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P. i., Сн. xi.
ARCHIVES AND OFFICE.
27
Every letter received or sent is recorded on the proper card, a
second card bearing the same index title being commenced as soon
as one is full, and so forth. As it often happens that letters are
received which merely give the date and current number of an earlier
letter from the Consulate, while the index cards, as explained, are
kept in alphabetical order according to the index titles, it is necessary
to have a book for the registration in consecutive order of all
correspondence as it comes in or goes out of the office. For this purpose
a book having three columns for entries is used. The first column
is for the current number, the second one for the date, and the third
for the index title.
The advantages of this system of registration consist in its general
simplicity, its adaptability to every possible requirement of the
Consular service, the facility which it affords of easy reference to
earlier cases, and convenience of supervision. Each card contains,
so to speak, a history of the case to which it relates, mentioning all
letters whether received or sent in that case.
At the end of the year the card index and book are closed and
transferred to the archives and a new set opened, and so forth. It
is, however, possible to retain the same index and book for a number
of years.
2. Book No. II. is intended for the registration of the various
documents or Consular acts legalised, attested or carried out at the
Consulate, such as : Certificates of Origin, Bills of Health, Invoices,
&c., and in general every attestation that may be made by the
particular Consular Officer. The following plan is to be observed for
this book :—
I. 2. 3- 4- 5- 6.
Current Number. Date. Amount of Fee in Local Currency. Contents of the Deed or Document. Who issued the Document. Signature of person who received the Document or Date when posted.
At State Consulates a special book No. II.b must be kept for
the records of all passports given out. For this book the following
form must be observed :—
Year, Month, Date. Current Number. To whom Passport given. On the strength of what Passport for travelling Abroad, or on what other Document was Consular
Passport given. In what Custom House of the Russian Frontier was Passport stamped, when Traveller left Russia. Special Remarks.
At State Consulates where a great amount of passports are vise,
a special book, No. II.C, is kept for recording the vise.
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