The Burma District Office Manual.

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BURMA DISTRICT OFFICE MANUAL

RANGOON

OFFICE OF THE SUPERINTENDENT, GOVT. PRINTING, BURMA

1915


LIST OF AGENTS

FOR THK

SALE OF GOVERNMENT PUBLICATIONS.

In India :

Thackbr, Spink 8c Co., Calcutta and Simla.
W. Newman 8c Co., Calcutta.
Thacker & Co., Lt Higginbotham & Co., Madras.

Superintendent, American Baptist Mission Press, Rangoon,
* D. B. Taraporevala Sons 8t Co., 103, Medows Street, Fort, Bombay.
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In England :
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P. S. King 8c Son, 2 8c 4, Great Smith Street, Westminster, S.W.

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Deighton Bell 8c Co., Trinity Street, Cambridge.

On the Continent :

Ernest Leroux, 28, Rue Bonaparte, Paris, France.
Martinus Nijhoff, The Hague, Holland.

* For the sale ol official publications excluding those of the Legislative Department of the
Government oE Bar ma.


THE BURMA DISTRICT OFFICE MANUAL,

I9I5

(Third Edition.)

PREFACE.

This is the third edition of the Burma District Office
Manual. It supersedes that issued in 1904. In the revision of
the manual the numbering of the sections in the previous
edition has been retained (with a few unimportant exceptions)
for convenience of reference. The only important change
made is the omission of the orders concerning the preservation
and disposal of the registers, returns, correspondence files and

•J

accounts of the Treasury Department, which appeared as
Appendices III (V), V, VI (II) and VII, respectively, of the
previous edition. Those orders will be reproduced in the new
edition of the Burma Treasury Manual.

1. Copies of this manual will not be distributed to Sub-
divisional and Township Officers, as the instructions applicable
to the offices of these officers are contained in the Subdivisional
and Township Office Manual.

3. Correction slips to this manual will be issued quarterly
in January, April, July and October from the Financial Com-
missioner's office. Every Deputy Commissioner will be sup-
plied with as many copies of each correction slip as there are
copies of the manual in his district and it will rest with him
to make the further distribution.

4. All communications pointing out errors in this manual
or asking for an increase in the number of correction slips
supplied should be addressed to this office. Indents for new-
copies of the manual should be addressed to the Superintend-
ent of Government Printing and be sent through this office.


( 2 )

Indents for a further supply of correction slips which have
already been once supplied but have been lost or destroyed
may be sent direct to the Superintendent of Government
Printing.

By order,

I. G. LLOYD,

Secretary to the Financial Commissioner, Burma.

Rangoon:
ist January 1915.


THE BURMA DISTRICT OFFICE MANUAL,

1915.

TABLE OF CONTENTS.

Chapters.

I.—Departments of work and classes of docu-
ments.

II.—Procedure on receipt and issue of docu-
ments.

A . — Receipt of documents at headquarters— ...

(i) Registers and accounts ;

(ii) Assessment-rolls;

(iii) Periodical returns -—[Cancelled].

(iv) Correspondence;
(v) Library and maps ;

(vi) Main files ;
(vii) Proceedings.

B.—Issue oj documents at headquarters—

(i) Registers, assessment-rolls,

accounts and main files ;

(ii) Periodical Returns—[Cancelled].

(iii) Correspondence;

(iv) Library and maps;

(v) Proceedings.

Despatch of documents other than telegrams ...
Despatch of telegrams

C.—Receipt and issue of documents on tour—...

III.—Registers-

Year of maintenance ;
Disposal of completed register;

IV.—Periodical Returns-
Disposal of periodical returns

V.—Correspondence—
Correspondence files;

Channels and methods of correspondence ;
Procedure in dealing with correspondence
(i) Putting up references ;

(ii) Drafting;

(iii) Copying;

(iv) Comparing, signing and despatch-

ing;

(v) Pending correspondence
Disposal of correspondence files

VI.—Library and Maps

VII.—Accounts

VIII.—Main files

Sections Pages
1 -18 1—7
19-54 7—19
iy-33 7 — 12
22 8
23 9
25-6 9—10
27-8 11
29 11
30-3 11—a
34-53^ 12—9
34 12
36 13
37 14
38-41 i4—5
42-6 15-6
47-53? 16—9
54 19
55-62 20—1
61 21
62 21
63-73 21—3
7 i_3 22—3
74-123 23—35
75-80 24—5
81-97 25—30
98-119 30—4
98 30
99-112 30—2
1'3-5 32
116-8 33
119 33—4
120-3 34—5
124-49 35—40
150-2 40
153-69 41—3


ii

CONTENTS.

Chapters.

Sections

IX.—Proceedings— ... i7o-g8A
Receipt and disposal of applications; ... 173-81
Opening of proceedings ; ... 182-6A
Classification of proceedings ; ... 187-91
Aggregate proceedings ; ... 192-3
Register of proceedings; ... 194
Sending proceedings to other offices; ... 195-6
Treatment of pending proceedings ; ... 197
Disposal of completed proceedings ... 198-198A

X.—Supply of Books, Stationery and Forms— 199-214
Supply of new books and publications ; ... 199-207
Supply of circulars, Gazettes and correc- 208-12

tion lists ;

Supply of stationery and forms ... 213-4

XI.—Petition-writers .. 215-24

XII.—Grant of Copies and Inspection of Records 225-70

Applications for copies and information ; 228-44

Fees; ... 245-51

Persons entitled to copies ; ... 252-6

Copyists; ... 257-66

Inspection of records ; ... 267-70

XIII.—Miscellaneous . ... 271-81C

XIV.—Record-room - ... 282-339
Structural arrangement; ... 286-92
allotment of space ; ... 293-4
Receipt and disposal of registers ; ... 295-8
Receipt and disposal of assessment-rolls; 299-301

% Receipt and disposal of correspondence 302-7
files;

Receipt and disposal of proceedings— ... j 308-22

A.—Receipt of proceedings; ... 308-12

B.—Examination and checking of pro- I 313-4
ceedings ;

C.—Registration and arrangement - of | 315-20
proceedings ; j

D. — Permanent files; ... 321

E. — Miscellaneous ; ... 322
Receipt and disposal of valuable documents 322A
Reports to be made by Record-keeper ; ... 323-6
Destruction of records ; ... 327-30
Removal of records from the record- 331-2

room;

Registers to be maintained by Record- 333
keeper;

Miscellaneous; ... 334

Supervision; ... 335-6

Specimen diagrams; .. 337~9

Pages

43—55
44—7
47—50

50—x

51—2

52—3

53—4
54

54—5

55—9

55—7
57—9

59

59—60
60—8
62—5

65-6
66

66—8
68

68—72
72—91
73—5

75—6

76—7

77-8

78-9

79—87
79—82

82-3

83-6

86
87
87

87-8

88—9

89

90

90

90—1

91—5


CONTENTS.

ill

Appendices,

I.—Rules for the conduct and disposal of official corre-
spondence :—

I.—General—

(i) General correspondence ;

(ii) Annual reports ;

(iii) Petitions
II.—Forest Department;

III.—Prisons Department;

IV.—Police Department;

V.—Settlement anil Land Records Departments ; ...
VI.—Medical and Sanitary Department?;

VII.— Education Department;

VIII.—Public Works Department; ...

IX.—Financial.

II.—List of correspondence heads—
General Department;
Revenue Department ;
Land Records Department;
Treasury and Registration Departments

III.—List of Registers to be maintained in district
offices—

I.—Registers prescribed for all departments—

II.—General Department ;

III.—Revenue Department;

IV.—Land Records Department;

V.—Treasury Department—[Cancelled] ;

VI. —Registration Department.

IV.—Stationery and Forms

I.—Indent on the Calcutta Stationery Depot for
stationery

II.—Indent on the Superintendent, Government Print-
ing, Burma, for printed forms

III.—Indents submitted by subordinate officers for
stationery and printed forms

IV.—Standard forms

V.—Custody of stationery and forms
VI —Rules regarding special articles of stationery ...

VII.—Rules regarding printing work and the preparation
of tabular forms ...

VIII.— Rules regarding the binding of registers and
Gazettes

IX.—Indents for Gazettes, etc.

V.—Preservation of periodical returns in the Treasury i
Department—[Cancelled].

VI.—Classification of papers on correspondence files— j 151

(i) All Departments ; ! 151

(ii) Treasury Department only—[Cancellea]. |


IV

CONTENTS.
Appendices.

VII.—Preservation of Treasury Department Accounts—

[CancelledJ.

VIII.—Proceedings in the General Department.

IX.—Papers in proceedings which are not to be per-
manently preserved.

X.—Classification of Proceedings—

General Department;
Revenue Department;

XI.—Stock-books and duplicate keys
A—Stock-books
B—Locks, keys and safes

XII.—Rules to regulate the publication of Government
advertisements

XIII.—Burmese equivalents of official designations

XIV.—Maintenance of Confidential Registers and Memo-
randa by Deputy Commissioners

I.—Instructions for the maintenance of confidential
registers of Extra Assistant Commissioners and
Myooks who have executive duties other than
the charge of a sub-treasury and are not'Assist-
ant Settlement Officers, and of Superintendents
of Land Records, by Deputy Commissioners ...

II.—Instructions for the maintenance of confidential
registers of subordinate officers, and of memo-
randa of important points connected with the
district

XV.—Submission of Confidential Reports

INDEX


THE

BURMA DISTRICT OFFICE MANUAL

19I5

CHAPTER I.

Departments of work and classes of documents.

Departments of Work.

1. The administration of a district is vested in the Deputy Sections
Commissioner, whose office is usually divided into six depart- 1-2.
ments, namely,—

(1) Judicial. (4) Land Records.

(2) General. (5) Treasury.

(3) Revenue. (6) Registration.

The Deputy Commissioner is also responsible for the Police
and Forest Departments, but the District Superintendent of
Police and the Divisional Forest Officer each has a separate
office and carries on part of his correspondence direct with the
head of his department without the intervention of the Deputy
Commissioner. The general principles on which their corres-
pondence is conducted are set forth in the rules reproduced in
Appendix I, page 99. The orders relating to libraries in
Chapter VI, page 35, apply to the Police Department, but the
rest of the manual does not apply to the Police and Forest
Departments.

The instructions in this manual do not purport to refer to
the Judicial Department, but they may be followed in matters
of office routine (Chapters II to VIII), regarding which orders
have not been issued by the Chief'Court of Lower Burma, or
by the Judicial Commissioner of Upper Burma.

2. The Judicial and General Departments are directly
under the Deputy Commissioner's own control, except in so
far as he may be specially authorized to delegate some of his
functions to an Assistant or Extra Assistant Commissioner at
headquarters. Each of the other departments of the officer is
in the immediate charge of a subordinate gazetted officer or
Myook, subject to the Deputy Commissioner's supervision,
namely, the Akunwun, the Superintendent of Land Records,


2 Chap. I.—Depts. of work and classes of documents.

Sections the Treasury Officer, and the Sub-Registrar. The Sub-Regis-
3—5 A. trar at headquarters is invested* with most of the powers of a
Registrar, and as such is commonly styled Joint-Registrar.1

3. The Judicial Department deals solely with forensic busi-
ness or, in other words, with the work of the courts under the
superintendence of the Chief Court of Lower Burma or the
Judicial Commissioner of Upper Burma. All acts of a magis-
trate in his judicial capacity under the Code of Criminal Proce-
dure {e.g., inquests, section 176) belong to this department.
Acts of a magistrate in his executive capacity {e.g., issue of
arms licenses and confirmation or promotion of police officers)
belong to the General Department. For further guidance, see
the list of heads of business enumerated in Appendix VIII,
page 152.

4. The General Department deals with all business, which
cannot be specifically referred to any of the other departments ;
see Appendix VIII, page 152. Where, in an Act, certain duties
are laid on the District Magistrate or Collector, the use of these
terms does not necessarily imply that the duties are of a judi-
cial or revenue nature as the case may be. The reason for
this is that in Regulation Provinces the official title of the
Deputy Commissioner is " Magistrate and Collector" and any
reference to him in a legislative enactment necessitates the
use of one or other of these titles.

5. The Revenue Department of a district office deals with
rights over Irind and the assessment and collection of revenue
and other moneys due to Government, but not with agriculture
or famine. Agricultural advances belong to the Revenue
Department because they have to be recovered, but other
matters connected with agriculture belong to the Land Records
Department. Similarly, the assessment and collection of a
punitive police-tax belong to the Revenue Department.

The revenue of the district cess fund or district fund be-
longs to the Revenue Department, but all other matters
relating to the district cess fund or district fund belong to the
General Department.

5A. In all except a few districts a Superintendent of Excise
is in charge of the excise work connected with opium, alcoholic
liquors and intoxicating drugs, other than the collection of the
revenue of the district. The Salt establishment having been
amalgamated with the Excise establishment, the Superintendent
of Excise is also expected to look after salt work. It is impor-
tant, however, that the Superintendent of Excise should be

* See Local Government's General Department Notification No. 373, dated the
34th December 1913.


3 Chap. I.—Depts. of work and classes of documents.

confined to headquarters as little as possible, and in order to Section 6.
relieve him of office work all papers connected with excise,
opium and salt other than those mentioned below will be dealt
with in the Akunwuris office. The Superintendent of Excise
will be at liberty to obtain from the Akunwun for his perusal
any files or other papers in the Revenue Department connect-
ed with excise, o;>ium and salt matters, and the Deputy Com-
missioner should consult the Superintendent of Excise on all
important matters connected with the excise, opium and salt
administration. The subjects which will be dealt with in the
office of the Superintendent of Excise and not in the Akunwun's
office are as follows :—

(1) Appointment, promotion, dismissal, etc., of officers in

the combined Excise, Opium and Salt establishment.

(2) Confidential rolls and service-books of the officers
abovementioned.

(3) Pay and travelling allowance of the officers above-

mentioned.

(4) Diaries and inspection notes of such officers and.
action taken thereon, and other inspection notes
relating to excise, opium and salt, except those
referred to in Salt Directions 1 i, 16 and 17.

(5) Registration of Butman opium consumers.

(6) Smuggling of opium and other drugs.

(7) Offences against the Excise and Opium Laws.

(8) Grant of rewards in excise, opium and salt cases.

(9) Contingent expenditure of the officers above-men-

tioned.

(10) Expenditure from secret service funds.

(it) Supply of stationery and forms to the officers above-
mentioned.

(12) Supply of uniforms, arms and accoutrements to
Excise-officers.

(13) Communications between the Superintendent of
Excise and the officers above-mentioned.

6. In settled districts the Land Records Department is
responsible for the maintenance of the record-of-rights over
land, the assessment of the land revenue, in so far as it is
non-contentious, and statistics about crops and agriculture;
but all questions that arise relating to rights over land and
assessments are investigated and decided in the Revenue
Department, with the assistance of information supplied by the
Land Records Department, and the decisions are communi-
cated by sending the proceedings to the Land Records
Department for incorporation in its records. In districts that


4 Chap. I.—Depts. of work and classes of documents.

Sections are not settled the functions of the Land Records Department
7—I2- remain with the Revenue Department except so far as they
may, by special order of the Deputy Commissioner, be made
over to the General Department.

7- The functions of the Treasury Depaitment are sufficiently
indicated in Articles i to 5 and 300 of the Civil Account Code.

8. The Registration Department is confined to administering
the Indian Registration Act and the Rules and Directions
issued thereunder.

9. The Akunwun, the Superintendent of Land Records,
the Treasury Officer, and the Joint-Registrar, each in his own
department, is responsible for seeing that the work of the
department is properly and punctually cairied out in all its
branches. It is his duty to see that all papers which require
the orders of the Deputy Commissioner are p'aced before him
daily, and when they are received back it is his duty to see
that the orders of the Deputy Commissioner are carried
out.

10. In the Judicial and General'Departments the duties
described in section 9 devolve on the Chief Clerk, except that
he has nothing to do with pending judicial proceedings. These,
from their nature, must be dealt with personally in detail by the
Deputy Commissioner. It is the duty of the Head Judicial
Clerk to put up all proceedings on the proper dates, and to see
that the registers relating to proceedings are properly kept, ar.d
in these matters he is subject only to the direct supervision of
the Deputy Commissioner. All the rest of the business of the
Judicial Department is under the general supervision of the Chief
Clerk.

11. The difference between the functions of the Chief
Clerk and those of a subordinate officer in charge of a depart-
ment is that the former has no authority to pass orders or to
dispose of any matter or to sign letters in the name of the
Deputy Commissioner to subordinates', while the latter can
dispose of certain routine matters. In the Treasury and Re-
gistration Departments the bulk of the business is disposed of
by the subordinate officers in charge without reference to the
Deputy Commissioner. The Deputy Commissioner may
authorize them to sign letters to subordinates for him.

12. When there is an Assistant (or Extra Assistant) Com-
missioner posted to headquarters to relieve the Deputy Com-
missioner of routine work, the Deputy Commissioner may
direct by an order in the order book (see section 14) that
all papers which would otherwise be placed before him shall
be placed daily before the Assistant Commissioner, who will


5 Chap. I.—Depts. of work and classes of documents.

dispose of such as he is competent to dispose of, and will pass Sections
on the rest to the Deputy Commissioner for orders. I3-I3A.

Where there is no Assistant Commissioner or Extra
Assistant Commissioner at the headquarters of a district, a
Myook of the first or second grade may, with the sanction of the
Commissioner, be treated by the Deputy Commissioner as his
Headquarters Assistant for the purposes of this section.

13. Subordinate magistrates, benches of honorary magis-
trates, Subdivisional Officers, and Township Officers at district
headquarters have their own separate main files, correspond-
ence, proceedings and registers, but in all other respects their
offices should be considered as branches of the Deputy Com-
missioner's office. (See sections 93 and 95, pages 28 and 29).
Only one library is k£pt for the use of all. None of them
should have separate stocks of forms, but all should draw
their supplies at short intervals from the Deputy Commis-
sioner's stock as required. The Deputy Commissioner's bailiff
is bailiff for all the courts. The contingent charges of all
courts and offices should be paid by the Deputy Commis-
sioner's cashier, ordinarily the bailiff.

Salaries of all establishments under one major head should
be drawn on one bill, which should be prepared in the General
Department, except in the case of the Land Records Depart-
ment. All salaries other than those of the Land Records
•establishment not in the headquarters township should be dis-
bursed by the bailiff The establishment bills of the Land
Records Department are made out by the Superintendent of
Land Records. The salaries of the Land Records staff at
headquarters and in the headquarters township are di-bursed
at headquarters by the bailiff, and the salaries of the district
staff are paid by cash order on treasure chests. The duties of
the bailiff are laid down in the orders of the Chief Court and
Judicial Department.

I3A. All clerks in the Judicial, Revenue and General
Departments of the Deputy Commissioner's office, with the
exception of the judicial and revenue record-keep :rs (not
including assistant record-keepers) and interpreters, where
such exist, should be graded in one list and shown in the pay-bill
as chief clerk, second clerk, and so on. The clerks may be
given such designations as may be required in respect of
their duties, such as head judicial clerk, head revenue clerk,
bench clerk, etc., but no particular grade of pay should be
attached to these designations. Promotion, whether acting or
substantive, should depend on efficiency and on the degree of
-responsibility involved. The salaries of the record-keepers


6 Chap. I.—Depts. of work and classes of documents.

Sections anc[ interpreters who are excluded from the amalgamated list
14-14A. should however be drawn on the same pay-bill as the salaries
of the clerks on that list; the whole cost should be debited to
"Land Revenue" and five-twelfths of it carried subsequently
to " Law and Justice—Courts of Law." .These instructions
apply also to menial establishments in the Judicial, Revenue
and General Departments.

14- Every subordinate officer in charge of a department
should keep a blank book, called the " order book," in which
should be recorded (in half-margin), under the signature of
the Deputy Commissioner, all orders passed in regard to the
appointment, pay, punishment, or dismissal of his clerks and
peons, and where there is more than one clerk in the department,
concerning the distribution of the work of the office, specify-
ing the work which each clerk is required to do and the
registers which he is required to keep.

The officer in charge of the department and every clerk or
peon affected by an order in the order book should enter their
dated initials in the blank margin against the order in token
that they have read it.

I4A. Under Article 816 of the Civil Service Regulations all
clerks and menials on the district establishment must maintain
service books in Form No. 23 of the forms in the Appendices;
to the Civil Service Regulations. The books of officers not
actually serving in the district office, i.e., those serving in the
subdivisional or township offices, are kept in the latter and
not in the district office, and the Subdivisional Officer or Township
Officer is the head of the office within the meaning of Article
816, Civil Service Regulations. The books must be kept in
the personal custody of the head of the office (Article 818,
Civil Service Regulations), and should not be at the disposal
of the clerks to whom they refer. Instructions regarding "the
taking of thumb and finger impressions in service books are
contained in Rule 17 of the rules circulated with Financial
Department Circular No. 16 of 1905.

Service-books kept by Subdivisional and Township Officers-
should be sent every March to ihe Deputy Commissioner, who-
should have the entries therein checked with the orders passed
by him during the year, and should use them for checking the
entries in the annual return of establishments referred to in
article 55 of the Civil Account Code. This return requires
the signature of the Deputy Commissioner himself or of the
Headquarters Assistant. The service-books should be returned
to the Subdivisional or Township Officers concerned after com-
parison with the annual return.


' 8 Chap. II.—Receipt and issue of documents.

15. Each clerk should be furnished with a separate aimirah Sections
or other receptacle for the safe keeping of all the papers in his l9-
charge, and the key should remain in his custody. On each
almirah should be written or printed in large letters the number

of the clerk and the names of the registers and branches of
work of which he is in charge. Either in the almirah or on a
rack beside his table a certain space should be. fitted with
narrow vertical compartments, in which all the registers
entrusted to him should be kept (see section 57, page 20).

16. The Deputy Commissioner will appoint an officer, who
will ordinarily be the Headquarters Magistrate, to see that the
court, compound and premises are kept clean, free from rank
vegetation, and in proper order. This officer should apportion
the work of the sweepers where there are more than one and
see that they perform their duties.

CLASSES OF DOCUMEN I S.

17- Every document kept in, received in, or issued from, .a
district office belongs to one or other of the following nine
classes:—

Registers {see Chapter III, Library' {see Chapter VI,

page 20); page 35) ;

Assessment-rolls ; Accounts {see Chapter VII,

Maps {see Chapter VI, page page 40} ;
35);

.Periodical Returns 'see Main files {see Chapter

Chapter IV, page 21); VII/, page 41);

Correspondence (see Chap- Proceedings {see Chapter

ter V, page 23) ; IX, page 43) ;

(the initial letters of which form the mnemonic " ramp clamp ").

18. Blank forms, including blank registers and blank assess-
ment rolls, are not regarded as documents. For their treat-
ment, see section 214, page 59.

CHAPTER II.
Procedure on receipt and issue of documents.

A.—Receipt of Documents at Headquarters.

19. All covers received, except those marked confidential
or addressed to the Deputy Commissioner by name, should
be opened in the presence of the Deputy Commissioner, or of
the Headquarters Assistant Commissioner, if there is one,
or, when the Deputy Commissioner is on tour, in the pre-
sence of the officer in charge of his current duties at


' 8 Chap. II.—Receipt and issue of documents.

Sec'tions headquarters. The contents of each cover should be compared
20—22. with the list noted in the top left-hand corner (see section 42,
page 15). All telegrams should be opened by the Deputy
Commissioner himself, if at headquarters, and, when he is
absent, by the officer in charge of his current duties. Covers
addressed to the Deputy Commissioner by name or marked
confidential should be; opened by the Deputy Commissioner only.

When the covers are opened every document should at
once be marked at the top of the first page with the office
stamp showing the date of receipt.

20. The Deputy Commissioner or other officer entrusted
with the duty of opening covers should distribute the receipts
direct to the heads of the various departments of the district
office ; he should never send them in an office basket by a
peon or clerk. As an alternative, he may, by an order in the
order-book, delegate the duty of distributing receipts to the
Chief Clerk of the General Department, and in that case all
receipts, after having been stamped with the office stamp,
should be handed over to the Chief Clerk, who will cause

them to be registered where necessary
in accordance with the instructions in
sections 22—30 under his scrutiny and
supervision before finally distributing
them. In order that receipts may be
registered without delay, the clerks in,
charge of the registers marginally noted
should attend with their registers daily at
an appointed hour in the Chief Clerk's
room and will not leave until the registers
have been compared and initialled by the Chief Clerk. Con-
fidential and other papers received and kept in his own posses-
sion by the head of the office should not be registered unless and
until they pass through the office or are filed in the office records.

21. When receipts are distributed as described in section 20
the officer in charge of the department (or Chief Clerk or
Head Judicial Clerk) should affix a red slip to every document
marked urgent, to every document which he considers urgent,
and to every telegram. These should be registered first and
submitted to the Deputy Commissioner at once. Then all
the other documents should be registered.

(i) Receipt of Registers and Accounts.

22. Only the letter (if any) forwarding documents belonging
to the classes of Registers and Accounts should be entered in

(i) General Proceedings
[section ig4(ii),page 53].

(ii) Revenue (including
Recovery) Proceedings
[section 194 (i), page 52].

(iii) Books and Pub-
lications received (section
27)-

(iv) Letters received
[all departments (section
25)]-


' 8 Chap. II.—Receipt and issue of documents.

the Register of Letters Received (Appendix III, Part I, No. 3, Sections
page 109). The Deputy Commissioner or other officer on 23 z5-
opening the covers should ordinarily at once pass orders in
regard to the disposal of their contents.

(ii) Receipt of Assessment-roils.

23. The receipt of thathameda and capitation-tax assess-
ment-rolls should be noted in the Register of Assess-
ment-rolls (Appendix III, Part III, No. igk, page 1 15). The .
receipt of land revenue assessment-rolls may be checked by
placing marks against the names of kwins, the rolls for which
have been received, in a list of kwins arranged alphabetically
or by surveyors' charges as may be found most convenient.
The receipt of assessment-rolls should never be entered in the
Register of Letters Received.

(iii) Receipt of Periodical Returns..

24. [Cancelled]

(iv) Receipt of Correspondence.

25- Documents belonging to the class Correspondence
should at once be entered in the Register of Letters Received
for the department concerned (Appendix III, Part I, No. 3,
page log), except in the cases specified below. The serial
number given to each document in that register should then be
written in red ink at the top of the first page of the document.
If the date of receipt has not already been stamped with the
office stamp (see section 19), it should be written in red ink
under the serial number. When several enclosures are
received with a list or letter, the list or letter alone need be
registered.

Exceptions.—(i) Reminders should not be registered at all,
but should be promptly returned' with a short note on the
reverse explaining the delay, if any, and stating the date on
which the letter or return called for will probably be sent, if it
has not already been sent. Such reminders should ordinarily
be destroyed on receipt in the office which issued them.
Reminders sent in advance before periodical returns or reports
fall due may be kept pinned inside the back of the file-cover to


' 8 Chap. II.—Receipt and issue of documents.

Section which they relate and destroyed after the return or report has
been submitted.

(ii) Processes received from another office for service are
correspondence (see section 74, page 23). They should be
entered only in the Bailiff's Annual Register of Processes
Issued.

'iii; Letters or memoranda merely forwarding reports or
returns and lists accompanying triplicate chalans received
from subordinate officers need not be registered anywhere. The
lists should at once be handed over with the chalans to the
clerk responsible for the upkeep of Account Register I
(Appendix III, Part III, No. 10, page 114).

(iv) Circulars and notifications received without an accom-
panying memorandum or merely with a forwarding endorse-
ment, whether on a separate sheet of paper or not, should not
be registered (see section 169, page 43). If received with a
letter or endorsement conveying definite instructions or asking
for a report, the letter or endorsement will be registered in the.
Register of Letters Received.

26. To each letter, endorsement, memorandum or telegram
belonging to the class Correspondence which is registered as
prescribed in section 25, the registering clerk should attach
an order sheet, in Form "';«'■»'"*'» when the letter, etc., is

> Lfcncral 7 ' '

addressed to the Deputy Commissioner and in Form
when the letter, etc., is passing through the office on its way
to the addressee. The register number and the spaces pro-
vided for entering the date of receipt and the date of passing on
should always be filled up. Telegrams should be pasted on
this order sheet, the quarter inner margin of the telegram being
left loose and folded down.

If the last page of the letter be entirely blank, a stamp in-
the following form may be impressed on it instead of attach-
ing an order sheet:—

Register No.

Received. Passed on. Initials.
Registering Clerk ... Chief Clerk Departmental Officer
•


' 8 Chap. II.—Receipt and issue of documents.

(v) Receipt of Publications for the Library and of Maps.

27. Books and maps intended for the library should on Sections
receipt be entered at once in the Register of Books and Pub- 27—30.
lications Received [(Appendix 111, Part II, No. 44, page 113),

.s manuals should be handed over to the Librarian for distribu-
tion to the various offices in the district and for correction of
the copies in the library, and he should invariably report within
a week through the Chief Clerk to the head of the depart-
ment that this has been done. (See also section 136, page 37.)

The receipt of maps intended to be filed in proceedings
should be noted only in the " List of papers " at the back of
the fly-leaf.

28. When a blue bock is received it should, after entry in
the Register of Books and Publications Received, be circulated
to the gazetted officers and Myooks at headquarters for
perusal.

(vi) Receipt of Documents for Main Files.

29. Circulars, notifications (other than notifications regard-
ing personal matters, land acquisition and the like, which do not
contain standing orders and may therefore be treated as
correspondence) and other standing orders which belong to
the class of Main Files should on receipt be placed in the files
to which they belong, and entered up in the table of contents
(Form They should not be registered in any
register. This does not apply to standing orders which are
conveyed incidentally in a letter received during the course
of a correspondence, or to orders on which immediate action
is required [see section 168, page 43].

(vii) Receipt of Proceedings and Documents therefor.

30. Proceedings, other than proceedings described* in
section 74 (page 23), should on receipt he handed over to the
clerk who has charge of the relevant volume of the Register
of Proceedings. If the proceedings have already, on a pre-
vious occasion, been entered in that register the clerk will
merely rub out the note of their despatch if made in pencil, or

* Where the register of receipt and relurn of revenue proc edings of other
districts is kept (Appendix III, Part III, No. 2?, pagfe 116, see note to section 74.


' 8 Chap. II.—Receipt and issue of documents.

Sections will enter below it, if the note was made in ink (see section 38,
31 34- page 14), a red ink note of their return. If the proceedings
have not already been entered in the Register of Proceedings,
the clerk will make the necessary entries in that register and
will write the serial number taken therefrom on the fly-leaf of
each proceeding.

Proceedings in which Subdivisional or Township Officers
have sanctioned the remission or writing off of revenue and
which have not already on a previous occasion been entered in
the district office Register of Proceedings should on receipt be
entered in Revenue Account Register V instead of in the
Register of Proceedings.

JV.B.—Proceedings should not be registered in the
Register of Letters Received except as provid-
ed in Section 74, page 23.

31. The procedure to be followed on receipt of applica-
tions or petitions presented to the Deputy Commissioner is
laid down in sections 173-81, pages 44—7.

32. The return of processes issued in proceedings should
be noted only in the Bailiff's Annual Register of Processes
Issued, and in the " List of papers" on the back of the fly-
leaf of the process file (section 187, page 50).

When a process is received in the issuing office after service
by another office a note of receipt with date should be made
in column 7 of the Register of Letters Issued against the
original entry of issue (section 41, page 15). Such processes
are not entered in the Register of Processes kept in the
issuing office.

33. Telegrams, reports, exhibits, lists of witnesses, and
papers other than applications, received in connection with pro-
ceedings should be noted only on the back of the fly-leaf of
the proceedings file or of the process file as the case may be
(section 187, page 50). Reminders received in connection
with proceedings should be treated in the manner prescribed
in section 25 (i), page 9.

B.—Issue of Documents at Headquarters.
{i) Issue of Registers, Assessment-rolls, Accounts, and Main

Files.

34. Documents belonging to the classes of Registers,
Assessment-rolls, Accounts, and Main Files issued from the


' 8 Chap. II.—Receipt and issue of documents.

district office should not be registered except in the Local or Sections-
Postal Despatch Register (Appendix III, Part I, Nos. 6 and 35-36.
7, page 109), (see section 42, page 15). The forwarding letter,
if any, should be registered in the Register of Letters Issued
as it belongs to the class Correspondence (see section 36).

(it) Issue of Periodical Returns.

35. [Cancelled.]

(in) Issue of Correspondence.

36. A document belonging to the class Correspondence,
before issue from the district office, should be registered by
the despatching clerk in the Register of Letters Issued for the
department concerned (Appendix III, Part I, No. 4, page 109),
and the serial number of its entry in that register should be
written on the office copy (if any) and on the document itself.
Identical issues to different persons should be given different
numbers. If no office copy is kept, the word "original"
should be written after the number thus, e.g., " 109 Orgl."
both in the register and on the document. The head of the
department must use his discretion about making office copies
of correspondence. For example, no copy need be kept of
letters merely advising the return of processes, the despatch
of books, or the receipt of documents, of reminders or of
merely formal letters. The serial number of the document
taken from this register should be followed by the symbol of
the subject-head taken from Appendix II, page 106, and the
number of the file under that head in which the office copy
(if any) of the document is filed : e.g., letter No. 150, about
fisheries, will be numbered 15c—IV-5 (if Fisheries file 5 be
the file in which the office copy is filed). *

Exceptions.— (i) Reminders issued from the office should
not be registered in the Register of Letters Issued. They
should be entered in the Local or Postal Despatch Register
only, a note of their despatch being made on the margin of
the office copy (if any) of the original document. The
Deputy Commissioner should by general or special order note
the dates (weekly, fortnightly, or monthly) on which remin-
ders should ordinarily issue.

(ii) Telegrams should be numbered in a separate series of
their own. The only note of this number will be on the coun-
terfoil of the book of telegraph forms. This applies to all


' 8 Chap. II.—Receipt and issue of documents.

Sections telegrams whether issued from- proceedings or from corres-
37—39. pondence files (see also sections 47 to 51, pages 16-7).

(iii) Processes returned to the issuing office after service
should not be entered in the Register of Letters Issued. The
return of such processes should be noted only in the Bailiff's
Annual Register of Processes Issued and in the Local or
Postal Despatch Register.

(iv) Marriage certificates forwarded to the Financial
Commissioner should not be registered in the Register of
Letters Issued. They should be entered in the Local or Postal
Despatch Register only.

{iv) Issue of Documents belonging to Library and of Maps.

37. The issue of books, correction slips, and maps (other
than maps intended to be filed in proceedings) should be noted
in column 6 of the Register of Books and Publications Re-
ceived [(Appendix III, Part II, No. 44, page 113), see section
126, page 35]^nd also in the Local or Postal Despatch Registers
{see section 42, page 15). The forwarding letter, if any, should
be registered in the Register of Letters Issued, {see section 36).

(v) Issue of Proceedings.

38. (a) When proceedings are sent for reporL and return
to a subordinate officer or for orders to the Commissioner of
the Division or other superior authority, an entry " S. D. O.

-," " T. O.-"S. L. R.," " C.—D." or the like

with the date of despatch taken from the Postal or Local
Despatch Register should be made in pencil in the Register
of Proceedings. This note should be rubbed out on the return
of the proceedings (see section 30, page 11).

(1b) When proceedings are sent to another office for final
disposal, the entry in the Register of Proceedings should be

" S. D. O.-or " T. O.-as the case may

be, in black ink with the date of despatch taken from the
Despatch Register. If such proceedings are again received
back for further orders, a second entry in red ink will be
made when the proceedings are returned for final disposal {see
section 30, page 11).

(c) Proceedings sent to the record-room should be accom-
panied by the Register of Proceedings only. No list is neces-
sary {see section 198, page 54),

39. Reminders issued in connection with the proceedings
should not be entered in any register except the Local or


' 8 Chap. II.—Receipt and issue of documents.

Postal Despatch Register. The word " Reminded " and the Sections
date should be written in pencil in the remarks column of the 4°—43*
Register of Proceedings against the entry of the proceedings.
The Deputy Commissioner should by general or special order
note the date (weekly, fortnightly, or monthly) on which remin-
ders should issue.

40. Telegrams issued in connection with proceedings should
be treated as laid down in section 36 (ii).

41. Processes sent for service to another office should be
entered in the Register of Letters Issued and in the Local or
Postal Despatch Register. A note in the diary of the pro-
ceedings to the effect that they have been sent should also be
made.

Despatch of Documents other than Telegrams.

42. The despatching clerk should maintain one or more
Local Despatch Registers {see Appendix III, Part I, No. 6,
page 109) for entry .of such documents as are sent by mess.nger,
and a Postal Despatch Register (see Appendix III, Part I,
No. 7, page 109) for such as are sent by post. In one or other
of these he should note all documents issued and place them in
covers, which he should address, close, frank, and, if neces-
sary, stamp. The contents of each cover should be described
on the outside by writing at the top left-hand corner the
number as entered in the Register of Letters Issued in the
case of documents entered therein, the proceeding number
and year in the case of proceedings, the name of the return
in the case of periodical returns, the number and description
in the case of registers, assessment-rolls, maps, books, ac-
counts or processes sent to another office, and the wprds
" Reminders on—" in the casi of reminders.

43. When several documents are addressed to the same
officer on the same day, they should, if possible, be enclosed
in a single cover. As few postage labels as are sufficient to
cover the postage should be attached to covers. The practice
in vogue in many Government offices of prepaying the post-
age on official postal articles by means of many stamps of low
value, when a relatively small number of stamps of higher
denominations M'ould suffice, causes serious wraste of postage
stamps. Apart from the needless expenditure which is incur-
red on account of manufacturing charges, the practice is open
to serious objection from a postal point of view. Some
of the numerous stamps affixed may escape obliteration and
may afterwards be used improperly, while the necessity for


' 8 Chap. II.—Receipt and issue of documents.

Sections obliterating each stamp imposes a vexatious and unnecessary
44—47- burden on the postal officials. It is also difficult for these
officials to check, with the rapidity which is essential in practice,
the adequacy of the stamps affixed. Further, owing to the large
space frequently covered by the stamps, it becomes practic-
able to remove them, to cut open the parcel or letter and
abstract its contents, and to replace the stamps in such a
manner as to conceal the injury to the cover.

44. Official correspondence should be sent through the
post in covers of not more than sufficient size. The trans-
mission of a small packet in a large cover involves a waste of
stationery and of postage stamps, and renders the packet liable
to damage in transit.

44A. All letters sent by Government officers in their official,
capacity, in reply to communications of any kind received
from private individuals or associations, should be despatched'
" service paid."

44B. Official correspondence transmitted by foreign post,
with the exception of correspondence exchanged \vith Ceylon,
is subject to the same rates and is governed by the same
rules as ordinary private correspondence. Service stamps may
be used on official correspondence addressed to the United
Kingdom or British possessions only.

45- Covers containing official correspondence which is
not of a confidential nature should be addressed to the officer
for whom they are intended by his official designation only
without the addition of his name.

46. Confidential letters or papers should be sent in double
covers. The inner cover should be addressed to the officer con-
cerned by name, should be marked " confidential " and should
be sealed. The outer cover should be addressed in the
manner prescribed in section 45, should not be marked confi-
dential and need not be sealed, but it should be registered if the
letters or papers are of importance and are sent by post.
Care should be taken to see that the inner cover does not fit
so closely within the outer that the former will be likely to be
torn when the latter is opened.

Despatch of Telegrams.

47. Telegrams should always be numbered in a separate
series, which should run by the agricultural year in the Revenue
and Land Records Departments and by the calendar year in
other departments. The number should always commence the
telegram, without the word " number " being prefixed. No


Chap II.—Receipt and issue of documents.

>7

register of telegrams should be kept and the only note of the Sections
number will be on the counterfoil of the telegraph form. The 48-^53A.
draft of the telegram should be written on a separate sheet of
paper and placed in the file to which it relates. It should not
be written on the counterfoil of the telegraph form.

48. Whenever a telegram is. despatched from a place
where there is a telegraph office, the date and place of despatch
are shown by the telegraph office in the copy of the telegram
delivered to the addressee, and need not be mentioned in the
body of the form. 4

49. Whenever a telegram is despatched from a place
where there is no telegraph office, the date and place of des-
patch should be stated in the body of the telegram. Thus, a
telegram sent from Cheduba on the ist February should begin
as follows "(Here enter the number). Cheduba, First Feb-
ruary-."

50. When a telegram is repeated the date and place of
despatch should be given, if it is necessary or advisable that
the addressee should know when and from what place the re-
peated telegram was originally despatched. Thus, in repeat-
ing a telegram from the Township Officer, Salin, despatched
on the ist February, the officer who repeats the telegram
should telegraph as follows: "(Here enter the number).
Township Officer, Salin, telegraphs: Salin, First February.
Begins: * * * Ends."

51. Unless under general or special instructions to the con-
trary in the telegram or otherwise, the telegraphic reply, if any,
should be sent to the original place of despatch and should
quote the number of the telegram replied to.

52. If the sender of a telegram desires the telegraphic
reply to be sent to some station other than the station of des-
patch, he should add at the end of the message the word
" Reply " and the name of the station to which the reply is to
be sent.

53. Telegrams relating to leave, arrangements for journeys
when travelling allowance is drawn, or on other private business,
are private, and must not be sent on the public service, and if
a telegraphic reply is wanted it must be prepaid.

53A.* Telegrams must be classed either as "Express"
or " Ordinary." As a general rule, State telegrams should
be sent in the " Ordinary " class, and messages should be
classed as " Express " only—

(a) in cases of great emergency, and

* Government of India, Department of Commerce and Industry, Resolution
No. 1861—1894-50, dated the 4th March 1909.

2


' 8 Chap. II.—Receipt and issue of documents.

Sections (£) in cases where the despatching officer knows that the

53B—53E. line is blocked, and considers his message sufficiently

important to take precedence of ordinary traffic.

53B.* Telegrams should, except when extreme precision
is important, be expressed in as few words as possible ; and
mere auxiliary or connective words, which can obviously be
filled in by the receiver, should be omitted. Government
officers must understand that no real revenue is derived from
# State messages, and that any increase in the average number
of words used means a direct expense to Government.

In the case of multiple telegrams, it is not as a rule neces-
sary to include in the text of the telegram the designations
of all the officials to whom the telegram has been repeated.
This should be done only in exceptional circumstances and for
special reasons. In the great majority of cases when a tele-
gram is addressed to several officers, the case is governed either
by specific orders or by a well-understood practice, and the
officer receiving the telegram will assume that the officer des-
patching it has obeyed the orders or followed the usual prac-
tice.

53C.* Telegrams should not be sent in cases where a letter
would serve the purpose equally well : as,-for example, in com-
municating information of a routine character and in the case
of periodical returns which are not urgent, and the despatch of
which by telegrams is not specifically ordered.

53D.* The three dangers therefore to be specially guarded
against are —

(1) the sending of " Express " telegrams in cases not of
great urgency,

(2) undue prolixity in messages, and

(3) the sending of a telegram when a letter would serve
the same purpose.

53E.+ Service stamps only shall be used in payment of
State telegrams, whether sent from Government telegraph
offices or from railway stations. A supply of service stamps,
sufficient to cover the cost of telegrams as well as of letters,
should therefore be obtained from the treasury. In affixing
stamps to telegrams, care should be taken to use the smallest
number possible, and stamps of the higher values should be pro-
cured to such extent as may be necessary. To meet the case
of especially long telegrams, stamps of Rs. 10 and Rs. 15
values have been issued.

* Government of India, Department of Commerce and Industry, Resolution
No. 1861-1894-50, dated the 4th March 1909.

t Government of India, Department of Commerce and Industry, Resolution
No. 1760—1793-216, dated the ist March 1909 j and Revenue Secretary's
Vetier No. 123—10T.-36, dated tne nth June 1914.


' 8 Chap. II.—Receipt and issue of documents.

53F*. No cash entry will be made by the telegraph office Sections
in the receipt for any telegram paid for in service stamps. 53^—54-
If any officer is compelled to send a telegram at a time when
he is temporarily without service stamps, he should pay for it
in cash, and the receipt granted to him will then state the value
of the telegram, but will not bear on it the word " State ". The
value of the telegram may subsequently be recovered from
Government, the officer concerned submitting as his voucher
the receipt for the telegram, together with a certificate signed
by the head of the office that the telegram was sent on State
service, and that cash payment was unavoidable.

C.—Receipt and Issue of Documents on Tour.

54- When a Deputy Commissioner proceeds on tour he
should authorize some subordinate officer of the Commission
or of the Provincial or Subordinate. Civil Service to open tele-
grams (which unless in cypher are not confidential communi-
cations) and reply to them when the reply does not require the
orders of the Deputy Commissioner himself. He should also
make such arrangements amongst the clerks as he may consider
necessary for the performance.at headquarters and in camp
of the clerical duties connected with correspondence. He
.should take with him for all departments a single camp Regis-
ter of Letters Issued, and a Postal and a Local Despatch
Register. Letters received on tour which have not already
been registered should be sent to headquarters to be registered.
A letter issued while on tour should be given a number from
the camp Register of Letters Issued (the series in which will
run separately by the calendar year) and will be distinguished
from a letter issued at headquarters by having the letter " C "
prefixed to its number, e.g., " C. 105." It will not be neces-
sary to give the file number, but that can be added if the file
is actually with the Deputy Commissioner. There should be
very little correspondence dealt with in this way, as, when-
ever possible, communications drafted in camp should be sent
â– with the necessary orders on them to headquarters for action.
Telegrams issued on tour should be numbered in one series
for all departments, running separately by the calendar year,
the letter " T " being prefixed to the number to distinguish

-'Government of India, Department of Commerce and Industry, Resoluticiv
No. 1760-1793-216 dated the ist March 1909,


20

Chapter III.—Registers.

Sections such telegrams from those issued from headquarters. When
;S5—60- the Deputy Commissioner is on tour the officer in charge of
the department should sign all letters and returns for the
Deputy Commissioner, unless the Deputy Commissioner
specially delegates the duty to some other officer.

CHAPTER III.
Registers.

55- Appendix III, pages 109—J7, contains lists of all regis-
ters prescribed for each department. The list for the Treasury
Department is given in the Burma Treasury Manual. When
the local circumstances of a district render the upkeep of-
some of these registers unnecessary, they are not to be opened.
The upkeep of registers not in these lists is absolutely prohi-
bited unless they have been specially sanctioned by the Com-
missioner, or in the case of Revenue and Land Records Re-
gisters, by the Financial Commissioner.

56. Every register, if received from the press unpaged,
should be paged, and when it is divided into heads or sections
a table of contents showing the page at which each head or
section commences should be prefixed.

57- All registers should be kept standing up on end with
their backs outwards in narrow compartments. This applies
to completed registers during the period of their retention in
the office prior to despatch to the record-room as well as to
registers in current use [ see section 1 5, page 7].

58. Every register should have its name and number taken
from Appendix III printed both on the back and on the outside
of the front cover. When there are two or more volumes of
any one register the particulars necessary to distinguish the
contents of each volume should be added.

59- When instructions have been issued whether by Govern-
ment or by the head of a department or by an inspecting officer
for keeping any register, a copy of them should be pasted inside
the front cover of each volume, unless, in the case of printed
instructions, this has already been done before the volume
issued from the press. Reference should also be made to the
orders [see column 3 of the lists in Appendix III, pages 109—27]
under which each register is prescribed.

60. When the first entry is made on any page of a register
the headings of that page should be fully entered up. The


Chapter IV.—Periodical Returns. ai

year to which the entries relate should be written at the top Settling
of each page. 61-64.

Year of maintenance.

61. In the absence of specific orders to the contrary registers
in which the entries are annual, not permanent, should be
maintained (i) by the calendar year (ist January to 31st
December) in the General and Registration Departments, (ii)
by the financial year (ist April to 31st March) in the Treasury
Department, and (iii) by the agricultural year (ist July to
30th June) in the Revenue and Land .Records Departments.
Exceptions are noted in Appendix III, pages 109—27 [see also
section 194, page 52]. /

Permanent registers should not be kept by any year. The
serial number of entries in such registers (if any) should run
•on from year to year.

Disposal of completed Registers,

62. The last column of Appendix III, pages icg—27, shows
how completed registers should be disposed of. Registers which
have completed the period prescribed for their retention in the
office should be sent to the record-room or destroyed as the
case may be in the month of (i) January, (ii) April, or (iii) July
of the. year following the expiry of the period prescribed for
their retention in the office according as they belong to the
(1) General, (2) Treasury, or (3) Revenue and Land Records
Departments. For destruction of registers in the Registration
Department, si?* rule 8 of the Registration of Deeds Rules, J 913.

CHAPTER IV.

Periodical Returns.

63. The expression "Periodical returns" means any
â– communication of the nature of a report which is prescribed
for submission at regular intervals on or before a fixed date.

Explanation.—A report which is submitted as often as an
uncertain event occurs is not a periodical return, nor does an
annual request for sanction satisfy the definition. Except as
regards registration on receipt and issue periodical returns are
treated as correspondence.

64. Periodical reports and returns do not as a rule require
any forwarding letter or memorandum. It is sufficient if they


Chapter IV.—Periodical Returns.

Sections are headed " Annual (or quarterly, as the case may be) report
65—71- (return or statement, as the case may be) of n

and the following endorsement written at the foot of the report,
return or statement—" Forwarded to the ." Care

should be taken to see that all the columns of returns are filled
in as far as is possible and that reasons are given for any
unavoidable omissions.

65. When periodical returns are blank, a separate memoran-
dum for each blank return in form should be sent.

66. If manuscript forms for periodical returns have to be
ruled at any time, the rules in Part VII (b) of Appendix IV, page
146 should be observed.

67. The Commissioner usually supplies a list of periodi-
cal reports and returns due in his office. The entries irv
this list will be incorporated in the Calendar of Periodical
Reports and Returns prepared annually in the office. A list of
the returns to be submitted direct'by the Treasury Department
to the Accountant-General and certain other officers is given
in the Burma Treasury Manual.

68. A Calendar of Periodical Reports and Returns due in
and from the office should be prepared annually for each depart-
ment in forms Land Revenue III, Miscellaneous 22 and 23, and
should be kept in the department for reference.

69. Annual reports should be written on half-margin and oiv
one side of the page only and each new paragraph should
commence on a fresh sheet. If remarks on the report are
written on the margin, care should be taken that such remarks
do not fall within the inner quarter margin, which should invari-
ably be left blank for filing.

70. Office copies of periodical reports and returns should be
filed in correspondence files, which should be entered under
the appropriate head in the Register of Correspondence Files
{see * section 78, page 24). All correspondence in connection
with them should issue from or be placed in the files in which
the office copies of the reports or returns are kept.

Disposal of Periodical Returns.

71. The office copies of all periodical returns other than
those of the Land Records Department and the Treasury
Department may be classed " C" papers and destroyed at the
beginning of the third year following the year to which the
figures relate. In the case of the Stamp, Income-tax, and
Registration Reports, the returns for thetwoyears intermediate:


a 6 Chapter V.— Correspondence.

between two triennial reports and the former triennial report Sections
should not be classed C till after the preparation of the latter 72 74*
report. Extracts from any periodical report which are of
permanent interest should be kept at the discretion of the
Deputy Commissioner in a permanent file. Office copies of
periodical reports and returns should never be sent to the
record rooms.

72. Lists of periodical returns of the Treasury and Land
Records Departments, with directions regarding their disposal,
are given respectively in the Burma Treasury Manual and in
Appendix B of the Land Records Manual.

7 3- fCancelled.1

CHAPTER V.
Correspondence.

74. " Correspondence " means all written communications
received in, passing through, or issued from an office, which
do not belong to any of the oth^r eight classes of documents,
together with the office notes, memoranda, reports, etc., written
to explain, illustrate, or furnish data for replies to communica-
tions. It includes the following executive matters which are
not classed as proceedings:—

(i) Circular orders tothugyis.

(ii) Processes received for service from another office.

(iii) Orders calling for records in appeal or revision.

(iv) Personal matters relating to officers.

(v) Grant of rewards in excise cases.

Proceedings for the recovery of revenue or for the verifica-
tion of security offered by fishery and other lessees and the
like received from another district are also classed as correspon-
dence in the office in which they are received, and their receipt
and issue are registered in the Registers of Letters Received
and Letters Issued and not in the Registers of Proceedings.
(See sections 25 and 36, pages 9 and 13.)*

Annual reports and returns are classed as periodical returns
and not as correspondence.

* Where the register of receipt and return of revenue proceedings of other
districts is Ucpi I Appendix 111, Part III, No. 22. pa^e 116) such proceedings
should be entered in that register only, both on receipt and return. They should
not be entered in the Register of Letters Received and Issued.


a 6 Chapter V.— Correspondence.

Correspondence Files.

Sections 75. The heads under which all correspondence in the General,
75—78- Revenue and Land Records Departments should be classified
and the symbol by which each head should be referred to are
given in Appendix II, page 106. The files opened under each
head should be distinguished by the addition of an Arabic
numeral, i, 2, 3, etc., after the file symbol ; thus file IV-5
means file No- 5 under head IV—Fisheries. No heads are
prescribed for correspondence of the Treasury and Registra-
tion Departments and correspondence files in these departments
should be numbered in one series.

76. A separate file should be opened for each distinct subject
of correspondence. For instance, aJetter asking for opinions on
a draft Ferries Bill should not be placed on the same file with
a letter asking for opinions on a draft Gambling Bill But, on
the other hand, greatv care should be taken that files are not
unduly multiplied by opening more than one file about topics
which naturally fall within the same subject. A separate
correspondence file must not be opened for any circular or
notification unless it forms the starting point of correspondence.
When correspondence on a particular subject continues after
the close of the year during which it commenced, a new file
should be opened at the commencement of the next year.

77- Correspondence files (other than confidential files) should
be cased in covers in form Files should be paged,

each sheet of paper being counted as one page and not as two.
No letter should be filed until some action, such as the issue of
• a reply or of orders calling for a report from some subordinate
officer not at headquarters, has been taken on it or a definite
order to file has been passed. The draft of every reply or letter
issued should be filed immediately after the order sheet on
which the order to issue is passed. The papers in a file should
be fastened together by a cord, lace or narrow tape passed
through two holes six inches apart on the left hand margin
equidistant from the centre and tied in a bow so as readily to
admit of the insertion of fresh papers.

78. In each department a Register of Correspondence Files
in form p^'g;' should be kept up in sections, one or more
pages being allotted to each of the heads mentioned in Appendix
II, page 106. When it is obvious from the local circumstances
of the district that any head is likely to be blank (e.g., Marine
in Meiktila) that head should be omitted altogether. Any
correspondence falling under a head so omitted which does


25 Chapter V.— Correspondence.

chance to be received can be entered in a file under the head Sections
" Miscellaneous." The register is issued by the press in book- 79—81.
lets of 26 leaves and a fresh volume should'be opened at the
commencement of every year.

79. Confidential files should be entered in a separate register,
all in one series and not by heads. Both the files and the
register should be kept in a confidential almirah. There are
usually two such almirahs in a district office; the key of one
is kept by the Chief Clerk and of the other by the Deputy
Commissioner himself. Confidential files should be cased in

•1 it Miscellaneous \

pink covers (form 0enerall.25).

80. Correspondence files and the connected Registers of
Letters Received, Letters Issued, and Correspondence Files
should be maintained by the agricultural year in the Revenue and
Land Records Departments, by the financial year in the Treasury
Department, and by the calendar year in other departments.

Channels and Methods of Correspondence.

81. In the absence of special orders to the contrary (see
sections 82-4) a Deputy Commissioner should not address the
head of a department or a Secretary to Government; he
should address his own immediate superior, the Commissioner.
Even when a circular calling for reports is sent direct by a
Secretary or head of a department to a Deputy Commissioner,
the reply should be addressed to the Commissioner.

Exceptions.—(i) Letters acknowledging receipt of books or
other articles should be addressed and sent direct to the officer
who sent them.

(ii) Letters calling for and submitting records should pass
direct between the Chief Court of Lower Burma, or the Judicial
Commissioner of Upper Burma, and Deputy Commissioners.

(iii) The Deputy Commissioner should correspond direct with
the Accountant-General about the routine business of the treasury.

(iv) The periodical reports of Civil Surgeons on the mental
condition of criminal lunatics who have been released on
•security should be forwarded by Deputy Commissioners direct
to the Secretary to the Government of Burma.

(v) Returns and their connected correspondence concern-
ing the registration of births, deaths and marriages should be
forwarded direct to the Assistant Secretary to the Financial
Commissioner.


26 Chapter V.— Correspondence.

Sections (vi) Under article 935 of the Civil Service Regulations
82-87. anticipatory pensions can be granted. Hardship is sometimes
caused to individuals owing to delay in the issue of orders
granting final pension. The " audit officer" under article 925
is the Accountant-General and the authority who prepares the
pension papers should address the Accountant-General direct
and move him to exercise the power conferred on him by article
925 in cases in which delay is likely to occur. In such cases
the officer who prepares the pension papers should have a
declaraiion in the form prescribed in article 925 drawn up and'
signed by the applicant, leaving the amount of the advance
pension blank, and should submit it to the Accountant-Generab
direct with a recommendation as to the amount of advance
pension which may safely be sanctioned.

82. On an emergency, when time is of great importance, a-
Deputy Commissioner may, when despatching a letter to the-
Commissioner, send a copy of it direct to the head of the
department concerned or to a Secretary to Government. When
he does so he should inform the Commissioner of the fact.

83. In the Land Records Department letters on routine
subjects, such as reappropriations in the budget, progress
reports, and the supply of instruments, agricultural products or
specimens and the like, may pass between the Commissioner
of Settlements and Land Records and the Deputy Commis-
sioner through the Commissioner under flying seal.

84. The rules relating to the correspondence of other
departments passing through a Deputy Commissioner's office
are reproduced in Appendix I, page'99.

85. The rules relating to correspondence with Shan Chiefs
are reproduced in the Shan States Manual.

86. The following mode of address is prescribed for use in.
all official communications to Buddhist monks which cannot

j suitably be made in English :—

(Official designation of officer) ro. (Name-of monk) oogojodd
The use of any other form of address for such communications
and of any supplicatory fnrm in the body of the communication
is forbidden. Communications which can suitably be made in
Eng'ish should be so made.

87. District Magistrates are permitted to correspond direct
with British officials in the United Kingdom and the Colonies
regarding criminal cases actually under investigation, or any
matter connected with police intelligence. But this does not
authorize direct requests being made for information as to
practice or procedure. Whenever possible the District
Magistrate should communicate with the Director of Criminal


27 Chapter V.— Correspondence.

Intelligence in India before applying to an official in the United Sections
Kingdom or the Colonies, as the Director may be in a position 87A—8p-
to supply the information desired. When a District Magistrate
addresses a British official outside India he should send a copy
to the Director and to the Commissioner for the information of
Government except m the case of communications to Colonial
officials regarding individuals and specific criminal cases when
the subject is not. in his opinion of such importance as to deserve
the notice of the Local Government, the Government of India
or the Secretary of State.

87 A. Indenting officers in Burma are permitted to correspond
direct with (he Director-General of Stores at the India Office,
London, in all matters relating to (1) the quality of stores-
received, (2) damage sustained by stores in transit, and (3) the
non-receipt of articles included in indents.

In the preparation of indents for stores of European manufac-
ture, whenever it may be found more convenient or economical
to do so, the names, etc., of the articles indented for may be
typewritten on the printed skeleton indents in the prescribed
form which may be obtained from the Superintendent of Gov-
ernment Printing, Burma, as form in the Miscel-
laneous Guard-book. The indents should invariably show
which items, if any, have been demanded in advance, and
should quote against such items the letter or telegram in which
the advance demand was made.,

88. Except as permitted by sections 87 and 87A no officer
may communicate officially with any official in the United
Kingdom, the Colonies or Continental Europe. If any such
communication is necessary, the Deputy Commissioner should
address the Commissioner.

88A. In no circumstances may communications be addressed
direct by subordinate officials in Burma to His Britannic
Majesty's Diplomatic representative^ (in which term Consular
officers areincluded) in China. If communications have to be
made to such officials, they should be forwarded to the Local
Government, which will send them direct to the Consular officer
of the treaty port nearest to the place where the person who
is the subject of the communication is believed !o reside. The
Deputy Commissioners of Bhamo and Myitkyina, however, are
at liberty to correspond both officially and demi-officially with
His Majesty's Consul at TengyUeh.

89. All correspondence' for the Royal Humane Society
should be addressed to the Commissioner. Eighteen months
is the maximum time allowed for application for a medal or
certificate from any part of the world.


a 6 Chapter V.— Correspondence.

ections go. In the absence of special orders to the contrary, no
90 93. officer subordinate to the Deputy Commissioner should corre-
spond officially with an authority superior to the Deputy Com-
missioner, or with an authority outside the district. Nothing but
very exceptional circumstances can justify a breach of this rule.

91. Correspondence with subordinate^ should be carried on
through the ordinary official channels. If, on an emergency,
it becomes necessary to communicate direct with a Township
Officer in a subdivision of which an officer is in charge, the
communication should be addressed to and sent to the Subdivi-
sional Officer with a nole on it that a copy has been sent direct,
and a copy only should be sent to the Township Officer, who
â– should address his reply to his immediate superior, and, if so
specially directed but not otherwise, should send a copy direct
to the Deputy Commissioner, having endorsed on the original
sent to the Subdivisional Officer a note that he has done so and
his authority for so doing. This rule applies, mutatis mutandis,
to correspondence between a Deputy Commissioner and all his
subordinates, and to correspondence which an officer of any
grade may have to carry on with his superiors. Care should
be taken not to weaken the authority and influence of Subdivi-
sional and Township Officers in the tracts of which they are
placed in charge by the Government and for the administration
of which they are personally responsible.

92. In every case in which a Deputy Commissioner makes
a communication or issues an order which has to be conveyed
to more than one subordinate in a subdivision, or in the case
of a township not in a subdivision of which an officer is in charge,
to more than one subordinate in the township, the necessary
number of copies shall be prepared in the Deputy Commis-
sioner's office and sent to the Subdivisional or Township
Officer, as the case may be.

93. Correspondence of a formal official character between
the Deputy Commissioner and any of his subordinates at head-
quarters is absolutely prohibited. If a subordinate officer
requires an order on a particular case he should submit the .file
to the Deputy Commissioner, who should record his order
thereon, and return it. If the officer requires orders on any
general or miscellaneous question not forming the subject of an
official record, he should take the Deputy Commissioner's oral
orders, or if the subject is of sufficient importance, he should
submit a memorandum on which the Deputy
Commissioner should record his orders. When the Deputy
Commissioner wishes to send an order to any subordinate at
headquarters he should write the order on the file, or use form


a 6 Chapter V.— Correspondence.

or call up the officer and give his order orally. No Sections
copy of any such orders should be kept.

93A. Form may also be used for ephemeral cor-
respondence between the Deputy Commissioner and officers
of other departments at the district headquarters.

94. It is not possible altogether to prohibit official corres-
pondence between Deputy Commissioners and their subordi-
nates at outstations, but it should be resorted to as seldom as
possible, and the use of cumbrous official forms should be avoid-
ed. Form is sufficient for most cases. Corres-
pondence in this form should be numbered. [See sections 25
and 36, pages 9 and 13.]

95. Subordinate officers at the same station are forbidden to
Correspond with each other formally. If one wants information
from another, or has business to transact with him, he can
settle the matter by a personal interview or, if writing cannot

Miscellaneous

be avoided, by a memorandum in form

96. Correspondence should be reduced as much as possible
having due regard to efficiency. Much time of both officers-
arid clerks is wasted by unnecessary correspondence, which
could be avoided by a little care and attention.

96A. It is believed that time is wasted and delay caused in
the disposal of business between officers of different depart-
ments residing in the same station by the excessive growth of
the habit of writing letters arid reminders instead of arrang-
ing personal; interviews with a view to the discussion and settle-
ment of questions directly.

(2) The practice of freer and less formal personal inter-
communication between officers should be generally adopted,
especially in the case of questions still in the stage of discus-
sion, and in all minor matters which merely depend upon
agreement of opinion on the part of the officers concerned, as
by means of such personal interchange of opinions a satisfac-
tory agreement on the points at issue will in most cases be
more quickly arrived at and a final settlement accelerated.

(3) Every officer, therefore, should observe, as far as is
convenient, this principle of personal interview in his dealings
with olher officers in the same station, whether belonging to
his own or to a different department.

96B. An officer who is invited by a superior authority to
submit an expression of his opinion on any subject should exer-
cise discrimination in consulting his subordinate officers, and
reports should not be called for except from those officers whose
advice is likely to be of real value-


a 6

Chapter V.— Correspondence.

Sections 97. When a reference is necessary to a subordinate officer
•97—104. who has submitted a report or return, or a travelling allowance
bill, or the like, in order to correct errors or to explain ambi-
guities, a letter should not be written. If only one question
has to be asked form should be used. If seve ral

questions have to be asked the form of Notes and Queries

/r Miscell-neous . i_ i i 1

(form will be more suitable.

In either case no office copy should be kept. The questions
should be returned with the answers on the same paper.

Procedure in dealing with correspondence.

(0 Putting up references.

98. When documents belonging to the class Correspondence
have been registered where necessary in the manner described
in section 22, page 8, they should be put up for perusal and
orders before the Deputy Commissioner through the officer in
charge of the department. With each letter should be put up
such tiles and other references as are necessary to enable the
'Deputy Commissioner to pass orders.

(n) Drafting.

99. The Deputy Commissioner should either draft replies
to letters himself or pass orders indicating the nature of the re-
ply to be sent. In the latter case the letter should be drafted
by the officer in charge of the Department or the Chief Clerk,
Head Judicial Clerk or Head Accountant and the draft should
be put up for the Deputy Commissioner's approval before it is
copied, unless it is of a routine and trivial nature. In many
•cases no draft or office copy of a letter is necessary. [See
section 36, page 13 ]

100. Drafts should be written on half margin.

101. The subject matter, as well as the department (if any),
the number, and the date of all letters and other communica-
tions (except reminders) replied to or referred to should be
quoted in the reply at sufficient length to render it clear.

IOlA. Demi-official letters are not to be cited in official
-correspondence.

102. Paragraphs should be numbered.

103. Only one subject should be dealt with in any one letter..

104. Every question put or point dealt with should be.
answered, or dealt with in the reply. If any question cannot


a 6 Chapter V.— Correspondence.

be fully answered, the reply should state the cause of delay and Sections
the probable date on which the omission will be made good. If this is not done, there is nothing to show that the particular
â–  question or point has not been overlooked.

105. Recommendations should not be made without suffi-
cient reasons being given. The authority which has 10 decide
whether the recommendation shall or shall not be adopted with
or without modifications should not be asked to exercise its
power on the mere request of an officer, but should be given
means of forming a judgment on the recommendation and on
all the facts and surrounding circumstances which have induced
the officer to make it.

106. Suggestions, reports, letters, and explanations from
subordinates should not be forwarded with a mere endorsement,
but the matter should be submitted in a complete and compact
form so that orders can at once be passed instead of the com-
munication forming merely the commencement of correspon-
dence. The subject should be divested of unnecessary matter,
and the case and the issues for decision should be clearly put.
Letters should be complete in themselves, the facts in so far as
they are necessary, the point for decision, and the distinct
recommendation being clearly stated. Neithsr the original
documents nor a copy thereof should ordinarily be sent unless
they are necessary for the elucidation of the subject or affect
the personal status of an officer in Government or public
employ, or unless they themselves, and not the matter contained
in them, are the subjects of comment, or unless they form
portions of a record submitted.

107- Whenever a matter is submitted affecting the personal
status of an officer for whom a service-book or character-roll is
kept, the service-book or character-roll should be forwarded
(except in the case of Extra Assistant Commissioners and
Myooks, whose character-rolls are maintained in the Secre-
tariat) as well as all papers connected with or bearing
on the case. Whenever a report or application is submitted
affecting an excise license, a fishery lease, the division of a
fishery into two or more and generally any matter respecting
which there is a formal proceeding, all the connected pro-
ceedings and papers should be forwarded, although the facts are
stated in the forwarding letter or memorandum or order.

I08. All documents the return of which is necessary or
advisable should be returned, otherwise a further communica-
tion calling for them becomes needful, involving delay and un-
necessary labour.


a 6 Chapter V.— Correspondence.

Sections 109. When any proposal or report requires to be illustrated/
—by a map or plan, every such map or plan other than plans
appended to estimates for public works) should in the absence
of specific orders to the contrary be submitted in duplicate if
the order of any authority superior to the Commissioner is
likely to be required, and in triplicate if the proposal has to be
submitted to the Local Government through the Head of the De-
partment or to the Government of India. A correct office copy
of the plan should also be kept, as the copies submitted will
ordinarily not be returned.

ISO. Every such map or plan should be, if possible, not
larger than a half sheet of foolscap (13^ inches by inches)
and should have a clear margin not less than one inch wide on
the left side for filing. When larger maps are necessary they
should be folded concertina, fashion. If they are very large it
will generally be convenient to submit with them a small scale
index map half foolscap size.

111. Every such map or plan should show a north point
and a scale, and should be signed and dated and marked
" Enclosure io letter No. , dated , from the to the ."

112. When any map is submitted to illustrate a proposal
for alteration of boundaries the ousting and proposed boundaries
should be clearly marked with paints of different colours.
Everv object named in the definition of boundaries should be
named on the map also.

(Hi) Copying.

113. An inner quarter margin and a space of an inch at the
top and bottom of each page should be left blank.

114. in every case in which there are enclosures to a letter

or endorsement, a detailed list of
them should be given at the foot of
such letter or endorsement, and a
line should be drawn in the margin,
as shown opposite to this section,
as a reminder to the despatcher to
see that the enclosures are duly
attached.

I15. When the copy is completed the copyist should write
at the foot of the draft, " Copied by " and add his initials and.
the date.


Chapter V.—Correspondence. 33

(iv) Comparing, Signing and Despatching. Sections

116—119,

116. All fair copies should on completion be compared with
the draft and initialled at foot by the comparer, who should
then send them with the draft and connected files to the
officer in charge of the department. The latter is responsible
that all copied enclosures are correct and should mark them
"True copy " over his signature at the foot. At 4 p.m., or such
other hour as may be fixed, he should submit the fair copies
for signature to the Deputy Commissioner or Headquarters
Assistant (if any) to whom the Deputy Commissioner has by
written order in the order-book delegated the duty of approv-
ing drafts and signing fair copies. It is incumbent on the
officer who signs a letter to read it and to see that it is correct
before he signs it.

117. On return of the fair copies signed, the officer in charge
of the department should cause them to be placed with their
connected files and should send them to the despatching clerk,
who should register (if necessary) and despatch them. (See
sections 36 and 42, pages 13 and 15. )

118. The use of stamps for affixing signatures is forbidden
except in the case of formal printed orders, forms, or notices,
and when allowed by the Post Office rules.

(z;) Pending Correspondence.

119. Correspondence files containing letters to which replies
are due should be kept apart from other files in a " Pending
papers almirah." Seven compartments in this almirah
should be allotted to correspondence; six of them should be
labelled with the names of the days of the week—Monday to
Saturday—and the seventh, which should be of double size,
should be labelled " Other pending correspondence files"
At the bottom of the file-cover of each correspondence file in
which there is pending correspondence, a slip o^ paper bearing
the words, " Remind on (number and date of letter) on (date)"
or " Put up (number and date of letter) on (date)" should be
pinned when the draft of the letter is placed in the file or the
order to put up is passed. The slip should be doubled so that
half of it appears on the front of the file-cover and half at the
back, and should be secured in its place by a pin passed through
both ends of the slip and the file cover between them. If the
date fixed for issue of a reminder or for submission of the
papers is a day of the current week the file should be placed at

3


a 6 Chapter V.— Correspondence.

Sections once in the compartment bearing the name of that day. If the
I20-I2I. date fixed falls in the next or some succeeding week, the file
should be placed in the compartment labelled " Other pending
correspondence Jiles." On the afternoon of the last open day
in each week, the files in this compartment should be examined,
and such of them as are marked for submission or other action
on some day of the next week should be distributed among the
six compartments bearing the names of the days of the week.

Disposal of Correspondence Files.

120. Correspondence files of the current year and of the
last two years should be kept together in the office, divided by
heads and not by years : e.g., the three bundles of files under
revenue head I—Land should be either in the same compart-
ment or in adjoining compartments ; if in the same compart-
ment the files for each year should be tied up together in one
bundle. At the beginning of each year, the files for the third
preceding year should be sent to the record-room with the
connected Register of Correspondence Files, after the papers
classed C under the next section have been removed and
destroyed.

121. The class letter, A or B, in the last column of Appen-
dix II, pages io6—8, roughly indicates that the majority of
the files in that head of correspondence against which it is
placed will (A) require to be kept permanently or (B) may be
destroyed after six complete years. But there will be excep-
tions in both directions. For example, some files about the
Arms and Factories Acts ought to be kept permanently, while
there may be unimportant files relating to Census or Forests.
Each file-has to be marked.A, B, or C according to its own
value. Appendix VI, page 151 and the following sentence
give further guidance on this point. Though a file may be
classed A or B as a whole it may contain papers which should
be classed C. Appendix VI enumerates a number of classes
of such ephemeral papers. A whole file may be marked C
if all the papers in it are of the C class. Files and papers
should be classified by the Deputy Commissioner or subject
to his control by an officer or clerk appointed by him. Classi-
fication should be effected as opportunity offers, but in any
case before the files are sent to the record-room. Correspond-
ence of class A is kept permanently. That of class B is kept
for six complete years, reckoned from the close of the year
(calendar, financial or agricultural) by which the file is kept.


Chapter VI.—Library and Maps. 35

If a whole file is classed C and is destroyed, the Deputy Sections
Commissioner or such officer as he may appoint (not below 122—127.
the rank of Myo6k) should draw a red line through the entry
in the register of correspondence files and should date and
initial it.

122. [Cancelled.

123. The rules for the destruction of correspondence in the
Treasury and Registration Departments are contained respec-
tively in the Burma Treasury Manual and in rule 8 of the
Registration of Deeds Rules.

CHAPTER VI.
Library and Maps.

Custody and Care of Library.

