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The Burma Subdivisional and Township Office Manual

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Title:
The Burma Subdivisional and Township Office Manual
Creator:
BURMA.
Place of Publication:
Rangoon
Publisher:
Government Printing
Publication Date:
Language:
English
Edition:
Third edition.
Physical Description:
ii, 74 p. : ;

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Subjects / Keywords:
Colonies -- Administration -- Burma. ( lcsh )
Spatial Coverage:
Asia -- Myanmar

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SOAS, University of London
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All applicable rights reserved by the source institution and holding location.
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724307 ( aleph )
GB352 /4479 ( soas classmark )

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Full Text
THE BURMA
SUBDIVISIONS AND TOWNSHIP
OFFICE MANUAL
THIRD EDITION
RANGOON
office of the superintendent, government printing, burma.
I9IO


LIST OF AGENTS
1 or the
SALE OF GOVERNMENT PUBLICATIONS.
In India:
Thacker, Spink & Co., Calcutta.
W. Newman & Co., Calcutta.
Thacker & Co,, Bombay.
Higginbotham & Co, .Madras.
Proprietor, Hanthawaddy Press, Rangoon.
Superintendent, American Baptist Mission Press, Rangoon.
In England :
E. A. Arnold, 41 and 43, Maddox Sireet, Bond Street, W. London.
Henry S. Kin-g & Co., 65, Cornhill, E C., London.
Constable & Co., 10, Orange Street, Leicester Square, W.C.
Kegan Paul, Trench, Trübner & Co., 43, Gerrard Street, Soho, London, W.
Bernard Quaritcr, ii, Grafton Street, New Bond Street, W,
P. S. King & Son, 2 k 4, Great Smith Street, Westminster, London, W.S.
Grindlay & Co., 54, Parliament Street, S.W.
T. Fisher Unwin, i, Adelphi Terrace, London, W.C.
B. H. Blackwell, 50 & 51, Broad Street, Oxford.
Deighton Bell & Co., Cambridge,
Messrs. W Thacker & Co., 2, Creed Lane, London, E.C,
Messrs. Luzac & Co., 46, Great Russell Street, London, W.C.
On the Continent:
R. Friedlander & Sohn, ii, Carlstrasse, Berlin, Germany.
Otto Harrassowitz, Leipzig, Germany.
Karl W. Hiersemann, Leipzig, Germany.
Ernest Leroux, 28, Rue Bonaparte, Paris, France.
Martinus Nijhofp, The Hague, Holland.
Rudolf Haupt, i, Doriientrasse, Leipzig, Germany.


CONTENTS.
CHAPTERS.
page
I.—Departments of work and classes of documents i
II.—-Procedure on receipt and issue of documents 4
III.—Registers g
IV.—Proceedings 10
V.—Library and Maps 20
VI.—Main fites 23
VII.— Correspondence 24
"VIII.—Miscellaneous 31
IX.—Petition-writers .... 33
X.—Grant of copies and inspection of records 35
APPENDICES.
I.—List of registers to be maintained in Subdivision^ and
Township Offices 45
II.—List of correspondence heads 48
III.—List of Main Files proper ,,. ... 50
IV.—Papers in proceedings which are not to be permanently
preserved ... ... ... 55
V.—Classification of proceedings 56
INDEX 61


PREFACE to the third edition.
The experience gained in the seven years since the issue
of the first edition of the Subdivisional and Township Office
Manual has suggested several improvements in the arrange-
ment of its instructions. " In previous editions of this Manual
fictitious importance has' been attached to Correspondence.
Methods reducing correspondence were specified in sections 40
to 43 of the Second Edition, but the fact that the instructions
relating to correspondence were given an unduly prominent
position, together with the elaborate rules contained in
sections 45 to 53 of that edition, tended largely to reduce the.
intended effect. The actual result produced may be summa-
rized in the words of paragraph 57^ ^e Decentralization
Report, which states with reference to Subdivisional Officers in
Burma:—
" In regard to revenue matters they appear to have very
little power, one witness describing them as Post
Offices."
This cannot be accepted as a true representation of the
present functions of a Subdivisional Officer in Burma. Both
Subdivisional and Township Officers have large and important
executive powers, and the opportunity of the issue of this
Third Edition is taken to impress upon these officers that their
primary duties are those of administration. " Correspondence "
has now been placed ifi last of the eight classes of documents
• defined in section 7, a position justified by its definition as a
remainder class (section 82). The positions of the chapters
regulating correspondence and proceedings have been inter-
changed, and the treatment ofrproceedings in Chapter IV is
intended to indicate that by far the greater portion of the work
of Subdivisional and Township Officers should be conducted


11
PREFACE TO THE THIRD EDITION.
under its provisions. The same intention has led to an
amplification of the definition of proceedings in section 36.
2. In addition to the modifications effected in Chapters
IV and VII, Chapter II has been rearranged. Other altera-
â– tions are of a minor character, being mainly concerned with
the incorporation of the corrections to the previous edition.
3. The work of recasting the Manual as outlined above has
been done by Mr. C. M. Webb, I.C.S. The Manual was
originally based on the District Office Manual and so tended
to emphasize points of procedure more important in District
than in Subdivisional and Township Offices. The procedure
now enjoined is still the same, but an attempt has been made
to emphasize more strongly the procedure as seen from the
'side of the . Subdivisional Office or the Township Office than
from the s'de of the District Office.
The Manual is translated into Burmese, and a Burmese
copy as well as an English copy will be kept in every Subdivi-
sional Office and every Township Office.
Correction slips are issued quarterly from the Financial
Commissioner's Office. 1
Old editions are now superseded and should be destroyed,
with the exception of one copy to be kept in the District
Library for reference.
By order,
H. B. HOLME,
Secretary to the Financial Commissioner.
Rangoon, 14th Marek igio.


THE
BURMA SUBDIVISIONAL AND TOWNSHIP
OFFICE MANUAL
[THIRD EDITION)
CHAPTER I.
Departments of Work and Classes of Documents.
1. The work of a Subdivisional or Township office is
divided into five departments, namely,—
(1) Judicial.
(2) Registration.
(3) Treasury.
(4) Revenue (including Land Records).
(5) General,—which includes all business not falling
under any of the other four departments.
The instructions in this Manual refer primarily to the
Revenue and General departments, but in the absence of
specific orders to the contrary they may be followed where
applicable in the case of other departments as well.
2. Every Subdivisional and Township office should be
supplied with an almirah for each department, and all proceed-
ings, correspondence-files and registers should be kept in the
almirah of the department to which they belong and nowhere
else. No almirah should exceed six feet in height from floor to
top, and the cornice, if any, round the top should not project
above it. The diagram below illustrates a type of almirah
suitable for the Revenue or General department of most Sub-
divisional and Township offices. The twelve compartments
provided for correspondence should be allotted among the
various heads. In most offices under one or two of the
prescribed heads (^Appendix II, page 48) no files will be
required and it will be possible to allot one compartment to
each head. For example : in the illustration, which represents
s.


2, Departments of Work and Classes of Documents.
a Revenue department almirah, Heads II—Grazing-grounds,
and XII—Income-tax, are omitted:—■
9" 10" Monday. 10" Tuesday. 10" Wednesday. 10" Other pending proceedings.
9" Thursday. Friday. Saturday.
Registers. A, B, C seals and pad. Completed proceedings to be sent to
Main files. Record-room.
8" I.—Land. Ill—Capi- tation-tax or thathameda. IV.—Fish- eries. V—Town Lands.
8" VI.—Forests. VII.—Mines and mineral products. VIII.—Salt. IX.—Excise (including opium).
8" X.—Stamps. 10" XI.—Dis- trict (Cess) Fund Rev- enue. 10" XIII—Mis- cellaneous. 10" XIV—Land Records. io"
1
I
}• Pending proceed-
ings.
Correspondence.
3- Ever)' Subdivisional or Township Officer should keep a
blank book called the " order book " in which to record (in
half-margin) all orders passed by himself or by his superior
officers in regard to the appointment, pay, punishment, or
dismissal of his clerks and peons, or concerning the distribution
of the work of the office. Every clerk or peon affected by an
order in the order book should enter his dated initials in the
blank margin against the order in token that he has read it.
The Subdivisional or Township Officer will be responsible
that his Court, compound and premises are kept clean, free
from rank vegetation and in proper order. When both the
Subdivisional and Township offices are in the same compound,
the Township Officer will be held responsible. He will appoint
a clerk, who will ordinarily be the Deputy Bailiff, to see that
the sweepers and peons do their work.
4. Under Article 816 of the Civil Service Regulations all
clerks and menials on the district establishment must maintain
service-books in Form Nd. 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


Departments of Work and Classes of Documents. 3
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 ofhce, Article
818, Civil Service Regulations, and should not be at the dis-
posal 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 the Deputy Commissioner for
â– check and return.
5- In allotting the work of ihe office among his clerks the
Subdivisional or Township Officer should, so far as possible,
divide it according to departments, so that one or more
departments may be entirely under the charge of a single clerk.
As a rule, the clerk placed in charge of a department should
keep the key of the almirah allotted to that department.
Where the work of a department, is divided between two clerks
the senior of the two should keep the key. When . the
Presiding Officer goes on tour the senior clerk left behind
should keep the keys for the almirahs ordinarily under the
charge of the clerk who goes on tour. The Registers of
Letters Received and Issued and the Local and Postal Despatch
Books, which are common to all departments, should be
maintained by a clerk who ordinarily does not accompany
the Presiding Officer on tour (generally the Head Clerk).
He should also be placed in charge of the library.
Classes of Documents.
6. Every document kept in, received by, or issued from, a
Subdivisional or Township office belongs to one or other of the
following eight classes :—
Registers (see Chapter III).
Assessment Rolls,
Maps (see Chapter V).
Library (see Chapter V).
Accounts (see Section 8).
Main Files (see Chapter VI).
Proceedings (see Chapter
IV).
Correspondence (see Chap-
ter VII).
7- Blank forms including blank registers and blank assess-
ment-rolls are not regarded as documents. For their treatment
see section 116, page 31.
1


4 Procedure on Receipt and Issue of Documents.
8. 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—
Commission cheques ;
Excise passes;
Fishing implement licenses ;
Laterjte and other mineral licenses ;
Saw-pit and other Forest department licenses and
passes;
All bills.
They should be cased in correspondence-file covers (Form
MGeneraKjUS^' not a'reac^y bound, together like saw-pit license
forms, classed as C and destroyed after one year.
The Sub-treasury accounts are governed by special rules
and not by the instructions in this Manual.
CHAPTER II.
Procedure on Receipt and Issue of Documents.
9. The Subdivisional or Township Officer should open all
covers himself when at his headquarters. He should compare
the contents with the list noted in the top left-hand corner {see
section 22, page 7). When possible he should at once pass
orders directing what action should be taken. Immediately
after receipt, every document should be stamped with the
date of receipt.
Exception.—When he is absent all covers except those
addressed to him by name, or marked confidential, should be
opened by the senior clerk left in charge of the office.
Note.—Covers addressed to any officer byname or marked
confidential may be opened only by the officer to whom they are
addressed.
Receipt and Issue Registers.
10. Only one Register of Letters Received (^Gene'rah"^ anc^
one Register of Letters Issued should be kept in
each Subdivisional and Township office. All documents to be
entered will be numbered in one series for each register ; the
••11 0 '
series will run by the calendar year.


5 Procedure on Recept and Issue of Documents.
11. The Register of Letters Received should contain
entries of—
(i) All correspondence belonging to all departments
with the exceptions noted in the next succeeding
section.
(ii) Proceedings in - the case of a Subdivisional office
from another Subdivision and in the case of a
Township office from another Township.
(iii) Notifications regarding transfers and appointments.
(iv) Forwarding letters only in the case of receipt of docu-
ments belonging to the following classes : Registers,
Assessment Rolls, Maps, Library, Accounts, and
Main Files.
12. The Register of Letters Received should not contain
entries of—
(1) Proceedings, except the restricted class specified in
section 11 (ii).
(ii) Enclosures received with a list or letter (the list or
letter alone need be entered).
(iii) Reminders.
(iv) Periodic Returns.
(v) Processes.
(vi) Telegrams or maps received in connection with
proceedings.
(vii) Actual documents belonging to the following classes :
Registers, Assessment Rolls, Maps, Library,
Accounts, and Main Files.
(viii) Correspondence sent through the Subdivisional or
Township Officer to an officer or person within the
Subdivision or Township.
(ix) Reports from thugyis and officers subordinate to the
Township Officer.
(x) Any class of correspondence concerning which the
Commissioner directs non-registration.
13. After entry in the Register of Letters Received the serial
number from the register shall be written on the top right-
hand corner of the first page of the document.
14- Before issue from a Subdivisional or Township office
documents as prescribed below should be entered in the Register
of Letters Issued. The serial number should be followed by the
File Symbol (from Appendix II, page 48) of the Correspondence
Head concerned, and should be entered on the office copy and
the document itself. If no office copy is kept, the abbreviation


6 Procedure on Receipt and Issue of Documents.
(Orgl.)" should be written after the number : e.g., 150—IV
(Orgl.).
kxceftion.—The File Symbol should be omitted from tele-
grams, which should commence with the plain number taken
from the Issue Register.
15- The Register of Letters Issued should contain entries
of—
(i) All correspondence belonging to all departments with
the exceptions noted in the next succeeding section-
(ii) Proceedings from another Subdivision or Township-
(iii) Telegrams#
(iv) Forwarding letters only in the case of issue of docu-
ments belonging to the following classes : Registers,
Assessment Rolls, Maps, Library, Accounts, and
Main Files.
16. The Register of Letters Issued should not contain
■entries of—
(i) Proceedings, except the restricted class specified
in section 15 (ii).
(ii) Enclosures received with a list or letter (the list or
letter alone need be entered).
(iii) Reminders.
(iv) Periodic Returns.
(v) Processes,
(vi) Actual documents belonging to the following classes :
Registers, Assessment Rolls, Maps, Library,1
Accounts, and Main Files.
(vii) Correspondence sent through the Subdivisional or
Township Officer 10 an officer or person within the
Subdivision or Township (Documents of this nature
should be marked " Forwarded " over the dated
signature of the Subdivisional or Township Officer
and entered in the Despatch Register on'y).
(viiij Circular orders to thugyis and officers subordinate
to the Township Officer,
(ix) Any class of correspondence concerning which the
Commissioner directs non-registration.
Receipt and Issue of Proceedings.
17. The procedure to be followed on receipt of appli-
cations and petitions is laid down in sections 35 to 44 (pages
10 to 12).


*
Procedure on Receipt and Issue of Documents. 7
18. Proceedings from another Subdivision or Township are
not entered into the Register of Proceedings. The}- are
treated as correspondence, and the method of receipt and
issue is described in sections 11 to 16 above. With this excep-
tion the record of the receipt and issue of proceedings is
effected by means of the Proceedings Register (see section 46)
as described in the three following sections.
19. When proceedings are sent to another officer an entry
"D.C.", " S.D.O.-", " T.O. -" or the like, with
the date of despatch taken from the Despatch Register, should
be made in the Register of Proceedings.
(i) The entry should be in pencil if it is anticipated that
the proceedings will be returned.
(ii) The entry will be in black ink if it is not anticipated
that the proceedings will be returned.
(iii) The entry will be in red ink if there has been a pre-
vious black ink entry, and the proceedings are
submitted for final disposal.
20. When proceedings are sent to the Record-room by-
officers not a-t headquarters, the en'.ry " R.R." in red ink, with
the date of the inventory with which the proceedings are sent,
should be made in the Proceedings Register.
21. When proceedings are received from another office, a
reference to the fly-leaf (sedition 47) will shew if they have been
previously entered in the Proceedings Register.
(i) Ij: not, they should be entered at once, and this entry
will be taken as the record of receipt.
(ii) If they have been entered previously, their return
will be indicated either by erasing the pencil entry
of despatch [section 19 (i)], or, if the entry of
despatch was made in ink [section 19 (ii)], by a pencil
note of the dat% of return.
Despatch of Documents.
22. One or more Local Despatch Registers in Form
^ene'lai6^5 and one Postal Despatch Register in Form
-SSriiA1- should be maintained. In one or other of these
should be noted all documents issued. The contents of each


8 Procedure on Receipt and Issue of Documents.
cover should be described on the outside by writing at the top
left-hand corner—
(i) the number from the Issue Register (in the case of
documents entered therein) ;
(ii) the proceedings number and year (in the case of
proceedings;;
(iii) the name of the return (in the case of a prescribed
re:urn ;
(iv) the number and description (in the case of Registers,
Assessment Rolls, Maps, Books, Accounts, and of
Processes sent to another office);
(v) the words " 2 (or more) reminders " (in the case of
reminders).
Receipt and Issue of Documents on Tour.
23. When the Subdivisional or Township Officer proceeds
on tour he should take 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 (see section 1 1, page 5) should be sent to headquar-
ters 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 by the calendar yearj and will be distin-
guished frorrua letter issued at headquarters by having the letter
"C" prefixed to its number, e.g., " C-105." Ordinarily,
however, documents dealt with on tour should be sent to head-
quarters with the necessary orders for final action.
Miscellaneous.
24. In order to reduce the co^ of postage, as far as
possible, small covers of half bleached paper should be used for
memoranda and quarter-sheet letters unless they can be dealt
with under section 25.
25. When several documents are addressed to the same
officer on the same day, they should, if possible, be enclosed in
a single cover.
26. As few postage labels as are sufficient to cover the
postage should be attached to covers.
27. Official correspondence should be sent through the post
in covers of not more than sufficient size. The transmission
of a small packet in a large cover involves a waste of stationery


Registers.
9
and of postage stamps, and renders the packet liable to
damage in transit.
28. Confidential communications must be placed in a
strong cover addressed by name, sealed with wax, and enclosed
in an outer strong cover of about the same size addressed by
official designation and not by name, and, if of importance,
should also be registered. The word " Confidential" should
be written on the inner cover and not on the outer cover.
CHAPTER III.
Registers.
29. Appendix I, page 45, contains a list of registers to be
kept up in the Revenue and General departments of Subdivi-
sional or Township offices. This list does not contain regis-
ters, such as the register of stamp proceedings, income-tax
registers and the like, which are maintained only by Subdivi-
sional Officers who have been specially appointed Collectors for
the purposes of the Stamp, Court-fees, or Income-tax Acts.
Registers prescribed under the Births, Deaths, and Marriages
Registration Act have also been omitted.
30. Every register should have its name and number taken
from Appendix I 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 plainly written on the
outside of the front cover and on the back.
31. Registers should be kept standing upright in the com-
partments reserved for them in thealmirah (see section 2, page
1). 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.
If there is not room in the almirah for all completed registers
a rack or shelf should be provided and the registers for which
there is not room in the almirah kept there.
32. When the first entry is made on any page of a register
the headings of that page should be fully entered up. The
year to which the entries relate should be written at the top of
each page.
33- The last two columns of Appendix I, page 45, show
how completed registers should be disposed of. Thesecond


10
Proceedings.
last column shows whether registers should be kept in office
permanently or to be destroyed after a fixed period, or sent to
the Record-room. The last column shows whether they are
to be kept permanently in the Record-room or destroyed, the
letter A denoting permanent preservation, and B preservation
for six years from the ist January following the date of the
last entry.
CHAPTER IV.
Proceedings.
34. The term "Proceeding" means documents forming
the record of any matter in which—
(a) an officer exercises or is asked to exercise any power
given to him by law ;
(Z>) any person may be entitled to show cause against
an order being passed.
Note.—Any series of documents leading to the passing of an
administrative or executive order should ordinarily be treated
as a proceeding, not as correspondence.
Exceptions.—
Assessment Rolls.
Circular orders to thugyis.
Processes received from another office.
Orders calling for records in appeal or revision.
Applications.
35. Applications and petitions should be received daily at a
fixed hour by the Subdivisional or Township Officer himself,
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 presented should
be affixed to a notice-board outside the office.
36. 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.
37. Every insufficiently« or improperly stamped application
and every application written in contravention of section 126 of


11 Proceedings.
this Manual should be endorsed " insufficiently " or " improperly
stamped" or "written in contravention of section 126 of the
Subdivisional and Township Office Manual," as the case may
be, and returned to the person presenting it.
38. Every application and petition presented to the wrong
officer should be endorsed " Returned for presentation to
the........." over the Subdivisional or Township Officer's dated
signature, and returned to the person presenting it.
39' Documents returned under the last two sections
not being " filed or acted upon " (see section 30, Court Fees
Act), the stamps should not be cancelled.
40. Except as provided in sections 37 and 38, applications
and petitions must not be returned to the persons presenting
them, but must be filed.
41. Under section 30 of the Court Fees Act it is the duty
of the Subdivisional or Township Officer himself to see the
stamp punched before he passes any order on the petition.
42. 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 48, page 14),
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.
43. Every application, except—
( (b) under section 25 of the Income-tax Act,
(e) an application instituting proceedings for the recovery
of revenue,
(d) applications by thugyis for commission,
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
Miscciia^'cgisteriJ whjch should alwaYs accompany an officer on
tour, and the serial number of the entry in that register,
together with the date of presentation, should be written at the
top of each application in ink, thus : " ^r." Separate registers
should be kept up for the Revenue and for the General depart-
ment. The serial numbers should run by the agricultural year,
commencing 1 st July in the case of the Register of Revenue
Applications, and by the calendar year in the case of the
Register of General Applications.


