TNAG-2665-FCO40-3862-Future-of-Hong-Kong-transfer-of-UK-related-records-regarding-1992 — Page 8

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

(j)

For easy

passport warning

index, local

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

UK-related matters.

guidelines, instructions, policy and procedure files on

(P)

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.

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 (This happens when a HK DI or HK CI holder

one

jacket.

FCOL-2 31.10.1991

CONFIDENTIAL

A

1

CONFIDENTIAL

4

has later

naturalised

as a HK BDTC and then obtained a

passport.

His DI or CI and passport records are thus inserted in the same microjacket.) There are also DI or CI application records and UK entry application records staying in the same microjacket. (This happens when a DI or CI holder applies for a UK visa.) Therefore, we need to seriously consider the worth of the segregation and manpower and resources implications that come with After careful examination of the situation, we have identified a number of the UK-related records which, in our views, the HMG may have an interest to keep after 1997 and propose that these records be transferred to the HMG upon the change of sovereignty or to the future HK BCG at an appropriate time. These records are :-

the it.

(a)

and

(b)

Application records

registration

para. 2(a) above)

for

(as

naturalisation

listed

at

records and can be

for the transfer.

These are paper readily retrieved According to

para. 1.16.2, DSP Vol. 46, the register and original application forms of naturalisation and registration are permanent records and must be transferred to the British authority at independence;

Records of letter of assurance for entry to the UK issued to spouse of BCs (as listed at para. 2 (b) (ii) above)

These

are paper records and can be readily retrieved for the transfer. These records may help the officials in the future HK BCG in determining who may be admitted to the UK after 1997 at the promise of FCO;

(c)

Records

of

listed

at

for the grant of certificates entitlement (as para. 2(b) (iii) above) Some of the certificates

are granted locally. These records provide good reference value when the holder applies for renewal of the certificate on a new travel document after 1997. Because of the small number of persons having been granted the certificates locally (about 709 from 1 JAN 1983 to 30 SEP 1991), there will not be much problem for us to dig out and separate these records from the pool of mixed microjackets for the future transfer:

FCOL-2

31.10.1991

CONFIDENTIAL

4.

(a)

(e)

CONFIDENTIAL

-

5

Application

for the issue, renewal and endorsement of BN (0) passports (as listed at para. 2(d) (i) above)

A separate register (in the computer) for BN (0) applications has been created since the introduction of the new national status on 1 July 1987 to facilitate

segregation records. The HMG may need these records to facilitate renewal of BN (0) passports or provision of assistance to after 1997; and

future

of

BN (O) s

Attestation

of

declaration

from

UK electors (as listed at para. 2(g)(iv) above)

These records are kept in paper form and can be easily retrieved for the transfer. They have been maintained by

us on behalf of the HMG.

5.

passport

Regarding the UK passport warning index, local warning index, UK visa warning index and local UK visa warning index (in computer and paper forms) [as listed at para. 2(i)], we propose to hand them over to the future HK BCG for their use as these are either kept separately (if in paper form) or easily segregated (if in computer form) as they are stored in separate computer files.

6.

As for the guidelines, instructions, policy and procedures on UK-related matters [as listed in para. 2(j)] classified as "confidential" or above, we are now working with the Government Records Service Division on their disposal. The Government Record Service

Director will probably consult you in due course.

7.

Except those records which the HMG may have an interest as described in para. 4 to 6 above, the rest of the UK-related records mentioned in para. 2 do not appear to be vital records that provide much retention and reference value to the HMG after 1997.

FCOL-2 31.10.1991

CONFIDENTIAL