124. There should be a single library for all departments of
the district office and for the offices under the Deputy Com-
missioner's control at each district headquarters, including the
Police office. Books issued to officers for their libraries or to
officers or clerks for,their daily use should not form part of the
library. When a Deputy Commissioner receives several
copies of a book ( e.g., the Burma Rules Manual) one copy
should be placed in the library and the rest issued for daily use
or for subdivisional or township libraries.

125. The duties of librarian (described in section 144,
page 39) shall be performed by such clerk as the Deputy
Commissioner may in each case direct. The supervision of his
work is the duty of the Chief Clerk of the General Depart-
ment.

126. Either the Chief Clerk or some other clerk in the
General Department appointed in this behalf by the Deputy
Commissioner, should maintain a register of Books and Publi-
cations Received in form an(* should submit it once
a week for the Deputy Commissioner's orders to be passed in
column 6. In this register should be entered all publications
received, and the orders in column 6 will include the despatch
of copies to subdivisions and townships, and the assignment of
copies to officers and head clerks~at headquarters and to the
library (see sections 27 and 37, pages 11 and 14).

127. The library catalogue should be in form


Chapter VI.—Library and Maps. 36

Sections 128. The catalogue should be divided into two main parts,.

—131, one for English and one for vernacular publications ; and each
part should be classified as follows :—

A.—British Statutes, Indian Acts and Regulations, and.
Burma Acts (unannotated and not bound up with rules),
in chronological order ; first Statutes, then Indian Acts,
then Regulations, then Burma Acts.

B.—Manuals, collections of rules, volumes of circulars,
departmental codes, digests, law treatises and text-books,
commentaries and annotated editions of enactments.
These should be arranged in alphabetical order accord-
ing to subject or title. (Executive rules, as well as rules
which have the force of la.w, should be entered in this
class.)

C.—Law Reports in the chronological order of each
series.

D.—Books of reference, not being law books. These should
be arranged in alphabetical order according to subject
or title. (In this class should be catalogued Gazetteers,
Civil Lists, Histories of Services, books of history, geog-
raphy, travel, antiquities, natural science, arts and
industries, language and literature.)

E.—Volumes of Gazettes in chronological order.

F.—Blue-books (including annual and other periodical
reports and settlement reports) in chronological order.

G.—Maps, not being maps which appertain to the Land
Records Department.

129. The publications in each class, A, B, C, etc., should be
numbered in a separate series, a separate part of the catalogue
being assigned to each class.

130. A sufficient- number of pages should be allotted to each
class and the catalogue for each class should be headed with the
distinguishing letter and title as given in section 128.

Vacant numbers and lines should be left for publications
{e.g., additional volumes of Law Reports) which are practi-
cally certain to come in before the next catalogue is made.

131. The publications should be arranged in the library
almirahs in the same order as in the catalogue. Every volume
in the library should be labelled on the back, or, if the back is
not wide enough, then on the outside of the front cover. The
label should specify the class of the book and the number of

the book in that class, thus C a • Every book should be kept
standing upright.


Chapter VI.—Library and Maps. 37

132. When a volume is received which can be more Sections
appropriately placed between two books in a class rather than at I3a iffl-
the end of that class, it should be so placed in the library and
in the catalogue, and should be given (unless there is a number
vacant under section 130) the number of the book immediately
preceding it, with the addition of a small distinguishing letter,

thus

C 2

C 2 b \ and so on.

133. A label should be affixed to each almirah in the library
specifying the distinguishing letters and numbers of the first

and last book contained in the almirahs, thus Ai to C 54

134. A fresh catalogue should be prepared in the month of
December of every leap-year, or more frequently if the addi-
tions and corrections are very numerous. (See foot-note
page 113.)

135. Unbound publications, such as Acts and Law Reports,
which form an annual series should be placed in separate files
and the dates of their receipt should be entered in form
When the annual series is complete it should, be
bound and the book should be entered in its appropriate place
in the catalogue.

136. The correction lists for manuals published by the
Secretariat, Financial Commissioner, Accountant-General,
Inspector-General of Police, and other heads of departments
should be neatly pasted by the Librarian into the various manuals
and pamphlets in the library (see section 27, page 11). The
pasting of the correction slips in the copies of the manuals in
current use in the office should be performed under the orders
of the officers using the manuals. When the corrections in-
clude a lengthy set of rules these may be put on a supplemen-
tary file in hinged board covers, a suitable note being made in
the appropriate place concerning the rules superseded.

Correction slips should always be pasted on the inner margin
of the page, and as near as possible to the passage to be cor-
rected.

137- Officers who ordinarily receive copies of enactments'
from the Legislative Department of the Government of India
and from the Superintendent, Government Printing, Burma,
receive also, in the case of amending enactments, copies printed
on thin paper and only on one side, so that they may be cut up
and pasted into the copies of the main enactments concerned.
These extra copies of amending enactments should be cut up
and pasted into the main volumes of enactments and should not


38

Chapter VI.—Library and Maps. 38

Sections be filed with the ordinary copies on thick paper which are kept to-
—M1- gether in the current annual series for binding under section 135.

138. Except as provided in section 139 no books may be
destroyed or permanently removed from the library without the
Commissioner's sanction.

139- Recommendations should be submitted from time to
time and at least once a year for the destruction or the disposal
otherwise of any publications which have become obsolete or
which are not required, and the Commissioner should pass
orders as to their disposal.

140. The Deputy Commissioner is responsible for the
preservation in its integrity of the district library. When official
publications are found to be missing from the library the officer
in charge at the time when they are found to be missing will
ordinarily be required to pay the cost of replacing them, unless
he can show that some one else has lost them, or that they
were notrin the library catalogue at the time when he assumed
charge, or that they have become worn out and been destroyed.
In taking charge of a district, an officer should check the library
catalogue to the extent of at least 10 per cent, of the entries.

141. No book should be removed from the library without
the Deputy Commissioner's standing or special permission
except by a gazetted officer or Myo6k. Any person who requires
a book from the library should fill up a form of receipt and take
it or send it to the Librarian. If the book is available and the
applicant is duly authorized, the Librarian should send out the
book, keeping the receipt. If the book is not available, the
Librarian should return the receipt, which should then be des-
troyed by the person who wrote it. The person who requires
a book should see that he either gets the book or gets back
the receipt. When a book is returned, the receipt should be
delivered by the Librarian. The person who takes out a book,
is held responsible for it until he gets back the receipt.

The form of receipt is as follows :—

No.

Received from the distric^jibrary the following

publications :—

No. Class and No. in class. Name of book.
1 2
3

For what purpose required
Date of receipt 19 ^ Signature.


Chapter VI.—Library and Maps. 39

All such receipts should be filed by the Librarian in a Sections
separate file for each class mentioned in section 128, page 36. *42—X46.

142. Once a month the Librarian should report to the
Deputy Commissioner the books which have been taken out
and kept out for more than 20 days. Before submitting this
report the Librarian should endeavour to ascertain from the
person who took out each book whether it is still required.

143. No publication belonging to the district library should
be taken away from the district headquarters station without
the special permission of the Deputy Commissioner,

144. The duties of the Librarian are as follows :—

(1) To take charge of all books and publications made
over to him by the Deputy Commissioner, or the
Akunwun or Chief Clerk (section 27, page 11)-

(2) To maintain the library catalogue (section 128) en-
tering therein all publications, except unbound serial
publications (section 135), immediately on receipt.

(3) To label each publication as soon as possible and
to place it in its proper place in the library almirahs
(section 131).

(4) To keep each series of Law Reports and other pub-

lications published serially on a separate file till
the series is complete and when it is complete to
take orders as to the binding of the collection
(section 135).

[ The current files of the Burma Gazette and of circulars should notr however,,
be kept in the library, but should be maintained by the Akunwun, the Chief Clerk,
the Head Judicial Clerk, etc., as the case may be.]

(5) To insert correction slips in the volumes of enact-
ments (section 137") and in the various manuals of
rules, notifications, etc. (section 136).

(6) To observe the instructions for the preservation of
records, etc. so far as they are applicable to libraries.

(7) To report at once any loss or injury to the Deputy

Commissioner, and to bring to notice any publica-
tions which require binding or re-binding.

(8) To submit the current files of serial publications

(section 135) for inspection once a month, bringing
to notice any delay in the receipt of serial numbers.

(9) To submit a monthly report of the books removed
and not returned (section 142).

145- One of the office peons or servants should be appoint-
ed to assist in dusting, moving, and replacing books.

146. The inspection of the district library should form part
of every inspection of a Deputy Commissioner's office. •


4°

Chapter VIX .— Accounts.

Sections 147. Every officer should maintain a list of the books in
*47—152. daily use by himself or his clerks and kept at hand for that
purpose. This list need not be divided into parts.

Maps.

148. Maps (except atlases and maps specially appended
to books and other documents for purposes of illustration) are
dealt with in the Land Records Department wherever that
department exists. Where it does not exist, maps made
purely for revenue purposes belong to the Revenue Depart1
ment, and other maps belong to class G of the library.

149- Maps should be kept in tin tubes. On each tube
should be pasted the catalogue numbers of the maps contained
therein. One tin may contain several maps.

CHAPTER VII.
Accounts.

150. Accounts, from their nature, are chiefly kept in books
which are classed as registers. The term " accounts" for
the purpose of classification of documents means office copies
or counterfoils or, in the case of passes or licenses, time-expired
originals of—

contingent vouchers ;
chalans ;

commission cheques;

excise passes ;

fishing implement licenses;

laterite and other mineral licenses ;

saw-pit and other Forest Department licenses and

passes;

all bills.

They should be cased in correspondence-file covers if not already bound together like saw-pit license
forms and in the case of all departments, except the treasury,
should be classed as C and destroyed after one year.

151. The term prescribed for the preservation of certain
accounts belonging to the Treasury Department is given in
the Burma Treasury Manual.

152. All accounts when ripe for destruction should be de-
stroyed by fire.


Chapter VIII.—Main Files.

4*

CHAPTER VIII.
Main Files.

153. Main files should contain only documents required Sections
for permanent reference, namely, standing orders which are

not contained in any manual, lists of persons dismissed, sanc-
tioned strength of establishment, sanctioned rates of land
revenue assessment and the like.

154. In each department a list of the main files of the
department should be hung up.

155. Main files are of two kinds, namely, annual cir-
cular files and main files proper. They should all be cased
in strong yellow covers (form Sm)•

156. The annual circular file containing the circulars of
Government issued from all branches of the Secretariat should
be kept in the General Department ; the files of circulars of
the Financial Commissioner and the Excise Commissioner, in
the Revenue Department ; and the files of the circulars of the
Commissioner of Settlements and Lafid Records and the
Director of Agriculture, in the Land Records Department.

157- On the annual circular files the circulars should be
placed in serial order. When an index is received the file
should be bound. When a consolidated reprint of the circulars
is received the bound annual file should be transferred to the
library./

158. The Local Government's circulars are all published in
the Supplement to the Burma Gazette ; those of heads of
departments in Part IV of the Gazette.

Some officers are not supplied with copies of circulars
which do not concern them. Consequently, if the series is
incomplete, a reference^hould be made to the Gazette before
applying for the missing numbers, to ascertain whether they
are really required.

159- Annual circular files should be kept up to date by
noting on the margin, "Cancelled by No. of 19 " or,

"Amended by No. of 19 ."

160. (1) Main files proper are permanent not annual, and
run on without reference to years. They should have a table of
contents in form prefixed, and should, as a rule,

contain merely such standing orders as are not reproduced in
manuals. There should ordinarily be at least one file for each
correspondence head (see Appendix II, page 106), but there may
be several main files to one head. It is a matter of conveni-
ence and depends chiefly - on bulk. For instance, under the


42

Chapter VIII.—Main Files.

Sections General Department head "Accounts" there might be one
X6l—165> main file proper for " Budgets and re-appropriations," one for
" House-building advances," one for " Travelling allowance"
one for " Defalcations," and one for "Accounts—miscellane-
ous" while under the Revenue Department head IV there might
be three main files proper for (a) " Pearl fisheries," {b) " Other
leased fisheries," and (c) " Fishing implements and fixed
obstructions."

(2) When a main file proper becomes inconveniently bulky
it should be divided by subjects.

161. At first all orders should be placed on the main file
proper in chronological order. After some years it may be
convenient to re-arrange the papers by sub-heads and to write
a new table of contents.

162. Orders which are not applicable to a district should
not appear' on its main files proper.

163. There are a few main files proper which should be main-
tained simultaneously in more departments than one, e.g., a main
file proper on " Office procedure " should be kept in every depart-
ment though there is no such correspondence head except in
the General Department ; a main file proper on " Security
bonds " is required in both the General and Revenue Depart-
ments. Each department should maintain a main file of
" Sanctions for Establishments," which should consist of
sanctioned proposition statements, together with such copies
of, or extracts from, the sanctioning letters as are necessary
to show the orders of Government. W^here the clerks of the
Revenue and General Departments have been combined on
one list, the Chief Clerk should keep the main file for the
amalgamated establishment. Temporary sanctions-should not
be filed in this main file, which may, if considered convenient,
be kept in parts, e.g., one part for the Deputy' Commissioner's
own office, one for subdivisional and township offices, one for
bazaar establishments, and so on.

164. A copy of every order of such a nature that it is
required for permanent reference, whether it be issued by the
Deputy Commissioner or by a superior authority, should be
• placed on a main file proper if it is not reproduced tn some
manual or separately issued as a book or pamphlet. Thus, a
circular may appear in a main file proper as well as on the
annual circular file.

l65- The original of every standing order which is contain-
ed incidentally in a letter received during the course of a corres-
pondence or on which immediate action is required will be on
a correspondence file. It will therefore be necessary to make


5 2 Chapter IX.—Proceedings.



3 copy for the main file and this should be done on the type- Sections
writer where practicable. 166—17®.

Exception.—When only one printed copy of a standing
order is received it should be placed on the main file j the
forwarding letter or endorsement, if any, should remain on the
correspondence file.

166. The Deputy Commissioner when passing orders on
any letter should invariably note the part or parts of it (if any)
which should be placed on a main file proper. This does not
apply to orders merely directing the observance of any stand-
ing order recorded in some manual or circular.

167. Main files proper should be kept up to date by
marginal references to amending orders (if the amendment is
short it should be copied in full) and by removing from the file
any order that is entirely cancelled and inoperative. A set of
rules or orders which is entirely superseded should invariably
be marked to that effect, but it should not be removed from
the main file proper if acts done under it are still outstanding,.
e.g. rules concerning house-sites, although superseded, maybe
needed for reference years hence, as leases issued under such
rules last for periods up to 30 years. In some cases it will be
found convenient to divide a main file proper into two parts,
Part I for obsolete orders and Part II for orders still in force.

168. Unless a circular or notification or other standing,
order is received under cover of a letter or endorsement con-
veying definite instructions or asking for a report, or in connec-
tion with previous correspondence on the subject, no copy of it
should be placed on a correspondence file.

169. Copies of circulars, notifications and other standing
orders which are forwarded to subordinate officers merely for
information and guidance should be sent without any forward-
ing endorsement. Their despatch should, however, be noted
on the copy in the main file and in the Local or Postal Des-
patch Register (see section 34, page 12).

CHAPTER IX.
Proceedings.

170. The term " Proceedings " means documents form-
ing the record of any matter in which—

(a) an officer exercises or is asked to exercise any
power given to him by law;


5 2

Chapter IX.—Proceedings.

[Sections any person may be entitled to show cause against

an order being passed.

Exception.—Assessment-rolls are not proceedings. They
form a separate class.

171. The instructions in this chapter relate to the proceed-
ings of the Revenue and General Departments only. There
are no proceedings in the Land Records and Treasury Depart-
ments. The proceedings of the Registration Department
consist almost entirely of registrations and refusals to register
which are recorded in books. Others are so few that they
may be dealt with as correspondence.

172. To assist in distinguishing proceedings of the General
Department from correspondence on the one hand and from
proceedings of the Judicial Department on the other hand, a
list of enactments by which a Deputy Commissioner is required
or empowered to exercise executive functions is given in
Appendix VIII, page 152. The authority conferred by these
enactments or by rules under them brings the Deputy Commis-
sioner's acts within clause (a) of the definition in section 170.
The list is not exhaustive, and is merely compiled for purposes
of illustration. Proceedings in this department under clause
(i) of the definition are chiefly records of inquiries into alleged
misconduct of officials.

Receipt and Disposal of Applications.

173- Applications and petitions should be received daily
at a fixed hour by the Deputy Commissioner himself or, if
specially empowered on this behalf, by the Headquarters
Assistant, and not by clerks. The system of keeping boxes
to receive petitions is prohibited. A notice informing the
public of the hours between which petitions should be present-
ed should be affixed to a notice board outside the office.

174. Applications and petitions should be written on paper
of foolscap size on one side only, with a quarter-margin blank
on the left-hand side. The court-fee stamp, if any, should not
be affixed on the left hand quarter margin.

175- Every insufficiently or improperly stamped application
and every application written in contravention of Chapter XI,
page 59, should be endorsed " Insufficiently " or " Improperly
stamped" or " Written in contravention of section—D.O.M.,"
etc., as the case may be, and returned to the person presenting it.

176. Every application and petition presented to the wrong
officer should be endorsed 11 Returned for presentation to
the " over the Deputy Commissioner's or


5 2 Chapter IX.—Proceedings.



Headquarters Assistant's dated signature, and returned to the Sections ,
person presenting it.

177- Documents returned under the last two sections not
being " filed or acted upon " (see section 30, Court Fees Act),
the court-fee stamps should not be cancelled.

178. Except as provided in sections 175-6, applications
and petitions must not be returned to the persons presenting
them, but must be filed. VVhen orders cannot be passed on
the day a petition is received, the applicant should at once be
informed of the date on or before which orders will be passed ;
he must not be kept waiting at the office for orders.

179. Under section 30 of the Court Fees Act it is the duty
of the officer receiving the application himself to see the
stamp punched before he passes any order on the petition.

180. The practice of writing short orders or reports on
applications should, as a rule, be confined to such applications
as are filed in aggregate proceedings (see section 192, page 51),
and care must be taken that orders so recorded refer solely to
the documents on which they are written and that they are not
written within the left-hand quarter margin, which should be
left blank for filing. In other cases, where no special order
sheet is prescribed, orders or reports should be recorded on
the diary form ^InlteTuV" or, if long, on a separate sheet in form
^rZ1" >n the case of revenue applications and in form
'MGener"9°a' in the case of general applications. When this is
done a brief note of the order should be entered on the diary
as well. The diary ordinarily should show all the successive
steps taken from beginning to end of the proceeding, e.g. :—

(a) the date (and, if received at any place away from

headquarters, the place), of receipt of every appli-
cation and report filed in the proceeding ;

(b) the presence or absence at each step taken in the

proceeding of any person concerned in it, if not
recorded elsewhere in the proceeding;

(c) the fact and date of any local investigation made

by the Deputy Commissioner himself in the course
of an enquiry ;

(d) a correct list of exhibits, if any, filed by parties to

the proceeding, unless such a list is filed else-
where in the proceeding (the latter alternative is-
preferable) and a note of the return of any exhibit
(see section 334, page 90) ;


5 2

Chapter IX.—Proceedings.

(e) the date of every order passed in the proceeding
and the date (if any) to which the case is adjourn-
ed. Every order must adjourn the case to a day
certain. If the Deputy Commissioner is unable
at once to fix a date for the parties to appear or
for himself to make a local investigation,he should

pass orders as follows : " Put up on the.............

when I will fix a day for and will give

notice to the parties." Such an order as " Keep
pending till I can make a local investigation "
is prohibited. If the Deputy Commissioner has
by inadvertence not fixed a certain date, the clerk
in charge of the proceeding should resubmit it for
orders (see section 197, page 54) ;
(/) the number and date of the chalan showing credit
for any sum realized in the course of the proceed-
ing (^section 186, page 49) ;
(g) a note over the Deputy Commissioner's own signa-
ture that every final order has been communicated
either orally or by letter to the persons concerned,
and, in the case of orders which have to be carried
out by the office establishment, a dated note by the
responsible clerk that the order has been carried out.
In proceedings for which a special order sheet is prescrib-
ed, e.g., land revenue remission proceedings, a diary may be
dispensed with.

l8l. With the exceptions noted below, every application
and every written statement or objection tendered in response
to a notice or order, should, if admitted, be registered immedi-
ately on receipt in the Register of Applications in form
mi.ce—jester■ > and the serial number of the entry in that re-
gister, together with the date of presentation, should be written
at the top of each application in red ink thus, " " Sepa-
rate registers should be kept up for the Revenue and for the
General Department and in the case of districts where there is
a Headquarters Assistant, the Deputy Commissioner should
maintain a separate copy for each department, for the entry of
applications received on tour. Applications received on tour
need not subsequently be entered in the register at head-
quarters. The serial numbers should run by the agricultural year
commencing ist July in the case of the Register of Revenue
Applications and by the calendar year in the case of the
Register of General Applications. Applications received on
tour should be numbered in a separate series, each number

Section
x8i.


5 2 Chapter IX.—Proceedings.



being followed by the letter " C " to distinguish it from the Section
-number of an application received at headquarters.
Exceptions—

(i) Processes when returned are not to be treated as

applications. Their return should be noted in the
bailiff's Annual Register of Processes Issued (see
section 32, page 12) ;

(ii) Applications by thugyis or ether officials for com-

mission, leave and the like, which are matters of
correspondence (except applications by headmen
for a grant of thugyisa land, which should be
registered) ;

(iii) Applications for copies.—These are registered only
in the Register of Applications for Copies;

(iv) Applications for licenses or leases under—

(a) the Government of India rules for the grant of

exploring and prospecting licenses and of leases ;

(b) the directions for working tin deposits in the Mergui

and Tavoy Districts by native methods ;

(c) the rules for the grant of petty oil-winning leases in

the Kyaukpyu District.
These are registered only in the Register of Applications
for Exploring and Prospecting Licenses and Mining Leases

/fnrm Land Revenue 1V \
\IOrIU Mineral;19 )'

(v) Applications under section 25 or 27 of the Income-

tax Act. — There are separate registers for these.

(vi) Applications which initiate revenue recovery
proceedings.—These are entered only in the Regis-
ter of Revenue Recovery Proceedings (form

Land Revenue I_\

M iscellaneous Register 9 -/ *

(vii) Applications forewords in excise cases.—'These
are dealt with as correspondence.

(viii) Applications which will be filed in aggregate
proceedings.—It is sufficient that these are entered
in the list of papers on the fly-leaf of the aggre-
gate file (see section 192).

Opening of Proceedings.

182. If an application commences a new file and is not
subsidiary to or intimately connected with some pending
proceeding already in existence, it should also be entered in
the Register of Proceedings (form Misce^"^""^^ a' in the
Revenue Department and form vliiag^'a" 'n the General Depart-
ment). Fresh entries in the Register of Proceedings should be


5 2

Chapter IX.—Proceedings.

Section made daily after receipt of all the applications for the day.

No application should be sent out of the office either to a
subordinate officer for report or to a superior officer for orders,
until it has either been registered as beginning a new proceed-
ing or if the old proceeding to which the application relates is
still in the office in which it is received, until the application
has been filed in that proceeding and entered up in the " List
of Papers " on the reverse of the fly-leaf. When the proceed-
ing with which the application is connected has been sent to
some other office, the application should ordinarily be sent
without being made into a proceeding to that office with such
order or report as may be necessary.

183. Proceedings in connection with the taking of security
for the rent of a fishery, for the re-sale of the fishery, or for
the remission of the rent due are all subsidiary to the original
sale-proceedings and should, as a rule, all be filed therewith.
The sale-proceedirigs should, as a rule, never be considered
closed till the term of the lease has expired and all the rent
has been accounted for, a note of each credit or remission
being made in the diary. Similarly in the case of proceedings
in connection with agricultural advances, ferry and excise
auctions, etc. Separate proceedings should not, as a rule, be
opened for refund proceedings as they are intimately connected
with the remission proceedings. No new proceedings should
be opened without ascertaining whether or not there is an
existing proceeding on the same subject. This rule is subject
to the following exceptions :—

(i) Fresh proceedings should be opened every year a
fishery, ferry or the like is put up to auction for the first
time in that year ; fishery sale-proceedings for one year
are not intimately connected with fishery sale-proceedings
of another year this does not, however, apply to re-sales
during the period for which the first sale was made ;

(ii) Fresh proceedings should be opened when it is proposed
to resume a grant or lease. It is not desirable that
potta proceedings should be kept pending after the
lease or grant has been signed and made over to the
applicant and the counterpart received back from the
surveyor;

(iii) Applications for copies are filed in aggregate proceed-
ings as laid down in section 192 (page 51) and not with
the original proceedings ;

(iv) Proceedings for the recovery of revenue, for which a
special register (see Appendix III, Part III, No. 36, page
117) is prescribed ;


Chapter IX.—Proceedings.

49

(v) Proceedings which are taken in the General Depart- Sections
ment in connection with an application also dealt with in 184-186A.
the Revenue Department or vice versa. The General
(or Revenue) Department proceeding or correspondence
should invariably contain a reference to the Revenue (or
General) Department proceeding which contains the
application which initiated the action.

184. After entry of a paper in the Register of Proceedings
the clerk should attach a fly-leaf to it. This fly-leaf shall be
in form ^"scdianeous'i'' in the case of revenue proceedings and

Miscellaneous , i r i v /-pi i

villages 31 in t"e case 01 general proceedings. 1 he number on
the face of the fly-leaf will be the serial number in the Register
of Proceedings. The " references " are intended to show any
connected file or proceeding which bears on the same matter.
For example, fishery lease proceedings, excise license proceed-
ings and grazing-ground proceedings frequently recur, and
refer to the same fisheries, licenses and grazing-grounds respec-
tively. It is convenient that there should be on the fly-leaf of
each such proceeding a reference to proceedings of the
previous year or period referring to the same fishery or lease
or grazing-ground. Similarly proceedings regarding the re-
sumption of pottas or the transfer of leases of town lands should
contain reference to the original grant or lease proceedings.

185. Exhibits, reports from thugyis, lists of witnesses without
any accompanying application and the like received in con-
nection with proceedings are not entered in any register (see
section 181, page 46).^ It is therefore of the utmost importance
that they should be entered in the list of documents on the
back of the fly-leaf as soon as they are received (see section 33,
page 12).

186. A chalan for money received in the course of any
proceeding and paid into the treasury should, if not otherwise
disposed of, be filed in the process file of the proceedings, and its
number and date should be noted on the diary [see section 180
(/). page 46].

186A. (/) Except as provided in sub-paragraph 2, the
Deputy Commissioner may, by general or special order,
specify the classes of papers on which his personal signature
may be dispensed with, and may delegate the task of signature
of such papers according to the capacity of his assistants. In
such delegation, the object to be aimed at is merely to relieve the
Deputy Commissioner of the routine and mechanical work of
signature and nothing should be done to weaken or relax his
control over all departments in his district.

4


5 2

Chapter IX.—Proceedings.

Sections (2) Documents of the undermentioned classes which under

187-189. the ]aw or practice require to be sanctioned and executed by
the Deputy Commissioner must be signed by him :—

(a) Grants and leases of lands, mines and fisheries other

than those which inferior officers are empowered'by law
to dispose of.

(b) Certificates of declaration of landholdership.

(c) Order of final allotment of land for taungya cultivation.

(d) Final orders for the grant of loans under the Land
Improvement Loans Act.

(e) Licenses to construct breweries or distilleries.

(/) Records of customs, etc., of minor canals.

(g) Prospecting licenses for minerals.

(h) Certificates of marriages solemnized by the Deputy

Commissioner as Registrar.

Classification of Proceedings.

187. From the commencement of every proceeding the
papers should be divided into two files, namely, the proceeding
file and the process file. On the proceeding file should be
placed in chronological order all the papers marked A
and B under section 189, the diary being placed at the
beginning. On the process file should be placed, also in chrono-
logical order, all the papers marked C under section 189. A
fly-leaf in- form M^Ineous 10 should be attached to the process
file.

188. Some of the papers filed in proceedings may be of a
kind which necessitates their retention permanently or for a
period of years. Other papers are of purely formal nature and
need not be kept. The papers of most importance should
be kept for ever ; those of minor importance should be kept for
six years ; those of no importance should be kept for one year
only.

189. All papers which are to be permanently kept should be
marked A. All papers which are to be kept for six years should
be marked B. All papers which are to be kept for one year
only should be marked C. The kinds of papers which are to
be marked B and C respectively are specified in Appendix IX,
page 153. All other papers should be marked A. The clerk
in charge of the record should, under the personal supervision
and direction of the head of the department, stamp each paper
with its appropriate letter and enter the letter in column 2 on
the reverse of the fly-leaf.


5 2 Chapter IX.—Proceedings.



190. There are certain classes of proceedings in which none Sections
of the papers are worthy of being permanently preserved. They I9O-I02.
are specified in Appendix X, pagd 154, as belonging to either

class B or class C. It is sufficient to stamp the class letter B
or C on the fly-leaf of such proceedings and to leave the indivi-
dual papers filed therein unstamped.

191. All records of proceedings should be of foolscap size
and should be kept unfolded. The file cover should be cut
â– down to the size of the contents and should not overlap them.
Proceedings should be gradually built up as the case proceeds,
the papers being filed in the manner indicated in section 187,
and fastened by a cord, lace or narrow tape passed through
two holes 6 inches apart on the left-hand margin and equi-
distant from the centre and tied in a bow so as readily to admit
of the addition of fresh papers. Proceedings should never be
stitched together until they are closed. They should be
kept lying flat, not standing upright, both before and after
•deposit in the record room.

Aggregate Proceedings.

192. Every application which is not subsidiary to or inti-
mately connected with a proceed-
ing already in existence should
usually form a separate pro-
ceeding record under a separate
fly-leaf, but in the cases mar-
ginally noted a single proceeding

n 1 <■»• r Land Revenue III 1 it

fly-leaf in form Miscellaneous i' should
contain all applications of the
same kind made during the
year {i.e., the agricultural year
in the case of revenue applica-
tions and the calendar year in
the case of general applications).
Such records of proceedings are called " Aggregate proceed-
ings," and are numbered in a separate series in the Register
of Proceedings at the beginning of the ordinary proceedings,
the numbers being distinguished by the prefix " Agg" (in
Burmese aa^). Applications filed in aggregate proceedings
should not be individually registered in the Register of Proceed-
ings, but they should be entered at once in the "List of papers"
at the back of the fly-leaf. The custom of keeping an aggre-
gate proceeding for rejected applications of all sorts is prohibited,

Revenue Department.

(i) Applications for copies.

(ii) Applications for certificates to
bid at fishery auctions.

(iii) Applications for net licenses.

(iv) Applications for licenses to
«xtract minerals.

(v) Applications for saw-pit licenses.

(vi) Applications to extract forest
produce.

(vii) Applications to burn charcoal.

(viii) Applications for tattooers.
licenses.

General Department.

Applications for pwe licenses and
the like in which final orders can be
passed at once.


5 2

Chapter IX.—Proceedings.

Sections as also the custom of casing such applications in correspondence
193-194. file covers. But under each head of revenue there may be one
aggregate proceeding for petitions for remission of that revenue

193. When numerous applications of the same kind and
of such character that their disposal must necessarily depend
upon the decision of the same point are received, they may be
amalgamated in one proceeding (though separately entered in
the Register of Applications). The diary should show the
necessary particulars for each application, and thereafter the
case may continue to be treated as one proceeding so long as
the same orders apply to all the applications. If or when the
orders necessary for one set of applicants are different from
those necessary for the rest, one or more new proceedings
must be opened for the applicants who require special treatment.
Copies of the orders entered in the diary of the old proceeding
down to the date of severance should be copied into the diary of
each new proceeding. Such proceedings should be cased in the

-,« n 1 r /C Land Revenue III• ,1 c

ordinary fly-leaf (torm Miscellaneous 1) ln the case of revenue pro-
ceedings and form ^nag^i" in the case of general proceedings.

Illustration.—A single revenue proceeding should be opened
for all applications for remission of revenue in the same kwin
which are likely to be disposed of on the same visit by the
inspecting officer. When the remission recommended in the case
of any application so filed exceeds the Deputy Commissioner's
power of sanction, one separate proceeding should be opened
for all such applications, a reference to the new proceeding
being entered on the fly leaf of the old proceeding.

Register of Proceedings.

194.(i)The Register of Revenue Proceedings(M1^^,^,)
should contain all proceedings in the Revenue Department
under heads I to IX, XI and XIII of the heads in Appendix II,
pages 106—8, except—

(a) Appeals, which should be entered in the Register

of Appeals only, and

(b) Revenue Recovery Proceedings, which should be
entered in the Register of Revenue Recovery
Proceedings only.

The register should be in eleven volumes, one for each
head, and proceedings under each head should be numbered in,
a separate series.


5 2 Chapter IX.—Proceedings.



All stamp proceedings (head X) should be entered in the Section
Register of Stamp Proceedings only. I95-

Proceedings under head XII, Income-tax, should be entered
only in the special income-tax registers.

The proceedings registers should be kept up for the year
with which the main annual report on each subject deals,
£.g-t the registers under revenue heads I to VII and XI11
should be maintained for the agricultural year beginning ist
July, because the Land Revenue and Forest Administration
Reports deal with the agricultural year; the proceedings
registers under revenue heads IX, X and XII should be main-
tained by the 'financial year beginning ist April because the
Excise, Stamp and Income-tax Reports deal with that year.
The proceedings register under revenue head XI should also
follow the financial year, while the register under revenue head
VIII (Salt) should be maintained bv the calendar year because
the Salt Report deals with that year.

A separate volume and a separate series of numbers may,
if desired, be kept for potta proceedings when these are
numerous and important, and for similar reasons a separate
volume and a separate series of numbers for each township,
(ii) The Register of General Proceedings should be main-

. « i • i r Miscellaneous r i.

tamed in two volumes, one in torm Vi|iages2a tor proceedings
under the Village Act and one in form
for all other 'proceedings in the .General Department; the
â– serial number in each should run by the calendar year.

Sending Proceedings to other Offices.

195- When a Deputy Commissioner on receiving any
application, or in the course of any enquiry which forms the
subject matter of a proceeding, has occasion to refer to
another officer, whether his subordinate or not, within the
district for a report or to obtain information on any point, he
should usually send the proceeding to that officer, with the
order calling for a report or the request for information entered
on the diary. A date for return of the proceeding should be
noted on the diary. Copies should not be kept and forwarding
letters should not be sent with the proceeding backwards and
forwards (see section 30, page 11). This does not apply to the
sending of processes issued in proceedings for service to
another office. These should be sent without the proceedings
-and with an endorsement to the officer concerned (see section
41, page 15).


5 2

Chapter IX.—Proceedings.

Sections 196. When in the course of any proceeding it is necessary
196-198. to submit the papers to the Commissioner or other superior
officer for orders, a copy of the final order or report recorded
in the proceedings and of any report by a subordinate which it
is necessary to read in order to understand the final order or
report (if the report of the subordinate is in Burmese, it should
be translated) should be sent with an endorsement registered
and numbered in the Register of Letters Issued, together with
the proceedings, a pencil note of the despatch and date being
made in the remarks column of the Register of Proceedings.
The reply on receipt should be entered in the Register of
Letters Received and then filed in the proceedings, the pencil,
note in the remarks column of the Register of Proceedings
being at the same time rubbed out. No correspondence file
need be opened for such communications.

Treatment of Pending Proceedings.

197- Pending proceedings should be kept in the Pending
papers almirah, seven compartments being set apart for
them in the same manner as for pending correspondence files
(see section 119, page 33). Six of these compartments should
be labelled with the names of the days of the week other than
Sunday, the seventh, which should be at least of double the
size of any of the others, being marked Other pending pro-
ceedings." When the date fixed under section 180 (e) (page
46) for the submission of a proceeding is a day of the current
week, the proceeding should be placed in the compartment
allotted to that day, after such action as is required by l he-
order has been carried out. If the date fixed falls in the next
or some other week, the proceeding should be placed in the
compartment marked " Other pending proceedings." On the
afternoon of the last open day in each week the proceedings
in this compartment should be examined and such of them
as are marked for submission during the next week should be
placed in the compartment allotted to the day of the week on.
which their submission is ordered.

Disposal of Completed Proceedings.

198. All proceedings completed during the week should, on
the first open day of the following week, be taken by the clerk
in charge to the revenue record-keeper, who should acknow-
ledge their receipt by writing the date and his initials in red ink.


Chap. X.—Supply of Books, Stationery & Forms. 55

in the Register of Proceedings opposite the entry of each Sections
record which has been delivered to him. Before despatch to 198A-199.
the record-room the papers in each proceeding should be
stitched strongly together with needle and twine,

I98A. Under section 30 proceedings in which Subdivisional
or Township Officers have sanctioned the remission or writing
off of revenue should not be entered in the district office
Register of Proceedings, but should be at once entered in the
appropriate column of Account Register V. The remissions
should be noted in that register and in the assessment roll ;
and the Deputy Commissioner should at the same time scruti-
nise the proceedings and test the correctness of the remis-
sions. Except where it is necessary to return the proceedings
to the Subdivisional or Township Officer for any further
action, the number of the proceedings should be noted in a
list on a loose slip of paper, and they should be sent to the
record-room, the record-keeper's initials being obtained on the
slip. The slip should be prepared in duplicate, one copy being
retained by the record-keeper and the other being returned
to the Deputy Commissioner's office after acknowledgment.
When under section 310 the Subdivisional or Township Officer's
inventories are received, the record-keeper should acknowledge
receipt thereon by referring to the copy of the slip in his pos-
session. In the case of proceedings received from a head-
quarters subdivisional or township office a slip need not be
prepared as the record-keeper's acknowledgment can be obtain-
ed finally on the Proceedings Register of the office concerned.

CHAPTER X.
Supply of Books, Stationery and Forms.

Supply of new Books and Publications.

199- Books published by Government which ought to be'
in district libraries are ordinarily distributed under the orders
of Government when published. But if any are omitted by
accident or if a sufficient number of copies is not supplied, the
Deputy Commissioner should indent for them. Before indent-
ing on the Government Press for vernacular Acts, officers'
should see whether such Acts are really required, regard being
had to the local extent of the enactment and the nature of its
provisions. Acts, for instance, which apply only to the sea-
board or to municipalities should not as a rule be supplied to


Chap. X.—Supply of Books, Stationery & Forms. 56

Sections inland or rural offices. If Acts relating to Rangoon Town only
200-204. are required outside Rangoon at all, their distribution should
ordinarily be confined to the Syriam and Insein Districts.

200. (/) Manuals containing the Acts most commonly
referred to and the rules and orders issued thereunder will ordi-
narily be supplied to the Deputy Commissioner for distribution
to subordinate offices in the district. (For supply of correction
lists, see section 212, page 58.)

(2) English copies of all manuals of general application will
be supplied for distribution to all Subdivisional Officers, but the
number sent for the use of Township Officers will as a rule be
limited to the number of English-speaking Township Officers
serving in the district when the distribution is made. If an
officer unacquainted with English is posted to an office in which
there are English copies of manuals, the Deputy Commissioner
should recall all such maruals, and cause them to be corrected
and kept up to date by the librarian at headquarters so as to
be ready for issue whenever an officer acquainted with English
is posted to that office or to any other office in the district
where English copies will then be required.

201. All official publications appearing in the Book Depot
catalogue can be obtained from the Government Bock Dep6t
on indents countersigned by the Commissioner, but indents for
other Government publications have to be submitted by the
Commissioner to the Local Government. Books of these two
classes should not be included in one indent. Indents for
copies of manuals should be forwarded through the office
responsible for their issue.

202. When submitting an indent for any book or gazette to
replace a lost copy the Deputy Commissioner should give
sufficient information to enable the Commissioner to decide
whether the copy should be supplied at the expense of the
State or of the officer who lost the original copy.

203. The Indian Postal Guide and the Indian Telegraph
Guide may be purchased for cash at any local post and telegraph
office."

204. (/) The Deputy Commissioner may purchase for his
own use books, newspapers or other publications. He may
also sanction such purchases for the use of officers subordinate
to him. The exercise of these powers is subject to the control
of Commissioners. Commissioners may issue such general or
special orders, as may seem necessary, for the guidance of their
subordinates. For example, it may be found convenient to
indicate the kind of books which are deemed suitable for parti-
cular officers. Care should be taken that only books and news-


Chap. X.—Supply of Books, Stationery & Forms. 57

papers actually necessary for the public service are purchased Sections
at the public expense, and that no expenditure is incurred 205-209.
unless it is covered by budget provision, or the necessary re-
appropriation has been sanctioned by competent authority.

(2) Officers authorized to purchase books and newspapers
or other publications are required to make their own arrange-
ments with agents or publishers.

205. [Cancelled.]

206. For further details about purchase of books, periodi-
cals and newspapers, see resolutions "of the Government of
India No. 6802—6848-63 and No. 6849—6895-63, dated the
20th July 1908, attached to Local Government's Circular
No. 69 of 1908 (pages 80—85 of Local Government Circulars,
1888-1908, Volume II) ; and for orders relating to thepurchase
of and the submission of indents for maps, and to indents for
Acts, whether of the Government of India or of the Local
â– Government, and to indents for copies of Indian Law Reports,
see Local Government Circular No. 35 of 1909.

207. The standard lists of books for subdivisional and
township offices prescribed in Local Government circular
No. 34 of 1911 should be printed in large type and two copies
should be kept up to date by the Chief Clerk, one for the office
and one for the Deputy Commissioner to take on tour when
-inspecting. The Deputy Commissioner should personally
â– examine these lists once a quarter to see whether any altera-
tions are required.

Supply of Circulars, Gazettes and
Correction Lists.

208. The Deputy Commissioner is supplied with copies of
â– circulars in English and Burmese for every Township Officer
who is not stationed at the headquarters of a district or sub-
division. Whenever such a township is in charge of a Myook
who does not know English, his files of English circulars should
be sent to the General Department of the Deputy Commissioner's
office and there kept up to date, ready for issue whenever an
English-speaking Myook is posted to the township. In dis-
tricts where it is certain that there will always be a proportion
of the Township Officers unacquainted with English, the Deputy
'Commissioner may by written order prescribe the number of
circular files to be kept up to date under this section.

209. Indents for additional copies of circulars should be
addressed to the Superintendent of Government Printing,


Chap. X.—Supply of Books, Stationery & Forms. 58

.Sections Burma, through the Commissioner. (See also section is 8,.

210-212. page 4I )

210. In the Deputy Commissioner's office current files of the
Burma Gazette should be kept in the General Department.
Part V and the Extra Supplement may be destroyed at the
close of the year. One set of the remaining parts should be
bound and kept in the library—see section 128, page 36.
Another set may, if the Deputy Commissioner thinks it neces-
sary, be kept for five years unbound. The Supplement and
Part III of tiie Vernacular Gazette may be destroyed at the
end of the calendar year. One set of Parts 1 and II should be
bound and kept in the library. Part VI of the Gazette of India,.
which is occasionally supplied to Deputy Commissioners, should
be bound in annual volumes.

211. The Burma Gazette in English is not supplied to
Township Officers, but the Deputy Commissioner is supplied
with a special copy of it for circulation to Myooks in outlying,
townships who can read English. If there are many such
Myooks, two copies may be obtained for this purpose. The
Commissioner will from time to time inform the Superintend-
ent of Government Printing of the number of copies required,
on the application of Deputy Commissioners. The Gazette
should be stitched before it is circulated to Myooks.

212. (/) Lists showing the number of copies of each manual
sent to Deputy Commissioners or District Judges for distribu-
tion to their subordinates are maintained in the offices of the
Financial Commissioner, Commissioner of Settlements and
Land Records, Commissioner of Excise, Chief Collector of
Customs, and the Secretaries to the Local Government for the
manuals issued by these offices. Copies of manuals and
correction slips intended for Subdivisional Police Officers will,
be forwarded to the Inspector-General of Police for distribu-
tion. To ensure that correction slips are supplied for every
manual (other than private copies in the hands of Government
Officers) all indents for additional copies of a manual should be
sent to the Superintendent of Government Printing through the
office which issues the correction slips, in order that the distri-
bution list may be corrected.

(2) Every Deputy Commissioner or District Judge should
verify that the number of copies of correction slips periodically
received by him is sufficient to ensure the correction of all
copies in his office and in offices subordinate to him, whether
actually in use or not. [See section 200(2), page 56.] Copies
of manuals which are not needed for distribution should be sent


Chapter XI.—Petition-writers.

59

to the Government Book Dep6tand the office which distributed Sections
them should be informed of the number so returned. 213-218.

(3) Distribution lists of vernacular manuals are prepared in
the office in which the manual concerned was compiled, and
are sent to the Press, which distributes the manuals and the
vernacular correction slips accordingly.

Supply of Stationery and Forms.

213. The supply of stationery is regulated by the Stationery
Manual, which applies to all India. Some supplementary orders
of the Burma Government are given in Appendix IV, page 128.

214. The rules in force relating to the supply and custody
of forms and registers, the ruling and drafting of forms, and
the preparation of manuscripts other than standard forms for
the Press are given in Appendix IV, page 128.

CHAPTER XI.

Petition-writers.

215. No official of any office and no person employed in any
office, whether as clerk, copyist, or peon or in any other
capacity, may write petitions.

216. No officer shall receive or act on any petition present-
ed to him by any person unless such petition has been
written—

(a) by the petitioner himself or by a clerk of the

petitioner;

(b) by an advocate or advocate's clerk;

(c) by a friend who has received no hire ; or

(dJ by a petition-writer licensed by the District Judge
under the judicial rules for the time being in force.

In cases (a), (c) and (d) the petitioner himself must sign
the petition ; in case (b) the advocate must attach his power of
attorney.

217. Sections 215 and 216 do not apply to petitions pre-
sented to an officer on tour at places where there is no licensed
petition-writer practising.

218. An officer may not refuse to accept a petition pre-
sented by a person who does not reside within his jurisdiction,
merely because the petition is written by a petition-writer not


6a Chapter XII.—Copies & Inspection of Records.

Sections licensed for that jurisdiction : provided that he is satisfied that
219-225. the writer is qualified to write the petition in the district within
which the person presenting it resides.

219- Every petition written by a petition-writer should be
written on one side only on stout paper of foolscap size, with
a blank margin of a quarter of the breadth on the left-hand
side, and shall be endorsed by him with, his name and the
number of his license, the date, and the amount of the fee paid.

220. No petition-writer may ask or take any fee, contingent
or otherwisev beyond the fee endorsed on the petition, and he
shall give a receipt for every fee paid.

221. The Deputy Commissioner may, if he thinks fit, from
time to time fix for each office the tariff of charges for writing
petitions of a simple, ordinary, or routine character, and where
a tariff has been framed, no petition-writer may for such
petitions ask or accept a fee in excess of the tariff. For writing
other petitions, each petition-writer may make his own terms
with the petitioner, provided that they are moderate and
reasonable. If any petition-writer asks or accepts any fee
in excess of the tariff or any immoderate or unreasonable
fee for a petition of a class for which the tariff does not
provide, the Deputy Commissioner may, on complaint by the
petitioner, in his discretion order reduction or return of the fee,
or may communicate the facts to the District Judgp in order
that he may withdraw the license.

222. Facilities should be provided at all offices for petition-
writers to practise their vocation with convenience to them-
selves and the public.

223. The operation of all or any of these rules may be
deferred or suspended by order of the Commissioner in any
district or portion of a district, and by order of the Deputy
Commissioner in any. office subordinate to him, for such time
as he may see fit. Any such order should be communicated
to the District Judge.

224. If in any proceeding cause appears for withdrawing a
petition-writer's license, the Deputy Commissioner should com-
municate the facts to the District Judge.

CHAPTER XII.
Grant of Copies and Inspection of Records.

225. The instructions in this Chapter refer only to the
Revenue and General Departments. The orders for the grant


Chapter XII.—Copies 8c Inspection of Records. 61

of copies in the Registration Department are found in the
"Registration of Deeds Manual.

226. The only documents which may be inspected or of
which copies may be granted are the records contained in
registers, maps, assessment-rolls and proceedings (see section
170, page 43) prepared or held under any Act or rules in pur-
suance of which an officer has jurisdiction. The record includes
only applications or written statements filed by the parties, oral
evidence recorded, documents admitted as evidence, and the
final orders passed. Inspection or copies of other papers in
the proceedings may not be granted without the special sanc-
tion of the officer in charge of the office to which the proceed-
ings belong or a superior officer. Care should be taken that
copies of grants, leases, and the like are not issued to persons
other than the original grantees or lessees except for very
special reasons, which should be recorded in writing. The
inspection or grant of copies of documents belonging to any
other class is strictly prohibited.

227. For the purposes of section 76 of the Evidence Act the
public officers having the custody of public documents (see
section 74, Evidence Act) forming the acts or records of the
acts of tribunals and public officers, and authorized to deliver
certified copies thereof, are those specified below :—

Court or office. Record. Officer.
Commissioner's office... Deputy Commissioner's office. The records of the office and the records of every subordinate office which for the time being may be in the superior office. Do. Superintendent. Akunwun or Chief Clerk.

Sudivisional office
Township office
Record-room

Do.

The records of the office
The records of all offices
kept for safe custody
in the record-room.

Head Clerk.
Do.

Record-keeper.

Sections

226-227.

Such officer is termed the " Record Officer " in the follow-
ing instructions.

The term " Head of the Office " means the Commis-
sioner, the Deputy Commissioner (in respect of his own office
and of the di.strict record-room), the Subdivisional Officer or the
Township Officer. But a Commissioner or a Deputy Commis-
sioner may, by written order, delegate all or any of the duties
of the " Head of the Office " mentioned in the succeeding


6a Chapter XII.—Copies & Inspection of Records.

Sections paragraphs of this chapter to his Superintendent or to his
228-233- Chief Clerk or Akunwun.

Applications por Copies and Information.

228. All applications for information or for copies should
be in forms Tw^^ss^rsMir- Applications for copies should
bear a stamp of one anna under Article 1 (a), Schedule II of
the Court Fees Act, 1870.*

Applications for information should bear a court fee stamp
of four annas on account of searching fees.

Each application should refer to a single record,

229. Applications for copies or for information should be
presented to the Record Officer, and should be signed either by
the applicant in person or by his advocate or authorized agent.

In the case of applications for copies, the upper portion of
the form should be filled in by the applicant. In the case of
applications for information, the applicant should fill in columns
2 and 3 of the upper and lower portions of the form and should
«nter the date of the application in column 1.

230. If a copy applied for cannot be granted under section
226, 252, 254 or 255, the Record Officer, after reference, if
necessary, to the Head of the Office, should endorse refusal on
the application and return it to the applicant.

231. Subject to the provisions of section 232, if an applica-
tion is not refused, the Record Officer should cause to be
entered on it as soon as possible the amount of copying fees
required and other fees, if any, payable under sections 245 to

2 49-

If he cannot at once return it to the applicant with the
estimate of fees entered on it, he should enter, on the foil and
counterfoil of the prescribed form, the time when the application
was received by him and the time when the applicant should
apply for return of the application with the estimate of fees
entered on it, and should deliver the foil to the applicant.

232. Applications received before 3 p.m. should be dealt
with on the day of receipt ; other applications may be dealt
"with on the following day.

233. The application with the estimate of fees entered on
it should be delivered to the applicant on his applying for it.
The applicant should return it to the Record Officer within

• For exemption from this rule, see Government of India Finance Department
Notification No. n8o, dated the 24th February 1905, at page 88,.Burma Stamp
Manual, Edition 1909.


6a Chapter XII.—Copies & Inspection of Records.

twenty-four hours of the time he received it back, endorsed Sections
with the Bailiff's receipt for the amount of copying-fees, to- 234-239-
gether with the court-fee stamp, if any, stated in the application.

234. When the application is complete, the date should be
entered on it by the Record Officer, who should detach the
lower part and return it to the applicant after entering on it the
time when the copy will be ready.

235. The upper part of the application form should be made
over to the copyist with the paper on which the copy is to be
made, and a memorandum stating the date on which the copy
is to be ready.

236. The copyist should make the copy under the super-
vision of the Record Officer and in his presence. Records once
deposited in the record-room should not be removed from the
Record-keeper's personal charge for the purpose of copying.

237- (') The paper for copies should be supplied by Gov-
ernment. Each page of the original and no more should be
copied on one sheet. " Page " means the contents of one
side of paper in the original. Anything written on the reverse
constitutes a separate page. The page number of the original
record should be noted on the left hand top corner of the face,
and, if necessary, on the right hand top corner of the reverse
of the copy.

(2) The copy should be written or typed on the front of
the sheet only ; provided that where the front is insufficient, as
in the case of a type-written original copied in manuscript, the
reverse of the sheet may be used.

(j) The paragraphs of the original should be followed in the
copy.

(4) In every copy a quarter margin on the left side of the
face and a quarter margin on the right side of the reverse
should be left blank.

238. All copies, whether certified or uncertified, should,
before issue, be examined and compared by the Record Officer
and should be marked as " examined " and initialled by him.
Much corrected copies should be rejected and fresh copies
made. All corrections should be initialled by the Record
Officer.

239. Certified copies should be certified at the foot to be

S ction 6 Evi " trUe c0Py'" sh°u'd bear the seal of the
â– dence'Act! ' VI office, and should be dated and subscribed in
full with his name and his official title either
by the Head of the Office or by the Record Officer. They
should be stamped as required by articles 6 to 9 of Schedule
1 of the Court-fees Act.


6a Chapter XII.—Copies & Inspection of Records.

Sections Copies furnished for private use (i.e., not for production-
240-244. before a Court or public officer) do not require a court-fee
stamp, but such copies should not be certified as true copies.*

240. Uncertified copies may be converted into certified
copies upon the application of the person to whom they have
been granted and upon his filing with the application the court-
fee stamps required by law.

241. The following particulars should be recorded by the
copyist on the back of the copy and should be signed by the
Record Officer :—

(1) Date of application ;

(2). Date on which estimated cost of copying was com-

municated to applicant ;

(3) Date of return of the application to the Record

Officer after payment of fees ;

(4) Date on which copy was ready for delivery ;

(5) Date of making over the copy to the applicant ;

(6) The fees for copying (to be inserted in words as well

as in figures).

242. On receipt of the copy from the copyist, the Record
Officer should affix to the first sheet the court-fee stamp or
stamps, if any, provided for a certified copy.

On presentation of the lower part of the application form
by the applicant or his agent (whose name should be endorsed
on that part over the applicant's signature), the Record Officer
should deface f the stamps, if any, and should then make over
the copy to the applicant or his agent, taking his receipt with
the date in the place provided in the application form. He
should retain both parts of the application form.

243. When copies or information have been delivered, the
upper and lower parts of the application forms should be filed
in the order of receipt. The Record Officer is responsible for
examining from time to time the forms so filed and bringing to*
the notice of the Head of the Office any irregularity or unpunc-
tuality in the granting of copies or in the levying of copying fees.
The forms should be preserved until orders are obtained for
their destruction after examination at periodical inspections by
the Deputy Commissioner or other superior officer.

244. The Record Officer should keep a register of appli-
cations for copies in the form prescribed for the Judicial Depart-

* Government of "India Finance and Commerce Department Notification No.
4650, dated the 10th September 1889, Clause 91 (page 82, Burma Stamp Manual,.
Edition 1909).

t See Direction 2 of the Court-fee Directions, page 91, Burma Stamp Manual,
Edition 1909.


Chapter XII.—Copies & Inspection of Records. 65

t

ment. In the column of remarks it should be noted whether SectiiifeS-
any copies Originally granted as " uncertified " are subsequently
converted into " certified copies."

Fees.

245- For the preparation of copies, whether certified or
uncertified, the "following fees shall be charged :—

For copies in the Burmese character ( For every too words )

I or fraction thereof. } 3 annas.

For copies in any character other than ( For every ^oo words J

Burmese. I or fraction thereof. J 5 annas"

Where documents contain figures, five digits shall be
reckoned as equal to one word. This section does not apply
to copies of tabulated or other statements or of documents of
which a substantial part is on a printed form, which are pro-
vided for in section 246, or to copies of maps and plans, which
are provided for in section 249.

245A. Copyists should note on the margin of copies when-
ever 100 words have been completed.

246. (/) Copies of tabulated and other statements should
be made on printed or other forms and -charged for at the rate
of 3 annas per 100 words or 500 digits or fraction thereof
actually copied, provided that the minimum charge for each
statement copied shall be one rupee.

(2) Copies of documents (such as grants, leases and the
like), of which a substantial part is on a printed form supplied
by Government, shall ordinarily be made by filling up the
blanks 011 a spare copy of the prescribed form. The fee for
such copies shall be one rupee per form. Copies of this
description shall be clearly marked as such by having the word
" copy " written in red ink at the top of each page of the form.

247. The fee for translation shall be six annas for each 100
words of the original. It shall be in addition to the copying
fee.

248. When an applicant specially requires a copy or trans-
lation to be furnished urgently in precedence of previous ordi-
nary applications which are attended to in order of receipt, an
urgency fee equal to the copying and translation fee shall be
paid.

249- The fees fixed for copies of maps and plans other than
those in the custody of the Department of Land Records shall
not exceed the rates prescribed for the latter.

249A. All fees should be paid in cash to the' Bailiff. No
other person is permitted to receive them. The applicant

5


6a Chapter XII.—Copies & Inspection of Records.

Sections under section 233 takes the Bailiff's receipt to the Record
»50-752. Officer, who should at once cause the fees to be entered in the
Register of Applications. These entries should be initialled
daily by the Bailiff.

250. Fees once paid cannot be refunded if the work for
which the fees were paid has been done. If only part of the
work has been done, a proportionate part of the fees paid may
be refunded under the orders of the Head of the Office.

251. No fees may be charged for searching for, trans-
lating or copying papers wanted by public officers for public
purposes.

All free copies should be entered in the register in the same
way as other copies in order to check the amount and manner
of the entire copying work done.

Persons entitled to Copies.

252. Copies of documentary exhibits filed in a proceeding
should never be granted to persons who are strangers to the pro-
ceeding without the consent of the person to whom they
belong.

253. A party to a proceeding is entitled at any stage of
the proceeding to obtain copies of the record of the proceeding
including exhibits which have been put in evidence. (See
section 226.)

254. A party to a proceeding who has been ordered to file
a written statement is not entitled to take a copy of a written
statement filed by another party until he has first filed his own.

255. A stranger to a proceeding may, after the issue of
final orders, obtain copies of the application, written statements,
affidavits, and petitions filed in the proceeding, ?.nd he may, for
sufficient reason shown to the satisfaction of the Head of the
Office, obtain copies of any such documents before the issue
of final orders.

256. A stranger to a revenue proceeding may obtain copies
of judgments, decrees, or orders.

Copyists.

257. Every Deputy Commissioner should license for his
office as many copyists, to be selected, as far as practicable,
from the apprentices in the office, as may be required for the
purpose of supplying all applicants with copies without incon-
venient delay. No one but a licensed copyist should be
employed in the preparation of copies.


6a Chapter XII.—Copies & Inspection of Records.

258. The number of copyists licensed should not be greater Section*
than will admit, under ordinary circumstances, of each copyist 2S8-265-
earning at least Rs. 20 a month. If the total receipts from
copying fees in any office do not come up to this amount, not
more than one licensed copyist should be entertained.

259- Licensed copyists at district headquarters should
ordinarily be capable of making copies of both English and
vernacular papers.

260. The licensed copyists attached to the district office
are also the licensed copyists for all offices at the headquarters
of the district.

261. The Deputy Commissioner should also similarly
appoint licensed copyists for subdivisional and township
offices other than those provided for in section 260, a single
copying establishment being always employed for as many
offices as their situation will admit.

262. When copies have to be made in a language other
than English or Burmese, the Head of the Office may, by
special order recorded in the order-book, appoint a fit person
to make them.

263. Copies should not ordinarily be made by paid members
of the office establishment. Where no licensed copyist is
available a member of the paid establishment may, with the
previous sanction of the Deputy Commissioner, make the
necessary copies out of office hours, and may at the close of the
month be paid the fees earned by him as provided for in sec-
tion 265.

Translations should be made by the copyist, by the Record
Officer out of office hours, or by such other person as the
Head of the Office may, by written order in the order-book,
appoint for the purpose.

264. All copyists are under the orders, superintendence,
and control of the Record Officer, who is responsible for seeing
that no irregularities are committed by the copyists and that
all information and copies applied for are promptly given.
When there is a single establishment for several offices, the
Record Officer of the senior office should arrange for the
distribution of work.

265. (a) Two-thirds of the fees levied under sections 245,
246 and 249 should be paid to the copyists.

(b) Translation fees (section 247) should be paid in full

to the translator, *

(c) Urgency fees (section 248) should be credited in full
to Government.


7° Chapter XIII.~>Miscellaneous.

Seetfafts In preparing the chalan the Bailiff should show separately
266-$7x the fees payable to the copyists and those to be credited to
Government.

266. The amount due to copyists should be distributed
monthly by the Head of the Office at his discretion among the
copyists in such shares as he thinks fit. The amount may be
drawn on a refund order form (T. F. No. 54) and the Head of
the Office should check it with the register before signing it. If
there is a surplus in one month, it may, if necessary, be carried
over to make up a deficiency in the following month.

Inspection of Records.

267- Parties may be allowed to inspect the records of pend-
ing and decided proceedings on the written order of the
presiding officer of the office to which the records appertain,
or of the Deputy Commissioner. Their advocates may be
allowed to inspect the records of pending proceedings in which
they are engaged without special order.

The " records " above referred to are defined in paragraph
226. Other papers in a proceeding (such as reports, letters,
notes, etc.), cannot be inspected under this section.

268. The order authorizing inspection of a record shall be
written on an application bearing a court-fee stamp of the value
of one rupee, which should be punched and cancelled.

269. Inspection will be allowed on every open office day at
stated times to be fixed by the presiding officer of the office
and in the presence of the Record Officer.

269A. An advocate inspecting a record may make notes,
but no extracts should be made by any one but a member of
the office establishment or a licensed copyist from the records.
If extracts are required, application must be made in manner
hereinbefore specified.

270. The Record Officer should keep a note-book, in
which should be entered the name of the advocate or other
person inspecting any record and the time of inspection.

CHAPTER XIII.
Miscellaneous.

271. The Deputy Commissioner should inspect his record-
rooms and every department of his office regularly once every


7° Chapter XIII.~>Miscellaneous.

six months, and: satisfy himself that the work of his office in Scct|ofljl
all branches is being conducted in an orderly and efficient
manner. It is not necessary to inspect the whole of one
department at one time.

272. Notes of inspections should be written on half-margin,
and, wherever they contain any specific orders for rectifying
defects or irregularities, the word " Order " should be written
in tjhe margin. They should never be written in the form of
answers to the questions in the Inspection Manual or the
Manual of Inspection Questions.

Inspecting officers should insist that note of the completed
action taken on each remark, instruction, or order contained in
their inspection notes is duly posted against its appropriate
paragraph by the officer concerned (leaving the inner quarter-
margin blank for filing) and should verify compliance at the
next inspection.

In the case of offices so situated that, inspections are infre-
quent, the inspecting officer may with advantage require the
submission of his notes, so annotated, by the officer concerned
in order to ascertain whether proper action has been taken.
He should then return them.

Copies of inspection notes, typewritten where possible,
should be sent as soon as practicable after.the inspection to
the heads of the offices inspected, and when these officers are
not acquainted with English should be accompanied with a
translation in Burmese. When the inspection has been made
by -the Commissioner or other superior officer, the translation
of his note should be made in the district office.

Inspection notes on all offices by superior officers and on
departments of his own office hy a Deputy Commissioner are
filed in the office inspected in main file covers and destroyed
at intervals under the orders of inspecting officers. The office
copies of inspection notes on subordinate offices are filed in the
•office of the inspecting officer in correspondence files and are
destroyed under the orders in section 121, page 34. The
whole file is classed as C see Appendix VI, page 151).

272A. The orders of Government concerning the main-
tenance of the Deputy Commissioner's confidential registers
and memoranda, and a digest of the instructions issued for the
maintenance of confidential registers of Extra Assistant Com-
missioners, Myooks.and Superintendents of Land Records, as
far as they concern Deputy Commissioners in their aspect as
revenue officers, are contained in Appendix XIV, page 171.

272B. The orders of Government concerning the sub-
mission of annual confidential reports on officers in the


7°

Chapter XIII.~>Miscellaneous.

Sections Commission, the Provincial and Subordinate Civil and Judicial
Services and the Land Records and Settlement Departments,
are given in Appendix XV, page 174.

273. A digest of the orders in force relating to the record
of livestock and articles of value obtained for the use of the
public service, and for furnishing periodical accounts of the
same is given in Appendix XI, page 155.

274. When it is found necessary to employ an interpreter in
any case he should be paid such fees, not exceeding Rs. 2, or
in the case of Chinese interpreters Rs. 4per diem, as the Deputy
Commissioner may fix. When an interpreter is required
because one of the applicants or respondents is unacquainted
with English or Burmese the fee should be paid in advance by
the party at whose instance the interpreter is required and
should be treated as costs in the case. If the interpreter is
required by the Deputy Commissioner, the fee should be paid
by Government. Provided that—

(a) No interpreter may be paid any fee for any language
for which a salaried interpreter is employed by Gov-
ernment at the place where an interpreter's services
are required.

» (b) No fee may be paid to any interpreter for interpreting
from English into Burmese and vice versa, unless em-
ployed at the request of one of the parties.

275- A summary of the rules in force relating to Govern-
ment advertisements is given in Appendix XII, page 158.

276. The Government system of transliterating Burmese
and Shan words is published in separate pamphlets and should
be strictly followed in all official documents. In all letters and
reports submitted to superior authorities Burmese names
should be written in Burmese as well as in Roman characters.

277- The use of vernacular terms should be avoided as far
as possible in English documents. It is sometimes necessary
to employ vernacular words for which there exists no English
equivalent and the precise meaning of which can be conveyed
in English, if at all, only by a long periphrasis ; but whenever
it is possible to use an English word which expresses with suffi-
cient accuracy for the immediate purpose the meaning to be
conveyed this should be done. Whenever it is necessary to
use a vernacular term, an explanation of the meaning or the
nearest English equivalent should be given in some part of the
document.

278. When it is necessary to give a date according to the
Burmese calendar, the exact and full equivalent according ta
the English calendar should also be given.


Chapter XIII.—Miscellaneous.

7i

279. A table of Burmese equivalents of official designations Section*
is given in Appendix XIII, page 162. 279-281 A.

280. A slip of red paper affixed to a document means that
it should be attended to at once, all other business being put
aside for the moment. Other coloured slips should be used
with the following meanings :—

Yellow = Today.

Blue = Drafts for approval.

Green = Pending papers on files (to facilitate issue of
reminders) and receipts. See also sections 119 and
197, pages 33 and 54, and paragraph 54 of Appen-
dix IV, page 144.

281. Erasures in registers and documents of all kinds are
absolutely forbidden. If any correction be necessary the pen
should be neatly drawn through the incorrect words or figures,
and the correct ones should be interlined. Usually such cor-
rections should be made with red ink. Corrections of figures
in accounts and registers, and any corrections of important
documents should be attested by the initials of the officer in
charge of the department or of the officer who signs the docu-
ment.

281A. The Bailiff is the only person in the district office ether
than the Treasury Officer and Treasurer, the Sub-Registrar
and the Registration Clerk who is authorized to Receive
and pay out money ; and all money which is not paid into or
out of the treasury direct should pass through his hands. In
order that this fact may be known to all persons having mone-
tary dealings with Government, a notice in Burmese and
English painted on a board in large and legible characters
should be posted up in a conspicuous position outside the rooms
occupied by the General, Revenue and Land Records Depart-
ments in the following form :—

Notice.

" No clerk in the................... Department is permitted to

receive cash payments from the public. The public is warned
that all such payments, whether made on demand or otherwise,
should be made direct into the treasury or to the Bailiff as.
may be directed, and that payments made to other persons will
not be recognized.

" Any clerk in the Revenue, General or Land Records
Department receiving money from the public on behalf of
Government will be liable to removal from his appointment."


72 Chapter XIV.—Record-room.

Sections 281B. District offices, including Government treasuries,
aSiB^SsA-ghouid not be closed except on Sundays and gazetted holidays;
on Saturdays they may close at 1 P.M.

281C. Once a year at the close of the financial year the
Deputy Commissioner should send to Subdivisional and Town-
ship Officers a list corrected up to daje of district works which
they are supposed to look after.

CHAPTER XIV.
Record-room.

282. Each district office is usually furnished with three
record-rooms, namely Judicial, Revenue and Land Records.
The Judicial record-room is regulated by rules issued by the
Chief Court or the Judicial Commissioner. The Land Records
record-room is dealt with in Chapter VI of the Burma Land
Records Manual. This chapter applies to the Revenue record-
room.

283. The Revenue record-room is the place for all com-
pleted records of the Revenue, General and Treasury Depart-
ments which have to be preserved for more than one year.

284- Where there is no special accommodation provided
for the records of the Registration Department, the almirahs
which contain these records should be placed in the ante-room
of the Revenue record-room.

285. The Record-keeper is responsible that no outsider is,
ever allowed inside the record-room, save under the express
orders of the Deputy Commissioner or under an inspection
order granted to an advocate. No office clerk or office ser-
vant is permitted to enter the record-room except with the
permission and under the eye of the Recoid-keeper. Gazetted
officers may enter the record-room when it is open, but no one,
except the Akunwun or Chief Clerk, can require the Revenue
record-room to be opened at unusual hours without the express
sanction of the Deputy Commissioner. The Record-keeper
will be liable to punishment or to dismissal when an unauthor-
ized person is found inside his record-room, and he will be
responsible that persons duly authorized to enter do not tam-
per with or remove records otherwise than is laid down in
sections 331-2.

285A. *In order to guard against fire during the night, the
record-room is placed in charge of a durwan who should keep


Chapter XIV,—Record-ropm, 73

awake all night and make periodical rounds at intervals of an Section

hour reporting to the sentry guarding the treasury. He is not 286-287.
intended for general attendance on the Record-keeper or the
dusting of records.

Structural Arrangement.

286. The record-room should have an ante-room for the
Record-keeper to work in. The ante-room is a part of the
record-room for the purpose of section 285. No person except
the Deputy Commissioner, the Akunvoun, the Chief Clerk,
Treasury Officer, Joint-Registrar, the Record-keeper and
Gazetted Revenue Officers and Myo6ks should ordinarily be
admitted to any part of the record-room except the ante-room.
None of the record-racks should be in the ante-room.

287. Standard record-rooms are of three sizes or classes.
The Public Works Department have issued type plans for these.
Each contains a certain number of iron racks, each 20 feet in
height and consisting of 12 shelves, each of which is 30 feet
long in the first-class record-room and 18 feet long in the
others. Each shelf is divided into sections, 6 feet in length, by
the iron upright supports of the rack. Each shelf in a first class
record-room, if divided by painted lines into compartments a
foot wice, contains in a double rack 60 corrtpartments or 30 a
side, and in a single rack, i.e., a rack with only one side avail-
able, 30 compartments. In the racks of the smallar record-
rooms the corresponding numbers are 36 and 18. Thus in a
double first-class rack there are in all 720 compartments or 360
a side, while in the other classes of racks these totals are 432
and 216 The inconvenience from the point of view of easy
reference of numbering compartments in one series through-
out—even in the smallest record-room—is obvious and the
following system should accordingly be adopted.

The racks should be lettered A, B, C, etc., commencing
from the left-hand side of a person entering the record-room.
(In the usual type of record-room the ends of the racks face the
door.) Each shelf, as described above, should be numbered in
Roman numerals from I to XII commencing at the bottom and
divided by lines painted on the horizontal bar into compart-
ments vviiich should be a foot wide in the case of shelves II to
XI and 6 inches wide in the lowest shelf of all (I). The com-
partments in each double shelf (except the lowest) should then
be numbered in Arabic numerals, from 1 to 60 or to 36
-according as the record-room is a first class one or otherwise,
the odd numbers being reserved for the compartments on the


74 Chapter XIV.—Record-room.

Sections left-hand side of the shelf and the even numbers for thoselon'the
288-290. right. Thus, the reference to a compartment will be, for
example, B . In single racks the compartment numbers
may run from 1 to 30 or 18 as the case may be. The dia-
grams on pages 92-3 and pages 94-5 show this system applied
respectively to the right-hand and to the left-hand side of a
double rack. The shelf and compartment numbers should
invariably be painted on the ironwork as therein shown. The
names of townships and heads should also be painted on the
horizontal or vertical bars according to the arrangement
adopted. Different coloured paints may boused to secure
greater clearness.

288. The Revenue record-room and its ante-room should be
separated from adjoining record-rooms and their ante-rooms by
a secure partition which should extend from the ceiling to the
floor. If this partition is made of iron bars, it should be covered
with fine wire mesh so as to preclude the possibility of any
records or papers being removed through the partition. Par-
titions between two record-rooms situated in the same building
should invariably run up the centre of a double rack. If placed
at the side, one half of the rack is rendered useless.

289. Record-rooms are ordinarily roofed with corrugated
iron and should have a wooden ceiling below to render them
habitable in the hot weather.

289A. (1) To avoid damage to records from white ants,
the racks should stand in bowls of earth oil or the floor of the
record-room should be washed occasionally with a solution con-
sisting of one ounce of perchloride of mercury to 20 fluid
ounces of rectified spirits of wine. The solution may also be
used for painting papers which have suffered from the attacks
of insects. Coal-tarring the floors is considered unsuitable.

(2) The concentrated solution mentioned above is highly
poisonous and must be handled with caution. Ordinarily only
the quantity required for use should be obtained, it should be
contained in non-metallic receptacles labelled " poison " and
should not be used except in the .presence of the Record-
keeper. If it is necessary to store the solution, it must be kept
under lock and key and the quantity received and its expen-
diture should be entered in a store-book.

290. The lowest shelf in every rack should be divided ver-
tically by thin strips of iron, set not more than 3 inches apart,
into compartments 6 inches in width, and these six-inch com-
partments should be numbered 1, iA, 3, 3A, on the left-hand
side and 2, 2A, 4, 4A, on the right-hand side of the rack, so


Chapter XIV.—Record-room.

75

that the two compartments bearing the numbers i and i A, etc., Sections
may correspond with the compartment bearing the number i, 291-294,
etc., on the shelf above. Vertical partitions should not be
made in any other shelves.