12 Proce edings.
44. An application should ordinarily institute a new pro-
ceeding. The principal exceptions to this rule are :—
(i) Applications of thugyis for commission (these are
treated as correspondence).
(ii) Applications which should be filed in an Aggregate
Proceedings (see section 48 below).
(iii) Applications which should be filed in an Amalga-
mated Proceeding (see section 49 below).
(iv) Applications whi'ch are subsidiary to, or intimately
connected with, some pending proceeding already
in existence.
Formation of Proceedings.
45. When an application initiates a new proceeding, a diary
sheet (Form Misce»awa«s 1) shall be attached, unless a special
order sheet has been prescribed, in which case a diary sheet
may be dispensed with. The diary should contain a complete
history of the proceeding, shewing all the successive steps
taken, e.g. •.—
(a) The date (and, if received at any place away from
headquarters, the place) of receipt of every
application and report filed in the proceedings.
(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 Subdivisional or Township Officer 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 elsewhere
in the proceeding; the latter alternative is prefer-
able.
(e) The date of every order passed in the proceeding and
the date (if any) to which the case is adjourned.-
Every order must adjourn the case to a day
certain. If the Presiding Officer 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


Proceedings.
13
a local investigation " is prohibited. If the
Presiding Officer has by inadvertence not fixed a
certain date, the clerk in charge of the proceeding
should resubmit it for orders.
if) The number and date of the chalan showing credit for
any sum realized in the course of the proceeding.
(£") A note that every order has been communicated to
the persons concerned, and, in the case of orders
which have to be carried out by the office estab-
lishment, a dated note by the responsible clerk
that the order has been carried out.
Both orders and reports, if brief, can be recorded on the
diary sheet. If lengthy, orders and reports should be recorded
on a separate sheet (in Form Tiii5C"^"ou°s in the case of Revenue
applications and in Form 'case General
applications). ^When this is done a brief note of the order
should be entered on the diary as well.
46. After the diary or other order sheet has been attached,
each application should be entered in the Register of Proceed-
ings. Fresh entries should be made daily after receipt of all
the applications for the day.
(1) The Register of Revenue Proceedings (LI)Râ„¢,22)
should contain revenue proceedings, other than proceedings
for the recovery of revenue, under all heads, except income-tax,
for which a special form of register is prescribed, and the serial
number for all proceedings should run by the agricultural year
beginning ist July.
(2) The Register of General Proceedings (" m^e"«"8) should
contain all proceedings in the General department, and the
serial number for all proceedings should run by the calendar
year.
47. After entry of an application in the Register of Proceed-
ings the clerk should attach a fly-leaf to it. This fly-leaf shall be
in Form ä in the case of Revenue Proceedings and
"v^â„¢8 in the case of General Proceedings. The number on
the face of the fly-leaf will be the serial number in the Register
of Proceedings. The "references" are intended to shew any
connected file or proceeding which bears on the same matter.
For example, fishery lease proceedings, excise license proceed-
ings, grazing-ground proceedings frequently recur, and refer
to the same fisheries, licenses and grazing-grounds respectively.
It is convenient that there should be on the fly-leaf of each such
proceeding a reference to proceedings of the previous year or


14 Proce edings.
period referring to the same fishery or lease or grazing-ground.
The list of documents on the back of the revenue fly-leaf
should be carefully kept up, each document being entered
immediately after being lodged in the record.
48. Every application which is not subsidiary to, or inti-
mately connected with, a pro-
ceeding already in existence
shall usually form a separate
proceeding record under a sepa-
rate fly-leaf, but in the cases
marginally noted a single
proceeding fly-leaf in Form
Misc!i""onVaa should contain all
applications of the same kind
made during the year {i.e., the
agricultural year in the case
of Revenue applications and
the calendar year in the case
of General applications). Such
records of proceedings are
called " Aggregate Proceedings," 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 cra^). Applica-
tions filed in aggregate proceedings should not be individually
registered in the Register of Proceedings, 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, as also the
custom of casing such applications in correspondence-file
covers. But under each head of revenue there may be one
aggregate proceeding for petitions for remission of that
revenue, which were rejected at the time of presentation.
49. 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.
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
extract minerals.
(v) Applications for saw-pit licen-
ses.
(vi) Applications to extract forest
produce.
(vii) Applications to burn charcoal.
General Department.
(i) Applications for pwe licenses
and the like in which final orders can
be passed at once.


Proceedings.
15
Copies of the orders entered in the diary of the proceeding
down to the date of severance should be copied into the diary
of each new proceeding. Such proceedings should be cased
in the ordinary fly-leaf (Form Mi^^'ons a in the case of Revenue
Proceedings and F orm village« gi in the case of General Pro-
ceedings).
50. When an application is subsidiary to, or connected
with, a proceeding already in existence, a fresh proceeding
should not be started. If the prior proceeding is in the office
it should be put up with the application for orders. The
application should then be filed in that proceeding and entered
in the " List of Papers " on the reverse of the fly-leaf. If the
prior proceeding is not in the office two courses are open : —
(a) Either the proceeding can be called for and then
put up with the application for orders,
(b) Or the application can be sent (without being made
into a proceeding) to the office where the prior
proceeding is at the time, with such order or report
as may be necessary.
Officers must use their discretion as to. which of these two
courses is to be adopted according to the circumstances.
Ordinarily the second of the courses suggested will be found
most suitable.
51. Proceedings in connection with the taking of security
for the rent of a fishery, for the resale 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
credited, a note of each realization being made in the diary.
Similarly in the case of proceedings in connection with agri-
cultural advances, ferry and excise auctions, etc. Separate
proceedings should not, as a rule, be opened for refund pro-
ceedings as they are intimately connected with the remission
proceedings. No new proceeding should be opened without
ascertaining whether or not there is an existing proceeding on
the same subject. This principle must not, of course, be carried
too far: e.g., fishery sale-proceedings for one year are not
intimately connected with the fishery sale-proceedings of
another year. Potta proceedings should not be kept pending
after the lease or grant has been signed and made over to the
applicant and the counterpart has been received back from the
surveyor, but, if it is afterwards proposed to resume a grant or
lease, the resumption proceedings should contain a reference


16
Proce edings.
to the original proceedings. Further, this does not apply to
applications for copies which are filed in aggregate proceedings
as laid down in section 48 (page 14), or to applications for
recovery of revenue which form the starting point of separate
proceedings, and are registered solely in the Register of
Revenue Recovery Proceedings (Form M,.^».79).
52. When a Subdivisional or Township Officer, on
receiving any application, or in the course of any enquiry which
forms the subject-matter of a proceeding, has occasion to
report or to refer to another officer within the district for a
report or for orders, he should usually send the proceeding to
that officer, with the report, the order calling for a report,
or the request for orders entered on the diary. When a
report is called for, a date for return of the proceeding should
be fixed. All papers in a proceeding should be noted on the
diary in chronological order. Copies should not be, and
forwarding letters should not be, sent with the proceeding
backwards and forwards (see section 19, page 7).
The practice of stitching or pinning two or more proceed-
ings together is prohibited. If several proceedings are under
consideration together they should be kept in a flap ; and if
sent together to another office they should be tied loosely
together in a bundle with the leading proceeding on the top.
When final orders have been passed the bundle should be
broken up.
53- 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.
54- 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 58, the diary being placed at the beginning.
On the process file should be placed all the papers marked C
under section c8. A flv-leaf in Form u"en"e_ should be
miscellaneous d
attached to the process file.


Proceedings.
17
55- The number and date of a chalan for money received
in the course of any proceeding and paid into the treasury or
sub-treasury by the Subdivisional 01* Township Officer should
be noted on the diary. As the Form (T.F. No. 2C.) is in
triplicate, the treasury keeps one copy, the Akunwun gets a
second, and the payer gets the third; it is only when the payer
is the Subdivisional Officer or Township Officer himself that a
copy of the chalan will be available for filing in the proceedings.
If it is available it should be filed.
Records of Proceedings.
56. 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 sections 58
and 59 and fastened by cord or a narrow tape passed through
two holes six inches apart on the left-hand margin and equi-
distant from the centre. They should be kept lying flat, not
standing upright, both before and after deposit in the Record-
room.
57- 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 a 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.
58. 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 Band C respectively are specified in Appendix IV,
Page 55- (These lists are, for the present, provisional only.)
All other papers should be marked A. The clerk in charge of
the record should, under the personal supervision and direction
of the Subdivisional or Township Officer, stamp each paper with
its appropriate letter and enter the letter in column 2 on the
reverse of the fly-leaf.
59- There are certain classes of proceedings in which
none of the papers are worthy of being permanently preserved.
They are specified in Appendix V, page 56, as belonging to


18
Proce edings.
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.
60. The completed proceedings of Subdivisional and
Township Officers at headquarters should on the first open day
in each 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 in the Register of Proceed-
ings, opposite the entry of each record which has been
delivered to him.
61. (1) All the completed proceedings of Subdivisional and
Township Officers not at the headquarters of a district should
be sent to the Revenue Record-keeper at the headquarters
of the district immediately after the close of March; June,
September and December in each year.
(2) They should be accompanied by an inventory in
duplicate in Form müä^Tba 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.
(3) A brief note should be made in the last column against
the number of each proceeding which is not sent to the Record-
room.
Example—
(a) If a proceeding is not yet completed, write
" Pending " in pencil against the proceeding ;
(b) If a proceeding has been submitted for final orders
to another office in the same district, write in ink
" T.O.", " S.D.O." or " D.C.", as the case may
be.
Add the date of despatch as shown in Despatch Register.
(4) If a proceeding already bears a number of the Sub-
divisional or District office, that number should be entered in
the appropriate column.
(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 is that of the Deputy Commissioner's office, the
middle that of the Subdivisional office, and 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., Revenue Proceed-
ings should be entered in one inventory, and Revenue Recovery


Proceedings.
19
(Land Revenue) Proceedings in another and the inventory-
should be placed in a Main File cover.
(7) Inventories should be written up daily from the Regis-
ters of Proceedings so that they may be ready for despatch
at the close of each quarter. Both copies of the inventory
should be checked and signed by the Subdivisional or Town-
ship Officer.
(8) The Revenue Record-keeper should check the pro-
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.
(9) The Record-keeper should then return one copy of
the inventory to the Subdivisional or Township Officer.
(10) At the end of each succeeding quarter the Subdivi-
sional or Township Officer will send back the inventory
accompanied by such of the remaining proceedings as are
completed. The Record-keeper will acknowledge receipt of
the proceedings in both copies of the inventory as provided
in clause (8), and will return one copy as provided in clause (9).
(11) 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 (11) may be
destroyed from time to time by inspecting officers after all the
proceedings entered therein have reached the Record-room
or have been otherwise 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) *
(14) *
(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.
* These sub-paragraphs appear in section 310, District Office Manual, and
apply only to the District Office.


20
Library and Maps.
62. When all action on a proceeding has been completed
it should be sent to the Record-room by the officer who has
last dealt with it. For instance, some proceedings originate
in the Township office, are submitted for orders through the
Subdivisional Officer to the Deputy Commissioner and are
returned with the Deputy Commissioner's orders which the
Township Officer has to carry out. When the Township
Officer has carried out the orders he should send the proceed-
ings direct to the Record-room.
CHAPTER V.
Library and Maps.
63. The Subdivisional or Township Officer is responsible
for the preservation in its integrity of his office 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 not in the library catalogue at the time when
he assumed charge, or that they have become worn out and
been destroyed. In taking charge of an office a Subdivisional
or Township Officer should check all the entries in the library
catalogue.
64. The printed standard list of books prescribed in Local
Government Circular No. 56 of 1903, as amended by Circular
No. 2 of 1906, shall be used as the library catalogue with the
amendments made by the Deputy Commissioner in virtue of
the discretion given to him by paragraph 2 of Circular No. 10
of 1898 and those necessary to bring the list up to date entered
in manuscript. In most Subdivisional and in some Township
offices there will be a number of miscellaneous publications
which find no place in the standard list. The Subdivisional
and Township Officer should go through these as soon as
possible and weed out all which are not obviously useful. In
carrying out this work he should remember that old editions of
manuals of books and elaborate works of reference are not
required by an officer of his status and that every book not
patently necessary is so much useless lumber. When he
has completed his task he should forward the list of publica-
tions not required to the Deputy Commissioner for orders as


21 Library and Maps.
to disposal, and on receipt of orders make out in manuscript
a supplementary list of those publications which he has decided
or been ordered to retain and append it to the printed list
amended as indicated above. The printed and supplementary
manuscript list should be kept within Main File covers. The
publications themselves should be arranged in the order of the
printed and supplementary list and kept standing upright in
locked almirahs. The keys of the almirahs should be in the
hands of the senior of the clerks who do not ordinarily go on tour,
and he should be placed in charge of the library.
65. The duties of the Librarian are as follows :—
(1) To take charge of all books and publications made
over to him by the Subdivisional or Township
Officer ;
(2) To maintain the library catalogue (section 64),
entering therein all publications, except unbound
serial publications (section 67), immediately on
receipt;
(3) To place each publication as soon as possible in
its proper place in the library almirahs ;
(4) To keep each series of Law Reports and other
publications published serially on a separate file
till the series is complete ; and when it is com-
plete, to take orders as to the binding of the
collection (section 67) ;
(5) To insert correction slips in the various manuals ;
(6) To report at once any loss of or injury to the books
under his charge to the Subdivisional or Town-
ship Officer, and to bring to notice any publica-
tions which require binding or rebinding ;
(7) To submit the current files of serial publications.
(section 67) for inspection once a month, bringing
to notice any delay in the receipt of serial
numbers ;
(8) To submit a report of the books removed and not
returned.
Correction slips for the various manuals should be pasted in
their places within a week of their receipt, and the clerk should
invariably report to the Presiding Officer that this has been
done. They should always be pasted on the inner margin of
the page, and as near as possible to the passage to be
corrected.


22
Library and Maps.
66. One of the office peons should be appointed to assist
in dusting, moving, and replacing books, and this should be
done not less frequently than twice a month in the rains and
once a month during the remaining months.
67. Unbound publications, such as Acts and Law Reports,
which form an annual series, should be placed in separate files,
When the annual series is complete it should be bound.
68. Officers who ordinarily receive copies of enactments
from the Legislative Department of the Government of India
and from the Superintendent of 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 be filed with the ordinary copies on thick paper, which are
kept together in the current annual series for binding under
section 67.
69. Subdivisional and Township Officers at the headquarters
of districts have access to the District library and do not
require separate libraries of their own. Every such officer
should, however, maintain a list of the books in daily use by
himself and his clerks. When a Subdivisional and a Town-
ship Officer have their offices in the same building, only
one set of books in English and one in the vernacular should
be kept.
70. No newspapers, periodicals, or books not published by
Government may be purchased or subscribed for without the
previous sanction of the Commissioner up to an annual limit
of Rs. 100 in the case of each district, and of Government over
that limit. Applications for books which are published by
Government should be made to the Deputy Commissioner and
not direct to the Superintendent, Government Printing.
71. The copy of the Burma Gazette supplied to Subdivi-
sional or Township Officers should not be bound. Part V and
the Extra Supplement of the English copy, and Part III, and the
Supplement of the vernacular copy may be destroyed at the
end of the calendar year. The remaining parts of both copies
should be filed together by parts and kept for three years, after
which they may be destroyed or sold as waste paper.
72. 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.


Main Files.
2 3
CHAPTER VI.
Main Files.
73. Main files are of two kinds, namely, annual circular
files and main files proper. They should all be cased in
11 /r? Miscellaneous \
strong yellow covers (form 0ellCTi,im )â– 
74. 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 is received,
the annual bound file should be transferred to the library.
75. There will be four annual circular files in the
Revenue department, namely,—
(a) Financial Commissioner's Circulars,
(b) Circulars of the Commissioner of Settlements and
Land Records.
(c) Circulars of the Director of Agriculture.
(d) Circulars of the Excise Commissioner.
There will be one annual circular file in the General depart-
ment, namely,—
(e) Local Government's Circulars.
Each of these files will contain in serial order all the
circulars issued by the Financial Commissioner, the Commis-
sioner of Settlements and Land Records, the Director of
Agriculture, the Excise Commissioner, or the Local Government
during the calendar year. Translated circulars should be
kept on files separate from the copies in English.
76. Main files proper are permanent, not annual, and
run on without reference to years. They should, as a rule, ,
contain merely such standing orders as do not appear in
manuals, papers of permanent interest and a table of contents
in Form ^g^«"0" • A list of the main files proper which should
ordinarily be kept up in a Subdivisional or Township office and
of their contents is given in Appendix III (page 50). Orders
which are not applicable to a particular subdivision or township
should, however, not appear on its main files proper. The list
of contents is not intended to be exhaustive, but as a rule any
orders not specified in the list which are marked " For Main File
proper " when issued from the District office should be placed
on the main files proper of a Subdivisional or Township office.
77- When a standing order is given incidentally in a letter
on a particular subject, an extract from the letter should be


24
Correspondence.
made for the main file proper. The Subdivisional or Township
Officer when passing orders on any letter should invariably
note the part or parts of it (if any) which should be placed on
the main file proper. This does not apply to orders merely
directing the Subdivisional or Township Officer to observe any*
standing order recorded in some manual or circular.
78. Annual circular files should be kept up to date by
noting on the margin, " Cancelled (or amended) by No.
of 19
79. 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. An
order is not necessarily dead because it is superseded. For
example, old rules about house-site leases may be required
for reference.
CHAPTER VII.
Correspondence.
80. Correspondence means all written communication
received in, passing through, or issued from an office, which do
not belong to any of the other seven classes of documents,
together with the office notes, memoranda, reports, etc., written
to explain, illustrate, or furnish data for replies to communica-
tions. Personal matters relating to officers are treated as
proceedings if they come under the provisions of section 34
above. Otherwise they are classed as correspondence.
Correspondence also includes—
(i) Circular orders to thugyis.
(ii) Processes received for service from another office.
(iii) Orders calling for records in appeal or revision.
(iv) Annual reports and returns.
(v) Proceedings from another Subdivision or, in the case
of a Township office, from another Township.
(vi) Applications by thugyis for commission.
81. I n the absence of special orders to the contrary, a.
Subdivisional Officer should address his own immediate supe-
rior, the Deputy Commissioner, and a Township Officer the
Subdivisional Officer.


25 Correspondence.

Exception.—(i) Letters acknowledging receipt of books or
other articles should be addressed and sent direct to the officer
who sent the articles.
(ii) Letters calling for and submitting records should pass
direct between a Township Officer and the Deputy Commis-
sioner.
(iii) Subdivisional and Township Officers should correspond
direct with the Treasury Officer about the routine business of
the Sub-treasury.
82. 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 office) 00.—(Name of Monk) oogüsodii.
The use of any other form of address for such communications
and of any supplicatory form in the body of the communica-
tion is forbidden. Communications which can suitably be
made in English should be so made.
83. Correspondence of a formal official character between
a Deputy Commissioner and his subordinates at headquarters,
or between subordinate officers at the same station, is prohi-
bited. By far the greater number of references between
officers is effected by means of proceedings, and the method of
conducting such references is described in section 52 of this
Manual. Ordinarily officers in the same station, who wish to
consult each other, should do so by personal interview. If a
written reference cannot be avoided a memorandum in Form
"ü^Körii" should be used for reference and reply.
84. Similarly, the majority of references between a Deputy
Commissioner and his subordinates at outstations will be effected
by means of proceedings. Where correspondence is necessary
v r~> Miscellaneous i i l t mi t
a memorandum in form d.&d.o.u should ordinarily be used
both for communication and reply. Official correspondence
should be resorted to as seldom as possible and the use of
cumbrous official forms should be avoided.
85. When 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 ambi-
guities, a letter should not be written. If only one question has
to be asked, Form Td.o.°iI should be used. If several ques-
tions have to be asked, the form of Notes and Queries (Form
^eVraiT8) 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.


2 6
Correspondence.
86. Correspondence in Forms and should
be numbered. The use of an order sheet in Form is prohibited for correspondence of this nature.
87- The Subdivisional or Township Officer must use
discretion about making office copies of correspondence. They
will seldom be needed. For example, no office copies will be
needed in the following instances :—
(i) Letters advising the despatch of books or the return
of processes from another office.
(ii) Letters advising the receipt of documents or of merely
formal letters.
(iii) Correspondence in Forms and
(iv) Periodical Returns.
Note.—Office copies of all telegrams sent must be kept.
88. Reminders should invariably be dealt with by the Sub-
divisional or Township Officer himself. He should give a
short explanation of the delay on the reverse, and should state
the probable date on which the letter or return called for will
be sent. Reminders should be promptly returned, after being
entered in the Despatch Register only. A note of the
despatch of reminders issued should be made in the margin of
the office copy of the original document, or, in the case of pro-
ceedings, in the Remarks column of the Proceedings Register.
89. Elaborate drafting of letters will seldom be necessary.
In correspondence in Forms and the Sub-
divisional Officer or Township Officer himself (or in matters of
a trivial or routine nature, the clerk in charge of the depart-
ment) will write the actual communication to be sent, no office
copy being kept.
When formal correspondence is unavoidable it should be
conducted under the following rules.
90. Drafting—
(i) The draft should be written on half-margin.
(ii) All references quoted should be sufficiently com-
plete to make identification easy,
(iii) Paragraphs should be numbered.
(iv) Each letter should be confined as far as possible to
one subject only.
(v) Every reply should be complete. If a question
cannot be fully answered a reason for the omission
should be given.


27 Correspondence.

(vi) Correspondence from subordinates should not be
forwarded with a mere endorsement. The for-
warding letter should contain a brief but intelligent
precis of the matter submitted.
(vii) The Subdivisional or Township Officer should either
draft replies or indicate the nature of the reply to
be sent.
91. Copying—
(i) An inner quarter-margin and a space of an inch
at the top and at the bottom of each page should
be left blank.
(ii) In every case in which there are enclosures to a
letter or endorsement, a detailed list of them must
be given at the foot of such letter or endorsement,
__—- and a line must be drawn in the
^ margin, as shown opposite to this
section, as a reminder to the
despatching clerk to see that the enclosures are
duly attached.
(iii) When the copy is completed the clerk in charge of
the department or other copyist should write at the
foot of the draft " Copied by " and add his initials
and the date. At 4 P.M., or such other hour as
may be fixed, the clerk should submit all fair
copies to the Subdivisional or Township Officer for
signature.
(iv) It is the duty of the officer who signs any letter to
read it and see that it is correct before he signs it.
The clerk in charge of the department is respon-
sible for seeing that all copied enclosures are
correct, and should mark them at foot, "True
copy," over his signature.
92. Annual reports should be written on half-margin and on
one side of the page only, and each paragraph should
commence on a fresh sheet.
«93- Subordinate officers at District headquarters should not
keep any copies of periodical returns which they submit to the
Deputy Commissioner. The original draft, if it is not much
disfigured by corrections, should be signed and submitted ; if
it is much disfigured, a fair copy should be made, and the draft
should then be destroyed.
94. A Calendar of Periodical Reports and Returns, due in
and from the office of a Subdivisional or Township Officer,
should be prepared annually for each department in Form
Miscellaneous ää and kept in the department for reference.


