TNAG-2366-FCO40-3439-Transfer-of-UK-related-consular-records-from-Hong-Kong-to-th-1991 — Page 19

DEX

CONFIDENTIAL

3

2. (h)

files

involving the assessment of a person's claim to British nationality by virtue of a connection with Hong Kong

such as by birth, by descent or by marriage; (P,M)

(i)

UK

NTED

MVD

NTCD

MVD Comsuma DEPP

W...

(j)

passport warning

index, local

passport warning index, UK visa warning index and local visa warning index; (computer data and paper files) and

and

guidelines, instructions, policy procedure files on UK-related matters.

(P)

For easy

reference, a table itemizing such records and listing their existing period of retention requirements under the Diplomatic Services Procedures (DSP) and their current retention and storage arrangements (with the dates of starting to keep these records, where available) in our Department is at the Annex attached.

3.

Those UK-related records in paper form will pose no problem for segregation for the handing over to the HMG in 1997. Currently, we are working on this in collaboration with the Government Service Records Division of the Government Secretariat. However, there will be problems for UK-related records kept in microjacket form because they are mixed with the other non-UK-related records (e.g. application records for Hong Kong Certificates of Identity (HK CI), Hong Kong DI) and unconditional stay

Documents of Identity (HK etc.) in microjackets.

4.

Segregating

the

UK-related

records in

microjacket form from the pool of mixed records is an enormous task because as at mid-1991, we had a total of 4.5 million microjackets in the pool and the number keeps increasing. The segregation process will have to be done manually and will, therefore, involves a lot of manpower and other resources. This is particularly so in respect of some microjackets which contain application records for HK DI, HK CI and HK BDTC passports all inserted in one jacket. (This happens when a HK DI or HK CI holder

FCOL-2 31.10.1991

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CONFIDENTIAL