291. In record-rooms where the racks are different from
the standard type the instructions contained in the foregoing
sections should be followed so far as circumstances permit.

292. In districts which are not under supplementary survey
the custody of such maps as are not kept in the library remains
with the Revenue Record-keeper. If maps are numerous,
special compartments should be prepared for the reception of
the map tubes, after the fashion prescribed for the Land
Records record-room.

Allotment of Space.

293. Separate racks should be allotted to the recurds of the
Revenue, General and Treasury Departments. It will prob-
ably be found convenient to allot to the General Lepartment
the single or double rack on the extreme right of the record-
room and to the Treasury Department the single or double
rack at the extreme left or vice versd. Records belonging to
different departments should not be mixed up 011 the same rack.

294. In allotting compartments in a double rack care must
be taken to see that all the space provided for one head is on
one side of the rack or, in other words, that all compartments
bear either odd numbers or.even numbers. Compartments
allotted to the same head should.be either side by side on the
same shelf or one above the other in the same vertical column
of compartments or arranged in a combination of both systems.

7 I 5 1 3 [ 1 y

IV


76 Chapter XIV.—Record-room.

Sections For example, if four compartments have to be allotted to one
2J&29& head in the diagram given above the following selections (of
which the first three should ordinarily be preferred) are admis-
sible : —

(1) Compartments I, 3, 5 and 7 in any of the four

shelves.

(2) Compartments 1 and 3 or 3 and 5 or 5 and 7 on any-

shelf and compartments bearing the same numbers

on the shelf immediately above or immediately below.

(3) Four compartments bearing the same number in the

four shelves.

(4) Compartments in any shelf and compartments

raid7or"fiSiT in the shelf immediately above or below.

(5) Three compartments bearing the same numbers on
three consecutive shelves and one compartment
bearing the next higher or next lower ocd or even
number as the case may be on one of the same three
shelves.

Receipt and Disposal of Registers.

295. Registers which are not destroyed in the office should
be sent bv the Revenue, General and Treasury Departments
to the record-room after the lapse of the period prescribed by
column 5 of Appendix 111, pages 109—27, for their retention in
the office. The Record-keeper should enter their receipt in his
Register of Registers in Form ^X","1, and should place
each register in the compartment of shelf No. I allotted to
registers bearing the same number in the List of Registers
(Appendix 111 ). A separate volume of the Register of Regis-
ters should be kept up for each department and one page
or more should be allotted to each register belonging to classes
A and B in the list given in Appendix III. The titles of the
various registers should be entered in the same order as they
are shown in the list, and the same order should be followed in
allotting the compartments in the lowest shelves of the record-
room. Where the same kind of register, e.g., the Register of
Revenue Applications, is kept up in more than one office in the
district, one or more separate pages in the Register of Regis-
ters, and compartments in the shelf, should be allotted to each
office, so that all the copies of that register received from the
same office may be together.

296. Registers should be kept standing upright, where
their height admits of this, and should be labelled on the back


77 Chapter XIV.—Record-room.

with their title, the office to which they belong, and the years Sections
during which they were in use. 297—3°**

297. Old registers in forms which have been revised or
which served the same purpose although bearing a different
name as registers now entered in Appendix III should be
entered under the title most appropriate to their character and
use. Registers which are no longer kept up in any form may
ordinarily be destroyed, e.g., the Register of persons exempted
from payment of capitation-tax.

298. The Register of Registers should be in a bound
volume which will go on for an indefinite number of years and
should have at its beginning a table of contents showing {a)
the number of each register (other than registers which are
not sent to the record-room) in Appendix III, (b) its title, (c)
the office from which received and (d) the page of the Register
of Registers on which entries regarding it are made.

Receipt and Disposal of Assessment-rolls.

299. In districts uncler supplementary survey land revenue
and town lands assessment-rolls from the area under survey
and maps are sent to the Land Records record-room. The
Revenue Record-keeper in such districts should therefore deal
only with capitation-tax, or thathameda, punitive police-tax and
income-tax assessment-rolls, and land revenue and town lands
assessment-rolls from the portions of the district which
are noL under supplementary survey. He should enter these
on receipt in loose sheets in form (Register of Assess-
ment Rolls), by townships in the case of land revenue and
capitation-tax or thathameda rolls, by towns or townships in
the case of town lands rolls (see section 318, page 84), and in
one series for the whole district in the case of other rolls. These
sheets should be bound up with the Register of Revenue Pro-
ceedings in the record-room at the end of the year, spare sheets
being added for the entry of rolls then outstanding.

300. Column 4 of the Register of Assessment-rolls should be
left blank when the nature of the roll is perfectly defined by
the entries in columns 1, 2 and 3, and by the head entered at
the top of the page. In Upper Burma the entries in column
4 tor iand revenue rolls should be " State land mayin," " Water
rate ka-ukkyif and so forth. Any tax under the be'ad " Mis-
cellaneous" should be named in column 4.

301. Land revenue except taungya (da-tax) rolls and town
lands assessment-rolls belong to class A; taungya (da-tax),
capitation-tax, thathameda, income-tax, house-tax (Burma


78 Chapter XIV.—Record-room.

Sections Act II of :88o), and punitive police tax rolls are classed as B
302-3O6.' and are destroyed after they have completed their sixth year,
the year of assessment being excluded.

Receipt and Disposal of Correspondence Files.

302. Correspondence files sent to the Revenue record-room
in accordance with section 120, page 34, are accompanied by
the Register of Correspondence Files. The record-keeper is
not therefore required to prepare any register, but he should
note the destruction of files belonging to class B in the Regis-
ter of Correspondence Files by writing in red ink the word
" Destroyed''' over his dated signature against the entry of the
file. The destruction of papers belonging to class B in class A
files should be noted on the inside of the file cover.

303. The Registers of [Correspondence Ftfles may be bound
by heads, six years in one volume, after the destruction of all B
class files and papers. When all the files under any one head
have been destroyed, the pages of the Register of Corres-
pondence Files relating to fijes under that head should be
destroyed, a note " All files destroyed " being made in the
table of contents at the beginning of the volume against the
entry of the head.

304. Correspondence files belonging to the Treasury Depart-
ment should be arranged in bundles by years, all the files for
any one year being tied up in one or more bundles, according
"as their bulk requires one compartment or more.

305. Correspondence files in the General and Revenue
Departments should be divided by heads, there being for each
year one, or if the files are very numerous, two bundles of files
for each of the heads enumerated in Appendix II, pages 106-08.
One or more compartments should be allotted to each head,
according to the bulk of the papers, and all the bundles of one
head for the whole series of years should be placed together
in chronological order.

306. The bundle of files for each year should have a label
bearing the number of the year attached to it and projecting
over the end. As many bundles should be put in one com-
partment as it will conveniently contain. It is not necessary
to allot one compartment to the bundle or, where the files are
numerous, bundles of each year. No list of the contents of
each bundle other than the Register of Correspondence Files
is required, but the files in each bundle should be arranged in
the serial order in which they are entered in the Register of
Correspondence Files, e.g., No. 1, if not destroyed, should be


79 Chapter XIV.—Record-room.



at the top and the file bearing the highest number at the Sections
bottom. 307-3*0.

307. A section of a rack consisting of six compartments
bearing consecutive numbers either odd or even, but not both,
on shelves II to XII both inclusive, should suffice in most
Revenue record-rooms to contain all the correspondence of the
â– district in any one department for many years to come. The
allotment of compartments to the various heads in the General
and Revenue Departments should follow the order of these
heads as given in Appendix II, page 106-08. In making the
allotment, allowance should be made for the fact that in the
case of heads, the files under which are all classed B, the
greatest number of years for which space is required is six.

Receipt and Disposal of Proceedings.

A.—Receipt of Proceedings.

308. The following instructions apply only to the proceed-
ings of the General and Revenue Departments ; there are no
proceedings in the Treasury Department.

309. (/)The instructions for sending to the Revenue record-
room completed proceedings from offices at the headquarters
of the district are contained in section 198 of this manual and
in section 60 of the Subdivisional and Township Office Manual.
The clerk in charge of the proceedings should bring them on
the first open day in each week to the Revenue Record-keeper,
who should enter his dated initials against the entry of each
proceeding in the Register of Proceedings.

(2) When a proceeding received in the record-room bears
the number of more offices than one, the Record-keeper's
dated initials must be entered against the appropriate entry in
the register of each such office situated at headquarters, as
well as in the inventory of each such office away from head-
quarters. If the registers required are not brought to the
record-room at the same time, a note of the proceeding must
be made on a loose sheet in form bâ– , as described in

section 311, in order that the register of the office concerned
may be initialled subsequently.

310. The instructions for sending proceedings to the record-
room from offices not at the headquarters of the district are
contained in section 61, Subdivisional and Township Office
Manual, which is reproduced here for convenience of reference.

61. (r) All the completed proceedings of subdivisional and
township offices not at the headquarters of a district should


88 Chapter XIV.—Record-room.

Section be sent to the Revenue Record-keeper at the headquarters of
3*°- the district immediately after the close of March, June, Sep-
tember and December in each year.

(,2) They should be accompanied by an inventory in dupli-
cate in form -R^Rjiegr'ra of all the proceedings opened during the
quarter to which the inventory relates.

A separate inventory should be made for each class of
proceedings registered in one series.

(j) A brief note should be made in the last column against
the number of each proceeding which does not accompany the
inventory.

Example—

(« If a proceeding is not yet completed, write " Perid'
ing " in pencil against the proceeding ;

.(6) If a proceeding is completed so far as the office sub-
mitting the inventory is concerned but has been sent
to another office, the name of that office together
with the date of despatch as shown in the despatch
register should be noted in pencil.

(4) If a proceeding already bears a number of the sub-
divisional or district office, that number should be entered in
the appropriate column.

This is important in order to enable the Record-keeper to
trace the proceedings in the inventories of other offices

(5) As the Village Proceedings Register (form ^'j^S')
has no separate columns for the numbers of the different offices,
these shall be entered as follows—No-|--The top num-
ber should be that of the Deputy Commissioner's office, the
middle that of the subdivisional office, atid the bottom that of
the township office.

(6) A separate inventory should be made for each class of
proceedings registered in one series, e.g., reverue proceedings
should be entered in one inventory, and revenue recovery (land
revenue) proceedings in another; and the inventory should be
placed in a main file cover.

(?) Inventories should be written up regularly from the
Register of Proceedings so that they may be ready for des-
patch at the close of each quarter. Both copies of the
inventory should be checked and signed by the Subdivisional or
Township Officer.

( ceedings received with the inventory and, in the last column of
both copies, should acknowledge receipt by entering his initials
and the date against the entry of each proceeding received.


81 Chapter XIV.—Record-room.



(p) The Record-keeper should then return one copy of the Section
inventory to the Subdivisional or Township Officer. 3*0-

(10) When proceedings have been sent to another office
and have not been returned before the inventory is sent to the
record-room, the entry " T. O.", " S. D. O." or "I). C."
appears in pencil against them. When such proceedings are
finally received in the record-room, the Record-keeper will
enter his initials at once in red ink in the copy of the inventory
kept by him and in the inventory of the office concerned when
that inventory is next returned.

When completed proceedings are being sent to the record-
room at the end of a quarter all inventories for preceding
quarters with entries against which the Record-keeper's red
ink initials have not been shown must accompany them. Such
inventories will be returned again and again until the Record-
keeper has received all the proceedings and has initialled for
them.

(//) When the receipt of all proceedings in an inventory
has been acknowledged by the Record-keeper, the Subdivi-
sional Officer or the Township Officer will retain that inventory
in his office.

(12) Inventories retained under clause (i i) may be des-
troyed from time to time by inspecting officers after all the
proceedings entered therein have reached the record-room
and have been duly accounted for. An inventory so destroyed
should be replaced by a note in the following terms:—

" Destroyed inventory of

proceedings from No. to No. of 19-19 ,
both inclusive.

(Signed)
IDated)

(1 j) The Record-keeper will call the attention of the
Deputy Commissioner to undue delay in the completion of any
proceeding.

(14) If the proceedings for the previous quarter from an)
office have not been received by the 15th of the month follow-
ing the close of that quarter, the Record-keeper will report the
omission to the Deputy Commissioner.

(15) Every office should enter in the appropriate columns
of its inventories and proceedings registers the number already
given to a proceeding in another office so as to enable the
Record-keeper to trace it.

(16) No proceeding shall be considered disposed of unti1
the Record-keeper's red ink initials have been entered in the


82

Chapter XIV.—Record-room.

Sections inventory against it and every proceeding in the inventory shall
3H-3I4- bear such initials against it before the inventory can be des-
troyed under (12).

311. When proceedings have been sent to another office
and have not been returned when the inventory is sent to the
record-room, the entry " T. O.", " S. D. 0." or " D. C." ap-
pears against them. When such proceedings are finally
received in the record-room, the Record-keeper will enter his
initials at once in the copy of the inventory which he has kept,
and in the inventory of the office concerned when that inventory
is next returned. This he can do in the following manner.
Whenever he receives a proceeding which bears on its fly leaf
the numbers of one or more offices away from headquarters,
he should enter his dated initials against each such proceeding
in the copy of the inventory of each office through which the
proceeding has passed. If any inventory in which the pro-
ceeding is entered has not yet been received in the record-
room, he should note down on a loose sheet in form R the
number of such proceeding. For each office away from head-
quarters, there should be a separate sheet which may be
destroyed as soon as the Record-keeper has received the
inventory and has entered his dated initials against the entry
of each proceeding as already prescribed.

312. The copy of each inventory retained by the Revenue
Record-keeper may be destroyed so soon as all the proceedings
entered therein have been received in the record-room.

B.—Examination and checking of Proceedings.

313. The Record-keeper should examine every proceeding
carefully to see that it is complete and arranged in the
prescribed way. He should check the classification of the
proceeding itself and see that it is rightly headed, and he should
also carefully verify the classification of the papers in the pro-
ceeding. He should place no proceeding in the record-room
until he has satisfied himself that it has been correctly distri-
buted into the two files (A, B) and C, and that their contents
have been correctly entered in their respective fly-leaves. If
he is in doubt in regard to either of these classifications, he
should refer to the Akunwun or Chief Clerk for orders. When
proceedings are badly classified or carelessly filed, they should
be returned to the office responsible for rectification of these
defects. [See sections 187-90, pages 50-1.]

314. The Record-keeper should see that the court-fee
stamps in all proceedings have been properly punched. He


83 Chapter XIV.—Record-room.



should report daily to the Deputy Commissioner in his report- Sections
book all cases of— 3i5-3«o.

(i) improperly or inadequately stamped documents ;

(ii) unstamped documents which ought to be stamped;

(iii) stamps not punched or otherwise defaced as

required by section 30, Court-fees Act;

(iv) court-fee stamps on copies of documents, certi-

ficates, and the like not cancelled as required
by direction 2 of the Court-fee Directions
(page 91, Stamp Manual, 1909);

(v) excess in the number of court-fee stamps affixed

to any document over the number laid down in
the rules under section 27 (b) of the Court-fees
Act (page 61, Stamp Manual, 1909).

The Record-keeper should also separately punch with a
triangular stamp-punch every court-fee stamp in each record
before depositing the record in the racks [see direction 3 of the
Court-fee Directions (page 91, Stamp Manual, 1909)].

C.—Registration and arrangement of Proceedings.

315. Proceedings belonging to classes A and B in which
no defects are found should be entered, after examination, on
loose sheets in form RTRTKgrri (â– Register of Proceedings in the
Record-room). C class proceedings should not be entered in
any register. Revenue proceedings under the first five heads
in Appendix II, page 106, should be entered separately under
each head by townships, those under the next eight heads (VI
to XIII both inclusive) being entered by heads in one series
for the whole district. The Commissioner may, however, direct
that town lands proceedings may be entered separately by
towns instead of by townships, in which case village lands
proceedings may be entered in one series for the whole
district. In the case of the General Department/village pro-
ceedings should be entered in the register by townships and
other General Department proceedings in one series for the
whole district.

316. In the month of January in the case of the General
Department and in July in the case of the Revenue Depart-
ment the Record-keeper should ascertain from the inventories
for the last quarter of the year in the case of offices awaj
from the headquarters of the district, and from the registers ol
proceedings in the offices at headquarters, approximately how
many A and B class proceedings under each head are still


84

Chapter XIV.—Record-room.

Sections outstanding. He should add a sufficient number of blank
317-31F. sheets of form r^t^ti to the sheets on which the proceedings
already received have been entered and should send the whole
with a table of contents prefixed to the duftri to bind in two
volumes, one for the Revenue Department and one for
the General Deparfment. In the Register of Revenue
Department Proceedings the heads should be arranged in the
order in which they are given in Appendix J I, pages 106-08,
and, in the case of the secondary division of each of the first
four heads, the townships should be arranged in a fixed order
which should never be departed from. It should not be forgot-
ten that the division of the first four heads is primarily by
heads and not by townships. The registers of assessment-rolls
should also be bound up with the Register of Revenue Pro-
ceedings in the record-room. In the Register of General
Department Proceedings, village proceedings should come first,
arranged township by township, followed by other General
Department proceedings.

317. All proceedings belonging to classes A and B should
be registered under their appropriate heads and townships in the
order in which they are received in the record-room. It is use-
less to attempt to enter them in the order of their original num-
bers, because the series will be broken by the numerous class
C proceedings which never will be registered at all, and because
many of the files have passed from the district to the township
office or vice vena and bear two or three different numbers on
their faces. Proceedings which bear numbers of different years,
e.g., No. 102 of 1901-02 in the township office, No. 60 of
1902-03 in the subdivisional office, and Land 6 of 1903-04 in
the district office, should be entered in the Register of Pro-
ceedings for the most recent year, e.g., 1903-04.

318. The allotment of compartments to the various heads
of proceedings should follow the principle laid down for pre-
paring the registers. As many compartments as will suffice
for 20 years to come should be allotted to the proceedings

. belonging (i) to each township under each of the first five
heads of revenue business and (ii) to each of the next eight
heads. The Commissioner may, however, direct that town
lands proceedings and assessment rolls may be kept by towns
instead of by townships, in which case a separate compartment
may be allotted to village lands proceedings for the whole
district. Space will be provided under each township or under
each town for the first five heads according to the method
approved by the Commissioner. Similarly in the case of
General Department proceedings, space should be allotted (i)


85 Chapter XIV.—Record-room.

to each township for the deposit of village proceedings and (ii) Sections
to the other General Department proceedings of the whole 319-320.
district. In making the distribution regard should be had to
the proportion of B class proceedings under each head and to
the fact that it is necessary to provide space for the B class
proceedings of six years only and for the A class proceedings
which are likely to come in during the next 20 years. In the
case of some heads, e.g., stamps and income-tax, all proceed-
ings are classed B and a sufficient provision for all time can be
made at once.

319. There should be one or more bundles according to
bulk for the proceedings of each year under each head, or in
the case uf heads which are divided by townships, of each
township. As many bundles should be put in one compart-
ment as it will conveniently contain. It is net necessary to
allot one compartment to the bundle or bundles of each year.
The proceedings in each bundle should be arranged in the
same order as they are entered in the Register of Proceedings
in the Record-room, each new receipt being entered on the
top of previous receipts. No attempt should be made to
.arrange them by offices or by their serial numbers in the
register of any office. If the proceedings for any one year are
very numerous they may be tied up in two or more bundles, each
bundle containing the proceedings entered in two or more con-
secutive pages of the register. Such bundles may be numbered
in Arabic numerals by the year, the number of the bundle
being entered in pencil in the Register of Proceedings in the
Record-room beside the compartment number, thus " B
(bundle 3)," and also below the number of the year on the
label denoting the year (which should be attached to each
bundle so as to project over the end) thus, e.g., . No
list of the contents of each bundle other than the Register of
Proceedings in the Record-room is required. _ After the des-
truction of the B class proceedings, it will, in most cases, be
found that the remaining proceedings are not numerous enough
to necessitate the retention of the division into bundles—
hence the direction that the note of bundle numbers in the
register should be in pencil only.

320. In column 5 of the Register of Proceedings in the
Record-room the words " Government " or the " King-
Emperor " should never be entered. If there be an applicant
but no respondent, the entry would be " A., Nga Pyu." If
there b*1 a respondent but no applicant, the entry would be
" R., Nga Me." In the few cases in which there are parties
on both sides the entry would be " Nga Yo v. Nga GauL" In


86

Chapter XIV.—Record-room.

Section the case of records that are not divided by townships, the pen
321, should be drawn through the word " township" in the heading
of the form.

D.—Permanent Files.

321. A permanent file should be made by the Record-
keeper for each grant under the old waste land rules, each
grazing-ground, each fishery, each ferry, each excise or opium
license (other than licenses issued at a fixed fee), and each
Government bazaar, in which all the class A papers in the
various revenue proceedings concerning each grant, grazing-
ground, etc., should be bound together in a strong cover in
form Genera" 128s- Inier alia permanent files should contain the
following:—

(i) In the case of a waste-land grant or grazing-

ground-.—A map showing the boundaries, fixed
demarcation posts and natural features, where
possible ;

(ii) In the case of a fishery.—

(a) A map showing the limits of the fishery ;

(b) A statement showing the conditions subject to
which the fishery lease is sold and the periods
during which any fixed obstructions allowed may
bemused ;

(iii) In the case of a ferry :—

(a) A map showing the limits of the ferry and the-
fixed landing-places ;

(b) A statement showing the conditions of sale and
of working, the number and class of boats to be
employed and the rates sanctioned.

(iv) In the case of a Government bazaar.—A site plan

of the bazaar and a list of sanctioned rates.

The number of the permanent file should agree with the
number by which the grant, grazing-ground, fishery, ferry or
Government bazaar is shown in the Registers of Grants,
Grazing-grounds or Fisheries or List of Ferries or Bazaars.'
Class A papers should be filed in the permanent file immedi-
ately on receipt of the proceedings in the record-room. The
fly-leaf of the proceedings (form Lan^,"' ) should not be
filed in the permanent file, but should be destroyed in due
course with the papers remaining on the file. When a per-
manent file becomes too bulky a second volume should be
opened.

Each file should contain a table of contents.


87 Chapter XIV.—Record-room.



E.—Miscellaneous. Sections

322-325.

322. The file of C papers in each A and B record should
be kept, prior to destruction, in the same compartment with
the parent file of A and B papers, to which it should be
attached. But records consisting wholly of class C papers
should be kept, pending their destruction, on separate racks.

Receipt and Disposal of Valuable Documents.

322A. All documents of the following descriptions—

(i) important contracts or agreements of a pecuniary
nature to which Government is a party,

(ii) Government title-deeds and valuable securities,
should be kept under double lock and key in a wired rack or
iron safe and entered in a special register in form mu"/rfegV 6
by the record-keeper or such other officer as the Deputy
Commissioner may appoint. Certified copies of all such,>,
documents should be sent to the Government Advocate for
deposit in his office. One key of the rack or safe should be
kept by the Record-keeper and one by the Akunwun.

Explanation.—The documents referred to in this section
are such as relate to transactions of uncommon occurrence
and outside of the routine business of the district.

Reports to he made by Record-keeper.

323. The Record-keeper should keep a report-book for
recording in half margin all reports which he is required to
make under the provisions of this chapter and for entry of the
remarks of inspecting officers. If such remarks are separately
recorded, they may, if they contain any orders, be copied into
the report-book. A separate book for such remarks is not
required. All reports should be submitted to the Akunwun, who
will obtain the orders of the Deputy Commissioner when
necessary.

324. Besides the daily report prescribed under section 314
the Record-keeper should report on the 15th of every month
the progress which he has made in examining, registering and
arranging the proceedings received during the preceding
month.

325. In addition to the monthly report prescribed by sec-
tion 324, the Record-keeper should report on or before the
15th day of January, April, July and October whether he has
received the records of the preceding quarter from offices


88 Chapter XIV.—Record-room.

Setions away from headquarters or not. This report should run
326-328. somewhat as follows :—

" I beg to report that 1 have received the General and Revenue

Department proceedings and inventories for the quarter ended........

........... from all subordinate offices at outstations with the following

exceptions ........................................................................

Reminders to the offices concerned are submitted for signature."

The subsequent receipt of the proceedings from each
office should be noted over his dated initials against the original
report as well as against any subsequent report on the subject
which he may happen to make.

326. The Record-keeper should bring to the Akhnwun's
notice any irregularity in the receipt of proceedings from
offices at headquarters.

Destruction of Records.

327- In the month of January, April and July of each year
the Record-keeper should collect together all registers, cor-
respondence files, proceedings and papers belonging to classes
B and C of the General, Treasury and Revenue Department
respectively, which are ripe for destruction (see sections 62,
71, 120, (21, 150, 189,501). He should draw a red ink
line through the entries in the record-room registers of all B
class registers, assessment-rolls, correspondence files and pro-
ceedings, which he takes out for destruction. When he has
completed this task, he should report the fact to the Deputy
Commissioner and ask for formal sanction to their destruction.
The Deputy Commissioner's order, which should be recorded
on the blank half margin of the report-book, should specify the
officer of rank not below that of Myook (usually the Akunwun)
by whom the records should be examined prior to destruction
and in whose presence they should be destroyed. The Record-
keeper should not make any list of records which are ripe for
destruction.

328. The officer appointed under section 327, after exam-
ination of such proportion of the records as he thinks fit, should
see them all destroyed in his presence and should enter his
dated initials against each redirik line in the registers. When
all the proceedings or assessment-rolls under any head have been
destroyed it is sufficient to certify their destruction at the end
of the entries for the year under that head in the record-room
register. He should also write in the report-book over his
dated signature under the Deputy Commissioner's order sanc-
tioning destruction the words " destroyed in my presence."


89 Chapter XIV.—Record-room.

329. Records the destruction of which has been sane- Sections
tioned may be destroyed— 329-332.

(i) by being defaced or torn across and sold as waste
paper—

(a) to the jail if there is a manufactory of paper in the

district jail, or

(b) to the public ;

(ii) by fire, as the Deputy Commissioner may direct.

330. All papers in a proceeding or correspondence file
which have become entirely illegible or useless from age or
other cause may, with the sanction of the Deputy Commis-
sioner, be destroyed, a note of the fact being made on the fly-
leaf.

Removal of Records from the Record-room.

331. No record which has been finally deposited in the
record-room and acknowledged by the record-keeper should be
removed from the record-room except on the requisition of a
gazetted officer or Myook or of the Chief Clerk or without being
entered in the Register of Records Removed from the Record-
room, which should be maintained in one volume for all three
departments in form rVr.', r"St.b â–  When any record is
required for reference, the gazetted officer or Myook of the
department in which it is required should give a note in form

^"0"' specifying the record to the Record-keeper. If
the record is available, the Record-keeper should at once
hand it over to the messenger presenting the requisition, at the
same time obtaining his signature in acknowledgment of receipt
in the appropriate column of the Register of Records Removed,
and placing the requisition slip in the place from which he
removed the record. Requisitions for records by officers not
at headquarters should be addressed to the Akunnoun, Chief
Clerk, or Treasury Officer, according to the department.

332.;The serial number of entries in the Register of
Records Removed should run by the calendar year and every
record, whatever its description or department, should be
entered in the same series : when records taken out are not
returned within one month, the Record-keeper should report the
fact to the Akunwun or Chief Clerk as the case may be. On
the return of a record the requisition slip should be sent back
to the officer who signed it and a note should be made in the
last column of the Register of Records Removed.


98

Chapter XIV.—Record-room.

Sections Registers to be maintained by Record-keeper.

333-336.

333. A list of the registers to be maintained by the
Revenue Record-keeper is given in Appendix III, Part III,
page 123. No Registers of Postal or Local Despatch or of
Letters Received and Issued are required. All records
received in or issued from the record-room and all corre-
spondence in connection with such records should be sent to or
by the department concerned. They should never be address-
ed to or issued by the Revenue Record-keeper.

Miscellaneous.

334. A document produced as an exhibit by a private
person and filed with the record should be returned to the
person who produced it upon his application after the case has
been finaUy disposed of. A copy of the document certified
and duly stamped (Court-fees Act, 1870, Schedule I, article'8)
should be made at the cost of the applicant and filed in lieu of
the original. When any document is returned, the person
receiving it should give a receipt therefor ; the receipt should
be attached to the papers of the proceedings file and the fact
of the return of the document should be noted in the diary,
over the signature of the Revenue Officer, or, if the file has
reached the record-room, of the Akunwun.

Supervision.

335. Subject to the control of the Deputy Commissioner
the Akunwun (and Chief Clerk as regards the records of the
General and Treasury Departments) is the officer directly
responsible that the Revenue Record-keeper performs his
duties punctually and properly in accordance with these rules
and that the record-room is in order. He should visit the
record-room at least once a week, examine the registers and
racks, select and inspect a few records at random, and
instruct the Record-keeper on any points of doubt or difficulty.
He should record the fact of his visit and any important order
which he issues in the Record-keeper's report-book.

336. The Deputy Commissioner should visit and examine
the record-room at least once every six months and should on
each occasion see that the foregoing rules have been complied
â– with. He should record a note of the results of his exam-
ination and send a copy to the Commissioner. Any officer
receiving charge of an office of which the records are in dis-
order, or so badly arranged as to prevent the ready production


91 Chapter XIV.—Record-room.



of the papers when called for, and failing to make a timely Sections-
report of their state, will be held responsible for the expense 337-339-
incurred in their arrangement.

Specimen Diagrams.

337- The two diagrams attached show alternative ways of
allotting one side of a double rack to records of the Revenue
Department. It is not intended by this that only half a rack
should be allotted to the Revenue Department in all record-
rooms. In practice it may be found necessary to devote a
whole rack to the proceedings and assessment-rolls under the
first five heads and to place the remaining proceedings and
correspondence files on another rack. Where one double rack
contains sufficient space for the reception cf all existing and
future records for 20 years to come, it is a good plan to place
(i) revenue proceedings and assessment-rolls under the nine
heads VI to XIII in one of the end sections at one side of the
rack (" section" means the column of six compartments
between two iron uprights), (ii) revenue correspondence files
in the compartments opposite to them ; and (iii) proceedings-
under the first five heads in the remaining compartments, all
the proceedings for one township being at the same side of the
rack and not partly on one side and partly on another. Care
should also be taken to see that the space allotted to one head
is not partly below and partly above a gangway.

338. The first diagram represents the distribution of the
compartments on the right-hand side of a double rack. This
system of allotment may be called the " Township vertical
system," because the compartments allotted to proceedings
and assessment-rolls under the first four heads run vertically
for each township.

339- The second diagram represents a different system of
distribution (which may be called the " Township horizontal
system," because the compartments allotted to proceedings
and assessment-rolls under the first five heads run horizontally
by townships) applied to the left-hand side of a double rack.
The name at the top of a column of compartments applies to
all compartments over which no name is entered below it, e.g.,
Head I—Land—under assessment-rolls applies to compart-
ments Nos. 33 and 35 in all shelves from III to XII. The
distribution of correspondence files is the same as in the first
diagram.


92 Chapter XIV.—Record-room.

I.—Diagram representing 'allotment of space on right

Proceedings and assessment-rolls under first five heads.

Townsi ip X.

Township Y.

III. —Capitation-tsx.

XII

XI

IX

VIII

VII

VI

IV

III

10

12

III.—C.ipitation -tax
Thathaireda

IV.—
Fish-
cries.

II.—Grazing-grouods.

10 | 12
IV.- Fisheries.

10

13

IV.—Fish

10

IV.—Fisheries.

I.—Land Revenue Proceed

I 6 I

10

Zt

IV.—Fisheries.

I—Land Revenue
---a---

10 | 12
I.—Land Revenue

10

1'2

I. —Land Revenue

______A-----

XII

XI

IX

VIII

vii

Township Z.

Proceedings.

11

13

Assessment-rolls.

14

It

pY|hm II.—Grazing-grounds.

enes.
14

16

IS

encs.

13

13

ings. IV.— Fisheries.

14

IS

18

Proceedings.

VI .

10

12

V.—Town Lands

I 10 I

V.—Town

V.—Town Land Assessment Rolls. Fro

10

is

aA

4 I 1A

13

C Class Pro
13

REGISTE RS.

6A

e l sA

10

10A

12 12 A

IV

III

14 | 1G

Proceedings.

18

14

16

18

Assessment rolls.

14

13

Proceedings.

16

19

Land " V.-Town Land
ceedings. Assessment rolls-

18

ctedings.

H

14 14A

l'i

13 i 16A

18

REGIS

18 IsA

PAGE 1

THE a;,,,••lVUL)j\ Jr._ BURMA DISTRICT OFFICE MANUAL THIRD EDITION RANGOON OFFICE OF THE SUPERINTENDENT, GOVT. PRINTING, BURMA 1915

PAGE 2

LIST OF AGENTS FOR THK SALB OP GOVERNMENT PUBLICATIONS. IN INDIA: THACKER, SPINK & Co., Calcutta and Simla. W. NEWMAN & Co., Calcutta. THACKER & Co., Ltg., Bombay. HIGGINBOTH.AM & Co., Madras. SUPBRINTBNDENT, AMERICAN BAPTIST MISSION PRESS, Rangoon. • D. ~TARAPOREVALA SoNs & Co., 103, Medows Street, Fort, Bombay. BUTTERWORTH & Co. (India), Ltd., 8, Hastings Street, Calcutta. IN ENGLAND: HENR'li: S. KING & Co., 65, Cornhill, E.C. A. CONSTABLE & Co., 10, Orange Street, Leicester Square, W.C. KBGAN PAUL, TRENCH, TRUBNER & Co., 68-74, Carter Lane, E.C. BERNARD QuARITCH, II, Grafton Street, New Bond Street, W. P. S. KIN~ & SON, 2 & 4, Great Smith Street, Westminster, S.W. GRINDLAY & Co., 54, Parliament Street, S.W. T. FISHER UNWIN, 1, Adelphi Terrace, W,C. W. THACKER & Co., 2, Creed Lane, Ludgate Hill, E.C. LuzAc & Co., 46, Great Russell Street, W.C. OLIVER & BoYD, Tweeddale Court, Edinburgh. E. PoNSONBY, Limited, 116, Grafton Street, Dublin. B. H. BLACKWELL, 50 & 51, Broad Street, Oxford. DEIGHTON BBLL & Co., Trinity Street, Cambridge. ON THE CONTINENT : ERNEST LEROUX, 28, Rue Bonaparte, Paris, France. MARTINUS NIJBOPF, The Hague, Holland. Gov:,:~,e~~~;~:;'.!,,:'.Bldai pu blicatlons excluding those of the Legislative Department of the

PAGE 3

THE BURMA DISTRICT OFFICE MANUAL, 1915. ( Thz'rd E dz'tz'on.) PREFACE. THIS is the third edition of the Burma District Office Manual. It supersedes that issued in 1904. In the revision of the manual the numbering of the sections in the previom; edition has been retained (with a few unimportant exceptions) for convenience of reference. The only important change made is the omission of the orders concerning the preservation and disposal of the registers, r~turns, correspondence files and accounts of the Treasury Department, which appeared as Appendices III (V), V, VI (II) and VII, respectively, of the previous edition. Those orders will be reproduc~d in the Iiew edition of the Burma Treasury Manual. ~. Copies of this manual will not be distributed to Sub divisional and Township Officers, as the instructions applicable to the offices of these officers are contained in the Subdivisional and Township Office Manual. 3. Correction slips to this manual will be issued quarterly in January, April, July and October from the Financial Com missioner's office. Every Deputy Commissioner will be sup plied with as many copies of each correction slip as there are copies of the manual in his district and it will rest with him to make the further distribution. 4. All communications pointing out errors in this manual or asking for an increase in the number of correction slips supplied should be addressed to this office. Indents for new copies of the manual should be addressed to the Superintend ent of Government Printing and be sent through this office.

PAGE 4

( 2 ) Indents for a further supply of correction slips which have already been once supplied but have been lost or destroyed may be sent direct to the Superintendent of Government Printing. By order, I. G. LLOYD, Secretary to the Fz'nancial Commissz'oner, Burma. RANGOON: 1st January 1915.

PAGE 5

THE BURMA DISTRICT OFFICE MANUAL, 1915. TABLE OF CONTENTS. Chapters. !.-Departments of work and classes of documents. II.-Procedure on receipt and issue of documents. A.-Receipt of documents at headquarters-... (i) Registers and accounts ; (ii1 Assessment-rolls; (iii) Periodical returns-[ Cancelled]. (iv) Correspondence; (v) Library and maps ; (vi) Main files; ( vii) Procet'dings. B.-lssue oj dccuments at headquarters(i) Registers, assessment-rolls, alcoi.nts and main files; (ii) Periodical Returns-[ Cancelled]. (iii) Correspondence; (iv) Library and maps; (v) Proceedings. Despatch of documents other than telegrams ... Despatch of telegrams C.-Recet'pt and z'ssue of documents on tour-... III.-Registers -Year of maintenance ; Disposal of completed register; IV. -Periodical ReturnsDisposal of periodical returns V.-CorrespondenceCorrespondence files; Channels and methods of correspondence ; Procedure in dealing with correspondence (i) Putting up references ; (ii) Drafting; (iii) Copying; (iv) Comparing, signing and despatching; (v) Pending correspondence Disposal of correspondence files VI.-Library and Maps VII.-Accounts VIII.-Main files ... Sectz'ons Pages 1-18 1-7 19-54 7-19 rr,,-33 7-12 22 823 9 25-6 9--10 27-8 I I 29 II 30-3 I 1....:....2 34-53F 12-9 34 12 ::i,6 13 37 14 38-41 14-5 42-6 15-6 47-53F 16-9 54 19 55-62 20-1 6i 21 62 21 63-73 21-3 7i 22-3 74-113 23-35 75-80 24-5 81-97 25-30 98-119 30-4 98 30 99-112 30-2 113-5 32 I 16-8 33 119 120-3 124-49 150-2 153-69 33-4 :34-S 35-40 40 41-3

PAGE 6

.. 11 CONTENTS. Chapters. IX.-Proceedings-Receipt and disposal of applications ; Opening of proceedings ; Classification of proceedings ; Aggregate proce,dings ; Register of proceedings; Sending proceedings to other offices; Treatment of pending proceedings; Disposal of completed proceedings X.-Supply of Books, Stationery and FormsSectz"ons Pages 170-98A 43-55 173-81 44-7 182-6A 47-50 187-91 50-1 192-3 51-2 194 52-3 195-6 53-4 197 54 198-198A 54-5 199-214 55-9 Supply oi new books and publications; ... 199-207 Supply oi circulars, Gazettes and correc-208-12 55-7 57-9 tion lists; Supply e[ stationery and forms XI.-Petition-writers XII.-Grant of Copies and Inspection of Records Applications for copies and information ; Fees; Persons entitled to copies ; Copyists; Inspection of records ; XIII.-Miscellaneous. XIV .-Record-room-Structural arrangement ; .rJlotment of space; Receipt and d\sposal of registers ; Receipt and disposal of assessrnent-rolls; • Receipt and disposal of correspondence files; Receipt and disposal of proceedings-•.. A.-Receipt of proceedings; B.-Examination and checking of proceedings; c. -Registration and arrangementc. of proceedings ; D.-Permanent files; E. -\I iscellaneous ; Receipt and disposal of valuable documents Reports to be made by Record-keeper ; ... Destruction of records ; Removal of records from the record~ room; Registers to be maintained by Record-keeper j Miscellaneous ; Supervision ; Specimen diagrams; 213-4 215-24 225-70 228-44 245-51 252-6 257-66 267-70 27 r-81c 282-339 286-92 293-4 295-8 299-301 302-7 308-22 308-12 313-4 313-20 321 322 322A 323-6 327-30 331-2 333 334 335-6 337-9 59 59-60 60-8 62-5 65-6 66 66-8 68 68-72 72-91 73-5 75-6 76-7 77-8 78-9 79-87 79-82 82-3 83-6 86 87 ?1 87-8 88-9 89 90 90 90-1 91-5

PAGE 7

CONTENTS. Appendices. !.-Rules for the conduct and disposal of official correspondence:-1.-General-(i) General correspondence ; (ii) Annual reports ; (iii) Petitions 11.-Forest Department; IJI.-Pri5ons Department; 11/.-Police Department; v.-Settlement ant'. Land Records Departments ; VI.-Med ical and Sanitary Department:,; VIL-Education Department; v111.-Public V..'orlcs Department; IX.-Financial. II.-List of correspondence headsGeneral Department; Revenue Department ; Land Records Department ; Treasury and Registration Departments III.-List of Registers to be maintained in district offices--1.-Registers prescribed for all
PAGE 8

IV CONTENTS. Appendices. VII.-Preservation of Treasury Department Accounts[ Cancelled J. VIII.-Proceedings in the General Department. IX.-Papers in proceedings which are not to be permanently preserved. X.-Classification of ProceedingsGeneral Department; Revenue Department; XI.-Stock-books and duplicate keys A-Stock-books B-Locks, keys and safes XII.-Rules to regulate the publication of Government advertisements XIII.-Burmese equivalents of official designations XIV.-Maintenance of Confidential Registers and Memoranda by Deputy Commissioners ).-Instructions for the maintenance of confidential registers of Extra Assistant Commissioners and Myooks who have executive duties other than the charge of a sub-treasury and are notAssist-ant Settlement Officers, and of Superintendents of Land Records, by Deputy Commissioners ..• 11.-Instructions for the maintenance of confidential registers of subordinate officers, and of memo-randa of important points connected with the Pages 153 154-5 154 154 i55-7 155 156 17 1--3 171 district "' I 172 XV.-Submission of Confidential Reports ... [174-6 INDEX I 179

PAGE 9

THE BURMA DISTRICT OFFICE MANUAL CHAPTER I. Departments of work and classes of documents. DEPARTMENTS OF WORI<. I. The administration of a district is vested in the Deputy Sections Commissioner, whose office is usually divided into six depart I-2 •. ments, namely,-(I) Judicial. (4) Land Record~. (2) General. ( 5) Treasury. (3) Revenue. (6) Registration. The Deputy Com missioner is also responsible for the Police and Forest Departments, but the District Superintendent of Police and the Divisional Forest Officer each has a separate office and carries on part of his correspondence direct with the head of his department without the intervention of the Deputy CoIPmissioner. The general principles on which their corres poncence is conducted are set forth in the rules reproduced in Appendix I, page 99. The orders relating to libraries in Chapter VI, page 35, apply to the Police Department, but the rest of the manual does not apply to the Police and. Forest Departments. The instructions .in this manual do not yurport to refer to the Judicial Department, but they may be followed in matters of office routine (Chapters I 1 to VIII), regarding which orders have not been issued by the Chief Court of Lower Burma, or by the ] udicial Commii:sioner of Upper Burma. 2. The Judicial and General Departments are directly under the Deputy Commissioner's own control, except in so far as he may be specially authorized to delegate some of his functions to an Assistant or Extra Assistant Commissioner at headquarters. EaGh of the other departments of the officer is in the immediate charge of a subordinate gazetted officer or Myook, subject to the Deputy Commissioner's supervision, namely, the Akunwun, th~e Superintendent of Land Records,

PAGE 10

2 Chap. 1.-Depts. of work and classes of documents. Sections the Treasury Officer, and the Sub-Registrar. The Sub-Regis3-SA, trar at headquarters is invested* with most of the powers of a Registrar, and as such is commonly styled Joint-Registrar.', 3. The Judicial Department deals solely with forensic busi ness or, in other words, with the work of the courts under the superintendence of the Chief Court of Lower Burma or the Judicial Commissioner of Lpper Burma. ,'\11 acts of a magistrate in his judicial capacity under the Code of Criminal Procedure (e.g., inquests, section 176) belong to this department. Acts of a magistrate in his executive capacity (e.g,, issue of arms licenses and confirmation or promotion of police officers) belong to the General Department. For further guidance, see the list of heads of business enumerated in Appendix VIII, page 152. 4. The General Department deals with all business_ which cannot be specifically referred to any of the other departments; see Appendix VIII, page 152. Where, in an Act; certain duties are laid on the District Magistrate or Collector, the use of these terms does not necessarily imply that the duties are of a judi cial or revenue nature as the case may be. The reason for this is that in Regulation Provinces the official title of the Deputy Commissioner is " Magistrate and Collector" and any reference to him in a legislative enactment necessitates the use of one or other of these titles. 5. The Revenue Department of a district office deals with rights over l,,,nd and the assessment and collection of revenue and other moneys due to Government, but not with agriculture or farriine. Agricultural advances belong to the Revenue Department because they have to be recovered, but other matters connected with agriculture belong to the Land Records Department. Similarly, the assessment and collection of a punitive police-tax belong to the Revenue Department. The revenue of the district cess fund or district fund be~ longs to the Revenue Department, but all other matters relating to the district cess fund or district fund belong to the General Department. 5A. In all except a few districts a Superintendent of Excise is in charge of the excise work connected with opium, alcoholic liquors and intoxicating drugs, other than the collection of the revenue of the district. The Salt establishment having been amalgamated with the Excise establishment, the Superintendent of Excise is also expected to look after salt work. It is impor tant, however, that the Superintendent of Excise should be * See Local Government's General Department Notification No. 373, dated the ,,4.th DecemlJer IDI3,

PAGE 11

Chap. I.-Depts. of work and classes of documents. 3 confined to headquarters as little _ as possible, and i~ order. to Section 6. relieve him of office work all papers connected wtth excise, O.J?iu1~ and salt other 1than those men~o!:e~ below will be de~lt with m the Akunwun s office. The Superintendent of Excise will be at liberty to obtain from the Akunwun for his perusal any files or other papers in the Revenue Department connect-ed with excise, 001ium and salt matters, and the Deputy Com-missioner should 'consult th
PAGE 12

4 Chap. 1.-Depts. of work and classes of documents. Sections are not settled the functions of the Land Records Department 7-12. remain with the Revenue Department except so far as they may, by special order of the Deputy Commissioner, be made over to the General Department. 7. The functions of the Treasury Depa1 tmrnt are sufficiently indicated in Articles I to 5 and 300 of the Civil Account Code. 8. T_he Registration Department is confined to administering the Indian Registration Act and the Rules and Directions issued thereunder. 9. The Akunwun, the Superintendent of Land Records, the Treasury Officer, and the Joint-Registrar, each in his own department, is responsible for seeing that the work of the department is properly and punctually cairied out in all its branches. It is his duty to see that all papers which require the orders of the Deputy Commissioner are p1aced before him daily, and when they are received back it is his duty to see that the orders of the Deputy Commissioner are carried out. 10, In the Judicial and General Departments the dutie::; described in section 9 devolve on the Chief Clerk, except that he has nothing to do with pending judicial proceedings. These, from their nature, must be dealt with personally in detail by the Deputy Commissioner. It is the duty of the Head Judicial Clerk to put up all proceedings on the proper dates, and to see that the registers relating to proceedings are properly kept, acd in these matters he is subject only to the direct supervision of the Deputy Commissioner. All the rest of the business of the Judicial Department is under the general supervision of the Chief Clerk. II. The difference between the functions of the Chief Clerk and those of a subordinate officer in charge of a depart ment is that the former has no authority to pass orclers or to dispose of any matter or to sign letters in the name of the Deputy Commissioner to subordinates, while the latter can dispose of certain routine matters. In the Treasury and Registration Departments the bulk of the business is disposed of by the subordinate officers in charge without reference to the Deputy Commissioner. The Deputy Commissioner may authorize them to sign letters to subordinates for him. 12. When there is an Assistant ( or Extra Assistant) Com missioner posted to headquarters to relieve the Deputy Com missioner of routine work, the Deputy Commissioner may direct by an order in the order book (see section 14) that all papers which would otherwise be placed before him shall be placed daily before the Assistant Commissioner, who will

PAGE 13

Chap. 1.-Depts. of work and classes of documents. 5 • dispose of s•Jch as he is competent to dispose of, and will pass on the rest to the Deputy Commissioner for orders. Where there is no Assistant Commissioner or Extra Assistant Commissioner at the headquarters of a district, a Myook of the first or second grade may, wit?h the sanction of the Commissioner, be treated by the Deputy Com:nis,ioner as his Headquarters Assistant for the purposes of this section. 13. Subordinate magistrates, benches of honorary magistrates, Subdivisional Officers, and Township Officers at district headquarters have their own separate main files, correspondence, proceedings and registers, cut in all other respects their offices should pe considered as .branches of the Deputy Commissioner's office. (See Sc':ctions 93 and 95, pages 28 and 29). Only one library is kept for the use of all. None of them should have S":parate stocks of forms, but all should draw their supplies at short intervals from the Deputy Commis sioner's stock as required. The Deputy Commissioner's bailiff is bailiff for all the courts. The contingent charges of all courts and offices should be paid by the Deputy Commissioner's cashier, ordinarily the bailiff. Salaries of all establishments under one major head should be drawn on one bill, which should be prepared in the General Department, except in the case of the Land Records Department. All salaries other than those of the Land Records ,establishment not in the headquarters township should be disbursed by the bailiff~ The establishment bills of the Land Records Department are made out by the Superintendent of Land Records. The s:i.laries of the Land Records staff at he1dquarters and in the headquarters township are di.;bursed at headquarters by the bailiff, and the salaries of' the district staff are paid by cash order on treasure chests. The duties of the bailiff are laid down in the orders of the Chief Court and Judicial Department. I 3A. All clerks in the Judicial, Revenue and General Departments of the Deputy Commissioner's office, with the exception of the judicial and revenue record-keep':rs (not including assistant record-keepers) and interpreters, where such exist, should be graded in one list and shown in the pay-bill as chief clerk, second clerk, and so on. The clerks may be given such designations as may be required in respect of their duties, such as head judicial clerk, head revenue clerk, benc'h clerk, etc., but no particular grade of pay should be attacb-ed to these designations. Promotion, whether acting or substantive, should depend on efficiency and on the degree of .responsibility involved. -The salaries of the record-keepers Sections ,I3•I3A,

PAGE 14

6 Chap. I.-Depts. of work and classes of documents. Sections and interpreters who are excluded from the amalgamated list 14.:.I4A. should however be drnwn on the same pay-bill as the salaries of the clerks on that list; the whole cost should be debited to " Land Revenue" and five-twelfths of it carried subsequently to " Law and Justice-Courts of Law." . These instructions apply also to menial establishments in the Judicial, Revenue ar.d General Departments. 14. Every subordinate officer in charge of a department should keep a blank book, called the "order book," in which should be recorded (in half-margin), under the signature of the Deputy Commissioner, all orders passed in regard to the appointment, pay, punishment, or dismissal of his clerks and peons, and where thtre is more than one clerk in the department, concerning the distribution of the work of the office, specifying the work which each clerk is required to do and the registers which he is required to keep. The officer in charge of the department and every clerk or peon affected by an order in the order book should enter their dated initials in the blank margin against the orcer in token that they have read it. 14A. Under Article 8 r6 of the Civil Service Regulations all clerks and menials on the district establishment must maintain service books in Form No. 23 of the forms in the Appendices; to the Civil Service Regu1ations. The books of officers not actually s, rving in the district office, i.e., those serving in the subdivisional or township offices, 2.re kept in the latter and. not in the district office, and the Subdivisional Officer or Township Officer is the head of the office within the meaning of Article 816, Civil 5-ervice Regulations. The books must be kept in the personal custody of the head of the office (Article 818, Civil Service Regulations), arid should not be at the disposal of the clerks to whom they refer. Instructions regardingthe taking of thumb and finger impressions in service books are contained in Rule 17 of the rules circulated with Financial Department Circular No. 16 of 1905. Service-books kept by Subdivisional and Township Officers. should be sent every March to the Deputy Commissioner, who should have the entries therein checked with the orders passed by him during the year, and should use them for checking the entries in the annual return of establishments referred to in article 55 of the Civil Account Coc'.e. This return requires the signature of the Deputy Commissioner himself or of the Headquarters Assistant. The service-books should be returned to the Subdivisional or Township Officers concerned after c:om parison with the annual return.

PAGE 15

Chap. II.-Receipt and issue of documents. 7 15. Each clerk should be furnished with a separate almirah or other receptacle for the safe keeping of all the papers in his charge, and the key should remain in his custody. On each almirah should be written or printed in large letters the number of the clerk and the names of the registers and branches of work of which he is in charge. Either m the almirah or on a rack beside his table a certain space should be. fitted with narrow vertical compartments, in which all the registers entrusted to him should be kept (see section 57, page 20). 16. The Deputy Commissioner will appoint an officer, who will ordinarily be the Headquarters Magistrate, to see that the court, compound and premises are kept clean, free from rank vegetation, and in proper order. This officer should apportion the work of the sweepers where there are more than one and see that they perform their duties. CLASSES OF DOCUMEN IS, 17. Every document kept in, received in, or issued from, .a district office belongs to one or other of the following nine classes:-Registers (see Chajter Ill, page 20); Assessment-rolls ; Maps (see Chapter VJ, page 35); . Library (see Chapter V 1, page 35); Accounts (see Chapter V 11, page 4
PAGE 16

Se~tions 20-22. 8 Chap. II.-Receipt and issue of documents. headquarters. The contents of each cover should be compared with the list noted in the top left-hand corner (see section 42, page 15). All telegrams should be opened by the Deputy Commissioner himself, if at headquarters, and, when he is absent, by the officer in charge of his current duties. Covers addressed to the Deputy Commissioner by name or marked confidential should be opened by the Deputy Commissioner only. When the covers are opened every document should at once be marked at the top of the first page with the office stamp showing the date of receipt. 20. The Deputy Commissioner or other officer entrusted with the duty of oper.ing covers should distribute the receipts direct to the heads of the various departments of the district office ; he should never send them in an office basket by a peon or clerk. As an alternative, he may, by an order in the order-book, delegate the duty of distrib_uting receipts to the Chief Clerk of the General Department, and in that case all receipts, after having been stamped with the office stamp, should be handed over to the Chief Clerk, who will cause (i) (;eneral Proceedings [section 194 (ii), page 53]. (iiJ Revenue (including Recovery) Proceedings [section 194 (i), page 52]. (iii) Books and Pn b lications re.::eived ,:section 27). (iv) Letters received [all departments (section 25)]. them to be registered where necessary in accordance with the instructions in sections 22-30 under his scrutiny and supervision before finally distributing them. In order that receipts may be registered \\'ithout delay, the clerks in, charge of the registers marginally noted should attend with their registers daily at an appointed hour in the Chief Clerk's room and will not leave until the registers have heen compared and initialled by the Chief Clerk. Con fidential and other papers received and kept in his own oossession by the head of the office should not be registered unless and until they pass through the office or are filed in the office records. 21. When receipts are distributed as described in section 20 the officer in charge of the department ( or Chief Clerk or Head Judicial Clerk) should affix a red slip to every document marked urgent, to every document which he considers urgent, and to every telegram. These should be registered first and submitted to the Deputy Commissioner at once. Then all the other documents should be registered. (i) Receipt of Regz'ste1s and Accounts. 22. Only the letter (if any) forwarding documents belonging to the classes of Registers and Accounts should be entered in

PAGE 17

Chap. 11.-Receipt and issue of documents. 9 the Register of Letters Received (Appendix III, Part I, No. 3, page 109). The Deputy Commissioner or other officer on opening the covers should ordinarily at once pass orders in regard to the dispos.:J.l of their contents. (ii) Receipt of Assessment-rolls. 23. The receipt of thathameda and capitation-tax assessment-rolls should be noted in the Register of c~:~t.~~::~;1:, Assessment-rolls (Appendix Ill, Part III, No. 19A, page 1 :5). The. receipt of land revenue assessment-rolls may be checked by 'Placing marks against the names of kwins, the rolls for which have been received. in a list of kwins arranged alphabetically or by surveyors' charges as may be found most convenient. The receipt of assessment-rolls should never be entered in the Register of Lelters Received. (iii) l?eceipt of Periodz'cal Retunzs .. 24. [ Cancelled J (iv) Receipt of Correspondence. 25. Pocuments belonging to the class Correspondence should at once be entered in the Register of Letters Received for the department concerned (Appendix III, Part I, No. 3, page ! 09). except in the cases specified below. The serial number given to each documentin that register should then be written in red ink at the top of the first page of the document. If the date of receipt has not already bee,1 stamped with the office stamp (see section 19), it should be written in red ink under the serial number. When severai enclosures are received with a list or letter, the list or letter alone need be registered. Exceptions.-(i) Remit1ders should not be registered at all, but should be prnmptly returned with a short note on the reverse explaining the delay, if any, and stating the date on which the letter or return called for will .probably be sent, if it has not already been sent. Such reminders should ordinarily be destroyed on receipt in the office which issued them. Reminders sent in advance before periodical returns or reports fall due may be kept pinned inside the back of the file-cover to Sections 23-25.

PAGE 18

Section 26, 10 Chap. 11.-Receipt and issue of documents. which they relate and cestroyed after the return or report has been submitted. (ii) Processes received from another office for service are correspondence (see section 74, page 23). They should be entered only in the Bailiff's Annual Register of Processes Issued. 1iiiJ Letters or memoranda merely forwarding reports or returns and lists accompanying triplicate chalans received from subordinate officers need not be registered anywhere. The lists should at once be handed over with the chalans to the clerk responsible for the upkeep of Account Register I (Appendix III, Part III, No. 10,page 114). (iv) Circulars and notifications received without an accompanying memorandum or merely with a forwarding endorsement, whether on a separate sheet of paper or not, should not be registered (see section 169, page 43). If received with a letter or endorsement conveying definite instructions or asking for a report, the letter or endorsement will be registered in the, Register of Letters Received. 26. To each letter, endorsement, memorandum or telegram belonging to the class Correspondence which is registered as prescribed in section 25, the registering clerk should attach: an order sheet in Form J\,Jl~ccllancous when the letter etc. is ' General 7 1 J dd d tl D t C • • d ' F i\lisce1laneous a resse \O 1e epu J 0111ffi!SS!Oner an 111 Orm General m when the letter, etc., is passing through the office on its way to the addressee. The register number 3nd the spaces provided for entering the date _of receipt and the date of passing on should always be filled up. Telegrams should be pasted on this order sheet, the quarter inner margin of the telegram being left loose and folded down. If the last page of the letter be entirely blank, a stamp in the following form may be impressed on it instead of attaching an order sheet :-Registering Clerk ... Chief Clerk Departmental Officer Regz'ster No. I I I . .. I ... ... I I Received. Passed on. Initials.

PAGE 19

Chap. 11.-Receipt and issue of documents. 11 (v) Receipt of Publications/or the Lz'brary and of Maps. 27. Books and maps i1itended for the library should on receipt be entered at once in the Register of Books and Publications Received [(Appendix ill, Part II, No. 44, page 113), see section I 26, page 35]. Correction slips for the various manuals should be handed over to the Librarian for distribu tion to the various offices in the district and for correction of the copies in the library, and he should invariably report within a week through the C hie Clerk to the head of Lhe department that this has been done. ( See also section 1 36, page 3 7.) The receipt of maps intended to be filed in proceedings should be noted only in the "List of papers " at the back of the fly leaf. 28. \i\Then a blue bock is received it should, after entry in the Register of Books and Publications Received, be circulated to the gazetted officers and Myooks at headquarters for perusal. (vi) Recezpt 'of Doettme1its for Maz'n Files. 29. Circulars, notifications ( other than notifications regarding personal matters, land acquisition ar:d the like, which do not contain standing orders and may therefore be treated as correspondence) and other standing orders which belong to tbe class of Main Files should on receipt be placed in the files to which they belong, and entered up in the table of contents (Form ~scc,ia~co~). Thev should not be reaistered in any GctiCr;d 3 J b register. This does not apply to standing orders which are conveyed incidentally in a letter received during the course of a correspondence, or to orders on which immediate action is required [see se::tion 168, page 43]. (vii; Receipt of Proceedz'ngs and Documents there/or. 30. Proceedings, other than proceedings described* in section 74 (page 23), should on receipt lie handed over to the clerk who has charge of the relevant volume of the Register of Proceedings. If the proceedings have already, on a previous occasion, been entered in that register the clerk will mertly rub out the note of their despatch if made in pencil, or • Wr.ere the register of receipt and relurn of revenue proc edings of other districts is kept (Appendix I II, Part II I, No. n, pag~ 1r6, see note to section 74. Sections 27-30.

PAGE 20

12 Chap. 11.-Receipt and issue of documents. :Sections will enter below it, if the note was made in ink (see section 38, 31-34. page 14), a red ink note of their return. If the proceedings have not already been entered in the Register of Proceedings, the clerk will make the necessary entries in that register and will write the serial number taken therefrom on the fly-leaf of each proceeding. Proceedings in which Subdivisional or Township Officers have sanctioned the remission or writing off of revenue and which have not already on a previous occasion been entered in the district office Register of Proceedings should on receipt be entered in Revenue Account Register V instead of in the Register of Proceedings . .N.B.-Proceedings should not be registered in the .. Register of Letters Received except as provid-ed in Section 74, page 23. 31. The procedure to be followed on receipt of applica tions or petitions presented to the Deputy Commissioner is laid down in sections 173-81, pages 44-7. 32. The return of processes issued in proceedings should be noted only in the Bailiff's Annual Register of Processes Issued, and in the " List of papers" on the back of the fly leaf of the process file (section 187, page 50). \Vhen a process is rl:ceived in the issu:ng office after service by another office a note of receipt with date should be made 111 column 7 of the Register -0f Letters Issued against the original entry of issue (section 41, page 15). Such processes are not entered in the Register of Processes kept in the issuing office. 33. Telegrams, reports, exhibits, lists of witnesses, and papers other than applications, received in connection with pro ceedings should be noted only on th~ back of the fly-leaf of the proceedings file or of the process file as the case may be ( sectio:1 I 87, page 50 ). Reminders received in connection with proceedings should be treated in the manner prescribed .in section 25 (i), page 9. B.-IssuE OF DOCUMENTS AT HEADQUARTERS. {i) Issue of Registers, Assessment-rolls, Accounts, and Maz'n Files. 34. Documents belonging to the classes of Registers, .Assessment-rolls, Accounts, and Main Files issued from the

PAGE 21

Chap. 11.-Receipt and issue of documents. 13 district office should not be registered except in the Local or Sections Postal Despatch Register (Appendix III, Part I, Nos. 6 and 35-36. 7, page 109), (see section 42, page 15). The forwarding letter, if any, should be registered in the Register of Letters Issued as it belongs to the clai;:s Correspondence (see section 36). (ii') Issue of Penodical Returns. 35, [ Cancelled.) (fr) lss"e of Correspondence. 36. A document belonging to the class Correspondence, before issue from the district office, should be registered by the despatching clerk in the Register of Letters Issued for the department concerned (Appendix III, Part I, No. 4, page 109)1 and the serial number of its entry in that register should be written on the office copy (if any) and on the document itself. lde~tical issues to different persons should be given different numbers. If no office copy is kept, the word "original" should be written after the number thus, e.g., " 109 Orgl." both in the register and on the document. The head of the department must use his discretion about making office copies of correspondence. For example, no copy need be kept of letters merely advising the return of processes, the despatch of books, or the receipt of documents, of reminders or of merely formal letters. The serial number of the document taken from this register should be followed by the symbol of the subject-head taken from Appendix II, page 106, and the number of the file under that head in which the office copy (if any) of the document is filed: e.g., letter No. 150, about fisheries, will be numbered 15c-l V-5 (if Fisheries file 5 be the file in which the office copy is filed). 1 Exceptz"ons.-(i) Ren:iinders issued from the office should not be registered in the Register of Letters Issued. They should be entered in the Local or Postal Despatch Register only, a note of their despatch being made on the margin of the office copy (if any) of the original document. The Deputy Commissioner should by general or special order note the dates (weekly, fortnightly, or monthly) on which remin ders should ordinarily issue. (ii) Telegrams should be numbered in a separate series of their own. The only note of this number will be on the coun terfoil of the book of telegraph forms. This applies to all

PAGE 22

1 4 Chap. 11.-Receipt and issue of documents. Sections telegrams whether issued from proceedings or from corres-37-39, pondence files (see also sections 47 to 51, pages 16-7). (iii) Processes returned to the issuing office after service should not be entered in the Register of Letters Issued. The return of such processes should be noted only in the Bailiff's Annual Register of Processes Issued and in the Local or Postal Despatch Register. (iv) Marriage certificates forw,1rded to the Financial Commissioner should not be registered in the Register of Letters Issued. They should be entered in the Local or Postal Despatch Register only. (z"v) Issue of Documents belonging to Lz'brary and of Maps. 37. The issue of books, correction slips, and maps ( other than maps intended to be filed in proceedings) should be noted in column 6 of the Register of Books and Publications Re ceived [(Appendix III, Part II, No. 44, page 113), S{'e section 126, page 35]:md also in the Local or Postal Despatch Registers (see section 42, page 15). The forwarding letter, if any, should be registered in the Register of Letters Issued, (see section 36). (v) Issue of Proceedings. 38. (a) When proceedings are sent for reporl and return to a subordinate officer or for orders to thP. Commissioner of the Division or other superior authority, an entry " S. D. 0. ---," "T. 0. ," "S. L. R.," " C.-D." or the like with the date of despatch taken from the Postal or Local Despatch Register should be made in pencz'l in the Register of Proceedings. This note should be rubbed out on the return of the proceedings ( see section 30, page I 1). (b: When proceedings are sent to another office for final disposal, the entry in the Register of Proceedings should be " S D O '' " T O " th . . . , or . . , as e case may be, in black z'nk with the date of despatch taken from the Despatch Register. If such proceedings are again received back for further orders, a second entry z'n red t"nk will be made when the proceedings are returned for final disposal (see section 301 page I I). (c) Proceedings sent to the record-room should be accom panied by the Register of Proceedings only. No list is necessary (see section 198, page 54). 39. Reminders issued in connection with the proceedings should not he entered in any_ register except the Local or

PAGE 23

Chap. !!.-Receipt and issue of documents. 15 Postal Despatch Register. The word " Reminded " and the date should be written in pencil in the remarks column of the Register of hoceedings against the entry of the proceedings. The Deputy Commissioner should by general or ~pecial order note the date (weekly, fortnightly, or monthly) on which reminders should issue. 40. Telegrams issued in connection with proceedings should be treated as laid down in section 36 (ii). 41. Processes sent for service to another office should be entered in the Register of Letters Issued and in the Local or Postal Despat~h l
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16 Chap. II.-Receipt and issue of documents. Sections obliterating each stamp imposes a vexatious and unnecessary 44-47. burden on the postal officials. It is also difficult for these officials to check, with the tapidity which is essential in practice, the adequacy of the stamps affixed, Further, owing to the large space frequently covered by tl:e stamps, it becomes practic able to remove them, to cut open the parcel or letter and. abstract its contents, and to replace the stamps in such a manner as to conceal the injury to the cover. 44. Official correspondence should be sent through the post in covers of not more than sufficient size. The trans mission of a small packet in a large cover involves a waste of stationery and of postage stamps, and renders the packet liable to damage in transit. 44A. All letters sent by Government officers in their official capacity, in reply to communications of any kind received from private individuals or associations, should be despatched "service paid." 44B. Official correspondence transmitted by foreign post, with the exception of correspondence exchanged with Ceylon, is subject to the same rates and is governed by the same rules as ordinary private correspondence. Service stamps may be used on official correspondence addressed to the United Kingdom or British possessions only. 45. Covers containing official corresr,ondence which is not of a confidential nature should be addressrd to the officer for whom they are intended by h:s official designation only without the addition of his name. 46. Confidential ktters or papers should be sent in double covers. The inner cover should be addressed to the officer concerned by name, should be marked" confidential " and should be sealed. The outer cover should be ac.ldressed in the manner prescribed in section 45, should not be marked confi dential and need not be sealed, but it should be registered if the letters or papers are of importance and are sent by post. Care should be taken to see that the inner cover does not fit so closely within the outer that the former will be likely to be torn when the latter is opened. Despatch of Telegrams. 47. Telegrams should always be numbered in a separate series, which should run by the agricultural year in the Revenue and Land Records Departments and by the calendar y1::ar in other departments. The number should always commence the telegram, without the word " number " being prefixed. No

PAGE 25

Chap 11.-Receipt and issue of documents. 17 register of telegrams should be kept and the only note of the Sections number will be on the counterfoil of the telegraph form. The 4~SJA; draft of the telegram should be written on a separate sheet of paper and placed in the file to which it relates. lt should not be written on the counterfoil of the telegraph form. 48. Whenever a telegram is. despatched from a place where there is a telegraph offiCf~, the date and place of desJ->atch are shown by the telegrnph office in the copy of the telegram delivered to the addressee, and need not be mentioned in the body of the form. ;; 49. Whenever a telegram is despatched from a place where there is no telegraph office; the date and place of despatch should be stated in the body of the telegram. Thus, a telegram sent from Cheduba on the I st February should begin as follows "(Here enter the number). Cheduba, First February--." 50. When a telegram is repeated the date and place of despatch should be given, if it is necessary or advisable that the addressee should know when and from what place the repeated telegram was originally despatched. Thus, in repeat ing a telegram from the Township Officer, Salin, despatched on the I st February, the officer who repeats the telegram should telegraph as follows: "(Here enter the number). Township Ufficer, Salin, telegraphs: Salin, First February. Begins : * * * Ends." 51. Unle~s under general or special instructions to the con trary in the telegram or otherwise, the telegraphic reply, if any, should be sent to the original place of despatch and should quote the number of the telegram replied to. 52. If the sender of a telegram desires the telegraphic reply to be sent to some station other than the station of despatch, he should add at the end of the message the word '' Reply" and the name of the station to which the reply is to be sent. 53, Telegrams relating to leave, arrangements for journeys when travelling allowance is drawn, or on other private business, are private, and must not be sent on the publz"c servz'ce, and if a telegraphic reply is wanted it must be prepaid. 53A.* Telegrams must be classed either as" Express,, or " Ordinary.'1 As a general rule, State telegrams should be sent in the '' Ordinary ,, class, and messages should be classed as " Express ,, only-(a) in cases of great emergency, and • Government of India, Department of Commerce and Industry, Resolution No. 1861-1894-.50, dated the 4th March 1909.

PAGE 26

Sections 53B-53E. • 8 Chap. II.-Receipt and issue of documents. (b) in cases where the despatching officer knows that the line is blocked, and considers his message sufficiently important to take precedence of ordinary traffic. 538.* Telegrams should, except when extreme precision is important, be expressed in as few words as possible; and mere auxiliary or connective words, which can obviously be filled in by the receiver, should be omitted. Government officers must understand that no real revenue is derived from State messages, and that any increase in the average number of words used meam a direct expense to Government. In the case of multiple telegrams, it is not as a rule necessary to include in the text of the telegram the designations of all the officials to whom the telegram has been repeated. This should be done only in exceptional circumstances and for special reasons. In the great majority of cases when a tele gram is addressed to several officers, the case is governed either "by specific orders or by a well-understood practice, and the otficer receiving the telegram will assume that the officer des patching it has obeyed the orders or followed the usual practice. 53C.* Telegrams should not be sent in cases where a letter would serve the purpnse equally well: as, .for example, in_ communicating information of a routine character and in the case of periodical returns which are not urgent, and the despatch of which by telegrams is not specifically orde,ed. 530. * The three; dangers therefore to be specially guarded against are :, ( 1) the sending of" Express" telegrams in cases not of great urgency, ( 2) undue prolixity in messages, and (3) the sending of a telegram when a letter would serve the same purpose. 53E.t Service stamps only shall be used in payment of State telegrams, whet her sent from Governmrnt telegraph offices or from railway stations. A supply of service stamps, sufficient to cover the cost of telegrams as well as of letters, should therefore be obtained from the treasury. In affixing stamps to telegrams, care should be taken to use the smallest number pos'>ible, and stamps of the higher values should be procured to such extent as may be necessary. To meet the case of especially long telegrams, stamps of Rs. 10 and Rs. 15 values have been issued. • Gave,nment of India, Department of Commerce and Industry, ResolutionNo. 1861-1894-50, dated the 4th March 1909. t Government of India, Department of Commerce and Industry, Resolution No. 1760-1793, dated the 1st March 1909; and Revenue. Secretary's \etLer No. 123-roT.-36, dated tne uth June 1914.

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Chap. 11.-Receipt and issue of documents. 19 53F*. No cash entry will be made by the telegraph office Sections m the receipt for any telegram paid for in servic~ stamp.,;. 53F-54. If any officer is compelled to send a telegram at a time when he is temporarily without service stamps, he should pay for it in cash, and the receipt granted to him will then state the value of the telegram, but will not bear on it the word " State ". The value of the telearam may subsequently be recovered from Government, the ~fficer concerned submitting as his voucher the receipt for t'he telegram, together with a certificate signed by the head of the office that the telegram was sent on State service, and that cash payment was unavoidable. C.-RECEIPT AND ISSUE OF DOCUMENTS ON TouR. 54. When a Deputy Commissioner proceeds on tour he -should authorize some subordinate officer of the Com mission -or of the Provincial or Subordinate, Ci \'ii Service to open tele-grams (which unless in cypher are not confidential communi cations) and reply to them when the reply does not require the orders of the Deputy Commissioner himself. He should also make such arrangements amongst the clerks as he may consider necessary for the performance_at headquarters and in camp of the clerical duties conriected with correspondence. He ;should take with him for all departments a single camp Register of Letters Issued, and a Postal and a Local Despatch Register. Letters received on tour which have not already been registered should be sent to headquarters to be registered. A letter issued while on tour should be given a number from the camp Register of Letters Issued (the series in which will run separately by the calendar year) and will be distinguished from a letter issued at headquarters by having the letter" C " prefixed to its number, e.g., " C. to5." It will not be neces sary to give the file number, but that can be added if the file is actually with the Deputy Commissioner. There should be very little correspondence dealt with in this way, as, whenever possible, communications drafted in camp should be sent with the necessary orders on them to headquarters for action. Telegrams issued on tour should be numbered in one series for all departments, running separately by the calendar year, the letter "T " being prefixed to the number to distinguish -•Government of India, Department of Commerce and Industry, Rcsoluticn No. r760-1793-216 dated the 1st March 1909.

