8
TUESDAY, DECEMBER 3, 1974
THE OLDEST DOCUMENTS KEPT IN THE OFFICE ARE A SET OF CROWN AND VILLAGE RENT ROLLS COVERING THE PERIOD 1843-1956, AND A BATCH OF CORRESPONDENCE BETWEEN THE SECRETARIAT, SUPREME COURT AND VARIOUS MAGISTRATES DATED 1844.
AN ITEM OF INTEREST KEPT IN THE OFFICE BUT WHICH IS NOT A PART OF THE PUBLIC RECORDS, IS A FILE OF EARLY NEWSPAPERS, INCLUDING AN 1876 COPY OF THE CHINA MAIL WHICH IS AVAILABLE TO THE PUBLIC IN THE REFERENCE LIBRARY.
IN GENERAL, PUBLIC RECORDS THAT ARE OVER 30 YEARS OLD ARE OPEN FOR PUBLIC INSPECTION. BUT MR. DIAMOND SAID THERE IS NO HARD AND FAST RULE REGARDING THIS MATTER, AND THERE ARE RECORDS OVER 30 YEARS OLD WHICH ARE CLASSIFIED AND NOT OPEN TO THE PUBLIC.
THESE HISTORICAL RECORDS ARE KEPT IN A SEPARATE STORAGE ROOM LOCATED ON THE GROUND FLOOR OF THE CAR PARK BUILDING FAR AWAY FROM THE HUSTLE AND BUSTLE. HOWEVER, ROOM ITSELF IS EQUIPPED WITH SPECIAL DEVICES AND EQUIPMENT TO ENSURE THE SAFEKEEP OF THE ARCHIVES.
THE TEMPERATURE IN THE STORAGE AREA IS MAINTAINED CONSTANTLY AT 65 DEGREES FAHRENHEIT AND THE RELATIVE HUMIDITY AT 60 PER CENT.
+1F THE HUMIDITY IS TOO LOW, THE DOCUMENT PAPERS WILL BECOME BRITTLE, AND IF IT IS TOO HIGH, THE PAPERS WILL TURN SOFT AND MOULDY, + MR. DIAMOND EXPLAINED.
A CONSTANT FLOW OF FRESH AIR IS KEPT CIRCULATING INTO THE ROOM. BUT IT IS PROCESSED THROUGH A FILTER TO ELIMINATE DUST PARTICLES AND INSECTS.
KEPT.
THERE IS ALSO A SAFE VAULT WHERE CONRIDENTIAL RECORDS ARE
AN EFFECTIVE FIRE CONTROL SYSTEM IS INSTALLED IN THE ROOM. IF THE STORE AREA BECOMES SMOKELOGGED SPECIAL DETECTORS WILL SET OFF CYLINDERS OF CARBON DIOXIDE IN THE ROOM, SUFFOCATING ANY FIRE WHICH MAY HAVE STARTED.
+BEFORE THE CARBON DIOXIDE IS EMITTED, AN ALARM WILL GO OFF TO GIVE THE STAFF WORKING IN THE ROOM TIME TO EVACUATE,+ MR. DIAMOND SAID.
PUBLIC RECORDS ARE KEPT IN STANDARD CARTONS LODGED IN MOBILE STORAGE BAYS MOUNTED ON RAILS FOR SPACE ECONOMY AND EASY REFERENCE. STOCK IS CALCULATED BY THE FOOTAGE OF SHELVING OCCUPIED BY THESE CARTONS.
THE MURRAY ROAD OFFICES PROVIDE A TOTAL OF 15,000 FEET OF STORAGE SPACE, THREE TIMES THAT IN THE OLD PREMISES.
+WE HAVE VERY COMPREHENSIVE FINDING AIDS,+ MR. DIAMOND SAID, +AND CAN LOCATE ANY DOCUMENT WITHIN 10 MINUTES.+
/ONE ADDITION