28
Correspondence.
95- 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.
96. 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.
Telegrams.
'97. Section 14 gives instructions as to the numbering of
telegrams issued. A copy should be kept in the appropriate
file or proceeding.
98. 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,
99. 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 Sandoway on the ist February should begin
as follows: " (.Here enter the number) Sandoway, First
February........."
100. When a telegram is repeated the date and place of
despatch should always be given, as it is impossible, unless this
is done, for the addressee to know when and from what"- place
the repeated telegram was originally despatched. Thus, in
repeating 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."
101. Unless under general or special instructions to the
contrary 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.
i 102. If the sender of a telegram desires that the telegraphic
» reply shall be sent to some other station 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.


29 Correspondence.

103. 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.
104.* 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
(1b) in cases where the despatching officer knows that the
line is blocked, and considers his message suffici-
ently important to take precedence of ordinary
traffic.
105.* 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 telegram is addressed
to several officers, the case is governed either by specific
orders or by a well-understood practice, and the officer receiv-
ing the telegram will assume that the officer despatching it has
obeyed the orders or followed the usual practice.
106.* 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 telegram is not specifically ordered.
107.* 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 serva
the same purpose.
* Government of India, Department of Commerce and Industry, Resolution
No. 1861—1894-50, dated the 4th March 1909.


30
Correspondence.
108 * Service stamps only shall be used in payment of State
telegrams. 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 procured to such extent
as may be necessary.
109.* No cash entry will be made by the Telegraph office
in the receipt for any telegram paid for in service stamps.
If any officer is compelled to send a telegram at a time when
he is temporarily without servige 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."
State telegrams sent from railway stations will, for the present,
be similarly paid for in cash. The value of the telegram may
subsequently be recovered from Government, the officer con-
cerned 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;.
Correspondence Files.
IIO. No Register of Correspndence-files should be kept,
and, except as specified below, only one correspondence file
should be opened under each of the heads specified in Appen-
dix II (page 48). Each file should, except as specified below,
contain all receipts and issues under one head during the
calendar year. Each file should be known by its symbol in
Appendix II : e.g., the "Fisheries" file should be known as
" IV." No file should be opened till there is at least one paper
to be put in it.
Exceptions.—-The file under any head may be divided into
parts in the following cases only :—
(a) When it becomes too bulky.
(b) When it is found more convenient to keep each
periodical return and its connected correspondence
under a separate cover.
Such parts may be distinguished by the addition of the
arabic numerals. 1, 2, 3, after the file symbol : e.g., the file
* Government of India, Department of Commerce and Industry, Resolution
No. 1760—1793-216, dated the ist March 1909.


Miscellaneous.
31
containing the fortnightly statement of land revenue outstand-
ings might be known as 1-2.
111. Correspondence files should be cased in covers in Form
and paged, each sheet of paper being counted as one
page and not as two.
112. Correspondence files of the previous two years and of
the current year should be kept together, divided by heads and
not by years. Correspondence of earlier years should be
destroyed and application should be made to the Deputy
Commissioner by the Subdivisional or Township Officer yearly
in the month of February for permission to destroy the files of
tfie third preceding year : e.g., in February 1903, sanction
should be asked to destroy the correspondence files of the
year 1900. In carrying out this destruction care should be
taken to preserve such papers as appear likely to be of perma-
nent value or interest and have not already found a place on
some main file. Such papers will then be placed on the
appropriate main file.
CHAPTER VIII.
Miscellaneous.
113. Circular pieces of tin should be placed beneath the
feet of every rack and almirah in the office to keep off white
ants.
114- The contents of each compartment of every rack (or
almirah) should be removed, dusted and replaced once a month
in the dry weather and twice a month in the rains. A rack (or
almirah) will occupy a peon an hour or less. The work should
be done systematically, each almirah being taken in rotation.
115. The number of.each Chubbs' or Das' lock in the
office, taken from the stock-book maintained by the Deputy
Commissioner, should be painted on it and a label bearing the
same number should be attached to the key of each such lock.
116. Forms should be kept in open racks and one compart-
ment or more, if necessary, should be allotted to each kind.
A note of the number of forms received and issued should be
made on a loose sheet in Form ^"er^ir and kePt m each
compartment. No stock book of forms is required. Forms
should be indented for from the Deputy Commissioner's office
as required, care being taken not to indent for a stock larger
than will suffice for the next twelve months.


32
Miscellaneous. 32
117. 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.
118. The Government system of transliterating Burmese
words is published in a separate pamphlet, 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.
119. 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
sufficient 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.
120. Erasures in registers and in documents of all kinds
(except as prescribed in section 19) are absolutely prohibited.
If any correction be necessary a line should be drawn through
the incorrect words or figures and the correct ones should be
written above. If the original was written in black ink, the
correction should be made in red ink and vice versa. Correc-
tions of figures in accounts and registers and all corrections of
important documents should be attested by the initials of the
Presiding Officer.
121. A table of Burmese equivalents of official designations
is given in Local Government Circular No. 30 of 1907.
122. The Deputy Bailiff is the only person in Subdivisional
offices not at the headquarters of the district, other than the
Treasure Chest Officer and Sub-Accountant, 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 sub-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 boards in large and legible characters,
should be posted up in a conspicuous position outside the
rooms occupied by the General and Revenue departments 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


Petition-writers.
33
payments, whether made on demand or otherwise, should be made
direct into the sub-treasury or to the Deputy Bailiff as may be directed
and that payments made to other persons will not be recognised. Any
clerk in the Revenue or General department receiving money from
the public on behalf of Government will be liable to removal from his
appointment."
123. Subdivisional and Township offices, including Trea-
sure-chests, should not be closed except on Sundays and
gazetted holidays ; on Saturdays they may close at 1 p.m.
124. Every Subdivisional or Township Officer will be
furnished by the Deputy Commissioner with a list of district
works whwi he is supposed to look after, once a year at the
close of the financial year. He should see that the list
is amended during the year as each new work with which
he is concerned is started with the sanction of the Deputy
Commissioner.
CHAPTER IX.
Petition-writers.
125. 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.
» 126. No officer may receive or act 011 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 (d) the petitioner himself must sign
the petition ; in case (b) the advocate must attach his power-
of-attorney.
127. Sections 125 and 126 do not apply to petitions
presented to an officer on tour at places where there is no
licensed petition-writer practising.
128. An officer may not refuse to accept a petition
presented by a person who does not reside within his jurisdic-
tion, merely because the petition is written by a petition-writer
not licensed for that jurisdiction : provided that he is satisfied
that the writer is qualified to write the petition in the district
within which the person presenting it resides.


34
Petition-writers. 34
129. 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 should be endorsed by him with his name and the
number of his license, the date, and the amount of the fee paid.
130. No petition-writer may ask or take any fee, con-
tingent or otherwise, beyond the fee endorsed on the petition,
and he shall give a receipt for every fee paid.
131. 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 maf 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
case should be reported to the Deputy Commissioner, who
may, in his discretion, order reduction or return of the fee, or
may communicate the facts to the District Judge in order
that he may withdraw the license.
132. Facilities should be provided at all offices for petition-
writers to practise their vocation with convenience to them-v
selves and the public.
133. The operation of all or any of the rules under this
chapter may be deferred or suspended by order of the Com-
missioner 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.
134. If in any proceeding cause appears for withdrawing a
petition-writer's license, the facts of the case should be reported
to the Deputy Commissioner.
CHAPTER X.
Grant of Copies and Inspection of Records.
135- The instructions in this chapter refer only to the
Revenue and General departments. The orders for the grant
of copies in the Registration department are found in the
Lower Burma Registration of Deeds Manual.


35 Grant of Copies and Inspection of Records.
136' 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
34, page xo) prepared or held under any Act or rules in pursu-
ance 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.
I37. For the purpose of section 76 of the Evidence Act
Evidence Act officers having the custody of public
section 76. ' documents forming the Acts or records of the
Evidence Act, Acts of tribunals and public officers, and autho-
sec ion 74 deliver certified copies thereof, are
those specified below :—
Court or Office.
Commissioner's office ...
Deputy Commissioner's
office.
Subdivisional office
Township office
Record-room
Record.
The records of the office
and the records of every
subordinate office which
for the time being may
be in the superior office.
Do, do.
Do. do.
The records of the office
The records of all offices
kept for safe custody in
the record-room.
Officer.
Superintendent.
Akunwun or Chief Clerk.
Head Clerk.
Do.
Record-keeper.
Such officer is termed the " Record Officer " in the follow-
ing instructions.
Applications for Copies and Information.
138. All applications for information or for copies should
be in Form J™ „, or Form
Revenue
L.B, Land 61
,r,* respectively. Appli-
* These are Forms 100 and 141 (Civil and Criminal), respectively.
" Record-keeper " wherever it occurs should be altered to " Record Offi<
the forms are used under the instructions in this chapter.
he term
when


36 Grant of Copies and Inspection of Records.
cations for copies should bear a stamp of one anna under
Article i (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.
139' Applications for copies or for information should be
presented to the Superintendent of the Commissioner's office,
or to the Akunwun, or Chief Clerk, or to the Subdivisional or
Township Officer (hereinafter called the " Receiving
Officer "), as the case may be, 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.
140. If a copy applied for cannot be granted under sections
136, 163, 165 and 166, the Receiving Officer should endorse
refusal on the application and return it to the applicant.
141. If an application for a copy is not refused, the Receiv-
ing Officer should cause to be entered on it the number of copy
sheets to be presented and the other fees, if any, payable under
sections 155 to 160, and should return it to the applicant. The
application should be returned by the applicant with the copy
sheets and stamps to the amount of the other fees and should
then be numbered and registered.
In the case of maps or plans, the paper on which the copy
is to be made should be supplied by the Receiving Officer.
142. Applications received before 3 p.m. should be dealt
with on the day of receipt; other applications maybe dealt with
on the following day.
143. No application should be deemed complete until the
fees payable under sections 155 to 160 are furnished.
144. When the application is complete, the date should be
entered on it by the Receiving Officer, who should return the
counterfoil to the applicant with a note of the date upon which
the copy will be ready.*
145- The upper part of the application form should be
made over to the copyist with the copy sheets (or in the case
of maps or plans the paper on which the copy is to be made),
and a memorandum stating the date on which the copy is tobe
ready.
* F(^purposes of limitation, only the time between the date of completion of
applicatwn and the day fixed for delivery of copy, or the subsequent date on which
the copy is ready for delivery, can be reckoned as time for obtaining copy.


37 Grant of Copies and Inspection of Records.
146. The copyist should make the copy under the
supervision 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.
147- Copies (other than copies of maps, plans, tabulated
and other statements, and documents of which a substantial
part is on a printed form supplied by Government) should be
-written or typed on the prescribed stamped copy sheets.
They should be wrritten or typed on one side of the sheet only,
and, so far as the total number of words permits, each copy
sheet shduld contain exactly joo words. The ruled margin
on the left-hand of the page should be left blank.
148. 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.
149. Certified copies should be certified at the foot to be
Section 76, Evi- "true copy," should bear the seal—of the
dence Act. office, and should be dated and subscribed in
full with his name and his official title either by the Receiving
Officer or by the Record Officer. They should be stamped as
required by Articles 6 to 9 of Schedule I of the Court Fees Act.
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.
150. 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. .
151. .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 on which the application for the copy was
complete.
(2) Date on which the copy was ready for delivery.
(3) Date of making over the copy to the applicant.
The first date will be that entered on the application under
section 144.
152. 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, or for ^urgency,
special, or translation fee. The stamp denoting a certified
copy should be affixed below the perforated line ; other stamps
above that line.


38 Grant of Copies and Inspection of Records.
On presentation of the counterfoil of the application form
by tRe applicant or his agent (whose name should be endorsed
on the counterfoil over the applicant's signature) the Record
Officer should deface* the stamps and remove and retain the
parts of each copy sheet above the perforated line, and the
stamped sheets referred to in section 160. He should then
make over the copy to the applicant or his agent, taking his
dated receipt in the place provided in th.e application form,
both parts of which he should retain.
153- 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 Subdivisional or Township Officer any
irregularity or unpunctuality 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.
154. The Record Officer should keep a register of applica-
tions for copies in the form prescribed for the Judicial depart-
ment. . In the column of remarks it should be noted whether
any copies originally granted as " uncertified " are subse-
quently converted into " certified copies."
Fees.
155. For the preparation of copies, whether certified or
uncertified, the following fees shall be charged :—
Forcopies in the Burmese character {FVfracdon^heS} 3 annas.
For copies in any character other than C For every 100 words 7
Burmese. { or fraction theieof J 5 annas.
These fees shall be paid by copy sheets of the prescribed
form, each bearing an impressed stamp of the value of 3 annas
or 5 annas, as the case may be. 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 provided for in section 156, or to
copies of maps and plans, which are provided for in section
159._
* See Direction 2 of the Court-fee Directions, page 91, Burma Stamp Manual,
edition 1909.


4o Gra,nt of Copies and Inspection of Records.
156. (i) Copies of tabulated and other statements, which
cannot conveniently be made on the prescribed copy, sheets,
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.
iii) 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 tilling 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.
157- The fee for translation shall be 6 annas for each 100
words of the original. It shall be in addition to the copying fee.
158. When an applicant specially requires a copy or trans-
lation to be furnished urgently in precedence of previous
ordinary applications wrhich are attended to in order of receipt,
an urgency fee equal to the copying and translation fee shall
be paid.
159. 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.
160. The fees prescribed by sections 156 to 159 shall be
paid 'by means of adhesive court-fee stamps, which shall be
fixed to a separate sheet of paper bearing the serial number of
the application for copy.
IOI. 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 Receiving Officer.
162. 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.
163. Copies of documentary exhibits filed in a proceeding
should never be granted to persons who are strangers to the


4o Grant of Copies and Inspection of Records.
proceeding without the consent of the person to whom they
belong. .
164. 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 putin evidence (see section
165. 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.
166. A stranger to a proceeding may, after the issue of
final orders, obtain copies of the application, written state-
ments, affidavits, and petitions filed in the proceeding, and he
may, for sufficient reason shown to the satisfaction of the
Receiving Officer, obtain copies of any such documents before
the issue of final orders.
167. A stranger to a revenue proceeding may obtain copies
of judgments, decrees, or orders.
Copyists.
168. 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
inconvenient delay. No one but a licensed copyist should be
employed in the preparation of copies.
169. The number of copyists licensed should not be greater
than will admit, under ordinary circumstances, of each copyist
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.
170. Licensed copyists at District headquarters should
ordinarily be capable of making copies of both English and
vernacular papers.
171. The licensed copyists attached tcf the District office
are also licensed copyists for all offices at the headquarters of
the district.
172. The Deputy Commissioner should also similarly
appoint licensed copyists for Subdivisional and Township offices
other than those provided for in section 171, a single copying
establishment being always employed for as many offices as
their situation will admit.


41 Grant of Copies and Inspection of Records.
173. When copies have to be made in a language other
than English or Burmese, the Receiving Officer may, by
special order recorded in the order-book, appoint a fit person
to make them.
174. Copies should not ordinarily be made by paid mem-
bers 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
section 1 76.
Translations should be made by the copyist, by the
Record Officer out of office hours, or by such other person as'
the Receiving Officer may, by written order in the order
book, appoint for the purpose.
175. 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.
176. (a) Two-thirds of the fees levied in impressed stamps
on copy sheets under section 155 should be paid to the
copyists.
(b) Translation fees (section 157) should be paid in full
to the translator.
(c) Urgency fees (section 158) should be credited in full
to Government.
(d) Half the amount of special fees levied under sections
156 and 159 should be paid to the copyists.
177- The amount due to copyists should be distributed by
the Receiving Officer at his discretion among the copyists in
such shares as he thinks fit. If there is a surplus in one month
it may, if necessary, be carried over to make up a deficiency
in the following month. The maximum amount that may be
drawn is two-thirds of the value of the impressed stamps, the
whole of the value of stamps affixed as translation fees, and
half the value of stamps affixed as special fees under sections
156 and 159.
The amount payable to copyists shall be drawn monthly
on a contingent bill by the Receiving Officer, who shall check
the upper parts of the stamped copy sheets and the stamped
sheets referred to in section 160 with the register before sign-
ing the bill, and shall thereafter cause them to be destroyed in
his presence so that they cannot possibly be used again.


42 Grant of Copies and Inspection of Records.
Inspection of Records.
178. Parties may be allowed to inspect the records of
pending 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 without
special orders.
179- 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.
180. 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.
181. 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.


APPENDICES.


45
Appendix I.
(Section 29, page p.)
List of Registers to be maintained in Subdivisional and
Township Offices.
Title of Register.! Reference.
Guard-book No.
One set for all Departments.
Order Book ...
Letters Received
Letters Issued
Processes Issued
Local Despatch
Postal Despatch
Applications for
copies.
Process-servers'
Employment.
Section 3, S. &
T. O. M.
Section io, S.
T. O. M.
Section 10, S,
T. O. M.
Section 12, S.
T. O. M.
Section 22, S.
T. O. M.
Section 22, S.
T. O. M.
&
A blank book .
.Miscellaneous
General 135
Miscellaneous
General 136
Judicial
U.B. Misc7~
Method
of
disposal.
Class.
To be kept in
the office pep
manently.
1
L.B. 12
Miscellaneous
General 13
Miscellaneous
General 13A
Judicial
Form
Judicial
U.B. Misc. 4
L.B. Bailiff's
Reg. No. XII
Revenue Department.
Upper and Lower Burma,
Applications
Proceedings ...
Revenue Re-
covery Pro-
ceedings.
Section 43, S.
& T. O. M.
Do.
F.C.'sCir. 5 of
1903.
Revenue
Misc. Reg. 1
Revenue
L.B. Land 22
Revenue
Misc. 79
To be des-
troyed with
the corre-
spondence
file—see
section 112,
page 31 .
To be dis-
posed of
under the
rules pre-
scribed for
the Judicial
Depart-
ment.
To be sent
to Record-
room 3 years
after com-
pletion.
Do. 6 years.
To be destroy-
ed 3 years
after comple-
tion.


4 6
Appendices.
Appendix I—continued.
List of Registers to be maintained in Subdivisional and Township
Offices—continued.
*4-
Reference. | Guard-book No.
Revenue Department—concluded.
Grants and
leases for culti-
vation and graz-
ing (Lower
Burma).
Leases of State
land (Upper
Burma).
Licenses for fish-
ing implements.
Thugyi's Ledger
Thugyi's Com-
mission.
Register of Ba-
zaar daily col-
lections.
Dir. under (L.)
B. L. 8r R. Act,
Form XXXII.
Rules under U.B.
L. & R. Regn.,
Form XIII.
L. B. Fishery
Direction 56 (4)
U. B. Fishery
Direction 56 (4)
Revenue
L.B. Land 5
Revenue
U.B. Land 11
Revenue
F.C.'s Cir.
1902.
Do.
5 of
F.D. Cir. No. 23
of 1898.
Account Reg. 6
s
Miscellaneous
Bazaars 8
Grants and leases
for tanks,
burial grounds,
etc.
Issue of Blank
Capitation-tax
Receipts.
Lower Burma only..
Dir. under (L.) Revenue
ForLm&XRXXA&
Dir. under (L.)
B. L. & R. Act,
Form XX.
Revenue
Land Reg. 11
Fish. Re.ij.4
Revenue
Account Reg. 2
Revenue
To be sent
to Record-
room 6
years after
completion
Do. 3 years
To be des-
troyed 3
years after
completion.
To be sent to
Record-room
3 years after
completion-
Do. 6 years
To be destroy- j
ed 3 years
after comple-1
tion. j
* Need not be maintained by officers whose powers to issue such grants, leases
or licenses have been taken away.
t To be maintained only by officers who receive revenue collections and either
pay thugyi's commission or are informed by a Treasure-chest Officer at the same
station of such payments.


Appendices.
47
Appendix I—concluded.
List of Registers to be maintained in Subdivisional and Township
Offices—concluded.
Title of Register. Reference.
Ap [lications ...
Proceedings ...
Headmen
Fines realized by
Headmen.
fS j Unclaimed
I Cattle.
6 1 Library Cata-
logue.
Acquittance Roll
Revision
Issue of Regis-
try Books of
births and
deaths of
cattle.
Method of
disposal.
General Department.
Section 43» S.
8c T.O. M.
Do.
G.D. Cir. 64 of
1000.
G.D. Gir. 10 of
1893, arid G.D.
Cir.^'of 1896.
F.D. Cir. 54 of
1902.
Sec. 64, S. &
T.O. M.
C.A.C., 63
Para. 19t of the
Executive Or-
ders under the
Burma Village.
Act.
Revenue
M isc. Reg. 1
Miscellaneous
To be sent to
Record-room
3 years after
completion.
[ Do. 6 years
Villages 29
Miscellaneous
Villages 27
Miscel'aneous
"Villages 10A
Miscellaneous
Cattle 3A
A blank book
Misc. Genl.-2
Miscellaneous
Village 12
Lower Burma only.
Para. 86 in Part
III of the Ex-
ecutive Orders
under Burma
Village Act.
Miscellaneous
Vital Statistics 7
To be kept in
the office per-
manently.
1 To be sent
I to Record-
s' room 3
I years after
J completion.
Old catalogue
to be des-
troyed when
new one pre-
pared.
To be sent to
the Record-
room at the
beginning of
the 2nd year
after the date
of the last
entry.
To be sent to
Record-room
3 years after
completion.
To be sent to
Record-room
3 years after
completion.
t To be maintained by Township Officers only.