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20 Chapter III.--Registers. Sections such telegrams from those issuecl from headquarters. When ;55-6o. the Deputy Commissioner is on tour the officer in charge of the department should sign all letters and returns for the Deputy Commissioner, unless the Deputy Commissioner specially delegates the duty to some other officer. CHAPTER Ill. Registers . . 55. Appendix III, pages IOJ-.:.7, contains lists of all regis ters prescribed for each department. The list for the Treasury Department is given in the Burma Treasury Manual. When the local circumstances of a district render the upkeep of. some of these registers unnecessary, they are not to be opened. The upkeep of registers not in these lists is absolutely prohi bited unless they have been specially sanctioned by the Com missioner, or in the case of Revenue and Land Records Re gisters, by the Financial Commissioner. 56. Every register, if received from the press unpaged, should be paged, and when it is divided into heads or sections. a table of contents showing the page at which each head or section commences should be prefixed. 57. All registers should be kc:pt standins up on end with their b:icks outwards in narrow compartments. This applies to completed registers during the period ot their retention in the office prior to despatch to the record-room as well as to registers in current use [ see section 1 5, page 7]. 58. Every register should have its name and number taken from Appendix Ill printed both on the back and on the outside of the front cover. When there are two or more volumes of any one register the particulars necessary to distinguish the contents of each volume should be added. 59. When instructions have been issued wh~ther by Govern ment or by the head of a department or by an mspecting officer for keeping any register, a copy of them should be pasted inside the front cover of each volume, unless, in the case of printed instructions, this has already been done before the volume issued from the press. Reference should also be made to the orders [see column3 of the lists in Appendix III, pages 109-27] under which each register is prescribed. 6o. When the first entry is made on any page of a register the headings of that page should be fully entered up. The

PAGE 29

Chapter IV.-Periodical Returns. ~I year to which the entries relate should be written at the top Sectio,ns of each page. 61-64. Year of maintenance. 6I. In the absence of specific orders to the contrary registers in which the entries are annual, not permanent, should be maintained (i) by the calendar year ( 1 st January to 31 st December) in the General and Registration D~partments, (ii) by the financial year (1st April to 31st Mar~h) intheTreasury Department, and (iii) by the agricultural year (1 st July to 30th June) in the Revenue and Land Records Departments. Exceptions are noted in Appendix III, pages rng-27 [see also section 1941 page 52]. Permanent registers should not be kept by any year. The serial number of entries in such registers (if any) should run On from year to year. Dz'sposal of completed ~egz'sters, 62. The last column of Appendix III, pages 1c9-27, shows how completed registers should be disposed of. Registers which have completed the period prescribed for their retention in the office should be sent to the record-room or destroyed as the case may be in t_he month of (i) January, (ii) April, or {iii) July of the. year following the expiry of the period prescribed for their retention in the office according as they belong to the (1) General, (2) Treasury, or (3) Revenue and Land Records Departments. For destruction of registers in the Registration :Department, see rule 8 of the Registration of Deeds Rules, 1913. CHAPTER IV. Periodical Returns. 63. The expression er Periodical returns" means any communication of the nature of a report which is prescribed for submission at regular intervals on or before a fixed date. Explanatz'on.-A report which is submitted as often as an uncertain event occurs is not a periodical return, nor does an annual request for sanction satisfy the definition. Except as regards registration on re,:eipt and issue periodical returns are treated as correspondence. 64. Periodical reports and returns do not as a rule require :a.ny forwarding letter or memorandum. It is sufficient if they

PAGE 30

Chapter IV.-Periodical Returns. Sections are headed "Annual (or quarterly, as the case may be) report 6S-7I. (return or statement, as the case may be) of n and tbi; following endorsement written at the foot of the report, return or state1r. ent-" Forwarded to the " Care should be taken to see that all the columns of returns are filled in as far as is possible and that reasons are given for any unavoidable omissions. 65. When periodical returns are blank, a separate memoran-d f h bl k • f Mi•cella.neous h Jd b um or eac an return 111 orrn GewaI 99 s ou e sent. 66. If manuscript forms for periodical returns have t.o be ruled at any time, the rules in Part VII (b) of Appendix IV, page 146 should he ob:;erved. 67. The Commissioner usualiy supplies a list of periodical reports and returns due in his office. The entries in this list will be incorporated in the Calendar of Periodical Reports and Returns rrepared annually in the office. A list of the returns to be submitted directby the Treasury Department to the Accountant-General and certain c,ther officers is given in the Burma Treasury Manual. 68. A Calendar of Periodical Rt>ports and Returns due in and from the office should be prepared annually for each department in forms Land Revenue II I, Miscellaneous 2 2 and 231 and should be kept in the department for reference. 69. Annual reports should be written on half-margin and on one side of the page only and each new paragraph should commence on a fresh sheet. If remarks on the report are written on the margin, care should be tal
PAGE 31

Chapter V.-Correspondence. between two triennial reports and the former triennial report Sections should not be classed C till after the preparaticn of the latter 72-74. report. Extracts from any periodical report which are of permanent interest should be kept at the discretion of the Deputy Commissioner in a permanent file. Office copies of periodical reports and returns should never be sent to the record rooms. 72. Lists of periodical returns of the Treasury and Land Records Departments, with directions regarding their disposal, are given respectively in the Burma Treasury Manual and in Appendix B of the Land Records Manual. 73. [Cancelled.] CHAPTER V. Correspondence. 74. 11 Correspondence" means all written communications received in, passing through, or issued from an office, which do not belong to any of the oth~_r eight classes of documents, together with the office notes, memorancla, reports, etc., written to explain, illustrate, or furnish data for ri:!plies to communications. It includes the following executive matters which are not classed as proceedings :-(i l Circular orders to thugyis. (ii) Processes received for service from another office. (iii) Orders calling for records in appeal or revision. (iv) Personal matters relating to officers. (v) Grant of rewards in excise case-.. Proceedings for the recovery of revenue or for the verification of security offered by fishery and other lessees and the like received fr rim anothe.district are also classed as correspondence in the office in which they are received. and their receipt and issue are registered in the Registers of Letters Received and Letters Is~ued and not in the Registers of Proceedings. (See sections 25 and 36, pages 9 and 13. l* Annual reports and returns are classer! as periodical returns and not as corresponder1ce. * Where the register of receipt and return of revenue proceedings c,f other distric1s is kept I Appendix Ill, Part III, i\io. 22. pa~e 110) such proceedings should be entered in that re~ister only, both nn receipt and return. They should not be entered in the Register of Letters Received and Issued.

PAGE 32

Sections 75-78. • Chapter V.-Correspondence. CORRESPONDENCE FILES. 75. The heads under which all correspondence in the General, Revenue and Land Records Departments should be classified and the symbol by which each head should be referred to are given in Appendix 11, page 106. The files opened under each head should be distinguished by the addition of an Arabic numeral, 1, 21 3, etc., after the file symbol; thus file IV-5 means file No. 5 under head [V-Fishe:-ies, Nu heads are prescribed for correspondence of the Treasury and Registration Departments and correspondence files in these departments should be numbered in one series. 76. A separate file should be opened for each distinct subject of correspondence. For instance, a-letter asking for opinions on a draft Ferries Bill should not be placed on the same file with a letter asking for opinions on a draft Gambling Bill But, on the other hand, great' care should be taken that files are not unduly multiplied by opening more than one file about topics which naturally fall within the same subject. A separate correspondence file must not be opened for any circular or notification unless_it forms the starting point of correspondence. When correspondence on a particular subject continues after the close of the year during which it commenced, a nt-w file should be opened at the commencement of the next year. 77. Correspondence files (other than con6dential files) should b d • • f Misrellaneous F"l h ]d b d e case In covers In Orm General g • I es S OU e page 1 each sheet of paper being counted as one page and not as two. No letter should be filed until some action, such as the issue of a reply or of orders calling for a report from some subordinate officer not at headquarters, has been taken on it or a definite order to file has been passed. The draft of every reply or letter issued should be fi1~d immediately after the order sheet on which the order to issue is passed. The papers in a file should be fastened together by a cord, lace or narrow tape passed through two holes six inches apart on the Jett hand margin equidistant from the centre and tied in a bow so as readily to admit of the insertion of fresh papers. 78. In each department a Register of Correspondence Files • f Miscellaneous h 'd b k • lil orm Gencr~l l:H S OU! e ept up Ill Sections, one or more pages being allotted to each of the heads mentioned in Appendix II, page rn6. When it is obvious from the local circumstances ?f the. di?trict that any head is likely to be blank (e.g., Marine m M e1kttla) that qead should be omitted altogether. Any correspondence falling under a head so omitted which does

PAGE 33

Chapter V.-Correspondence. ,chance to be received can be entered in a file under the head '' Miscellaneous." The register is issued by the press in book lets of 26 leaves and a fresh volume should'be opened at the commencement of every y e ar. 79. Confidential files should be entered in a separate register, all in one series and not by heads. Both the files and the register should be kept in a confidential almirah. There are usually two such almirahs in a district office ; the key of one is kept by the Chief Clerk and of the other by the Deputy Commissioner himself. Confidential files should be cased in • k (f Miscellaneous) pln COVerS Orffi General 125 • 80. Correspondence files and the connected Registers of Letters Received, Letters Issued, and Correspondence FilP-s should be maintained by th e agricultural year in the Revenue and Land Records Departments, by the financial year in the Treasury Department, and by the calendar year in other departments. CHANNELS AND METHODS OF CORRESPONDENCE. Sr. In the absence of special orders to the contr;:i.ry (see sections 82-4) a Deputy Commissioner should not address the head of a department or a Secretary to G::,vernment ; he should address his own immediate superior, the Commissioner. Even when a circular calling for reports is sent direct by a Secretary or h<:'ad of a department to a Deputy Commissioner, the reply should be addressed to the Commissioner. Exceptz'ons.-(i) Letters acknowledging receipt of books or -other articles should be addressed and sent direct to the officer who sent them. (ii) Letters calling for and submitting records should pass direct between the Chief Court of Lower Burma, or the Judicial • Commissioner of Upper Burma, and Deputy Commissioners. (iii) The Deputy Commissioner should correspond direct with the Accountant-General about the routine business of the treasury. (iv) The p e riodical reports of Civil Surgeons on the mental condition of criminal lunatics who have been released on _security should be forwarded by Deputy Commissioners direct to the Secretary to the Government of Burma. (v) Returns and their connected correspondence concern ing the registration of births, deaths and marriages should be forwarded direct to the Assistant Secretary to the Financial .Commissioner. Sections 79-81.

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Chapter V. --Correspondence. Sections (vi) Under article 925 of the Civil Service Regulations Bz-87. anticipatory pensions can .be granted. Hardship is sometimes caused to indivi~uals owing to delay in the issue of orders granting final pension. The ".audit officer" under article 925 is the Accountant-General and the authority who prepares the pension papers should address the Accountant-General direct and move him to exercise the power conferred on him hy article 925 in cases in which delay is likely to occur. ln such cases the officer who prepares the pension papers should have a declara1 ion in the form prescribed in article 925 drawn up and: signed by the applicant, leaving the amount of the advance pension blank, and should submit it to the Accountant-Generah direct with a recommendation as to the amount of advance pension which may safely be sanctioned. 82. On an emergency, when time is of great importance, a Deputy Commissioner may, when despatching a letter to the Commissioner, send a copy of it direct to the head of the department concerned or to a Secretary to Government. When he does so he should inform the Comrnissinner of the fact. 83. In the Land Recurds Department letters on routine subjects, such as reappropriations in the buciget, progress reports, and the supply of instruments, agricultural products or specimens and the like, may pass between the Commissioner of Settlements and Land Records and the Deputy Commissioner through the Commissioner under flying seal. 84. The rules relating to the correspnndtnce of other departments passing through a Deputy Commissioner's office are reproduced in Appendix I, page 99. 85. The rules relating to correspondence with Shan Chiefs are reproduced in the Shan States Manual. 86. The following mode of address is prescribed for use in. all official communications to Buddhist monks which cannot suitably be made in English :-{ Official designation of officer) oo. (Name-of monk) coeou10~1 The use of any other form of address for such com rnunications and of any supplicatory fnrm in the body of the communicati~n is forbidden. Cr,mmunications which can suitably be made m English should be so made. 87, District Magistrates are permitted to correspond direct with British officials in the United Kingdom and the Colonies. regarding criminal cases actually under investigation, or any matter connected with police intelligence. But thic;; does not au~horize din-et requests being made for information as to practice or procedure. Whenever possible the District Magistrate should communicate with the Director of Criminah

PAGE 35

Chapter V. -Correspondence. Intelligence in India before applying to an official in the United SectionsKingdom or the Colonies, as the Director may be in a position 87A-89 .. to supply the information desired. When a District Magistrate addresses a British official outside India he should send a copy to the Director and to the Commissioner for the information of Government except fo the case of communications to Colonial officials regarJing individuals and specific criminal cases when the subject is not in his opinion of such importance as to deserve the notice of the Local Government, the Government of India or the Secretary of State. 87 A. Indenting officers in Burma are permitted to correspond direct with I he Director-General of Stores at the India Office, London, in all matters relating to (I) the quality of stores received, (2) damage sustained by stores in transit, and (3) the non-receipt of articles included in indents. In the preparation of indents for stores of European manufacture, whenever it may be found more convenient or economlcai to do so, the names, etc., of the articles indented for may betypewritten on the printed skeleton indents in the prescribed form which may be obtained from the Superintendent of Gov-p • • B f N l\lisctllaneous , h M' 1 ernment rmtmg, urma, as orm o. Ger.eral 110 111 t e _. 1sce laneous Guard-book. The indents should invariably show which items, if any, have been demanded in advance, and should quote against such items the letter or telegram in which the advance demand was made.. 88. Except as permitted by sections 87 and 87A no officer may communicate officially with any official in the United Kingdom, the Colonies or Continental Europe. If any such communication is necessary, the Deputy Commissioner should address the Commissioner. 88A. In no circumstances may communications be addressed' direct by subordinate officials in Burma to His Britannic Majesty's Diplomatic representatives (in which term Consular officers are,induded) in China. If communications have to be made to such officials, they should be forwarded to the Local Government, which will send them direct to the Consular officer ?f the treaty port nearest to the place where the person who 1s the subject of the communicdtior is believed 10 reside. The Deputy Commissioners of Bhamo a1~d Myitkyina, however, are at liberty to correspond both officially and demi-officially with, His Majesty's Consul at Tengyueh. 89. All correspondence for the Royal Humane Society should be addressed to the Commissioner. Eighteen months is the maximum time allowed for application for a medal or certificate from any part of the world.

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'.Sections 90-93, Chapter V .-Correspondence. 90. In the absence of special orders to the contrary, no officer subordinate to the Deputy Commissioner should corre spond officially with an authority superior to the Deputy Com missioner, or with an authority outside the district. Nothing but very exceptional circumstances can justify a breach of this rul1:;. 91. Correspondence with subordinatec:; should be carried on through the ordinary official channels. If, on an emergency, it becomes necessary to communicate direct with a Township Officer in a subdivision of which an officer is in charge, the communication should be addressed to and sent to the Subdivi sional Officer with a note on it that a copy has been sent direct, and a copy only should be sent to the Township Officer, who should address his reply to his immediate superior, and, if so specially directed but not otherwise, should send a copy direct to the Deputy Commissioner, having endorsed on the original sent to the Subdivisional Officer a note that he has done so and his author;ty for so doing. This rule applies, mutatz's mutandz's, to correspondence between a Deputy Com missioner and all his subordinates, and to correspondence which an officer of any grade may have to carry on with his superiors. Care should be taken not to weaken the authonty and influence of Subdivi sional and Township Officers in the tracts of which they are placed in charge bJ the Government and for the administration of which they are personally responsible. 92. In every case in which a Deputy Commissioner makes a communication or issues an order which has to be conveved to more than one subordinate in a subdivision, or in the c'ase of a township not in a subdivision of which an officer is in charge, to more than one subordinate in the township, the necessary number of copies shall be prepared in the Deputy Commis sioner's office and sent to the Subdivisional or Township Officer, as the case may be. . 93. Correspondence of a formal official character between the Deputy Commissioner a.nd any of his subordinates at headquarters is absolutely prohibited. If a subordinate officer requires an order on a particular case he should submit the .file to the Deputy Commissioner, who should record his order thereon, and return it. If the officer requires orders on any general or miscellaneous question not forming the subject oi an official record, he should take the Deputy Commissioner's oral orders, or if the subject is of sufficient imnortance, he should b . d (f Miscellaneous ) • h' h th D t su m1t a memoran um orm o. &-b. 0 .11 on w 1c e epu y Commissioner should record his orders. When the Deputy Commissioner wishes to send an order to any subordinate at headquarters he should write the order on the file, or use form

PAGE 37

Chapter V.-Correspondence. Misccllancouo \\ h ffi d , h' d o:-&-o:-o~ or ea up t e o cer an give 1s or er oraliy. copy of any such orders should be kept. NO Sections: 93AA F Miscellaneouo l b d f h I 93 . orm n. & n: o.Ti may a so e use or ep em era cor-respondence between the Deputy Commissioner and officers of other departments at the district headquarters. 94. It is not possible altogether to prohibit official corres pondenr.e between Deputy Commissioners cind their subordinates at outstatir,ns, but it should be resorted to as seldom as possible, and the use: of cumbrous official forms should be avoid-d F Misce!Jaocou, • ffi • t f C e . orm u. & n. o. u 1s su c1en or most cases. orres-pondence in this form should be numbered. [See sections 25 and 36, pages 9 and 13.] 95. Subordinate officers at the same station are forbidden to .::orrespond with eacb other formally. If one wants information from another, or has business to transact with him, he can sf:ttle the matter by a personal interview or, if writing cannot b d d b d • f Misccllaoeous e avo1 c , y a memo ran um m orrn n." IJ. o. w g6. Correspondence should be reduced as much as possible h,aving due regard to efficirncy. Much time of both officers; and. derks is wasted by unnece5sary correspondence, which could be avoided by a little care and attention. 96A. It is believed that time is wasted and delay caused in the disposal of business between officers of different departments re,iding in the same station by the excessive growth of the habit of writing letters and reminders instead of arranging personal interviews with a view to the discussion and settlement of questions directly. ( 2) The practice of freer and less formal personal intercommunication between officers should be generally adopted, especially in the case of questions still in the stage of discus sion, and in all minor matters which merely depend upon agreement of opinion on the part of the officers concerned, as by means of such p1'rsonal interchange of opinioi1s a satisfactory agreement c,n lhe points at issue will in most cases be more quickly arrived at and a final settlement accelerated. U; Every othcer, therefore, should observe, as far as is con venieut, this principie of personal interview in his dealings with olher officers in the same station, whether belonging to his o\\'n or to a different department. 96B. An officer who is invited by a superior authority to submit an expression of his opinion -on any subject should exercise discrimination in consulting his subordinate oflJ.cers, and reports should not be called for except from thos,e officers whose advice is likely to be of real value, 96B.

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Chapter V.-Correspondence. "" :Sections Cfl-104. 97. \Vhen a reference is necessary to a subordinate officer who has submitted a report or return, or a travelling allowance bill, or the like, in order to correct errors or to explain ambiguities, a letter should not be written. If only one question h t b 1 d f Miscell,ncons \ ]d b d Jf ) as o e as<:e orm o.&~o--:-o-:-fi s1ou e use . severa questions have to be asked the form of No!es and Queries !\'lisceJl;,neons . • • bi ' (form -Generac. JWIJl be more SUi ta e. In either case no office copy should be kept. The questions should be returned with the answers on the same paper. PROCEDURr: IN DEALING WITH CORRESPONDENCE. (i) Putting up references. 98. When documents belonging to the class Correspondence have been registered where necessary in the manner described in section 22, page 8, they should be put up for perusal and orders before the Deputy Commissioner through the officer in charge of the depanment. With each letter should be put up such files and other references as are necessary to enable the 'Deputy Commissioner to pass orders. (:) Draftzng. 99. The Deputy Commissioner should either draft replies to letters himself or pass orders indicating the nature of the reply to be sent. In the latter case the le~ter should be drafted by the officer in charge of the Department or the Chief Clerk, Head Judicial Clerk or Head Account2.nt and the draft should be put up for the Deputy Commissioner's approval before it is copied, unless it is of a routine and trivial nature. In many . cases no draft or office copy of a letter is necessary. [See section 36, page 13.J 100. Drafts should be written on half margin. IOI. The subject matter, as well as the Jepartment (if any), the number, and the date of ail letters and other communica-tions ( except reminders i replied to or ref erred to should be quoted in the reply at sufficient length to render it clear. IOIA. Demi-official letters are not to be cited in official correspondence. 102. F!aragraphs should be numbered. 103. Only one subject should be dealt with in any one letter .. 104. Every question put or point dealt with should be" .answered, or dealt with in the reply. If any question cannot

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Chapter V.---Correspondence. :be fully answered, the reply should state the cause of delay and Sections the probable date on which the omission will be made good. 105-108. If this is not done, there is nothing to show that the particular -question or point has not been overlooked. 105. Recommendations should not be made without sufficient reasons being given. The authority which has to decide whether the recommendation shall or shall not be adopted with or without modifications should not be asked to exercise its power on the mere request of an officer, but should be given means of forming a judgment on the recommendation aud on all the facts and surrounding circumstances which have induced the officer ,to make it. 106. Suggestions, rep'orts, letters, and explanations from subordinates should not be forwarded with a mere endorsement, but the matter should be submitted in a complete and compact form so that orders can at once be passed instead of the corn munica.tion forming merely the commencement of correspon dence. The subject should be divested of unnecessary matter, and the c;:ise and the issues for decision should be clearly put. Letters should be complete in themselves, the facts in so far as they are necessary, the point for decision, and the distinct recommendation being clearly stated. Neith =r the original documents nor a copy thereof should ordinarily be sent unless they are necessary for the elucidation of the subject or affect the personal status of an cflker in Government or public employ, or unless they themselves, and not the matter contained in them, 2re the subjects of comment, or unless they form _ portions of a record submitted. 107. Whenever a matter is submitted_affecting the personal statu~ of an officer for whom a service-book or character-roll is kept, the service-book pr character-roll should be forwarded (except in the case of Extra Assistant Commissioners and M yooks, whose character-rolls are maintained in the Secretariat) as well as all papers connected with or bearincr -on the case. Whenever a report or application is submitted affecting an excise license, a fishery lease, the division of a fishery into two or more and generally any matter respecting which there is a formal proceeding, all the connected pro ceedings and papers should be forwarded, although the facts are stated in the forwarding letter or memorandum or order. ro8. All documents the return of which is necessary or . advisable should be returned, otherwise a further communica tion calling for them becomes needful, involving delay and unnecessary labour.

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Sections 109-115. 32 Chapter V.-Correspondence. 109. When any proposal or report requires to be illustrated by a map or Ian, every such map or plan other than plans. appended to estimdtes for public works) should in the absence of specific orders to the contrary be submitted in duplicate if the order of any authority suptrior to the Commis3ioner is likely to be req uire
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Chapter V.-Correspondence. 33 (t'v) Comparz"ng, Sz'gnz"ng and Despatching. II6. All fair copies should on completion be compared with the draft and initialled at foot by the comparer, who should then send them with the draft and connected files to the officer in charge of the department. The latter is responsible that all copied enclosures are correct and should mark them "True copy" over his signature at the foot. At 4 P.M., or such other hour as may be fixed, he should submit the fair copies for signature to the Deputy Commissioner or Headquarters Assistant (if any) to whom the Deputy Commissioner has by written order in the order-book delegated the duty of approv ing drafts and ~igning fair copies. It is incumbent on the officer who signs a letter to read it and to see that it is correct before he signs it. u7. On return of the fair copies signed, the officer in charge of the department should cause them to be placed with their connected files and should send them to the despatching clerk, who should register (if necessary) and despatch them. (See sections 36 and 4 2, pages 13 and 1 5. ) IIB. The use of stamps for affixing signatures is forbidden except in the case of formal printed orders, forms, or notices, and when allowed by the Post Office rules. (v) Pendz"ng Correspondence. 119. Correspondence files containing letters to which replies are due should be kept apart from other files in a '1 Pending papers almirah." Seven compartments in this almirah should be allotted to correspondence; six of them should be labelled with the names of the days of the week-Monday to Saturday-and the seventh, which should be of double size, should be labelled "Other pendz"ng correspondence files." At the bottom of the file-cover of each correspondence file in which there is pending correspondence, a slip o( paper bearing the words, "Remz'nd on (number and date of letter) on (date)" or II Put up (number and date of letter) on (date)" should be pinned when the draft of the letter is placed in the file or the order to put up is passed. ThPslip should be doubled so that half of it appears on the front of the file-cover and half at the back, and should be secured in its place by a pin passed through both ends of the slip and the file cover between them. If the date fixed for issue of a reminder or for submission of the papers is a day of the current week the file should be placed a.t 3 Sections u6-119,

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34 Chapter V.-Correspondence. Sections once in the compartment bearing the name of that day. If the uo-121. date fixed falls in the next or some succeeding week, the file should be placed in the compartment labelled " Othtr pending correspondence files." On the afternoon of the last open day in each week, the files in this compartment should be examined, and such of them as are marked for submission or other action on some day of the next week should be distributed among the six compartments bearing the names of the days of the week. DISPOSAL OF CORRESPONDENCE FILES. !20. Correspondence files of the current year and of the last two years should be kept together in the office, divided by heads and. not by years: e.g., the three bundles of files under revenue head I-Land should be either in the same compartment or in adjoining compartments ; if in the same compartment the files for each year should be tied up together in orie bundle. At the beginning of each year, the files for the third preceding year should be sent to the record-room with the connected Register of Correspondence Files, after the papers classed C under the next section have been removed and destroyed. I2I. The class letter, A or B, in the last column of Appen dix II, pages 106-8, roughly indicates that the majorz'ty of the files in that head of correspondence against which it is placed will (A) require to be kept permanently or (B) may be destroyed after six complete years. But there will be excep tions in both directions. For example, some files abbut the Arms and Factories Acts ought to be kept permanently, while there may be unimportant files relating to Census or Forests. Each file-has to be marked_A, B, or C according to its own value. Appendix VI, page 151 and the following sentence give further guidance on this point. Though a file may be clac;sed A or B as a whole it may contain pcipers which should be classed C. Appendix VI enumerates a number of classes of such ephemeral papers. A whole file may be marked C if all the papers in it are of the C class. Files and papers should be classified by the Deputy Commissioner or subject to his control by an officer or clerk appointed by him. Classi fication should be effected as opportunity offers, but in any case before the files are sent to the record-room. Correspond ence of class A is kept permanently. That of class B is kept for six complete years, reckoned from the close of the year ( calendar, financial or agricultural) by which the file is kept.

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Chapter VI.-Library and Maps. 35 If a whole file is classed C and is destroyed, the Deputy 'Sections 'Commissioner or such officer as he may appoint (not below 122_:127. the rank of M yook) should draw a red line through the entry in the register of correspondence files and should date and initial it. 122. [ Cancelled.] 123. The rules for the destruction of correspondence in the Treasury and Registration Departments are contained respec :tively in the Burma Treasury Manual and in rule 8 of the Registration of Deeds Rules. CHAPTER VI. Library and Maps. CUSTODY AND CARE OF LIBRARY. 124. There should be a single library for all departments of the district office and for the offices under the Deputy Com missioner's control at each district headquarters, including the Police office. Books issued to officers for their libraries or to officers or clerks for_their.-da.ily use should not for.111 part of the .library. When a Deputy Co.mmissioner receives several c9pies of a book ( e.g., the Burma Rules Manual) one copy should be placed in the library and the rest issued for daily use or for subdivisional or township libraries. 125. The duties of librarian . (described in section r 44, page 39) shall be performed by such clerk as the Deputy Commissioner .may in each case direct. The supervision of his work is the duty of the Chief Clerk of the General Depart ment. 126. Either the Chief Clerk or some other clerk in the Gener~! _Department app_oint_ed in t~is behalf by the Deputy Comm1ss1oner, should mamtam a register of Books and Publi-. R • d ' f Miscellancons d J ]d b • cations ece1ve m orm n.&.-o:o.as an s 10u su m1t 1t once a week for the Deputy Commissioner's orders to be passed in column 6. In this register should be entered all publications received, and the orders in column 6 will include the despatch of copies to subdivisions and townships, and the assignment of copies to officers and head clerks-at headquarters and to the library (see sections 27 and 37, pages I I and 14). 127. The library catalogue sh-ould be in form

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Sections 128--131. 36 Chapter Vl.-Library and Maps. 128. The catalogue should be divided into two main parts,. one for English and one for vernacular publicatipns; and each part should be classified as follows:-A.-British Statutes, Indian Acts and Regulations, and. Burma Acts (unannotated and not bound up with rules), in chronological order; first Statutes, then [ ndian Acts, then Regulations, then Burma Acts. B.-Manuals, collections of rules, volumes of circulars, departmental codes, digests, law treatises and text-books, commentaries and annotated editions of enactments. These should be arranged in alphabetical order accord ing to subject or title. ( Executive rules, as well as rules which have the force of la.w, should be entered in this class.) C.-La~v Reports in the chronological order of each series. D.-Books of reference, not being law books. These should be arranged in alphabetical order according to subject or title. (In this class should be catalogued Gazetteers, Civil Lists, Histories of Services, books of history, geog raphy-, travel, antiquities, natural science, arts and industries, language and literature.) E.-Volumes of Gazettes in chronological order. F.-Blue-books (including annual and other periodical reports and settlement reports) in chronological order. G.-Maps, not being maps which appertain to the Land Records Department. 129. The publications in each class, A, B, C, etc., should be numbered in a separate series, a separate part of the catalogue being assigned to each class. 130. A sufficien~ number of pages should be allotted to each class and the catalogue for each class should be headed with the distinguishing letter and title as given in section 1 28. Vacant numbers and lines should be left for publications (e.g., additional volumes of Law Reports) which are practi cally certain to come in before the next catalogue is made. 131. The publications should be arranged in the library almirahs in the same order as in the catalogue. Every volume in the library should be labelled on the back, or, if the back is not wide enough, then on the outside of the front cover. The label should specify the class of the book and the number of the book in that class, thus {~ Every book should be kept standing upri-ght. --

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Chapter VI.-Library and Maps. 37 132. When a volume is received which can be more Sections appropriately placed between two books in a class rather than at 133-137. the end of that class, it should be so placed in the library and in the catalogue, and should be given ( unless there is a number vacant under section 130) the number of the book immediately preceding it, with the addition of a small distinguishing letter, thus I C 2 a /, / C 2 b / and so on. 133. A label should be affixed to each almirah in the library specifying the distinguishing letters and numbers of the first and last book contained in the almirahs, thus f Ai to C 54 ] 134. A fresh catalogue should be prepared in the month of December of every leap-year, or more frequently if the additions and corrections are very numerous. (See foot--note 9, page 113.) 135. Unbound publications, such as Acts and Law Reports, which form an annual series should be placed in separate files and the dates of their receipt should be entered in form Miscellaneous Wh h l 1 't h Jd b 0 , & o. o. 9 4 or-s5 en t e annua series 1s comp ete 1 s ou e bound and the book should be entered in its appropriate place in the catalogue. I 36. The correction lists for manuals published by the Secretariat, Financial Commissioner, Accountant-General, Inspector-General of Police, and other heads. of departments should be neatly pasted by the Librarian into the various manuals and pamphlets in the library (see section 27, page 11 ). The pasting of the correction slips in the copies of the manuals in current use in the office should be performed under the orders of the officers using the manuals. When the corrections in clude a lengthy set of rules these may be put on a supplemen tary file in hinged board covers, a suitable note being made in the appropriate place concerning the rules superseded. Correction slips should always be pasted on the inner margin ,of the page, and as.ear as possible to the passage to be cor-rected. 137. Officers who ordinarily receive copies of enactments' from the Legislative Department of the Government of India and from the Superintendent, Government Printing, B_l:!rma, receive also, in the case of amending enactments, copies printed on thin paper and only on one side, so that they may be cut up and pasted into the copies of the main enactments concerned. These extra copies of amending enactments should be cut up and pasted into the main volumes of enactments and should not

PAGE 46

Chapter VI.-Library and Maps. ~tioa.s be filed with the ordinary copies on thick paper which are kept to-•SS-14I. gether in the current annual series for binding under section 135. 138. Except as provided in section 139 no books may be destroyed or permanently removed from the library without the Commissioner's sanction. 139. Recommendations should be submitted from time to time and at least once a year for the destruction or the disposal otherwise of any publications which have become obsolete or which are not required, and the Commissioner should pass orders as to their disposal. 140. The Deputy Commissioner is responsible for the preservation in its integrity of the district library. When official publications are found to be mis-sing from the library the officer in charge at the time when they are found to be missing will ordinarily be required to pay the cost of replacing them, unless he can show that some one else has lost them, or that they were norin the library catalogue at the time when he assumed charge, or that they have become worn out and been destroyed. In taking charge of a district, an officer should check the library catalogue to the extent of at least 10 per cent. of the entries. 141. No book should be removed from the library without the Deputy Commissioner's standing or special permission except by a gazetued officer or Myook. Any person who requires a book from the library should fill up a form of receipt and take it or send it to the Librarian. If the book is available and the applicant is duly authorized, the Librarian should send out the book, keeping the receipt. If the book is not available, the Librarian should return the receipt, which should then be des -troyed by the pe-rson who wrote it. The person who requires a book should see that he either gets the book or gets back the receipt. When a book is returned, the receipt should bedelivered by the Librarian. The person who takes out a book is held responsible for it until he gets back the receipt. The form of receipt is as follows :No. Received from the distric~ibrary the following publications :No. I Class and No. in class. Name of book. i I -----For what purpose required Date of receipt 19 Signatur1.

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Chapter VI.--Library and Maps. 39 All such receipts should be filed by the Librarian in a Sections separate file for each class mentioned in section 128, page 36. 142-140, 142. Once a month the Librarian should report to the Deputy Commissioner the books which have been taken out and kept out for more than 20 days. Before submitting this report the Librarian should endeavour to ascertain from the person who took out each book whether it is still required. 143. No publication belonging to the district library should be taken away from the district headquarters station without the special permission of the Deputy Commissioner, 144. The duties of the Librarian are as follows:-( 1) To take charge of all books and publications made over to him by the Deputy Commissioner, or the Akunwun or C hie Clerk ( section 2 7, page 1 ! ) . (2) To maintain the library catalogue (section .128) en tering therein all publications, except unbound serial publications (section 135), immediately on receipt. (3) To label each publication as soon as possible and to place it in its proper place in the library almirahs ( section I 31 ). <4) To keep each series of Law Reports and other pub lications published serially on a separate file till the series is complete and when it is complete to take orders as to the binding of the collection (section 135). _ [ The current files or the Burma Gasette and of circulars shoajd_ not, however. be kept in the library, but should be maintained by the Akunwun, the Chief Clerk, the Head Judicial Clerk, etc., as the case may be.] (5) To insert correction slips in the volumes of enact ments ( section 13 7) and in the various manuals of rules, notifications, etc. (section 136). (6) To observe the instructions for the preservation of records, etc. so far as they are applicable to libraries. (7) To report at once any loss or injury to the Deputy C ornmissioner, and to bring to notice any publica tions which require binding or re-binding. (8) To submit the current files of serial publications ( section 135) for inspection once a month, bringing to notice any delay in the receipt of serial numbers. (9) To submit a monthly report of the books removed , and not returned (section 142 ). 145. One of the office peons or servants should be appoint ed to assist in dusting, moving, and replacing books. 146. The inspection of the district library should form part of every inspection of a Deputy Commissioner's office.

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Chapter VH .-Accounts. Sections 147. Every officer should maintain a list of the books in 147-152. daily use by himself or his clerks and kept at hand for that purpose. This list need not be divided into parts. Maps. 148. Maps (except atlases and maps specially appended to books and other documents for purposes of illustration) are dealt with in the Land Records Department wherever that department exists. Where it does not exist, maps made purely for revenue purposes belong to the Revenue Depart• ment, and other maps belong to class G of the library. 149. Maps should be kept in tin tubes. On each tube should be pasted the catalogue numbers of the maps contained therein. One tin may contain several maps. CHAPTER VII. Accounts. 150. Ar.counts, from their mture, are chiefly kept in books which are classed as registers. The term " accounts" for the purpose of classification of documents means office copies or counterfoils or, in the case of passes or licenses, time-expired originals of-contingent vouchers ; chalans; co~mission cheques; excise passes ; fishing implement licenses; laterite and other mineral licenses ; saw-pit and other Forest Department licenses and passes; all bills. They should be cased in correspondence-file covers (form Mi,cellaneou•) if not already bound together like saw-pit license General 9 , forms and in the case of all departments, except the treasury, should be classed as C and destroyed after one year. 151. The term prescribed for the preservation of certain accounts belonging to the Treasury Department is given in the Burma Treasury Manual. 152. All accounts when ripe for destruction should be de stroyed by fire.

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Chapter VIII.-Main Files. CHAPTER VIII. Main Files. 153. Main files should contain only documents required Secti: for permanent reference, namely, standing orders which are I53-I not contaz"ned in any manual, lists of persons dismissed, sanc-tioned strength of establishment, sanctioned rates of land revenue assessment and the like. 154. In each department a list of the main files of the department should be hung up. 155. Main files are of two kinds, namely, annual circular files and main files proper. They should all be cased in Strong yellow COVerS (form Miscellaneous). < ,ene,al 129 156. The annual circular file containing the circulars of Government issued from all branches of the Secretariat should be kept in the General Department ; the files of circulars of the Financial Commissioner and the Excise Commissioner, in the Revenue Department ; and the files of the circulars of the Commissioner of Settlements and Lar1d Records and the Director of Agriculture, in the Land Records Department. 157. On the annual circular files the circulars should be placed in serial order. When an index is received the file should be bound. When a consolidated reprint of the circulars is received the bound annual file should be transferred to the library.1 158. The Local Government's circulars are all published in the Supplement to the Burma Gazette ; those of heads of departments in Part IV of the Gazette. Some officers are not supplied with copies of circulars which do not co!1cern them. Consequently, if the series is incomplete, a referencecilhould be made to the Gazette before applying for the missing numbers, to ascertain whether they are really required. 159. Annual circular files should be kept up to date by noting on the margin, "Cancelled by No. of 19 ,, or, "Amended by No. of 19 ." 160. ( 1) Main files proper are permanen~ not annual, and run on without reference to years. They should have a table of t t f ~lisccllaneous fi d d h Id l COn en S ll1 Orm Gcner,H 113 pre Xe , an S OU I as a rU e, contain merely such standing orders as are not reproduced in manuals. There should ordinarily be at least one file for each correspondence head (see Appendix II, page 106)1 but there may be several main files to one head. It is a matter of convenience and depends chiefly. on bulk. For instance, under the

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Chapter VIII.--Main Files. Sections General Department head "Accounts" there might be one !61-165, main file proper for "Budgets and re-approprations," one for 11 House-buz"lding advances," one for "Travelhng allowance," one fur "De/ alcatz"ons ," and one for "Accounts-mz"scellane ous," while under the Revenue Department head IV there might be three main files proper for (a)" Pearl fisherz'es," (b) "Other leased fisherz'es," and (c) " Fz"shz'ng z"mplements and fixed obstructons." (2) When a main file proper becomes inconveniently bulky it should be divided by subjects. 161. At first all orders should be placed on the main file proper in chronological order. After some years it may be convenient to re-arrange the papers by sub-heads and to write a new table of contents. 162. Orders which are not applicable to a district should not appear on its main files proper. 163. There are a few main files proper which should be main tained simultaneously in more departments than one, e.g., a main file proper on" 0 j/ice procedure" should be kept in every depart ment though there is no such correspondence head except in the General Department ; a main file proper on " Securty bonds" is required in both the General and Revenue Depart ments. Each department should maintain a main file of "Sanctions for Estabhshments," which should consist of sanctioned proposition stalernents, together "ith such copies of, or extracts from, the sanctioning letters as are necessary to show the orders of Government. vVhere the clerks of the Revenue and General Departments have been combined on one list, the Chief Clerk should keep the main file for the amalgamated establishment. Temporary sanctionsshould not be filed in this main file, which may, if considered convenient, be kept in parts, e.g., one part for the Deputy' Commissioner's own office, one for subdivisional and township offices, one for bazaar establishments, and so on. 164. A copy of every order of such a nature that it is required for permanent reference, whether it be issued by the Deputy Commissioner or by a superior authority, should be -placed on a maiJ file proper tl it z"s not reproduced tn some tnanualor separately z"ssued as a book or pamphlet. Thus, a circular may appear in a main file proper as well as on the annual circular file. 165. The original of every standing order which is contained incidentally in a letter received during the course of a correspondence or on which immediate action is required will be on a correspondence file. It will therefore be necessary to make

PAGE 51

Chapter IX.-Proceedings. 43 a copy for the main file and this should be done on the type-sections writer where practicable. I66-ito, E.xception.-When only one printed copy of a standing order is received it should be placed on the main file ; the forwarding letter or endorsement, if any, should remain on the correspondence file. 166. The Deputy Commissioner when passing orders on any letter should invariably note the part or parts of it (if any) which should be placed on a main file proper. This does not apply to orders merely directing the observance of any standing order recorded in some manual or circular. 167, Main files proper should be kept up to date by marginal references to amending orders (if the amendment is short it should be copied in full) and by removing from the file any order that is entirely cancelled and inoperative. A set of rules or orders which is entirely superseded should invariably be marked to that effect, but it should not be removed from the main file proper if acts done under it are still outstanding, e.g. rules concerning house-sites, although superseded, may be needed for reference years hence, as leases issued under s9ch rules last for periods up to 30 years. In so.ine cases it will be found convenient to divide a main file proper into two parts, Part I for obsolete orders and Part II for orders still in force. 168. Unless a circular or notification or other standing: order is received under cover of a letter or endorsement con veying definite instructions or asking for a report, or in connec tion with previous correspondence on the subject, no copy of it should be placed on a correspondence file. 169. Copies of circulars, notifications and other standing orders which are forwarded to subordinate officers merely for information and guidance should be sent without any forwarq ing endorsement. Their despatch should, however, be noted on the copy in the main file and in the Local or Postal Despatch Register (see section 34, page 12). CHAPTER IX. Proceedings. . 170. The term " Proceedings " means documents form-mg the record of any matter in which-(a) an officer exercises or is asked to exereise any power given to him by law ;

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(Sections 1'71-176. 44 Chapter IX.-Proceedings. (b) any person may be entitled to show cause against an order being passed. Exceptz''on.-Assessment-rolls are not proceedings. They form a separate class. 171. The instructions in this chapter relate to the proceed ings of the Revenue and General Departments only. There are no proceedings in the Land Records and Treasury Departments. The proceedings of the Registration Department consist almost entirely of registrations ancl refusals to register which are recorded in books. Others are so few that they may be dealt with as correspondence. 172. To assist in distinguishing proceedings of the General Department from correspondence on the one hand and from proceedings of the Judicial Department on the other hand, a list of enactments by which a Deputy Commissioner is required or empowered to exercise executive functions is given in Appendix VI I I, page 152. The authority conferred by these enactments or by rules under them brings the Deputy Commis sioner's acts within clause (a) of the definition in section 170. The list is not exhaustive, and is merely compiled for purposes of illustration. Proceedings in this department under clause (b) of the definition are chiefly records of inquiries into alleged misconduct of officials. RECEIPT AND DISPOSAL OF APPLICATIONS. 173. Applications and petitions should be received daily at a fixed hour by the Deputy Commissioner himself or, if specially empowered on this behalf, by the Headquarters Assistant, and not by clerks. The system of keeping boxes to receive petitions is prohibii:ed. A notice informing the public of the hours between which petitions should be presented should be affixed to a notice board outside the office. 174. Applications and petitions should be written on paper of foolscap size on one side only, with a quarter-margin blank on the left-hand side. The court-fee stamp, if any, should not be affixed on the left hand quarter margin. 175. Every insufficiently or improperly stamped application and every application written in contravention of Chapter XI, page 59, should be endorsed '' Insufficiently " or "Improperly sta_mped,, or'' Written in contravention of sectz'on-D.O.M.," etc., as the case may be, and returned to the person presenting it. 176. Every application and petition presented to the wrong officer should be endorsed '' Returned for presentatz'on to the ,, over the Deputy Commissioner's or

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Chapter IX.-Proceedings. 45 Headquarters Assistant's dated signature, and returned to the Sections. person presenting it. 177-18o. 177. Documents returned under the last two sections not being" filed or acted upon" (see section 30, Court Fees Act), the court-fee stamps should not be cancelled. I 78. Except as provided in sections 17 5-6, applications and petitions must not be returned to the persons presenting them, but must be filed. When orders cannot be passed on the day a petition is received, the applicant should at once be informed of the date on or before which orders will be passed; he mu~t not be kept waiting at the office for orders. 179. Under section 30 of the Court Fees Act it is the duty of the officer receiving the application himself to see the stamp punched before he passes any order on the petition. 18o. The practice of writing short orders or reports on applications should, as a rule, be confined to such applications as are filed in aggregate proceedings ( see section 192, page 51 ), and care must be taken that orders so recorded refer solely to the documents on which they are written and that they are not written within the left-hand quarter margin, which should be left blank for filing. In other cases, where no special order sheet is prescribed, orders or reports should be recorded on the diary form Land Revenue llJ or if long On a Separate sheet in form Mis cellaneoua 4 ' J ~~:;.:::::.11: in the case of revenue applications and in form Miscellaneous in the case of general applications When this is General 98 • done a brief note of the order should be entered on the diary as well. The diary ordinarily should show all the successive steps taken from beginning to end of the proceeding, e.g. :-(a) the date (and, if received at any place away from headquarters, the place), of receipt of every appli cation and report filed in the proceeding ; (h) the presence or absence at each step taken in the proceeding of any person concerned in it, if not recorded elsewhere in the proceeding; (c) the fact and date of any local investigation made by the Deputy Commissioner himself in the course of an enquiry ; (d) a correct list of exhibits, if any, filed by parties to the proceeding, unless such a list is filed else where in the proceeding (the latter alternative is, preferable) and a note of the return of any exhibit (see section 3341 page go) ;

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Section 18r, Chapter IX.-Proceedings. (e) the date of every order passed in the proceeding and the date (if any) to which the case is adjourn ed. Every order must adjourn the case to a day certain. If the Deputy Commissioner is unable at once to fix a date for the parties to appear or for himself to make a local investigation,he should pass orders as follows :_ " Put up on the ............ . when I wz'll .fix a day for ............... and wz'll gz've notice to the partz'es." Such an order as "Keep pendng till I can make a local investzgatz'on " is prohibited. If the Deputy Commissioner has by inadvertence not fixed a certain date, the clerk in charge of the proceeding should resubmit it for orders (see section 197, page 54); (/) the number and date of the chalan showing cr~dit for any sum realized in the course of the proceeding (see section 186, page 49) ; (g) a note over the Deputy Commissioner's own signa ture that every final order has been communicated either orally or by letter to the persons concerned, and, in the case of orders which have to be carried out by the office establishment, a datt>d note by the responsible clerk that the order has been carried out. In proceedings for which a special ord~r sheet is prescrib ed, e.g., land revenue remission proceedings, a diary may be -dispensed with. 1-81. With the exceptions noted below, every application and every written statement or objection tendered in response to a notice or order, should, if admitted, be registered immediately on receipt in the Register of Applications in form Land Revenne I d th ' l b f th t th t Miocellaneous Register I I an Sena num er O e en ry In a re"' gister, together with the date of presentation, should be written at the top of each application in red ink thus, '' ?:;~5 • 11 Separate registers should be kept up for the Revenue and for the General Department and in the case of districts where there is a Headquarters Assistant, the Deputy Commissioner should maintain a separate copy for each department, for the entry of applications received on tour. Applications received on tour need not subsequently be entered in the register at head quarters. The serial numbers should run by the agricultural year commencing 1st July in the case of the R.egister of Revenue Applications and by the calendar year m the case of the Register of General Applications. Applications received on tour should be numbered in a separate series, each number

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Chapter IX.-Proceedings. 47 being followed by the letter " C" to distinguish it from the nt.1mber of an application received at headquarters. Exceptions--(i) Processes when returned are not to be treated as applications. Their return should be noted in the bailiff's Annual Register of Processes Issued (see section 32, page 12) ; (ii) Applications.by thugyis or other officials for commission, leave and the like, which are matters .of correspondence (except applications by headmen for a grant of thugyz'sa land, which should be registered) ; (iii) Applz'cations for copies.-These are registered only in the Register of Applications for Copies; (iv) Applz'cati'ons for licenses or leases under-(a) the Government of India rules for the grant of exploring and prospecting licenses and of leases; (b) the directions for working tin deposits in the Mergui and Tavoy Districts by native methods ; (c) the rules for the grant of petty oil-winning leases in the K yaukpyu District. . These are registered only in the Register of Applications for Exploring and Prospecting Licenses and Mining Leases ( form Land_ Reve~ue IV ) Mmera1)9 • {v) Appli'caffans under secti'on 25 or 27 of the Income tax Act. -There are separate registers for these. ( vi) Appli"catz"ons 'l'rlhz'ch initiate revenue recovery proceedings.-These are entered only in the Register of Revenue Recovery Proceedings (form Land Revenue I ) Miscellaneous Register 9 _ , (vii) Appli'cations for-rewards in excise cases.-These are dealt with as correspondence. (viii) Applications whz'ch wz'll be filed in aggregate proceedings.-It is sufficient that these are entered in the list of papers on the fly-leaf of the aggregate file (see section 192). OPENING OF PROCEEDINGS. 182. If an application commences a new file and is not subsidiary to or intimate] y c:onnected with some pending proceeding already in existence, it should also be entered in h R • f p d' 'f LandRcvenuel , h t e eg1ster O rOCee tngS I, orm Miscellaneous ,
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Section 183. Chapter IX.-Proceedings. made daily after receipt of all the applications for the day. No application should be sent out of the office either to a subordinate officer for report or to a superior officer for orders, until it has either been registered as beginning a new proceed ing or if the old proceeding to which the application relates is still in the office in which it is received, until the application has been filed in that proceeding and entered up in the " List of Papers" on the reverse of the fly-leaf. When the proceed ing with which the application is connected has been sent to some other office, the application should ordinarily be sent without being made into a proceeding to that office with such order or report as may be necessary. 183. Proceedings in connection with the taking of security for the rent of a fishery, for the re-sale of the fishery, or for the remission of the rent due are all subsidiary to the original sale-proceedings and should, as a rule, all be filed therewith. The sale-proceedings should, as a rule, never be considered closed till the term of the lease has expired and all the rent has been accounted for, a note of each credit or remission being made in the diary. Similarly in the case of proceedings in connection with agricultural advances, ferry and excise auctions, etc. Separate proceedings should not, as a rule, be opened for refund proceedings as they are intimate! y connected with the remission proceedings. No new proceedings should be opened without ascertaining whether or not there is an existing proceeding on the same subject. This rule is subject to the following exceptions :-(i) Fresh proceedings should be opened. every year a fishery, ferry or the like is put up to auction for the first time in that year ; fishery sale-proceedings for one year are not intimately connected with fishery sale-proceedings of another year ;. this does not, however, apply to re-sales during the period for which the first sale was made; (ii) Fresh proceedings should be opened when it is proposed to resume a grant or lease. It is not desirable that potta proceedings should be kept pending after the lease or grant has been signed and made over to the applicant and the counterpart received back from the .surveyor; (iii) Applications for copies are filed in aggregate proceed ings as laid down in section 192 (page 51) and not with the original proceedings ; (iv) Proceedings for the recovery of revenue, for which a special register (see Appendix Ill, Part Ill, No. 36, page 117) is prescribed;

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Chapter IX.-Proceedings. 49 (v) Proceedings which are taken in the General DepartSections ment in connection with an application also dealt with in 184-I86A. the Revenue Department or vz'ce versa. The General (or Revenue) Department proceeding or correspondence should invariably contain a reference to the Revenue ( or General) Department proceeding which contains the application which initiated the action. 184. After entry of a paper in the Register of Proceedings the clerk should attach a fly-le~tf to it. This fly-leaf shall be , f Land Revenue Ill • h f d' d In orm Miscellaneous I In t e Case O revenue procee mgs an Miscellaneous • h f I d' Th b Villages a1 m t e case o genera procee mgs. e num er on the face of the fly-leaf will be the serial number in the Register of Proceedings. The " references " are intended to show any connected file or proceeding which bears on the same matter. For example, fishery lease proceedings, excise license proceed ings and grazing-ground proceedings frequently recur, and refer to the same fisheries, licenses and grazing-grounds respec tively. It is convenient that there should be on the fly-leaf of each such proceeding a reference to proceedings of the previous year or period referring to the same fishery or lease or grazing-ground. Similarly proceedings regarding the re sumption of pottas or the transfer of leases of town lands should contain reference to the original grant or lease proceedings. 185. Exhibits, reports from thugyis, lists of witnesses without any accompanying application and the like received in con nection with proceedings are not entered in any register (see section 18 1, page 46).' It is therefore of the utmost importance that they should be entered in the list of documents on the back o(the fly-leaf as soon as they are received (see section 33, page 12). 186. A chalan for money received in the course of any proceeding and paid into the treasury should; if not otherwise disposed of, be filed in the process file of the proceedings, and its number and date should be noted on the diary [see section 180 (/),page 46_!. 186A. (I) Except as provided in sub-paragraph 2, the Deputy Commissioner may, by general or special order, specify the classes of papers on which his personal signature may be dispensed with, and may delegate the task of signature of such papers according to the capacity of his assistants. In such delegation, the object to be aimed at is merely to relieve the Deputy Commissioner of the routine and mechanical work of signature and nothing should be done to weaken or reiax his control (IVer all departments in his district.

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Sections 187.189. 50 Chapter IX.-Proceedings. (2) Documents of the undermentioned classes which under the law or practice require to be sanctioned and executed by the Deputy Commissioner must be signed by him :-(a) Grants and leases of lands, mines and fisheries other than those which inferior officers are empowered, by law to dispose of. (b) Certificates of declaration of landholdership. (c) Order of final allotment of land for taungya cultivation. (d) Final orders for the grant of loans under the Land Improvement Loans Act. (e) Licenses to construct breweries or distilleries. (f) Records of customs, etc., of minor canals. (g) Prospecting licenses for minerals. (h) Certificates of marriages solemnized by the Deputy Commissioner as Registrar. CLASSIFICATION OF PROCEEDINGS. 187. From the commencement of every proceeding the papers should be divided into two files, namely, the proceeding file and the process file. On the proceeding file should be placed in chronologi.cal order all .the p~pers marked A and B under section 189, the diary bemg placed at the beginning. On the process file should be placed, also in chrono logical order, a U the papers marked C under section 189. A fl 1 f • f L n n , l R e venne Ill h Jd b h d h Jea 111 orm J\'li s c cuancous 10 S OU e attac e to t e process file. 188. Some of the papers filed in proceedings may be of a kind which necessitates their retention permanently or for a period of years. Other papers are of purely formal nature and need not be kept. The papers of most importance should be kept for ever ; those of minor importance should be kept for six years ; those of no importance should be kept for one year only. 189. All papers which are to be permanently kept should be marked A. All papers which are to be kept for six years should be marked B. All papers "hich are to be kept for one year only should be marked C. The kinds of papers which are to be marked B and C respectively are specified in Appendix IX, page 153. All other papers should be marked A. The clerk in charge of the record should, under the personal supervision and direction of the head of the department, stamp each paper with its appropriate letter and enter the letter in column 2 on the reverse of the fly-leaf.

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Chapter IX.-Proceedings. 51 190. There are certain classes of proceedings in which none Sections of the papers are worthy of being permanently preserved. They 190-192. are specified in Appendix X, pag.i 154, as belonging to either class B or class C. It is sufficient to stamp the class letter B or C on the fly-leaf of such proceedings and to leave the individual papers filed therein unstamped. 191. All records of proceedings should be of foolscap size and should be kept unfolded. The file cover should be cut down to the size of the contents and should not overlap them. Proceedings should be gradually built up as the case proceeds, the papers being filed in the manner indicated in section 1871 .and fastened by a cord, lace or narrow tape passed through two holes 6 inches apart on the left-hand margin and equi distant from the centre and tied in a bow so as readily to admit of the addition of fresh papers. Proceedings should never be stitched together until they are closed. They should be kept lying flat, not sta.nding upright, both before and after -deposit in the record room. AGGREGATE PROCEEDINGS. 192. Every application which is not subsidiary to or intiRevenue Department. mately connected with a proceed• <~1 Appli~ati~ns for copie~. ing already in existence should • (11) Apphcat10n~ for certificates to usually form a separate probid at fishery auctions. , (iii) Applications for net licenses. ceedmg record under a separate {iv) A1;>plications for licenses to fly-leaf, but in the cases mar ~xtract mmerals. . ll d . l . (v) Applications for saw-pit licenses. gma y note a smg e proceedmg (vi) Applications to extract forest fl J f ,. f Land Revenue Ill h Id d y ea 'Ill Orffi Miscellaneous 1 S OU pro uce. • 11 1 f (vii) Applications to burn charcoal. contam a app 1cabons o the _(viii) Applications for tattooers. same kind made during the licenses. ( h 1 1 G l D P t t year i.e., t e agncu tura )'ear enera e ar men • . . Applications for pwe licenses and m the case of revenue apphcathe like in which final orders can be tions and the calendar year in passed at once. h f l 1 . . ) t e case o genera app 1cations . ?uch records of proceedings are called "Aggregate proceed ings," and are numbered in a separate series in the Register of Proceedings a_t the _be_ginn_ing of the ordinary proceedings, the numbers bemg ~1sti!1gms;hed by the prefix er Agg" (in Burmese (T.)4t). Appl1cat1ons filed in aggreaate proceedings ~hould not be individually registered in th; Register of Proceedmgs, but they should be entered at once in the "List of papers'' at the back of the fly-leaf. The custom of keeping an aggregate proceeding for rejected applications of all sorts is prohibited,

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Chapter IX.-Proceedings. Sections as also the custom of casing such applications in correspondence 193-194. file covers. But under each head of revenue there may be one aggregate proceeding for petitions for remission of that revenue ffhich were rejected at the time of presentation. 193. When numerous applications of the same kind and of such character that their disposal must necessarily depend upon the decision of the same point are received, they may be amalgamated in one proceeding (though separately entered in the Register of Applications). The diary should show the necessary particulars for each application, and thereafter the case may continue to be treated as one proceeding so long as the same orders apply to all the applications. If or when the orders necessary for one set of applicants are different from those necessary for the rest, one or more new proceedings must be opened for the applicants who require special treatment. Copies of the orders entered in the diary of the old proceeding down to the date of severance should be copied into the diary of each new proceeding. Such proceedings should be cased in the d . fl l f (f land Revenue Ill) , h f Or Inary )'ea Orm Miscellaneous I In t e Case O revenue pro-d , d f Miscellaneous • h f 1 d' cee mgs an orm Villages a1 m t e case o genera procee mgs. lttustratz'on.-A single revenue proceeding should be opened for all applications for remission of revenue in the same kwz'n which are likely to be disposed of on the same visit by the inspecting officer. When the remission recommended in the case of any application so filed exceeds the Deputy Commissioner's power of sanction, one separate proceeding should be opened for all such applications, a reference to the new proceeding being entered on the fly leaf of the old proceeding. REGISTER OF PROCEEDINGS. 194 (i)The Register of Revenue Proceedings( . Land Revenue_ I ) • M 1scella.neous Register 2 should contain all proceedings in the Revenue Department under heads I to IX, XI and XIII of the heads in Appendix II, pages I 06 -8, except-( a) Appeals, which should be entered in the Register. of Appeals only, and (b) Revenue Recovery_ Proceedzn~s, which should be entered in the Register of Revenue Recovery Proceedings only. The register should be in eleven volumes, one for each head, and proceedings under each head should be numbered in, a separate series.

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Chapter IX:-Proceedings. 53 All stamp proceedings (head X) should be entered in the Register of Stamp Proceedings only. Proceedings under head XII, Income-tax, should be entered only in the special income-tax registers. The proceedings registers should be kept up for the year with which the main annual report on each subject deals, e.g., the registers under revenue heads I to VII and XIII should be maintained for the agricultural year beginning I st July, because the Land Revenue and Forest Administration Reports deal with the agricultural year; the proceedings registers under revenue heads IX, X and Xll should be main tained by the financial year beginning I st April because the Excise, Stamp and Income-tax Reports deal with that year. The proceedings register under revenue head XI should also follow the financial year, while the register under revenue head VI 1 I (Salt) should be maintained bv the calendar year because the Salt Report deals with that year. A separate volume and a separate series of numbers may, if desired, be kept for potta proceedings when these are 'numerous and important, and for similar reasons a separate volume and a s~parate series of numbers for each township. (ii) The Register of General Proceedings should be main-. cl ' 1 • f Miscellaneons f d" tame m two vo umes, one 111 orm vrnages 23 or procee mgs under the Village Act and one in form . Lan
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Sections 196-198. 54 Chapter IX.-rroceedings. 196. When in the course of any proceeding it is necessary to submit the papers to the Commissioner or other superior officer for orders, a copy of the final order or report recorded in the proceedings and of any report by a subordinate which it is necessary to read in order to understand the final order or report ( if the report of the subordinate is in Burmese, it should be translated) should be sent with an endorsement registered and numbered in the Register of Letters Issued, together with the proceedings, a pencil note of the despatch and date being made in the remarks column of the Register of Proceedings. The reply on receipt should be entered in the Register of Letters Received and then filed in the proceedings, the pencil note in the remarks column of the Register of Proceedings being at the same time rubbed out. No correspondence file need be opened for such communications. TREATMENT OF PENDING PROCEEDINGS. 197. Pending proceedings should be kept in the Pending papers almirah, seven compartments being set apart for them in the same manner as for pending correspondence files (see section 119, page 33). Six of these compartments should be labelled with the names of the days of the week other than Sunday, the seventh, which should be at least of double the size of any of the others, being m2rked '1 Other pendz'ng proceedings." When the date fix:ed under section , 80 (e) (page 46) for the submission of a proceeding is a day of the current week, the proceeding should be placed in the corn partment allotted to that day, after such action as is required by theorder has been carried out. If the date fixed falls in the next or some other week, the proceeding should be placed in the compartment marked " Other pendz'ng proceedz'ngs." On the afternoon of the last open day in each week the proceedings in this compartment should be examir,ed and such of them as are marked for submission during the next week should be placed in the compartment allotted to the day of the week on. which their submission is ordered. DISPOSAL OF CuMPLETED PROCtrnDINGS. 198. All proceedings completed during the week should, on the first open day of the following week, be taken by the clerk in charge to the revenue record-keeper, who should acknowledge their receipt by writing the date and his initials in red ink.

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Chap. X.-Supply of Books, Stationery & Forms. 5 5 in the Register of Proceedings opposite the entry of each Sections record which has heen delivered to him. Before despatch to 198A-199. the record-room the papers in each proceeding should be stitched strongly together with needle and twine. 198A. Under section 30 proceedings in which Subdivisional or Township Officers have sanctioned the remission or writing off of revenue should not be entered in the district office Register of Proceedings, but should b~ at once entered in the appropriate column of Account Register V. The remissions should be noted in that register and in the assessment roll; and the Deputy Commissioner should at the same time scruti nise the proceedings and test the correctness of the remis sions. Except where it is necessary to reLurn the proceedings to the Subdivisional or Township Officer for any further action, the number of the proceedings should be noted in a list on a loose slip of paper, and l hey should be sent to the record-room, the record-keeper's initials being obtained on the slip. The slip should be prepared in duplicate, one copy being retained by the record-keeper and the other being returned to the Deputy Commissioner's office after acknowledgment. When under section 31 o the Subdiv,sional or Township Officer's inventories are received, the record-keeper should acknowledge receipt thereon by referring to the copy of the slip in his pos• session. In the case of proceedings received from a headquarters subdivisional or township office a slip need not be prepared as the record-keeper's acknowledgr~ent can be obtained finally on the Proceedings Register of the office concerned. CHAPTER X. Supply of Books, Stationery and Forms. SUPPLY OF NEW BOOKS AND PUBLiCATIONS. 199. Books published by Government which ought to be in district libraries are ordinarily distributed under the orders of Government when published. But if any are omitted by accident or if a sufficient nurn ber of copies is not supplied, the Deputy Commissioner should indent for them. Before indenting on the Government Press for vernacular Acts, officers should see whether such Acts are really required, regard being had to the local extent of the enactment and the nature of its prov1s1ons. Acts, for instance, which apply only to the seaboard or to municipalities should not as a rule be supplied to

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56 Chap. X.-Supply of Books, Stationery & Forms. Sections inland or rural offices. If Acts relating to Rangoon Town only 20o-204. are required outside Rangoon at all, their distribution should ordinarily be confined to the Syriam and Insein Districts. 200. (I) Manuals containing the Acts most commonly referred to and the rules and orders issued thereunder will ordi narily be supplied to the Deputy Commissioner for distribution to subordinate offices in the district. (For supply of correction lists, see section 2 r 2, page 58.) (2) English copies of all manuals of general application will be supplied for distribution to all Subdivisional Officers, but the number sent for the use of Township Officers will as a rule be limited to the number of English-speaking Township Officers serving in the district when the distribution is macie. If an officer unacquainted with English is posted to an office in which there are English copies of manuals, the Deputy Commissioner should recall all such manuals, and cause them to be corrected and kept up lo date by the librarian at headquarters so as to be ready for issue whenever an officer acquainted with English is posted to that office or to any other office in the district where English copies will then be required. ,::._:~ 201. All official publications appearing in the Book Depot catalogue can be obtained from the Government BoO"k Depot on indents countersigned by the Commissioner, but indents for other Government publications have to be submitted by the Commissioner to the Local Government. Books of these two classes should not be included in one indent. Indents for copies of manuals should be forwarded through the office responsibl_e for their issue. 202. When submitting an indent for any book or gazette to replace a lost copy the Deputy Com missioner should give sufficient information to enable the Commission er to decide whether the copy should be supplied at the expense of the State or of the officer who lost the original copy. 203. The Indian Postal Guide and the Indian Telegraph Guide may be purchased for cash at any local post and telegraph office. . 204. (I) The Deputy Commissioner may purchase for his own use books, newspapers or other publications. He may also sanction such pure hases for the use of officers subordinate to him. The exercise of these powers is subject to the control of Commissioners. Commissioners may issue such general or special orders, as may seem necessary, forth~ guidance of their subordinates. For example, it may be found convenient to indicate the kind of books which are deemed suitabie for particular officers. Care should be taken that only books and news-

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,Chap. X.-Supply of Books, Stationery & Forms. 57 .papers actually necessary for the public service are purchased Sections at the public expense, and that no expenditure is incurred 205-209. unless it is covered by budget provision, or the necessary re appropriation has been sanctioned by competent authority. (2) Officers authori":zed to purchase books and newspapers or other publications are reqmred to make their own arrangements with agents or publishers. 205. [Cancelled.] 206. For further d,etails about purchase of books, periodicals and newspapers, see resolutions of the Government of India No. 6802-6848-63 and No. 6849-6895-63, dated the 20th July 1908, attached to Local Government's Circular No. 69 of 1908 (p;:iges 80-85 of Local Government Circulars, 1888-1908, Volume II) ; and for orders relating to the purchase of and the submission of indents for maps, n.nd to indents for Acts, whether of the Government of India or of the Local Government, and to indents for copies of Indian Law Reports, see Local Government Circular No. 35 of 1909. 207. The standard lists of books for subdivisional and township offices presci;ibed in Local. Government circular No. 34 of 1911 should be printed in large type and two copies should be kept up to date by the Chief Clerk, one for the office and one for the Deputy Commissioner to take on tour when inspecting. The Deputy Commissioner should personally -examine these lists once a quarter to see whether any alterations are required. SUPPLY OF CIRCULARS, GAZETTES AND CORRECTION LISTS. 208. The Deputy Commissioner is supplied with copies of -circulars in English and Burmese for every Township Officer who is not stationed at the headquarters of a district or sub -division. Whenever such a.township is in charge of a Myo6k who does not know English, his files -0f English circulars should be sent to the General Department of the Deputy Commissioner's office and there kept up to date, ready for issue whenever an English-speaking M yook is posted to the township. In districts where it is certain that there will always be a proportion of the Township Officers unacquainted with English, the Deputy •Commissioner may by written order prescribe the number of .circular files to be kept up to date under this section. 209. Indents for additional copies of circulars should be .addressed to the Superintendent of Government Printing,

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58 Chap. X.-Supply of Books, Stationery & Forms~ .Sections Burma, through the Commissioner. (See also section 158, . 210-212. page 4 I.) 210. In the Deputy Commissioner's office current files of the Burma Gazette should be kept in the General Department. Part V and the Extra Supplement may be destroyed at the close of the year. One set of the remaining parts should be bound and kept in the library-see section 1 28, page 36. Another set may, if the Deputy Commissioner thinks it necessary, be kept for five years unbound. The Supplement and Pan I I I of the Vernaci,lar Gazette may be destroyed at the end of the calendar year. One set of Parts 1 and I I should be bound and kept in the library. Part VI of the Gazette of Ind1a,. which is occasiona1ly supplied to Deputy Commissioriers, should be bound in annual volumes. 2II. The Burma Gazette in English is not supplied to Township Officers, but the Deputy Commissioner is supplied with a special copy of it for circulation to M yooks in outlying . townships who can read English. If therl~ are many such Myooks, two copies may be obtained for this purpose. The Commissioner will frnm I ime to time inform the Superintendent of Government Printing of the number of copies required, on the application of Deputy Commissioners. The Gasette should be stitched before it is circulated to Myooks. 212. (I) Lists showing the number of copies of each manual sent to Deputy Commissioners or District Judges for distribu lion to their subordinates are maintained in the offices of the Financial Commissioner, Commissioner of Sttllements and Land Records, Commissioner of Excise. Chief Collector of Customs, and the Secretaries to the Local Government for the manuals issued by these offices. Copies of manuals and correction slips intended for Subdivisional Police Officers will be forwarded to the Inspector•General of Police for distribu tion. To ensure that correction slips are supplied for every manual (other than private copies in the hands of Government Officers) all indents for additional copies of a manual should be sent to the Superintendent of Government Printing through the office which issues the correction slips, in order that the distri bution list may be corrected. (2) Every Deputy Commissioner or District Judge should verify that the number of copies of correction slips periodically received by him is sufficient to ensure the correction of aU copies in his office and in offices subordinate to him, whether actually in use or not. LSee section 200(2), page 56.J Copies of manuals which are not needed for distribution should be sent

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Chapter XI.-Petition-writers. 59 to the Government Book Depeit and the office which distributed sections them should be informed of the number so returned. 213-218. (3) Distribution lists of vernacular manuals are prepared in the office in which the manual concerned was compiled, and are sent to the Press, which distributes the manuals and the vernacular correction slips accordingly. SUPPLY OF STATIONERY AND FORMS. 213. The supply of statior1ery is regulated by the Stationery Manual, which applies to all India. Some supplementary orders of the Burma Government are given in Appendix IV, page I 28. 214. The rules in force relating to the supply and custody of forms and registers, the ruling and draftin<; of forms, and the preparation of manuscripts other than standard forms for the Press are given in Appendix IV, page 128. CHAPTER XI. Petition-writers. 215. No official of any office and no person employed in any office, whether as clerk, copyist, or !H~o,, or in any other capacity, may write petitions. 216. No officer shall receive or act on any petition presented to him by any person unless such petition has been written-(a) by the petitioner himself or by a clerk of the petitioner; _ (b) by an advocate or advocate's clerk; (c) by a friend who has received no hire ; or (d) by a petition-writer licensed by the District Judge under the judicial rules for the time being in force. In cases (a), (c) and (di the petitioner himself must sign the petition; in case (b) the advocate must attach bis power of attorney. 217. Sections 2 15 and 2 r6 do not apply to petitions presented to an officer on tour at places where there is no licensed petition-writer practising. 218. An officer may not refuse to accept a petition presented by a person who does not reside within his jurisdiction, merely because the petition is written by a petition-writer not

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60 Chapter XII.-Copies & Inspection of Records. Sections licensed for that jurisdiction: provided that he is satisfied that 219-225. the writer is qualified to write the petition in the district within which the person presenting it resides. 219. Every petition written by a petition-writer should be written on one side only on stout paper of foolscap size, with a blank margin of a quarter of the breadth on the left-hand side, and shall be endorsed by him with. his name and the number of his license, the date, and the amount of the fee paid. 220. No petition-writer may ask or take any fee, contingent or otherwise1 beyond the fee endorsed on the petition, and he shall give a receipt for every fee paid. 221. The Deputy Commissioner may, if he thinks fit, from time to time fix for each office the tariff of charges for writing petitions of a simple, ordinary, or routine character, and where a tariff has been framed, no petition-writer may for _such petitions ask or accept a fee in excess of the tariff. For writing other petitions, e.ach petition-writer may make his own terms with the petitioner, provided that they are mouerate and reasonable. If any petition-writer asks or accepts any fee in excess of the tariff or any irnmoderate or unreasonable fee for a petition of a class for which the tariff does not provide, the Deputy Commissioner may, on complaint by the petitioner, in his discretion order reduction or return of the fee, or may communicate the facts to the District J udgt in order that he may withdraw the license. 222. Facilities should be provided at all offices for petition writers to practise their vocation with convenience to themselves and the public. 223. The operation of all or any of these rules may be deferred or suspended by order of the Commissioner in any district or portion of a district, and by order of the Deputy Commissioner in an~ office subordinate to him, for such time as he may see fit. Any such order should be communicated to the District Judge. 224. If in any proceeding cause appears for withdrawing a petition-writer's license, the Deputy Commissioner should communicate the facts to the District Judge. CHAPTER XII. Grant of Copies and Inspection of Records. 225. The instructions in this Chapter refer only to the Revenue and General Departments. The orders for the grant

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Chapter XII.-Copies & Inspection of Records. 61 of copies in the Registration Department are found in the Sections "Registration of Deeds Manual. 226-227. 226. The only documents which may be inspected or of which copies may be granted are the records contained in registers, maps, assessment-rolls and proceedings (see section 170, page 43) prepared or held under any Act or rules in pursuance of which an officer has jurisdiction. The record includes only applications or written statements filed by the parties, oral evidence recorded, documents admitted as evidence, and the final orders passed. Inspection or copies of other papers in the proceedings may not be granted without the special sanc tion of the officer in charge of the office to which the proceed ings belong or a superior officer. Care should be taken t~at copies of grants, leases, and the like are not issued to persons other than the original grantees or lessees except for very special reasons, which should be recorded in writing. The inspection or grant of copies of documents belonging to any other class is strictly prohibited. 227. For the purposes of section 76 of the Evidence Act the public officers having the custody of public documents (see section 74, Evidence Act) forming the acts or records of the acts of tribunals and public officers, and authorized to deliver certified copies thereof, are those specified below:-Court or office. Record. Officer. I -----commissioner's office .. , i The records of the office I Superintendent. and the records of every subordinate office which for the time being may be in Deputy Commissioner's the superior office. Do. office. Sudivisional office Township office Record-room ... i Do. ' The records of the office The records of all offices kept for safe custody in the record-room. Akunwun or Chief Clerk. Head Clerk. Do. Record-keeper. ------------------------------Such officer is termed the '' Record Officer,, in the follow ing instructions. The term " Head of the Office " means the Commis sioner, the Deputy Commissioner (in respect of his own office and of the di.strict record-room), the Subdivisional Officer or the Township Officer. But a Commissioner or a Deputy Commissioner may, by written order, delegate all or any of the duties of the " Head of the Office " mentioned in the succeeding

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6:a Chapter XII.-Copies Inspection of Records. Sections paragraphs of this chapter to his Superintendent or to his 228-233. Chief Clerk or Akunwun. • APPLICATIONS POR COPIES AND INFORM I\TION. 228. All applications for information or for copies should b • f Land Revenue Ill A j' f , e 111 Orms Miscellaneous 11 and l:l , pp LCallOnS Or COp!eS should bear a stamp of one anna under Article 1 (a), Schedule II of the Court Fees Act, 1870.* Applications for information should bear a court fee stamp of four annas on account of searching fees. Each application should refer to a single record. 229. Applications for copies or for information should be presented to the Record Officer, and should be signed either by the applicant in person or by his advocate or authorized agent. In the case of applications for copies, the upper portion of the form should be filled in by the applicant. In the case of applications for information, the applicant should fill in columns 2 and 3 of the upper and lower portions of the form and should -enter the date of the application in column 1. 230. If a copy applied for cannot be granted under section 226, 2521 254 or 2551 the Record Officer, after reference, if necessary, to the Head of the Office, should endorse refusal on the application and return it to the applicant. 231. Subject to the provisions of section 232, if an applica tion is not refused, the Record Officer should cause to be entered on it as soon as possible the amount of copying fees required and other fees, if any,.payable under sections 245 to 249 If he carinot at once return it to the applicant with the estimate of fees entered on it, he should enter, on the foil and counterfoil of the prescribed form, the time when the application was received by him and the time when the applicant should apply for return of the application with the estimate of fees entered on it, and should deliver the foil to the applicant. 232. Applications received before 3 P.M. should be dealt with on the day of receipt ; other applications may be dealt with on the following day. 233. The application with the estimate of fees entered on 1t should be delivered to the applicant on his applying for it. The applicant should return it to the Record Officer within . • For exemption from this rule, see Government of India Finance Department Notification No. II8o, dated the 24th February 1905, at page 88,.Burma Stamp Manual, Edition 1909.

