THE PUBLIC RECORDS OFFICE OF HONG KONG
73
A comprehensive listing of the contents of CO129 has been undertaken by the P.R.O. and at present this work is complete from 1841 to 1916 and from 1926 to 1943.
Records received by the P.R.O. on transfer are first examined to distinguish the various record series into which they fall. The series are then arranged in correct order and the items comprising them are listed. For each series a Series Identification Sheet and an Accession Record Sheet is prepared.
The first of these contains particulars of the origin, chronological coverage, quantity, etc. of the material in the series, a general description of its subject matter, methods of arrangement and control and notes on the history of the series before and after its transfer to the P.R.O. The second, the Accession Record Sheet, summarises the information in the Series Identification Sheets.
The Records Transfer Lists and their related Series Identification and Accession Record Sheets together form the main guide to the contents, origins, structure and relationship of records held by the P.R.O.* These documents are supplemented where necessary with guides, calendars and indexes produced by P.R.O. staff.
Protection and Restoration of Records
For the protection of records stored at the head office, the repository is equipped with a CO2 automatic fire extinguishing system and 24-hour filtered air-conditioning adjusted to maintain optimum levels of temperature and relative humidity, and a methyl-bromide fumigator. The sub-office records repository is air-conditioned and equipped with a sprinkler fire control system. The microfilm repository is fitted with a CO2 extinguishing system.
A document repair section and bindery was established in 1974 and is staffed by two technicians with training and long experience in document restoration.
* The Accession Record Sheets and Records Transfer Lists provide the symbols necessary for the location of any document. These are the H.K.R.S. (Hong Kong Record Series) number and the D & S (Deposit and Serial) number — e.g. H.K.R.S. 31, D & S 1/1431. No other identification of an item is required for its location, although in citing documents researchers may wish to add elaborations in published works for their readers' information.
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THE PUBLIC RECORDS OFFICE OF HONG KONG
73
A comprehensive listing of the contents of CO 129 has been undertaken by the P.R.O. and at present this work is complete to from 1841 to 1916 and from 1926 to 1943.
Records received by the P.R.O. on transfer are first examined to distinguish the various record series into which they fall. The series are then arranged in correct order and the items comprising them are listed. For each series a Series Identification Sheet and an Accession Record Sheet is prepared.
The first of these contains particulars of the origin, chronological coverage, quantity, etc. of the material in the series, a general description of its subject matter, methods of arrangement and control and notes on the history of the series before and after its transfer to the P.R.O. The second, the Accession Record Sheet, summarises the information in the Series Identification Sheets.
The Records Transfer Lists and their related Series Identification and Accession Record Sheets together form the main guide to the contents, origins, structure and relationship of records held by the P.R.O.* These documents are supplemented where necessary with guides, calendars and indexes produced by P.R.O. staff.
Protection and Restoration of Records
For the protection of records stored at the head office, the repository is equipped with a CO2 automatic fire extinguishing system and 24-hour filtered air-conditioning adjusted to maintain optimum levels of temperature and relative humidity, and a methyl-bromide fumigator. The sub-office records repository is air-conditioned and equipped with a sprinkler fire control system. The microfilm repository is fitted with a CO2 extinguishing system.
A document repair section and bindery was established in 1974 and is staffed by two technicians with training and long experience in document restoration.
* The Accession Record Sheets and Records Transfer Lists provide the symbols necessary for the location of any document. These are the H.K.R.S. (Hong Kong Record Series) number and the D & S (Deposit and Serial) number — e.g. H.K.R.S. 31, D & S 1/1431. No other identification of an item is required for its location, although in citing documents researchers may wish to add elabor- ations in published works for their readers' information.
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