4 6
Appendices.
Appendix II.
(iSection no, page jo.)
List of Correspondence and Proceeding Heads.
File
Symbols.
II.
,„!
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI..
XII.
XIII.
XIV.
id.
2Ü.
L.
jM.
2M.
Contents of Files.
Revenue Department.
Land (including land revenue, whether in towns or not,
irrigation rate, rights over lands not in towns, and acquisi-
tion of land for public purposes).
Grazing-Grounds.
Loner Burma—Capitation-tax (including land rate in lieu
thereof).
Upper Burma—Thathameda.
Fisheries. ««
Town Lands (including rents of and rights over lands in
towns).
Forests.
Mines and mineral products.
Salt.
Excise (including opium).
Stamps.
District (Cess) Fund Revenue (except cess, which is more
conveniently dealt with under I—Land).
Income-tax.
Miscellaneous (including misconduct of Revenue officials,
punitive police assessments, agricultural advances, etc.).
Land Records (including kwin inspection notes, reports
on survey-marks, returns of agricultural stock and imple-
ments, crop-gutting, experimental cultivation and the like).
General Department.
District (Cess) Fund [all correspondence and proceedings
regarding the management of the District (Cess) Fund that
is not concerned with the collection of revenue, e.g.,
construction of roads, bridges, bazaars].
Diaries.
Library.
Medical (Vaccination, hospitals, quinine).
Miscellaneous (everything not coming under any of the other
heads).


Appendices. 49
Appendix II—concluded.
List of Correspondence and Proceeding Heads—concluded.
Contents of Files.
General Department—concluded.
Officers (including establishment, appointments, nominations,
service-books, powers, examinations, leave, transfer,
security, pensions, dismissals and all personal questions).
Public Works Department (roads, bridges, buildings and
canals in charge of Public Works Department Officers).
Scarcity and Famine (including weekly crop report, rain-
fall returns, emigration and immigration, etc.). «
Veterinary (cattle, cattle-disease, tours of veterinary assis-
tants, etc.).
Village Act.
Vital Statistics.


50
Appendices.
Appendix III.
(,Section 76, page 23.)
List of Main Files proper.
Symbol of each
Main File.
Contents of each Main File.
I. (Land)
II. (Grazing-
grounds.)
III. (Capitation-
tax or Tha-
thameda.)
Revenue Department.
(1) Notification or other order prescribing rates«f
land revenue or of water-rate assessment in
the subdivision or township.
(2) Notification prescribing dates for assessment
and collection of land revenue or of water-
rate in the subdivision or township (Upper
Burma only).
(3) Order prescribing rates of commission on
collections of land revenue, water-rate orcess;
payable to village headmen in the subdivision
or township.
(4) Notification defining area in the subdivision or
township in which a written application for
fallow rate is not required (Lower Burma
only).
(1) List of grazing-grounds and copies of notices
of final allotment.
(1) Notification or other order prescribing rates of
assessment in the subdivision or township.
(In the case of thathameda, the rates given
should be the Normal rates—see Financial
Commissioner's Circular No, 1 of 1902.)
(2) Notification prescribing dates for assessment
and collection of thathameda in the subdivi-
sion or township (Upper Burma only).
(3) Order prescribing rates of commission on collec-
tions of capitation-tax or thathameda pay-
able to village headmen in the subdivision or
township.


Appendices.
Appendix III—continued.
List of Main Files proper—continued.
51
Symbol of each
Main File.
III. (Capitation-
tax or Tha-
thameda)
— concld.
IV. (Fisheries)
V. (Town Lands)
Contents of each Main File.
(4)
(5)
(6)
VI. (Forests) ...
VII. (Mines and
mineral pro-
ducts.)
(2)
(3)
(i)
(2)
(3)
Revenue Department—continued.
Notifications under Rule 12 (o) of the Rules
under- the Upper Burma Land and Revenue
Regulation, 1889, affecting persons in the
subdivision or township (Upper Burma only).
Notification defining area in the subdivision
or township in wljich land rate in lieu of
capitation-tax is levied (Lower Burma only).
Notification fixing rates of land-rate assessment
in the subdivision or township (Lower Burma
only).
List of the leased fisheries in the subdivision or
township. â– *
Notifications reducing or modifying the fee
payable in respect of any fishing implement
in the subdivision or township.
Copies of orders and maps fixing limits of
fisheries.
Notifications defining boundaries of towns in-
the subdivision or township.
Orders fixing boundaries of quarters into which
towns have been divided.
Sanctioned scale of town land rents to be
demanded from squatters.
(1) Order of Divisional Forest Officer empowering
the Subdivisional or Township Officer to issue
saw-pit or other forest licenses.
(2) Notifications and maps defining boundaries of
reserved forest within the subdivision or
township.
(1) Order of Deputy Commissioner empowering
Subdivisional or Township Officer to issue
licenses for extraction of minerals (Chapter
XILI A of the Rules under the u?eer- Burma
VIII- Lower
T , -r, Regulation, 1389\
Land Revenue Act, 1876^ )â– 


52
Appendices.
Appendix ill—continued.
List of Main Files proper—continued.
Symbol of each
Main File.
Contents of each Main File.
VII. (Minesand
mineral pro-
ducts)—concld.
VIII. (Salt)
Revenue Department—continued.
(2) Special Ruits for issue of licenses or leases for
oil-mining (Kyaukpyu), tin-mining (Mergui
and Tavoy), marble-quarrying (Thatön and
Mandalay), ruby mining (Myitkyina and
Ruby Mines), which apply to the subdivision
or township.
(1) Orders regarding payment of instalments of
• composition duty of the Rules
IX. [Excise (in-
cluding Opium).]
X. (Stamps) ...
Direction 39
under the Burma Land
Lower
Regulation, 1839\
Acl, 1S76 / •
and
Directions
Revenue
(2) Orders regarding inspections of salt manufac-
ture by Subdivisional and Township Officers.
(3) Notification prescribing commission on salt
revenue collectio ns in the subdivision or
township.
(1) Orders regarding the sale of tari in the sub-
division or township to licensed vendors,
passed by the Depuiy Commissioner under
Rule 84 of the Excise Rules.
(2) Orders sanctioning reduced rates for sale of
opium or modifying the usual hours of sale
in the subdivision or township.
(3) Printed list of excise shops in the subdivision
or township.
(1) Copies of licenses granted to licensed stamp-
vendors in the subdivision or township.
(2) Memorandum of stock of stamps which licensed
stamp-vendors in the subdivision or township
are required by the Deputy Commissioner to
keep under Rule 16, Part IX, and Rule 17,
Part XV, of the Burma Stamp Manual, edi-
tion 1909 (pages 75 and 203 respectively).


Appendices
Appendix III—continued.
List of Main File^ proper—continued.
53
Symbol 6f each
Main File.
Contents of each Main File.
XI. (District
Cess T. Fund
Revenue.)
XII. (Income-
tax.)
XIII. (Miscella-
neous.)
XIV. iLand.Re-
cords.)
iD. [District
(Cess) Fund.]
Revenue Department—concluded.
(1) List of ferries, bazaars, cattle-pounds and
slaughter-houses yrhich belong to the District
(Cess) Fund in the subdivision or township.
(2) Rates of ferry tolls, bazaar rents, cattle-pound
and slaughter-house fees sanctioned for the
subdivision or township.
(3) Orders and maps fixing the limits within which
bazaar lees or ferry tolls may be collected.
(1) Noiifications specifying the tojvns and villages
in the subdivision or township to which the
Income-tax Act has been extended.
(2) Notification appointing an Income-tax Collector
for the subdivision or township.
(1) Inspection notes on the Revenue Department.
(Old inspection notes which are no longer of
value should from time to time be destroyed
by Inspecting Officers.)
(2) Orders regarding the issue and recovery of
agricultural advances.
(1) Orders regarding method of taking census of
agricultural stock.
General Department.
(1) List of all works, other than ferries, bazaars,
cattle-pounds and slaughter-houses, belonging
to the District (Cess) Fund, under the charge
of the Subdivisional or Township Officer.
(2) Orders fixing feeding and watering charges in
cattle-pounds and orders by District Magis-
trate under section 14 of the Cattle Trespass
Act.


54 Appendices.
Appendix III—concluded.
List of Main Files proper—concluded.
Symbol of each
Main File.
Contents of each Main File.
2M.-1
2M.-2
2V. (Village Act)
General Department—concluded.
Inspection notes of the General Department. (Old
inspection notes which are no longer of value
should from time to time be destroyed by
Inspecting Officers.)
Orders regarding office procedure.
(1) Rules regarding village sanitation and fires
prescribed for the subdivision or township.
(2) Order of Deputy Commissioner empowering
Subdivisional or Township Officer to issue
pwe license (section -A., j^T Burma Village
Regulation ,
Act )•
(3) Notifications conferring special criminal or
civil powers on headmen in the subdivision
or township (sections
Village Act, 1907).
6 and 9, Burma
(4) Orders of Deputy Commissioner appointing
places of imprisonment in villages in the
subdivision or township [section 9 (j),
Burma Village Act, 1907].
(5) Notification declaring additional offences
triable by headmen [section 9 (j), Burma
Village Act].


Appendices.
55
Appendix IV.
(iSection 58, page if.)
Papers in proceedings which are not to be
permanently preserved.
Class A.
All papers not included in the Lists under Class B and Class C.
Class B.
(i) Memoranda of oral evidence taken.
(ii) Reports of any officers not specifically referred to in a deci-
sion or judgment.
(iii) Notices of intention to allot land as a grazing-ground [Rule
67 of the Rules under the (Lower) Burma Land and Revenue
Act, 1^876, or Rule 76 of the Rules under 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 therewith.
Class C.
(i) All special powers-of-attorney and powers under Article 10,
Schedule II, Court Fees Act, 1870.
(ii) All summonses, notices, warrants and reminders.
Exceptions—
(a) Notices of ejectment (Rule 52, Lower Burma Land
Revenue Manual, and Rule 69, Upper Burma Land
Revenue Manual). These are Class A Papers.
(b) Notices of intention to allot land as a grazing-ground
[See Class B (iii)].
{iii) Lists of witnesses.
(iv) Petitions about adjournment and attendance of witnesses or
their examination by commission.
(v) Affidavits or reports relating to service of process or publi-
cation of proclamations or notices.
(vi) Time-expired security bonds (other than those shown in
Class B) and papers connected with the signing and verifi-
cation thereof (the period to run from the date of expiry of
the bond).
(vii) Time-expired leases, licenses, and passes of all sorts.
(viii) All other merely formal papers.


56
Appendices.
Appendix V.
(,Section 59, page 17.)
Classification of Proceedings.
Revenue Department.
Class A.
All proceedings not included in the lists under Class B and Class C.
Class B.
(i) Sale of rights of collecting minor forest produce.
(ii) Proceedings regarding the issue of licenses (other than excise
licenses) disposed of by auction.
(iii) Proceedings relating to the assessment and collection of
punitive 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 rejec-
tion of an application is of special importance (as, for
example, the rejection of applications for pottas or for the
â–  constitution of grazing-grounds) the proceedings may be
marked A at the discretion of the Subdivisional or Township
Officer.]
(vi) Reports of transfers of State lands to thugyis (section 94 of
the Upper Burma Land Revenue Directions, 1905).
Class C.
(i) Aggregate proceedings containing applications for copies,
(ii) Proceedings regarding the issue of fixed-fee licenses, passes,
and permits of all sorts.
(iii) Proceedings relating 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 regarding 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 or resumed.
(vii) Objections to thamadis' assessments.
(viia) Reports of transfer and sub-letting of State land, if no action
is taken on them (section 94 of the Upper Burma Land
Revenue Directions, 1905).


Appendices. 57
Appendix V—concluded.
Classification of Proceedings—concluded.
Revenue Department—concluded.
Class C—concluded.
(viii) Proceedings regarding the postponement of payment of
revenue.
(ix) Proceedings regarding agricultural advances (the period to
run from the date of recovery of the advance and interest).
General Department.
Proceedings of importance of the following kinds should be
marked A and preserved permanently :—
^i) Determination of village limits.
(ii) Appointments, suspensions, and dismissals of village headmen
and, in towns, of elders.
(iii) Additions to lists of offences which must be reported b.y
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.
Class B.
(i) Issue of orders to headmen.
(ii) Punishment of headmen or rural policemen otherwise than by
suspension or dismissal.
(iii) Imposition of fine on villages.
(iv) Removal of suspected persons.
(v) Revision of headmen's orders.
(vi) Issue of orders under rules regarding village sanitation and
cattle-disease.
Class C.
(i) Issue of puue licenses.
Proceedings other than those mentioned above should be dealt
with as far as possible in analogy with these orders.


INDEX.


INDEX.
Subject.
A. List of class—proceedings (General Department) .
Accounts. Corrections in—how made
=— defined
——how dealt with
-one of eight classes of documents
-Only letter forwarding—to be registered on issue
-Only letter forwarding—to be registered on
receipt.
Adjournment of proceedings to be to a day certain
Advocate and his clerk may write petitions without
license.
Aggregate Proceedings defined
-Special variety of —
Almirah. Custody of key of—
-Standard—prescribed
-to be dusted regularly
Amending enactments. Procedure to be followed on
receipt of—from the Legislative Depart-
ment of India and from the Superintendent,
Government Printing, Burma.
Annual Circular Files how built up, maintained, f
and disposed of. 1
- Four—prescribed
Annual Reports how written
Appeal. Orders calling for records in—are correspon-
dence.
Applications. Box to receive—forbidden
--by thugyis for commission are correspondence ...
-Cases in which—must be returned
- how to be written
- Orders on—how to be written ...
- Procedure in dealing with—belonging to existing
proceedings.
-Procedure in dealing with—for recovery of
revenue.
-- Procedure in dealing with—improperly stamped
-Procedure in dealing with—presented to wrong
officer.
•—Procedure on receipt bf—
-Register of—See Register of Applications.
--Hegistration and numbering of—
- Separate registers of—for General and Revenue
Departments.
-When—should commence new proceedings
Section I
or Page.
Appendix.
2 3
Appx. V 56
(s) 120 32
(s) 8 3
M 8 3
(s) 6 3
(*) 15 6
00 II 5
00 45 (<0 12
(s) 126 33
{s) 48 i4
00 49 14
W5 3
(5)2 r
M 114 3i
(s) 68 22
00 74 23
CO 78 ' 24
«A) 75 23
is) g2 27
(s) 80 24
(â– *) 35 10
W 43 11
(s) 37—9 IO-II
(s) 36 10
00 42 n
(5)43 11
(*)5i 1 15
00 37 & 39 1011
(s) 38-9 11
(i) 35 -46 IO-II
43 II
00 43 II
0) 44 12


62
INDEX.
Subject.
A—concld.
Applications. When orders may be written on— ...
-which may be filed in aggregate proceedings
Assessment-rolls. Grant of copies of records con-
tained in—.
-Only letter forwarding—to be registered on issue
-- Only letter forwarding—to be registered on
receipt.
B
B. List of class—papers in proceedings
- List of class—proceedings
Books. See Library.
-List of—in daily use
-Office copy of letter advising receipt or de
patch of—not necessary.
-Only letter forwarding—for Library to be regi
tered on issue.
-Procedure on receipt of—intended for the Library
Purchase of —
Buddhist Monks. Correspondence with—
Burma Gazette. Disposal of copies of—
Burmese. Transliteration of—words
-Use of—dates
C. List of class—papers in proceedings
— List of class—proceedings
Calendar. Use of Burmese—
-of Periodical Reports and Returns. Preparation
and maintenance of annual—.
Camp. Registers to be taken to—
Catalogue of Library. See Library.
Chalan. Number and date of—to be noted in diary of
proceedings.
-to be filed in proceedings
Chubb's locks to be numbered
Circular orders to thugyis are correspondence
-pieces of tin to be put beneath almirahs
Circulars how to be filed _ ...
— not to be registered cn issue
-Translated—to be kept on separate file
Classes of documents
Classification of papers in proceedings
— of proceedings
Section
or Page.
Appendix.
2 3
<• (s) 42 11
00 48-9 14
(s) 136 35
Wis 6
(i) II 5
Appx. IV
Appx. V
(s) 68
(0 87
00 15 (iv)
M ii
(s) 70
(5) 82
00 71
(s) no
(Y) 117
Appx. IV
AppXi V
00 117
(*) 94
M 23
0) 45 if)
0') 55
00 IIS
(s) 80
U) 113
00 74
(i)i6
0) 75
(«) 6
(s) 57-8
Appx.- IV
. W 59
Appx, V
17
3i
24
3i
23
6
23
3
17
55
17
56


INDEX.
63
Section
Subject. or Page.
Appendix.
i 2 3
C—contd. «
Clerk(s) to initial orders affecting them ... (s) 3 2
-when to resubmit proceedings for orders (s) 45 («) 12
-of advocate may write petition without license (it 126 33
■ Petitions not to be written by— M 125 33
Closing of Offices -
(i) on Sundays and Gazetted holidays (
(ii) on Saturdays ... ... ^ (sJ 123 33
Commission Cheques included in " Accounts " (i) 8 3
Commissioner may suspend operation of petition- (*) 133 34
writers' rules.
Confidential cover to be opened by addressee him- M 9 4
self.
-Procedure in issuing—communications 00 28 9
Consumption Slips is) 116 31
Copy(ies). Applicant for—to supply copy sheets (s) 141 36
—— Applications for— (i) '39
(i) by whom and to whom to be presented 36
(ii) how dealt with after delivery of— 38
(iii) how stamped (i) 138 35
(iv) when to be deemed complete and registered (s) 141—3 36
-Contents of certified— (*) 149 37
-Documents of which—may be granted (5) 136 35
-Fees chargeable for —and how payable 00 155 38
-Fees not chnrgeable for—wanted by public (s) 162 39
officers for public purposes. (s) 162
-Free—to be registered 39
-Instructions for the grant of— (s) 135—77 34—41
—:— of applications for—how registered and filed M 43 11
of (i) documents in printed form how made ««56 (ü) 39
(ii) grants, leases, etc., how made (s) 156 (ii) 39
(iii) maps how made ... («) 156 (i) 39
(iv) tabulated statements how made f (0 156 (i) 39
U) 87 26
-of correspondence when unnecessary < («) 85 25
t 00 93 27
-Officers by whom—may be granted (s) 137 35
-Particulars to be recorded on— 00 151 37
-Persons entitled to- (s) 163—67 40
-Register of applications for— 00 154 38
-Stamps how t<> be affixed on— (s) 152 37
-to be written on prescribed—sheets (s) 147 37
--Uncertified—how converted into certified— (s) 150 37
-When stranger may obtain—of proceedings (s) 166-7 40
Copying. Instructions regarding— (s) 91 27
Copyist(s). Apprentice clerks to be licensed as— U) 168 40
-at headquarters to be capable of copying both Cs) 170 4o
English and Vernacular. (s) 91
- Duty of— 27
--Fees to be drawn by— (s) 176-7 41
-not to write petitions («) 125 33


64
INDEX.
Subject.
C—contd.
Copyist(s). Particulars to be ^endorsed on copy by—
â–  to be appointed by Deputy Commissioner
-Wbere and how—is to work
Corrections how made
Correction Slips bow dealt with on receipt
- Responsibility for pasting in—
Correspondence between Deputy Commissioner and
headquarters subordinates prohibited..
-between officers at same station prohibited
-Confidential
-Copying of— ...
-defined ... »
——. Destruction of—
-Drafting of replies to—
-Extracts of—when to be placed on Main Files proper
— heads £
— hi,w filed and kept |
-includes applications by thugyis for commission
-includes processes received from another office
- issued in original'how numbered
--Office copies.of— when unnecessary
-on tour
-passing through office ^
—Register of—Files not required
-registers to be maintained by calendar year
-Registration of—on issue ...
—— Registration of—on receipt
-Serial number of—to be followed by file symbol •• •
-to be addressed to immediate superior
- Do. Exceptions to this rule
-Use of memorandum forms in—enjoined
-when not to be registered £
-with Buddhist monks
—1— with outstations
Correspondence Files how cased
-how kept and disposed oi ...
— Instructions regarding—
-List of prescribed—
- No register of—required ...
-to be known by symbol
-to be maintained by calendar year
-When—may be divided into parts
Courts. Responsibility to keep—clean and in proper
order by—
(i) Subdivisional Officers.
....................(?) Township Officers..
Section
or
Appendix.
(0 151
(ij 168
(r) 146
(s) 120
(s) 65
(*) 65 (5)
(S) 83
(0
(S) s3
(s[ 28
91—03
(«) 80
(.j) 112
(s) 90
U) 77
(5) no
Appx. II
(s) 3
(s) 112
to 43
{s) 80
(s) 14
to 87
to 85
<» 93
to 23
!(s) 12 (viii)
{s) 16 (vii)
(5) 110
{s) 10
is) 14
(s) 10
to 14
(*) 81
{S) 8,
(i) 84
(s) 12 (viii)
to 16 (vii)
(s) 82
to 84
u) iii
(s) 112
(i)lio—112
Appx. II
(s) no
(i) 110
to 110
(J) no
W3


65 INDEX.
Section
Subject. or Page.
Appendix.
1 2 3
C—concld.
â– Covers by whom to be opened
-Contents to be noted on outside of-
■ Kind of—to be used ...
-- Use of too large—forbidden
D
Das'locks to be numbered
Dates to be given in English ...
Departments. Allotment of—among clerks
-into which Subdivisional or Township office is
divided.
-Register? which are the same for all—
■Deputy Bailiff. Appointment^—to control sweepers
and peons in their work.
-authorized to receive and pay money
Deputy Commissioner. Power of—to—
(i) allow inspection of records
(ii) license copyists
(iii) sanction making of copies by paid clerks
(iv) suspend operation of petition-writers' rules
Despatch. Procedure on—of documents
Despatch Registers
Destruction of correspondence files
Diary. Orders in proceedings to be written or noted
on—.
-Particulars to be noted on—in proceedings
--to be filed at beginning
--Use of—in aggregate proceedings
—— when not required in proceedings ...
District Judge to license petition-writers
Documents. . Blank forms are not—
—— Confidential—
--Corrections in important—how made
--Eight classes of—
— Issue of—at headquarters ...
-of which copies may be granted
— on receipt to be stamped with date
--Procedure on despatch of— ...
-Receipt of—at headquarters
— Received with letter when to be returned
Drafting
Enclosures. Clerk responsible for correctness of
copied—.
——List of—to be given at foot of letter ...
(0 9
(j) 22
(f) 24—28
(s) 27
W us 3i
(0-II7 32
is) 5 3
(s) 1 1
Appx. I 45
00 3 2
(s) 122 32
00 178 42
(s) 168 40
(s) 174 41
U) 133 34
(s) 22 7
(s) 22 7
(i) IIÜ 31
M 45 12
(s)45 12
M 54 16
(s) 49 14
U) 45 12
00 126 33
« 7 3
(0 9
(s) 120 32
(s)6 3
(s) 14—16 5-6
(s) 136 35
(S) 9 4
(s) 22 7
(*) 9 — 13 4-5
95 28
(s) 90 26
(s^.91 (iii)
(s) 91 (ii)