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Chapter XII.-Copies & Inspection of Records. 63 twenty-four hours of the time he received it back, endorsed Sections with the Bailiff's receipt for the amount of copying-fees, to-234-239. gether with the court-fee stamp, if any, stated in the application. 234. When the application is complete, the date should be entered on it by the l\ ecord Officer, who should detach the lower part and return it to the applicant after entering on it the time when the copy will be ready. 235. The upper part of the application form should be made over to the copyist with the paper on which the copy is to be made, and a memorandum stating the date on which the copy is to be ready. 236. The copyist should make the copy under the super• vision of the Record Officer and in his presence. Records once -deposited in the record-room should not be removed from the Record-keeper's personal charge for the purpose of copying. 237. ! I) The paper for copies should be supplied by Government. Each page of the original and no more should be copied on one sheet. " Page " means the contents of one side of paper in the original. Anything written on the reverse constitutes a separate page. The page number of the original record should be noted on the left hand top corner of the face, and, if necessary, on the right hand top corner of the reverse of the copy. (2) The copy should be written or typed on the front of the sheet only; provided that where the front is insufficient, as in the case of a type-written original copied in manuscript, the reverse of the sheet may be used. (J) The paragraphs of the original should be followed in the ,copy. (4) In every copy a quarter margin on the left side of the face and a quarter margin on the right side of the reverse .should be left blank. 238. All copies, whether certified or uncertified, should, before issue, be examined and compared by the Record Officer and should be marked as " examined " and initialled by him, Much corrected copies should be rejected and fresh copies made. All corrections should be initiailed by the Record -Officer. 239. Certified copies should be ce:rtified at the foot to be . . " true copy," should bear the seal of the Section 7 6 , Ev•--ffi d h Id b d d d b 'b d --dence Act. o ce, an s ou e ate an. su scn e m full with his name and his official title either by the Head of the Office or by the Record Officer. Thev should be stamped as required by articles 6 to 9 of Schedule J of the Court-fees Act.

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sections 240-244. 64 Chapter XII.-Copies & Inspection of Records. Copies furnished for private use (i'.e., not for production before a Court or public officer) do not require a court-fee stamp, but such copies should not be certified as true copies.* 240. Uncertified copies may be converted into certified copies upon the application of the person to whom they have been granted and upon his filing with the application the court fee stamps required by law. 241. The following particulars should be recorded by the copyist on the back of the copy and should be signed by the Record Officer :-( 1) Date of application ; (2). Date on which estimated cost of copying was corn municated to applicant ; (3) Date of return of the application to the Record Officer after payment of fees; (4) Date on which copy was ready for delivery; (5) Date of making over the copy to the applicant ; (6) The fees for copying ( to be inserted in words as well as in figures). 242. On receipt of the copy from the copyist, the Record Officer should affix to the first sheet the court-fees tamp or stamps, if any, provided for a certified copy. On presentation of the lower part of the application form by the applicant or his agent (whose name should be endorsed on that part over the applicant's signature), the Record Officer should deface t the stamps, if any, and should then make over the copy to the applicant or his agent, taking his receipt with the date in the place provided in the application form. He should retain both parts of the application form. 243. When copies or information have been delivered, the upper and lower parts of the application forms should be filed in the order of receipt. The Record Officer is responsible for examining from time to time the forms so filed and bringing to, the notice of the Head of the Office any irregularity or unpunc tuality in the granting of copies or in the levying of copying fees. The forms should be preserved until orders are obtained for their destruction after examination at periodical inspections by the Deputy Commissioner or other superior officer. 244. The Record Officer should keep a register of appli cations for copies in the form prescribed for the }.1dicial Depart "' Government of"India Finance and Commerce Department Notification No. 4650, dated the 10th September 1889, Clause 91 (page 82, Burma Stamp Manual,. Edition 1909). t See Direction 2 of the Court.fee Directions, page 91, Burma Stamp Manual. Edition I 909.

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Chapter XII.Copies & Inspection of Records. 65-ment. In the column of remarks it shquld be noted whether Sectinbs any copies originally granted as" uncertified" are subsequently 245-.. 349'\~ converted into " certified copies." FEES. 245. For the preparation of copies, whether certified or uncertified, the following fees shall be charged :-For copies in the Burmese character { For every I oo words l or fraction thereof. f 3 annas. For copies in any character other than { For every roo words l Burmese. or fraction thereof. f 5 annas. Where documents contain figures, five digits shall be reckoned as equal to one worci. This section does not apply to copies of tabuhted or other statements or of documents of which a substantial part is on a printed form, which are pro vided for in section 246, or to copies of maps and plans, which are provided for in section 2 49. 245A. Copyists should note on the margin of copies whenever I oo words have been completed. 246. (I) Copies of tabulated and other statements should be made on printed or other forms and .charged for at the rate of 3 annas per 100 words or 500 digits or fraction thereof actually copied, provided that the minimum charge for each statement copied shall be one rupee. (1) Copies of documents {such as grants, leases and the like), of which a subst;mtial part is on a printed form supplied by Government, shall ordinarily be made by filling up the blanks on a spare copy of the prescribed form. The fee for such copies shall be one rupee per form. Copies of this description shall be clearly marked as such by having the word " copy " written in _red ink at the top of each page of the form. 247. The fee for translation shall be six annas for each I oo words of the original.-It shall be in addition to the copying fee. 248. When an applicant specially requires a copy or trans lation to be furnished urgently in precedence of previous ordinary applicatio11s which are attended to in order of receipt, an urgency fee equal to the copying and translation fee shall be paid. 249. The fees fixed for copies of maps and plans other than those in the custody of the Department of Land Records shall not exceed the rates prescribed for the latter. 249A. All fees should be paid in cash to the' Bailiff. No other person is permitted to receive them. The applicant 5

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Sections a50-752. 66 Chapter XII.-Copies & Inspection of Records. under section 233 takes the Bai1iff's receipt to the Record Officer, who should at once cause the fees to be entered in the Register of Applications. These entries should be initialled daily by the Bailiff. 250. Fees once paid cannot be refunded if the work for which the fees were paid has been done. If only part of the work has been done, a proportionate part of the fees paid may be refunded under the orders of the Head of the Office. 251. No fees may be charged for searching for, translating or copying papers wanted by public officers for public purposes. All free copies should be entered in the register in the same way as other copies in order to check the amount and manner of the entire copying work done. PERSONS ENTITLED TO COPIES. 252. Copies of documentary exhibits filed in a proceeding should never be granted to persons who are strangers to the pro ceeding without the consent of the person to whom they belong. 253. A party to a proceeding is entitled at any stage of the proceeding to obtain copies of the record of the proceeding including exhibits which have been put in evidence. (See section 2 26.) 254. A party to a proceeding who has been ordered to file a written statement is not entitled to take a copy of a written statement filed by another party until he has first filed his own. 255. A stranger to a proceeding may, after the issue of final orders, obtain copies of the application, written statements, affidavits, and petitions filed in the proceeding, 'l.nd he may, for sufficient reason shown to the satisfaction of the Head of the Office, obtain copies of any such documents before the issue of final orders. 256. A stranger to a revenue proceeding may obtain copies of judgments, decrees, or orders. COPYISTS. 257. Every Deputy Commissioner should license for his office as many copyists, to be selected, as far as practicable, from the apprentices in the office, as may be required for the purpose of supplying all applicants. with copies ~ithout incon venient delay. No one but a licensed copyist should be employed in the preparation of copies.

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-Chapter XII.-Copies & Inspection of Records. 67 258. The number of copyists licensed should not be greater Sections than will admit, under ordinary circumstances, of each copyist 258-265, earning at least Rs. 20 a month. If the total receipts. from copying fees in any office do not come up to this amount, not more than one licensed copyist should be entertained. 259. Licensed copyists at district headquarters should ordinarily be capable of making copies of both English and vernacular papers. 260. The licensed copyists attached to the district office .are also the licensed copyists for all offices at the headquarters of the district. 261. The Deputy Commissioner should also similarly appoint licensed copyists for subdivisional and township offices other than those provided for in section 260, a single copying establishment being always employed for as many .office~ as their situation will admit. 262. When copies have to be made in a lcitnguage other than English or Burmese, the Head of the Office may, by special order recorded in the order-book, appoint a fit person to make them. 263. Copies should not ordinarily be made by paid members of the office establishment. Where no licensed copyist is available a member of the paid establishment mc;1.y, with the previous sanction of the Deputy Commissioner, make the necessary copies out of office hours, and may althe close of the month be paid the fees earned by him as provided for in section 265. Translations should be made by the copyist, by the Record Officer out of office hours, or by such other person as the Head of the Office may, by written order in the order-book, appoint for the purpose. 264. All copyists are under the orders, superintendence, a.nd control of the Record Officer, who is responsible for seeing that no irregularities are committed by the copyists and that all information and copies applied for are promptly given. When there is a single establishment for several offices, the Record Officer of the senior office should arrange for the distribution of work. 265. (a) Two-thirds of the fees levied under sections 2451 246 and 249 should be paid to the r.opyists. (b) Translation fees (section 247) should be paid in full to the translator, (c) Urgency fees (section 248) should be credited in full to Government.

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Sedl'os'ls 266-'271. 6R Chapter XIII.-Miscellaneous. In preparing the chalan the Bailiff should show separately the fees payable to the copyists and those to be credited to Government. 266. lhe amount due to copyists should be distributed monthly by the Head of the Office at his discretion among the copyists in such shares as he thinks fit. The amount may be drawn on a refund order form (T. F. No. 54) and the Head of the Office should check it with the register before signing it. If there is a surplus in one month, it may, if necessary, be carried over to make up a deficiency in the following month. INSPECTION OF RECORDS. 267. Parties may be allowed to inspect the records of pending and d~ciced proceedings on the written order of the presiding officer of the office to which th'e records appertain, or of the Deputy Commissioner. Their advocates may be allowed to inspect the records of pending proceedings in which they are engaged without special order. The " records " above referred to are defined in paragraph 226. Other papers in a proceeding (such as reports, letters, notes, etc.), cannot be inspected under this section. 268. The order authorizing inspection of a record shall be written on an application bearing a court-fee stamp of the value of one rupee, which should be punched and cancelled. 269. Inspection will be allowed on every open office day at stated times to be fixed by the presiding officer of the office and in the presence of the Record Officer. 269A. An advocate inspecting a record may make notes, but no extracts should be made by any one but a member of the office establishment or a licensed copyist from the records. If extracts are required, application must be made in manner hereinbefore specified. . . 270. The Record Officer should keep a note-book, in which should be entered the name of the advocate or other pP-rson inspecting any record and the time of inspection. CHAPTER XIII. Miscellaneous. 271. The Deputy Commissioner should inspect his record rooms and every department of his office regularly once every

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6,9 six months, and satisfy himself that fhe work of his; offic.e in all branches is being conducted in an orderly and efficient 2727-;7~_8 .. manner. It is not necess~ry to ispect tl;i,e whole of one dep.artment at one time. 272. Notes of inspections should be written on, half-margin, and, wherever they contaio any specific orders for rectifying defects or irregularities, the word '' Order " should be written in tre margin. They should never be written in the form. of answers to the questions in the Inspection Manual Qr the Manual of Inspection Questions. Inspecting officers should insist that note of the completed action taken on each remark, instruction, or order contained in their inspection notes is duly posted against its appropriat~ paragraph by the officer concerned (ler1ving the inner quartermargin blank for filing) and should verify compliance -at the next inspection. In the case of offices so situated that. inspections are infre quent, the inspecting officer may with ;:idvantaf?e requi:.:e the submission of his notes, so amwtated, by Lhe officer concerned in order to ascertain whether proper action has been taken. He shnuld then return them. Copies of inspection notes, typewritten where possible, shculd be sent as soon as practicable after. the inspection to the heads c,f the offices inspected, and when these officers are not acquainted with English should be accompanied with a translation in Burmese. When the inspection has been made by -the Commissioner or other superior officer, the translation of his note should be made in the district office. Inspection notes on all offices by superior officers and on -departments of his own office hy a Deputy Commissioner are -filed in the office inspected in main file covers and destroyed at intervals under the orders of inspecting officers. The office copies of inspection notes on subordimte offices ;ire filed in the office of the inspecting officer in correspondence files and are destroyed under the orders in section 12 I, page 34. The whole file is classed as C see Appendix Vl, page 151). 272A. The orders of Government concerning the maintenance of the Deputy Com111issioner's confidential registers and memoranda, and a digest of the instructions issu~d for the maintenance of confidential registers of Extra Assistant Commissioners, M yooks, and Superintendents of Land Records, as far as they concern Deputy Commissioners in their aspect as revenue officers, are contained in Appendix XIV, page 1 71. 272B. The orders of Government concerning the s.ub miss10n of annual con6dential reports on officers in th~

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Sectioas 173418. Chapter XIII.-Miscellaneous. Commission, the Provincial and Subordinate Civil and Judicial Services and the Land Records and Settlement Departments, are given in Appendix XV, page 174. 273. A digest of the orders in force relating to the record of livestock and articles of value obtained for the use of the public service, and for furnishing periodical accounts of the same is given in Appendix XI, page 155. 274. When it is found necessary to employ an interpreter in any case he should be paid such fees, not exceeding Rs. 21 or in the case of Chinese interpreters Rs. 4 per dz'em, as the Deputy Commissioner may fix. \,\'hen an interpreter is required because one of the applicants or respondents is unacquainted with English or Burmese the fee should be paid in advance by the party at whose instance the interpreter is required and should be treated as costs in the case:. If the interpreter is. required by the Deputy Commissioner, the fee should be paid by Government. Provided that-(a) No interpreter may be paid any fee for any language for which a salaried interpreter is employed by Government at the place where an interpreter's suvices are required, (b) No fee may be paid to any interpreter for interpreting from English into Burmese and vz'ce versa, unl1:ss employed at the request of one of the parties. 275. A summary of the rules in force relating to Government advertisements is given in Appendix XII, page 1 58. 276. The Government system of transliterating Burmese and Shan words is published in separate pamphlets and should be strictly fo1lowed in all official documents. In all letters and reports submitted to superior authorities Burmese names. should be written in Burmese as well as in Roman characters. 277. The use of vernacular terms should be avoided as far as possible in English documents. It is sometimes necessary to employ vernacular words for which there exists no English equivalent and the precise meaning of which can be conveyed in English, if at all, only by a long periphrasis ; but whenever it is possible to use an English word which expresses with suffi cient accuracy for the immediate purpose the meaning to be conveyed this should be done. Whenever it is necessary to, use a vernacular term, an explanation of the meaning or the nearest English equivalent should be given in some part of the document. 278. When it is necessary to give a date according to the Burmese calendar, the exact and full equivalent according to the English calendar should also be given,

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Chapter XIII.-Miscellaneous. 279, A table of Burmese equivalents of official designations ~.ec.tion1 is given in Appendix XIII, page 162. 279-281A. 280. A slip of red paper affixed to a document means that it should be attended to at once, all other business being put aside for the morn ent. Other coloured slips should be used with the following meaniqgs :-Yellow = Today. Blue = Drafts for approval. Green = Pending papers on files (to far.ilitate issue of reminders) and receipts. See also sections 1 19 and 197, pages 33 and 54, and paragraph 54 of Appen dix IV, page 144. 281. Erasures in registers and documents of all kinds are absolutely forbidden. If any correction be necessary the pen should be neatly drawn through the incorrect words or figures, and the correct ones should be interlined. Usually such cor rections should be made with red ink. Corrections of figures in accounts and registers, and any corrections of important documents should be attested by the initials of the officer in charge of the department or of the officer who signs the docu ment. 281A. The B;;.iliff is the only person in the district office ether than the Treasury Officer and Treasurer, the Sub-Registrar and the Registration Clerk who is authorized to, receive and pay out money; and all money which is not paid into or out of the treasury direct should pass through his hands. In order that this fact may be known to all persons having monetary dealings with Government, a notice in Burmese and English painted on a board in large and legible characters should be pnsted up in a conspicuous position outside the rooms occupied by the General, Revenue and Land Records Departments in the following form :Notz'ce. " No clerk in the ................... Department is permitted to receive cash payments from the public. The public is warned that all such payments, whether made on demand or otherwise, should be made direct into the treasury or to the Bailiff as. may be directed, and that payments made to other persons will not be recognized. "Any clerk in the Revenue, General or Land Records Department receiving money from the public on. behalf of Government will be liable to removal from his appointment.''

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Chapter XlV.-=Record-room. S.ections 281B. District offices, including Government treasuries, 281B .. 28SAshould not be closed except on Sundays and gazetted holidays; on Saturdays they may close at I P.M. 281C. Once a year at the close of the financial year the Deputy Commissioner sp.ould send to Subdivisional and Town ship Officers a list corrected up to date of district works which they are supposed to look after. CHAPTER XIV. Record-room. 282. Each district office is usually furnished with three record-rooms, namely Judicial, Revenue and Land Records. The Judicial record-room is regulated by rules issued by the Chief Court or the Judicial CommissionC'r. The Land Records record-room is dealt with in Chapter VI of the Burma Land Records Manual. This chapter applies to the Revenue record~ room. 283. The Revenue record-room is the place for all completed records of the Revenue, General and Treasury Departments which have to be preserved for more than one year. 284. Where there is no special accommodation provided for the records of t_he Registration Department, the almirahs which contain these records should be placed in the ante-room of the Revenue record-room. 285. The Record-keeper is responsible that no outsider is. ever allowed inside the record-room, save under the express orders of the Deputy Commissioner or under an inspection order granted to an advocate. No office clerk or office servant is permitted to enter the record-room except with the permission and under the eye of the Record-keeper. Gazetted officers may enter the record-room when it is open, but no one, except the Akunwun or Chief Clerk, can require the Revenue record-room to be opened at unusual hours without the express. sanction of the Deputy Commissioner. The Record-keeper will be liable to punishment or to dismissal when an unauthor ized person is found inside his record-room, and he will be responsible that persons duly authorized to enter do not tamper with or remove records otherwise than is laid down in sections 331-2. ~a5A. In order to guard against fire during the night, the record-room is placed in charge of a durwan who should keep

PAGE 81

Chapter XIV.-Record-roqin. 73 ~.wake all night and make periodical rounds at intervals of an hour reporting to the sentry guarding the treasury. He is riot intended for general attendance on fhe Record-keeper or the dusting of records. STRUCTURAL ARRANGEMENT. 286. The record-room should have an ante-room for the Record-keeper to work in. The ante-room is a part of the record-room for the purpose of section 285. No person except the Deputy Commissioner, the Akunwun, the Chief Clerk, Treasury Officer, Joi11t-Registrar, the Record-keeper and Gazetted Revenue Officers and Myooks should 9rdinarily be admitted to any part of the record-room except the ante-r:oom. None of the record-racks should be in the ante-room. 287. Standard record-rooms are of three sizes or classes. The Public Works Department have issued type plans for these. Each contains a certain number of iron racks, each 20 feet in height and consisting of 1 2 shelves, each of which is 30 feet long in the first-class record-room and 18 feet long m the others. Each shelf is divided into sections, 6 feet in length, by the iron upright supports of the rack. Each shelf in a first class reco1d-roorn, if divided by painted lines into compartments a, foot wice, contains in a double rack 60 compartments or 30 a side, and in a single rack, .e., a rack with only one sic!e avail able, 30 compartments. In the racks of the smallar recordrooms the corresponding numbers are 36 and 18. Thus in a double nrst-class rack there are in all 720 compartments or 360 a side, whilt in the other classes of racks these totals are 432 and 216 The inconvenience from the point of view of easy reference of numbering compartments in one series throughout--even in the smallest record-room-is obvious and the following system should accordingly be adopted. The racks should be lettered A, B, C, etc., commencing from the left-hand side of a person entering the record-room. (In the usual type of record-room the ends of the racks face the <;loor.) Each shelf, as ,des"cribed above, should be numbered in Romc1n numerals from l to XII commencing at the bottom and .divided by lines painted on the horizontal bar into compartments wi1ich should be a foot wide in the case of shelves II to XI and 6 inches wide in the lowest shelf of all ( l). The compartments in each double shelf (except the lowest) should then be numbered in Arabic numerals, Crom I to 60 or to 36 .according as the record-room is a first class one or otherwise, the odd numbers being reserved for the compartments on the

PAGE 82

74 Chapter XIV.-Record-room. Sections left-hand side of the shelf and'the even numbers for thoselonthe 288-290. right. Thus, the refer~ce to a compartment will be for VI 1 example, B 27 . In single racks the compartment numbers may run from I to 30 or 18 as the case may be. The diagrams ~n pages 92-3_ and pages 94-5 show this system applied respectively to the nght-hand and to the left-hand side of a double rack. The shelf and compartment numbers should invariably be painted on the ironwork as therein shown. The names of townships and heads should also be painted on the horizontal or vertical bars '.l.ccording to the arrangement adopted. Different coloured paints may be used to secure greater clearness. 288. The Revenue record-room and its ante-room should be separated from adjoining record-rooms and their ante-rooms by a secure partition which should extend from the ceiling to the floor. If this partition is made of iron bars, its hould be covered with fine wire mesh so as to preclude the possibility of any records or papers being removed through the partition. Partitions between two record-rooms situated in l he same building should invariably run up the centre of a double rack. If placed at the side, one half of the rack is rendered useless. 289. Record-rooms are ordinarily roofed with corrugated iron and should have a wooden ceiling below to render them habitable in the hot weather. 289A. ( 1) To avoid damage to records from white ants, the racks should stand in bowls of earth oil or the floor of the record-room should be washed occasionally with a solution consisting of one ounce of perchloride of mercury to 20 fluid ounces of rectified spirits of wine. The solution may also be used for painting papers which have suffered from the attacks of insects. Coal-tarring the floors is considered unsuitable. (2) The concentrated solution mentioned above is highly poisonous and must be handled with caution. Ordinarily only the quantity required for use should be obtained, it should be contained in non-metallic receptacles labelled " poison " and should not be used except in the . presence of the Recordkeeper. If it is necessary to store the solution, it must be kept under lock and key and the quantity received and its expenditure should be entei:ed in a store-book. 290. The lowest shelf in every rack should be divided ver tically by thin strips of iron, set not more than 3 inches apartt into comparL11ents 6 inches in width, and these six-inch compartments should be numbered 11 1 A, 31 3A, on the left-hand side and 21 2A, 41 4A, on the right-hand side of the rack, so

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Chapter XIV.-Record-room. 75 that the two compartments bearing the num hers I and I A, etc., Sections may correspond with the compartment bearing the number I, 291-294,. etc., on the shelf above. Vertical p::utitions should not be made in any other shelves. 291. In record-rooms where the racks are different from the standard type the instructions contained in the foregoing sections should be followed so far as circumstances permit. 292. In districts which are not under supplementary survey 'the custody of such maps as are not kept in the library remains with the Revenue Record-keeper. If maps are numerous, special compartments should be prepared for the reception of the map tubes, after the fashion prescribed for the Land Records record-room. ALLOTMENT OF SPACE, 293. Separate racks should be allotted to the recurds of the Revenue, General and Treasury Departments. It will probably be found convenient to allot to the Genna! [; epartment the single or double rack on the extreme right of the recordroom and to the Treasury Department the single or double rack at the extreme left or vice versa. Records belonging to different departments should not be mixed up on the s3.me rack. 294. In allotting compartments in a double rack care must be taken to see that all the space provided for one head is on one side of the rack or, in other words, that all compartments bear either odd numbers or.even numbers. Comp;irtments allotted to the same head should.be either side by side on the same shelf or one above the other in the same vertical column of compartments or arranged in a combination of both c;ystems. 7 5 3 V 7 5 3 IV 7 5 3 I II 7 s 3 I II

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Sections 29,i-.29.6,. Chapter XIV.-Record-room. For example, if four compartments have to be allotted to one head in the diagram ginin above the following selections (of which the first three should ordinarily be preferred) are admissible:-( 1) Compartments 1, 3, 5 and 7 in any of the four shelves. , (2) Compartments I and 3 or 3 and Sor 5 and 7 on any shelf and compartments bearing the same numbers on the shelf imrn~diately above or immediately below.' (3) Four compartments bearing the same number in the four shelves. ( ) C t t 1 and 3 • h ] f d 4 ompar men s 9 an,i s m any s e an compartments 6and\";}/anc1s in the shelf immediately above or below. (5) Three compartments bearing tbe same numbers on three consecutive shelves and one compartment bearing the next higher or next lower 0<1d or even number as the case may be on one of the same three shelves. RECEIPT AND DISPOSAL OF REGISTERS. 295. Registers which are not destroyed in the office should be sent bv the Revenue, General and Treasury Departments to the recordroom a.fter the lapse of the period prescribed by column 5 of Appendix II I, p_ages 109-1,7, for their retention in the office. The Record-ket'per !>hould enter their receipt in his R • t { R t • F Land Revenue I d h ld l egzs er o egzs ers m orm R.R. Rcgr. 4 , an s ou pace each regi~ter in the compartment of shelf No. I allotted to registers bearing the same number in the List of Registers (Appendix 11 I ). A separate volume of the Register of Registers should be kept up for each department and one page or more should be allotted to t>ac h register belonging to classes A and B in the list given in Appendix Ill. The titles of the various registers should be entered in the same order as they are shown in the list, and the same order should be followed in al1otting the compartments in the lowest shelves of the recordroom. Where the same kind of register, e.g., the Register of Revenue Applications, is kept up in more than one offire in the -district, one or more serarate pages in the Register of Registers, and compartments in the shelf, should be allotted to each office, so that all the copies of that register received from the same office may be together. 296. Registers should be _kept standing upright, wher~ their height admits of this, and should be labelled on the back

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Chapter XIV .-Record-room. 77 with their title, the office to which they belong, and the years Section• during which they were in use. 297-301v 297. Old registers in forms which have been revised or which servtd the same purpose although bearing a different name as registers now entered in Appendix I I I should be entered under the title most appropriate to their charact.er and use. Registers which are no longer kept up in any form may ordinar,ily be destroyed, e.g., the Register of persons exempted from payment of capitation-tax. 298. The Register of Registers should be in a bound volume which will go on for an indefinite number of years and should have at its beginning a table of ccntents showing (a) the number of each register (other than registers which are not sent to the record-room) in Appendix II I, ( b) its title, ( c) the office from which received and (d) the page of the Register of Registers on which entries regarding it are made. RECEIPT AND DISPOSAL OF ASSESSMENT-ROLLS. 299. In districts uncler supplementary survey land revenue and town lands assessment-rolls from the area under survey and maps are sent to the Land Records record-room. The Revenue Record-keeper in such districts should therefore deal only with capitation-tax, or thathameda, punitive police-tax and income-tax assessment-rolls, and land revenue and town lands assessment-rolls from the portions of the district which are noL under supplementary survey. He should enter these on receipt in loose sheets in form R~';'.1 ::;;, 1 9 (Register of Assess ment Rolls), by townships in the case of land revenw~ and capitation-tax or thathameda rolls, by towns or town~hips in the case of town lands rolls (see section 318, p_age 84), and in one series for the whole district in the case of other rolls. These sheets should be bound up with the Register of Revenue Proceedings in the record-room at the end of the year, spare sheets being added for the entrv of rolls then outstanding. 300. Column 4 of the Register of Assessment-rolls should be left bLmk when the nature of the roll is perfectly defined by the entr:ies in columns 1, 2 and 3, and by the head entered at tl1e top ol the page. In Upper Burma the entries in column -4 tor land revenue rolls should be " State land mayn," "Water rate kaukkyz'," and so forth. Any tax under the head '' Miscellaneous" should be named in column 4. 301. Land revenue except taungya (da-tax) rolls and town lands assessment-rolls belong to class A; taungya (da-tax), capitation-tax, thathameda, income-tax, house-tax (Burma

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78 Chapter XIV.-Record-room. Sections Act II of ; 880 ), and punitive police tax rolls are classed as B 302-306. and are destroyed after they ha:ve completed their sixth year, the year of assessment being excluded. RECEIPT AND DISPOSAL OF COI<.RESPONDENCE FlLES. 302. Correspondence files sent to the Revenue record-room in accor?ance wit? section 120, pa~e 34, are accompanied by the Register of Correspondence Files. The record-keeper is not therefore required to prepare any register, but he should note the destruction of files belonging to class B in the Register of Correspondence Files by writing in red ink the word ''Destroyed" ovei: his dated signature _against the entry of the file. The destruct10n of papers belongmg to class Bin class A files should be noted on the inside of the file cover. 303. The Registersof 1Correspondence F~les may be bound by heads, six years in one volume, after the destruction of all B class files and papers. \Vhen all the files under any one head have been destroyed, the pages of the Register of Correspondence Files relating to 6Jes under that hedd should be destroyed, a note " All files destroyed" being made in the table of contents at the beginning of the volume against the entry of the head. 304. Correspondence files belonging to the Treasury Department should be arranged in bundles by years, all the files for any one year being tied up in one or more bundles, according as their bulk requires one compartment or more. 305. Correspondence files in the General and Revenue Departments should be divided by heads, there being for each year one, or if the files are very numerous, two bundles of files for'each of the heads enumerated in Appendix II, pages 106-08. One or more compartments should be allotted to each head, according to the bulk of the papers, and all the bundles of one head for the whole series of years should be placed together in chronological order. 306. The bundle of files for each year should have a label bearing the number of the year attached to it and projecting over the end. As many bundles should be put in one compartment as it will conveniently contain. It is not necessary to allot one compartment to the bundle or, where the files are numerous, bundles of each year. No list of the contents of each bundle other than the Register of Correspondence Files is required, but the files in each bundle should be arranged in the serial order in which they are entered in the Register of Correspondence Files, e.g., No. 1, if not destroyed, should be

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Chapter XIV .-Record-room. 79 at the top and the file bearing the highest number at the Sections bottom. 307-310. 307. A section of a rack consisting of six compartments bearing consecutive numbers either odd or even, but not both, on shelves II to XII both inclusive, should suffice in most Revenue record-rooms to contain all the correspondence of the .district in any one department for many years to come. The allotment of compartments to the various heads in the General .and Revenue Departments should follow the order of these heads as given in Appendix II, page ro6-o8. In making the allotment, allowance should be made for the fact that in the case of heads, the file:; under which are all classed B, the greatest number of years for which space is required is six. RECEIPT AND DISPOSAL OF PROCEEDINGS. A.-Receipt of Proceedings. 308. The following instructions apply only to the proceedings of the General and Revenue Departments ; there are no proceedings in the Treasury Department. 309. (I) The instructions for sending to the Revenue recordroom completed proceedings from offices at the headquarters of the district are contained in section I 98 of this manual and in section 60 of the Subdivisional and Township Office Manual. The clerk in charge of the proceedings should bring them on the first open day in each week to the Revenue Record-keeper, who should enter his dated initials against the entry of each proceeding in the Register of Proceedings. (2) When a proceeding receiw~d in the reeord-room bears the number of more offices than one, the Record-keeper's dated initials must be entered against the appropriate entry in the register of each such office situated a~ headquarters, as well as in the inventory of each such office away from headquarters. If the registers required are not brought to the record-room at the same time, a note of the proceeding must b d I h • f Lat:d Rev. I d b d • e ma e on a oose s eet m orm R. R. Regr.s, as escn e rn section 3 1 1, in order that the register of the office concerned may be initialled subsequently. 310. The instructions for sending proceedings to the recordroom from offices not at the headquarters of the district are contained in section 61, Subdivisional and Township Office Manual, which is reproduced here for convenience of reference. 6 1. (I) All the corn pleted proceedings of subdivisional and township offices not at the headquarters of a district should

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Section 910. So Chapter XIV .--'-Record-room. be sent to the Revenue Record-keeper at the headquarters of the district immediately after the close of March, June, Sep tember and December in each year. (2) They should be accompanied by an inventory in dupli. f L nd Re'" I f 11 h d" d , h cate m orm R~R:-fteg;:11 o a t e procee mgs opene dunng t e quarter to which the inventnry relates. A s,~parate inventory should be made for each class of proceedings registered in one series. (3) A brid note should be made in the last colum11 against the number of each proceeding which does not accompany the inventory. Example(a If a proceeding is not yet completed, write "Pe1zd z"ng" in pencil against the proceeding; . ( b) If a proceeding is completed so far as the office sub mitting the 1nventory is concerned but has been sent to d.nother office, the name of that office together with the date of despatch as shown in the despatch register should be noted in pencil. . (4) If a proceeding already bears a number of the sub divi~ional or dis1 rict office, that number should be entered in the appropriate column. This is important in order to enable the Record-keeper to trace the proceedings in the inventories of other offices (5) As the Village Proceedings Register (form ~~:~~';.:~~~') has no separate columns for the numbers of the different offices, these shall be entered as follows-No,{ The top number should be that of the Deputy Commissioner's oflice, the middle that of the subdivisional office, al'1d the bottom that of the township office. (6) A separate inventory should be made for each class of proceedings re~istered in one series, e.g., reveriue proceedings should be entered in one inventory, and revenue recovery (land revenue) proceedings in another; and the inver:tory should be placed in a main file cover. (7) l nvtn tories should be written up regularly from the Register of Proceedings so that they may be ready for despatch at the close of each quarter. Both coeies of the inventory should be checked and signed by the Subdivisional or Township Offictr. (8) The Revenue Record-keeper should check the proceedings received with the inventory a_nd, in the last column of both copies, should acknowledge receipt by entering his initials and the date against the entry of each proceeding received.

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Chapter XIV .-Record -room. 81 (9) The Record-keeper ~hould then return one copy of the inventory to the Subdivi:Sional or Township Officer .. (10) When proceeding-shave been sent to another office and have not been returned before the inventory is sent to the record-room, the entry '' T. O.", "S. D. 0." or "D. C." appears in pencil against them. When such proceedings are finally received in the record-room, the Record-keeper will enter his initials at once in red ink in the copy of the inventory kept by him and in the inventory of the office concerned when that i,wentory is next returned. When completed proceedings are being sent to the record room at the end of a quarter all inventories for preceding quarters with entries against which the Record-keeper's red ink initials have not been shown must accompany them. Such inventories will be returned again and again until the Recordkeeper has received all the proceedings and has initialled for them. (11) When the receipt of all proceedings in an inventory has been acknowledged by the Record-ke~per, the Subdiv1sional Officer or the Township Officer will retain that inventory in his office. ( 12) Inventories retained under clause ( 11) may be des troyed from time to time by inspecting officers after all the proceedings entered therein have reached the record-room and have been duly accounted for. An inventory so destroyed should be replaced by a note in the following terms:" Destroyed inventory of proceedings from No. to No. of 19 • 19 both inclusive. (Signed) (Dated) ,, (13) The Record-keeper will call the attention of the: Deputy Commissioner to undue delay in the completion of any proceeding. (14) If the proceedings for the previous quarter from an} office have not been received by the 15th of the month follow ing the close of that quarter, the Record-keeper will report the omission to the Deputy Commissioner. (15) Every office should enter in the appropriate columns of its inventories and proceedings registers the number already given to a proceeding in another office so as to enable the Record-keeper to trace it. ( 16) No proceeding shall be considered disposed of until the ~ecord-keeper's red ink initials have been entered in the Section 9:1;Q.

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Sections 311, 8~2. Chapter XIV.-Record-room. inventory against it and every proceeding in the inventory shall bear such initials against it before the inventory can be des troyed under (1 a). 311. When proceedings have been sent to another office and have oot been returned when the inventory is sent to the record-room, the entry "T. 0.", "S. D. 0." or" D. C." appears against them. When such proceedings are finally received in the record-room, the Record-keeper will enter his initials at once in the copy of the inventory which he has kept, and in the inventory of the office concerned when that inventory is next returned. This he can do in the following manner. Whenever he receives a proceeding which bears on its fly leaf the numbers of one or more offices away from headquarters, he should enter his dated initials against each such proceeding in the copy of the inventory of each office through which the proceeding has passed. If any inventory in which the pro ~eeding is entered has not yet been received in the record-h h 1 d t d 1 h t • f Lmd Rev. I th room, e s ou no e own on a oose s ee 111 arm R. " Rcg,. ll e number of such proceeding. For each office away from headquarters, there should be a separate sheet which may be destroyed as soon as the Record-keeper has received the inventory and has entered his dated initials against the entry of each proceeding as already prescribed. 312. The copy of each inventory retained by the Revenue Record-keeper may be destroyed so soon as all the proceedings entered therein have been received in the record-room. B.-Examz'nation and checking of Proceetjings. 313. The Record-keeper should examine t;very proceeding carefully to see that it is complete and arranged in the prescribed way. He should check the classification of the proceeding itself and see that it is rightly headed, and he should also carefully verify the classification of the papers in the pro ceeding. He should place no proceeding in the record-room until he has satisfied himself that it has been correctly distri buted into the two files (A, B) and C, and that their contents have been correctly entered in their respective fly-leaves. If he is in doubt in regard to either of these classifications, he should refer to the Akunwun or Chief Clerk for orders. When proceedings are badly classified or carelessly filed, they should be returned to the office responsible for rectification of these clef ects. [ See sections 187 -90, pages 50-1. J 314. The Record-keeper should see that the court-fee stamps in all proceedings have been properly punched. He

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Chapter XIV.-Record-room. 8.1 should report daily to the Deputy Commissioner in his report book all cases of-( i) improperly or inadequately stamped documents ; (ii) unstamped documents which ought to b e stamped; (iii) stamps not punched or otherwise defaced as required by section 30, Court-fees Act; (iv) court-fee stamps on copies of docu'ments, certi ficates, and the like not cancelled as _requJred by direction 2 of the Court-fee Directions (page 911 Stamp Manual, 1909); (v) excess in the number of court-fee stamps affixed to any document over the number laid down in the rules under section 27 (b) of the Court-fees Act (page 61, Stamp Manual, 1909). The Record-keeper should also separately punch with a triangular stamp-punch every court-fee stamp in each record before depositing the record m the racks [ see direction 3 of the Court-fee Directions (page 91, Stamp Manual, 1909)]. C.--=:-Regz'stration and arrangement of Proeeedings. 315. Prqceedings belonging to classes A and B in which no defects are found should be entered, after examination, on h . f La11d Rev. I (R • t ,-F p d • th loose s eets m orm R. R:-ifegr:-1 egis er o1 rocee zngs tn e Record-room). C class proceedings should not be entered in any register. Revenue proceedings under the first five heads in Appendix II, page 106, should be entered separately under each head by townships, those under the next eight heads (VI to XIII both inclusive) . being entered by heads in one series for the whole district. The Commissioner may, however, direct that town lands proceedings may be entered separately by towns instead of by townships, in which ca~e village lands proceedings may be entered in one series for the whole district. In the case of the General Department, village pro ceedings sho1.1ld be entered in the register by townships and -0ther General Department proceedings in one series for the whole district. 316. In the month of January in the case of the General Department and in July in the case of the Revenue Department the Record-keeper should ascertain from the inventories for the last quarter of the year in the case of offices awa} from the headquarters of the district, and from the registers of proceedings in the offices at headquarters, approximately how many A and B class proceedings under each head are still Sections 315-316.

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Chapter XIV.-Record-room. Sections outstanding. He should add a sufficient number of blank 1!>}7 3I~ h f f Land Rev. 1 th I t h' h h d' ., s eets o orm R~lf.lfeiC:-i to e s 1ee son w 1c t e procee mgs already received have been entered and should send the whole with a table of contents prefixed to the duftri to bind in two volumes, one for the Revenue Department and one for the General Department. In the Register of Revenue Dep:utment Proceedings the heads should be arranged in the order in which they are given in Appendix I I, pages 106-08, and, in the case of the secondary division of each of the first four heads, the townships should be arranged in a fixed order which should never be departed from. It should not be forgotten that the division of the first four heads is primarily by heads and not by townships. The registers of assessment-rolls should also be bound up with the Register of Revenue ho ceedings in the n~corJ-room. In the Register of General Department Proceedings, village proceedings should come first, arranged township by township, followed by other General Department proceedings. 317. All proceedings belonging to classes A and B should be registered under their appropriate heads and townships in the order in which they are received in the record-room. It is use less to attempt to enter them in the order of their oTiginal numbers, because the series \rill be broken by the numerous class C proceedings which never will be registered at all, and because many of the files have passed from the district to the township office or vt'ce versa and bear two or three different numbers on their faces. Proceedings which bear numbers of different years, e.g., No. 102 of 1901-02 in the township office, No. 60 of 1902-03 in the subdivisional office, and Land 6 of 1903-04 in the district office, should be entered in the Register of Pro ceedings for the most recent year, e.g., 1903-04. 318. The allotment of compartments to the various heads of proceedings should follow the principle laid down for pre paring the registers. As many compartmeFJts as will suffice for 20 years to come should be allotted to the proceedings . belonging (i) to each township under eac,h of the first five heads of revenue business and (ii) to each of the next eight heads. The Commissioner may, however, direct that town lands proceedings and assessment rolls may be kept by towns instead of by townships, in which case a separate compartment may be allotted to village lands proceedings for the whole district. Space will be provided under each township or under each town for the first -five heads accmding to the methud approved by the ~Commissioner. Similarly in the case mf General Department proceedings, space should be allotted (i)

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Chapter XIV.-Record-room. to each township for the deposit of village proceedings and (ii) Sections to the other General Department proceedings of the whole 319-320. district. In making the distribution regard should be had to the proportion of B class proceedings under each head and to the fact that it is necessary to provide space for the B class proceedings of six years only and for the A class proceedings which are likely to come in during the next :;.o years. In the case of some heads, e.g., stamps and income-tax, all proceed-ings are classed B and a sufficient provision for all time can be made at once. 319. Th~re should be one or more bundles according to bulk for the proceedings of each year under each head, or in the case uf heads which are divided by townships, of each town;;hip. As many bundles should be put in one compartment as it will conveniently contain. J t is net necessary to allot one compartment to the bundle or bundles of each year. The proceedings in each bundle should be arranged in tl;ie same order as they are entered in the Register of Proceedings in the Record-room, each new receipt bting entered on the top of previous receipts. No at tempt should be made to .arrange them by offices or by their serial numbers in the register of any office. If the proceedings for any one year are very numerous they may be tied up in two or more bundles, each bundle containing the proceedings entered in two or more consecutive pages of the register. Such bundles may be numbered :in Arabic numerals .by the year, the number of the bundle being entered in pencil in the Register of Proceedings in the Recordroom beside the compartment number, thus " B 'i! (bundle 3)," and also below the number of the year on the label denoting the year (which should be attached to each bundle soasto proJect over the end) thus e.cr ,.-LandI9t3 01 No , o , Buc
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Section 321. 86 Chapter ~IV.Record-room. the case of records that are not divided by townships, the pen should be drawn through the word " township" in the headinl{ of the form. D.-Permanent Fz'les. 321. A permanent file should be made by the Reeord keeper for each grant under the old waste land rules, each grazing-ground, each fishery, each ferry, each excise or opium license ( other than licenses issued at a fixed fee), and each Government bazaar, in which all the class A papers in the various revenue proceedings concerning each grant, grazing ground, etc., should be bound together in a strong cover in form Miscellaneous Inter alt'a permanent files should contain the General 129 ' following:-(i) In the case of a waste-land grant or grazingground:-A map showing the boundaries, fixed demarcation posts and 1~atural features where possible; (ii) In the case of a fishery:(a) A map showing the limits of the fishery; (b) A statement showing the conditions subjecl to which the fishery lease is sold and the periods during which any fixed obstructions allowed may be"'used; (iii) In the case of a ferry:-(a) A map showing the limits of the ferry and the fixed landing-places; (b) A statement showing the conditions of sale and of working, the number and class of boats to be employed and the rates sanctioned. (iv) In the case of a Government bazaar.-A site plan of the bazaar and a list of sanctioned rates. The number of the permanent file shoul(i agree with the number by which the grant, grazing-ground, fishery, ferry or Government bazaar is shown in the Registers of Grants, Grazing-grounds or Fisheries or List of Ferries or Bazaars,.,. Class A papers should be filed in the permanent file immedi ately on receipt of the proceedings in the record-room. The fly-leaf of the proceedings (form Lan~~~~/' ) should not be filed in the permanent file, but should be destroyed in due course with the papers remaining on the file. When a permanent file becomes too bulky a second volume should be opened. Each file should contain a table of contents.

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Chapter XIV.-Record-room. E.--Mz'scellaneous. 322. The file of C papers in each A and B record should be kept, prior to destruction, in the same compartment with the parent file of A and B papers, to which it should be attached. But records consisting wholly of class C papers should be kept, pending their destruction, on separate racks. RECEIPT AND DISPOSAL OF VALUABLE DOCUMENTS. 322A. All documents of the following descriptions-{i) important contracts or agreements of a pecuniary nature to which Government is a party, (ii) Government title-deeds and valuable securities, should be kept under double lock and key in a wired rack or iron safe and entered in a special register in form rv~~s:~ :.~:: by the record-keeper or such other officer as the Deputy Commissioner may appoint. Certified copies of all such e.' documents should be sent to the Government Advocate for deposit in his office. One key of the rack or safe should be kept by the Record-keeper and one by the Akunwzm. Explanatz'on.-The documents referred to in this section are such as relate to transactions of uncommon occurrence and outside of the routine business of the district. REPORTS TO BE MADE BY RECORD-KEEPER. 323. The Record-keeper should keep a report-book for recording in half margin all reports which he is required to make under the provisions of this chapter and for entry of the remarks of inspecting officers. If such remarks are separately recorded, they may, if they contain any orders, be copied into the report-book. A separate book for such remarks is not required. All reports should be submitted to the Akunwun, who will obtain the orders of the Deputy Commissioner when necessary. 324. Besides the daily report prescribed under section 3 14 the Record-keeper should report on the 15th of every month the progress which he has made in examining, registering and arranging the proceedings received duri~1g the preceding month. 325. In addition to the monthly report prescribed by sec tion 324, the Record-keeper should report on or before the 15th day of January, April, July and October whether he has received the records of the preceding quarter from offices Sections 322-325.

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88 Chapter XIV.-Record-room. Setions away from headquarters or not. This report should run 326-328. somewhat as follows:" I beg to report that l have received the General and Revenue Department proceedings and inventories for the quarter ended ....... . .... ..... .. from all subordinate offices at outstations with the following exceptions , ...................... , ............ .............................. , , .. , . Reminders to the offices concerned are submitted for signature." The subsequent receipt of the proceedings from each office should be noted over his dated initials against the original report as well as against any subsequent report on the subject which he may happen to make. 326. The Record-keeper should bring to the Akz.nwun' s notice any irregularity in the receipt of proceedings from offices at headquarttrs. DESTRUCTION OF RECORDS. 327. In the month of January, April and July of each year the Record-keeper should collect together all registers, correspondence files, proceedings and papers belonging to classes B and C of the General, Treasury and Revecue Department respectively, which are ripe for destruction ( see sections 62, 71, 120, 121, 150, 189, soi). He should draw a red ink line through the entries in the record-room registers of all B class registers, assessment-rolls, correspondence files and proceedings, which he takts out for dtstruction. When he has completed this task, he should report l he fact to the Deputy Commissioner and ask for formal sanction to their destruction. The D~puty Commissioner's order, which should be recorded on the blank half margin of the report-book, should specify the officer of rank not below that cf Myook (usually the Akunwun) by whom the records should be examined prior to dtstruction and in whose presence they should be destroytd. The Record keeper should not make any list of records which are ripe for destruction. 328. The officer appointed under section 327, after examination of such proportion of the records as he thinks fit, should see them all destroyed in his presence and should enter his dated initials against each red ink line in the registers. When all the proceedings or assessmer,t-rolls under any head have been destroyed it is sufficient to certify their destruction at the end of the entries for the year under that head in the record-room register. He should also write in the report-book over his -dated signature under the Deputy Commissioner's order sanctioning destruction the words "destroyed in my presrnce."

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Chapter XIV. Record-room. 89 329. Records the destruction of which has been sane Sections tioned may be destroyed329%. (i) by being defaced or torn across and sold as waste paper-(a) to the jail if there is a manufactory of paper in the district jail, or ( b) to the public ; (ii) by fire, as the Deputy Commissioner may direct. 330. All papers in a proceeding or correspondence file which have become entirely illegible or useless from age or other cause may, with the sanction of the Deputy Commissioner, be destrc,yed, a note of the fact being made on the flyleaf. REMOVAL OF RECORDS FROM THE RECORD-ROOM. 331. No record which has been finally deposited in the record-room and acknowledged by the record-keeper should be ;removed from the record-room except on the requisition of a gazetted officer or Myook or of the Chief Clerk or without being entered in the Register of Records Removed from the Record room, which should be maintained in one volume for all three departments in form t;'.'. ::;:. . When any record is required for reference, the gazetted officer or Myook of the department in which it is required should give a note in form Land Rev. IJI 'f • h d h R d I If IiiTsc:Io spec1 ymg t e recor to t e ecor
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Sections 333.336. 90 Chapter XIV.-Record-room. REGISTERS TO BE MAINTAINED BY RECORD-KEEPER. 333. A list of the registers to be maintained by the Revenue Record-keeper is given in Appendix III, Part Ill, page 123. No Registers of Postal or Local Despatch or of Letters Received and Issued are required. All records received in or issued from the record-room and all corre• spondence in connection with such records should be sent to or by the department concerned. They should never be addressed to or issued by the Revenue Record-keeper. MISCELLANEOUS. 334. A document produced as an exhibit by a private person and filed with the record should be returned to the person who produced it upon his application after the case has been finally disposed of. A copy of the document certified and duly stamped (Court-fees Act, 1870, Schedule I, article:8) should be made at the cost of the applicant and filed in lieu of the original. When any document is returned, the person receiving it should give a receipt therefor; the receipt should be attached to the papers of the proceedings file and the fact of the return of the document should be noted in the diary, over the signature of the Revenue Officer, or, if the file has reacheJ the record-room, of the Akunwun. SUPERVISION. 335. Subject to the control of the Deputy Commissioner the Akunwun (and Chief Clerk as regards the records of the General and Treasury Departments) is the officer directly responsible that the Revenue Record-keeper performs his. dutie~J>,unctually and prop.er~y in accordance with the~~ rules and that the record-room 1s m order. He should v1s1t the record-room at least once a week, examine the registers and racks, select and inspect a few records at random, and instruct the Record-keeper on any points of doubt or difficulty. He should record the fact of his visit and any important order which he issues in the Record-keeper's report-book. 336. The Deputy Commissioner should visit and examine the record-room at least once every six months and should on each occasion see that the foregoing rules have been complied with. He should record a note of the results of his exam ination and send a copy to the Commissioner. Any officer receiving charge of an office of which the records are in disorder, or so badly arranged as to prevent the ready production

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Chapter XIV.-Record-room. 91 of the papers when called for, and failing to make a timely Sections report of their state, will be held responsible for the expense 337.339. incurred in their arrangement. SPECIMEN DIAGRAMS. 337. The two diagrams attached show alternative ways of allr,tting one side of a double rack to records of the Revenue Department. It is not intended by this that only half a rack should be allotted to the Revenue Department in all recordrooms. In practice it may be found necessary to devote a whole rack to the proceedings and assessment-rolls under the first five heads and to place the remaining proceedings and correspondence files on another rack. Where one double rack contains sufficient space for the reception cf all existing and future records for 20 years to come, it is a good plan to place (i) revenue proceedings and assessment-rolls under the nine heads VI to XI l I in one of the end sections at one side of the rack ("section'' means the column of six compartments between two iron uprights), (ii) revenue correspondence files in the compartments opposite to them ; and (iii) proceedings-under the first five heads in the remaining compartments, all the proceedings for one township being at the same side of the rack and not partly on one side and partly on another. Care should also be taken to see that the space allotted to one head is not partly below and partly above a gangway. 338. The first diagram represents the distribution of the compartments on the right-hand side of a double rack. This system of allotment may be called the " Townshp vertz'cal system,'' because the compartments allotted to proceedings and assessment-rolls under the fi'rst four heads run vertically for each township. 339. The second diagram repre5ents a different system of distribution (which may be called the "Townshp horizontal system," because the compartments allotted to proceedings and assessment-rolls under the first five heads run horizontally by townships) applied to the left-hand side of a double rack. The name at the top of a column of compartments applies to all compartments over~ hich no name is entered below it, e.g., Head I-Land-under assessment-rolls applies to compart ments N os. 33 and 35 in all shelves from I II to XII. The distribution of correspondence files is the same as in the first diagram.

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Chapter XIV.-Record-room. !.-Diagram representing allotment of space on rz'ght Proceedings and assessment•rolls under first fiv• heads. -r-----------------A----------------.... XII Xl X IX Vlll VII VI TowNHIP X. ToWNSBIP Y, r-__ -.,._ __ """" ,...~-----.. II I. -Capitation-tax. __ 11 __ .I __ 4 ~' -6 __ I 8 l_~ __ I __ !~lI 1.-Copitation -tax ---'rh-alha.,.trlo ,--------------___ _,_ __ s I 4 I s I 8 I 10 1 12 IV.Fish• crill!s. II .-Grazing-grounds, IV.-Fisherie1. IV.-Fish ,------------------->--XII Xl _a __ ~l_4_.l _6_1_!_J _1~_J ___ 1~ _ JV.-Fi•herle,. J.-Lan---, ______________ .,._ __ . 2 I 4 . I___B_I -8 L_ 10_ I 12 1,-L,.nd Revenue r' .. ' _____________ .,_ _____ _ VI 1owKsHIP z. ,---A-~ Proceedings. ,_ _____ .,,___...,. H IB IS A!llcsamcnt-rolls. ---------18 ~i~; ll,-Gra,.ing-ground1. cric!I. -------------~--'---~-J-~ ing•, JV.-Fi1herie1. --, ,----"-----.. H I 15 I 18 Procecdingfl. ---------------a I • I 6 I 8 I 10 l 12 ---I----'-----'----''----'-----'--------H I 16 l Ill !.-Land Revenue Aeacssmenl rolls. V c-s I 4 -I B I 8 I 10. I.,._ 12 __ l_v_ j-a -, -1-s -I-Is"' -------1----'----"----V.-Town Landa ,---------. A--I Procce

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Chapter XIV.-Record-room. hand (even numbers) side of a doublerack (sectz'on 338). Proceed-ings and assessment rolls under heads Ill-XIII. Correspondence. ,----------A----------. ,------.A-------. VI.-! oruh. ,----A-----. I u I u XII VII.-Minc1 and Vll.-1\lmcs aningM inerals. grounds. ,------A---, --,---.A.---. ,--A---, ,---A-~ I X M I I I h IX.-E1ci1c ancl 01>lum. Capi tationtaz. IILna1hame4a, 9,1 86 IV.-Fleh• cries. r--------.A. -----. ,-----A---.... ---;-I -I -!It --IX--2C I 28 I 80 I 92 I 11 I 96 IX.-E1cise ancl Opium. r----.A.-----. X.-Stamps. IV.-Fisheric1. r---.A.--..., ,-----__ .,,.,.__ _____ ""' 110 I 89 I 2, VU! 11, 1 2a I ila ja2 -j 8 J ilS XI.-Di1Lrict (C..clB) Fund Rcve11ue. X.-Stamps. V.-Town Lands. ,-----A----. --,----"--. ,-----A------. iO I 29 I l!t v11 to I as I so I aa I 81 I 86 XII.-!~ -ta1. VJ.--Forcsts. VJJ.-Minc:s and Minerals, ,-,_ --,o~__,.-,==2-9---..,,-1,--->--_111-I-V-I---v.-:--,-:a-.1~~1--:-,-86-. Xll.-lncame-ta:i ;.11e1sment rolls. V XIIJ.-MiscclIX.-E1cioc and laueous. Opium. r-->-'""" r-A--.._ 28 I fB I BJ J a~ VIII.-Salt. r-.A--..., IX.-E1clsc X St Xl,-Dis-Xlll.-Misccl laneous. &nd Opinm. .amps. trict (CCH) ,..-------"" ___ Jr:r-:.::==::;:==.:--~,==~::::::;:-.~==::::::==""'~F;u~n~d!_R~eT w I " I iv I I w 1n I I u C Cle.ss Proceeding,. PunitiTc police-tax XI 1 -l:icome-tax. XI. -District (Ccso) asscHment-rolls. Fund Rey. r-10 ~~--1-11-,..~-s-j_2_8""' 1_a_o_j--sJ-. l_-..::..::s_1-:___._ __ l::==a;-x1v.-'Rcc Ciaos Prncccd Ing•. XIIJ.-Miscollancous. venue in r------A ---1===:;::::==::--~r-:::.:==.;:-::=::'=:=,==--~~G~e~n~c~ra~l. ,olinlll4 ll tojfe!ao!a1js!l80 X IX Vitt VII VI V v Ill II TERS. I I l -. .[ I I RE~TER~. I . I I -;-~ -=:~r~:~1 I . 18 f8AFI 28A 80 I su~ / aa / sM}! S!A / ss js~~, I

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94 Chapter XIV.-Record-room. l !.-Dz"agram representi"ng allotment of space on left All!IUIINT•ROLLI, PnocnD r-------A--------.r--------,.-I 111.-111.c~pitation• V.-JI.-Capi 1,-Land. tu (lhalham,da). Town I .-Land, Grazing tu or Lands. gronnds. tha -,--A--, ,---.A~ ,--A-"'""' ,--.A. --'"""' ,--A-""" ,--XJI as I 98 I 31 I 29 I 111 I 16 -,a--1 -a-1 -,-1-, --TOWN SHIP A. XI &Ii I aa I 31 I 99 I 87 I 9li XI -119 I 111 I ll TOWN jSHJP A, --X 111 I 13 I 29, I 97 I ~Ii X 23 I 21 I 11 TOWN SHIP B. ==•x= _1&_~l _aa_~l _a1_l~_29_1_11_1~l_2_11 rx _H_j~j--1, TOWN SHIP C, VIII 85 I 88 I 81 I illl I 27 I Iii VIII U I 111 I 19 TOWN SHIP D. VII Pli I sa I 91 29 I 111 I VII 28 91 19 TOWN SHIP E, VI 85 I 39 I 81 I !19 I 117 I !Iii VI TOWN SHIP B. aa I 8l 11a I 11 I 1• TO,WN SHIP F, IV 35 I ea I a1 f" 119 '-~-I~~ __ ,v_1_2s_l-j _111__,l_1_•_ TOWN SHIP G. _m_ ~l aa j -31 I 21 I ___ 97 I ~~--_1_1_1_2s_,_l _21~j~1_e_ Xll-Jacometar. PnaltlnPollcetu C Clau. Pro •• ceeding,. C Cl3H. Procecu r-A---. r-.A-"" ,--......._-. __ ,----A-l] 85 I aa I a1 I u I 111 I 116 u 2a I 1 _19_ J REGISTERS. J \ \J I i I I RE:Gis -.----=\;::-;-/-;;J-;-J~1-;T;;1211:::-; . ;;1-;:~-;1~r;-

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Chapter XIV.-Record-room. 95 .hand (odd numbers) sz'de of a double rack (sectz'on 339). INDI. CoRR&9POND.NCE. . ...., r .>. tatlon IV.-v.WnoL• D11na1cT. Fish• Town ,lhamda. crlc11. Lands, 'VI.-F arests. 1.-Land, ---. ,-...>-., ,-.......-... ,. .,_ .... r _.__ 17 I 15 I 13 XII ]] I 9 I 7 I 6 I a I 1 XII -----Vll.-Mine• and ).-Land. Minerals. ,... __ ..,._ __ .... ,-------'----------. 17 I 1G I --ia XI ll I 9 I 7 I 5 I 8 I 1 XI ---Vlll.-Salt. 11.-Grazing• 1.-Land. ground•. ,---A---.. ,---.>.----, ,--.J...---, 17 I 15 -----I 13 --X 11 I 9 I 7 I 5 I a I l X --IV,-IX.-Excise anti JII Capitation-tax. Fish• Opium, 'lh•lham,da. cries • r .,._ .... r-.... ,-.......-... 17 I 15 I 13 IX 11 I 9 I 7 I 5 I a I 1 IX ---IX.-Excise and IV.-Flsherieo, Opium. --r--"-.... .., 17 I ]5 I 13 VIII lJ I 9 I 7 I 5 I a I 1 VIII -----' X.-Stampo. v.-Town Landt. r-~ .... ,... -17 I 15 I 19 VII 11 I 9 I 7 I 5 I a I 1 VIJ --' XL-District VI.-Forcoto. Vll.-Minct and (Ceso) Fund HeT. Minerals. ,---'---...., ,...-__.___-..., r--.A.---. 17 I 15 I 13 ---I VI 11 9 I 7 I 6 I a I 1 VJ XI.-District IX.-Excise and VII.-Salt. (Cess) Fund ReT. Opium. r--A---, r---"---..., ,----"----, . -1-7 -1-15-1 ta . V 11 I 9 I 7 I 5 I 3 I l V JX.xr=---Xll.-lncomc-Excise X.-Stamps, District ' tax. and (Cess) ' ,--__.,It,.-~ Opium. ,...-__.__..,. Fund Rev. ' ---17 ' 15 I 13 IV 11 I 9 I 7 I 5 I a I 1 IV I ---XII.---Xlll.Income• Miscel• XII.-Income• XI.-District ta. Jancous. tu. (Cess) Fund ReY. ,_..._.. ,_..._.. ,----A-.... ,...--..A.. ___ , 17 I 15 1 18 Ill II I 9 I 7 I 5 I 9 I l Ill ' XIV., XIII-XIJI.-Mioccllaneous. RcYenue Ing,. Mlscellaneou1. iD Gen• ..... ,... __.__ .... r """ erat. I 15 I 13 --I I I I I II 17 JI 11 9 7 6 a 1 TERS.I I -J-l_l_l__:_iGIS~~--'--~1 .. , 1-;;--;:--;;!-,-1-;;::: ll l 8A I 917A I 71 &A l • 3A 9 / A 1 I

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APPENDICES.

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APPENDIX I. Rules for the conduct and disposal of official corre:;pondence. (Sectz'on S4, page 26.) !.-GENERAL. (i) General Correspondence. (a) Questions regarding judicial establishments or the grant of magisterial or judicial powers which a.re to be submitted to the Lieut• enant-Governoi; will be referred through the Judicial Commissioner in Upper Burma and through the Chief Court in Lower Burma. If the orders of Government are required on matters with which the Financial Commissioner deals,* the reference will be made through him, and the channel of correspondence with him is further regulated by his circulars.t Other questions will be referred for the Lieutenant• Governor's orders through the Head of the Department concerned, by whom the orders received will be communicated to local officers through Commissioners, except in ( 1) purely departmental and (2) unimportant matters, when they may be sent direct. (b) All important correspondence between the Head of a Department and a I)eputy Commissioner will pass through the Commissioner. If the Head of a Department considers that a question submitted to him direct by a Deputy Commissioner is important, he will send the ,papers to the Commissioner for remarks. (c) All importan{ ,<;orrespondence between the Head of a Depart ment and his subordinates will, subject to the _detailed rulas below, pa~s through the Deputy Commissioner; provided that, if the Deputy Commissioner is absent from the station and the matter is urgent, a departmental officer may write to his departmental superior direct, noting on his letter that he writes in the absence of the Deputy Com missioner. In such a case the papers will be laid before the Deputy Commissioner immediately on his return to headquarters. N oTE.~Matters of routine, periodical returns, etc., may continue .t.:i pass direct between the Head of a D~partment and Deputy Commissioners. It is desired however, as far as possible, to secure to Commissioners an..: ta Deputy Commi! sioners, as heads of the administration to their respective charges in all branches, an opportunity of expressing their views on all matters which are not of a purely departmental or routine character. (d) In case of a difference of opinion between the Head of a Depart• ment and a Deputy Commissioner, the latter may request a reference to the Commissioner. (ii) Annual Reports. The district annual reporls in all departments will be submitted to the Head of the Department, or to the Secretariat through the Deputy * Local Government'! Circular No. 91 of 1907. t Financial Commissioner's Circular No. 16 of 1908.

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100 Appendix: I-contd. Rules for the conduct and disposal of official correspondence-contd. Commissioner and Commissioner, who will record any remarks they consider necessary and send on the reports without. undue delay. (iii) Petz'tions. Deputy Commissioners ea n withhold petilions of appeal to the Local Government against the order of a Commissioner or Head of a Department upholding, on appeal, the dismissal, removal, reduction or other punishment of a Government servant whose salary was not more than Rs. 50 a month, as they will not be entertained. Petitions from members of the Provincial and Subordinate Civil Services claiming special promotion over the heads of their seniors may also be withheld, as they are disapproved of by Government. ll.-FOREST DEPARTMENT. The rules affecting the Forest Department are contained in t.he Local Government's Resolution No. rM.-56, dated the 4th November 1910, and are briefly as foliows :' The Divisional Forest Officer is the assistant of the Deputy Com missioner for forest matters. Correspondence on matters of purely professional detail and accounts and on matters not.affecting the people or other departments will ordinarily pass direct between the Conservator and the Divisional Forest Officer ; otherwise it should pass through the Deputy Com missioner whose district is concerned and, if the question involves general principles or is otherwise important, through the Commissioner also. Demi-official correspondence may pass direct between the Conservator and the Divisional Forest Officers, but the latter will acquaint the Deputy Commissioner with any communications so sent which relate to subjects on which official correspondence should pass through him. If the Forest Officer is subordinate to more than one Commis sioner or Deputy Commissioner, the control of each of the latter extends only to matters affecting his local jurisdiction. The annual Forest Report will be sent by the Divi~ional Forest Officer to the Deputy Commissioner to whom he is subordinate, by him to the Com missioner, and by the Commissioner to the Conservator. If the Dhisional Fonst Officer is subordinate to more than one Deputy Commissioner, he will submit a copy to each or arrange to pass the report on withcut delay from one Deputy Commissioner to the other. Technical questions of forest management will be referred to the Conservator without the intervention of the Deputy Commissioner or Commissioner, and questions of detail will not be referred to the Commissioner except in the case of differences of opinion between the Deputy Commissioner and the Conservator. Ill.-PRISONS DEPARTMENT. (a) Superintendents of districtjails will consult Deputy Commi5•

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Appendix I-contd. Rules for the conduct and disposal of official correspondence-contd. IOI -sioners before corresponding. with the ln8pector-General of Prisons on any subject except-(i) matters of routine ; n(ii) matters connected with the medical treatment of sick prisoners. Correspondence on the unexcepted subjects between Supermtendents and the Inspector-General of Prisons will pass through Deputy Commissioners, and Deputy Commissioners will send important letters through Commissioners. (b) Superintendents of Central Jails, other than the Rangoon, Insein and Mandalay Jails, will consult Deputy Commissioners before -corresponding with the Inspector-General of Prisons on-(i) jud icia! questions; or (ii) important fin;mcial questions (as, e.g., the provision of food supplies) ; or (iii) questions of accommodation for prisoners. All letters on these subjects and on a1,y other important question will pass through Deputy Commissioners, and specially important letters will be sent by Deputy Commissioners through Commissioners. (c) The Superintendents of the Rangoon, Insein and Mandalay Central Jails will correspond direct with the Inspector-General of Prisons; (d) Correspondence between Deputy Commissioners and Superintendents of Jails will be conducted by memoranda recorded on the ,original jail files, IV.-POLICE DEPARTMENT. (a) Correspondence relating to the maintenance of law and order, the suppression and detection of crime, and the conduct and quali fications of police officers of and above the rank of sub-inspector, affecting the criminal administration of the district, will pass through the District 1Vlagistrate, and in important cases through the Commis sioner also. Any communication submitted by the District Superintendent of Police and passing ,through the Commissioner will be fonvarded by the latter to the Deputy Inspector-General of the Range for transmis sion to the Inspector-General of Police. All other correspondence will pass between the Deputy InspectorGeneral, the Inspector-General of Police, and the District Superinten -dent of Police direct. So far as is possible, directions issued by the District Magistrate to the District Superintendent of Police will be recorded in a reference book. Official correspondence between these officers is prohibited. The District Magistrate may direct further enquiry or call for further information with respect to any co1nmunication forwarded by the District Superintendent of Police before sending it on. He will endorse all correspondence which passes through his hands and may .add thereto his opinion or any suggestions which he desires to offer,

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102 Appendix I-contd. Rules for the conduct and disposal of official correspondence-contd. or any directions which he may wish to issue to the District Superintendent of Police in connection therewith. The District Magistrate may authorize the District Superintendent of Police to forvvard any such communications direct to the Deputy Inspector-General . and Inspector-General of Police during the absence of the District Magistrate. The District Superintendent of Police will endorse the communications1 thus" Forwarded direct in the absence of the District Magistrate, as requested." (b) It is the duty of the District Superintendent of Police: to obey the directions of the District Magistrate; but, if dissatisfied1 he may refer the question through the District Magistrate to the Commissioner, who may either dispose of it himself or, if ncces3ary, refer it through ne Deputy Inspector-General of the Range to the InspectorGeneral of Police with his own opinion. (c) These rules apply 1nutatis mutandi's to the District Magistrate and Battalion Commandant or Assistant Commandant of Military Police in Upper Burma. In lower Burma the Military Police are departmentally under the control..of Adjutants; but it is impossible for them to exercise so close a supervision as if their charges were only one district; the District Superintenc!ent of Police is expected to take intenst in the discipline and comfort of the Military Police in his district and freely communicate his opinion to the Adjutant. In all matters except those of mere routine, Adjutants will correspond through the District Magistrate of the district concerned. V.-SETTLEMENT AND LAND RECORDS DEPARTMENTS. (a) Settlement Officers in charge of regular or summary settlements will write direct to the Commissioner of Settlements and Land Records and not thrcugh the Commissioner of the Division. Diaries, however, will continue to be submitted through the Divisional Commissior.er: (b) Deputy Commissioners in charge of settlements or sections of settlements will correspond with the Commissioner of Settlements and Land Records on subjects connected with these 5ettlements through the Divisional Commissioner. (c) In the Land Records Department references to the Commis sioner of Settlements and Land Records are ordinarily made through the Commissioner. Diaries and progress reports and periodical returns pass through the Commissioner under flying seal. Certain returns, however, go direct from the Deputy Commiss;oner to the Commis~ sioner of Settlements and Land Records according to special orders. VI.-MEDICAL AND SANITARY DEPARTMENTS, Correspondence on professional matters, or matters of ordinary routine, will pass between the Inspector-General of Civil Hospitals or the. Sanitary Commissioner (who is also Superintendent-General of

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Appendix I-contd. 103 Rules for the conduct and disposal of official correspondenne-contd. Vaccination) and the Civil Surgeon direct; all other correspondence will pass through the Deputy Commissioner and, if important, through the Commissioner also. Correspondence between the Deputy Commissioner and Civil Surgeon will be conducted by memoranda recorded on the original files and not by official letter. Correspondence on all sanitary and medical matters which concern Municipal and Town Committees will pass between the Inspector• General of Ci vii Hospitals or the Sanitary Commissioner and the Com missioners of Divisions concerned (and not between the InspectorGeneral of Civil Hospitals or the Sanitary Commissioner and Presi tl_ents of Municipal and Town Committees). VII.-EDUCATION DEPARTMENT. (a) Correspondence bet,veen the Diredor of Public Instruction or an Inspector of Schools and the Deputy Commissioner will, if any principle of importance is involved, pass through the Commissioner. All correspondence between the Director of Public Instruction and local bodies (Municipal and Town Committees) will pass through the Deputy Commissioner, unless the Deputy Commissioner is President of the local body. Correspondence between the Director of Public Instruction or Inspectors of Schcbls and the Deputy Inspectors of Schools will generally pass through the Deputy Commissioner concerned; but on matters. of office routine the correspondence will go direct. Correspondence between the Director of Public Instruction an& Inspectors of Schools on other than routine matters will go through the Commissioner, and the Commissioner may, if he thinks fit, forward any letter through the Deputy Commissioner. (b) The annual report of each Deputy Inspector will be submitted by him to the Deputy Commissioner of the district. If he is subordinate to more than one Deputy Commissioner, he will first submit it to the Deputy Commissioner at whose headquarters he resides, and he will request that Deputy Commissioner to pass it on to the other Deputy Commissioners concerned. If all the Deputy Commissioners concerned are subordinate to the same Commissioner, the last Deputy Commissioner through whose hands the report passes will submit itto the Commissioner, and he will send it on to the Inspector of Schools. If all the Deputy Commissioners concerned are not subordinate to the same Commissioner, the last Deputy Commissioner through whose hands the report passes will send it to the Inspector of Schools, and the Inspector will arrange to consult the Commissioners concerned on any matter of importance which orcurs in the report before submitting his report to the Director of Public Instruction. VIII.-PUBLIC \VORKS DEPARTMENT. (a) Communications between the Executive Engineer and Superintending Engineer when they relate to proposals for alterations in the r~ad programme, will pass thrcugh the Deputy Commissioner under

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10 4 Appendix I-contd. Rules for the conduct and disposal of official correspondence-contd. flying seal, and the Deputy Commissioaer will be at liberty to record thereon his own remarks and suggestions, to which due regard will always be paid by the Public Works Officers concerned. (b) The Executive Engineer will furnish the Deputy Commissio~er with any information he may call for regarding works in the district. Formal letters on such matters should be avoided. The communications should be either informal or conducted by office memoranda. If the Executive Engineer takes exception to the Deputy Commissioner's views on any matter, he may refer it to the Superintending Engineer for orders. (c) All correspondence, especially regarding the initiation of ne,v works, between the Executive Engineer and local bodies and local heads of Departments, except the Departments of Post Office and Telegraphs, will pass through the Deputy Commissioner, (d) If the Superintending Engineer initiates any proposals regarding the execution of new works, or any matters of local administrative importance he will obtain the views of the Commissioner and Head of Department concerned before referring the questions to the Chief Engineer or issuing orders to the Executive Engineer. (e) Inspection reports of Superintending Engineers will be submitted to the Chief Engineer direct. Superintending Engineers will at the same time send direct to Commissioners and Heads of Depart~ ments extracts from their inspection reports ,vhich are likely to be of interest generally as regards major original works, and also as regards other matters when necessary. When sending their inspection reports .>o the Chief Engineer, ~uperintending Engineers will note thereon what ,:xtracts have been sent to Commissioners and heads of Departments. (f) All plans and estimates for major and important minor works, not being works appertaining to the Military, Postal and Telegraph Departments, will be sulJmitted to the Superintending Engineer by the Executive Engineer through the Deputy Commis sioner, Commissioner and the head of the Department concerned under covering docket in Public Works Department Form No. B-33. The Deputy Commissioner, Commissioner and the head of the Department will record on this form or on separate sheets of paper, not on the plan, approval or disapproval or any comments they may wish to make. If approval is signified the Deputy Commissioner, Commissioner and head of the department will sign the block plan of a buildiag and the index plan of a rpad or other object, but they need not sign the sub sidiary plans or the estimates. Plans and estimates for works apper taining to the Military, Postal and Telegraph Departments will not be submitted through the Deputy Commissioner and Commissioner, but' through the head of the department concerned ; and mutatz"s mutandis the procedure prescribed above will be observed. l}t. -FINANCIAL. A. The following classes ol case;; only shall ordinarily m all

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Appendix 1-concld. Rules for the conduct and disposal of official correspondence-concld. 105 departments be submitted to the Local Government through thf' Accountant-Genera\ :(r} Proposition statements for increase or decrease of establishment; (2) Re-appropriation statements for transfer of funds from one budget head to another; (3) Applications for leave c,f absence ; (4) Applications for pension or gratuity; (5) Applications for the grant of loans; (6) Reports relating to the loss o.f Government money, stamp or opium. When the Government money lost consists of, or includes, revenue under the control of the Financial Commissioner, the application should be submitted through the Financial Commissioner as well as through the Accountant-General. B. The orders contained in paragraph 6 of section A do not apply to any defalcations or misappropriations committed by village headmen or petty losses due to accidents or thefts in headmen's houses or while money is in transit to the treasury, provided that in such cases the amount has been made good by the headmen or his sureties, and in the case of defalcations, or misappropriations, that no defect in system is indicated by the result of the enquiry held on the occurrence. No report at all is required in sur:h cases. C. The Local Government has directed that no provision for additional expenditure for which sanction is required shall be entered in budget estimates unless application for the additional expenditure, or for permission to include the necessary provision in the budget has been applied for not later than six weeks before the date fixed for the 5ubmission of the budget. The Accountant-General will be instructed to excise from all budgets provision for increased expenditure in all cases in which this rule has not been complied with. Relaxation of this rule will ordinarily be permitted only in cases in which it is shown that the need for the expenditure is urgent and could not be foreseen. The application for sanction to the expenditure or for permission to enter provision in the budget is not submitted directly by the Deputy Commissioner to the Local Government and he should remember that proposals submitted six weeks before he submits the district budget will probably be longer with the Commissioner than the budget itself before transmission to higher authority, thus rendering it necessary for provision to be struck out. Further there may be several authorities between the Commissioner and Local Government as the Excise Commissioner and Financial Commissioner in the case of Excise establishment proposals.

