TNAG-0694-FCO40-844-Inspection-of-Hong-Kong-Department-1977 — Page 37

D

ADMINISTRATIUN IN

VUND IED NUT

ANNEX

LAPSES IN REGISTRY PROCEDURES

NHAND

NOTED

NOTED

IN HAN

NOTED

NOTED

The following lapses in procedures should be corrected as soon as possible: -

1.

2.

3.

4.

5.

6.

When using CORACODE the list of files should be broken down into separate lists if there is more than one file on the group (see instructions in the Filing Guide.

More attention should be paid to a periodic paper check, especially on files which are sent out of the building (DSP Volume 12, Section A, Appendix IV, paragraph 36).

New receipts should be date-stamped before they are placed on files (DSP Volume 12, Section B, paragraph 6).

Security gradings and the upgrading of files

should be recorded in the File Record (DSP Volume 12, Section B, paragraph 50(a)).

Care should be taken to differentiate between substantive and commentary minutes, and they should be recorded correctly (DSP Volume 12, Section B, paragraph 50(a)).

Press cuttings or copies of press cuttings should only be placed on files in exceptional circumstances (DSP Volume 12, Section A, paragraphs 13 and 14).

ADMINISTRATION IN CONFIDENCE