66
INDEX.
Subject. Section or Appendix. Page.
i 2 -3
E—concld.
Enclosures. Procedure in dealing with— ... i — received with correspondence not to be regis- tered. Endorsements to be avoided Envelopes. See Covers. Erasures forbidden Excise Passes included in " Accounts " ... Excise .Rewards to be dealt with as correspondence ... Executive matters classed as correspondence Exhibits. List of—where to be recorded (s) 9i (") (s) 12 (s) go (ii) (s) 120 1») 8 (0 3i to 31 (0 45 (<*) 27 5 27 32 3 9 9 12
F
Fees. Copying— -Special—for copies of maps and plans -Special—for copies of maps and plans to whom payable. - Urgency copying— -Urgency copying—to whom payable Files. Annual Circular—. See Annual Circular Files. -Correspondence—. See Correspondence Files. —— Main—. See Main Files. -Register of correspondence—not to be maintained ' Submission of—for orders File Symbol to follow issue number of correspondence Fishing Licenses included in "Accounts" Fly-lkaf of proceedings Forest Licenses included in " Accounts" Forms are not documents --Copies of document on printed—how made -Supply and custody of— —— to be used to save correspondence ... J (s) 155—'62 to 159 (s) 170 to 158 (s) 176 (s) 110 to 83 (S) 14 (')» to 48 (0 8 to 7 to 156 (ii) (.s) 116 (?) 83 to 85 39 39 4t 39 41 30 25 5 3 14 3 3 39 31 25 25
G
Gazettes. Disposal of Burma— General Department. Business dealt with in— Grants. Copies of—how made (5) 71 to i (i) 156 (ü) w co
H
Head Clerk. Duties of—as Librarian — Registers to be maintained by— ... ... — to be in charge of Library — to enter bookstand maps on receipt in Library ( Catalog^. 1 (0 64-5 to 5 to 5 to 65 (/) (*) 6S (*) 20-21 3 3 21 21


INDEX.
67
Subject.
H—concld.
Head Clerk to keep keys of almirahs of tour clerk
-to maintain Despatch Registers
- to maintain Register of Letters Issued
— to open covers in absence of Presiding Officer
-to paste in correction slips
-to register correspondence on issue
-to register correspondence on receipt ...
Headsuarters. Correspondence between two officers
at same—.
-Office copies of returns submitted by subordinates
at—unnecessary.
-Officers at district—to send proceedings weekly to
Record-room.
—— Only one library for officers at same—
Heads of correspondence £
I
Information. Applications for—
Inspkction(s). Rules regarding—of records
---Periodical destruction of—notes, Revenue Depart-
ment.
— Periodical destruction of—notes, General Depart-
ment.
Inventory. Destruction of office copy of—of proceed-
ings sent to Record-room.
Income-tax Act. Registration of applications under
section 25—.
Indents for books how addressed
-for forms
Index of correspondence files to be written up daily ...
Inventories. Writing up of daily—
Inventory of proceedings sent to Record-room
Issu£\ Procedure on—of proceedings
-Procedure on—of registers, assessment-rolls, maps,
books for library, accounts and papers
for main files.
-Procedure on—of reminders and periodical returns
J
Judicial. Application of Manual to—Department
to 5 3
to 5 3
to 5 3
to 9 4
to 65 (5) 21
to 5 3
to 5 3
(») 83 25
to 93 27
(j) 60 18
to 69 22
(5) no 30
Appx. II 48
(*) 138-9
(5)178—181
M.F. XIII
M.F. 2M.-1
(5) 61
to 43
to 70
(5) 116
to hi
to 61 (7)
(i) 61
(s) 19
to 15 & 16
to 16 * tit
& iv)
K
Kets. Custody of almirah—
-to be labelled
to
to S
to "5
3


68
INDEX.
Subject.
Law Reports how kept
Leases. Copies of—how made
Librarian. Appointment of—
-Duties of—
Library. Care of—books
--Catalogue how prepared ...
-Catalogue to be checked on taking charge
-- Charge of— ... ... ~ £
--Cost of replacing books belonging to—
-Instructions regarding the—
- Maps to be numbered in catalogue
- Only letter forwarding books for—to be registered
on issue.
-Procedure on receipt of books and maps intended
for the—.
-Procedure on taking over charge of—
--Responsibility for integrity of—
Licenses included in " Accounts "
List of books in daily use
-- of enclosures to be given at foot of letter
Local Despatch Register prescribed
Locks to be numbered
M
Section
or
Appendix.
(s) 67
to 156 (u)
00 64
to 65
to 66
is) 64
is) 63
to 5
(5)64
to 63
00" 6 3—Ti
(s) 72
00 15 (iv)
to 65
to 63
to 63
(*) 8
(s) 69
to 91 00
to 22
00 115
I
Main Files. See Annual Circular Files and Main
Files Proper.
-are of two kinds
-Covers prescribed for—
-Only letters forwarding papers for—to be registered
on issue.
Main Files Proper. Arrangement and contents C
of-. I
--how kept up to date
-List of—prescribed
-to have table of contents
Manuals. Posting corrections in —
Map(s), Grant of copies of—. See under Copy £
--Only letter forwarding—to be registered on
issue.
-Procedure on receipt of—intended for the
library.
-to be kept in labelled tin tubes
Memoranda. Correspondence in form of—to be num-
bered.
Mineral Licenses included in " Accounts"
Monks. Correspondence with Buddhist—
is) 73 23
00 73 23
00 15'(iv) 6
00 76-7 -23
Appx. Ill 36
is) 79 24
Appx. Ill 5°
00 76 23
00 65 21
00 1+1 36
00 150 39
00 15 (iv) 6
is) 63 21
(s) 72 22
(*) 86 26
is) 8 â–  3
to 82 25


INDEX.
69
Subject.
N
Newspapers. Sanction required for purchase of— «...
Notice. Posting of—warning persons regarding pay-
ment of money.
Notice Board. Hour for receipt of applications to be
posted on — .
Notifications. Procedure on issue of—
- Procedure on receipt of—
Numbering of letters—li) on receipt
(ii) on i'sue
of proceedings
-of telegrams (on issue)
Order-book prescribed
Order-sheet. Use of—with correspondence
Orders on proceedings how wriLten ... '
Section
or Page.
Appendix.
2 3
(5) 70 22
[s) 122 32
«35 10
« 16 6
00 II (iii) 5
00 10 4
00 14 5
0) 43 11
00 14 5
(S) 3 2
(5)80 , 26
00 42 11
Page. Meaning of expression—in correspondence files
Papers in proceedings how filed
Paragraphs to be numbered ...
Peons. Petitions not to be written by—
Periodical Re turns. Procedure 011 issue of—
-Procedure regarding—submitted by subordinates
at headquarters.
-Treatment of—on receipt
Periodicals. Snnction required for purchase of—
Personal interviews between officers enjoined
-matters are; correspondence
Petition(s). Fee for writing—to be fixed by Deputy
Commissioner.
-how to be written and particulars to be-^ndorsed
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 jurisdic-
tion.
-written by other than advocate to be signed by
petitioner.
Petitioner may himself write petition
—— must sign petition unless written by advccate
Petition-writers. Complaint against—to be dealt
with by Deputy Commissioner.
- Endorsements to be made by—oil petitions .,.
U) : 11 31
(s) 52 16
00 9° ("') 26
00 i25 33
00 16 (iv) 6
U) 93 27
00 12 (iv) 5
00 70 22
Cs) 83 25
00 80 24
(0 131 34
(.r) 129 34
(s) 126 33
00 125 33
00 127 33
(5) 126—8 33
00 128 33
(.9) 126 33
(si 126 33
WI26 33
(*) 131 34
(s) 129 34


70
INDEX.
Section
Subject. or Page.
Appendix.
I 2 3
P—contd.
Petition-writers. Misbehaviour of—tobe reported
to District Judge.
-to be licensed by District Judge
-to give receipt for every fee paid
Petitions. See Applications.
Plan(s). Copies of —. See under Copy
Postage. Devices for reducing cost of— ...
Postal Despatch Register prescribed ..,
Proceeding (s) when completed should be sent to the
Record-room by officer who has last dealt
with it.
-Applications which may be filed in aggre-
gate—.
--Chalan to be filed in—
-Classification of papers in— ^
- Classification of— £
--Completed—of Subdivisional and Township Offi-
cers not at the headquarters of a district
to be sent to the Record-keeper at the end
of each quarter.
— defined
-file distinguished from process file
-fly-leaf
-Grant of copies of—
-how built up
— List of exhibits in—
- Method of dealing with agricultural advance,
fishery sale, refund and potta—.
—— not to be entered in Register of Letters Re-
ceived.
-Papers in—how filed
-Procedure in sending—to Record-room
—— Procedure on issue of— ...
- Procedure on receipt of—
â–  to be adjourned to a day certain
-to be regarded as subsidiary
-to pass to and fro between offices without for
warding letter.
-Use of diary in—
-when new—should be opened
-when to be dealt with as correspondence
--Year by which Registers of—should be main
tained.
Process File. Fly-leaf of—
- Papers to be placed on—
Processes. Office copy of letter advising return of-
not necessary.
— received from another office how dealt with
0) 134 34
(s) 126 33
(5) 130 34
(j) 141—59 36-38
(s) 24—28 8-9
(5) 2 2 7
(s) 62 20
to 43-9 14
(0 55 17
to 5>8 17
Appx. IV 55
(s) 59 17
Appx. V 56
(.s) 61 (/) 18
to 34 10
to 54 16
to 47 13
to 136 35
to 56 17
to 45 («*) 12
(*) 51 15
to 12 (J) 5
(J) 5+ 16
(s) 20, 60-6 i 7—18
(0 19 7
(5) 18, 21 7
to 45 to 12
to Si 15
U>52 16
to 45 13
to 5° 15
to 80 24
to 46 13
to 54 16
to 54 16
to 87 (i) 26
[s) II (ii) 5
to 80 34


INDEX.
71
Subject.
Section
or
Appendix.
Page.
P—concld.
Processes. Treatment of—issued for service to another
office.
Purchase. Sanction required for—of newspapers, etc.
R
Racks. Forms to be kept on open—
-to be dusted regularly
Receipt of correspondence
--of documents at headquarters
-of documents on tour
-of registers, assessment-rolls and accounts
-Office copy advising—of documents unnecessary
-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
Receiving Officer. Definition of —
— may grant copies of certain documents to strangers
during progress of proceedings.
-Officers appointed—for application for copies of
records not in custody of Land Records
Department.
— Preliminary procedure of—when admitting applica-
tion for copy.
— Subsequent procedure of—when application for
copy is complete.
-to appoint person to make copies in foreign
languages and translations.
-to certify true copy
-to distribute fees among copyists
-to endorse refusal when copy cannot be granted ...
-When—may sanction refund of copying fees
Record(s). Definition of—for purposes of grant of
copies.
-Inspection of—
Record Officer. Definition of—
--Persons appointed for records not in custody of
Land Records Department.
-Procedure of—in delivery of copy to applicant
-to be present at inspection of records
— to bring to notice irregularities in grant of copies
and to control copyists.
-to certify " true copy "
— to examine and compare copies before issue
-to keep a note-book of inspections of records
-to maintain register of application for copies and
information.
(5) 22 (iv)
(s) 70
(s) 116
(5) 114
to II
00 9
to 23
(s) I 1 (iv)
(5) 87 (ii)
(.s) 130
(s) 141
to 152
to 139
to 166
to 137
to 139
0) 144-45
to 173-4
to 149
0) 177
to 140
00 161
to 136
(s)i78—181
to 137
to 137
00 151
to 180
(s) 153
(s) 149
to 148
to 181
to 154
â– 4-


72
INDEX.
1 ! Section
Subject. i or Page.
Appendix.
1 2 3
R—contd.
Record-keeper. Procedure for the—in dealing with
inventories.
-Duty of—on receipt of proceedings
Record-room. Procedure in sending proceedings to—
Registers. Corrections in—how made
— Disposal of complete^—
—— Grant of copies of records contained in— ... !
-Headings of pages Of—to be filed up !
--List of—prescribed ... £
-Only letter forwarding—to be registered on issue j
-Only letter forwarding—to be registered on receipt !
-to be kept upright ... ... \
-to be labelled back and front ... ... ^
Register of Applications. Form of— ... ... j
-Separate—to be kept up by for General and '
Revenue Departments. i
-(General Department) to be kept up by calendar
year.
- (Revenue Departvient) to be kept up by agri-
cultural year.
Register of Applications for Copies £
Register of Correspondence Files not to be main-
tained.
Register of Letters Issued. Camp—prescribed ...
---Head Clerk to maintain—
-Only one copy of—required for all departments ...
-to be maintained by calendar year
Register of Letters Received. Only one copy to
be maintained for all departments.
-to be maintained by calendar year
Register of Proceedings. Record-keeper to note
receipt of completed proceedings in—.
--(General Department) Instructions for maintenance
of—.
-(Revenue Department) Instructions for maintenance
of—.
Register of Processes Issued
Registration of documents on receipt and issue
Registration Department. Applicability of Manual
to—.
—— Instructions for the grant of copies in the—
Reminders. Procedure on issue of—
—— Procedure on issue of—in connection with pro-
\ ceedings.
- Treatment of—on receipt ...
—- Treatment of—received in connection with pro-
! ceedings.
(j) 61 (S)&(9)
19
(s) 60-61 1 18
(s) 60-61 1 18
(s) 120 ! 32
to 33 1 9
(s) 136 i 35
to 32 ! 9
(s) 29 9
Appx. I i 45
(5) 12 (iv) J 5
(5) 11 (iv) 5
(0 31 9
0) 30 ! 9
to 43 i 11
U) 43 11
to 43 I 1 11
00 43 1 i 11 1
Appx. I 45
15+ 38
to 110 30
to 23 8
(0 5 3
(s) 10 4
00 10 4
(s) IO 4
to 10 4
(s) 60 18
(s) 46 (ii) 13
00 46 (0 13
to 12 (v) 5
(s) 9—22 4—7
to I 1
to 135 34
to 83 26
to 88 26
to 88 26
to 88 26


INDEX.
73
Subject.
R—concld.
Reports. Annual—how to be written
- are correspondence • ...
Returns. Periodical—. See Periodical Returns.
Revenue Department. Subjects dealt with in—
Revision. Orders calling for records in—are correspon-
dence.
Saw-pit Licenses included in "Accounts "
Seals. Use of A, B, and C— ..
Search. Application for information to bear fee for— ...
Service Books. Maintenance of—for clerks and menials
—— Submission of—by Subdivisional Officers and Town-
ship Officers in March to the Deputy Com-
missioner for check and return.
Signature of fair copies
- Use of—stamps forbidden except in certain cases
Signing. Duty of officer—letter
Stamp(s). Clerk to—papers in proceeding with
A, B, C seaZs.
i Care enjoined in use of postage—
— on applications when not to be cancelled
-- on applications when to be cancelled ...
- Procedure to be observed in use of—for State
telegrams.
- Procedure for recovery qf amount paid for telegrams
when without service—.
- Use cf service—in telegrams
- Use of signature—ordinarily forbidden
Standard List of books to be copied into blank book:
Standing Orders. See Main Files.
Stock-book of forms not reqiiired
Subdivisional Officer to check and sign copies of the
inventory.
Sub-treasury Officer to correspond direct with Trea-
sury Officer in treasury matters.
Symbols of correspondence files "...
Tabulated Statements. Grant of copies of—
Telegrams about leave
- Classification and method of sending—
- Dr®ft of—where kept '
— Procedure on issue of—
- Procedure when—despatched from place without
telegraph office.
(s) 92
(i) 80
is) 1
(s) 80
M 8
« 5 8-5 9
00 138
(s)4
(5) 4
00 9i (iii)
00 96
00 91 (iv)
(0 59
00 26
00 39
00 41
(s) 108
(s) 109
{s) 108
00 q6
(s) 64.
00 116
00 61 (-7)
00 8! (iii)'
Appx. Ill
(s) 156 (i)
(s) 103
00 104
W 97
(0 14, 15
00 99


74
INDEX.
Subject. Section or Appendix. Page.
1 % 2 3
T—concld.
Telegrams. Procedure when repeating— — Replies to—how addressed — Treatment of—issued in connection with proceed- ings. ■ Treatment of—received in connection with proceed- ings. Tour. Receipt and issue of documents on — - Registers to be taken on— Township Officer to check and sign copies of the inventory. Translation. Fee for — - Persons by whom to be made Transliteration. Government system of—,to be fol- lowed. Treasury Department. Applicability of Manual to— (s) loo (J) 101 to 14, 97 to 12 to 23 to 23 to 61 (7) to 157 to 174 (s) 118 to I 28 28 6, 38 5 8 8 19 39 41 32 1
V
Vernacular. Disposal of—Gazette - Use of—terms Village Proceedings Register. Procedure as to the entry of numbers of different offices in the—. Village. Separate Register of—Proceedings permitted to 71 to 119 (0 61 (5) to 46 to 22 32 18 13
w
Work. Allotment of—among clerks Works— (i) Deputy Commissioners to furnish every Sub- divisional Officer and Township Officer with a list of—at the close of the financial to 5 3
year. (ii) Responsibility to see the list of—is amended as each new work is started by— (0) Subdivisional Officers. \b) Township Officers. 124 1 J 33
a*
9
<5. B. C. P. O.—No. 175, F- C., 9(A), 6-9-1910—1,203—F. X. deC.
L


Full Text

PAGE 1

THE BURMA SUBDIVISIONAL AND TOWNSHIP OFFICE MANUAL THIRD EDITION RANGOON OFFICE OF THE SUPERINTENDENT, GOVERNMENT PRINTING, SURMA 1910

PAGE 2

LIST OF AGENTS FOR THI! SALE OF GOVERNMENT PUBLICATIONS. IN INDIA: THACKl!R, SPrr-.K & Co., Calcutta. \N. NEWMAN & Co., Calcutta, THACKER & Co., Bombay. HIGGINBOTHAM & Co, Madras. PROPRIETOR, HAI-THAWADDY PRESS, Rangoon. SUPERl1'TENDENT, AMERICAN BAPTIST l\11ss10N PRESS, Rangoon, IN ENGLAND: E. A. ARNOLD, 41 and 43, Maddox Street, Bond Street, \V. London. HENRY S. l
PAGE 3

• CONTENTS. CHAPTERS. !.-Departments of work and classes of documents II.-Procedure on receipt and issue of documents_ II !.-Registers iV.-Proceedings V.-Library and Maps ' VI.-Main fites Vll.-Correspondence vr 11.-Miscellaneous IX.-Petitionwriters , ... X.-Grant of copies and inspection of records APP EN DICES. 1.-List of registers to be maintained 111 Subdivisional and PAGE 4 9 10 20 23 24 31 33 3.5 Township Offices 45 11.-List of correspondence heads 48 -lll.-List of Main Files proper 50 IV.-Papers in proceedings which are not to be permanently preserved 55 V.-Classification of proceedings 56 INDEX 61

PAGE 4

PREFACE TO THE THIRD EDITION. THE experience gained in the seven years since the issue of the first edition of the Subdivisional and Township Office Manual has suggested several improvements in the arrangement of its instructions. previous editions of this Manual fictitious importance has been attached to Correspondence. Methods reducing correspondence were specified in sections 40 to 43 of the Second Edition, but the fact that the instructions relating to correspondence were given an unduly prominent pos1t1on, together with the elaborate rules contained in sections 45 to 53 of that edition, tended largely to reduce the. intended effect. The actual result produced may be summarized in the words of paragraph 5 78 of the Decentralization Report, which states with reference to Sub divisional Officers in Burma:" In regard to revenue matters they appear to have very little power, one witness describing them as Post Offices." This cannot be accepted as a true representation of the present functions of a Subdivisional Officer in Burma. Both Subdivisional and Township Officers have large and important executive powers, and the opportunity of the issue of this Third Edition is taken to impress upon these officers that their primary duties are those of administration. "Correspondence" has now been placed 1'rl last of the eight classes of documents .defined in section 7, a position justified by its definition as a remainder class (section 82). The positions of the chapters regulating correspondence and proceedings have been inter changed, and the treatment oftproceedings in Chapter IV is intended to indicate that by far the greater portion of the work .of Subdivisional and Township Officers should b; conducted '

PAGE 5

11 PREFACE TO THE THIRD EDITION. under its prov1s1ons. The same intention has led to an amplification of the definition of proceedings in section 36. 2. In addition to the modifications effected in Chapters IV and VII, Chapter II has been rearranged. Other altera , tions are of a minor character, being mainly concerned with the incorporation of the corrections to the previous edition. 3. The ,rnrk of recasting the Manual as outlined above has been done by Mr. C. M. Webb, !.C.S. The Manual was originally based on the District Office Manual and so tended to emphasize points of procedure more important in District than in Subdivisional and Township Offices. The procedure now enjoined is still the same, but an attempt has been made to emphasize more strongly the procedure as seen from the "side of the. Subdivisional Office or th~ Township Office than from the s' de of the District Office. The Manual is translated into Burmese, and a Burmese copy as well as an English copy will be kept in every Subdivi sional Office and every Township Office. Correction slips are issued quarterly from the Financial Commissioner's Office. Old editions are now superseded and should be destroyed, with the exception of one copy to be kept in the District Library for reference. By order, H. B. HOLME, Secretary to t/1e Financial Comnzz'ssi'oner . .... RANGOON, 14tlt March 1910.