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106 APPENDIX II. List of Correspondence Heads. (Sectz'on 75, pare 24.) I File \ Symbols. Heads. (lasses.* IA 2A xE IF 2F 1 -----------General Department. Accounts (budgets, reappropriations, contingencies, advances, allowances, and defalcations). Administration, general (office procedure, diaries, inspection notes of G. D.) Agriculture (meteorology) ... Art and archieology Arms and explosives (petroleum, electricity) Census Ecclesiastical (Christian Marriage Act, Births, Deaths and Marriages Registration Act, Christian cemeteries). Education Establishment of all departments except Land Records Factories (steam-boilers and prime-movers) Ferries' Jails I 1L , Legislation (opinions on bills and draft rules) 2L Library 1 ... ! IM 2M 6M 0 IP 2P Marine Markets (cattle-markets, slaughter-houses, cattle-pounds, cara vanserais). Medical (sanitation, vaccination, and hospitals) ... Military (volunteers) Miscellaneous (circuit-houses, dak bungalows, newspapers, printing-presses, fires, naturalization, elephants, preservation, wild birds, wild animals, and powers-of-attorney). Municipal (Municipal Act and Regulation, Towns Act and Regulation, and Hackney Cac.riage Act). Officers (appointments, nominations, service books, powers, examinations, titles, rewards, memorials, leave, transfers, security, pensions, misconduct, dismissals, and all personal questions). Police Political (durbars) * For the meaning of A and B see section 121. B. B. B. A. B. A. B. B. A. B. B. A. A. B. B. B. B. B. B. B. A. A. A.

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File \ Symbols.' ! Appendix II-contd. List of Correspondence Heads-contd. Heads. 107 Classes.• ----------------,---3P Poet-office 4P P. W. buildings ~p P. W. communications OP P. W. Irrigation and Navigation R Railways (tramways) IS Scarcity and famine (emigration, immigration) 2S Stock (stores, stationery, forms) 1T Telegraphs 2T Territorial divisions (changes in boundaries) B. B. B. A. A. A. B. B. A. 3T Trade (industries, shows, companies, imports, exports, B. customs). 1V Veterinary (glanders and farcy) B. Village Act 3V I Vital Statistics I --i-------I I Revenue Department. (Heads I-XI /I, both included, are also proceedings heads). Land (including land revenue whether in towns or not, irriga• tion rntes, rights over lands not in tcwns or villages and acquisition of land for public purposes). Grazing-grcunds ... . .. [ Loiver Bunna-Capitation-tax (including land rate in lie .. u. } II I thereof). Opper Bur111a-Thathameda IV V VI VII VIII IX X Fisheries ... i Town and Village Lands (in eluding ren1s of and rights over land in towns and villages). Forests ... Mines and Minerals Salt Excise and Opium Stamps * For the meaning of A and B see section 121. B. B. A. A. B. A. A. A A. ~; A .. B.

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I08 File Symbols Appendix 11-concld. List of Correspondence Heads-concld. Heads. !Classes,• I -......-, more I i ! XI XII XIII XIV AP. AR. DM. ES. FS. IN. MP. MM, PR. RC. RS. SP. SS. District (Cess) Fund Revenue (except cess, which is conveniently dealt with under I-Land). Income-tax ... ... .. . I Miscellaneous (including misconduct of Revenue officials, I punitive police assessments, agricultural advances, etc.) Revenue-in-General (corresponde11ce which deals with more than one of the other heads and cannot therefore be correctly classified under any one oi them, e.g., commission payable to thugyis on all revenue; monthly statements of demnnd, collec tion, etc., budgets of,receipts, inspection-notes and the like). ! Land Records Department. i Appointments and other personal questi~ns (Superintendents, /; Inspectors, Tlrngyis, Surveyors, etc.). Annual Reports (Season and Crop, Land Records Adminis: tration, Agricultural Statistics, cm1dition of Great Trigono• metrical Stations, removal and dismissal of Survey Certificate holders, list of Burmans and Karens seeking employment as surveyors, etc.). Demarcation (including protection of permanent survey and boundary marks), Establishment (Land Records budget, pay, allowances, appointme11ts, leave, etc.). Furniture [instruments, forms, stationery (including stockbooks, etc.)]. Inspect ons of Supplementary Survey Maps (including books and publications, traverse data, etc.) Miscellaneous (Township books. office procedure, record room, training of officers in Survey and Land Records work). Progress-reports including Diaries of Land Records, Revision and Special Surveys, etc. j' Rainfall and crops (including agriculture, experimental cultivation, weekly crop reports, crop forecasts, crop mea-1 surement statistics, prices of food-grains, experimental gardens, economic products, entomology, etc.) Revision surveys (including establishments, etc.) Special surveys (cadastral, traverse, potta, fishery, etc., including establishments) Supplementary survey and assessment B. B. B. B. B. A. B. B. B. B. B. B. B. B. SE. Survey Schools and examinations ... I A. A. A. B • ---------------_____________ [ ___ _ Treasury and Registration Departments. j No heads; Files all numbered in one series ... [ * For the meaning of A and H see section 121.

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Serial No. I I lll 3 4 5 6 7 8 9 Title oi Register. 2 APPEND IX III. List of Registers. s~ction 55, page 20. PART 1.-ALL DEPARTMENTS. Reference. Guard-book No. 3 4 Method of disposal. ' 5 --------. -------.-!.-Registers prescribed for all departments. (One set for each.) Order book ... . .. D. O. M., sec. 14 ... A blank book . .. To be kept in office . .. Correspondence files ... D. 0. M., sec. 78 ... Misc. Genl. 134 . .. To be sent to the record room with files. D. 0. M., sec. 25 Letters received ... ... Misc. Genl. I35 ... ( To be sent to the Letters issued ... D. 0. M., sec. 36 ... Misc. Genl. 136 ... ) Record-room (a). Cancelled. Despatch (Local) ... .. D. 0. M., sec. 42 ... Misc. Genl. 13 . .. t Despatch (Postal) ... ... D. 0. M., sec. 42 ... Misc. Genl. 13 ... I Stock-book of forms ... D. 0. M. App. IV, Misc. Genl. 103 . .. para. 37. To be destroyed in f (U. B.) Judicial-Mis. 6 \ office (a). Applications:for copies ... D. 0. M., sec. 244 (L.B.) Ci~il.9 \ Cnmmal 9 ) * A.-To be kept permanently. B.-To be kept for six years from',the beginning of the first year after tliie:date of last entry, (o) At the 1:>eginning of thelseconq ye;ir after the date of.Jast entry. ) JA. } B. I Class.• -------6 -.... 0

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Serial No. Title of Register. List of Register!. PART ll.-GENERAL ' DEPARTMENT. Reference. Guard-book No. .Method of disposal. -------------------'! ---1----------1----------1 I 2 3 I 4 5 I tII-General Department. 1 See under 1.-All Departments, JO II na page 109. Account Re(Jisters. Acquittance-roll •.. Travelling allowance bills Service books C. A. C., Art. 63 C. S. R., Art. 816 i\"lisc. Genl. 2 } To be sent to the T. F, N os. 95 and 95A Record-room (c;,). T. F. No. 33 •.. To be kept in office . . . Contingent Register (Bailiff)... C. A. c.; Art . So T. F. No. 37 Contingent Register (tour) B.T., M.,Art. 99, note 2 T. F.:l'-To. 37 Can11lled } To be s ent to the Record-room (a). Class.• 25 years. B. 6 These may be given up to officers who resign or are discharged without fault. In the case of officers re• moved, they are des troyed after three years. In the case of officers who apply for pension , they are sub mitted as part of the pension papers. 25 years. 25 years. 0

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P,yoeeedings Registers, 15 Appticatidns D. O. M., sec. 181 L. Rev. 1.-Misc. Reg. 1 To be sent to the Re-A. cord-room (a). 16 17 18 19 :20 21 22 Village proceerlings ... }• D. O. M .. sees. 182 Other General Department 'pro, • ' and 194 (ii). 'ceedings; Misc.-Vill. 29 ... 1 L.!Rev. I.-Misc. Reg.2) To be sent to the Record-room after every proceeding has been closed. A. Village and Towns Administ'Yation Registers, Headmen {Village V) Punishments (Village I) Revisions (Village IV) Fines (VillageII} Persons ordered to remove (Village III). Ward headmen in towns Block elders in towns Arms and Factories Acts Registers. Licensed firearms ... Exempted firearms, Article 13 Paragraph 1918 of the Misc.Viii. 27 I Ex~_cutive Orders uncle~ Burma Village Act. lParagraph 191A ofthe Misc. Viii. 8 Executive Orders Misc. Viii. 12 under Burma Vil, Misc. Viii. 10 lage Act. Misc. Viii. II Misc. Viii. 27 Misc. V ill. 27 J. D. Cir. 11 of 1890.. Misc. Arms 16 ]. D. Notn. 164, 20th Misc. Arms 19 Nov. 1909. To be kept permanently A. in the office. 1 To be sent to the / 5 Record-room (a) B. l To be kept permanentl A 5 ly in the office. 5 ... } To be sent to the Record-room (a). } B. ta} At the oegmmg of thesecon'd year after the date of last entry. • A.-To be kept permanently. I B.-To be kept f(!r six years from the 1st January following the date of last entry. tTo be kept up by the calendar year. .. ...

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Serial No. I Title 0 Register. 2 tn.-General Departmentconcluded. Arms and Factory Acts Reg,sters. List of Registers. PART 11.-GENERAL DEPARTMENT. Reference. Guard•book No. Method of disposal. 3 4 5 Factories (Form A) ... Factories Rule~ ... Misc.-Facts. 1 ... Misc.-Facts. 2 } 10 be sent to the J 8 B 28 Inspections of Factories (Form Factories Rule 8 30 31 32 33 ~4 B). Births, Deaths and Marrillges Regist,rs. Marriage notice ... ... I. C. M. Act, Sec. 40 ... Marriages ... ... I. C. M. Act, sec. 54 .. . Marriages (Native Christian) ... I. C. M. Act. sec. 59 .. . Copies of entries of marriage by I. C. M. Act, sec. 34 . . . licensed ministers. Births, Schedule, C l { Dea~hs, Schedle D :: r B. D. M. Rule 6 .. . Record-room (a). 1 Rev.-B. D. M. 20 ... To be sent to tire Record 1 B~ room (a) . J To be sent to the Rev.-B. D. M. 18 ... ~~gistrar-General of Rev.-B. D. M. 2rA.... Births, Deaths and Marriages when filled, Rev.-B. D. M. 19 "' 1 I AA To be sent to the Rev.-B. D. M. 3 ...... Record-room (a). Rev.-B. D. M. 4 J A ... t,J --.--Class. * 6 > 8 "O "O (D ::s p. .... H I (":, .....

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00 39 40 43 44 45 Copies of entries in districts, Certificates and copies Schedule F. othe~ B. D. M. Rule 9 issued, B. D. M. Rule 13 .,; A file book .,\ Rev.-B. D. M. S ... / To be sent to the Fees, Schedule L ... tParsi marriages ... Stock-books. Stock-book of stationery B. D. M. Rule 20 Act XV, 1865, sec. 6 .•. D. 0. :YI., App. IV, para. 28. Rev.-B. D. M. 8 Rev.-B. D. M. 23 :: .. l,J' Record-room .. I Controller of Sta To be sent to the Stock-book of valuable stores... D. 0. M., App. XI ... Register supplied by I J M 1sc.-Genl. II .. . • tionery~ Calcutta. I Record-room (a), Miscellaneous Registers. Major Works District (Cess) Fund Works sanctioned. Security bonds Roads and bridges in charge of Civil Officers. Buildings in charge of Civil Officers. Librarian's Registers. P. W. D. Cir. No. 9 of P. W. D. Form No. 19u. B-r8. F. D. Cir. No. 47 of 1904. F. D. Cir. No. 72 of Misc. D. & D. 0. 12 19oz. P. W. D. Cir. No. 380 19ro. P. W. D. Cir. No. 38 of r9ro. P. W. D. Form B-67. P. W. D. Form 67A, No. No. To be kept in the office permanently. To be sent to Record room (a). To be sent to the Rec0rd rooin (a). l To be kept perma 5 nently. A A B A Books received Library catalogue D. 0. M., sec. 126 D. 0. M ., sec. r27 Misc.-D. & D. 0. 36 } To be kept in the f A Library perma Misc.-D. & D. 0. 33 nently. A (a) On the 1st January of the second year after the date of last entry. • A.-To be kept permanently. ' B,-To be kept for six years from the 1st January following the dale of last entry. t To be kept up by thP. calendar year. t"'rhis register is kept only in the Akyab, Rangoon, Bassein, Amherst and Mandalay Districts. ; Old catalogues may be destroyed after verification that all books entered therein have been enteretl in the new catalogue or otherwise : disp1>sed of. w

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Serial No. 1-9 10 100 10.b II I:I 14 15 • Title of Register. 2 111.-Revenue Department. S-ee under 1.-All Departments, page 109. Account Registers. Daily Collections . .. Daily Collections-Supple-mentary. Uaily Collections-Daily Totals Headman's ledger ... Abstracts of Assessments, Collections, Remissions, and Out standings. Rents and license fees payable by instalments. Daily Remissions •.• List of Registers. PART III.-REVENU,E DEPARTMENT. Reference. Guard-book No. Method of disposal. 3 4 s , L.R. I-Ac. Reg. 1, r(a) L. Rev. I-Acc t . Reg. 2 L. Rev. I-Acct. Reg. 3 L. R. I-Ac. Reg. I, r(a) l L. R.-Ac. Reg. I (b) F. C.'s Cir. 15 of To be sent to the B 1910. Commission. IJ L. Rev. I -Acct. Reg. 4 L.Rev. I-Acct. Reg, S L. Rev. I-Acct. Reg. J Record-room (a) . Headman's and Taikthugyi's \ ' 6 (a) and 6 (b) . Detailed Register of recovery Town and Village Lands L. Rev. 1-L. B. Acct, To be sent to the Record of fees for house-building lots Direction 8. Reg. I. room six years after the A in new villagesitesproviued by date of last entry. Government after acquisition. (Lower Burma only.) ... Class.* 6

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17 19 19a 19b I 19c I Abstract register of ~ec_ overy of ' Town an4 ymage L. Rev. 1-L. B. Acct.'[ To be se~ttothe RecordA fees •for house-building lots Lands D1rect1on 8. . Reg ; 2. room six years after in new village sites provided \ the dateof• fast entry. by Government after acquisi 1 tion. (Lower Burma only.) , L. Rev. 1-L. Reg. S l Agriculturists and Land Im ,'Instruction 1, page .,57 provement loans. Cultivators Loans L Manual. Stocksbook of licenses for 1;tishery Direction 60 (4) fishing implements. L. Rev. IV-Fish. f I To be sent to the B Reg. 2. I Record-room (a). tRegister of licenses issued for Fishery Direction 60 (2) L. Rev. IV-Fish. 11 Reg. 2. 1 f\shing im lements. Register of licenses supplied to . Subdivisional and Township 0fficexs. "" Hlank receipts for fixed rate Thathameda capitation-tax. Thatltameda } Assessment Capitation,tax.. Rolls. Fishery Direction 60 (3)\ L. Rev. IV-Fish. . Reg. 3. : J L : Rev.-Oir. 256 .,. L. Rev. 1...a:. Mis. Reg . 6 ' To be destroyed in office J F. 'C.'s Cir. 1903. ' (a). : f L. Rev. I-U. B. Mis. 6 of Reg. 2. L. Rev, I-L. B. Mis. Reg. 1. J To be sent to the Record-room (a), B Register of . ~ssess~ent rolls L. Rev. Dir, 130 issued to section-writers. L. Rev'. 1-L. Reg. 41 To be destroyed in office A To be sent to the A Record-room (a). Prospecting Licenses 3:nd Mining and Quarrying Leases. l Mineral 5 34 Con. Dir, f Land Revenue IV l Mineral 22 1V.B.--AII registers other than permanent registers should be kept up by the agricultural year (1st July to 30th June) except when otherwise ordered, . (a) At hte beginning of the second year after the date of last en.try. . * A -To be kept permanently. I B;-To be kept for six years • from the 1st January followmg the date of last entrv. t o'nly v. here the Deputy Commissioner or Akunwu1i issues licenses, • •

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erial Title of Register. No. s ---1 :) -111,-'Revenue Department -continued. Proceedings Registers. Revenue . . 20 General Appltcat,ons ... 21 Applications for exploring and prospecting licenses and mining leases. ::112 t Receipt and return of revenue p\oceedings of other districts, 23 Land proceedings ... ... 24 Grazing ground proceedings ... 25 Capitation-tax ") and Land-I rate proceedings .. , Thathameda J 26 Fishery proceedings .. 27 Town and Village Lands proceedings. 28 Forest proceedings ... List of Registers. PART 111.-REVENUE 0EPARTMENT-•Continued. ----------.-----Reference. Guard-book No. Method of disposal. 3 4 5 D. 0. M., sec, 181 ... Rule 14,lage 4, Mine• ral on. Manual. F. C.'s Notfn. 134 of 14th July 1904. L. Rev. 1--Misc. Reg. 1 ") I To be sent to the Land R~\'~nue_I_y_ ~I Record-room (a). Mineral 19 "' ) L. Rev. 1-R. R. Reg. To be destroyed in office 5, (a), l ' , , A A A B ro. """ 182 an~ 194L.Rev. I-Misc. Regr. 2 To be sent to the A I Record-room on the 31st July after every proceeding has been I closed. Class.* 6

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29 I Mines and Mineral proceedings 11 D.O.M., sees. 182 and L. Rev. I-Misc. Reg. J 30 I (t,) Salt proceedings .•. 194. 2, 31 (c)Excise and Opium proceedings J A B A 32a 32b 33 33a 34 35 36 37 t (c) Report book on excise and Excise opium cases. Direction 2 A blank book l To be de strayed in 5 office (a). t(c)Breaches of the Excise and Opium Laws. !Burman Opium consumers Stamp vendors' licenses (c) Stamp proceedings District (Cess) Fund Revenue proceedings. Miscellaneous proceedings Revenue Recovery proceedings Appeals Excise Direction Opium Rule 20 Part IX, Stamp Manual, Rule 10. Part XV, Stamp Manual, Rule 10. D. 0. M . , Sec. r94; F.C.'s Cir. 12 of 1910. D. 0. M., sees. 182 and 194. Rev .-Exci;;e 40 Rev-Opium 6 Rev.-Stamp Reg. 3 . T o be kept in office A permanently. To be destroyed in office when completed and a new register has been opened. Rev.-Stamp Reg. l To be sent to the "') Record room on the L. Rev. I-Misc. Reg.:, 1st July after every B proceeding has been closed. J Do. L. Rev. I-Misc. Reg. J A F. C.'s Cir. 10 of 19w L. Rev. I-Misc. Reg. 31 To be de~troyed in office (a). D. 0. M., sec. 194 ... L. Re\". I-Misc. Reg. 4 .•..•. A I N.B.-All registers other than permanepl registers should be kept up by the agricultural year (1st July to 30th June) except where otherwise ordered. (a) On the 1 st July of the second y~ar after the date of last en try. (b) To be kept up by the calendar year (1st January to 31st December). (c) To be kept up by the financial year (1st April to 31st March). * A.-To be kept permanently. I B.-To be kept for six years from the 1st July after the date of last entry. t This register is only to be maintained in offices where the number of the proceedings which can be entered in it is large, l To be kept by the Superintendent of Excise or by the Special Officer appointed under Excise Dir. 2. > 'O 'O Cl) = 0. 54 ---I C') ... ..... ...

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Serial No. I 39 43 44 Title ofRegisler. 2 111.-Revenue Department -continued. lrliscalla~eous Registers. Security Bonds Register of legal practitioners ( Upper Burma only.) [Cancelled.] Leased Fisheries ... Roll of persons declared land• holders in towns and villages. List. or Registers. PART III.-KEVENUE DEPARTMENT-continued •. Reference. 3 F. D. Cir. 72 of 19or ... Guard .book No. Method of disposal. 4 5 Misc. D. & D. O. u ... To be sent to the B Record•ro.om (a). L. Rev. I. Land Rev. Dir, 327 ------U:-B. Misc. R-e-gr-.-1-.To be kept in office A permanently. Fishery Dir. 6o (1) ... L.Rev.IV.-Fish. Reg. I l L.B. T. & V. L. Act, L. Rev. 1.--L. B. Land sec. 12. Roll I. (Lower Burma only.) ( Rules 5r & SIM. I under U. B. L. and To be kept in office A Le:ises. of land for building l{ev. Reg. sites m towns. L R""u-clc-e-2_7_..c:_,u"'nd""e-r-=-L-. -=sc-.""T=-. and V. L. Act. j L. Rev. 1.-L. Hegr. 3 permanently. Hegister of expiry of leases and of revision of assessments on le~ses and grants, Land Revenue Dir. L. Rev. 1.-L. Regr. 8 J Do.t 13A. and 35 and T. & V. I.,. Dir. S6A. [ l: .1 Class.* 6 .. 00

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45 47 _ L. B. T. and V. I ( r Rules 30 nnd 37 under l Lands Act. Re~ister of licenses to occupy,( R 1----dL 8 L L L. Rev. , d I u e 51 un er . . . r .an & R. Act. I 1.-L. Reg. 2 To be sent to the A Record-room six years after date of last entry. l Rule 68 under U. B. L.) and R. Regn. Grants and leases for cul tivation and leases for grazing (Lower Burma). Leases of State Land for culti vation or grazing (Upper Burma), Land Rev. Dir. 13 Land Rev. Dir. r3 J)f L. Rev. 1-L. B. L. Reg. 1. L. Rev. I-U. B. L. Reg. I. Lands alienated for religious, public and other purposes. / Land Rev. Dir. 30 and T. & V. L. Dir. 33. L. Rev. 1-L. Reg, 1. To be sent to the A Record-room six years after date of last entry. N.B.-AII registers other than permanent registers should be kept up by the agricultural year (1st July to 30th June) except where otherwise ordered. * A.-To be kept permanently. I B.-To be kept for _six years from the 1st July after the date of last entry. t This register may be destroyed after the expiry of all the years for which entries are ccntained in it. -I <'> ..... -

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Serial Title of Register. No. -I 2 I I I. -Revenue Department -continued. Miscellaneous Registers. 48 Lands acquired by Govern• ment. 49 Grazing-grounds ... { 50 Allotment for taungya cultivation (Lower Burma only). 51 Grants and leases for tanks, burial-grounds, etc. 52 Waste Land Grants under the old rules (lower Burma only). 53 Persons who''have acquired ,the status of land-holder (lower Burma only). list of Registers. PART 111.-REVENUE DEPARTME~T-continued. Reference. Guardbook No. 3 4 Land Acquisition Dir• L. Rev. IV-L. Acqn. ection 79. I4. U. B. L. Rev. Rule 77 1 L. Rev. 1-L. Reg. 6 L.B. L. Rev. Rule 68 L. B. L. Rev. Rule 65 L. Rev. I-L. B. L. Reg. 3. Land Rev. Direction JS L. Rev. 1-L. Reg 7 Blank book ... L. B. L. Rev. Rule 133 L. Rev. 1.-L. B. L. Reg. 2. Method of disposal. 5 1 l To be seat to tb Record-room si e A X years after date o f last entry. J ") I To be kept in offic e A t permanently. J .Class.* 6 .... 0 ---I (') ...

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53 a I Exemption Certificates Income-tax Registers. 54 Register of assessees whose income does not amount to Rs. 2,000. SS Register of ;:issessees whose 57 58 59 income is Rs. 2,000 or upwards. Register of tax levied under section 9 (1) on Salaries, Annuities, Pensions and Gratnities paid by Companies, Public Bodies, Associations 1 and Private employers. Register of tax levied under section 9 (2) on Salaries, Annuities, Pensions and Gratuities paid by Companies, Public Bodies, Associa tions and Private employers. Register of petitions of objections under section 25 of Act II of r886, Register of remissions under section 9 (2) on Salaries, Annuities, Pensions and Gratuities, paid by Com panies, Public Bodies, Associa tions and Private employers. Land Records Manual,/ Land Records 53. para. 330. I Register No. rA. (page I-Revenue_ 91, 1.-T. '.\1anual). 1.-T. Reg r. Register No. 18. (page Revenue 92, 1.-T. Manual). 1-1-.1 -, ----.-. J:
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List of Registers. PART Ill.-REVENUE DEPARTMENT-concluded, ----------------------Serial No. I Title of Register. 2 111.-:Revenue Departmentconcluded. lncume-tax Registers-concld. 6o Register of prosecutions before Magistrates under section 34 of Act II of 1886. 61 Register of petitions under section 27 of Act II of I 886. Register of proceedings instituted against defaulters under section 3,) of Act II of 1886. Register of refunds of the tax, levied under Act lI of 1886. Reference. 3 Register No. VI (page 101, 1.-T. Manual). Register No. VII (page 101, 1.-T. Manual). Regi~ter No. X (page , 02, I. T. Manual). Register No. XI (page 103, 1.-T. Manual.) --Guard-book No. Method of disposal. 4 5 ---------------! Re'otenue 1.-T. Reg. 6. Revenue 1.-T. Reg. 7. To be sent to the Record-room three Revenue years after date of last entry. 1.-T. Reg. 8. Revenue 1.-T. Reg. 9. 1, Class.* 6 I B

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(Cancslled,) I Register of chalans for use in Page 105, I.•T, Manual districts ( other than Rangoon Town) where a special Incometax establishment exists. Rev_enue Record-room Registers. I Report book 2 General proceedings D. 0. M. sec. 32,3 D. 0. M. sec. 3r5 Revenue 1.-T. Reg. II, A blank book. L. Rev. 1-R. R. Reg. 1 3 Revenue proceedings and Assess D. 0. M. sec. 315-6 & L. Rev. 1-R. R. Reg. ment rolls. 299. I and 3. 4 General department registers l I 5 Revenue department registers I L. Rev. 1-R. R, Reg. ~D.O.M. sec. 295 ... 4. 6 Treasury department registers I j } To be sent to the B Record•room three years after date of last entry. B A A 7 Records removed D. 0. M. sec, 331 L. Rev. 1-R. R. Reg. To be destroyed after A 6. return of all records. 8 Important contracts and deeds D. O. M. sec. 322A ... L. Rev. l-Misc. Reg. S I A A1-To be kept permanently. B,-To be kept for ~ix years from the rst July after the date of last entry. > "O "O n, ::l Q., R . .. 11!'-1 I; c:'") <::) ......

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Serial No. 10 l1 12 12a 14 15 I List of Registers. PART JV,-LAND RECORDS DEPARTMENT. ,.,_ ..... _____ .. .,.,..,, .... ,.-._ ..... ___ ., ..... __ , _ -~ Title of Register. Reference, Guard-book No. Method of disposal. 2 3 4 5 IV.-Laad Records Department. See under I-All departments, page 109. Receipt and d i sposal of Proceed -Land Records Manual, Land Records 5 To be destroyed in ings. paras. 217 and 218. office (a\ Stock Book of Permanent [ Laa a Rea>
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16 Unused Maps ... Land Records 67 To be destroyed after all maps are issued. 17 Supplementary Survey Records I Land Records 68 ... A t8 Town Supplementary Survey Land Records 69 ... A Records. 1Land Records Manual, paras. 311-314 and > 318. 't:) 19 Miscellaneous Records Land Records 70 ... A 't:) ('D :::t p.. .... :ilO Records removed ... L. Rev. 1.-R. R. To be destroyed after A l>4 Reg. 6. return of all records. --21 Order Book Land Records Manual, A blank book A I C'> para. 3n. .11 .... 22 Rei) of town lands Directions for the pre• Land Rev. I. To be sent to the record A paration of Town Land Roll 1A & 1B. room as soon as the land roll. roll is completed. • A.-To be kept permanently. I B.-To be kept for six years from the 1st July after the date of last entry. (a) On the 1st July of the second year after the date of last entry.

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' ' s erial : No. i 1 l 1-9 ,10 tl u 13 14 15 16 17 List of Registers. ' PART V.-1'R'EA'.SUR' Y 'DEPARTMENT, See THE BURMA TREASURY MANUAL, PART Vl.~REGISTRATION DEPARTMENT. Title of Register. Reference . Guard-book No . Method cif disposal. 2 3 4 5 VI.-Registration Department . • See under I-All Departments, page 109. ; Reg. Rule 10 Catalogue of registration books ... Rev. Reg. 22 ... ' *Book 1, ordinary volume . (Nonc Reg. Act, sec. 51 ... ... testamentary documents relat• , ing to immoveable property,) fBook 1, additional volume. Reg. Rules 82-5 ... (Documents on printed forms.) tBook r, supplementary volume. Reg. Rule 87 ... (Documents received from other office). Rev . Reg. 2 Index I, persons executing or Reg. Act, sec. SS ... . .. claiming under documents in Book 1. Index I I, immoveable property affected by documents in Book 1. Ditto ... Rev . Reg. 3 ... Book 2, Refusals to register ... I Reg . Act, sec. 51 ... Rev. Reg. 10 ... •Book 3, Wills and authorities to Reg. Act, sec. 51 ... ...... adopt. Years for preserv a-tion. .. 6

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13 Index 111,,persons executipg or Reg. Act, sec. 55 claiming under documen'ts in Book 3. 19 *Book 4, miscellaneous register Reg. Act, sec. 51 (moveable property). 20 Index IV, persons executing or Reg. Act, sec. 55 claiming under doturnents in Book 4, 21 Book 5, deposits of wills Reg. Act, sec. 51 22 Book 6, powers-of-attorney Reg. Rules 95-96 authenticated. 23 Book 7, thumb impressions Reg. Rule 51 :14 Visits and commissions Reg. Rule 67 25 Receipts for documents and fees Reg. Rule 57 26 Receipts for miscellaneous fees Reg, Rule 108 2-7 Fees received .. . Reg. Rule I09 ... Rev,Reg.4 ,.. Rev. Reg. 5 Rev. Reg. 12 Rev. Reg. 6 Rev. Reg. 126 Rev. Reg. II Rev. Reg. 7 Rev. Reg. 8 Rev. Reg. 9 ... } S,e Registration of For ever. Deeds, Rule 6, .. J I I l See Registratfon r D,cds Rule 8. J I of 1 Three years. ---------All registers in the Registration Department should be kept up by the calendar year (1st January to 3rst Decemberj. . * Registration Books 1, 3 and 4, being mere! y books of ruled paper, are not included in the guard-book but may be obtamed on indent from the Superintendent, Gr,vernrnent Printing. t Books with numbered butts or blank forms.

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128 APPENDIX IV. Stationery and Forms. PART I. INDENTS ON THE CALCUTTA STATIONE.RY DEPOT FOR STATIONERY. 1. Paper and articles of stationery, other than pri11ted forms for the use of officers in Burma, are ordinarily obtained by indent on the Stationery Office, Calcutta. The general rules published in pages 1 to 23 of Volume I of the Rules for the Supply of Stores and Pri4-.1ted Forms from the Calcutta ~tationery Office should be followed so Indents. far as they do not conflict with the provisions of this circular. The list of objections ordinarily taken by the Stationery Office in dealing with stationery indents is to be found at p::ige 1 64 of Volume I of the rules. The directions to be observed in showing the strength of establishments in the indent form are enumerated at page 1661 Volume I (Appendix V), of the rules. 2. Two forms are prescribed for use in preparing indents for stationery. Form 1 is the form of individual indent for the annual supply required by each office. It is submitt e d to the Stationery office by controlling officers for their own offices, and to the Stationery office through the controlling officer by subordinate officers. No consolidated indent is now required,* Controlling officers are required to check, amend "'.here necessary, countersign, and transmit in original to the Stationery office the indents of their subordinates. Only the original of each indent should be transmitted. Form A-1 is the form used for supplementary and emergent indents. The Forms I and A-I c~n be obtained from the Stationery Office. 3. Controlling officers will receive an annual intimation from Government of the amount of the allotment (which will however be proforma only and will not appear in any Register of Contingent charges) assigned to them for the purpose of meeting the requirements of stationery procured from Calcutta of their own offices and of ihe offices subordinate to them for the financial year .. The allotment is within the disposal of the controlling officer who will distribute it among his indenting officers as he thinks fit (keeping a reserve if so desired), and immediately report the allotments sanctioned by him to the Controlltr of Printing, Stationery and Stamps. Thereafter the controlling officer may vary the allotments of subordinate officers from time to time as circumstances require, any variations sanctioned being at once reported to the Controller. Subordinate indenting officers should forward their indents to the controlling officer, by such date as may be fixed by him, and controlling officers should transmit them in time to reach the Stationery Office, Calcutta, by the 1st November. Indents should be framed strictly on a consideration of the probable actual requitements of the coming calendar year, hut * Form I still retains tlie expression " Consolidating Officer," but this now means the Controlling Officer.

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Appendix IV-contd. the cost of the articles indented for must not exceed the allotment for the current financial year or so much of it as is still available. It will. not in every case be nece,sarv that the indent should equal the full amount of the allotment. Indenting officers should exercise all possi ble economy. Even though the total amount of the indent is within the indenting officer's allotment, any excessive items should be cut down by the controlling officer. In the event of a subordinate officer requiring stationery in excess of liis allotment he should report the fact to the controlling officer, who may grant an additional sum either from his reserve (if any! or from some other subordinate officers' allotment, reporting the fact to the Controller of Printing, Stationery and Stamps, in order that the officer mav know the change in the amount of the allotments. The responsibility forseeing that the indents of subordinate officers do not exceed their original or (properly sanctioned) additional allotments rests with the controlling officrr. The control ling_ officer should check indents among other ways by comparison with the average annual consumption in past years, and with indents from similar offices and with the scale fixed in Volume II of the Rules for the supply of stores and printed forms from the Stationery Office. The Controller of Printing, Stationery and Stamps will have the power to refuse supplies in excess of a sanctioned allotment. The total of the allotment assigned to the controlling officer should not be exceeded without the previous sanction of the Local Government, which should be applied for in good time and with an explanation of the circum• stances. The Local Government, if it accords sanction, will ordinarily make the 2.dditional grant by reducing the allotments of other control ling officers. Any changes required for the coming year in the controlling officer's allotment should be reported to Government by the 7th October. 4. Controlling officers may reappropriate from savings in the Statz'onery allotments to meet contingent charges under other heads of their own budget or the budgets of subordinate officers, provided that no such rea ppropriation should be made until a certificate that sadngs exist has been obtained rrom the Controller of Printing, St2tionery and Stamps. The Local Government should be informed immediately when any reappropriation is made from the Stationery allotments. 5. In framing the scale of requirements laid down in Volume 1I ot the Rules for the supply of stores and printed forms from the Calcutta Stationery Office an endeavour has been made to enforce the rule which requires stationery of cheap kinds to be used as much as possible instead of stationery of more expensive descriptions. There is reason to believe that much waste of good paper goe~ on in Govern ment offices generally throughout the provir.ce. 6. Stationery required by Revenue Surveyors in districts or parts o! districts under supplementary survey will be Supply of stationery included in the indents of Superil'rcenrlents of to Revenue Surveyors. Land Records concerned ; and in districts or parts of districts not under supplementary survey, provisioll fo: it will be made in the general annual mdent of the Deputy Comm1s,noner of the district. 9

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Appendix IV-contd. 7. The power to sanction petty local purchases of stationery (including stickphast and gloy) and rubber stamps up to a limit of Rs. 20 in any one case has been delegated to the following officers and all officers of superior rank to them in their respective departments :-( 1) Deputy Commissioners. (2) Settlement Officers. (3) Superintendents of Land Records. (4) Officers of the Agricultural Department, whose pay is Rs. 500 per mensem or over. (5) Registrar, Co-operative Credit Societies. (6) Superintendent of the Civil Veterinary Department. (7) Deputy Conservators of Forests and other Gfficers in charge of Forest Divisions. (8) Superintendents of Excise. (9) Collectors of Customs. (10) Government Advocate. (II) District Judges. (12) Superintendents of Jails. (13) Superintendents of Police. (14) Superintendent of Police Supplies. (15) Commandants and Adjutants of Military Police. (16) Commissioner of Police, Rangoon. (17) Principal, Provincial Police Training School, Karen Recruiting Officer, Toungoo. (18) Port Officers and the Marine Transport Officer, Mandalay. ( 19) Inspectors of Schools ; the Principals of the Rangoon College, Government Collegiate and Normal Schools, Rangoon, and Government High and Normal Schools, Moulmein ; and the Headmaster, Government Engineering School, Insein. (20) The Archdeacon of Rangoon. (21) The Deputy Sanitary Commissioner. (22) Superintendent, Rangoon Lunatic Asylum. (23) Civil Surgeons and other Medical Officers in charge of Civil Surgeoncies. (24) The Resident Medical Officer, Rangoon General Hospital. (25) The Port Health Officer, Rangoon. (26) Superintendent and Political Officer, Southern Shan States ; Superintendent, Northern Shan States; Superintendent, Chin Hills. (27) Sur,erintenrlent, Pakokku Hill Tracts. (28) Executive Engineers and other Public Works Officers in charge of Divisions and Independent Subdivisions. (29) Electrical Inspectors to the Government of Burma. (30) The Superintendent, Arch~ological Survey and Examinerin-Chinese. (31) The Chemical Examiner and Bacteriologist. (32) The Superintendent, Go,ernment Printing. (33': The Examiner, Local Fund Accounts. (34) Registrars in the Burma Secretariat. (35) Judge, Court of Small Causes, Rangoon. (36) The Inspector of Factories, Burma.

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Appendix IV-contd. 131 B. When a single indent for stationery is intended to supply the needs of departments whose operations fall within different major heads of accounts, the indenting officer should append to such indent a statement showing the proportion per cent. debitable to each department. Some of the different major heads are shown in the following list -List of Major Heads. Land Revenue including District Administration. Opium. Salt, Customs and Excise. Forest. Post Office. Telegraph. Mint. General Administration. Courts of Law and Jails. Police. Education. Medical. Military and Marine. Public Works. Excluded Local Funds. PART II. INDENTS ON THE SUPERINTENDENT, GOVERNMENT PRINTING, BURMA, FOR PRINTED FORMS. 9. 0 fficers empowerd to purchase books by General Department Circular No. 69 of 1908 as amended from time to time are authorized to indent for printed forms on the Superintendent, Government Printing, Rangoon, and the officers enumerated in the list attached to that circular are controlling officers in respect of their subordinates. 10. Indents for forms and registers other than Judicial are submit-. . N Miscellaneous I d f .. ted m Guard-book Form o. G 1 • n ents or Jud1c1al forms enera 102 are submitted in the Civil and Criminal indent forms at present in use, or such other forms as the Judges of the Chief Court, Lower Burma, and the Judicial Commissioner, Upper Burma, may from time to time prescribe, to Divisional and Sessions Judges, who will forwar9 them with their own indents direct to the Superintendent, Government Printing. r I. Cancelled. 12. Every officer submitting an indent shall certify that he has carefully examined the indent and that he believes the forms or registers indented for to be necessary. In the case of indents for registers, the number of leaves in each shall be specified and the standard size nearest to that asked for will be supplied. When a form is issued both in books and loose sheets as is sometimes the case, the indent must show clearly whether books or loose sheets are wanted.

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Appendix IV-contd. Every indent shall be signed by the officer who is responsible for it~ A Headquarters Assistant may, however, sign for the Deputy Com missioner. Otherwise indents signed by subordinates for the indenting officer shall not be countersigned or complied with. Separate ndents are submitted for registers and forms relatinx to different guard-books. _ 13. Indents should ,reach the Government Press according to the subjoined table. Controlling officers should issue the necessary instructions to ensure that the indents reach them in time for scrutiny and submission to the Press by due date. Proba~le ~ate I Description of Date by which indents are ?Y whic_h111br,-1 forms. due in the Press. I ' enlts bw, tl e 1 me y 1e , PrEss. I ., Period for which forms indented for are required. Judicial Revenue* Jails Medical ?olice Before 1st November Before 31st March } Before 31st May Before 30th June Educational ... Before 31st March Forest Marine Customs ... I) ::: j Before 31st July .... , 1st January... 1st January 31st December . to ... !. 3oth June ... i} 1st July to 30th ... j 30th June .. June. ... 1 31st August ... 1 st Sep tern ber 31st August. to 3olh April ... 1st May to 30th April. 31st August . 1st September to 31st August. Treasury Ex } -eluded Local . Before 31st August ... 30th Septem-, 1st October to Funds. ber. 30th September. Miscellanoues Before 30th September... 31st Decem1st Jan-uary to 31st ber. December. I 4, Indents are submitted in duplicate to the conti'oflin'g officer ,,,ho will carefull.y scrutinize them and reduce them to such extent as he considers necessary. He then forwards both original and duplicate after countersignature to the Superintendent, Government Printing, who will retain the original and return the duplicate to the indenting officer with the forms. Th f f . d ( '\ Miscellaneous l 15. e orm o m ent , o. G I see paragrap 1 10 above) enera 102 contains a column showing the average annual consumption for the past three years, and the controlling officer can check the indent by comparison with the figures given in this column and the number in atock which has also to be given. An office-copy of the indent need • NoTE.-lndents for capitation-lax -and thathameda receipt forms should reach the Government Press before the 51st January and the 30th J line respecfrvely (Land Revenue Direction 247). Indents from Settlement Officers should reach the Press by the 31st July.

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Appendix IV-contd. 133 not be kept by him. If the figures of average consum,ption are incorrect the Superintendent, C:.,vernment Printing, will be able to detect the mistake. 16. For the purpose of supplementary indents a b k F N Miscellaneous h b 'b d . oo orm, o. G 1 A , as een prescn e . enera 102 separate GuardNo supple men-tary indent shall be forwarded unless satisfactory explanation of its necessity is given. I 7. The Superintendent, Government Printing, examines all indents received by him, and may provisionally reduce the numbers of forms or books supplied in compliance with any indent. when the Superintendent, Government Printing, is of opinion that an indent should be only partially complied with, he shall bring to the notice of the controlling officer the reduction which' has been made and the reasons for it. If the controlling officer does not agree with the Supl:'rintendent, Government Printing, the latter shall refer the case to the Commissioner or Divisional Judge or Head of the Department, as the case may be. The Superintendent, Government Printing, will decline to supply any form which is not in the book of standard forms prescribed for the department concerned. _ 18. In preparing indents the indent number and the description of the form should be quoted. It should be borne in mind that no indent will be complied with by the Superintendent, Government Printing, unless it comes through the prescribed channel and otherwise complies with the rules for the supply and custody of forms. PART III. INDENTS SUBMITTED BY SUBORDINATE OFFICERS FOR STATIONE~Y AND PRINTED FORMS. 19. It is understood that forms of indent for stationery and printed forms are not at present used by Subdivisional and Township Officers and it is not intended to require their use by subordinate officers. Indents by such officers should show the stock in hand, consump1ion, etc., and it will probably be convenient to arrange for the submission of indents once a year. This is not a matter, however, for a hard-andfast rule, and the period for the submission of indent!:! is therefore left to the discretion of the controlling officer.. The controlling officer can a.scertain the requirements of his subordinate officers and is also able to exercise supervision by ,rntching his own stock-book and by .e~amining the periodical indents submitted by his subordinate officers. PART IV. STANDARD FORMS. -20. For the following departments, namely,-Revenue, Education, Marine, 'Guard-books. Police, Medical, Customs, Forests, San-itary, Jails, collections of standard forms have been prepared in the form _pf guardbooks.

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134 Appendix lV--contd. A guard•book of miscellaneous forms has also been prepared containing, among others, the general 1orms for correspondence and office use and for general returns, registers, etc., which are common to all or to several departments. The nine guard-books mentioned above have been distributed to the indenting and controlling officers of the departments concerned. The guard-book of miscellaneous forms has been distributed to all Commissioners and Dt"puty Commissioners, and to other indenting officers such portions of it are sent as concern their department in common with others. To each of the guard-books a classified list is prefixed giving the indent number and a description. of every form included in the book. 2 I. The control of the Revenue Guard-book has been made over to the Financial Commissioner. The Chief Collector of Customs has control of the Customs Guard-book under the direction of the Financial Commissioner. The Financial Commissioner and Chief Collector of Customs are authorized to take necessary guard-book action without further reference to superior authority in respect of any form which has been or may be sanctioned, modified or cancelled by superior authority. The Financial Commissioner has also power to sanction, modify or cancel forms belonging to departments dealt with by him other than those in respect of which the sanction of Government is required under an express provision of law or which have been prescribed by the Government of India. 22. The control of the Police, Forests, Education, Medical, Sanitary, Marine and Jails Guard-books has been made over to the InspectorGeneral of Police, the Chief Conservator of Forests, the Director of Public Instruction, the Inspector-General of Civil Hospitals, the Sanitary Commissioner, the hincipal Port Officer and the InspectorGeneral of Prisons respectively. These officers are authorized to take necessary guard-book action without further reference to Government in respect of any form belonging to the guard-book under their charge which has been or may be sanctioned, modified' or cancelleJ by proper autlaority. They have no power to modify or cancel forms. They have control of the guard-book; the control of the forms themselves remains with the Local Government. Memoranda relating to the Miscellaneous Guard-book ate issued by the Local Government. 23. Officers concerned are at liberty to make a reference to the Local Government or other authority mentioned in the last preceding paragraphs if the need of a new printed form., or occasion for altering any of the standard forms included in the guard-books, should arise .. Revised lists to be prefixed to the guard-books will be issued from time to time together with specimens of any new forms which may have been printed. Heads of offices should see that the guard-books. are carefully preserved and that their Head Clerks keep the books up to date by pasting into them revised lists and new forms as receivedt and removing forms that have been cleclareci obsolete. 24. \Vhen a form is proposed for inclusion in a guard-book . it should be stated whether it is proposed that the _Pr.oposals for pre-forms should be issued in books or in loose sheets scr1pt1on of standard . , forms. or m both forms, When the form 1s to be issued in books the number of leaves to be bound

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Appendix IV-contd. 135 up in each book should be stated. When the printed matter runs across both pages a leaf really represents one page only. 25. There are separate guard-books of judicial forms for Lower and Upper Burma. Each guard-book is divided into three parts: (1) Criminal, (2) Civil and (3) Miscellaneous. The control of these guardbooks is vested in Lower Burma in the Honourable Judges of the Chief Court, and in Upper Burma in the Judicial Commissioner, who may take necessary action without further reference to Government in respect of any judicial form which has been or may be sanctioned by proper authority. 26. Power has been delegated to the Honourable Judges of the Chief Court and the Judicial Commissioner to sanction, modify or . cancel judicial forms other than those in respect of which the sanction ot Government is required under an express provision of law or which have been sanctioned by the Government of India. 27. The forms used by treasuries are shown in Appendix I of the Treasury Forms. Burma Treasury Manual. They are prescribed by the Accountant-General and are revised and supplemented by him from time to time. Indents for treasury forms should be prepared according to the instructions contained in Part II. PART V. CUSTODY OF .STATIONERY AND FORMS, 2 8. Stationery obtained from the Stationery Office, Calcutta, should be kept in locked almirahs of which the key is in the custody of the Head of the Office or of the Head Clerk. A stock-book of stationery is kept in the special form supplied by the Stationery Office. _ 29. Forms (which include paper or envelopes on which anything is Stationery. printed) should be kept in open racks. In order to ensure that the con tents of racks ( open or closed) are not damaged by dirt and vermin, the rules in the following paragraphs have been prescribed. 30. Open rncks should be used for storing printed forms. They should also be used for the custody of any records or registers which it is not necessary to keep under lock and key. Open racks should take the place of almirahs as more accommodation is wanted or as almirahs at present in use require renewal. 31. Before a rack is brought into use it shodd be taken out into Storage of forms. the open air and thoroughly freed from dust, etc., then washed perfectly clean, and left in the open till quite dry. It should then be thoroughly coated with earth•oil or kerosine inside and out, top and bottom, in every crevice, under the shelves and feet, and everywhere else, as if it were dipped into a large tank and entirely covered with the fluid. When the wood readily absorbs the fluid and soon becomes dry on the surface, a second coat should be given. When perfectly dry the rack should be placed in position about 15 inches from the wall, so that a man may pass right round it. A piece of flat tin should be placed under each foot large enough to extend a little beyond and all round it. Printed forms.

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Appendix IV-contd. 32. Before papers are placed in the rack they must be thoroughly and separately examined in the open air, and every trace of dirt, damp or white-ants completely removed. 33. Each rack in the office should bear a serial number and should be placed in charge of some one person on the office establishment; that person will be responsible that it is pro.perly kept. 34. The contents of each compartment of every rack must be removed, dusted and replaced once a month in the dry weather, and twice a month in the rains. One rack will occupy a juninr derk or a peon an hour or less. The work should be done systematically, each rack being taken in rotation. Once a year the rack should be thoroughly coated with earth-oil in the same manner as when first brought into use. 35. The Superintendent or Head Clerk of the office is responsible for the due observance of these rules. 36. Forms are ke,,t in separate compartments, one compartment or more if necessary being allotted to each kind. 37. In every office other than Subdivisional and Township offices a stock-book of printed forms and blank registers is kept in Guard-.b k F Miscellaneous I h k b k d d h oo orm G 1 • n t e stoc oo are entere un er eac enera 103 head the quantities received and the quantities issued [rom time to time, and the balance remaining after each issue. This book is kept by the Head Clerk of the office, who is responsible for its correctness. In Subdivisional and Township offices, stock-books arc not maintained, loose sheets of the form mentioned above being placed in each compartment (see paragraph 116, Subdivisional and Township Office Manual), with slips showing the number of forms in each compartment. Inspecting officers can thus check stocks when on tour ancl prevent waste. 38. As soon as possible after receipt of forrns, etc., they must be unpacked and every item carefully checked with the indent. Packages should not be opened till it is convenient to check their contents. As the contents of the packages are checked they must be put away in their respective racks at once, and the vouchers promptly returned to the Superintendent, Government Printing. 39. Paper of superior quality, foolscap and octavo and the corres ponding envelopes, are intended only for the use of Heads of Offices in matters of some importance. Envelopes and paper of country make should be used as far as possible. Bally paper will suffice for ordinary de'mi-official correspondence and for drafting and noting. PART VI. RULES REGARDING SPECIAL ARTICLES OF STATIONERY. 40. Forms of envelopes for official correspondence are included in Offi . 1 . 1 the Miscellaneous Guard-book and supplies are cia enve opes. b. , d f h S t d t G t o tame rom t e upenn en_ en , overnmen Printing, Burma. Envelopes with printed addresses are supplied under the following rules:" To certain officers envelopes of certain sizes bearing printed addresses will he supplied. No addresses will be printed on envelopes or the two smallest sizes, which are used for demiofficial correspondence only. Envelopes of these size!J

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AppeJ1dix IV-contd. 137 will be issued blank. Envelopes of the five remaining sizes will be issued with addresses printed on them. "Envelopes bearing the addresses:-' To the Director of Agriculture, Burma,' ' To the Registrar,. Co-operative Credit Societies, Burma,' 'To the Commissioner of Settlements and Land Records, Burma,' 'To the Chief Collector of Customs, Burma,' will be printed for supply to the Financial Commissioner only. "Envelopes bearing the address ' To the Commissioner, .................. Division, will be printed for supply to Commissioners, Deputy Commissioners and to Heads of Departments in Rangoon and Mandalay only. "Envelopes bearing the address ' To the Deputy Commiss10ner ................ . .. ..... .'will be printed for supply to the Financial Commis5ioner, Commissioners and the Director o~ Agriculture only. " Envelopes bearing the address 'To the District Superintendent of Police .................... ,' and' To the Battalion Commandant, ..................... .' will be printed for supply to the Inspector-General (and the Deputy Inspectors-General -of Police), ' " Envelopes (size 3) bearing the adciresses :-' To the Divisional and Sessions Judge ....... 'To the Accountant-General, 13urma, Rangoon,' 'To the Judge . ... Cmirt .......... , ' 'To the District Magistrate, .. , ................ ,' :. To the Superintendent of Jail, ................ .' i;md envelopes (:-;ize 6) bearing the addresses :-' To the Judge .......... District Court, .......... ' and ' To the District Magistrate, ........... .' are supplied on requisition to the Registrar, Chief Court. '' Envelopes bearing the address 'To the Deputy Conservator of Forests, ..................... .. ,' will be printed for supply to Conservators of Forests only. " l;l:nvelopes bearing the addresses :-,, To the Civil Surg-eon, ............. ,' "To the_Medical Officer, .............. ,' '' To the Superintendent, ................. ,' will be printed for supply to the Inspector-General of Civil Hospitals. "Enyelopes bearing the address 'To the Superintendent, .... , ................ Jail,' will be printed for supply to the Inspector-General of Prisons.' " Envelopes bearing the addresses :-' To the Civil Surgeon, .............. ,' 'To the Medical Officer, ................. ,' 'To the Port Health Officer,... . ........... , ' To the President, ............... Committee,' will be printed for supply to the Sanitary Commissioner. '' Envelopes bearing the following addre~ses :-(a) 'To the ......................... Secretary to Government, lb) 'To the Secretary to the Financial Commissioner,' (c) ' To the Inspector-General of Prisons, .............. -, (d) 'To the Deputy ln~pector-\ieneral, .............. Police, .................. ,., ....................... , respectively, will also be printed. "Those marked (a) will be supplied to Commissioners and Heads of Departments. " Those marked (b) will be supplied to Commissioners. "Those marked (c) will be supplied to Civil Surgeons and Superintendents of Jails. " Those marked (d) will be supplied to District Superintendents of Police and Battalion Commandants.

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Appendix IV--contd. Civil S_urgeons and Medical Officers will be supplied on requisition with enve• lopes bearing the address of the Inspector-General of Civil Hospitals. " It is not proposed that anything should be printed on the envelopes except the address as stated above, the words 'On His Majesty's Service' on the top • h h d d h d Superintendent , O rig tan corner, an t e wor s Head Clerk , ............ s ffice on the bottom left•hand corner." The above addresses only will be printed on envelopes in future: ' envelopes with these addresses printed on them will be supplied on indent to officers entitled to use them. It is requested that officers will be careful to regulate their indents by their requirements, as, if unnecessarily large quantities o[ a particular kind of envelope are indented for, there is danger of waste. 4 I. No scale of country em elopes has been prescribed. 0 fficers C t I authorized to indent on the Central Stationery oun ry enve opes. Office, indent for country envelopes on the Superintendent, Government Printing, according to their require mentsJ bearing in mind the necessity for economy in their demands. The Superintendent, Government Printing, has received instructions to keep a register o[ the quantities of country envelopes supplied by bimJ and to report to the Revenue Secretary if any officer indents for an abnormally large supply, in order that such action may be taken in the matter as may he necessary. Large covers received by post should be made over to the duftry to be re-made (i".1?., by turning them inside out), and should then be used for vernacular correspondence. Obsolete forms, which can no longer be used, should also be made over to the duftry to be made into envelopes, Envelopes disproportionately large compared with the size of the paper they contain should not be used. This practice not only entails unnecessary expenditure on account of stationery, but also frequently involves the payment of postage at rates in excess of those at which the communication, if enclosed in an envelope of suitable size, would ,be carried. All officers sh'1uld exercise close supervision over their despatchers in this matter, and stationery indents should also be carefully scrutinized with the object of reducin1;, as much as possible, the demands for envelopes of a size larger than that required for the class of communications ordinarily issued from each office. 42. The sizes and qualities of demi-official paper and envelopes Demi-official sta-supplied by the Stationery Office, Calcutta, have tionery. been standardized, and officers in Burma are divided into two classes for the purpose 0 indents for demi-official stationery. The first class comprises the following officers:-His Honour the Lieutenant-Governor. Lord Bishop of Rangoon. Financial Commissioner. Judges of the Chief Court. Judicial Commissioner. Private Secretary to His Honour the Lieutenant-Goverr.or. Secretaries and Under Secretaries to the Government, Members of the Legislative Council. Commissioners of Divisions.

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Appendix IV-contd. Commissioner of Settlements and Land Records Director of Agriculture. Director of Public Instruction. Inspector-General of Police, Accountant-General. Inspector-General of Prisons. Inspector-General of Civil Hospitals. Chief Collector of Customs. Principal Port Officer. Government Advocate. Chief Engineer. Superintending Engineers, Secretary to the Financial Commissioner. Chief Conservator and Conservators of Forests. Registrar of the Chief Court. Sanitary Commissi,mer. Excise Commissioner. The second class will comprise all other officers. 139 43. For the officers comprised in the first class, the Superintendent, Government Printing, will keep in stock nine descriptions of paper in the following four sizes:-( I) quarto, (3) small post octavo, (2) large post octavo, (4) Albert, the last kind being provided in small quantities. Each size of paper will be kept in two-" finishes "-rough and smooth. The ninth description of paper will be a single quarto sheet without a fly-leaf, designed to meet the convenience of such officers as use typewriters, and will be of medium thickness and of a surface suitable for typewriting purposes. Envelopes will be of four sizes, of the square shape and of surface to match the paper. In addition, three other sizes of envelopes will be kept in 5tock, namely, large and small cabinet, and the usual long-shaped cfficial envelope, to take a sheet of foolscap twice folded. Paper and en\'elopes with letter headings printed and dies emboss~d as allowed by Financial Department Circular No. 25 of 1911 will be supp:ied to the officers mentioned in the preceding paragraph. 44. All other officers forming the second class will be provided with large or small post octavo-each being stocked in two finishes, rough and smooth-and envelopes to match; but at least 50 per cent. of their total demands will be supplied by country-made cream wove paper. Indents for English-made demi,official paper and envelopes. should be strictly limited. The form of demi-official paper and' envelopes included in the guard-book and obtainable from the Superintendent, Government Printing, Burma, is quite good enough for ordinary purposes. Ungummed envelopes only will be supplied to officers in Lower Burma . 45. Gum is not supplied to any officer. Stickphast, or in the . alternative the paste known as gloy, is supplied Gum,. stickphast, by the Stationery Office to certain Gazetted and ordinary paste. Offi h 11 • h b J d cers, t e a owance 111 eac case emg a1 down in the scale given in the Stationery Manual. The office establish ments of all officers are expected to use locally made pa<:te, which in

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Appendix IV-contd. Rangoon, when made from flour, costs about seven annas a v1ss. Stickphast will not be supplied for their use. 46. Excessive consumption of red tape is believed to be due in part . to the fact that tape is used for purposes other Red tape and silk than those for which it is intended. Red tape thread. should not be used for tying up parcels or for purposes for which country twine is suitable. For binding up file! twine can be substituted for the silk thread supplied from the Stationery Office. 46A. Fountain pens are not supplied to any officer and quill pens are supplied only for the personal use of Heacls of Departments, Secretaries to Government, and Divisional Commissioners. 47. With effect from the 1st April 1912. typewriters and dupli~ cators of R.R. R. No. r I and Roneo No. 6X type required for the public service will be procured as follows: --The expenditure can only be incurred if fund~ exist either by specific provision in the budget of the indenting Procedure for ob-officer or by a properly sanctioned reappropriation taining typewriters and duplicators or additional grant. Budget prov1s1on must there-. fore ordinarily be made in the usual way under a ~1ew head Purchase of Typewrz"ters, which may if necessary be inserted m the Budget Form in manuscript. The officer requiring the machine, after satisfying himself that provision as above exists in the budget, will Commissioner of Division apply by letter to the Head ~_Department as controlling officer for Conservator of Forests sanction to the supply of the machine required, giving full information of the make and catalogue cost of the machine and of the manner in which he proposes to pay for it. A formal indent will not be required. Th Commissioner of Division e Head of Department if satisfied of the necessity for supply and Conservator of Forests ,of the existence of funds, will inform the Controller of Printing, Stationery and Stamps, that he sanctions the supply furnishing that officer with a full description of the machine, and r1:questing him to arrange for its rnpply. Copies of the sanctioning letter will be sent to the Accountant-General, Burma, for purposes of audit and to the indentiug officer for his information. The Controller of Printing, Stationery and Stamps if he has no objection to the machine indented for, will issue orders to the Agents for the machine to supply it direct to the in den ting officer. The Controller will send a copy of his order for supply to the Accountant-General, Burma, and will inform the indenting officer that the order has issued. The Agents, after having supplied the machine in accordance with the order of the Controller, will submit their bill to him, accomp:mied by the invoices forwarded with the machine duly signed by the indenting officer. in acknowledg ITient of safe receipt of the machine. The bill after check will, if found correct, be countersigned by the Controller and forwarded by him direct to tbe indenting officer who will pay the amount of the bill pirect to the supplying Agents. Expenditure on repairs to typewriters and duplicators will be met from contract heads where they exist and in pther cases from the

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Appendix IV-contd. provision for office expenses. In the case of other than simple repairs, the duty of examining and advising on the repair of old machines will continue to be performed, when such technical examination is required, by the Controller of Printing, Stationery and Stamps. In such cases the procedure laid down in the foregoing sub-paragraph will be followed subject to tlie necessary modification described below. On receipt of the machine from the officer, the Controller will examine it and will inform the officer of the repairs required ;ind their approximate cost. On receipt of the officer's authoritv to give instructions to repair, the Controller will forward the machine and issue the necessary instructions direct to the repairing Agents for the machine, informing the officer using the machine. The Agents after effecting the repairs will forward the machine direct to the officer. Their bill will then be submitted, as in the case of new machines, with the invoices to tbe Controller who will check and countersign it if correct and forward it to the officer who will pay the amount of it to the Agents direct, the payment being audited as ordinary contiqgent expenditure. In forwarding typewriters and duplicators to the Controller of Printing, Stationery and Stamps, Calcutta, for examination and repairs, a ticket showing the designation and address of the sender should be attached to each machine, and the factory number as well as the make and s"ize of each machine should be stated in the advisory letter. 48. The Underwood Typewriter, Models Nos. 3-12, 3-141 3-i6; 3-r 8 and 51 and the Remington Tjpewriter, Models Nos. 10-A, fo-C and I o-D are the standard typewriters prescribed for use in Government offices in Burma. No other make of typewriter may be pt:rchased ,vithout the special sanction of the Local Government in the Financial Department. Such sanction will only be accorded where the machine required i!l a portable machine for the use of officers who are required to tour in areas where cart transport is impossible. Messrs. Oppenheimer & Co., Ltd., and the American Baptist Mis1,ion Press, Rangoon, are agents respectively for the Underwood and Remington Typewriters and are i;tepared to execute repairs to, and sell all accessories required for, their respective machines. For ordinary official correspondence either the Underwood Model No. 5, or the l{emington Model No. io-A, with pica type, should be indented for. Where a machine is reqt.,red to take paper of greater width than the ordinary half foolscap sheet used in official correspondence, Under wood Model 3-12, 3-14, 3-16, 3-18 or Remington Model ro-C or 10-D should be indented for. The numeral following the figure '3' in the case of the Underwood represents the width of paper which each machine is constructed to take, the length of the line of writing being two i11ches less. Remington Model 10-C writes a line 12 inches long and holds paper 14! inches wide, and Model D provides an additional 4 inches in each case, The Remington Burmese Typewriter, obtainable from the Ameri can Baptist Mission Press, is prescribed for use in offices where a typewriter with Burmese characters is required.

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J.4.2 Appendix IV-contd. 49. In the case of simple repairs machines may be sent to the local agents and all accessories may be obtained from them. Only the following accessoriF.s are ordinarily kept in stock at the Calcutta Stationery Office, whence they can be supplied on indent if not readily procurable locally :1 n k-pads. Oil. Brushes. Ribbons. Erasers. Accessories for typewriters are articles of stationery and can be purchased locally under the powers given in paragraph 7. Coloured type-writer ribbons and carbons which are manufactured from aniline dyes give impressions which are liable to fade in a comparatively short time. As it is of the utmost importance that certain Government documents should retain their legibility permanently, only black typewriter ribbons and black carboo paper, which have been found to give permanent impression, should be used in all Government offices. No instrument should be rejected as worn out or unfit for use until it has been examined by the Controller of Stationery. 50. The R. R. R. Duplicator No. I 1 (Rs. 105), the Roneo No. 6X D r (Rs. 95)1 the Automatic Cyclostyle flat duplicator up icators. (Rs. 105) and the Cyclostyle flat duplicator (Rs. 30) are the standard forms of duplicating machines prescribed for use in Government offices in Burma. The first two are supplied by local agents under the procedure laid down in paragraph 47. The other two are stocked and supplied on indent by the Controller of Printing, Stationery and Stamps, Calcutta, and the cost is debited against the allotment for stationery. Machines of other makes now in use should continue to be used and repaired where necessary until they .are worn out. All these machines if cleaned periodically and properly looked after should last from six to eight years. No instrument should .be rejected as worn out or unfit for use uotil it has been examined by the Controller of Printing, Stationery and Stamps, Calcutta. 51. The Controller of Printing, Stationery and Starqps stocks . . specially manufactured indelible black and red Ir:ik for use m Regisinks for use in Registration Offices. These inks tration Offices. b . . should e used for the pads used m stampmg -skeleton endorsements in Registration Offices and for writing up Registration books. . 52. Chubb's locks are obtained through the Stationery Office and included in the general stationery indents. They are expensive and should be used only for securina cash and valuables. The patent detector padlocks manu factured by Messrs, Dass & Co., Calcutta, are prescribed for use in Treasure Vaults and should be procured by Deputy Commissioners from Messrs. Oppenheimer & Co., Rangoon, the agents of Messrs. Dass & Co. (see Circular No. 107 of 1897). Country-made locks should be made use of as far as possible. Chubb's locks. 53. Indents for rubber seals required for ordinary purposes in Government offices should be countersigned by the controlling officers for stationery supplied from _Calcutta, and forwarded for compliance to the Controller of Printing, Stationery and Stamps, Calcutta. Indents for stamps not included in the appended list should be submitted for the sanction of the Local Government.

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No. 2 3 4 7 8 9 10 II 12 Appendix IV-contd. As to petty local purchases, see paragraph 7 above. Schedule oj Prz"ces of Rubber Stamps. Description of/stamps, etc. Ordinary rubber stamps of shapes and sizes with engravings, etc., in any language, mounted on a pi
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144 No. r4 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 Appendix IVcontd. Schedule of Prz'ces of Rubber Stamps-concluded. Description of stamps, etc. I Rates. Spare set of digits (each separate rubber block), vis., 1 to g and 10 of shapes and sizes. Rs. A. P. I ~ i A spare set of alphabets (26 letters in separate rubber blocks) A to Z, of shapes and sizes. Moveable or shifting pieces, .e., "order words on a rubber block, to be inserted in body of stamps. Rubber figures or letters, each separate rubber block of shapes and sizes. Rubber figures or letters, each mounted on a piece of wood of shapes and sizes. Pads, cotton, of shapes and sizes ... Pads, self-inking, of colours, shapes and sizes Ink for uoe with rubber stamps of any colour in one ounce phials. Ink for use with metal seals of any colour in one ounce pot Ink for marking linen in t ounce phial ... .. Brass seals of shapes and sizes with engraved letters fitted with wooden handle up to 211 size. Brass seals of shapes and sizes with raised letters fitted with wooden handles up to 2 f' size. Zinc plates . Nickel plated handles. Tin boxes, cf si2es ... Rotary handles with :my number of sides Hand numbering machines, three wheels Hand numbering machines, four wheels Hand numbering machines, five wheels ... Self-inking numbering machines, three wheels ... Self-inking numbering machines, four wheels Self-inking numbering machines, five wheels Brass seals with raised letters over 2i" and up to 4'' size. Coat of Arms Crown 0 4 0 0 6 0 0 4 0 o I 6 0 2 0 0 2 6 0 8 0 0 3 0 0 6 0 0 8 0 2 0 0 4 8 0 0 4 0 0 4 0 0 2 3 2 0 0 t6 C, 0 IS O 0 zo 0 0 38 0 0 46 0 0 sr 8 0 10 8 0 4 0 0 3 0 0 N.B.-The above rates are inclusive of packing charges but are exclusive of actual freight or postage charges to be incurred in sending the articles and are subject to a discount of 12! per cent. in the year (19r3-14). 54. Coloured and other slips designed to be attached to papers C I d r for the purpose of indicating urgency, etc., can 0 oure 5 1P5 • be obtained on indent from the Superintendent, Government Printing. The following kinds of slips and no others will be supplied to Commissioners and Heads of Departments-Red, denoting Yellow Green ,, Blue ,, White (blank), Do. numbered. Extreme urgency. To-clay. Early. Draft. Do. marked " paper under disposal."

