TNAG-2495-FCO40-3628-Future-of-Hong-Kong-talks-between-the-UK-and-China-regarding-1992 — Page 8

5.

attached.

An operational

3

manual of the Compendium system is

Το install the system, the basic equipment required are: an IBM compatible computer system ($12,000)

with base housing ($4,200) for a 40 mb removable hard disk,

a 40 mb removable hard disk ($4,500) and a ZY index - a

search and retrieval software for DOS

premier

($4,100).

system

LOU 173

"

Purpose

Operation Manual for the Compendium

Operational Manual is divided into two

sets out the procedures on how source

input into the Compendium should be

the procedures to retrieve

This

parts.

Part I

information

for

processed.

Part II explains

documents from the Compendium.

PART 1: Input into the Compendium

Step 1: Identification of documents suitable for inclusion

2.

All Assistant Secretaries are responsible for

identifying suitable documents within their schedule for

input into the Compendium. The Compendium

records from the following two main sources:

A.

comprises

Exchanges between British (including HKG) and

Chinese officials (e.g. exchanges at JLG

plenaries, expert talks, margins, high level

meetings, weekly meeting, etc); and

B.

Future-related

statements made by senior

British and Chinese officials (e.g. the CS

addressing the Legco, Ji Pengfi addressing

the BLDC, etc.)

3.

AS5B will mark down the telno. of the telegrams

which record exchanges with the Chinese. He will then

check against the monthly return of each AS to ensure that

there is no missing entry.

2 -

-

4.

Compendium.

All papers exchanged should be entered into the

Entries should adopt a format similar to that of the record of exchanges as shown in Appendix I. (Sample

entry is attacheć).

Step 2: Document Format

5.

Source

documents,

should

accordance with

a

standard

be presented in

format as described at

Appendix II.

Sometimes it

(Sample entries are also attached).

will be necessary to put together two or more

telegrams in order to make an entry document self-contained

and comprehensible.

Step 3

Coding source documents

6.

Appropriate subject reference codes should be

inserted along the right hand margin of each source

document. The coding should be as specific as possible to

enable effective manual information retrieval.

7.

The reference codes will be drawn from the

Assistant Secretaries are

own relevant parts of the

Document Indexing System.

responsible for updating their

indexing system. AS5B should be notified when changes are

made. He will then update the DIS and send all the AS the

amended parts.

Up-to-date versions of the Document Indexing System will also be produced as necessary.

8.

than

one

subject.

Occasionally, a source document may cover more

In that case, AS (CA) 5B will be

responsible to code those documents and then circulate them

to the relevant ASs for them to make additional coding, if

necessary.