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THE BURMA SUBDIVISIONAL AND TOWNSHIP OFFICE MANUAL (THIRD ED!TI01V) CHAPTER I. Departments of Work and Classes of Documents. I. The work of a Subdivisional or Township office is divided into five departments, namely,( 1 ) Judicial. (2) Registration. (3) Treasury. (4) Revenue (including Land Records). (5) General,-which includes all business not falling under any of the other four departments. The instructions in this Manual refer primarily to the Revenue and General departments, but in the absence of specific orders to the contrary they may be followed where applicable in the case of otlier departments as well. 2. Every Subdivisional and Township office should be supplied with an almirah for each department, and all proceed ings, correspondence-files and registers should be kept in the almirah of the department to which they belong and nowhere else. No almirah should exceed six feet in height from floor to top, and the cornice, if any, round the top should not project above it. The diagram below illustrates a type of almirah suitable for the Revenue or General department of most Subdivisional and Township offices. The twelve compartments provided for correspondence should be allotted among the various heads. In most offices under one or two of the prescribed heads (see Appendix II, page 48) no files will be required and it will be possjble to allot one compartment to each head. For example: in the illustration, which represents '

PAGE 7

.2 Departments of Work and Classes of Documents. a Revenue department almirah, Heads 11-Grnzing-grounds, and XII-Income-tax, are omitted:-9" ! 9'' I 8" ro'' 10'' Monday. Tuesday. Thursday. Friday. Registers. I I ro" I Wednesday., Saturday. i i A, B,C ! seals and _ ~ad. -I 10" 11 Oth_er I lPending proceedpendn_,g ' I incrs. proceed111gs. ') "' Completed proceedings I to be sent to I Mam files. Record-room.1 I l 1.-CapiI !.-Land. tation-tax or IV .-FishV -Town I thathameda. eries. Lands. I ---i VIL-Mines I IX E . : 8 " d i .xc1se VI.-Forests. .an 1 VI l !.-Salt.' (including i I mmera \ .. ) I products. opmm \ lCorrespondence. ~!.-Dis I . I 11 8,, X --Stamps tr1ct (Cess) XII I.-Mis 1., XIV.-Land I Fund Rev• I cellaneous. I Records. ; _ ___ 10" e~~; I 10" , 101 IJ 3. Every Subdivisional or Township Officer should keep a blank book called the "order book" in which to record (in half-margin) all orders passed bj, himself 9r by his superior officers in regard to the appointment, pay, punishment, or 1 dismissal of his clerks and peons, or concerning the distribution of the work of the office. Every clerk or peon affe::ted by an order in the order book should enter his dated initials in the blank margin against the order in token that he has read it. The Subdivisional or Township Officer will be responsible that his Court, compound and premises are kept clean, free from rank vegetation and in proper order. When both the Subdivisional and Township offices are in the same compound, the Township Officer will be held responsible. He will appoint a clerk, who will ordinarily be the Deputy Bailiff, to see that the sweepers and peons do their work. 4. Under Article 816 of the Civil Service Regulations all clerks and menials on the district establishment must maintain service-books in Form Nd. 23 of the Forms in the Appendices tb the Civil Service Regulations. The books of officers not actually serving in the District office, i.e., those serving in the

PAGE 8

Departments of Work and Classes of Documents. 3 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 ofuce, Article 818, Civil Service Regulations, and should not be at the dis posal 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 w;th Financial Department Circular No. 16 of 1905. Service-books kept by Subdivisional and Township Officers .should be sent every March to the Deputy Commissioner for .check and return. '5. In allotting the work of ihe office among his clerks the Subdivisional or Township Officer should, so far as possible, divide it according to departments, so that one or more departments may be entirely under the charge of a single clerlL As a rule, the clerk placed in charge of a department should keep the key of the almirah allotted to that department. Where the work of a department is divided between two clerks the senior of the two should keep the key. When . the Presiding Officer goes on tour the senior clerk left behind should keep the keys for the almirahs ordinarily under the charge of the clerk who goes on tour. The R egistcrs of Letters Received and Issued and the Local and Postai Despatch Books, which are common to all departments, should be maintained by a clerk who ordinarily does not accompany the Presiding Officer on tour (generally the Head Clerk). He should also be placed in charge of the library. Classes of Documents. 6. Every document kept in, received by, or issued from, a :Subdivisional or Township office bdongs to 0;1e or other of the following eight classes :-Registers (see C lzapter I! I). Main Files (see Chapter VI). Assessment Rolls. Proceedings (see C!zllpter Maps (see Chap.ter VJ. JV) Library (seq Cizap:ev V). Corr~~pondence (see C!tapAccounts (sef! Sectz'on 8). te, VI!). 7. Blank forms including blank registers and blank assessment-rolls are not regarded as documents. For their treatment see section 1 16, page 31.

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4 Procedure on Receipt and Issue of Documents. 8. The term " accounts" for the purpose of classification of documents means office copies or counterfoils or, in the case of passes or licenses, ti1ne-expired originals ofCommission 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 Miscellaneous) "f I d b d h J"k . 1 . General 9 , 1 not a rea y oun toget er I e saw-pit 1cense forms, classed as C and destroyed after one year. The Sub-treasury accounts are governed by special rules and not by the instructions in this Manual. CHAPTER II. Procedure on Receipt and Issue of Documents. 9. The Subdivisional or Township Officer should open air covers himself when at his headquarters. He should s;ompare the contents,with the list noted in the top left-hand corner (see section 22, page 7). When possible he should at once pass orders directing what action should be taken. Immediately after receipt, every document should be stamped with the date of receipt. Excepti"on.-When he is absent all covers except those addressed to h;m by name, or marked confidential, should be opened by the senior clerk left in charge of the office. i\/ote.-Covers addressed to any officer by name or marked confidential rn~y be opened only by the officer to whom they are addressed. ' Receipt and Issue Registers. I O I R . f L R , d (Miscellaneous) d. 0. n y one e2:1ster o etters ece,ve G I an enera 135 R f L I d (Miscellaneous h Id b , . one .eg,ster o etters ssue G 1 6 ) s ou e Kept m .1enera 13 each Subdivisional and Township office. All documents to be entered will be numbered in one series for each register ; the series will run by the calendar year.

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Procedure on Receipt and Issue of Documents. 5 II. The Register of Letters Received should contain entries of-(i) All correspondence belonging to all departments with the exceptions noted in the next succeeding section. (ii) Proceedings in. the case of a Subdivisional office from another Subdivision and in the case of a. Township office from another Township. (iii) Notifications regarding transfers and appointments. (iv) Forwarding letters only in the case of receipt of docu ments belonging to the following ciasses : Registers, Assessment Rolls, Maps, Library, Accounts, and Main Files. 12. The Register of Letters Received should not contain entries of-(i) Proceedings, except the restricted class specified in section 11 (ii). (ii) Enclosures received with a list or letter (the list or leLter alone need be entered). (iii) Reminders. (iv) Periodic Returns. (v) Processes. (vi) Telegrams or maps received in connection with proceedings. ( vii) Actual documents belonging to the following classes : Registers, Assessment Rolls, Maps, Library, Accounts, and Main Files. ( viii) Correspondence sent through the Subdivisional or Township Officer to an officer or person within the Subdivision or Township. (ix) Reports from tlzugyzs and officers subordinate to the Township Officer. (x) Any cla.ss of correspondence concerning which the Commissioner directs non-regi'stration. 13. After entry in the Register of Letters Received the serial number from the register shall be written on the top righthand corner of the first page of the document. 14. Before issue from a Subdivisional or Township office documents as prescribed below should be entere
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6 Procedure on Receipt and Issue of Documents. ", (Orgl.)" should be written after the number : e.g., 150-IV (Orgl.). Hxceptz"on.-The File Symbol should be omitted from telegrams, which should commence with the plain number taken from the Issue Ref;ister. J:5-The Register of Letters Issued should contain entries of-(i) All correspo:1dence belonging to all departments with the exceptions noted if! the next succeeding section, (ii) Proceedings from another Subdivision or Township (iii) Telegramsc, (iv) Forwarding letters only in the case of issue of docu ments beh1ging to the following classes : Registers, Assessment Rolls, Maps, Library, Accounts, and Main Files. 16. The Register of Letters Issued should not contain entries of-(i) Proceedings, except the restricted class specified in section r 5 (ii). (ii) Enclosures received with a list or letter (the li'st or letter alone need be entered). (iii) Reminders. (iv) Periodic Returns. (v) Processes. ( vi) Actual documents belonging to the following classes : Registers, Assessment Rolls, Maps, Library,' Accounts, and Main Files. ( vii) Correspondence sent through the Subdivisional or Township Officer to an officer or person witpin the Subdivision or Township (Documents of this nature should be marked " Forwarded " over the dated signature of the Subdivisional or Township Officer and entered in the Despatch Register on1y). (viiiJ Circular orders to thztgyis and officers subordinate to the Township Officer. (ix) Any class of correspondence concerning which the Commissioner directs non-registration. Receipt and Issue of Proceedings. 17. The procedure to be followed on receipt of applications and petitions is laid down in sections 35 to 44 (pages 10 to iz). -

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Procedure on Receipt and Issue of Documents. 7 18. Proceedings from another Subdivision or Township are not entered into the Register of Proceedings. They are treated as corresponcience, and the method of receipt and issue is described in sections 11 to 16 above. \i\Tith this exception the record of the receipt and issue of proceedings is effected by means of the Proceedings Register (see section 46) as described in the three following sections. 19. When proceedings are sent to another officer an entry '' D.C.", " S.D.O. --", "T.O. -" or the like, with the date of despatch taken from the Despatch Register, should be made in the Register of Procetdings. (i) The entry should be in pencil if it is anticipated that the proceedings will be returned. (ii) The entry will be in black ink if it is not anticipated that the proceedings will be returned. (iii) The entry will be in red ink if there has been a pre vious black ink entry, and the proceedings are submitted for final disposal. 20. When proceedings are sent to the Record"room by officers not at headquarters, the en:ry "R.R." in red ink, with the date of the inventory with which the proceedings are sent, should be made in the Proceedings Register. 21. When proceedings are received from another office, a reference to the fly-leaf ( section 47) will shew if they have been previously entered in the Proceedings Register. {i) l.f not, they should be entered at once, and this entry will be taken as the record of receipt. "' (ii) If they have been entered previously, their return will be indicated either by erasing the pencil entry of despatch [ section I 9 (i)J, or, if the entry of despatch was made in ink [section 19 (ii)], by a pencil note of the dat9e of return. Despatch of Documents. 22. One or more Local Despatch Registers m Form ~:~~!:~e~t and one Postal Despatch Register 111 Form _Miscellan~~1:1~ should be maintained. In one or other of these General 13A should be noted all documents issued. The contents of each

PAGE 13

• ,g Procedure on Receipt and Issue of Documents. cover should be described on the outside by writing at the top foft-hand corner-(i) the number from the Issue Register (in the case of documents entered therein) ; (ii) the proceedings number and year (in the case of proceedings); (iii) the name of the return (in the case of a prescribed re:urn ; (iv) the number and description (in the case of Registers, Assessment Rolls, Maps, Books, Accounts, and of Processes sent to another office); ( v) the words " 2 ( or more) reminders " ( in the case of reminders). Receipt and Issue of Documents on Tour. 23. When the Subdivisional or Township Officer proceeds on tom he should take 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 (see section 1 1, page 5) 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 by the calendar yearJ and will be distin guished from-a letter issued at headtiuarters by having the letter "C" prefixed to its number, e.g., " C-105." Ordinarily, however, documents dealt with on tour should be sent to head quarters with the necessary orders for final action. Miscellaneous. 24. In order to reduce the co~ of postage, as far as possible, small covers of half bleached paper should be used for memoranda and quarter-sheet letters unless they can be dealt with under section 25. 25. When several documents are addressed to the same officer on the same day, they should, if possible, be enclosed in a single cover. 26. As few postage labels as are sufficient to cover the postage should be attached to covers. 27. Official correspondence should be sent through the post in covers of not more than sufficient size. The transmission of a small packet in a large cover involves a waste of stationery

PAGE 14

Registers. 9 and of postage stamps, and renders the packet liable to .damage in transit. . 28. Confidentia\ communications must be placed 111 a strong cover aci'dressed by name, sealed with :Vax, and enclosed in an outer strong cover of about the same s17e a~dressed by -0fficial designation and not by name, and, if of importance, should also be registered. The vvord " Confidential" should be written on the inner cover and not on the outer cover. CHAPTER III. Registers. 29. Appendix I, page 45, contains a list of registers to be kept up in the Revenue and General departments of Subdivi sional or Township offices. This list does not contain regis ters, such as the register ot stamp proceedings, income-tax registers and the like, which are maintained only by Subdivi sional Officers who have been specially appointed Collectors for the purposes of the Stamp, Court.-fees, or Income-tax Acts. Registers prescribed under the Births, Deaths, and Marriages Registration Act have also been omitted. 30. Every register should have its name and number taken from Appendix I 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 plainly written on the outside of the front cover and on the back. 31. Registers should be kept standing upright in the compartments reserved for them in the almirah (see section 2, page 1). 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. If there is not room in the almirah for all completed registers a rack or shelf should be provided and the registers for which there is not room in the almirah kept there. 32. When the first entry is made on any page of a reaister the headings of that page should be fully entered up. 0 The year to which the entries relate should be written at the top of each page. 33. The last two columns of Appendix I, page 45, show how completed registers should be disposed of. The second

PAGE 15

10 Proceedings. last column shows whether registers should be kept in office permanently or to be destroyed after _a fixed period, or sent to the Record-room. The last column shows whether they are to be kept permanently in the Record-room or destroyed, the letter A denoting permanent preservation, and B preservation for six years from the 1st January following the date of the last entry. CHAPTER IV. Proceedings. 34. The term "Proceeding" means documents forming the record of any 1T1atter in which(a) an officer exerci"es or is asked to exercise any power given to him by law ; (b) any person may be entitled to show cause against an order being passed. kote.-Any series of documents leading to the passing of an administrative or executive order should ordinanly be treated as a proceeding, not as corr_espondence. E xceptons . Assessment Rolls. Circular orders to thugys. Processes received from another office. Orders calling for records in appeal or revision. Applications. 35. Applications and petitions should be received daily at a fixed hour by the Subdivisional or Township Officer himself, 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 presented . should be affixed to a notice-board outside the office. 36. 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. 37. Every insufficiently.or improperly stamped application and every appiication written in contravention of section I 26 of

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Proceedings. I I this Manual should be endorsed" insufficiently'' or" improperly stamped " or " written in contravention of section I 26 of the Subdivisional and Township Office Manual,'' as the case may be, and returned to the person presenting it. 38. Every application and petition presented to the wrong officer should be endorsed "Returned for presentation to the ......... " over the Subdivisional or Township Officer's dated signature, and returned to the person presenting it. 39. Documents returned under the last two sections not being "filed or acted upon" (see section 30, Court Fees Act), the stamps should not be cancelled. 40. Except as provided in sections 37 and 38, applications and petitions must not be returned to the persons presenting th_em, but must be filed. 41. Under section 30 of the Court Fees Act it is the duty of the Subdivisional or Township Officer himself to see the stamp punched before he passes any order on the petition. 42. 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 48, page 14), 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. 43. Every application, except (a) for a copy, (b) under section 25 of the Income-tax Act, (c) an application instituting proceedings for the recovery of revenue, (d) applications by thugyz's for commission, and every written statement or objection tendered in response to a notice or order, should, if admitted, be registere1 immedi ately on receipt in the Register of Applications in Form Revenue h' h h }d 1 ffi ' Miscellaneous Register 1' W IC . S OU a ways aCCO!Upany an O Ctr on tour, and the serial number of the entry in that register, together with the date of presentaticn, should be written at the top of each application in ink, thus: " 7.!~~1-" Separate registers should be kept up for the Revenue and for the General department. The serial numbers should run by the agricultural year, commencing r st July in the case of the Register of Revenue Applications, and by the calendar year in the case of the Register of General Applications.

PAGE 17

12 Proceedings. 44. An application should ordinaril~, institute a new pro ceeding. The principal exceptions to this rule are :(i) Applications of thugyzs for commission (these are treated as correspondence). (ii) Applications which should be filed in an Aggregate Proceeding (see section 48 beiow). (iii) Applications which should be filed in an Amalgamated Proceeding (see section 49 below). (iv) Applications which are subsidiary to, or intimately ~onn~cted with, some pending prnceeding already Ill existence. Formation of Proceedings. 45. When an application initiates a new proceeding, a diary sheet (Form ~li.:c~;~:n;~~,. 1 ) shall be attached, unless a special order sheet has been prescribed, in which case a diary sheet may be dispensed with. The diary should contain a complete history of the proceeding, shewing all the successive steps taken, e.g. :(a) The date (and, if received at any place away from headquarters, the place) of receipt of every application and report filed in the proceedings. (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 Subdivisional or Township Officer 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 elsewhere in the proceeding; the latter alternative is prefer able. (e) The date of every order passed in the proceeding and the date (if any) to which the case is adjourned. Every order must adjourn the case to a day certain. If the Presiding Officer 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

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Proceedings. 13 a local investigation" is prohibited. If the Presicling Officer has by inadvertence not fixed a certain date, the clerk in charge of the proceeding should resubmit it for orders. (/) The number and date of the chalan showing credit for any sum realized in the course of the proceeding. (g-) A note that every order has been communicated 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. Both orders and reports, if brief, can be recorded on the diary sheet. If lengthy, orders and reports should be recorded on a separate sheet (in Form t1iisc~,~~~::;. 2'i in the case of Revenue applications and in Form M_iscellaneous in the 'case of General General 9::; applications). . When this is done a brief note of the order should be entered on the diary as well. 46. After the diary or other order sheet has been attached, each application should be entered i:1 the Register of Proceedings. Fresh entries should be made daily after receipt of all the applications for the day. ( 1) The Register of Re venu~ Proceedings (u~evi:~~ :.!i!) should contain revenue proceedings, other than proceedings for the recovery of revenue, under all heads, except inc_ome-tax, for which a special form of regis_ter is prescribed, and the serial number for all proceedings should run by the agricultural year beginning 1st July. ( 2) The Register of General Proceedings (M~~1~:~:;~~"") should contain all proceedings in the General department, and the serial number for all proceedings should run by the calendar year. 47. After entry of an application in the Register of Proceedings the clerk should attach a fly-leafto it. This fly-leaf shall be in Form Mis~;1~::~~. 2 in the case at Revenue Proceedings and M:i~~~~;:~~ in the case of General Proceedings. The number on the face of the fly-leaf will be the serial number in the Register of Proceedings. The "references " are intended to shew any connected file or proceeding which bears on the same matter. F-or example, fishery lease proceedings, excise license proceedings, grazing-ground proceedings frequently recur, and refer to the same fisheries, licenses and grazing-grounds respectively. It is convenient that there should be on the fly-leaf of each such proceeding a reference to proceedings of the previous year or

PAGE 19

Proceedings. period referring to the same fishery or lease or grazing-ground. The list of documents on the back of the revenue fly lE-af should be carefully kept up, each document being entered z'mmedately after being lodged in the record. 48. Every application which is not subsidiary to, or intiRevenue Department. (i) Applications for copies. (ii) Applications for certificates to bid at fishery auctions. (iii) Applications for net licenses. (iv) Applications for licenses to extract minerals. (v) Applications for saw-pit licenses. (vi) Applications. to extract forest produce. (vii) Applications to burn charcoal. Ge11e1'al D~partment. (i) Applications for pwe licenses mately connected with, a pro ceeding already in existence shall usually form a separate proceeding record under a separate fly-leaf, but in the cases marginally noted a single proceeding fly-leaf m Form Revenue h Id t • ll Miscellaneo,is82 S OU con ain a applications of. the same kind made during tl1e year (z'.e., the agricultural year in the case of Revenue applications and the calendar year in the case and the like in which final orders can of General applications). Such be passed at once. records of proceedings are called "Aggregate Proceedings," anJ 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 :Y.JG:?_). Applica tions filed in aggregate proceedings should not be individually registered in the Register of Proceedings, 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, as also the custom of casing such applications in correspondence-file covers. But under each head of revenue there may be one aggregate proceeding for petitions for remission of that revenue, which were rejected at the time of presentation. 49. 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.

PAGE 20

Proceedings. Copies of the orders entered in the diary of the proceeding down to the date of severance should be copied into the diary of each new proceeding. Such proceedings should be cased in the ordinary fly-leaf (Form Mis:~~1e;;~~1 •11 in the case of Revenue P d . d F Miscellaneous • h f G l p rocee rngs an orm -viTiage• 31 m t e case o enera roceedings). 50. When an application is subsidiary to, or connected with, a proceeding 'already in existence, a fresh proceeding should not be started. If the prior proceeding is in the office it should be put up with the application for orders. The application should then be filed in that proceeding and entered in the " List of Papers'' on the reverse of the fly-leaf. If the prior proceeding is not in the office two courses are open:-( a) Either the proceeding can be called for and then put up with the application for orders, (b) Or the application can be sent (without being made into a proceeding) to the office where the prior proceeding is at the time, with such order or report as may be necessary. Officers must use their discretion as to. which of these two courses is to be adopted according to the circumstances. Ordinarily the second of the courses suggested will be found most suitable. 51. Proceedings in connection with the taking of security for the rent of a fishery, for the resale 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-proceeding-s should, as a rule, never be considered closed till the term of the lease has expired and all the rent has been credited, a note of each realization being made in the diary. Similarly in the case of proceedings in connection with agri cultural advances, ferry and excise auctions, etc. Separate proceedings should not, as a rule, be opened for refund pro ceedings as they are intimately connected with the remission proceedings. No new proceeding should be opened without ascertaining whether or not there is an existing proceeding on the same subject. This principle must not, of course, be carried too far: e.g., fishery sale-proceedings for one year are not intimately connected with the fishery sale-proceedings of another year. Potta proceedings should not be kept pending after the lease or grant has been signed and made over to the applicant and the counterpart has been received back from the surveyor, but, if it is afterwards proposed to resume a grant or lease, the resumption proceedings should contain a reference

PAGE 21

Proceedings. to the original proceedings. Further, this does not apply to applications for copies which are filed in aggregate proceedings as laid down in section 48 {page 14), or to applications for recovery of revenue which form the starting point of separate proceedings, and are registered solely in the Register of Revenue Recovery Pro~eedincrs (Form . Revcr.nc ) C b M1scellaneo11s 79 • 52. When a Subdivisional or Township Officer, on receiving any application, or in the course of any enquiry which forms the subject-matter of a proceeding, has occasion to report or to refer to another officer within the &,trict for a report or for orders, he should usually send the proceeding to that officer, with the report, the order calling for a report, or the request for orders entered on the diary. When a report is called for, a date for return of the proceeding should be fixed. All papers in a proceeding should be noted on the diary in chronological order. Copies should not be, and forwarding letters should not be, sent with the proceeding backwards and forwards (see section 19, page 7). . The practice of stitching or pinning two or more proceedings together is prohibited. If several proceedings are under consideration together they should be kept in a flap; and if sent together to another office they should be tied loosely together in a bundle with the leading proceeding on the top. When final orders have been passed the bundle should be broken up. . 53. 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 aftcr 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 anci 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. 54. From the commencement of ev~ry proceeding the papers should be divided into two files, namely, the proceeding file and the process file. On the proceeding file should be placed i11 chronological order all the papers marked A and B under section 58, the diary being placed at the beginning. On the process file should be placed all the papers marked C under section 58. A f!v-leaf in Form ~,enue_3 should be ., 1v11scellaneaus, attached to the process file.