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Appendix IV-contd. 145 PART VII. RULES REGARDING PRINTING WORK AND THE PREPARATION OF TABULAR FORMS. (a) Prz'ntzng work otlzer tlzan Standard Forms, etc. 55. Every paper to be printed is sent to Press by the Heads of Departments and other officers specially authorized by Government in this behali together with the prei;cribed iorm of requisition (Form Miscellaneous). Work sent in any other way will be returned General 139 by the Superintendent, Government Printing. 56. Every paper to be printed should be very carefully prepared before it is sent to Press, and should be sent complete with all marginal and other notes, paragraph numbers, annexures or enclosures. The expensive and inconvenient practice of leaving blanks, marginal notes, paragraph numbers, etc., to be filled up in proof, and of sending rough, ill-prepared manuscripts to Press with the intention of putting the matter in order when in type greatly increases cost, delays work, and is therefore prohibited. . 57. The Superintendent, Government Printing, is authorized to bring to the notice of the Revenue Secretary instances where the foregoing rule is neglected. 58. When for any reason printing is required in any particular style clear instructions must be sent with it in the first instance and _the necessity for the particular style must be clearly explained. If the object sought is to have the work uniform with something previously printed, the printed copy should be sent for inspection. If, however, such instructions necessitate a departure from established rule, the Superintendent, Government Printing, is authorized to use his discretion in complying with them. 59. Of work in connection with which the foregoing rules have teen observed, one proof will ordinarily be found ample for all purposes (indeed in many cases proof will not be required at all) ; and as the submission of unnecessary proofs adds largely to the cost of work, the Superintendent, Government Printing, is authorized to refuse to comply with the request for dean proofs unless the necessity for it is quite plain. Proofs shall only be asked for by the Head of the Department concerned. 60. When a proof has to pass through more than one person's hands the changes in it should be made carefully and neatly by all, so that the same proof when passed on will do for all those who have authority to see it. 61, The cost of urgent work is'.much greater than of ordinary print ing, and work is not treated as urgent except at the request in writing of the Head of the Department concerned. 'When the item involved is a large one, or wl1en necessity for urgency is not quite clear, the 'Superintendent, Government Printing, is authorized to refer the ques tion for reconsideration of the Head pf the Department concerned, and in special cases the matter should be referred to the Revenue Secretary. JO

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146 Appendix IV-contd. 62. When work is sent to Press, the number of copies required should be noted thereon and the number asked for should be sufficient to meet all probable wants so as to avoid the necessity for reprinting. 63. No paper is reprinted except at the written request of the Head of the Department concerned, and the Superintendent, Government Printing, is authorized to bring such request to the notice of the Revenue Secretary. 64. The practice of sending paper to the Press to be printed doubles the cost of carriage and involves unnecessary clerical work in the Press. It is therefore ordered that paper for printing shall in future be obtained irom the Government Press. In order to guard against inconvenience that might occur if paper of the required quality is not in stock at the Press, it is desirable that Heads of Departments and Commissioners who require printing tc be done on paper of special qualities should furnish the Superintendent, Government Printing, Burma, wiLh iniormation regar
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Appendix IV -contd. 147 But in the case of annual returns the blank space is at the left side .and If inches wide. 73. When a form contains too many columns to be put into two foolscap pages, either inner and outer sheets are used or the two sides of the paper are used to make a four-page form. 74. All forms (other than those of the Pnblic Works Department) arc! printed so that the writing runs horizontally, in order that they may be read without turning the paper round. To this end, if the form consists of columns, the columns are ruled vertically. 7 5. When a form is intended for a single entry only, not a collec tion of entries, it is not ruled in columns but in lines, with crosshead ings at the left-hand side. 76. When a column is narrow, the heading is not on that account printed in vertical lines if it is practicable to print it in horizontal lines without splitting up words to an excessive degree. 77. As a rule all registers are bound in strong boards, with leather back!', with the exception of -(a) Counterfoil books, (b) Village headmen's registers of cases, fines and police officers' visits, which may be bound in limp covers. Exceptions may be made only by special orders of the head of each department. 78. Every register has a printed label on its front cover arid another on its back. On the front cover label there shall be blank spaces for the -District .................. . Office ...................... . Year ...•••......••.......... PART VIII. RULES REGARDING THE BINDING OF REGISTERS AND GAZETTES. 7q. The General Price List of Stationery, etc., with which all 8 . d' indenting officers are supplied, shows what 10 mg. articles may be obtained from the Stationery Office. Officers, however, should not indent for book binding materials, such as mill-boards, leather, and binding-cloth. In regard to these a scale for binding charges has been laid down to include materials, and the duftries who are attached to most district offices are required to provide all binding materials at their own cost. In cases where an office has no duftry, books can be sent without much difficulty to the duftry in another Government office or to the nearest

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Appendix IV-contd. town to be bound. The scale of binding charges prescribed for Government offices in the proYince is shown below. Table of Rates far i'lain Binding Work, such as Reports, Gazettes, etc., usually done fiw Government Offices except tlie Kyaukpyu, Sa11doway, Blzamo, l/1_, itkyiiw and Ruby Mines Districts, and z'n 1/ze :ilinn States. Per copy. Rs. A: P. 2 8 0 (Half leather, cloth sides, from 50 to 400 pages I Full leather, from So to .100 pages 2 14 o Size I-Royal folio Half leather, cloth sides, from 401 pages and 3 o o L upwards. Full leather, from 40, pages and upwards (Half leather, cloth sides, from Sf'.' to 400 pages Size ll-Double j Full leather, from 50 to -100 pages ... 3 4 o, 2 4 O 2 B @ 2 12 0 foolscap folio~ Half lea.ther, cloth sides, from 4or pages and and demi-folio. I upwards. LFutl leather, from 401 pages and upwards 3 o o Size Ill-Foolscap (Half leather, cloth sides, from ::o to 400 pages ... 1 12 o folio, size of I Full leather, from 50 to 400 pages II o O Burma Gasette, Half leather, cloth sides, from 40 1 pages and 2 o o Annual Report, I upwards. etc. LFull leather, from 4or pages and upwards . Size IV-Royal (Half leather, cloth sides, from 50 to 400 pages ... octavo, size of I Full leather, frnm 50 to 400 pages History of~ Half leather, cloth sides, from 401 pages and Services, Civil I upwards. 2 4 0 I 6 O I 12 0 I 12 0 List, etc. LFull leather, from 401 pages and upwards 2 o o 80. The following are the rates for binding charges for the Kyauk-pyu, Sandoway, Salwten, Bhamo, Ruby Mines and Myitkyina Dis• tricts,and for the Shan States and the Chin Hills:-(Half leather, cloth sides, from 50 to 400 pages .. . I Full leather, from 50 to 4e,o pages .. . Size I-Royal folio Half leather, cloth sides, from 401 pages and Per copy. Rs. A. P. 4 0 0 3 8 0 3 14 0 I upwards. LFull leather, from 401 pages and upwards 4 4 o, (Half leather, cloth sides, from so to 400 pages . .. 2 10 o Size II-Double I Full leather, from 50 to 400 pages .. . 3 2 o foolscap, folio, Half leather, cloth sides, from 401 pages and 3 8 o nnd demi-folio. I upwards. LFull leather, from 401 pages and upwards Size III-Foolscap rHalf leather, cloth sides, from 50 to 400 pages ... folio, size of Full leather, from 50 to 400 pages ... Burma Ga11ette,~ Half leather, cloth sides, from 401 pages and Annual Report, I upwards. etc. LFull leather, from 401 pages and upwards 3 14 0 2 0 0 2 8 0 2 8 0 3 o o I 8 o Size IV-Royal fHalf leather, cloth sides, from 50 to 400 pages oct::.vo, size of I Full leather, frcm 50 to 400 pages 2 o o Historv of Half leather, cloth sides, from 401 pages and 2 o o Services, Civil L upwards. • List, etc. Full leather, from 401 pages and upwards 2 8 o Sr. Small works under 50 pages will ordinarily be bound. in (a) cloth boards, or (b) paper covers. For (a) the charge will be 40 per cent. and for (b) 70 per cent. below above rates for half leather in each size I to IV. \Vhen books bound in this way (cloth boards or papt:r covers) exceed 50 pages, the rate should rise in the case of (a)

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Appendix IV-contd. 149 5 and in the case of (b I I o per cent. for e\'ery 50 pages or part of 50 page:;. :-J OTE.-( 1) The ;ibove rates include all binding mMerials, country leather, ,cloth, boards, etc.; also lettering c,n back. (2) lf English calf is used, add 50 per cent. to the above rates. This, how• ever, shJuld seldom occur, as country leather is good enough for ordinary purposes, and English leather should be used only in very exceptional cases. (3) Charges for binding shculd be supported by a certificate th 1l the amount :Paid is in accordance with the rates given herein. PART IX. INDENTS FOR GAZETTES, ETC. 82. The following orders regulate indents on the Superintendent, 'Government Printing, for Gazettes, Acts, Regulations, Rules, Circulars and Manuals. 83. Officers empowered to purchase bo iks (General Department Circular No. 69 of 1908) are authorized to indent on the Superinten deut, Government Printing, for copies of. Gazettes and of official publications included in the Book Depot Catalogue, and the officers enumerated in the list attached to tha.t circular are Controlling Officers in respect of their subordinates. 84. The Curator, Government Book Depot, is authorized to ,question the supply of books when it appears to him that the number of the books indented for is beyond ordinary requirements unless the indent is signed by a Comm is$ioner or the Head of a department. The sanction of the Commissioner or Head of a department is required for the supply of duplicate copies of books which have already been supplied. 85. Indents for copies of Manuals should be forwarded through the office responsible for the issue of the Manuals in order that the distribution list may be amended. The ivlanuals issued by each office .are shown in the following list:-LIST OF MANUALS. ~(a) Issued by the Financial Commissioner. r. The Upper Burma Land Revenue Manual. 2. The Lower Burma Land Revenue Manual. 3. The Burma Registration of Deeds Manual. 4. The Burma Land Acquisition M~nunl. 5. The Burma Stamp M.rnual. ,6. The Burma Income-tax Manual. 7. The Lower Burma Town and Village Lands Manual. 8. The Upper Burma Town and Village Lands Directions and Town Lands Forms. 9. The Burma Subdivisional and Township Office Manual. .10. The Burma District Offh:e Manual. II. The Burma Mineral Concessions Manual. . The Burma Fisheries Manual. r3. The Cultivators' Loans Manual. 14. The Burma Boundaries Manual. 15. The Births, Deaths and Marriages Registration Manual. 16. The Financial Commissioner's Miscellaneous Circulars Collection. :17. The Manual of Inspection Questions relating to subjects dealt with by the Financial Commissioner.

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150 Appendix IV-concld. (b) Issued by the ComJ11issio11er o/ Settlements a11d La11d Records. 1. The Burma Settlement Instructions. 2. The Burma Land Records Manual. 3. The Survey Manual f<,r Land Records Officers. 4. The Burma Famine Code. 5. The Burma Famine Manual. (c) Issued by the Com111issio11er of Excise. 1. The Burma Excise Manual. 2. The Burma Opium Manual. 3. The Burma Salt Manual. (d) Issued by the Chief Collector of Customs. I. The Burma Sea Customs M arual. (e) Issued by the Chief Secretary, 1, The Burma Village Manual. 2. The Burma Examination Manual. 3, The Shan States Manual. 4. The KachiQ Hills Manual. 5. The Chin Hills Regulation Pamphlet. (f) Issued by the Revenue Secretary. 1. The Burma Forest Manual. 2. The Manual of Arboriculture for Burma. 3. The Burma Ferries Manual. 4. The Cattle Trespass Act Manual. ~The Upper Burma Ruhy Regubtion and the Rules thereunder. (Included in the Manual of Rules relating to precious stones, etc., which is partly superseded by the Burma Mineral Concessions Manual, 1912.j (g) Issued by the S,,creta1y. I, The Burma Rules Manual. 2. The Burma Arms Manual. 3. The Burma Municipal Manual. 4, The Rangoon Port Manual, 5. The Akyab Port Manual, 6. The Bassein Port Manual. 7. The Moulmein Port Manual. 8. The Burma Factories Manual. 9, The Inland Steam•vessels Act Manual. IO, The Burma Commercial Marine Rules Manual. H, The Burma Explosives M:mual. 86, The Controlling Officers mentioned are expected to scrutinize carefully c!ll indents submitted through them, and to refuse to. forward indents which appear to be extravagant or unnecessary. In the case of Gazettes and similar publications which are required to replace lost copies, the Controlling Officer will decide whethi:r the indP.nt is to be complied with at the public expense or at the expense of the officer responsible for the loss of the publication in question. APPENDIX V. Preservation of Periodical Returns in the Treasury Department~ See the Burma Treasury Manual.

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APPENDIX VI. Classification of Papers on Correspondence Files. (Section 121, page 34.) (I) ALL DEPARTi\IENTS. Class A.* (i) Main files of standing orders connected with questions of principle and all letters comr:1unicating rules and general instructions which have nd become wholly obsolete. (ii) At! correspondence of spedat interest or importance on the class A heads of Appendix II. Class B.* Correspondence of importance which does not contain standing orders on the class B heads of Appen
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APPENDIX VII. Preservation of Treasury Department Accounts. See the Burma Treasury Manual. APPENDIX VIII. Proceedings in the General Department. (Section I72, page 44.) GENERAL ACTS OF THE GOVER'.'llOR-GENERAL IN COUNCIL. I. Act XXX of 1852 (~aturalization), sections 1, 11. 2. Act Vof 1861 (Police),sections 13, 15A, 16, 17, 33. 3. Act XV of 186 5 (Parsi Marriage), sections 6, 8 A. 4. Act XXV of 1867 (Printing Presses), sections 4, 5, G, 8. 5. Act I of 1871 (Cattle Tresass), sections 4, 5, 6 (Appointments), 14, 17. 6. Act.Ill of 1872 (Marriage), sections 4, 5, fi, 10, 11, 13, 14. 7. Act XV of 1872 (Christian Marriage), sections 14, 16, 34, 78, 79 and Part V. E. Act XI of 1878 (ArmsJ, sections 17, 18, 29. 9. Act VI of 1879 (Elephants), sections 5, 6. 10. Act IV of 1884 (Explosives), sections 5, 9. 11. Act VI of 1884 (Inland Steam Vessels), sections 31 to 42. 12. Act XIII of 1885 (Telegraphs), sections 16, 17, 18. 13. Act VI of 1886 (Births, Deaths and Marriages), sections 19, 231 24, 25, 28, 29, 36. 14. Act Ill of 1-S97 (Epidemic Disea5es), section 2. 15. Act VIII of 1899 (Petrileum), section g. 16. Ace VII of 1904 (Ancient Monuments), sections 4, 5, 7, 9, rn, 13, 18, 19, 21. 17. Act I of 1910 (Printing Presses), sections 3, 5, 8, 10, 24. 18. Act IX of 1910 (Electricity), sections 12, 20, 30, 19. Act XII of 19II (Factories), sections 4, 37. LOCAL ACTS OF THE GOVERNOR-GENERAL IN COUNCIL. 20. Act II of 1880 (District Cesses,) sections 8, 23. 21. Act XV of 1887 (Military Police), section 9. BURMA ACTS. 22. Burma Act III of 1898 (Municipalities), sections 97, 100, 101, 147, 182, 183, 184, 186, 187. 23. Burma Act II of 1905 (Canals), sections 15, 66, 68, 69. 24. Burma Act III of 1907 (Towm), sections 51 71 11, 11A, 12. 25, Burma Act VI of 1907 (Villages), sections 5, 8, 9, 10, 12, 13, 16, 18, 19, 20, 21, 23, 24, 25, 28. 26. Burma Act IV of 1909 /Embankments), sections 4, 6, 7, 10, II. 27. Burma Act II of 1910 (Steam Boilers and Prime Movers), secti
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APPENDIX IX. Papers in proceedings which are not to be permanently preserved. (Section I89, page 50.) Class A. All papers not included in the lists under class Band class C Class B. {i) Memoranda of oral evidence taken, 153 (ii) Repnrts of any officers not specifically referred to in a decision or judgment. (iii) \otices of intention to allot hnd as a grazing-ground [Rule 67 of the Rules under the (Lower) Rurma Land and Revenue Act, 187,J, or Rule 76 of the Rules und~r the Upper Burma Land and Revenue Regulation, 1889]. {iv) Time-expired security bonds of bailiffs and treasurers. (v) Applications to open new liquor shops, ferries, markets and slaughter-houses. (vi) Applications for remission or refund of fishery, ferry, bazaar and excise revenue and all papers (except the final order of the authority sanctioning remission) connected ther4with. Class C. (i) All special powers-o[-attorney and owers under Article 10, Schedule II, Court-fees Act, 1370 . . (ii) All summonses, notices [ other than notices un
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154 APPENDIX X. Classification of Proceedings. (Sectz"on 1901 page 51.) GENERAL L>EPART'.'v1ENT. Class A. Proceedings of importance of the following kinds should be marked A and preserved permanently:-(i) Determination oi village limits. (ii) Appointments, su,pensions, and dismissals of village headmen and, in towns, of elders. (iii) Additions to lists of offences which must be reported by headmen. (iv) Prescription of places for 'confinement in villages. (v) Division of towns into wards and blocks. (vi) Approvals of conservancy grounds. (vii) Approvals of places for slaughtering animals. (viii) Approvals of sites for bazaars, cattle-markets and village cemeteries, (i) (ii) ( iii) (iv) (v) (vi) Class B. Issue of orders to headmen. Punishment of headmen or rural policemen otherwise than by suspension or dismissal. Imposition of fine on villages. Removal of suspected persons. Revision of headmen's orders. Issue of orders under rules regarding village sanitation and ca~le disease. Class C. (i) Issue of pwe licenses. Proceedings other than those mentioned above should be dealt with as far as possible in analogy with these cirders. REVENUE DEPARTMENT. Class A. All proceedings not ;ncluded in the lists under class B and class C. Class B. (i) Sale of rights of collecting minor forest produce. (iiJ Proceedings regarding the issue of licenses (no(leases) (other than excise licenses) disposed of by auction. (iii) Proceedings relating to the assessment and collection of puni tive police-tax. (iv) All proceedings under the Stamp, Court-fees and Income-tax Acts. (v) Proceedings in connection with rejected applications which, if accepted, would have been class A. (Where the rejection of an aplicatioa is of special importance, the proceed ings may be marked A at the discretion of the Deputy Commissioner or Akunwun).

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Appendix X-concld. 155 (vi) Reports of transfers of State lands to headmen or non agriculturists on which act:on has been taken (Land k.evenue Direction 81J). Class C. ~i; Aggregate proceedings containing applicatiom for copies. (ii) Procef'dings regarding the issue of fixed-fee licenses, passes and permits of all sorts. (iii) Proceedings relat;ng to the remission or refund of all revenue (except fishery, ferry, bazaar and excise revenue). (iv) Proceedings relating to the appointment of petition-writers. (v) Proceedings rf'garding the assessment of fallow land at reduced or fallow rates. (vi) Proceedings for recovery of. revenue, fines and taxes of all sorts in which no land is sold Qr resumed. (vii) Object ions to tltamadzs' assessments. (viii) Proceedings regarding the postponement of payment of reve nue. (ix) Proceedings regarding agricultural advances (the period to run fro rn the date of recovery of the advance and interest). (x) Reports of occupation, transfer or sub-letting of State land, if no action is taken on them. (Land Revenue Directions 7 5, 78 and 86.) APPENDIX XI. (Section 273, page 70.) Stock-books and Duplicate keys. A-STOCK-BOOK. All civil officers are required to keep a stock-book showing all the valuable property of Government in their custody or in that of their subordinates. Annual returns of increases and decreases and quinquennial returns of all stocks entered in the !>tock-book have been, prescribed, and are submitted to the Commisitloner or Head of the Department concerned. The stock-book is in the following form:-Stock-book of of I Date of receipt. Name of ;; r!~1e N u'!1 ber descrip-of pieces. tion. 2 3 --------------------I T~ate I 1 . of Value Cost. . t' "1'-d. realI 1a 5, IS-. p osal. 1zed. Initials.

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Appendix Xl-contcl. In the stock-book should be entered live-stock, European and other stores, and moveable property in the custody of the officer concerned, including European scales and weights, tents, ordnance stores, machines of European manufacture, scientific and mathematical instruments, boats, vehicles, horses, and elephants. Ordinary office furniture, books, and articles of petty value, stationery, etc., supplied for consumption, stamps, opium, and other stores supplied for sale should not be entered. Iron safes, locks and keys will be entered in a separate register. A full description of the articles should be entered in column 2. Stock-books should be carefully cbecked and signed by both relieved and relieving officer on the'tra nsfer of the charge of a district. Reports should then be made of any damage to or deficiency in the stock. B.-LOCKS, KEYS AND SAFES. 1. A list in the following form of Government locks and keys other than (a) common bazaar locks and keys and (b) those belonging to treasuries and sub-treasuries, which are entered in a separate register under Articles 2•J6 to 30 3 of the Burma Treasury !vlanual, shall, in the absence of a specific order 0f exemption issued hy the Local G,)vernment in the Financial Department, be maintained for each Govern ment office in the independent charge of an officer not lo\\'er in standing than a Township Officer in the Civil Department or of an officer of corresponding standing in other departments. Locks and keys in the charge of officers of lower standing shall be entered in the list maintained for the office of the officer to whom they artc immedi ately subordinate. The list shall be filed in a main nle cover which should also contain all corre,p:mdence other than purely ephemeral correspondence regarding locks and keys. Date of receipt. Maker's name and number. 2 I o;: f I . h 1 \ I .~a e, a m1ra ' or other Serial No. receptacle to I which the lock: belongs. /! ' ... 3 4 \ Method of disposal if no longer in use. Reference to order. ----5 Date of deposit of i dupli~ate , key in the treasury. 6 ,,; ] C: -7 2. Every Government lock shall be marked with a separate serial number, each office for which a list is maintained having a separate series of numbers 3. Every duplicate key shall have attached to it a label (obtainable from the Rangoon Central Jail) on which shall be marked the name of the office, the serial number of the lock to which the key belongs and a reference to the safe, almirah or other receptacle (if any) to which the lock belongs.

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Appendix. XI--concld. 157 4. Duplicate keys shall be entered in the list separately from the locks to which they belong in the following manner: e.g., Chubb's (or other makN's) lock No. and key. Duplicate key of ditto. 5. The duplicate keys of each office shall be rubbed over with vaseline or a mixture of vaeline and)erosene oil, wrapped in oil-cloth, placed in a sealed packet bearing the name of the office and sent with a list in the form prescribed by Rule I for safe custody to the Treasury Officer of the district, who shall acknowledge receipt of the packet and the list and place the former in the treasury strong-room under double locks in a box of which he retains the key. He shall mark a serial number on each packet and enter that number with the date of receipt and the name of the office to which the packet belongs in a list which he shall verify annually in the month oi July. 6. 'Nhen for any reason the duplicate of a key is required, the head of the office shall apply to the Treasury Officer for the return of the sealed packet of keys. \rVhere the head of the office is subordinate to the Deputy Commi,sioner, the Treasury Officer shall report the application to that officer. In order that packets so returned m:1y not be lost sight of, the Treasury Officer shall ask for their return monthly, and if he fails to s:>r.ure their return within three months, he shall report the fact to the Deputy Commissioner for such action as he may consider a(;visable. 7. The heacl of every office in which a list is maintained under these rules or bis gazetted as:,;istant, if any, shall annually in the month of July check the locks and keys in his.office with the list and report the result to his immediate superior, who shall submit such reports along with a report in respectjof his own office to his immediate superior and so on, provided that no report is required from a Commissioner or the Head of a Department. 8. The list shall be checked and signed by both the relieved and relieving officer on the transfer of the charge of an office. Responsibility for the completeness of the packet of duplicate keys rests with the officer by whom the packet was last sent to tlfe treasury. g. When the original or duplicate key of any lock is broken, the pieces and if n~cessary the remaining key shall be sent to Messrs. Oppenheimer & Co., Ltd., Rangoon, for the manufacture and supply of a new key. When the original or duplicate key is lost the lock, or in the case of the lock of a safe, the safe shall be sent for the manufacture and supply of two new keys. The firm will alter the tumblers of the lock and provide new keys different from those originally in use and return the lock or safe with the new keys. The remaining key of the original set should be destroyed. When keys are lost the cost of replacement shall be borne by the person responsi ble unkss he is specially exempted by an order of the head of the department to which he belongs. 1 o. In districts where spr0cial key almirahs are at present in use, they may continue to be used fl,r the keys of offices at tli.e district headquarters.

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APPENDIX XII. Rules to regulate the publication of Government Advertisements. 1. Government advertisements shall be printed in English in solid brevier type and in Burmese in solid pica type, as shown in the specimens attached to this circular. If larger type is used or if the matter is uuduly spaced or leaded out, only the space which the advertisement, if in proper form, would occupy will be paid for. Smaller type than brevier and pica respectively shall not be used. 2, Advertisements in English shall be published only in English newspapers and advertisements in Burmese only in Burmese newspapers, except in a locality where there is only one advertising medium, when advertisements may be published in two or more languages in the -same newspaper. 3. The rates at which GovPrnment advertisements shall be pub:lished are as follows:-Scale of charges for advertisements. ---------------------------Charge for first insertion. ENGLISH. Rs. A, P. First column. 1 For every one-eighth : I 14 o column or part therof. I Second and subsequent columns i For every one-eighth ' 1 4 o column or part thereof. BURMBSE, First column. For every one-eighth I o o column or part thereof. Second and subsequent columns. For every one-eighth o 8 o column or part thereof. Charge for I Charge for fifth sec?nd to_ fourth I and_s!Jbs~quent insert ions. 1nsert1ons. Rs. A. P. Rs. A. r. 0 15 0 0 7 6 0 10 0 0 5 0 0 8 0 0 4 0 0 4 0 0 2 0 4. The following method will be adopted to decide the amount which should be paid for any advertisement:-( 1) For advertisements in English-(a) Brevier type is adopted as the basis of calculation. (b) The size of a column is reckoned at I 2 inches long and 2j inches broad. (c) The average number of words in a line of brevier type of the width of 2! inches is nine, and the number of lines to the inch is, [or all practical purposes, nine; thus an advertisement containing 243 words of solid matter would be equal to a quarter column, i.e., 3 inches by 2t inches. (d) hi advertisements which are paragraphed, each paragraph must be reckoned separately in calculating the number of li r es.

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Appendix XII-contd. 159 {e) Single words or any number up to nine which are required to be printed as separate lines will bP reckoned as one line. (f) In the case of an advertisement with a heading, two lines will be allowed for each line actually occupied by the heading, if such matter is required lo be printed in a larger and bolder type than the body of the advertisement. (2) Adl'ertisements in Burmese character will be charged accord ing to the number of lines occupied in pica Burmese-18 lines of 2! inchrs wide being equivalent to one-fourth column and 72 lines to the full column. Burmesf' advertisements of other dimensions will be charged pro rat8. 5. An electro-block containing a co1t-of-arms and a line to be printed at the head of each co!umn 0 Government advertisements will be !mpplied free of charge by the Superintendent, Government Printing, to each newspaper on application, provided it undertakes to print this block at the top of each Government advertisement appearing -singly or in a series. The space occupied by the block will not be paid for. 6. The mm1mmn charge for an advertisement shall be onP-fourth of the charge for a full column, provided the electro-block is used ; -otherwise it shall be one-eighth of the charge for a full column. Advertisements occupying more than one-fourth of a column shall be -charged for according to the space actually occupied, any fractional part of a column less than one-eighth of a Clllumn being charged for at the rate of one-eighth of a column. 7. Government advertisements shall not be sent for publication .to any newspaper in Burma the roprietor of which is not prepared to publish them in the manner and at the rates and subject to the condi tions set forth in this circular. 8. The officer issuing an advertisement shall decide in how many newspapers such advertisement shall be published, on a consideration of the importance of the subject-matter of the advertisement and with due regard to economy of public money. g. All bills for Government advertisements published under these .rules shall be sent to the Superintendent, Government Printing, for examination. A copy of the advertisement cut from the newspaper, with the dates of publication clearly marked thereon, must be attached to each bill. The Accountant-General will decline to accept as a voucher in support of any charge any bill for advertisements published in Burma which is not countersigned by the Superintendent, Government Pri11ting. Bills for advertisements published outside the Province by newspapers not accepting the Government rules need not be sent to the Superintendrnt, Government Printing, for countersignature. 10. The Local Government reserves the right of modifying these rules from time to time and does not bind itself to continue them for any definite period. Ordinarily any material alteration in the rules will be notified at least a month before it takes effect. 11. A list of newspapers the proprietors of which have accepted the conditions contained in this circular will be published once every quarter in the Burma Gazette, in order that Government officers may

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Appen~ix XII-contd. be informed of the newspapers to which advertisements may be sent for publication. Acceptance of the con cl itions does not entitle any newspaper to claim as of right to have advertisfments sent to it. 12. Municipal Committees and other !Cleal bodies are invited to adopt the rules contained in this circular and to send their bills for advertisements to the Superintendent, Govrrnment Printing, for examination. The Superintendent, Government F'rinting, will also examine any bills for advertisements which rnay be sent to him for examination by officers ol Imperial Departments in Burma. Specimen Advertisements referred to in foregoing Circular. <.ob.ernm.ent ~bbtdistm.ent. DRAFT RULE UNDER SECTION 6 {I) (a) OF THE INDIAN PORTS ACT, 1908. The following draft notification, which it is proposed to issue under section 6, sub section (1), clause (a), of the Indian Ports Act 1908 is published for general informa tion'. The draft will be taken into consideration on or after the 10th January 1910. Persons desirous of offering any remarks on the proposed rule should communicate with the undersigned before that date. By order, F. LEWIS0HN, Ojfg. Secy. to the Go'Vt, of Burma, RANGOON, 16tk December 1909. Draft Notification. In exerclse of the power conferred by section 6, sub-section (1), clause (a), of the Indian Ports Act, 1908, the Lieutenant Governor is pleased to make the following rule which shall be read as Rule 5A of the rules published in Marine and Commerce Department Notification No. 31, dated the 27th July 18981 as amended by the Noti fications cited below-Marine and Commerce Department Notification No. 41, dated the 26th October 1898. Marine and Commerce Department Notification No, 26, dated the 18th June 1901.

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Appendix XIl-concld. Marine and Commerce Department Notification No. 14, dated the 27th April 1907. Marine and Commerce Department Notification No. 9, dated the 2nd March 1909. Marine and Commerce Department Notification No. 27, dated the 20th July 1909. " 5A. When inward bound ves.sels intend to use the Monkey Point dredged channel, they shall hoist in the day time, on the port side of the main mast and halfmast high, a black ball or shape two feet in diameter, at the time of passing Choki Point; and for the information of outward bound vessels any change of intention must at once be shown by the lowering of the ball or shape." 161 "

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APPENDIX XIII. (Sectt"on 279, page 71.) Burmese equivalents of official designations. " English designations. Viceroy and Governor-General of = India. Lieutenant-Governor or Burma Member of the Legislative Council Secretary to the Legislative Council Chief Secretary Revenue Secretary Secretary Under Secretary Assistant Secretary Private Secretary to the Lieutenant = Governor. Aide-de-Camp Honorary Aide-de-Camp tnterpreter to the Lieutenant-Governor= Financial Commissioner Secretary to Financial Commissioner _ Assishnt Secretary to Financial = Commissioner. Commissioner of Settlements and = Land Records. Deputy Director of Land Records Assistant Director of Land Records Settlement Officer Assistant Settlement Officer Boundary Officer Demarcation Officer Superintendent of Land Records Inspector of Land Records = Commissioner = Deputy Commissioner _ Assistant Commissioner _ Extra Assistant Commissioner (1st, _ :ind, 3rd, and 4th grades). -Extra Assistant Commissioner (5th -and 6th grades). Myot,k Subdivisional Officer Treasury Officer c:::: Burmese equivalents. 3Sjoo ~8sc;ooSd.} :,r.,~:90005 ',tGOO::> '1_9bo~(OGC:@0011 @$0::>icS:::c.ooS~ ~qcS3i8~1oeoooS 'It Go::i::>o:i9M(,>C:11 eoc;36lQt:~CUtjjl:Go5,1 20 c.o[sh,;:it>:nOilE :oS 11 :nzi>cS:oS@s11 rr.;,~$c;00Srr.;,02foo$u :Y.>~t:0$11 :r.;qj>C:o $c;ro:ia5n qo9003;:;qj>810$c;ro:io511 roul :c; X)2 (;J~OjlC: o~ 11 d}o59..;a:::i~ro11 0nc.oo)c:S~o5q eoooS~rou '1_9t;;ic.;ifoooo:,:@$11 ro~Sc.00S~p<1>~l 00$@:11 (J;)~Sc.00S~p<1>0$c.oo::>0011 :n~S Goo5 ~:><1,qd.Li::io$c.oo:io5n c;;:~8;,~c.@o:,'lc:of@sn eo@o::,961~:><1>0~11 c.@o::,9c:s::><1>0S~ro:ioS11 eo@:cf.?8oSn eo@:~5oSc.ro:>aS11 ~o5oooSo$n <1>00::>:0$11 ooo5o$n G@o::>9c1~COuOOo5u qo9000Sc.ro::>001 060011

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Appendix XIII-contd. Burmese equivalents of official designations-continued. English designations. Burmese equivalents. !.-FOREST DEPART MBNT. ( O:,OG00)~.)'1'11) Chief Conservator of Forests ::nOGOO) f:l'\'~160S@:11 Conservator -::nSc.00::ioi@:11 Deputy Conservator -::nSGoo::ioS11 Extra Deputy Conservator -qd3o:i::nSeooo::ioS11 Assistant Conservator -o:lOGOO:>O s (o(l):)O'.) II Extra Assistant Conservator -qd3oo::n6!;;oo:>o~c.m:ia5u Ranger -G00:>~011 Deputy Ranger -qd3ooc.oo::i~8u Forester -GOO:>G:;>ib:11 Forest Guard -c.oo::i Director, Burma Forest School -S Q:>~Ccc;ooS::nS Gcoo:>GC1il)C:3,011 Senior Instructor -o:x;p@:11 Assistant Instructor -co:xi c.oo::iooro<;p11 Vernacular Instructor -$G:>O:>:>::n:>~~..Al Assistant Vernacular Tnstructor -@SG:> o::o xi::ioo ooc;;oo:iaSoo Gfl" II.-CUSTOMS DEPARTMENT. (mc.oox:i:Sc.008~,=,,t,)11 Chief Customs Authority _ 3;>GOO:>OOeooo5~pf~lOOS@:u Chief Collector of Customs -:J;>Gex>:>oooS@:11 Collector of Customs -3;>GCX>:>000S Assistant Collector of Customs _ 3;>GOO.:>OOoSc.ro::ia511 Superintendent of Preventive Service = cx:iSG00:>003;>Gp5lll II 1.-PosT OFFICE. ( l():)~ct.?o:S~:,'\') II Director-General of Post Offices Postmaster-General Personal Assistant to the Postmaster-= General. Superintendent of Post Offices Postmaster Deputy Postmaster Assistant Postmaster Inspector of Post Offices City Inspector of Post Offices Mail Overseer IV.-Tnr.GRAPH DEPARTMENT. (~:,i.Ss~p,t,)11 Director-General of Telegraphs, India= 39jo::>i~csoo5 c.:,t,$: ~:>~qjlO 0$ @:11

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Appendix XIII-contd. Burmese equivalents of official designations-continued. English designations. Burmese equivalents. IV.-TELEGRAPH 0EPART)IENT-C011cluded. Chief Superintendent of Telegraphs = Superintendent of Telegraphs Assistant Superintendent of Tele-= graphs. Sub-Assistant Superintendent of Tele= graphs. Honorary Assistant Superintendent = of Telegraphs. Telegraph rvI aster c;@g'i?a5~c(;l2CJ $~GOOII Currency. V(l.-JUDIC[AL DEPARTMENT. Chief Judge, Chief Court Judge, Chief Court Judicial Commissioner Sessions Judge Additional Sessions Judge Government Advocate Assistant Government Advocate _ . ~oSc.oo5oo~so$@:~i5ir ~oS1o00S00qi>:oi~111 oo~:9=>.;,~100S~:11 od.>~ 8ooq;:,: il@cu GfOOmcoS~cooGfa5u oc.y5eooo5't)_:o::~:Ojl@:u OGG)Goo5~ c~:oo'P: Qm;;fl::ljl@:u o~C't)_ :qi>ooo:Soo9'l: oooqv:::>:j!@s u :o:;~:GOJG'fll~@gn ik]Cq't}:~ooa:5ooqusGOJ~l~@:u ~00~0~ :OO'{u:G0:~80j1@:11 sGooc;p:0j1@:11

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Appendix XIII-contd . . Burmese equivalents of official designations-continued. English designations. Burmese equivalents. VJ I.-Juo1c1AL DEPARnrnNT-concluded. ( oo'P:'Po,oo5~?~)11 Judge of Township Court Additional Judge of Township Court= District Magistrate ~o\lo5~: ooqu:Qoo~:~@: n ~.;. o5 ~:q.i :::oo5 ooq,:,:Qcoq,:,: ff@ln ~<;JC(!,\loSi;.1'10iooSccq,:,:o.;i@an Special Power Magistrate 'Subdivisional Magistrate Township Magistrnte Senior Magistrate Headquarters Magistrate Additional Township Magistrate Cantonment Magistrate G;>CXj/: :r.:om:> GfOiO oSoo'P: Ojl@: u ,\loS~6Gf'JiOOOoo~:'i?@:n ~o\lo5Gj_i)@i oooooq;i :o.;i@:11 ~oS@:11 0 fficial Assignee VllJ.-j.\IL DEPARTMENT. 1nspector-Genrral of Pris~ons Superintendent of Jail Chief Jailor Jail or ~Q~Ol0000%Jil:'i!@:H ~,\IOOGJ_i)OOOOGJ.i)QiOOOOOGf:3!@=• 008 ~:q.io,o~coGJ_i):Ojle,: n o~L:: cBSw: 'P ?t11 ( 3;;)~e,:g:,o/ )n 3;;;1cge_:s:i'l'~ J>oS.5.'.:11 c;;c:o:>S~8oS n GO:::>t5il_:~:11 C.C:OJC5il.: II Deputy J ailor -qd3xic.cc:ic1r.:11 IX.-POLlCE DEPARTMENT. lnspector-General of Police Personal Assistant to Inspector = General of Police. Deputy InspectorGeneral of Police = (Military). Deputy Inspector-General of Police = (Eastern). Deputy Inspector-General of Police = (Western). Personal Assistant to Deputy lnspec= tor-General of Police (Military) Superintendent"of Police Supplies District Superintendent of Police Deputy Inspector-General of Police,= Criminal Investigation Department and Railways. Personal :\ssistant to the Deputy = Inspector-General of Police, Criminal Investigation Department and Railways. 'D~trict Superintendent of Police, = Railways. Assistant Superintendent of Police Deputy Superintendent of Police -Commandant of Military Police Bat= talion. ( q.io,0005:,o\l )ri q~J,\1~[80S@111 q.,0iooS~po\l~[O o~@:~:~ o:/tq., oS Gc:o:>o5n oS~cl38q,:,~.orooS~:11 :r.>G ~c:q.io,orooS@= II rQGpo5~c:'flO'iOo5oS@u CO(?C\% GfO>OOOoS@t ca=~~cq.i 0~ c.co:io5w ooSo:,: G\_ qpGo:r;;po,o ooo~ 11 B9&~o55t;,9 B1<;J00::>:5:,o\l !;;fiJlOOO 0~ @:o ~c;c:o:ioS~;, 8:'lc:o:i:~JOOOOSO"Jc.COIII coi,icl300S11

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166 Appendix XIII-contd. Burmese equivalents of official designations-continued. English designations. Burmese equivalents. IX.-PoucE DEPARTMENT-concluded. ( G[i)Oi:JoS~po\\) 11 Assistant Commandant Police Battalion. of Military= 0S<-ro.%0$GOOJOOII Adjutant Assistant Adjutant -3:lq)l[OOt~rou qd3oorogill oo 8~a5u 9S~~Q~o,ooSo~@:11 ... Commissioner of Police, Rangoon = Town. Personal Assi5tant to the Commis-= sioner of Police, Rangoon Town. 9ScxiS~G:q_;io,ooSoS@:'iJ.15t~8~0S-Ga>Jm11 Assistant Commissioner of Police, = Rangoon Town. Superintendent, Rangoon Town Police= Principal, Provincial Training School = Chief Instructor in Law Assistant lr.structor in Law Chief Instructor in Drill Chief Assistant Instructor in Drill Assistant Instructor in Drill Equitation Master Burn,ese Instructor, Police Training = School. Hindustani Munshi, Police Training= School. qScxiS ~GG'f'O;OoS0$11 GJScxiS@,;;qd300GpO;OoS0$11 Gp0>ooSc.c~p8:3i8@:11 eoGti@ro'P@:11 eoc.:J@oom~OOJOOOO"{i)II o OG'l_ :@ooGF@:n oSc. ';J 1@qo9000X[un 0Sc.9 sooo:Sc.oo::,a5 o:;Gpw c:8:o:i8ro~n ~o.ooSc;.~::,8: @$,.n o::>JOJJ O:>OJC OOG'flll ~0iooSeoo:pS: cB~il oo::, o:>Jo:o:.& 0'.)~11 Circle Inspector ~'l'o5:r.icooa5c.oo5n Town Inspector ~~8:ro 8ooo5eooo5n Prosecuting Inspector o;;>Jl~OOro8~oo5c.ooS11 Deputy Inspector qd3oo:J;;>8ooo5c.00S11 Sub-Inspector Gf0,000~8n Prosecuting Sub-Inspector = ro5t~m~o,0~31611 Sergeant 0::,0,811 Head Constable ~o,ooS@811 Constable _ ~0,000:J;lJICX>S:n Mounted Constable _ :61"(<>1),0003;>JtOOS:n Court Police Officer 'a::J;>,rGOOJtGpCJiooSroqu ~It X.-MARINE DEPARTMENT, (c.9G:>tag::,~)11 Principal Port Officer c.90S@:a Port Officer GGJ0$11 Assistant Port Officer G') o$c;;ooJo511 Chairman of the Port Commissioners = o38006:~8~o;?@:4t:J;.)@::J;>Jil&II Port Commissioner -o38oo6:~c~rt@sn Port Health Officer cl3800S:~CG]_~O'.t;S:G::,5tro~o$11 Assistant Port Health Officer _ o3800S:~8~C7:l!$:Q:>~qd3ooro'PoSrr

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Appendix XIII-contd. Burmese equivalents of official designations-continued. English designations. Burmese equivalents. X.-MARINE DEPARTMENT-concluded. ( c.@~cz ~p~) II Superintending Engineer and Engi= neer and Shipwright Surveyor (of the Port). iliomS:r9 ooc.o:5:> ooecq8,t ~ci;;t'i cmoSu Marine Transport Officer Superintending Engineer Transport). Harbour Master Pilot -,9c.:>c:e,:c.oo::>C~cr.lGf~II (Marine= "9":>8:~e,sc;oo:,c~~cqcoSn coroo:5::io983,811 = G9c;@:>c:u XI.-EDUCA'l'lON DEPARTMENT, ( 023::>~;:>o/) II Director-General of Education oe3:>5po/~l80S@:11 Director of Public Instruction oe3:>oi~s11 Inspector of Schools oe3:>0S11 Assistant Inspector of Schools oe3)0SGco:>a511 Deputy Inspector of Schools oe3xJ~011 Sub-Inspector of Schools qc:Boooe3::i3iOII Principal -GC'1j'.>C83iOOO.;p~s11 Lecturer OJ~ooq;::11 Head Master d Government Engi• = cr.i~:9o;;,cq8!;p~GC'1jJC:oo<;;i.:@1u neering School, a5 I:' cHead Master of High School a;;ico oo'\l:c;a:~pcHCGfe::f11 Head Master of Normal and Prac= OOGfS 023::> Goo5 008 GC'1j:>Ca a:> G(u tising School. @sn Head Master of Anglo-Vernacular = Go:>::>c@1~11 .fl.1Go5cgJa OJ)& aa~::>: School for the Sons of Shan Chiefs, on.'IJOJCc;mr:>Csoo=~III Taunggyi. o "ll Tei Editor, Vernacular School Text-books= Go:iJ:>Cso:>@8[.QGfjlll Superintendent of Reformatory School= ~coSCGcTpC83i011 Itinerant Teacher _ ~CO<:gi:::>00COOG[ull Political Officer Political Agent XII.-PoLITICAL. (icfo915:>~ )!1 = Assistant Political Officer Superintendent, Southern Shan States= Superintendent, Northern Shan States= Superintendent, Pak&kku Hill Tracts= Assistant Superintendent, Shan States= Superintendent of Chin 1-1 ills Assistant Superintendent of Chin Hills= ( c;oo:sJ~ )n lnsp~ctor-Ge~eral of Civil Hospitals = Goosg:>~qi l ooS@su Personal Ass1st.a?t to th.e Inspector=i;a:i:cJ~:.i118oi~1&rnrAcc:r.ioS1.00JoSU General of C 1v1l Hospitals. c.1 "lJ. ei' 1! 1l '"'i T XII !.-MEDICAL.

PAGE 174

168 Appendix XIII-contd. Burmese equivalents ~f official designations-continued. English designations. Burmese equivalents. XII 1.-M EDICAL-concludd. Sanitary Commissioner Deputy Sanitary Commissioner Superintendent of Lunatic Asylum Civil Surgeon Assistant Surgeon Health Officer Port Health Officer Assistant Port Health Officer = Superintendent-General of Vaccination= Native Superintendent of Vaccination= Vaccinator _ Chemical Examiner and Bacteriologist= Superintendent, General Hospital, = Rangoon. Police Surgeon and Pathologist, = Rangoon. Resident Medical Officer, General = Hospital, Rangoon. Ophthalmic Surgeon, Rangoon House Surgeon, General .Hospital, = Rangoon. Sub-Assistant Surgeon O]S:G::lJi~Cc.;po~~:11 ~S1"1:::i5t~8quo$11 ::>:j!fillC.OO::lC~C<,'fG00:>8q811 a,"[i>o$11 qo90000<,FoS11 s gQ::,5t(r.)c.;pj\11 d3ooo6r~C~CXJI S:Col:::>frlOOc.;po~ 11 ~cqvo::i1$:G::,~Ho900009<'oi• G.lCXJ1::ia5~:s::i<1>qil ooS@:g c;cqpa5~:3;1cqo~o11 C.O] ::,~~800bf'l11 ol"1eoooo11eo~olooco~9fa0Sa:1q;,u '1S~S~11'i!.;,:::,~~oooq.:io$11 9S~S~11~0iooS~p,;,ooc.;fo$11 9SC1tS@uo;i,;,:::i~c:~ooqcoS11 9So::iS[~11~oS8c;.c.;poloqoo~oS11 9 ~CX?S~n ~.;,::,~c;;.;,qo9ooooc.;po$1 ro a:eooo:::i:i Goo:ooc.;pn x1v.-PuBLIC w oRKs osrARnu;xT. ( 3;1cqos:::i,;, Ju. Chief Engineer a;)oqo~::i~qJlOOS@:• Superintending. E11gineer _ 3;1oqo~::i.;,0$@:n Executive Engineer ~cq8oSn Assistant Engineer 3;1oqoo~G>OO::lO: II Co~~~!i;~ Engineer for Railways, = . S"1::ii8cGoo58:qa:rn5t ... c:~8u8;J;) a:iooS@111 Deputy Consulting Engineer Upper Subordinate Lower Subordinate Overseer Sub-Overseer Bishop Archdeacon Deacon Chaplain . Pastor _ 8:9 oo:::,: ~Q81~8ofar.i=q80$ n _ :J;)oqc~6n _ o;;,::c;8@8n _ ooO:~oSn = qcBooooS:~oSn

PAGE 175

Appendix XIII-contd. Burmese equivalents of official designations-continued. English designations. Burmese equivalents. XVI.-SuRVl!Y OEP.\.RTME;IIT, (c;.@~c:~:>~)n Surveyor-Gener:i.1 of India Superintendent, Trigonometrical Surveys. Deputy Surveyor-General in charge, Revenue Branch. Assistant Surveyor-General Superintendent Deputy Superintendent Assistant Superintendent Assistant Superintendent, Geological = Survey of India. Extra Assistant Superintendent Sub-Assistant Superintendent 'Inspector Surveyor c;.(s~E:~p<\lqil 00~~:11 00~0~8:~pmn 3;)~c;,@~csoSGcooon qd300G@~8:oSGco:>0011 c;@~c:s;;icooocc;oo511 G~c;o::>_GG( :11 XVII.-Excrss DEPARTMENT. (ooS~:5:>.r,)11 Excise Commissioner Chief Superintendent of Excise Superintendent of Excise Assistant Superintendent of Excise Inspector of Excise Resident Excise Officer I nspectc,r of Salt Sub-Inspector of Excise 'Sub-Inspector of Salt Chief Controlling Revenue Authority = Collector Assistant Collector Fishery Officer Circle Headman Village Headman District Surveyor Revenue Surveyor Ward Headman i8lock Elder I ooS~:oS@:11 ooS"n[ rn S 11 ooS~ aoSc;.ro:>o:511 ooS~ :0Sooc;.co111 ooS~ ::Y.l8ooo5c;.oo: 11 o8S:~cwS':ijj:a;,~j\u oo::>::r.icooooc;oo511 qt:BooooS"n[ ao;;,800 ooc.00811 qoSoooo:>:3;18 ooooc;oo8u

PAGE 176

Appendix XIII-contd. • Burmese equivalents of official designation<,-continued. English designations. Burmese equivalents. XIX.-C1v1L VEnRINARY DEPARTMENT. ( oal~Jsd3q~=>SCX?~P~)a Superintendent 02)~:>:d39&=>So::i~:>~0$@:1 Second Superintendent Clillt=>:d.k1s=>So::i~=>vqc:8000$1 Third Superintendent ~~:>:d39s=>S~~p.;.ood3000$11 Assistant Veterinary Instructor oai~Jsd39=>$CX/c;;d~pcroo"[i)H Veterinary Inspector ~~J&d3')@>J~CY.j~p.;.(3;)8ooo5c;oo51 Veterinary Assistant oal~J&d3"]~J$CX/o:>oSc;;co:>OOOOq~)11 Superintending Canal C fficer Divisional Canal Officer Subdivisional Canal Officer Canal Inspector Canal Surveyor ooe:$@:u coe:$11 ooeo$c;;co:>o511 ooE:iScooo5eoq tll XXI.-RAILWAY DEPARTMENT. ( ~sqooJ:~p~)11 Agent 6:G)COJ8~p~~[00$@111 Chief Engineer B:900:>ss:>,;.:J;;>cqoo$@111 Superintendent of Way and Works B:G)COJ:a:.S:0$11 Traffic Manager /3:qoo:>1CX/$0$11 Locomotive Superintendent 6:qco,:oo5o$n District Engine;r 6a9. OOJ: ooS:0$ c., COJOOII District Locomotive Superintendent ~l:t,oo,:ooSoSeocoJo5u District Traffic Superintendent B:'J.OOJ:CX?$o$eoc:oJo511 XXII.-AGRICULTtJRAL DEPARTMENT. (coo5oo:>~p~)u Director of Agriculture Deputy Director of Agriculture Agricultural Chemist Agricultural Botanist Agricultural Assistant Agricultural Overseer Agricultural Sub-Overs e er District Agriculturist XXI 11.-M ISCELLAN t;ous. Government Translator Assistant Government Translator Superintendent, Arch.cologica\ Survey= ltxaminer in Chinese Superintendent, Government Printing= Deputy Superintendent, Government = l'rirting. roo5oo:> ~::>~~ t 60~@111 OJC000J9J~O $11 0 li.;;t,O~C'\'lOJo:iooJQJ~O~I ~p~o+u eooe,~811 eooe.M= 0 oo$1H poo@.ld: J o:iS:u 8@o51• eooe~ :11 ( (T.)Q~r.;~) II oJs;~5@SoSGcoo511 OJ'"oobS~a~oa ~8e::c:01J:>o5oJoSn 00'u000JO)JOJOS0S11 tr.>~:9b::i~j8s,8n :T.)~:9. qd3ooo,~io~o5:r.;i61

PAGE 177

Appendix XIIl-concld. Burmese equivalents of official designations-concluded. English designations. Burmese equivalents. XX 111.-MrscBLLAN BO us-concluded. ( 8;;>GC12GC12n) Consul-General G:OO)CoSoS@:11 Consul GOO:>CoSo ~11 Vice-Consul Goo:>coSo~GOO)()')II Consular Agent Go:'.>:>CoS~o5oJ:cso511 President, Educational Syndicate o~:>,root8d3oo@foc::r.i@:effi9" Member of Educational Syndicate oe3)Jtroc8d3cf CG')l~Cn Registrar of Town Lands [G@G(q_crn'.;co~GOOJd11 Superintendent of Kheddahs 00800:SsoSn Deputy Superintendent of Kheddahs mcoo6:o~c;oo:ia5u Assistant Superintendent of Kheddahs= qd3ooroco::iSw$c;oc,:ia5u Collector of Income-tax ::r.i@ooeao:::S~~G:x>:>m~o ~II Asse"sor of Income-tax C::-~ 5 ,...._~ 3:;>t.,OJGO'.) ~~l90JII Superintendent of Stamps ood3oGoo5o~n Assistant Superintendent of Stamps o5cl3oeaoo5oSGooJo5n Inspector-General of Registration O:>qj[ OOJoo6:go5~ooc~;):l'll100~@:n Registrar of Deeds O:>qJ [ OO:>oo6:gd3~oocoSeaoo:ia5n Sub-Registrar of Deed, OJ~;oo:io:68jOO~CDCqo3:.x:io$GooJcrS~ Registrar of Marriages ooo5oooQfSCO:>OJr,_C:~co$GooJn5n Registrar of Births ~nd Deaths GW:Go.:>0:>9Cl~Co$c;;oo:,o5n Registrar, Co-operative Credit Gcn~cQo1:cr.i::xicso::>C18s,..,Q80$11 Societies. ll, ll
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Appendix XIV-contd. Miscellaneous Miscellaneous -General 137 I next shall come pages in form General 99 I arid then . Misce11aneous a page m -General 138 • Then shall follow plain paper, containing notes, in chronological order, of all confidential reports, and every decoration, reward and specific praise,and blame, with the date of each. Only one side of the paper should be written on. 2. These files shall be maintained in duplicate, one by the Deputy Commissioner and one by the Commissioner. 3. When an ofpcer goes on leave his confidential files should be retaineu until he returns. When an officer is transferred they should be sent direct to the officer's new Deputy Commissioner. . The two files will not necessarily be exact counterparts of each other, hut when a Deputy Commissioner makes any entry he may send a copy to the Commissioner and vz'ce vers,t. Any a.Iteration in form 99 should be communicated to the Commissioner. Miscellaneous 4. \Vhen the files are started, the entries on forms General 137, 99 & 13 8 may be made by a clerk. But thereafter the files should be kept in the personal custody of Deputy Commissioners, and entries should be made by them alone. 5. The loose sheets on which remarks have been made under Circular No. 20 (General Department) of I 894, nnw superseded by these orders, may be utilized by Deputy Commissioners as pages of the new files. 6. Before giving over charge of a district or division a Deputy Commissioner is expected to note in the5e files his opinion concerning each Extra Assistant Commissioner or Myook or Superintendent of Land Records SP-rvi1:g under him. Notes should also be made when the Extrn A,sistant Commissioner or Myook or Sui,crintendent is transferred to another district or division as the case may be, or goes on leave. Copies of the annual confidential reports made to Government (see Appendix XV) should also be entered in these files. 7. Confidential files shall be kept for three years after the death, dismissal, r-:moval, or resignation or retirement of the officer concerned ancl may then be destroyed. PART II. Instructions foY the mat'ntenance of confidentt'al regz'sters of subordt'nate officers, and of memo'Yanda of mportant points connected with the district. RESOLUTIO~.-It has been brought to the notice of the Chief Com missioner that ~reat diversity exists in the manner in which charge _of • a district is handed over. Whatever knowledge a Deputy Comm1ss_ioner may have acquired of the character of his Myooks, thugyis, _'.1nd gaungs, and of the wants of the district, is not handed down in a compact form to his successor, who has to acquire the same for hii:n self. There is in force a distinct order that every Deputy Commissioner shall leave for his successor a memorandum of all important ,points connected with the administration ~f the district, but the C)1ief Commissioner understands that the incomrng officer seldom rec<:1ves more than a few bauly written hurried notes.

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Appendix XIV-concld. 173 2. In order to secure uniformity of practice, the Chief Commissioner is pleased to direct that every Deputy Commissioner shall keep in his own possession, as being confidential, the registers and papers described below, and shall write them up according to the specimen forms* attached:-* * * * Register of clerks. Register of public works and relief works. * * File of 111emoranda of all important points connected with the administration of the district (to be kept unfolded). Register of village headmen. Commissioners, both in Upper and Lower Burma, are expected to satisfy themselves on their tours of inspection that these registers areproperly maintained and kept up to date. The maintenance of these-registers, when once begun, will not involve much trouble. 3. The lollowing brief notes will sufficiently explain the manner in \,,. hich the registers should be kept up :--* * * Regzster o/ Public Works. -Any useful works which are brought to the notice oi the Deputy Commissioner from time to time should be entered, irrespective of any possibility of funds being available to carry them out. _ The file of memoranda, etc.-This should be kept unfolded and: should commence with a map, however rough, of the district. The different f!lemoranda left by previous officers should then be filed in order ; then a note of the divisions of the district, the revenue under different heads for past years, the distribution of the police, the dis tribution of the rural police, the guns held in the district, and the violent crimes of the current year. The memorandum left by each. officer should refer, among others, to the following subjects :-(i) Working of the police. (ii) The state of crime and the means adopted for its suppression. (iii) The condition of the communications of the district. (iv) The sanitary condition of the district. (v) Assrs~ment of the Land Revenue and Capitation-tax or thathameda. ( vi) Working of the excise laws. (vii) Municipalities. (viii) Fisheries. (ix) Net-tax. (x) Salt-tax. (xi) Grazing-grounds. (xii) Records. (xiii) Copper and small Jilver coins. (xiv) Pending cases. (xv) Education. Register of village headmen.-(See the Burma Village Manual.) • Not produced.

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APPENDIX XV. Submission of Confidential Reports. The following are the orders concerning the submission to Government of annual confidential reports on officer., in the -(i) Commission. tii) Provincial Civil Service. (iii) Provincial Judicial Service. (iv) Subordinate Civil Service. (v) Subordinate Judicial Service. (vi) Land Records Department. (vii) Settlement Department. 2. The reports shall be prepared in the prescribed form and shall deal with officers on duty on the 31st December and with officers who may have been transferred or who may have gone on leave during the last three months of the year, but v.ho were on duty on the 30th September preceding the submission of the report. Each form shall deal with one officer only. The reports shall be prepared and despate!\.ed by the first reporting officer before the 10th January annually\l 3. The officers to be reported on are-(a) in the Commission-all Deputy and Assistant Commissioners; all Divisional and District Judges; all other officers junior in rank to a Commissioner; (b) in the Provincial Civil Service-all officers; (c) in the Provincial Judicial Service-all officers; (d) in the Subordinate Civil Service-all officers ; (e) in the Subordinate Judicial Service-all officers ; (f) in the Land Records Department-all Superintendents and Probationers. (g) in the Settlement Department-all Settlement Officers and Assistant Settlement Officers. 4. Each District Judge will send to his Divisional Judge, each Settlement Officer to the Commissioner of Settlements and Land Records, each Deputy Commissioner to his Commissioner, and each Divisional Judge to the Registrar of the Chief Court, a form with his own name, office and station entered thereon, in order that the report upon himself may be made by his superior officer and submitted to Government. 5. The channel of report and submission will be as follows;-(a) The reports on officers who exercise civil judicial functions only will go from the District Judge through the Divisional Judge and the Chief Court to the Chief Secretary to Government. (b) The reports on officers of the Provincial and Subordinate Judicial Services who exrrcise magisterial powers, and officers of the Commission and of the Provincial and Subordinate Civil Services who perform both civil and criminal judicial functions but have no revenue or general executive work, will go from the District Judge through the Deputy Commissioner, Divisional Judge and Chief Court to the Chief Secretary to Government.

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Appendix XV-contd. 175 (c) The reports on officers of the Settlement Department will go from the Settlement Officer through the Commissioner of Settlements and Land Records and Financial Commis sioner to the Chief Secretary to Government. (d) The reports on Superintendents and Probationers of the Land Records Department will go from Deputy Commissioners through Commissioners, the Commis sioner of Settlements and Land Records and Financial Commissioner to the Revenue Secretary to. Government. (e) The reports on Akunwuns will go from Deputy Commis sioners thrcugh Commissioners and the Financial Commissioner to the Chief Secretary to Government. (f) The reports on other officers of the Commission, Provincial Civil Service and Subordinate Civil Service who may be doing duty in the Revenue Department only will go from Deputy Commissioners through Commissioners and the Financial Commissioner to" the Chief Secretary to Government. (g) Th~ reports on officers of the Commission (below the rank of Deputy Commissioner), Provincial Civil Service, and Subordinate Civil Service who exercise both civil (but not criminal) judicial functions and revenue or general executive functions will be prepared in duplicate. One report will be initiated by the District Judge and go through the Divisional Judge and the Chief Court to the Chief Secretary to Government. The other report will be initiated by the Deputy Commissioner and will go through the Commissioner and the Financial Commis. sioner to the Chief Secretary to Government. (h) The reports on officers of the Commission, Provincial Civil Service and Subordinate Civil Service who do magisterial work only will go from the Deputy Comrnis sioner through the Sessions Judge and the Chief Court to the Chief Secretary to Government. (i) The reports on officers of the Commission (bdow the rank of Deputy Commis.,ioner), Provincial Civil Service and Subordinate Civil Service who exercise both criminal (but not civil) judicial functions and revenue or general executive functions will go from the Deputy Commis sioner in duplicate, one report through the Sessions Judge and Chief Court, and the other through the Com missioner and Financial Commissioner to the Chief Secretary to Go,ernment. (7) The reports on officers of the Commission (below the rank of Deputy Commissioner), Provincial Civil Service and Subordinate Civil Service who exercise both civil and criminal judicial functions and revenue or general executive functions will be prepared in duplicate. One report will be initiated by the District Judge and go through the Deputy Commissioner, Divisional Judge, and Chief Court to the Chief Secretary to Government. The

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Appendix XV-condd. other will be initiated by the Deputy Commissioner and will go through the Commissioner and the Financial Commissioner fo the Chief Secretary to Government. (k) The reports on Deputy Commissioners will go from the Commissioner through the Financial Commissioner and the Chief Court to the Chief Secretary to Government. (l) The reports on District Judges will go from the Division al Judge through the Chief Court to the Chief Secretary to Go,ernment. (m) In Upper Burma the Judicial Commissioner takes the place of the Chief Court. 6. Reports on officers of the Commission, Provincial Civil Service and Subordinate Civil Service serving in the Shan States and Chin Hills will be made by the Superintendents direct to the Chief Secretary to Government. 7. When any remark so unfavourable as to affect, or to be likely to affect, an officer's prospects of promotion is recorded by his Commissioner or, in the case of judicial officers, by his Divisional Judge, or by any officer superior to the Commissioner or Divisional Judge, as the case may be, a copy of the remark will be communicated by the Local Government to the officer concerned. Any explanation from the offic;er concerned should be submitted to the Local Government through the usual channel, but no reply will ordinarily be sent thereto. 8. Appendix XlV should be consulted for orders concerning the maintenance of personal iiles or confidential rolls. R . f Miscellaneous g. eports should be made m the orm G 1 6 . enera u

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IN-DEX.