PAGE 22

Proceedings. 55. The number and date of a chalan for money received in the course of any proceeding and paid into the treasury or sub-treasury by the Subdivisional or Township Officer should be noted on the diary. As the Form (T.F. No. 2C.) is in triplicate, the treasury keeps one copy, the Akunwun gets a second, and the payer gets the third; it is only when the payer is the Subdivisional Officer or Township Officer himself that a copy of the chalan will be available for filing in the proceedings. If it is available it should be filed. Records of Proceedings. 56. 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. Pro:::eedings should be gradually built up as the case proceeds, the papers being filed in the manner indicated in sections 58 and 59 and fastened by cord or a narrow tape passed through two holes six inches apart on the left-hand margin and equi distant from the centre. They should be kept lying flat, not standing upright, both before and after deposit in the Recordroom. . 57. 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 a 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. 58. All papers which are to be permanently kept should be marked A. All papers which are to be kept for six years should be rriarked 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 Band C respectively are specified in Appendix IV, page 55. (These lists are, for the present, provisional only.) All other papers should be marked A. The clerk in charge of the record should, under the personal supervision and direction ?f the Subdivisional or Township Officer, stamp each paper with Its appropriate letter and enter the letter in column 2 on the reverse of the fly-leaf. 59. There are certain classes of proceedings in which none of the papers are worthy of being permanently preserved. They are specified in Appendix V, page 56, as belonging to

PAGE 23

Proceedings. 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. 60. The completed proceedings of Subdivisional and Township Officers at headquarters should on the first open day in each 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 in the Register of Proceedings, opposite the entry of each record which has been delivered to him. 61. ( 1) All the completed proceedings of Subdivisional and Township Officers not at the headquarters of a district should be sent to the Revenue Record-keeper at t_he headquarters of the district immediately after the close of March; June, September and December in each year. (2) They should be accompanied by an inventory in duplicate in Form Misc~:::~'.:: 6 A 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. (3) A brief note should be made in the last column against the number of each proceeding which is not sent to the Recordroom. Example-{a) If a proceeding is not yet completed, write "Pendz'ng" in pencil against the proc.eeding ; (b) If a proceeding has been submitted for final orders to another office in the same district, write in ink "T.0.", "S.D.0." or " D.C.", as the case may be. Add the date of despatch as shown in Despatch Register. (4) If a proceeding already bears a number of the Subdivisional or District office, that number should be entered in the appropriate column. (5) As the Village Proceedings Register (Form Mt~~;!~::0~;) has no separate columns for the numbers of the different offices, these shall be entered as follows-No. { The top number is that of the Deputy Commissioner's office, the middle that of the Subdivisional office, and 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., Revenue Proceedings should be entered in one inventory, and Revenue Recovery

PAGE 24

Proceedings. 19 (Land Revenue) Proceedings in another and the inventory should be placed in a Main File cover. (7) Inventories should be written up daily from the Registers of Proceedings so that they may be ready for despatch at the close of each quarter. Both copies of the inventory should be checked and signed by the Subdivisional or Township Officer. (8) The Revenue Record-keeper should check the proceedings 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. (9) The Record-keeper should then return one copy of the inventory to the Subdivisional or Township Officer. ( IO) At the end of each succeeding quarter the Subdivisional or Township Officer will send back the inventory accompanied by such of the remaining proceedings as are completed. The Record-keeper will acknowledge receipt of the proceedings in both copies of the inventory as provided in clause (8), and will return one copy as provided in clause (9). ( 11) When the receipt of all proceedings in an inventory has been acknowledged by the Reyord-keeper, the Subdivisional Officer or the Township Officer will retain that inventory in his office. (12) Inventories retained under clause (u) may be destroyed from time to time by inspecting officers after all the proceedings enterLd therein have reached the Record-room or have been otherwise accounted for. An inventory so destroyed should be replaced by a note in the following terms :" Destroyed inventory of proceedings from No. both inclusive. (1J) * (14) * to No. (Szgned) (Dated) of 19 -19 " ( 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. * These sub-paragraphs appear in section 310, District Office Manual, and apply only to the District Office.

PAGE 25

20 Library and Maps. 62. When all action on a proceeding has been completed it should be sent to the Record-room by the officer who has last dealt with it. For instance, some proceedings originate in the Township office, are submitted for orders through the Subdivisional Officer to the Deputy Commissioner and are returned with the Deputy _Commissioner's orders which the Township Officer has to carry out. When the Township Officer has carried out the orders he should send the proceedings direct to the Record-room. CHAPTER V. Library and Maps. 63. The Subdivisional or Township Officer is responsible for the preservation in its integrity of his office library. \i\Then official publications are found to be missing from the library the officer in charge at the time when they are found to he 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 not in the library catalogue at the time when he assumed charge, or that they have become worn out and been destroyed. In taking charge of an office a Subdivisional or Township Officer should check all the entries in the library catalogue. 64. The printed standard list of books prescribed in Local Government Circular No. 56 of 1903, as amended by Circular No. 2 of 19061 shall be used as the library catalogue with the amendments made by the Deputy Commissioner in virtue of the discretion given to him by paragraph 2 of Circular No. 1 o of 1898 and those necessary to bring the list up to date entered in manuscript. In most Subdivisional and in some Township offices there will be a number of miscellaneous publications which find no place in the standard list. The Subclivisional and Township Officer should go through these as soon as possible and weed out all which are not' obviously useful. In carrying out this work he should remember that old editions of manuals of books and elaborate works of reference are not required by an officer of his status and that every book not patently necessary is so much useless lumber. When he has completed his task he should forward the list of publica tions not required to the Deputy Commissioner for orders as

PAGE 26

Library and Maps. 2 I to disposal, and on receipt of orders make out in manuscript a supplementary list of those publications which he has decided or been ordered to retain and append it to the printed list amended as indicated above. The printed and supplementary manuscript list should be kept within Main File covers. The publications themselves should be arranged in the order of the printed and supplementary list and kept standing upright in locked almirahs. The keys of the almirahs should be in the hands of the senior of the clerks who do not ordinarily go on tour, , and he should be placed in charge of the library. 65. The duties of the Librarian are as follows :-( 1) To take charge of all books and publications made over to him by the Subdivisional or Township Officer ; (2) To maintain the library catalogue (section 64), entering therein all publications, except unbound seri3:I publications (section 67), immediately on receipt; (3) To place each publication as soon as possible in its proper place in the library almirahs; (4) To keep each series of Law Reports and other publications 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 67) ; (5) To insert correction slips in the various manuals; (6) To report at once any loss of or injury to the books under his charge to the Subdivisional or Township Officer, and to bring to notice any publications which require binding or rebinding ; (7) To submit the current files of serial publications (section 67) for inspection once a month, bringing to notice any delay in the receipt of serial numbers; (8) To submit a report of the books removed and not returned. Correction slips for the various manuals should be pasted in their places within a '.veek of their receipt, and the clerk should invariably report to the Presiding Officer that this has been done. They should always be pasted on the inner margin of the page, and as near as possible to the passage to be corrected.

PAGE 27

2'2 Library and Maps. 66. One of the office peons should be appointed to assist in dusting, moving, and replacing books, and this should be done not less frequently than twice a month in the rains and once a month during the remaining months. 67. Unbound publications, such as Acts and Law Reports, which form an annual series, should be placed in separate files, \Vhen the annual series is complete it should be bound. 68. Officers who ordinarily receive copies of enactments from the Legislative Department of the Government of India and from the Superintendent of 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 be filed with the ordinary copies on thick paper, which are kept together in the current annual series for binding under section 67. 69. Subdivisional and Township Officers at the headquarters .of districts have access to the District library and do not require separate libraries of their own. Every such officer should, however, maintain a list of the books in daily use by himself and his clerks. \:Vben a Subdivisional and a Town ship Officer have their offices in the same building, only one set of books in English and one in the vernacular should be kept. 70. No newspapers, periodicals, or books not published by Government may be purchased or subscribed for without the previous sanction of the Commissioner up to an annual limit of Rs. 1 oo in the case of each district, and of Government over that limit. Applications for books which are published by Government should be made to the Deputy Commissioner and not direct to the Superintendent, Government Printing. 71. The copy of the Burma Gazette supplied to Subdivi sional or Township Officers should not be bound. Part V and the Extra Supplement of the English copy, and Part lI I, and the Supplement of the vernacular copy may be destroyed at the end of the calendar year. The remaining parts of both copies should be filed together by parts and kept for three years, after which they may be destroyed or sold as waste paper. 72. 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.

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Main Files. 23 CHAPTER VI. Main Files. 73. Main files are of two kinds, namely, annual circular files and main files proper. They should all be cased in 11 (F Miscellaneous ) strong ye OW COVerS Orm Cicneral 12J , 74. 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 is received, the annual bound file should be transferred to the library. 75. There will be four annual circular files in the Revenue department, namely,-(a) Financial Commissioner's Circulars. (b) Circulars of the Commissioner of Settlements and Land Records. (c) Circulars of the Director of Agriculture. (d) Circulars of the Excise Commissioner. There will be one annual circular file in the General department, namely,-(e) Local Government's Circulars. Each of these files will contain in serial order. all the circulars issued by the Financial Commissioner, the Commissioner of Settlements and Land Records, the Director of Agriculture, the Excise Commissioner, or the Local Government during the calendar year. Translated circulars should be kept on files separate from the copies in English. 76. Main files proper are permanent, not annual, and run on without reference to years. They should, as a rule, contain merely such standing orders as do not appear in manuals, papers of permanent interest and a table of contents • F ~liscc!laneous A J' f h • fiJ h' b h Jd 10 Orm General a , !St O t e mam es proper W lC . S OU ordinarily be kept up in a Subdivisional or Township office and of their contents is given in Appendix III (page 50). Orders which are not applicable to a particular subdivision or township should, however, not appear on its main files proper. The list of contents is not intended to be exhaustive, but as a rule any orders not specified in the list which are marked " For Main File proper " when issued from the District office should be placed on the main files proper of a Subdivisional or Township office. 77. When a standing order is given incidentally in a letter on a particular subject, an extract from the letter should be ...

PAGE 29

Correspondence. made for the main file proper. The Subdivisional or Township Officer when passing orders on any letter should invariably note the part or parts of it (if any) which should be placed on the main file proper. This does not apply to orders merely directing the Subdivisional or Tovmship Officer to observe any standing order recorded in some manual or circular. 78. Annual circular files should be kept up to date by noting on the margin,'' Cancelled (or amended) by No. of 19 ." 79. 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. An order is not necessarily dead because it is superseded. For example, old rules about house-site leases may be required for reference. CHAPTER VII. Correspondence. Bo. Correspondence means all written communication received in, passing through, or issued from an office, which do not belong to any of the other seven classes of documents, together with the office notes, memoranda, reports, etc., written to explain, illustrate, or furnish data for replies to communica tions. Personal matters relating to officers are treated as proceedings if they come under the provisions of section 34 above. Otherwise they are classed as correspondence. Correspondence also includes(i) Circular orders to thugyz's. (ii) Processes received for service from another office. (iii) Orders calling for records in appeal or revision. (iv) Annual reports and returns. (v) Proceedings from another Subdivision or, in the case of a Township office, from another Township. (vi) Applications by thugyz's for commission. 81. In the absence of special orders to the contrary, a. Subdivisional Officer should address his own immediate supe rior, the Deputy Commissioner, and a Township Officer the Subdivisional Officer.

PAGE 30

Correspondence. Exception.-(i) Letters acknowledging r~ceipt of books or other articles should be addressed and sent direct to the officer who sent the articles. (ii) Letters calling fo~ and submitting records should p~ss direct between a Township Officer and the Deputy Comm1s s10ner. (iii) Subdivisional and Township Officers sho1;1ld cor~espond direct with the Treasury Officer about the routme busmess of the Sub-treasury. 82. 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 office) oo.-(Name of Monk) roc;;orn:in. The use of any other form of address for such communications and of any supplicatory form in the body of the communication is forbidden. Communications which can suitably be made in English should be so made. 83. Correspondence of a formal official character between a Deputy Commissioner and his subordinates at headquarters, or between subordinate officers at the same station, is prohi bited. By far the greater number of references between officers is effected by means of proceedings, and the method of conducting such references is desc:ribed in section 52 of this Manual. Ordinarily officers in the same station, who wish to consult each other, should do so by personal interview. If a written reference cannot be avoided a memorandum in Form ~liscellane,us h ld b d f f d 1 n.& n-:-o:-u s ou e use or re erence an rep y. 84. Similarly, the majority of references between a Deputy Commissioner and his subordinates at outstations will be effected by means of proceedings. \,\There correspondence is necessary d . F Miscellanenno h ld d. . 1 d a mem oran um m orm n. & o.o. 14 s ou or man y be use both for communication and reply. Official correspondence should be resorted to as seldom as possible and the use of cumbrous official forms should be avoided. 85. vVhen 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 ambi guities, a letter should not be written. If only one question has b l d F ~Pscellaneons h Jd b d If J to e as ,e , orm o. & n.o. 1-. s ou e use . severa questions have to be asked, the form of Notes and Queries (Form Miscellaneous) 'J] b • bJ J ' h ffi ---a-enera1 4 WI e more smta e. n e1t er case no o ce copy should be kept. The questions should be returned with the answers on the same paper.

PAGE 31

Correspondence. 86 Correspondence in Forms Miscellaneous and Miscellaneous should D.&: D.O. H General 4 be numbered. The use of an order sheet in Form 111_isceu,neous General 7 is prohibited for correspondence of this nature. 87. The Subdivisional or Township Officer must use discretion about making office copies of correspondence. They will seldom be needed. For example, no office copies will be needed in the, following instances :-(i) Letters advising the despatch of books or the return of processes from another office. (ii) Letters advising the receipt of documents or of merely formal letters. ( iii) Correspondence in Forms l\lisco11aneous and l\1isce~a11eou,, D. & D.O. H General 4 (iv) Periodical Returns. Note.-Office copies of all telegrams sent must be kept. 88. Reminders should invariably be dealt with by the Subdiv.isional or Township Officer himself. He should give a short explanation of the delay on the reverse, and should state the probable date on which the letter or return called for will be sent. Reminders should be promptly returned, after being entered in the Despatch Register only. A note of the despatch of reminders issued should be made in the margin of the office copy of the original document, or, in the case of pro ceedings, in the Remarks column of the Proceedings Register. 89. Elaborate drafting of letters will seldom be necessary. In correspondence in Forms Miscel!~~ and ~iscellaneous the Sub-D. & D.O. l'l General 4 J divisional Officer or Township Officer himself (or in matters of a trivial or routine nature, the clerk in charge of the depart ment) will write the actual communication to be sent, no office copy being kept. When formal correspondence is unavoidable it should be conducted under the following rules. 90. Drafhng(i) The draft should be written on half-margin. (ii) All references quoted should be sufficiently com plete to make identification easy. (iii) Paragraphs should be numbered. (iv) Each letter should be confined as far as possible to one subject only. (v) Every reply should be complete. If a question cannot be fully answered a reason for the omission should be given.

PAGE 32

Correspondence. (vi) Correspondence from subordinates should not be forwarded with a mere endorsement. The for warding letter should contain a brief but intelligent precz"s of the matter submitted. . (vii} The Subdivisional or Township Officer should either draft replies or indicate the nature of the reply to be sent. 91. Copyz'ng(i) An inner quarter-margin and a space of an inch at the top and at the bottom of each page should be left blank. (ii) In every case in which there are enclosures to a letter or endorsement, a detailed list of them must be given at the foot of such letter or endorsement, .___-and a line rn ust be drawn in the margin, as shown opposite to this secti6'n, as a reminder to the despatching clerk to see that the enclosures are duly attached. (iii) When the copy is completed the clerk in charge of the department or other copyist should write at the foot of the draft " Copied by " and add his initials and the date. At 4 P.M., or such other hour as may be fixed, the clerk should submit all fair copies to the Subdivisional or Township Officer for signature. { iv) It is the duty of the officer who signs any letter to read it and see that it is correct before he signs it. The clerk in charge of the department is respon sible for seeing that all copied enclosures are correct, and should mark them at foot, "True copy,'' over his signature. 92. Annual repor:ts should be written on half-margin and on one side of the page only, and each paragraph should commence on a fresh sheet. 0 93. Subordinate officers at District headquarters should not keep any copies of periodical returns which they ,,ubmit to the Deputy Commissioner. The original draft, if it is not much ?i~figured hy corrections, should be signed ~nd submitted ; if 1t 1s much disfigured, a fair copy should be made, and the draft should then be destroyed. 94. A Calendar of Periodical Reports and Returns, due in and from the office of a Subdivisional or Township Officer, should be prepared annually for each department in Farm Revenue d k . h d f Mioccllaneous lltl an ept 111 t e epartment Or reference. 3

PAGE 33

Correspondence. 95. 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 iabour. 96. The use of starn ps for affixing signatures is forbidden except in the case of formal printed orders, forms, or notices, and when allowed by the Post Office Rules. Telegrams. . Section 14 gives instructions as to the numbering of telegrams issued. A copy should be kept in the appropriate file or proceeding. 98. Whenever a telegram is despatched from a place where there is a telegraph office, t,he 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. 99. 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 Sandoway on the I st February should begin as follows: '' (Here enter the number) Sandoway, First February .•.•..... " 100. When a telegram is repeated the date and place of despatch should always be given, as it is impossible, unless this is done, for the addressee to know when and from what'place the repeated telegram was originally despatched. Thus, in repeating a telegram from the Township Officer, Salin, despatched on the 1st February, the officer who repeats the telegram should telegraph as foliows: "(Here enter the number) Township Officer, Salin, telegraphs: Salin, First February. Begins.: * * * Ends." 101. Unless under general or special instructions to the contrary 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. 102. If the sender of a telegram desires that the telegraphic reply shall be sent to some other station 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.

PAGE 34

Correspondence. 103. 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. 104.* 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 ( b) in cases where the despatching officer knows that the line is blocked, and considers his message suffici ently important to~ake precedence of ordinary traffic. 105. * 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 th_e telegram the designations of all the officials to wnom the telegram has been repeated. This should be done only iri exceptional circumstances and for special reasons. " ' In the great majority of cases, when a telegram is addressed to several officers, the case is governed either by specific orders or by a well-understood practice, and the officer receiv ing the telegram will assume that the officer despatching it has obeyed the orders or followed the usual practice. 106.* 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 telegram is not specifically ordered. 107.* 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 serN the same purpose. * Government of India, Department of Commerce and Industry, Resolution No. 1861-1894-50, dated the 4th March 1909.

PAGE 35

_ 30 Correspondence. 108. * Service stamps only shall be used in payment of State telegrams. A supply of service stamps sufficient to cover the cost of telegrams as well as of letters, should therefore be obtained from the Tr~asury. In affixing stamps to telegrams, care should be taken to use the smallest number possible, and stamps of the higher values should be procured to such extent as may be necessary. 109.* No cash entry will be made by the Telegraph office in thereceipt for any telegram paid for in service stamps. If any officer is compelled to send a telegram at a time when he is temporarily without servifi,e stamps, he should pay for it in cash, and the receipt grante"o to him will then state the value of the telegram, but will not bear on it the word "State." State telegrams sent from railway stations will, for the present, be similady paid for in cash. The value of the telegram may subsequently be recovered from Government, the officer con cerned 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. Correspondence Files. IIO. No Register of Correspdbdence-files should be kept, and, except as specified belovV, only one correspondence file should be opened under each of the heads specified in Appen dix I I (page 48). Each file should, except as specified below, contain all receipts and issues under one head during the calendar year. Each file should be known by its symbol in Appendix II : e.g., the " Fisheries " file should be known as " IV." No file should be opened till there is at least one paper to_ be put in it. Exceptions.-The file under any head may be divided into parts in the following cases only :-{a) ,vhen it becomes too bulky. (b) When it is found more convenient to keep each periodical return and its connected correspondence under a separate cover. Such parts may be distinguished by the .addition of the arabic numerals . 1, 2, 3, after the file symbol : e.g., the file • Government of India, Department of Commerce and Industry, Resolution No. 1760-1793-216, dated the 1st March 1909.