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INDEX. Subject. A A. Cuss-papers in certain proceedings to be placed in Permanent files. --CLASSIFICATION of papers as-See CusSIFICATION. ---PAPERS in proceedings how filed AccouNTANTGENER.\L. Periodical returns sent to--When Deputy Commissioner may correspond with-direct. AccoUNTS. Meaning of term--one nf nine classes of documents Procedure in dealing with---Procedure on issue of-... --Procedure on receipt of-ACTS how entered in library catalogue -Indents for-... ADJUTANT. Rules regarding correspondence of-of :'11ilitary Police. . ADVANCE REMINDERS, Treatment of-.. . • .. ADVERTISEMENTS. Rules regarding Govern:nent... ADVOCATE and his clerks may write petitions without a1 ::, " I icense. AGGREGATE. PROCEEDINGS. Applications which should be filed in--Form of fly-leaf for---Instructions regarding-... AGRICULTURE. Department by which questions ofshould be dealt with. -AGRICULTURAL ADVANCES dealt with by Revenue De partrner,t. AGRICULT
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il INDEX. --------------Subject. Reference. Page. -----------------------------'------A-contnued. A KUNWu:,; in subordinate charge of Revenue Depart• ment. --may require Record-room to be opened at unusual hour. --to deal with certain papers connected with e,ccise, opium and salt. ALLOTMENT of space in l{ecord-room to one head not to be divided by gangway. ALMIRAH. Arrangement of books in library--Confidential--Pending papers--Separate-Lo be supplied to each clerk --Stationery ANNUAL CIRCULAR FILES. See MAI!i FILE -, Contents of-... --how kept up to date --return uf increases and decreases of stocks ANTEROOM to Record-room prescribed APPEAL. Orders calling for reccrds in -classed as correspondence. inner margin of-. APPLICAT!ON(s). Court-fee stamp not to be affixed on I --Date of receipt of-to be entered in diary ••. --Documents not to be registered in Register of----Entry of-in " lbt of papers" on back of fly-leaf --Entry of-in Register of Proceedings --how to be written -Kinds of-to be filed in aggregate proceedings ... --Numbering of-... --Orders which may be written e>n... --Procedure when orders cannot be passed at once on---Receipt and disposal of---Register of-prescribed ... --Registration of-on receipt --Time for receiling-to be no:ified ... --Treatment of-belonging to proceedings not in office --when to be returned . .. ... . •. I APPOINTMENTS of clerks, etc., to be recorded in order book. AssrissMENTROLLS. Blank-not classed as documents --Classification of-for purposes of destruction --Destruction of-to be noted in Register of---Grant of copies of records contained in---Kinds of-received in Revenue Record-room --not proceedings ... --one of nine classes of documents --Procedure on issue d... --Procedure on receipt of---Receipt and disp-osal of-in Record-room --Register of-in Record-room to be bound up with Register of Proceedings in Record-room. Removal of-from Record-room ... (s) 2 I (s) 285 72' (s) 5A 2 (s) 337 91 (s) 131 36' (s) 79 25 (s) 119 33(s) 15 7 Appx.IV(28) 1-35 (s) 155 41 (s) 156 ib. (s) I 59 ib. Appx. XI 155. (s) 286 73 (s) 74 23 (s) I 74 44' (s) 180 (a) 45 (s) 1 Sr 47 (s) 182 4~ (s) 182 47 (s) IH 44 (s) 192 51 (s) 181 46 (s) 180 45 (s) 178 45. (s) :73r 44-7 (s) 181 46 (s) 181 iv. (s) 173 44 (s) 182 47 (s) 175-6 44-5 (s) 14 6 (s) 18 T (s) 301 77 Cs) 32S 88 (s) 226 61 (s) 299 77 (s) I jO 44 (s) 17 7 (s) 34 12 (s) 23 9 (s) 299-301 77 (s) 316 84 (s) 331 89

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INDEX. iii Subject. Reference. Page. ------------------------------------A-concluded. ASSISTANT Co"'IMISSlONER, Daties of-appointed Headquarters Assistant. See HEAD•QUART,-,RS ASSISTANT. B B. Allotment of space in Record-room for six years only necessary in case of-proceedings. -,-Classification of papers as-. See CLASSIFICATION. --Destruction of-papers --_Destruction d-class papers and correspondence files how noted. -Filing of parers markedB.IILIH. Duties of---to disburse pay of establishments ... ---Lo initial entry of fees in Register of Application (s) 318 (s) 32 7-91 (s) 302 (s) r87 I (s) r3 I \S) 131 (s) 249A (s) ,StA , --to receive and pay out money BArqpp's R,;GISTER OF PROCESsr,s. Processes received j from another office to be entered in, (s) 25 (ii) ' BATTALI0:-1 CoM~IAND.\NT, Rules regarding the corre,1 spondence of the-. BINDING, instructions regarding-of Hurma Gazette Appx. I(IVJ Registers and gazettes Registers of Assessment-rolls and Proceed-. is) 210 Appx. IV(VIIIJ • (s) 316 I I ings in Record-room. -Scale of--ch'arges : A ppx. IV-(V III) (s) 65 I (s) 280 (sJ 128 (s) 28 (S) I 28-33 (s) LJ.7 (s) 37 (s) ~7 (s) 141-3 I BLANK. Procedure in case of-periodical return BLUE. Use of-slips BLUE•DOOK (s-) r.ow entered in library catalogue --Procedure on receipt of-BooKs, Classificatiun and arrangement of-in library --List of-in daily use --Procedme on issue of-Procedure on receipt of-... -Hemoval of-from library . .. ... . .. --Sanction req~tired for the destruction of-in library -Supply of new-and publications BooKS, NEWSPAPERS, ETC. Purchase of-BRITISH OFFICIALS. Correspondence with-how con ducted. BUDDHIST. Correspondence with-monks how conducted. BUDGET ESTJ:\IATRS. Inclusion of provision for additional expenditure inBUNDLE (s). Correspondence files and proceedings to be arranged in convenient sized--, --Numbering of-of proceedings in Record-roClm . : ---of correspondence files and proceedings to have I labels attached. (s) 138-9 I (s) rr,:9:207 1 (s) ~04, 206 \5) 87 (s) 85 Appx. I, IX C. (s) 305 (s) 319 (s) 319 (s) 306 (s) 319 85 88-9 78 50 5 ib. 66 7r 10 102 22 7' 36 II 36-7 40 14 26 105

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lV INDEX. Subject. B-concluded. BURMA GAzt::TTE. Custody, binding and destruction of files of---Supply of copies of-for Township Officer BuRMES~:. Employment of-Interpreters ... -English equivalent for date in-calendar to be given, --equivalents of official designations --names in documents to be written in Roman and Burmese characters. --Use of-terms to be avoided in English documents C C class proceedings not to be registered in Record-room -. class proceedings to be kept C'n separate rack in Record-room. -Classificati,m of papers as-See CLASSIFICATION --Destruction of-papers --Destruction of-class p[lpers and correspondence files how noted. -Filing of papers marked-CASH ORD~:R. Salaries of Land Recc,rds establishment not at headquarters are paid by-on trea~ure chests. CALENIHR. Equivalent in English-of date in Burmese -to be given. --of Periodical Reports and Returns CALENDAR YEAR. C, rrespondence files and registers in General and Registration Departments to be maintained by the---Entries in Register of Recc,rds removed to run by---Numbering of General Department applications to be by---Registers in General and Registration Departmer,ts to be maintained by---Telegrams issued in Departments other than Revenue and Land Records to be numbered by-. CAMP. See TouR. C.4PITATiONT.~X assessment rolls to be classed B --assessment rolls to be sent to Record-room --Registration d receipt of-assessment rolls CATALOGUE. Destruction of old --Divisions of Library---Form of Library--Preparatic>n of freshCERT:i:FICATRS, Applications for-to bid at fishery auctions to be filed in aggregate proceedings. CERTIFIED CoPY. See CoPY. CHALAN (s). Disposal of--received in connection with proceedings • l
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INDEX. Subject. Reference. C-continued. CHALAN (s). Lists accompanying triplicate-not to be (s) 25 (iii) registered. --Number and date of-to be entered on diary -Procedure in dealing with office copies of---Treatment of triplicate-on receipt CHARACTER-ROLLS to accompany letters affecting per• sonal stal us of officers. CHARCOAL, Applications for-licenses to be filed in aggregate proceedings. CHIEF CLERK. Distribution of receipts by---Duties of-differentiated from those of subordinate officer in charge of department. --Duty of-to (i) draft replies to letters ... --(ii) keep key of confidential almirah (iii) kef'p up to date two standard lists of books prescribed ior subordinate libraries. (iv) maintain Register of Books and Publications received. (v) supervise Record-room (vi) supervise work of librarian ... ... --May require Record-room to be opened at unusual hour. (s) 180 (j) (s) 150-2 (s} 25 (iii) (s) 107 (S) I 92 (5) 20 (s) 10-1 (s) 99 (s) 79 (s) 207 (s) I 26 (s) 335 (s) 125 (s) 285 CHIEF CouRT. When Deputy Commissioner may (s) 81 (ii), 82 correspond with-direct. CHUBB1s LOCKS. Supply of-... CIRCULAR (s). Cases in which-may open correspondence file. --Indents for----lnde11ts for extra copies of-to be addressed to Super• intendent, Government Printing. -ordrrs to thug;is classed as correspondence ... -ordinarily not to be placed on correspondence file ... -Procedure in forwarding-to subordinates --Procedure on receipt of-... -Supply of-and upkeep of files thereof --to be filed on Annual Circular files --when placed on Main Files proper C1v1L LISTS how entered in Library Catalogue --Indents fer-C1v1L SURGEON (s). Reports of-regarding lunatics to be sent direct to Secretary to Government --Rules regarding correspondence of--... CLASS (Es). Mnemonic for-of documents .. --of documents ... CLASSIFICATION of assessment-rolls for purposes of destruction. --of books cir entry in Library Catalogue Appx. IV (52) (s) 76 Appx. IV(IX) (s) 209 (s) 74 (s) I 68 (s) 169 (s) 25 (iv), (s) 29 (s) 208 (s) 157 (s) 164 (s) 128 Appx. IV(lX) (s) 81 (iv) Appx. I(Vl). (s) 17 (s) 17 (s) 301 (s) 128 V Page. 10 46 40 10 31 51 8 4 30 25 57 35 90 35 72 25,26 149 57 23 43 ib. 10 II 57 41 42 36 149 25 102-3 7 ib, 77 36

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VI INDEX. Subject. ; Reference. --------------------------~-C--contz"nued. CLASSIFHaTION of correspondence -of papers in correspondence files --of papers in proceedings ... --of proceedings CL KAN, Court premises and compound to be kept-.. CLERKS and Interpreters graded in one list irrespective of their duties. --of advocates may write petition without license --Orders affecting-to be recorded in order booi{ Petitions not to he written by-... Promotion of-to depend on efficiency ... --Receipts ir.ay not be sent by--to be supplied with separate almirah --to initial orders in order book ... ::: \ COLONIAL 0FFICH.LS. Correspondence with-how con, ducted1 I COLOURKD SLIPS, See slips ... COMMISSION CHEQUES. Procedure in dealing with l counter foils ofI COMMISSIONER (s). List of periodical reports and returns supplied 1iy--may issue instructions regarding purchase of books and newspapers. I COMMISSIONER to inform Superintendent, GJvernment I Printing, of number of copies of Burma Gi:;.eette required for circulation to Township Officers. I --Power of-to (i) appoint Myo8k as headqurters assistant ----(ii) decide whether officer responsible for loss of book should supply fresh copy. --(iii) sanction destruction of books in library ••• I --(iv) ~uspend operation of petition•writers' rules COMMISSIONER of Settlements and Land Records --rules regarding correspondence with-when Deputy Commissioner may correspond direct withCOMPARER. Duty ofCoMPARlNG, signing and despatching COMPARTMENT (s). Allotment of-in Record-room to correspondence files should follow order of corre, spondence heads; -defined ... -General instructions to be followed in allotting-in Record-room. __... Method to be followed in allotting-in Record-room to proceedings. -Numbering of-in Record-room ... --Numbering of-in Record-room for registers i (s) 12 ! Appx. VI (s) 188-9, Appx. IX (s) 190, Appx. X ls) 16 (s) 13A (s) 216 (s) 14 (s) 215 (s) 13A (s) 20 (s) 15 (s) 14 (s) 87-8 (s) 150 (s) 67 (s) 20-1-(s) 21 l (s) 12 (s) 202, Appx. IV-(IX) (s) 138-9 (s) 223 Appx. I-(V) (s) 83 (s) 116 (s) 116-8 (s) 307 (s) 287 (s) 294 (s) 318 (s) 287 (s) 290 Page. 34 151 so 51 154 7 5 59 6 59 i:; 8 7 6 26-7 40 22 56 58 5 56 149 38 60 102 26 33 ib. 79 73 75-6 84-5 73-4 74

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INDEX. Subject. C-contz"nued. 'COMPARTMENT (s) of Record-room rack to contain as many bundle, as convenient. -Proceedings and process fi \es to be kept together in same--.-Separate-for correspondence files and proceedings of each year not necessary. --Specimen diagrnms showing allotment of-in Recod-room. Heference. (s) 306 (s) 319 (s) 322 (s) 306 (s) 319 is) 337 CoNFIDE1"TIAL almirnhs ... .. , !s) 7Q -covers to be opend by Deputy Commissioner only (s) 19 --memorandil of important points regarding admi-,Appx X I 'v nistration of district Maintenance cf-by \ Part I I) Deputy Commissioners, --Procedure in despatching cnvers containing-corre-, (s) 46 sponclcncc. I --Register of-'-filt:s prescribed .. .. . (s) 79 -registers of subordinateofficers,clerks, Public Works. (s) 272A. and vill,1ge headmen by Deputy Commis-Appx XIV sioner. Maintenance of(r'art Ill, --reports on officers. Submission of-(s) 272B, Appx. XV (s) 13 CONTINGENT CHARGES. Payment of-of all offices at district headquarters. CoNTI:liGENT VoucJIERS. Procedure in denling with CoNTROLLTNG OFFICERS. Duly of-in regard lo checking indents on Government Press. --Duty of-in regard to stationery indents. CoPY(IES). At,plications for--Ii) by whom and to whom to be presented -(ii) how dealt with a[ter delivery of---(iii) how file,! ,,, --(iv) how regi:;tcred " I ... -(v) how ~tamped --Cases in which-of letter may be sent direct to Government or head of a department. Certified-of documentary exhibit returned to be filed in record. Contents of certified, .. ::: i Disposal of office-of periodical returns Documents of which-may be granted Fees chargeable for-and how payable Fees not cl-:argeable for-wanted by public officers for public purposes. Free-to be registered lnslru:ti,ms for the grant of---of (i) documents in printed forms how made (ii) g,rants, leases, etc., how made . , . (iii) tabulated statements how made --of reportr., etc., from subordinates not to be for• warded with mere endorsement. of valuable documents in Record-room to be sent to Government Advocate. (s) 150-2 Appx. IV (11),Appx. IV (IX). Appx. IV\l) (s) 229 (s) 243 (s) 19; (s) 181 (iii) (s) 228 \s) s~ (s) 334 H 239 (s) 71-2 (s) 226 (s) 2-1-5 (s) 25 r (s) i5I (s) 22.'5.:i''> (s) 246 (2) (s) 246 (2) (s) 246 (r) (s) 106 (s) 3u:\ VJI Page. 78 85 87 78 85 91-5 25 7 r72 16 25 69 r72 69 174 5 40 131 149 go ib. fo-6 65 'ib. ib. 3c

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Vlll INDEX. Subject. Reference, Page. -----------------------------.... ----C-contnued. CoPY(IES). Number of words to be noted on-Office-of correspondence when unnecessary Officers by whom-may be granted ... --Paper frir-to be sup;ilied by Government. --Particulars to be recorded on---Persons entitled to---Register of applications for---Stamps how to be affixed on---Uncertified-how come1ted into certified---When stranger may obtain-d proceedings COPYING correspondence ... COPYI:n(s). Apprentice clerks to be licensed as----at headquarters to be capable of copying both English ,rnd vernacular. -fi'ees to be drawn by .-not to write petitions -Particulars to be endorsed on copy by---to be appointed by Deputy Commissi()ner -Where and how-is to work CORRECTIONS. Method ,,f m ;ikingCoRRF.CTION SLIPS. Pasting of-SLIP. Procedure on receipt of .._ Supply d-for Manuals CoRRESP01'DENC8. Applications when dealt with as-between Deputy Commissioner and subordinates at headqu;irters how conducted, between Deputy Commissicner and subordinates away from headquarters how cC\nductetl. --between I 'eputy Commissioner and officer~ of other departments at headquarters. Form forbetween Deputy Commissioner's subordinates and his superiors forbidden. Burmese names in-to be written both in Burmese and Ronw n characters. Channels and methods of-Classification and destruction of---Comparing, signing and despatching---Copy of orders conveyed incidentally in-to be placed in Main File Proper. --Copying of-... --defined Disposal of-files of the GenEral Department distinguished from pro ceedings. Er. glish equ : valents of Burme~e dates to be given in. -Filing of--regarding periodical Returns --for l{oyal Hum;,ne Society how addressed --now and wnen filed Instn:ctions regarding drafting of-(s) 245A 65 (s) 36 13 ( s) 2 27 61 (s) 237 63 (s) 115, 2-1,1 32,64 (s) 252 M lS) 244 64 (s) J42 ib, (s) 240 ib. (s) 2~5-6 66 (s\ 113-5 32 (s) 57 66 (s) 259 67 (s i 26s-6 67-8 (s) 215 S9 (s ) I 15, 241 3 2,64 Is) 257 66 (s) 236 i 63 (s) ~s1 71 (s) , 36 37 (s) 27 I I (s) 212 58, {s) I 8 I (ii), 47 (viii). (s) 93, 97 28,30 (s) 94, 97 29,30 (s) 93 .-1 29 , (s) 90 28: (s) 176, 70-I (s) 81-97, 25-30 Appx. I 99' (s) 121-3 34-5 ls) 116-8 33 (s) 165 42 (s) r 13-5 32 (s) 74 23 (s) 120-3 34 (s) 172, 4,~ Appx. VIII 152 (s) 278 70 (!.) 70 22 (s) 89 27 (s) 75-7 24 (s) 99-112 30

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INDEX. ~ubject. C-contz"nued. CORRESPur
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X INDEX. Subject. C-concluded. CoRRESPONDENCE FjiE(s). Destruction of--Oestru,tion of-to be noted by Record-keeper 111 Regist~r of--llle~ible papers in-may be destroyed with Deputy Cnmmissioner's sanction. --Receipt and disposal of-... --Register of-to be bound --Removal of -from the record-room --to be tied up in convenient sized bundles CORR ESP ONDE Ncr, HEADS. List of-CosT OF DPPUTY CoM~!ISSl()NERs' EST\BUSHMi,NT. Heads tu which debited. CouNTRRFOIL. Draft of telegram not to be written onof telegraph f1>rm. --Number of telegram only to be xritten on-of form COURT FEE STAMPS. Duties of Record-keeper in regard to---Punching of-on applications Cov1ms. See also Envelopes . ... . .. --Confidential-to be addressed bv name and marked confidential. " --Non-confidential-to be addressed by official designation. -Particulars to be entered on outside of---Pink-prescribed for confidential correspondence files. -prescribed for correspondence files --Procedure on-opening---Single-to be used for all documents sent to same officer in one day. --Use of too large-forbidden D DATE (s) of receipt to be stnmped on document --of receipt to be written in red ink if no office stamp --for resubmission of proceeding always to be fixed .•. I) EFALCATIONS when and hew to be reported to Govern-ment. DELEGATION of the task cf signature by Deputy Commissioner to subordinate officials. Reference. I (5} 327-30 (s) 302 (s) 328 (s) 3.30 (s) 302-7 (s) 303 (s) 331 (s) 306 Appx. II (s) 13A (s) 47 (s) :.;6 (ii), 47 (s) 314 (s) r77, r79 ls) J.Ci (s) 45 (s) 42 I (s) i9 (s) 77 (s) r9 (s) 43 (s) 44, Appx. IV (,~I) (s) 19 (s) 25 (s) 180 ( e) Appx. I (IX) (s) I 86A DEMlOPFICIAL letters not to be cited in official spondence. correI (s)101A --stationery. Supply of-... DEPARTMEll.T(s) of work in district office ... Appx. IV(42-4) --Officers in subordinate charge of each-... DBPUTY CoMMISSIONER. Correspondence on routine \ matters between-and Commis.;ioner of Settle-ments to and Land Records how conducted. \ (s) I (s) 2 (sJ 83 • !'age. 8~-9 78 88 89 78-79 . 78 89 78 106 5 16 13,16 82 45 16 ib. 15 25 24 7 15 16 138 49 I ib. 26

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INDEX. Subject. D-continued. DEPUTY CoMMISSlOt-.ER. Duty of-to (i) address conespondence to Commissioner and exceptions thereto. --(ii) ascertain that boaks are really required before indenting. --(iii) authorize subordinate officer to open telegrams when on tour. (iv) countersign Public Works Department plans and estimates: --(v) distribute correction slips to subordinates --(vi) distribute Manuals to subordinate officers --(vii) distribute receipts direct to heads of depart-ments. --(viii) inform Commissioner when copy of letter is sent direct to Government or to a head of a depart ment. --(ix) inspect his office half-yearly --(x) inspect record-room every six months and for-ward note Lo Commissioner. --(xi) keep key of confidential almirah .. . ,-(xii) note dates for issue of reminders .. . --(xiii) nr,te extracls and copies for Main Files Proper --(xiv) open confidential covers himself ... --(xv) open telegrams .. -(xvi) pass immediate orders regarding disposal of registers and accounts. --(xvii) pass orders regarding books received (xviii) see to upkeep of English circular files of nonEnglish speaking Myo8ks, --(xix) sign orders -in order-book --(xx) supervise library .. . ... (xxi) supervise upkeep of standard list of b.ooks pre-scribed for sqbordinate libraries. Appuints officer to examine records prior to desrruc• tion. --Permission of-required for removal of books from library away from headqua, ters. Power of-to (i) ,l1ppoinl librarian (ii) allow inspfctic!'n of records (iii) authorize Treasury officer and Joint Registrar to sign letter~ to subordinates. (iv) direct submission of receipts to Headquarters Assistant. (v) license copyists. (vi} sanction making of copies by paid clerks (vii) suspend operation of petition-writers' rules --responsible for Police and Fonst Departmenls --Rules regarding the currespondence of-with other departments. DBPUTY COMMISSIONER'S SIGNATURE, Papers requir• ing-xr Reference. Page. (s) 81 25 (s) 199 55 (s) 54 19 Appx. I I04(VIII) ( l) (s) 2 12 58 (s) 200 56 (s) 20 8 (s) 82 26 (s) 271 68(s) 336 90 (s) 79 25 (s) 36 (1), 13 39 14 (s) 166 43 (s) 19 7 (s) 19 ib. \5) 22 9 (s) I 26 35 (s) 208 57 (s) 14 6 (s) 140 38 (s) 207 57 (s) 327 88 (s) 143 39 (s) 125 35 (s) 267 68 (s) I I 4 (s) I 2 ib. (s) 257 66 (s) 263 r,7 (s) 223 60 (s) I I Appx. I .99 (s) 186A 49

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XII INDEX. Subject. Reference . Page. . --------,--D-contnued. DEPUTY CoNSERV,\TOR op FoRuSTS. Rules regarding Appx. I (II) correspondence ofDESPATCH of circulars ;,nd notific::1tions to subordinates to be noted on main file. -cf documents other than telegrams -of telegrams -Registration of correspondence before-(s) 169 (s) 42-6 (s) 47-53F (s) 36, 42, 117 DESP~TCH REGISTERS prescribed (s) 42 D11sTRUCT10N. List of library books fc.r(s) 139 --Methods of-of records sanctiooed (s) 329 --of (i) accounts _ ... , (s) 150-2 -(ii) assessment-rolls ... (s) 301 --(iii) correspondence files (s) 121 to be noted in Register thereof J (s ) 121, 3 02 / (iv) papers on correspondence files ... 1 Appx. VI ' to be noted on inside of file cover ... , 302 I (v) proceedings . .. J .<>. ppx. X (vi) papers in proceedings ... . .. , Appx. IX I (vii) periodical returns . , (s) 71-2 (viii) records in the Record-room ... (s) 327-30 (ix) registers .. . ... , (s) 62 (x) record-room copy of in\'entory . .. (s) 312 DIAGRAM, Specimen-of arrangement of racks in Record-I' (s) 33 7-9 ro,m, . DIARY. Date for return of proceedings to be entered in-1' of proceedi,,gs sent to other office. -may be dispensed with in certain proceedings ... I --Note of issue of processes to other office to be made in-of proceedings. --Particulars to be entered in-of proceedings ... DIRECTOR-GENERAL OP STORES. Addressed direct by (s) 19.5 (s) 180 (s) 4I (s) I 80 (s) 8 7A indenting officers in certain cases. / DIRECTOR OP PUBLIC l:s-sTRUCTION . Correspondence /Appx. )(VII) of-to pass through Deputy Commissioner. DtsMISSAL(s) of clerks, etc., to be recorded in order-bookl (s) 14 DrsTRJBUTION of work among cTerks to be recorded in I (s) 14 . order-book. Dr STRICT (Ci-:ss) f UND. Departments dealing with-... , • (s) 5 D1sTRICT JuoGE to license petition-writers ... ... (s) 216 DI:.TRICT M M,ISTRATB~ nuthorised to correspond direct 1 . (s) 87 with British officials regarding police cases. D1s1RICT SuPERil'TENDENT OP POLICE. Hules regard-Appx. I(IV) ing correspondence of-DISTRICT WoRKS tn lie looked after by Subdivisional Officers and Township Officers, Docu MENT.,; classed as accounts -Classific~tion of-i11 district office -Corrections in--how made -;:,f ;.h:ch copies may be granted .. -Procedure on i~sue of-at. headquarters ... --Receiot and disposal :if valuable-in the Record-room. (s) 281C (s) 150 ( s) I 7 (s) 281 (s) 226 (s) 34-53F (s) 322A 1 100 43 15 16-9 13, 15, 33 15 38 89 40 77 34 34, 78 151 87 154 153 22-3 88-9 21 82 91-5 53 45 15 45 27 103 6 ib. 2 59 26 IOI 72 40 7 71 61 12 87

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INDEX. ... Xlll --_. ____ .:_ _____ S_u_b--j-e-ct-.-.----------1-R_e_f_e_re_n_c_e ____ P_a_g_e_.~ D-conciudea. OocUMENTS. RPceipt and issue of-on lour --Receipt of-at headquarters --Issue of-at htadquarters --Return of-proJuced as exhibits in record DRAFT(s) by whom to be prepared --of letters to be filed after rder sheet --of telegrams to be placed in file, --to be marked with blue slips --to be written on half-margin DRAFTING. Instructions regarding--of letters DUPLICATE KEYS. Rules regarding-.. DUPLICATORS. Purchase and repair of-and accessorie! E EDUCATION DEPARTMENT. Rules reg~rdinglhe correspondence of the-EDUCATION l{EPORTS to pass through Deputy Com missi,,ner. ENCLOSURES, Head of Department is responsible that copied-are correct. ---List of-to be made at foot of letter --not to be registered in Register of Letters received --to be submitted with correspondence EN \'ELOPES. See also covers -l{enviking of -by office duftry ... --Rules for the supply from the Government Press of-with printed addresse;. --Supply of country-from the Government Press ... (s) 5 .i. (s) r9-~3 (s) 34-:;3F (SJ 334 (s) 99 (s) 77 (sl 47 ;S; 280 (s) 100 (s) 9Q-I 12 Appx. Xl(B) Appx. IV (47-50) Appx. l (VII) Appx. l(V 11) (s) n6 (s) l 14 (s) 25 (s) 107-9 Appx. IV (41) Appx. IV (40) Appx. IV EPHEMERAL CORRESPONDi;NCE, l
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XIV INDEX. Subject. F FEE(s). Interpreters'---Copying, translation and urgency---Share otto be paid to copyists or translator -to be paid in cash by applicant to Bailiff --Rates of-for-(i) cc.pies of documents in Burmese or other characters. (ii) cc,pies of maps and plans (iii) copies of statements and documents or printed , r c,ther forms. (iv) translation (v) uqent supply of copies or translatwn FERRY. Treatment of-pr~ceedings FILE. See CoRRESPONDEll:CE FILB. FINANCIAL. Rules regarding correspondence on-matters. FINANCIAi. Co~1M1ss10:-.l!R. When Deputy Commis sioner may correspond wil h -direct. FINANCIAL YEAR. Correspondence files and re~isters in Treasury Department to be mi>intnined by the---Registers in Treasury Department to be main• tained by-FINGER IMPREss1oi-s. Instructions regarding-in service books. FIRST fIVB HEADS. Revenue proceedings under-to be entered in Register of Proceedings in Record, room separately under each head by townships. / FrsHBRY. Application for. certificates to bid .at -: I auctions to be filed m aggregate proceedmgs. -Treatment of-proceedings ... . .. FLY•LEAF. Forms of-for proceedings -:--Note of destruction of illegible papers to be made on-F LYING SEAL. Correspondence under-between Deputy Commi~sioner and Commi!.sioner of Settlements and Land Records. --Correspondence under-between Executive Engineer and Superintending Engineer. --Order sht:et to be used in case of letters passing through under-FOREST DEPAl
PAGE 198

INDEX: Subject. F-concluded. F oa MS. Indents by subord.il)ate officers for. Instructions regarding the preparation of indents for-of correspondence files covers, -One stock of-to be maintained for all offices at headquarters of district. ~Procedure on receipt of a supply of-,--Rules for the custody and stora_ge c,f--Rules regarding printing of-Rules regarding supply and custody of---Ruling of-for Periodical Returns --Stock-book of-prescribed FOUNTAIN PENS nGt supplied to any officer FuNK. Despatching clerk to-covers G GANGWAY, Space allotted to any one head in Record. room not to be divided byGAZB TTE (s) how entered in Library Catalogue Indents for--... Instructions regarding supply, custody, binding and destruction of files of liurmaRules regarding the binding ofGAHTT& Ol' INDIA. Part VI of-to be bound GsNBRAL DEPARTMENT Allotment of space in Recordrooin toClassification of proceedings Completed records of-to be sent to Record-room. -correspondence files. See CoRRESPONDBNCE FILES. Correspondence subject heads in.Despatch of completed registers of.,-to room. Record References, I Appx. IV-. (Ill) Appx. IV-(II) (s) 77 (s) 13 , Appx. IV-(37-8) App XIV-(V) Appx. IV-(VII) (b) (s) 2 I4 Appx. IV (s) 66 Appx. IV-(VII) (b) Appx. IV(37) Appx. IV(46A) (s) 42 (s) 337 (s) 128 Appx.IV. (IX) (s) 210-1 Appx. IV(Vlll) (s) 210 (s) :.193 Appx. X (s) 283 (sJ 75, Appx. II Cs) 11g5 ,....,....... Disposal ofcompleted Registers of ,,.,....-Entry of-proceedings in the Register ings in the Record-room, of Proceed'., I (s) 62 (,;) 315 I Functions of-Library belongs to... 1 • 1 (s) 3 (s) i25 13 :x;v Page. 133 r31 14 5 136 r35 1.46 59 nB 12 146 136 1'4,0 15 91 147 58 75 154 72 !.I 35

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xvi INDEX.. Subje::t. G-conc/uded. GENERAL DEPARTMENT List of Acts, proceedings under which belong toLi!,t of-Registers --Numbering of telegrams issued in-One of six departments of district office -Pay bill of establishment to be prepared in-.. --Registers in-to be maintained by calendar year Register of applications prescribed forRegisters; of proceedings in-prescribed --Treatment of-proceedings in Record,room. See PROCEED IN GS. GOVBRllMENT ADVOCATE to receive copies of valuable documents. GRADATION OF CLERKS GRANTS. Copies of-how made GRll:EN, Use of --slips GUARD BOOKS of forms GUM not supplied to any officer H HALII MARGIN. Drafts to be written onHiAD AccoUNTANT. Duty of-to draft replies to letters. HuD JuoxcuL CLERK. Duties of---to draft replies to letters .. HuD OJ' THE OFFICE. Definition of-for purposes:of grant of copies and inspection of records. -may grant copies of certain documents to strangers during progress of proceedings. --to appoint person to make copies in foreign1 languI ages and to make translations. --to certify " true copy" to distribute fees among copyists --When-may sanction refund of copying fees Huos. Subject -of correspondence --to which cost of Deputy Commissioner's1:establish ment is debited. HKADQUARTBRS. Procedure on issue of documents at--Procedure on sending proceedings of offices at to Record-room. --Procedure on sending proceedings of offices away -from-to Record-room. Hl!:ADQUARTERS ASSISTANT. Duties of-... H1sTORIES OP SERVICES, How entered in Library catalogue. HOLIDAYS for District Offices and Government Treasuries. Reference. Page. Appx. Vlll 151 Appx. Ill 109 {s) 47 16 (s) I I (s)r3 5 (s) 61 ::II (S) I 8 I 46 (s) I 94 (ii) 53 (s) 322A 87 (s) 13A 5 (s)246(2) 65 (s) 2 So 71 Appx. lV-(IV) 133 Appx. IV139 (45) (s) JOO 30 (s) 99 30 (s) IO 4 (s) 99 30 (s) 227 61 (s) 255 66 (s) 262-3 67 (s) 239 63 (s) 266 68 (s) 250 66 75 24 Appx.11 106 (s) 13A 6 (s) 34-53F 12-g (s) 198, 54 (s) 309 79 (s) 310 79 (s) 12, 16 4,7 (s) 128 36 (s) 281B 72

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IND BX. Subject. I ILL!lGIBLB papers may be destroyed with sanction of Deputy Commissioner. INCOME-1'AX. Allotment of space for six years only in Record-room sufficient for-proceedings. Reference. (s) 330 (s) 318 assessment-rolls to be sent to Record-room (s) 299 --Maintenance of Register of-proceedings (s) 194 (1) --Preservation of office copy of-Report . (s) 71 INCOME-TAX AcT. Registration of applications under, (s) 181 (v) INDENTS, Date by which-for forms should reach Appx. IV-Government Press. (13) --for books and manuals ' (s) 199-202 --for circulars should be addressed to Superintend, (s) 209 ent, Government Printing. I Instructions regarding the preparation o/-/or(i) forms and registers on Superintendent, Government Printing, (ii) stationery on stationery office, Calcutta --Orders regulating-for gazettes, circulars, books and manuals on Superintendent, Government Printing. --Submission of-by subordinate officers for station ery and forms. --to reach stationery office, Calcutta by 1st November. INFORMATION, Applications for-... ... . .. INSPBCTlON(s). Completed action to be noted in margin of-notes. --Duty of Deputy Commissioner to make half-yearly -of his office and record-room. --Instructions regarding writing of-notes ... notes of Record-room by Deputy Commissioner to.be forwarded to the Commissioner; --notes. WhHe to be filed and when to be destroyed --of library enjoined --of Record by Advocates --Return of-notes with report of action taken when admissible. Appx. IV(llJ Appx. IV(1) Appx. IV(IX) Appx. IV(111) :Appx. IV(3) (s) 228-9 (s) 272 (s) 271 (s) 2p (s) 336 (s) 272 (s) 146 (s) 267, 269A (s) 272 Rulbs regarding-of records (s) 267-70 INsPr-:CTION MANUAL. Inspection notes not to be writ(s) 272 ten in form of answers to questions inlNSPEC:TOR-GRNRRAL o• Crv1L HosPITALS. Corre• Appx. I (VI) spondence of-with Civil Surgeons. INsPECTORGEN!lRAL op PRISONS. Correspondence of-Appx. I (III) with Superintendents of Jails. 1NSP11CTOR OF SCHOOLS. Correspondence of with Appx. !(VII) Director of Public Instruction. INTERPRETER, Employment of-and fees to be paid to-' INVENTORY. Destruction of Record-room copy of-... -Duties of Record-keeper in regard to-of proceedings. --Instructions regarding the preparation of-accom-panying proceedings from offices not at headquarters. (s) :274 (s) 312 (s) 310•::a (s) 310 xvii Page. 89 85 77 52 22 47 132 55-6 57 131 149 133 us 6::a 69 68 6.g 90 69 39 68 69 68 69 102 100 103 70 8::a 79-8:a ib.

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... :1.Vlll INDEX . Subject. Reference. Page. ---------------------------------I-concluded. lsSUB, Ss, also 01!:SPATCH -P,ocedure 011-of (i) books, correction slips and maps belonging to library. --(ii) confidential correspondence (iii) correspondence (iv) documents on tour (v) proceedings --(vi) processes to another office -(.vii) re~isters, assessmentrdlls, accounts and main files. (viii) telegrarns --(ix) telegrams in connection with proceedings J OlNT REGISTRAR defined Duties of-... J Juo1c1AL Co-MMISSION11R. When Deputy Commissioner may correspond direct with. JUDICIAL DEPARTMENT. Applicability of Manual toDuties of Chief Clerk in-... ... . .. Duties of Head Judicial Clerk in-Functions of-K (s) 37 (s) 46 (s) 36 (s) 54 (s) 38 (s) 41 (s) 34 (s) 4 7-53F (s) 40 (s) 2 (s) 9 (s) 81 (ii), 82 (s) I (s) IO (s) IO (s) 3 16--9, -1-5 2 4-25 26 I 4 ib. 2 .K•n; Rules regarding duplicate-Appx. Xl-156 I (B) Kw1NS. Receipt of assessment•roH1 for land revenue to (s) 23 9 be noted in list of-L Lu BL, fo be oj/i1t11J on (i) books in library , .. • .. -(ii) library almirahs ... .. . ... ... LAND AcQU1s1no N notifications to be registered as cor• respondence. LAND R11coRD'S DBPARTNl!lfT, Correspondence subject heads i11-Disbursement of sa:laries -of-... -Disposalof c1,mpleted Registers of-Disposal d RP-t11rns , -. Functions of-., List of-Registers Maps to be dealt with,by-No proceedings in-... (s) 131 (s) 133 , (s) 29 (s) 7r; Appx. II (s) 13. (s) 62 (s) 72 (s) 6 Appx. UI (IV) (s) 48 (s) 1? l 36 37 II 24' 106, 5 21 2l 3 J.2~ 40 44

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INDEX. Subject. L-coHtinued. 'LAND REO()RDS DEPARTMENT one of six departments of district office. Prcced ure in dealing with correspondence on routine mbject5 in-Reference. (9) I (s) 83 -Registers in-to be maintained by agricultural year (s) 61 Rules regarding the correspondence of the-.•• Appx. I (VJ Separate directions for-Record-room .. (s) :18:1 --Telegrams issued in-to be numbered by the agri-(s) 47 cultural year. LA.ND RB VENUE assessment-rolls to be classed A --assessment-rolls when sent to Revenue Record-room -Registration of receipt of-assessment-rolls LAW Reports how entered in Library C~talogue LEASES. Copies of-how made: ... LETTERS. See CORR~:SPONDENCE. --and reminders to be avoided where a personal interview is possible. LIBRARIAN.. Appointment ofDuties of---Duties of-in connection with(i) correction I ists (ii) issue of books from library LIBRARY almirahs to be labelled --Arrangement of books in-almirahs --Chief Clerk to supervise---Custody and care of-... I ... i Destruction or permanent removal of books from-requ ires Commissioner's sanction, --Form of receipt for books removed from---Inspection of district-enjoined , --Instructions regarding-Catalogue ... \ --Procedure on issue of documents belonging to---Registration of receipt of publications for-Removal of books from-... LICENSES. Applications for certain-to be filed in aggre gate proceedings. --Procedure in dealing with time expired-L1sT. ln~tructior.s regarding upkeep of standard-of . books prescribed for subordinate libraries. I of books in daily use ' --of Main Files to be hung up in each department --of records ripe for destruction not required .. 'LIST OF PAPERS. Entries to be made in-on reverse of proceedings fly-leaf. L1sT 01' WITNESSES received in connection with proceedings to be entered on reverse of fly-leaf. LIVESTOCK. Orders regarding record of(s) 301 (s) 299 (s) 23 /s) 128 (s) 135 (s) -;,46 (2) (s) 96A (s) 125 (s) 144 (s 27, 136 (s) 141-:1 (s) 133 (s) 131 (s) 125 (s) 124-47 (s) 138-9 (s) 14! {s; :.46 (s) 127-30 (s) 37 (s) 27 (s) r 41-3 (s) 192 (s) 150-2 (s) 207 (s) I47 (s) 154 (s) 327 1(1) 182 (s) 185 (s) 33,185 LOCAL DBSPATCH REGISTER, prescribed -Separate to be taken on tour Loo&s. Supply of Chubb's-(s) 273, Appx. Xl(A) (s) 42 (s) 54 Appx. IV-\ (52) -Pare. 21 10:Z ,a 16 77 ib. 9 36 37 65 29 35 39 II, 37 38-9 37 36 35 35-40 38 ib. 39 35-6 14 II 38--g 51 40 57 40 4.I 88 47 49 u,49

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XXINDEX. Subject. Reference. L-concl ud ed. Appx. (XI) (B) Registec of-Appx. (XI) LOCKS AND KBYS. Numbering of-LUNATICS. Periodical reports regarding released--to be I (s) Sr sent direct to Secretary to Government. I M MAIN FrLES. Contents of--Covers prescribed for---List of-in each department to be hung up one of nine classes of documents -Procedure on issue of documents for ... -Procedure on receipt of documents for---Two kinds ofMAIN FlLR PROPER. Arrangement of papers oncommon to two or more departments --Contents of---. Division of-into parts -kinds of MuN F1L1; --Opening of-MAIN FILE PROPER, Upkeep of-to date ... MANUALS. Correction slips to be pasted in library-by Librarian. how entered in Library Catalogue --Indents for--Supply of correction lists for--Supply of-for distribution MAP (s). Fee for copies of--how dealt with how entered in Library Catalogue one of nine classes of documents .. -Preparation of-submitted with correspondence --Procedure on issue ofRegistration of receipt of-, . --Special compartment for-tubes to. be prepared where no Land Recurds Record-room, __. when to be submitted in duplicate and triplicate MARGIN. Drafts to be written on half---Quarter-to be left when copying ... .. MEDICAL DBPARTMKNT. Rules regarding the correspond ence (,-MEMORANDA, Forwarding-not to be registered MILITARY PoLICK. Rules regarding the correspondence of Commandant and Adjutant of-M1N.ERAL, Apolications for-licenses to be filed m aggregate proceedings. MNEMOSIC for classes of documents I (s) 153 (s) 155 (s) 154 (s) 17 (s) 34 (s) 29 (s) 155 (s) 161 (s) r63 (s) I 60 (s) 167 (s) 15.5 (s) I 60 (s) 167 (5) 27 I 136 (s) 128 (s) 201-2, Appx. IV (IX) (s) 212 (s) 200 (s) 249 (s) 1.r8-9 (s) I 28 (s) 17 (s) II0-2 (s) 37 (s) 27 (s) 292 (s) 109 (s) I GO (s) I 13 Appx. I (VI). (s) 25 (iii) Appx. I (IV). (s) 192 (s) 17 Page. 25 41 ib. it. 7 IZII 41 42 ib~ 41 43 41 41 43 II,37 32 30. 32 102. to 102 SI. 7

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INDEX. Subject. M-concluded. MONKS, Correspondence with Buddhist-.•. MYOOK, When a-may be appointed Headquarters Assistant, N NEWSPAPERS and periodicals. Purchase of-NoTICE BOARD, Time for receiving applications to be affixed toNoTICB prohibiting cash payments to others than Bailiff NOTIFICATION. When-may open correspondence file. NOTIFICATION ordinarily not to be placed in correspond-ence file. --Procedure in forwarding-to subordinates --Procedure on receipt of-... ' NUMBER (s) from Register of Letters Received to be written at top of document of class Correspondence. --Identical issues to different persons to be given separate-. --of telegram issued to be noted on counterfoil of book of telegraph forms. NuMllERING OF bundles of correspondence files in Hecord room. -bundles of proceedings in Record-room --correspondence files --letters issued in connection with proceedings --Locks and keys --pages in correspondence files --permanent files ... -telegrams issued --telegrams issued on tour 0 0FFICBR (s) IN SUBORDINATE of district office. ---Duties of---Duty of-to CHARGE of departments/ (i) attest fair copies and enclosures (ii) draft replies to letters (iii) initial corrections (iv) initial entries in order book (v) maintain order book (vi) sign letters when Deputy Commissioner on tour. .. Reference. (s) 86 (s) I2 (s) 204, 206 (s) 173 {s)281A (s) 76 (s) r68 ( s) 169 (s) 25 (iv), (s) 29 (s) 25 (s) 36 (s) 36 (ii). (s) 306 (s) 319 (s) 75, Appx. II. (s) 196 Appx. xi (B) (s) 77 (s) 321 _ (s) 47 (s) 54 (s) 2 (s) 9, II {s) r r6-7 (s) 99 (s) 2S,r (•) ,, \ (s) 14 (s) 54 xxi Page. :a6 5 56 & 57 44 71 24 43 ib. IO II 9 13 ib. 78 85 24 106 54 156 24 86 16 19 I 4 lS 30 71 6 ib, 19

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x:idi INDEX. Subject. 0-concluded. OPENING. Method of-correspondence fires --Procedure on--covers 0RDKRS. Copies of-intended for subordinates of Subdivisional or Township Officers to be sent to Subdivisional or Township Officer. -Treatment of obsolete-on Main Files Proper ORD1m BooK prescribed and contents thereof 0RDKR SHEET. Use of-prescribed p i P.lGH. Method of numbering-in correspondence files I PARAGRAPH (s). liach new-of a report to commence on a fresh sheet. Reference. (s) 76-79 I (s) 19 , (s) 92 , (s) 167 (s) 14 (s) 26 (s) 7 7 (s) 69 -to be numbered ... I (s) 1"2 PASSES. Procedure in dealing with time-expired-... 'I (s) 150-2 PASTB. Supply c,f-... Appx. IVPAT. Seii salaries. PBIIS, Fountain-not supplied to any officer I (45) \ , Appx. IV (46A) -Supply of quill-I Appx. IV (46A) PENCIL entry of despatch of proceedings to be rubbed/ (s) 30, 196 out on return. PBNDING papers to be marked with green slips ... [ (s) 280 PAPERS ALMIRAH ... ... (s) 119, 197 CoRRESPONDBNCB FIL.Es ANn PRoCEBDINGs. I (s) 119, 197 Treatment of PBNSION. Grant of anticipatory-' P110NS. Order affecting-to be recorded in Order book --Petitions not to be written by-Receipts may not be sent by::: I -to initial orders in Order Book I Pl!RIOD of preservation for papers in correspondence fii~s of preservation for papers on proceedings ... I PERIODICAL REPORTS, See Periodical returns. I PaR1001cAL RBTORN(s). Calander of-prescribed "' I --dealt with as correspondence ... -defined --disposal of---do not ordinarily require forwarding letter --Letters forwarding-not to be registered -List of~ supplied by Commissioner ... --Office copies of-not to be sent to record-room ----one of nine classes of documents -Preservation of-•. --Procedure when-biank ... ... .. 1 --regarding Birth!i, Deaths and Marriages to be sent direct to Assistant Secretary to the Financial Commissioner. I (s) 81 (vi) (s) 14 (s) 215 (s) 20 (s) r4 120-1 (s) 188 (s) 67-8 I (s) 63 (s; 63 {s) 71-2 (s) 64 (s) 25 (iii) (s) 67 (s) ] I (s) 17 (s) 71-2 (s) 65 (s) 81 (v) Page. 43 6 IO 30 40 139 140 ib. II,54 71 33,54 ib. 26 6 59 8 6 34 i;o. :Ill 21 ib. 22-3 21 10 s:a ib. 7 22-3 22 25

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INDEX. Subject. P-continued. PERIODICAL RrsTURN (S) regarding released lunatics to . be sent direct to Secretary to Government., --Rulmg of forms for-... ..• . .. ---to be placed in correspondence files ,P&RMAN ENT FILES. Instructions regarding the preparation ofPriRsONAL matters relating to officers classed as correspondence. .......... interview to be adopted, if possible, in preference to writing letters, etc. ----notificativns to be registered as correspondence ;pl>TITION (.-;). See APPLICATIONS. --Fee for writing-to be fixed by Deputy Commis sioner. --how to be written and particularsto be endorsed thereon. -Persons who may write-... --Persons who may not write-... --Rules not applicable to-presented on tour ~--when not to be received --written by petition-writers of another jurisdiclion --written by other than advocate to be signed by peti• tioner. PRTITION•WRITER (s). Complaints against-to be dealt with by Deputy Commissioner. Endorsements to be made by-on petitions .•. --Misbehaviour of-to be reported to District Judge ... -Suspension of rules regarding-by Commissioner or Deputy ColTlmissioner. -to be licensed by District] udge --to give receipt for every fee paid PINK covers prescribed for confidential correspondence files. Pt.AN (s). Fee for copies of~ ••• --Preparation ofto accompany correspondence --when to be submitted in duplicate and triplicate ... Po LICE DEPARTMENT. Applicability of Manual to Deputy Commissioner responsible for--Rules regarding correspondence of :PoNGYIS, Correspondence withPoSTAL DESl'ATCH Register prescribed --Separate-to be taken on tour PosTAG1; LABELS. Economy in use of-enjoined POSTAL GuIDE. Purchase ofJIOTTA. Closing of-proceedings ... --Separate volume of Proceedings Register may be opened for-proceedings. P1tils&RVATION. See CLASSIFICATiON. PRINTING. Rules regarding-... xxiii Reference. Pag,. ( s 81 (iv) 25 fs) 66 2!1 (s) 70 ib. (s) 32 I 86 t_s) 74 23 (s) 96A 29 (s) 29 II (s) 221 60 (s) 219 ib. (sJ 216 59 (s) 215 ib. (s) 217 ib. (s) 216-8 ib. (s) 218 ib, (s) 216 ib. (s) 221 60 (s) 219 ib. (s) 221-224 ib. (s) 223 ib. (s) 216 59 (S) 220 60 (s) 79 25 (s) 249 65 (s) 110-2 32 (s) 109 ib. (s) z I (s) I ib. Appx. I IOI (IV) (s) 86 26 (.,) 42 15 (s) S+ ! 19 (s) 43-4 15-6 ( s) 203 56 (s) 183 rii) 48 (s) 194 (1) 52 Appx. IV 145 (VII)

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XXIV INDEX. Subject. P-contnued. PRISONS DEPARTMENT. Rules regarding correspondence ofPROCBEDING (s) defined .. --Learing numbers of different years how registered in Record-room. -Cases in which separate-should be opened --Class C-to be kept on separate racks pending des truction. Classification of---Classification of papers in---Destruction of-in the Record-room -Disposal of completed-,-... --Division of p:cipers in-into-file and,.process file Examin:ition and checking of-received in the H ecord-robni. --fly-leaf prescribed --Grant of copies of-.. . .•. . .. --Illegible papers in-may be destroyed with Deputy CJmmissioner's sanction. --in Record-room to be arranged in convenient sized bundles. Reference. Appx. I (I II) (s) r70 (S) 3 I 7 (s) 183 (s) 322 (s~ 187-91, Appx. X (s) I 88, Appx. IX (s) 127-30 (s) 198-SA (S) I 87 (s) 313--1I (s) I 84 (s) 226 (s) 310 (s) 319 (s) 316 --Instructions regarding binding of registers of-in Record-room. (s) 310 --Inventory in duplicate to accompany -sent from I offices not at headquarters to Record-room, --letters ,ubmitting-may be sent direct to Chief (s) Sr (ii) Court or .Judicial Commissioner. --List of Acts-under which belong to General Depart-Appx. V 11 I ment. --Method to be followed in alloting compartments toin Record-room. Note of destruction of-to be entered in Register of-in Record-room. -Note of issue of precesses to other offices to be made on diary of-Numbering of telegrams issued in---Numbering of... --of General Department distinguished from _correspondence. --one of nine classes of documenls --Opening of-... ... . .. -Permanent files to be made of certain---Procedure (i) in sending-to subordinates (;i) in sending-to superior officers ... (iii) on issue of-(iv) on issue of reminders in connection with-,(v) cm issue of telegrams in connection with-, .. 1 (vi) on rec-eipt of--and documents therefor .. , (S) 3 I 8 (s) 41 I cs) 3 6 (ii) I (s} 184 i 194 . (s) 172 f App. VIII (s) 17 (s) I 82-6 (s) 32 I (s) 195 I (s) 196 , (s) 38 \
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INDEX. Subject. P-concluded. PROCEEDING (s) Procedure (vii) on receipt of-of Sub divisional or Township officer san~tioning remission or writing off of revenue. report. (viii) on return of-sent for final disposnl. (ix\ on return of-sent for --Record keeper to initial entries of-received from headquarters in Register of--Records of-how built up ... --Register of-prescribed . . . . .. --to accompany letters written in connection therewith --Treatment ot pending---when dealt with as correspondence .. --Where class C-and papers in-should be kept (in record-room) prior to destruction -ir..Reco,-d room. Register of-prescribed and instructions for its preparation., Registration and arran5 ement of-Regislralion of-bearing numbers of differrnt years. Removal of-Reports to be made by Record-keeper regarding receipt and non-receipt of-to be registered in order of receipt PROCESS (Es). Office copy of letter advising return of-unnecessary.' to be placed on-file of proceedings -Procedure (i) in returning-to issuing office after service. (ii) in sending to another office for service. (iii) on receipt of-from another office for service. (iv) on return of-:-issued in proceedings ... --received from other offices to be classed as correspondence. . --Where-files of proceedings should be kept m (Record-room) prior to destruction. PROMOTION of clerks to depend on efficiency PRo OFS, Rules regarcling correction-of PUBLIC WORKS DEPARTMEXT, Rules regarding corre spondence of-P uN ISH M ENT of clerks, etc., to be recorded in order book. PUNITIVE foL1CE TAX assessment-rolls to be classed B -assessfI!entrolls to be sent to Revenue Record room. --Department dealing with-PwE. Applications for-licenses to be filed in aggre-1 gate proceedings. XXV: Reference. Page. (s) 30, 198A 12, 55 (s) 38 (b) 14-(s) 38 (a) LI(s) 198, 309 54,79 (s) 187,191 50, 51 (s) 194 52 (s) 107 31 (s) 197 5~ (s) 7-1-23 (s) 322 87 (S) 198 (A) 55 (s) 315-w 83-5 (s) 315-;o ib. (s) 317 84 (s) 331 89 (s) 325-6 87-8 (s) 317 84 (s) 36 13 (s) 187 50 (s) 36 (iii) 14 (s) 41 15 (s) 25 (ii) 10-(s) 32, 181 12,47 (i) (s) 74 23_ (s) 322 ! 87 I (s) 13A I s Appx. IV 145 (VII) (a) J\ppx. I (VIII). 103" (s) 14 6 (s) 30 I 7S(sl 299 7i (s) 5 2-(S) 192 5r

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:xxvi INDEX. I Subject. I Reference. Page. I ----------------------------•-~~~~ I Q ~UARTER MARGIN to be left when copying UARTBRLY R1,;PORT to be made by Record-keeper ... I (s) 113 ... j (s) 3:JS .. .. Appx. IVJ /46A) UILL PENS, Supply of. .. . .. . UINQ.UENNIAL RETURNS of stock . .. ;Appx. Xl(A) R 'RAC.KS. Division of-into shelves, ments. i sections and compart-' (s) 322 --Double-in Record-room described --Forms to be stored on open-• •• i (s) 287 ... :Appx. IV1V) I --Numbering of-and shelves and compartments --Separate-to be allotted to different departments ... --Single-in Recordroom described .. in-I ! -specimen diagrams showing arrangement of-in Record-room. to be dusted, washed and coated with earth-oil I before use. i R1scEIPT (s) Date of-of application to be entered in diaryl -Distribution of-to heads of dep;irtments . .. I --Form of-for books taken out from library ! --of books, etc., !o be acknowledged direct to officer ! (s) 287, Appx. IV (33) (s) 293 (s.1 2S7 (s) 337 Appx. IV (3 r) (s) 180 (a) (s) 20 (s) r41 (s) R1 (i) I sending. --Office copies of letter acknowledging-c,f documents unnecessary. (s) 361 --to be marked with green slips --Procedure lln--~J ( i) applications. --(ii) assessment-rolls --(iii) blue-bool
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INDEX. Subject. R-contz'nued. RECEIPT (sj to be given by person receiving documentary I exhibit. -. --to be given by petition-writers to person paying fee --to be given to person applying for copies --to be taken from person receiving copies -in Rec(lrd'00111. of (i) Assessment-rolls ... --(ii) Correspondence files .;_._ (iii) Proceedings --(iv) Registers --(v) Valuable documents RECORD(S). Definition of-for purposes of grant of copies. --Advocates not allowed to take extracts from---Destruction of,,. , .. Inspection .of-... , .. I "-'--Measures to prevent damages from white ants to -of proceedings how built up -Removal of-from Record-room ... -.-Requisition for-from officers not at headquarters how addre;;sed. H ECORDKEEP ER. Correspondence regarding records not to be addressed to or from--Duty ofin connection with --(i) assessme.nt-rolls --(ii) correspondence files (iii} co.urt-fee and other stamps -(iv) destruction of records ... (v) examination and checking of proceedings ::: I xxvii: Reference. Page. (s) 334 90 (s) 220 60 (s) 231 6:z (s) 242 64 (s) 299-301 77 (s) 30:1-7 78-79 (s) 3c,8-u 79_;82 (s) ~95-8 76-7 (s) 322 A 87 (s) 2:16 6r (s) 269A 68 (s) 3 27-30 88-g (s) 267-70 68 (s) 289A ..7.4 (s) 187, 191 50, SI (s) 331-2 89 (s) 33r ib. (sJ 333 90 (s) 299or 77 (s) 302-7 78-9 (S) 31..J. 8:a (s) 327-30 88-9 (s) 313-4 82-3 (s) 321 86 --(vi) permanent files ... --(vii) proceedings received from headquarters offices (viii) proceedings received from offices away from (s)198-8A,309 54-5, 79 (s) 310 79 headquarters. --(ix) registers ... . .. ... ..:(x) register of proceedings in the record-room --(xi) registration and arrangement of proceedings --(xii) removal of records from record-room (xiii) valuable documents -Duty of--to --(i) acknowledge receipt of proceedings from head quarters by initials in Register of Proceedings. (ii) keep report book .. . ... --(iii) report irregularity in receipt of proceedings --List of registers to be maintained by----Reports tr be made by-(i) Daily --(ii) Monthly . (iii) Quarterly --(iv) Annually ... ... I ... I . Responsibility of-regarding admission to record• ruom and integrity 0 records. --Work of-to be supervised by Akunwun and Chief Clerk. (s) 295 76.-,;7 (s) 315-20 83-0 (s) 315-20 ib. (s) 331-2 89 (s) 322A 87 (s) 198, 309 54,79 (s) 323 87 (s) 325-6 87-8. (s) 333, 90 Appx. (Ill) 109 (s) 3 I4 82 (s) 324. '87 (s) 325 . ib •. (s) 327 -SS (s) 285 _7_2 (s) 335 90,

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... xxvm INDEX. Subject. R-contin ued. RECORD OFFICER, Definition of-for purposes of grant of copies and inspection of records, --Persons appointed-for records not in custody of Land Rec0rds Department. -Procedure of-after admission of application for copy. --Procedure of-in delivering copy to applicant --Procedure of-when application for copy is complete --to be present at inspection of records , , . --to bring to notice irregularities in grant of copies --to control copyists . .. .. . . .. -to certify "true copy" --to endorse refusal when copy cannot be granted -to examine and compare copies before issue -to keep a note-book of inspections of records --to maintain a regi,ter of applications for copies -RECORD-ROOM (s). Allotment of space in---Allotment of space in-to correspondence files --Application of instructions to other than standard---Construction of partitions between different--Examination and checking of proceedings received in--Three sizes of standar.d-List of-Registers -Night durwan to guard the---Number of separate-in district office -Orders regulating admission to---Racks in-to be lettered and shelves and compart• ments therein numbered. Rectzpt and disposal in-of (i) assessment-rolls (ii) correspondence files ---(iii) proceedings --(iv) registers ---(v) valuable documents Records to t:e sent to Revenue---Register of Proceedings in the-prescribed and in• structions for its preparation. --Register of Registers received in-prescribed and instructions for its upkeep. --Registration and arrangement of proceedings in--Registration Department almirahs to be kept in-ante-room where there is no separate accommoda tion. Removal of records from--Sending of completed proceedings to-from (i) headquarters office (ii) offices away from headquarters .. , ... -Special compartments for map tubes to be provided in-if no Land Records---Specimen diagrams d arrangement of racks in... . Reference. Page. (s) 227 6I (s) 227 ib. (s) 231-3 62 (s) 24J 64 (s) 234-5 63 (s) 269 68 (s) 243 64 ts) 26.j. 67 (s) 239 63 (s) 230 62 (s) 238 63 (s) 2 70 08 (s) 244 64 (s) 293-4 75 (s) 307 79 (s) 291 75 (s) 288 74 (s) ~13-4 82 (s) 287 73 Appx. III (III) I23 (s) 285A 72 (s) 282 ib, (s) 285, 6 72-3 (s) 287 73 (s) 299I 77 (s) 302-7 78-9 (s) 309•IO 79 (s) 295-7 76-7 (s) 322A 1 87 (s) 283 I 72 (s) 3I5-10 i 83-6 (s) 295-8 i 76-17 (s) 315-20 83-5 (s) 284 72 (s)33 I-2 89 (s) 198-SA, 54-5 309 (s) 3IO 79 (s) 292 75 (s) 337 91-"5

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INDEX. Subject. R-continued. RECORD-ROOM (s). Structural arrangement of-to be provided with (i) ante-room (ii) wooden ceiling RECOVERY. Revenue-proceedings received Croman other district treated as correspondence. RED INK to be used for corrections ... .RED SLIP (s) to be attached to telegram --Use oflhn TAPE. Use ofREFRRENCES Putting up-R11GISTER (s). Blank-not classed as documents Classification of-for purposes of destruction ... Copy of instructions regarding upkeep of-to be pasted insh.le front cover. --Corrections in-how made ... -Despatch of completed-to the Recordroom --Disposal of completed-.. ---Grant of copies of records contained in---in charge of clerk where kept --Instructions regarding the preparation of indents for---List of-I. All Departments -11. General Department --II I. Revenue Department -IV. Land Records Department , .. V. Treasury Department [cancelled] --VI. Registration Department one of nine classes of documents --of receipts ....-Procedure on issue of--Procedure on receipt of-... --Rules regarding binding of-Rules regarding printing of---Title and number of-to be printed on back and outside front cover. -.-. to be kept upright --to be paged .. . . •. --to have ta.hie of contents prefixed Reference. (s) 286-92 (s) 286 (s) 289 l (s) 74 cs> 281 I (s) 2I (s) 280 Appx. IV (46) (s) 98 1s I Appx. Ill 1 (s) 59 I (s) 281 (s) 295 (s) 62 (s) 226 (s) 15 Appx. IV (Ill Appx.(III) ib ib ib ib (s) 17 (s) 20 (s) 34 (s) 22 Appx. IV (Vlll) Appx. IV (VII) (b) (s) 58 -Upkeep of unauthorised-prohibited... .•. .l --Year by which-shall be maintained ... in Record-room. (s) 57 (s) 56 (s) 56 (s) 55 ts) 61 (i) Arrangement of-... (ii) Destruction of-(iii) Destruction of-to be entered in Register d(iv) Lir.t of-(v) Lowest shelf in rack to be prepared for(s) 295 (s) 327-9 (s) 328 (s) 333, Appx. III tlll) (s) 290 XXIX Page. 73-5 73 74 :13 71 8 71 140 30 7 109 20 71 76 21 61 7 131 109 IIO 114124 u6 7 8 12 8 147 146 20 ib. ib. ib. ib. 21 76 88-9 88 go 123 74

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XXX INDJtX. ---------------------------------Subject. R-conti"nued. REGISTER(S) in Record-room. (vi) nc, longer kept up in any form may be destroyed. ( vii) Receipt and disposal of_ .. (viii) Register of-prescribed and instructions for upkeep, (ix) Removal of-(x) to be kept standing upright and to be labelled. RBGISTE;R 01' APPLJC.\TIONS. Documents not to be registered in ----Year of maintenance of-... .. . REGISTER OF APPLICATIONS POR COPIES .. . REGISTER OF AssEsSMENT ROLLS prescribed and instructions for its upkeep. to be bound up annually with Register of Proceedings in Recordroom. REGISTER 011 BooKs RECEIVED. Entry of receipt in-Issue of books, correction slips and maps to be noted in---Upkeep of-prescribed ... REGISTER 01' CONl'[DENTIAL CORRESPONDENCE FILES prescribed. REGISTER DP CORRESPONDENCE FILES prescribed --to be sent to Record-room with files ... --Year of maintenance of-... RBGISTER OP IMPORTANT CONTRACTS AND DEEDS prescribed. RBGISTER OP LETTERS ISSUED. Maintenance of-... -Separate-to be taken on tour --Year of maintenance of-... ... ••• 1 REGISTER 01, LETTERS RECEIVED. Letter forwarding I Register~ and Accounts to be registered in--Proceedings not to be registered in-... . .. i -Receipt of assessment rolls not to be noted in--Registration of correspondence in-... --Year of main.tenance of-.•. REGISTER OP LOCAL DESPATCH, see LOCAL DESPATCH REGISTER. REGISTER of Locks, keys and safes R.iGISTER 01' POSTAL O ESPATCH, see PosTAL DESPATCH REG.ISTER. I RIGISTER OF PROCi,:EDINGS. Entry of applications in----Receipt of proceedings how noted in-,, , ----General Department. Instructions for upkeep ofRevenue Department. Instructions for upkeep ofRKGISTER OP PROCEEDINGS IN THE RECORD-ROOM prescribed and instructions for its preparation , and binding. I REGISTER op PR.OCESSES. Entry of processes received \ from another office in-Reference. (s) 297 (s) 295-8 (s) 295, 8 (s) 33r-2 (s) 296 (s) r81 (s) 181 244 (s) l99•JOO (s) 316 (s) 27 (s) 37 (s) I 2(l (s) 79 (s) 78 (s) I 20 (s) Bo (s) 322A (~) 36 .(s) S4 (s) Bo (s) u (s) 30 (s) 23 (s) 25 (s) So Appx. XI-(8) (s) 182' (s) 30 ( ~) r94 (ii) (s) 194 (i} (s) 315-20 (s) 25 (ii) Page. 71 76-7 ib. 89. 76 46, ib. P4 t, 83 Ir 14 35 25 24 34-_25 ~] 13 19 ;zi II 9 ib. 25 }5~ 47 II 53 52 83-6-JO,

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INDEX. Subject. R-contz"nued. R EGlS'l' ER OP RECORDS REMOVED from the Recordroom prescribed and instructions therefor. REGISTER OP REVENUE RECOVERY PROCEEDINGS prescribed. REGISTER OF RllGISTllRS in Record-room prescribed and instructions lor upkeep. REGISTERING CJ.ERK. Duty of-on receipt of corre spondence. RllGISTERING 0FPICER in subordinate charge of Regis• tration Department, Upper Burma. REGISTRATION of documents issued at headquarters ..• --of proceedings in Record-room . . . . •. -of receipts -Procedure in dealing with correspondence regard-ing-of births, deaths, etc. , REGISTRATION DEPARTMllNT. Almirahs containing completed records of-to be kept in ante-room. Destruction of-correspondence ... --Disposal of completed registers of-.•. --Functions of-... . .. Instructions for the grant of copies in the-List of-Registers .. . .. . Numbering of correspondence files inNumbering of telegrams issued in-•.. one of six departments of district office Procf'edings in-to be dealt with as correspondence. Registers in-to be maintained by calendar year ... R1m1sTRATION REPORT. Preservation of office copy of-REMrnnRRS. Disposal of--on return --Office copies of-unnecessary Procedure on issue of-Procedure on issue of-in connection with proceed-ings. • Procedure on receipt of-received in connection with proceedings. Receipt of-not to be registered REMISSION. Rejected applications for-of revenue may be filed in aggregate proceedings. --Use of aggregate files iq-proceedings H.EMOVAL of records from Record-room ... REPORT (s). Burmese names in-to be written in Burmese and Roman characters. --distinguished from periodical reports ... --from subordinate officers not to be called for with-out discrimination. . Letters forwarding-not to be registered Rt:PORT(s). Method of writing annual -Periodical-See PERIODICAL RETURNS. --Procedure on receipt of-received in connection with proceedings. REPORT (s) to be made by Record-keeper . XXXI I Reference. I Page. I (s) 331-2 j (s) 194 (i) (s) 295-8 (s) 25-6 9-10 (s) z I (s) 34-41 (s) 315-20 (s) 20-33 2 12-5 83-5 8-12 (s) Sr (v) 25 (s) 284 72 (s) 123 (s) 62 35 21 (s) 8 (s) 225 4 60 Appx. III (s)75, App. II 126 24, 106 (s) 47 16 (s) I I (s) 171 44 (s) 61 21 (s) 71 22 (s) 25 (i) {s) 36 (s) 36 (i) 9 r3 t'b. (s) 39 ~4 (s) 33 I2 (s) 25 (i) 9 (s) 192 51 (s) 193 (s) 331-2 (s) 276 :::i; 70 (s) 63 21 (s) 96B 29 (s) 25 (iii) 10 (s) 69 32 (s) 33

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xxxn INDEX. Subject. R---concluded. RBPORT (s)( i) t>'a:ily (ii) Monthly ... i {iii) Q11arterly ... . .. (iv) Annually ... .•. .. . RB PORT BOOK.. Akun' wun and Cnief Clerk to note visits to Recor-d-room in---Destruction of records to be noted in---Order sanctioning . destruction of records to be 1 entered in-to be kept by Record-keeper ... R BCl'UISITION SLIP. Instructions regarding use of-for i records in the Record-room .. . 1 -to be returned to officer requisitioning I RETURN(s). Annual--0f iricie:i'ses and decreases ~f , stock.-! -Half-S'early'-of sfock of locks and keys Letters forwarding-not to be registered of Land Records Department, Disposal of--'---Periodical-See PE'R1001cu RETURNS. REVENUE .. ~~jetted applications for-remission rriay be . filed in aggregate proceedings ... .. . R 'BVBNUE DBPARTMENT. Classification of-proc'eed111gs Completed records of-to be sent to Rec'Ord-room .. correspondence files-See CoRRBSPONDBNC:11 FILES --Correspondence subject heads in-... Despatch of completed' registers of-fo Recordroom --Disposal of c;ompleted registers of---Furictioris of-... List of-Registers R1WBNUE DEPARTMENT proceedings in Record-roomSee PROCEEDINGS. Reference. (s) 3r 4 (s) 324 {s) 325' (s) 327 (s) 335 (s) 328 (s) 327 (s) 323 (s) 33r '.s) 332 Appx. xr (A) Appx. XI (B)' (s) 25 (iii) (s) 72 (s) 192 Appx, X (s) 283 (s) 75, Appx II. : (s) 295 (s) 62 (s) 5 . Appx. Ir1 (Ill) --Register of Applications prescribed , for-(s) 1 8r --Registers of Proceedings in-prescribed (s) 194 (i) --Telegrams . is'sued in-to be numoered By the agricultural year ;" . (s) 47 --Year of. .maintenance of registers ,n... . . (s) 6k RBVENUE PJiocEBDINOS. Entry of-iri Regist'er cif ' . Pr~eedings in the Reco . rd-room i • . .. f (s) 3 r5 RsVBNUR Ricov11RY PROCBBDINGS. Register of,1 . , prescribed . . . . .. . . (s) f94 (i) ~Registration: of applications initiating-'-. M 18'i'(vi) Rsv1s10N, Orders calling for records in-classed as \ correspondence I (s) 74 REW.lRDS. Applications for excise-to be treated as 1 correspondence .•• .. , . . . .. (s) I 81 (,iii) -Grant of-in excise case treated as r.orrespo.rideni:e \ (s) 74 RoYAL HUMANE SocIETY. Correspondence for-how ; addressed :_; ... \ (s) 89 Page. 82 87 ib. 88 90 88 ib. 87 89 ib. r55 r56 10 23 SI 154 72 24 ro6 76 21 2 114 .j.6 52 16 21 52 47 47 23

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INDEX. Subject. s SAI,ARY(ll!S). Disbursement .of-of all ,offices at .district headquarters. --of clerks, Record-keepers and Interpreters-how I drawn and debited. -Superinter:icdent of Land Records to prepare-bill of his establishment. SALT establishment amalgamated with excise estab-lishment. -SALT PRoCBEDINGS. Maintenance of Register of-.. SANITARY DEPARTMIINT. Rules regarding the cc;rrespondence -of the-... SAW-PIT. Applications for-licenses to be filed in aggregate proceedings. ce Refere c (s) 131 (s) l3-13A , (s) ,13 ; (s) SA I 194 {i) I Appx. I (VI) i (s) 192 1 SEAL(ED). Covers containing confidential correspondence (s) 46 'sEARcu. to !;plication~ 0for,info;~ation to b~~r fee for.::.:. {s) 228 SKCRETARY TOIGOVERNMENT. When Deputy,Commis-(s)SI(iv),82 sioner may correspond direct with a:.... SECTION of rack of Recordroom defined ... SECURITY BONDS. Main file proper onStlCURITY PROCEEDINGS received from another office treated as correspondence --Treatrr.ent of-... .. S!!:RIAL NUMB ER of receipt to be written in red ink SERVICE BooKs. Form prescribed for---foslructions tegarding thumb impressions in---of subdivisional and Township Office establish-ments. How maintained. --to accompany letters affecting personal status of officers. ' --to be kept in the personal custody of the head of the office. fs) 287 (s) 163 (s) 74 (s) 183 (s) 25 ,(s) ;14A (s) 14A {s) 14A (s) 107 (s) 14A SERVICtl stamps to be used for State telegrams (s) ,53iE SsTTLEME!\'';l' C.oMM ISSIONER. Correspondence of-with Settlement officers . .. A.pp:K. I (V) ,SETTLEMENT DEPARTMENT, Rules. regarding the correspondence of the-Appx. I (V) SETTLEMENT REPORTS how enter;ed in :library catalogue .. . . .. \ SHAN CHIEFS. Correspondence with ...... , ... I SIIBLF (VEs). Lowest-in Record-room to ha;~ partitions fnr registers -Metho<;l of allotting compartments on-••• --Numbering of-in Record-room rack S1GNATURr-; by Deputy Commissioner. Papers-req.uirinO'-b • d Use of stamps to affix-forbid en SIGNING. Duty of officer-letter SILK THREAD. Supply ofSLIPS. Supply of coloured. --Use of coloured. STAMP. Documents to be marked with ,date(s) 12.8 {s).ils . ,(s) 290 {s) i~4 .(s) 287 {s) 186A (s) n8 {s) 1:16 Appx. IV ,(46) Appx. IV 54 (s) 280 (s) 19 XXQU. Page. 5 .ii.b. ib. 2 52 10.2 51 16 73 ~2 23 c48 9 j ib. ib. 31 6 18 102 ib. -74 75 '3 49 33 ib. 140 144 71 7 ---------------'------------

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xJCxiv INDEX. Subject. S-. -continued. STAMPS Form of-to be used as alternative to order sheeti --Use of-to affix signatures forbidden STAMP PROCEEDINGS. Allotment of space in Record-! room for six years only sufficient in case of-Maintenance of Register ofSTAMP REPORT. Preservation of office copy of-... 1 STANDARD L1sTs. Instructions regarding upkeep of-of books for Subdivisional arid Township Libraries. STATEMENTS. Grant of copies of-STATIO!l,iERY. Indents by subordinate officers for-... --Instructions regarding indents for-from Calcutta --Rules for the custody of-... --Rules regarding special articles of---Stock-book of-prescribed ... -Supplyof-STICKPHAST. Supply of STOCK.-BOOK prescribed for-Forms Stationery .. Valuable property Sl1BD1VIS10NAL OFFICES at district headquarters how! far pnrt of district office. SuBDIV ISIONAL 0PPICER, Correspondence intended for subordinates of-how addressed. SUBJECT.HEADS of correspondence SueoRDINATBs. Correspondence between Deputy Commissioner and his-how conducted. Correspondence between Deputy Commissioner's -at same station. , Sue-REGISTRAR in subordinate charge of Registration I Department. SUPERINTENDENT OF GovERNllfEN1' PRINTING, Duty of-fo connection with(i) check of bills for Government Advertisements (ii) check of indents (iii) requisitions or printing to supply to newspapers distinctive headline and electro-blocks for Government Advertisements I Reference. (s} 26 (s) II8 (s) 318 (s) r9+ ( 1) (s) 7 I (s) 207 (s) 2+6 (i) Appx. IV Ill Appx. IV (l) Appx. IV (V) Appx. IV (VI) Appx. IV , (28) I (s) 2r3, Appx.IV Appx. IV (45) Appx. IV (37) Appx. IV (28) Appx. XI (A) (s) r3 (s) 91 (s) 7 5, Appx. II (s) 91-4 (s) 97 (s) 95 (s) 2 Appx. XII (9), (r2) Appx. IV (II) I Apx. IV I (VII) Appx. XII I (5) ----------------------------. Page. JO 33 84 52 22 57 65 133 128 135 136 135 59 r28 139 136 135 155 5 28 24 106 28-9 30 29 2 r59, 160 131 145 159

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lNDEX. ' Subject. I Reference. I S-concluded. ) --SuPKRlNTRNDENT oP Exc1sB. Subjects dealt with by-i (s) 5A SUPER1t,T1rnDENTS OP JAILS. Rules regarding the cor• !Appx. I (III) respondence ol; Sur.&RINTENDENT OP LAND RscoRI>S. Duties of---Duty of-to prepare pay bill for his department .. --in subordinate charge of La11d Records Depart-ment. SuPERiNT!lNDING ENGIN!lt,;R. Duty of to consult Commissioner regarding new works. SwEEPERS. Supervision of-. .. . .. SYMBOL (s). Correspondence file T TABL.& oP CoNTENTS. Destruction of all correspondence files under clas~ B heads to be noted ini , f Register of Correspondence Files. 1 , --to be pr . efixed to '(i) permanent files . .• . .. ---(ii) register of proceedings in Record-room TABULAR FORMS. Rul~s regarding preparation of-... TABULATED Sl'~TEMhNTS. TAPE. Use or redGr.ant of copies of-I TATTOl!RS'. Applications for-licenses to be filed in / aggregate proceedings . j TAUNGYA (DA-TAX) assessment rolls to be classed B 1 TELl!GRAM (s). Despatch ofI -despatched to be numbered in a separate series ... , --Cash payments for-.. . Classification of,. , TEu:GRAM (s)Dangers to be guarded against in sending---Disposal of-received when Deputy Commissioner on tour. --Draft of--to be placed in file -how stamped ... ... ... ... --. not to be sent where a letter would do equally well --Service stamps to be used for-... --to be expressed in as few words as possible --Method of pasting-on order sheets --Numbering of-Numbering of-issued on tour --Officer by whom-should be opened --Procedure in repeating-'-Procedure on issue of-. I I ... , ... --Procedure on issue of-in connection with proceed~ fogs. --Procedure on receipt of-in connection with pro ceedings. --relating to leave or tour arrangements are private (s) 9 (s) 13 (s) 2 Appx. I (I/III) (d) (s) 16 (5) 75 I Appx. II (s) 303 (s) 321 (s) 316 A'ifix. IV ( Il)'{b) (s) 246 (1) Appx. IV (46) I (s) 192 I (s) 301 I (s) 47TF J (s 47 i (s) 53F (s) 53A (s) 53D (s) 54 (s) 47 (s) 53E (s) 53C (s) 53E (s) 53B (s) 26 ( s) 36 (ii) I (s) 54 (s) 19,si • (s) 50 (s) 36 (ii) (s) 4J (s) 33 (s) 53 XXXV Page. 2 100 4 5 104 7 24 106 86 83 146 65 140 St 77 16-g 16 19 17 18 19 16 18 ib. ib. ib. 10 13 19 7, 19 17 13 15 12 17

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XXXVl INDEX. Subject. T-contz'nued. fELEGRAM (s). Reply to-to be sent to original place of despatch. --to be submitted with red slip ... . .. I Year by which serial number of-issued shquld run TE:GRAPH GUIDE. Purchase .of-- • ... THATHAMEDA ass.essmentroUs to be classed B ... assessment-rolls to be sent to the Record-room .. . Registration .or -receipt ofassessment-rolls .. . TR!EAD, Supply of silk-... . .. THU.GYIS' applications to be treated as correspondence reports receiv:cd in connection with proceedings. Where entered. TnuMB IMPRESSIONS. Instructions regarding-in serviceReference, (s) 51 (s) 2I (s) 47 (s) 203 (s) ~01 (s) 299 (s) 23 _ Appx. IV (46) (s) 181 (ii) (s) I 85 books. , (s) 14A (s) I 3 TOWNSHIP OPPJCES at district headquarters how far part of district office. i Correspondence intended forhow addressed ... To UR. Numbering of-telegrams .. .. . .Receipt and issue of documents on-. .. .. . Registers to accompany Deputy Commissioner on-. Registration of applications received on fowN LANDS assessment-rolls to be classed A assessment-rolls to be sent to Record-room TRANSLATION. Fee for-... . .. Persons by whom-to be made ... TRANSLITERATION tables to be followed strictly TREASURY DEPARTIIIENT. Allotment of space in Recordroom to-Completed records of-to be sent to Record-room correspondence files to be numbered in one series ... Correspondence regarding-to be addressed to Accountant-General direct. -Despatch of completed registers of-to Record room. Disposal and destruction of-returns, correspand-ence.al'ld accounts. Disposal of completed Registers of-... Functions of-... No proceedings in -... Numbering of correspondence files in-Numbering of telegrams issued in ... .. . -one of six departments ol district office .. . --Registers in-to be maintained by financial year --returns of which office copies shou.ld be kept .. . TREASURY 0L'l"ICER. Duties of-... .. . --in subordinate charge of Treasury Department TRIANGULAR PUNCH. Record-keeper to -punch court fee stamp withfunEs. Maps to be kept in tin-(s) 91-2 (s) 54 (s) 54 (s) 54, 181 (s) I 81 (s) 301 {s) 299 (s) 247 (s) 203 (s) 276 (s) 293 (s) 283 (s) 75, . Appx.11. (s) 8 ! (iii) (s) 295' (s) 72, 1:13. 151 (s) 62 (SJ 7 (s) 171 (s) 75 Appx. (II) (s) 47 (s) I -(s) 61 (s) 72 (s) 9 (s) 2 (s) 3,14 ' (s) 149 Page, 17 8 16 56 77 t'b. 9 140 47 49 6 5 28 19 ib. 19,46 46 77 ib. 65 67 70 75 72 24, Jo6 23, 35, 40 21 4 4+ 24 106 16 I 21 23 4 40

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INDEX. Subject. I I Reference, -I ! T ---concluded. Tw1NB. Use of-.•. TYPEWRITERS. Pu_rchase and repair of-and accessories1 --to be used in making copy of orders for tnain : files proper. u UNBOUND PUBLICATIONS how dealt with ..• URGBNT PAPBRS to be marked with red slips V Appx IV (46) Appx. IV (47-9) (s) 165 (s) 135 (s) 21,280 VERNACULAR GAZETTE. Binding and destruction of i (s) 210 .parts of' VERN~CULAR. Use of....:.terms to be avoided in English i (s) 277 documents. VILLAGE Pa9cEEDINGS. Entry of-in Register , (s) 315-6 proceedings in the Record-room. w W.BRKLY. Akunwun and Chief Clerk to pay-visits to Record-room. WHOLE DISTRICT, Certain General Department proceedings to be entered in Register of Proceedings in Record-room by heads in one series for-Revenue proceedings uncle• heads VI to XIII I to be entered in Register of Proceedings in Record-room by heads in one series forI WITNESSES, List of-to be0 entered on fly-leaf of p•=••U""'y I YEAR (s) by which serial number of telegrams issued should run. Calculation of-for purposes of preservation of assessment rolls. --for maintenance of registers --New correspondence file to be opened every-... --of maintenance of corespondence files and . Regis-ters---Proceedings bearing numbers of different-how i registered on receipt in Record-room. i YKLLOW. Use of-slips ... • j -------------------------_ _,__ G. B, C. P. O,-No. 40 F. C.,-30-1-1915-1,200-R. E, R. ( s) 335 (s) 315 (s) 315 ! (s) 185 (s) 47 (s) 301 (s) 61 (s) 76 (s) 80 (s) 317 (s) 280 xxxvi' Page. 140-2 42 37 8, 71 58 83-4 90 49 16 77 21 24 25 84 71