PAGE 36

Miscellaneous. ~I containing the fortnightly statement of land revenue outstandings might be kn'7n as I-2. . -III. Correspondence files should be case~l in coYers !n Form ~liscdlaneous and paged each sheet of paper bemg counted as one lreneral 9 ' page and not as two. I 12. Correspondence files of the previous two years and of the _current year shouid be kept together1 .divided by heads and not by years. Correspondence of earlier years should be destroved and application should be made to the Deputy Comrr;issioner by the Subdivisional or Township Officer yearly in the month of February for permission to destroy the files of tfie third preceding year : e.g., in February 1903, sanction should be asked to destroy the correspondence files of the year 1900. In carrying out this destruction care should be take11 to preserve such papers as appear likely to be of perma nent value or interest and have not already found a place on some main file. Such papers will then be placed on the appropriate main file. CHAPTER VIII. Miscellaneous. I 13. Circular pieces of tin should be placed beneath the feet of every rack and almirah in the office to keep off white ants. 114. The contents of each compartmeHt of every rack ( or almirah) should be removed, dusted and replaced once a month in the dry weather and twice a month in the rains. A rack ( or almirah) will occupy a peon an hour orless. The work should be done systematically, each almirah being taken in rotation. 115. The number of.each Chubbs' or Das' lock in the office, taken from the stock-book maintained by the Deputy Commissioner, should be painted on it and a label bearing the same number should be attached to the key of each such lock. I 16. Forms should be kept in open racks and one compartment or more, if necessary, should be allotted to each kind. A note of the number of forms received and issued should be made on a loose sheet in Form Miscellaneous and kept in each General 103 compartment. No stock book of forms is required. Forms should be indented for from the Deputy Commissioner's office as required, care being taken not to indent for a stock larger than will suffice for the next twelve months.

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Miscellaneous. 117. When it is necessary to give a date according to the . Burmese calendar, the exact and full equivilent according to the English calendar should also be given. 118. The Government system of transliterating Burmese words is published in a separate pamphlet, 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. 119. 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 sufficient 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 r,art of the document. 120. Erasures in registers and in documents of all kinds (except as prescribed in section 19) are absolutely prohibited. If any correction be necessary a line should be drawn through the incorrect words or figures and the correct ones should be written above. If the original was written in black ink, the correction should be made in red ink and vice versa. Correc tions of figures in accounts and registers and all corrections of important documents should be attested by the initials of the Presiding Officer. 121. A table of Burmese equivalents of official designations is given in Local Government Circular No. 30 of 1907. 122. The Deputy Bailiff is the only person in Subdivisional offices not at the headquarters of the district, other than the Treasure Chest Officer and Sub-Accountant, 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 sub-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 boards in large and legible characters, should be posted up in a conspicuous position outside the rooms occupied by the General and Revenue departments 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

PAGE 38

Petition-writers. 33 payments, whether made on demand or otherwise, should be made direct into the sub-treasury or to the Deputy Bailiff as may be directed and that payments made to other persons will not be recognised. Any clerk in the Revenue or General department receiving money from the public on behalf of Government will be liable to removal from his appointment." 123. Subdivisional and Township offices, including Treasure-chests, should not be closed except on Sundays and gazetted holidays; on Saturdays they may close at I P.M. 124. Every Subdivisional or Township Officer will be furnished by the Deputy Commissioner with a list of district works whial, he is supposed to look after, once a year at the close of the financial year. He should see that the list is amended during the year as each new work with which he is concerned is started with the sanction of the Deputy Commissioner. CHAPTER IX. Petition-writers. 125. 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. • 126. No officer may 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 (d) the petitioner himself must sign the ~etition; in case (b) the advocate must attach his power of-attorney. 127. Sections 125 and 126 do not apply to petitions presented to an officer on tour at places where there is no licensed petition-writer practising. 128. An officer may not refuse to accept a petition presented by a person who does not reside within his jurisdic tion, merely because the petition is written by a petition;-writer not licensed for that jurisdiction : provided that he is satisfied that the writer is qualified to write the petition in the district within which the person presenting it resides. •

PAGE 39

34 Petition-writers. 129. 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 should be endorsed by him with his name and the number of his license, the date, and the amount of the fee paid. 130. No petition-writer may ask or take any fee, con tingent or otherwise, beyond the fee endorsed on the petition, and he shall give a receipt for every fee paid. 131. 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 ma,, 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 case should be reported to the Deputy Commis.sioner, who may, in his discretion, order reduction or return of the fee, or may communicate the facts to the District Judge in order that he may withdraw the license. 132. Facilities should be provicied at all offices for petition writers to practise their vocation with convenience to them"' selves and the public. 133. The operation of all or any of the rules under this chapter may be deferred or suspended by order of the Com missioner 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. 134. If in any proceeding cause appears for withdrawing a petition-writer's license, the facts of the case should be reported to the Deputy Commissioner. CHAPTER X. Grant of Copies and Inspection of Records. 135. The instructions in this chapter refer only to the Revenue and General departments. The orders for the grant of copies in the Registration department are found in the Lower Burma Registration of Deeds Manual.

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Grant of Copies and Inspection of Records. 35 136. 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 34, page 10) prepared or held under any Act or rules in pursu ance 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. 137. For the purpose of section 76 of the Evidence Act Evidence Act, the public officers having the custody of public section 76. documents forming the Acts or records of the Evidence Act, Acts of tribunals and public officers, and autho1,ection 74 (i) (ii). f nzed to deliver certified copies thereo , are those specified below :-Court or Office. Commissioner's office ... Deputy Commissioner's office. Subdivisional office Township office Record-room Record. The records of the office and the records of every subordinate office which for the time being may be in the superior office. Do.. do .. Do. do. The records of the office The records of all offices kept for safe custody in the record-room. Officer. Superintendent. Akunwun or Chief Clerk. Head Clerk. Do. Record-keeper. Such officer is termed the " Record Officer " in the follow ing instructions. Applications for Copies and Information. 138. All applications for information or for copies should be in Form Rel'enue or Form -Revenue ___ * respectively. AppliL.B. Land 63 L.B. Lanu 6i ' * These are Forms .100 and 141 (Civil and Criminal), respectively. .Ihe term "Record-keeper" wherever-it occurs should be altered to "Record Offia" when the forms are used under the instructions in this chapter.

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36 Grant of Copies and Inspection of Records. cations for copies should bear a 'stamp of one anna under Article 1 (a), Schedule II, of the Court Fees Act, r 870. 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. 139. Applications for copies or for information should be presented to the Superintendent of the Commissioner's office, or to the Akunwun, or Chief Clerk, or to the Subdivisional or Township Officer (hereinafter called the " Receiving Officer"), as the case may be, 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. 140. If a copy applied for cannot be granted under sections 136, 163, 165 and 166, the Receiving Officer should endorse refusal on the application and return it to the applicant. 141. If an application for a copy is not refused, the Receiv ing Officer should cause to be entered on it the number of copy sheets to be presented and the other fees, if any, payable under sections 155 to 160, and should return it to the applicant. The application should be returned by the applicant with the copy sheets and stamps to the amount of the other fees and should then be numbered and registered. . In the case of maps or plans, the paper on which the copy is to be made should be supplied by the Receiving Officer. 142. 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. 143. No application should be deemed complete until the fees payable under sections r 55 to r6o are furnished. 144. When the application is complete, the date should be entered on it by the Receiving Officer, who should return the counterfoil to the applicant with a note of the date upon which the copy will be ready.* . 145. The upper part of the application form should be made over to the copyist with the copy sheets ( or in the case of maps or plans the paper on which the copy is to be made), and a memorandum stating the date on which the copy is to be ready. __ _ * FC\lll)urposes of limitation, only the time between the date of completion of applicat"l'l!l"n and the day fixed for delivery of copy, or the subsequent date on which the copy is ready for delivery, can be reckoned as time for obtaining copy.

PAGE 42

Grant of Copies and Inspection of Records. 3 7 146. The copyist should make the copy under the supervision of the Record Officer and in his presence. Retards once deposited in the Record-room should not be removed from .the Record-keeper's personal charge for the purpose of copymg. 147. Copies ( other than copies of maps, plans, tabulated and other statements, and documents of which a substantial part is on a printed form supplied by Government) should be -written or typed on the prescrib_ed stamped copy sheets. They should be written or typed on one side of the sheet only, and, so far as the total number of words permits, each copy sheet should contain exactly I oo words. The ruled margin on the left-hand of the page should be left blank. 148. All copies, whether certified or uncertified, should, before issue, be ~xamined and compared by the Record Officer and should be marked as " examined" and initialled by him. 149. Certified copies should be certified at the foot to be Section 76, Evi-"true copy,'' should bear the seal-of the dence Act. office, and should be dated and subscribed in full with his name and his official title either by the Receiving Officer or by the Record Officer. They should be stamped as required by Articles 6 to 9 of Schedule I of the Court Fees Act. Copies furnished for private use (z'.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. 150. 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 courtfee stamps required by law. 151. .The following particulars should be recorded py the copyist on the back of the copy and should be signed by the Record Officer:-( I) Date on which the application for the copy was complete. (2) Date on which the copy was ready for delivery. (3) Date of making over the copy to the applicant. The first date will be that entered on the application under section 144152. 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, or for ,urgency, special, or translation fee. The stamp denoting a certified copy should be affixed below the perforated line ; other stamps above that line.

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38 Grant of Copies and Inspection of Records. On presentation of the counterfoil of the application form by tfie applicant or his agent (whose name should be endorsed on the counterfoil over the applicant's signature) the Record Officer should deface* the stamps and remove and retain the parts of each copy sheet above the perforated line, and the stamped sheets referred to in sect.ion 160. He should then make over the copy to the applicant or his agent, taking his dated receipt in the place provided in th~ application form, both parts of which he should retain. 153. 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 Subdivisional or Township Officer any irregularity or unpunctuality 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. 154. The Record Officer should keep a register of applica tions for copies in the form prescribed for the Judicial department .. In the column of remarks it should be noted whether any copies originally granted as " uncertified " are subse quently converted into " certified copies." Fees. 155. For the preparation of copies, whether certified or uncertified, the following fees shall be charged :-. B (For every 100 words} For copies m the urmese character l or fraction thereof 3 annas. For copies in any character other than f For every roo words 1 5 Burmese. l or fraction thereof J annas. These fees shall be paid by copy sheets of the prescribed form, each bearing an impressed stamp of the value of 3 annas or 5 annas, as the case may be. 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, w hi eh are provided for in section 1 56, or to copies of maps and plans, which are provided for in section 159. * See Direction 2 of the Court _ -fee Directions, page 91, Burma Stamp Manual, edition 1909.

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Grant of. Copies and Inspection of Recqrds. 39 156. (i) Copies of tabulated and other statements, which cannot conveniently be made on the prescribed copy. sheets, should be made on printed or other forms and charged for at the rate of 3 annas per roo words or 500 digits or fraction thereof actually copied, provided that the minimum charge for each statement copied shall be one rupee. ,ii) 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 tilling 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 su<;:h by having the word " copy" written in red ink at the top of each page of the form. 157. The fee for translation shall be 6 annas for each 1 oo words of the original. It shall be in addition to the copying fee. 158. When an applicant specially requires a copy or trans lation to be furnished urgently in precedence of previous ordinary applications which are attended to in order of receipt, an urgency fee equal to the copying and translation fee shall be paid. 159. 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. 160. The fees prescribed by sections 156 to I 59 shall be paid by means of adhesive court-fee stamps, which shall be fixed to a separate sheet of paper bearing the serial number of the application for copy. 161. 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 Receiving Officer. 162. 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. 163. Copies of documentary exhibits filed in a proceeding should never be granted to persons who are strangers to the

PAGE 45

40 Gra.,nt of Copies and Inspection of Records. proceeding without the consent of the person to whom they belong .. 164. A party to a proceeding is entitled at any stage of the proceeding to obtain copies of the record of the proeeeding, including exhibits which have been put in evidence (see section I 36), 165. 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. 166. 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, and he may, for sufficient reason shown to the satisfaction of the Receiving Officer, obtain copies of any such documents before the issue of final orders. 167. A stranger to a revenue proceeding may obtain copies of judgments, decrees, or orders. Copyists. 168. 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 th~ purpose of supplying all applicants with copies witbou t inconvenient delay. No one but a licensed copyist should be employed in the preparation of copies. 169. The number of copyists licensed should not be greater than will admit, under ordinary circumstances, of each copyist 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. 170. Licensed copyists at District headquarters should ordinarily be capable of making copies of both English and vernacular papers. 171. The licensed copyists attached td the District office are also licensed copyists for all offices at the headquarters of the district. 172. The Deputy Commissioner should also similarly appoint licensed copyists for Subdivisional and Township offices other than those provided for in section 1711 a single copying establishment being always employed for as many offices as their situation will admit.

PAGE 46

Grant of Copies and Inspection of Records. 41 173. When copies have to be mad~ . in a language other than English or Burmese, the Receiving Officer may, by special order recorded in the order-book, appoint a fit person to make them. 174. Copies should not ordinarily be made by paid mem bers 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 section I 76. Translations should be made by the copyist, by the Record Officer out of office hours, or by such other person as the Receiving Officer may, by written order in the order book, appoint for the purpose. 175. 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. 176. (a) Two-thirds of the fees levied in impressed stamps on copy sheets under section 155 should be paid to the copyists. (b) Translation fees (section 157) should be paid 111 full to the translator. (c) Urgency fees (section 158) should be credited 111 full to Government. (d) Half the amount of special fees levied under sections 156 and 159 should be paid to the copyists. 177. The amount due to copyists should be distributed by the Receiving Officer at his discretion among the copyists in such shares as he thinks fit. If there is a surplus in one month it may, if necessary, be carried over to make up a deficiency in the following month. The maximum amount that may be drawn is two-thirds of the value of the impressed stamps, the whole of the value of stamps affixed as translation fees, and half the value of starn ps affixed as special fees und,er sections 156 and 159. The amount payable to copyists shall be drawn monthly on a contingent bill by the Receiving Officer, who shall check the upper parts of the stamped copy sheets and the stamped sheets referred to in section 160 with the register before sign ing the bill, and shall thereafter cause them to be destroyed in his presence so that they cannot possibly be used again.

PAGE 47

42 Grant of Copies and Inspection of Records. Inspection of Records. 178. Parties may be allowed to inspect the records of pending 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 without special orders. 179. 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. 180. 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. 181. 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.

PAGE 48

-----,----~---------APPENDICES.

PAGE 49

Appendix I. (Sectz'on 291 page 9.) List of Registers to be maintained in Subdivisional and Township Offices. 45 No. i Title of Register.! Reference. Guard-book No. Method of disposal. Class. I I On• ,et'"' all D•p,rtmOQts. 1 .1 Order Book ... Section 3, S. & A blank book... To be kept in T. 0. M. the office per• manently. 2 I Letters Received Section 10, S. & ! :vliscellaneous I , I T. 0. M. General 135 3 1 Letters Issued Section 10, S. & .Miscellaneous T. 0. M. -Generalf36-4 Processes Issued Section 12, S. & Judicia~-i 1 T. 0. M. 1 U.B. Misc. 3_' f 5 Local Despatch Section 22, S. & 11~Giscellaneo~s_ ! I L.B. 12 : I T O M eneral 13 6 Postal Despatch Section 22, S. & Miscellaneous T. O. M. General 13A 7 Applications for copi.e,. 8 Process-servers' Employment. ) Judicial l -Form-I Judicial U.B. Misc. 4 I -Y:-:-B. Bailiff's j Reg_ No. XII To be des troyed with the corre spondence file-see section 112, page 31 To be dis posed of under the I rules prescribed for ment. the J urlicial\ Oepart -----------------'--------+--------'----Revenue Department. Upper and lower Burma. 1 Applications .. , Section 43, S. &T.O.M. 2 Proceedings . . . Do. I Revenue -Misc. Reg. I Revenue r:s: Land 22 3 Revenue Re-\ F.C.'s Cir. 5 of l{evenue ceedings. covery Pro\ 1903. --Misc.~ To be sent to Record room 3 years after com pletion. Du. 6 years. To be destroyed 3 ye:us after comple tion. A A A

PAGE 50

Appendices. Appendix I-continued. List of Registers to be maintained in Subdivisional and Township Offices-continued. I [ Method of No. Title of ltegister, Reference. 1 Guard-book No. . disposal. ---~_J ___ I ____ ; __ _ Revenue Department-concluded. [ Gra!"\ts and J Dir. under (L.) Revenue 1 vationand graz-Form XXXII. leases for culti, B. L. & R. Act, L.13. Land 5 l *4 ing (lower To be sP.nt to Record room 6 years arter completion I Burma). I L1! Leases of State I Rules under U.B. Revenue J land ( Upper L. & R. Regn., UB. La-;;-a-1 1 -Burma). Form XIII. *S I Licenses for fish• L. B. Fishery II ing implement,. _ DJrec_tion_5~(4} U. B. Fishery Direction 56 (4) Revenue Do. 3 years Fish. Reg-.4 t6 Thugyi's Ledger F.C.'s Cir. 5 of , ___ R_e_ve_n_u __ e_ 1902. Account Reg. 2 "'\ J To be des troyed 3 t7 Thugyi's Com mission. Do. J years after Revenue completion. ---=~:...::....-=--1 8 *9 IO Account Reg. 6 Register of BaF. D. Cir. No. 23 zaar daily col• of 1898. Miscellaneous Bazaars 8 lections. Grants and leases for tanks, burial grounds, etc. Lower Burma only .. Dir. under ( L.) Revenue B. L. & R. Act, L.B. Land 5(a) Form XXXIV. Issue of Blank Dir. under (L.) . __ R_ev-'--c=-'n_u:.:e __ Capitation-tax B. L, & R. Act, Land Reg. 11 Receipts. l
PAGE 51

Appendices. 47 App"endix I-concluded. List of Registers to be maintained in Subdivisional and Township Offices-concluded. No. Title of Register. Reference. Guard-book No. Method of disposal. Class. -------,-------. -Genera.I Department. Apr lications ... Section 43, s. Revenue To be sent to A &T.O.M. Mi,c. Reg. r Record,room I 3 years after completion. I 2 Proceedings Do_ Miscellaneous Do. 6 years A Villages 29 3 Headmen G.D. Cir, 64 of ~liscellaneous rgoo. Villages 27 -'l~h/;J~:~e~~ . manently, t4 Fines realized by G.D. Gir. 10 of _Nl_1~cel:aneou~ B Headmen. I 1893, a_nd G.D. Villages 10A I To be sent Cir. 64 of 1896. I to Record/ room 3 ts Unclaimed F.D. Cir, 54 of ivliscellaneous I years af~er Cattle. 1902 Cattle JA ) compleuon. 6 Library logue. Cata, Sec. 64, S. & A blank hook T.O. M. 1 I A,qoittance Roll 8 Revision t9 Issue of Regis [ J try B. ooks of'/ 1 births and f deaths of/ I cattle. C.A.C., 63 .:. Misc. Genl. 2 Para. 19 r of the Miscellaneous Executive Or-:Village 12 ders under the Burma Village. I Act. Lower Burma only. Para. 86 in Part I Miscellaneous 111 of the ExVital Statistics 7 ecutive Orders under Burma Village Act. Old catalogue to be destroyed when new one pre pared. To be sent to the Record room at the beginning of the 2nd year after the date of the last entry. To be sent to Record-room 3 years after completion. To be sent to Record-room 3 years after completion. t To be maintained by Township Officers only. B

PAGE 52

Appendices. Appendix II, (Sectz"on no, page 30.) List of Correspondence and Proceeding Heads. --------,------------~-------------------File Symbols. Contents of files. -------------------------I. I I. I 11 I.) IV. V. VI. VII. VIII. IX. X. XI.. XII. XIII. XIV. Revenue Department. Land (including land revenue, whether in towns or not, irrigation rate, rights O\'er lands not in towns, and acquisi ti,,n of land for public purposes). Grazing-Grounds. Lower BuYma-Capitation-tax (including land rate in lieu thereof). Upper Burma-Thathameda. Fisheries. u:, Town Lands ( inclucling rents of and rights over lands m towns). Forests. Mines and mineral pro.ducts. Salt. Excise (including opium). Stamps. District (Cess) Fund Revenue (except cess, which is more conveniently dealt with under I-Land). Income-tax. Miscellaneous (including misconduct of Revenue officials, punitive police assessments, agricultural advances, etc.). Land Records (including kwz'n in$pection notes, reports on survey-marks, returns of agricultural stoc'.< and imple ments, crop-cutting, experimental cultivation and the like). General Department. 1D. District (Cess) Fund [all correspondence and proceedings regarding the management of the District (Cess) Fund that is not concerned with the collection of revenue, e.g., construction of roads, bridges, bazaars]. 2D. Diaries. L. Library. IM. Medical (Vaccination, hospitals, quinine). 2M. Miscellaneous (everything not coming under any of the other heads). -----------------------

PAGE 53

Appendices. 49 Appendix II-concluded. List of Correspondence and Proceeding Heads-concluded. File Symbols. Contents of Files. -------___ , _____ _ General Department-concluded. 0. Officers (including establishment, appointments, nominations, service-books, powers, examinations, leave, transfer, security, pensions, dismissals and all personal questions). P. Public Works Department (roads, bridges, buildings and canals in charge of Public Works Department Officers). S. Scarcity and Famine (including weekly crop report, rainfall returns, emigration and immigration, etc.). • 1V. Veterinary (cattle, cattle-disease, tours of veterinary assistants, etc.). v. Village Act. 3V. Vital Statistics.

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Symbol of each Main File. ---------I. (Land) II. (Grazing grounds.) Appendices. Appendix III. (Section 76, page 23.) List of Main Files proper. -------------Contents of each Main File. Revenue Department. {1) Notification or other order prescribing rates~ l_and revenue or of water-rate assessment in the subdivision or township. (2) Notification prescribing dates for assessment and collection of land revenue or of waterrate in the subdivision or township (Upper Burma only). (3) Order prescribing rates of commission on collections of land revenue, water-rate or cess0 payable to village headmen in the subdivision or township. • (4) Notification defining area in the subdivision or township in which a written application for fallow rate is not required (Lower Burma only). (1) List of grazing-grounds and copies of notices of final allotment. III. (Capitation-(1) tax or Thathameda.) Notification or other order prescribing rates of assessment in the subdivision or township. (In the case of thathameda, the rates given should be the Normal rates-see Financial Commissio11er's Circular No. 1 of 1902.) (2) Notification prescribing dates for assessment and collection of thathameda in the subdivi sion or township (Upper Burma only). (3} Order prescribing rates of commission on collec tions of capitation-tax or thathameda payable to village headmen in the subdivision or township.

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Appendices. sr Appendix III-continued. List of Main Files proper-continued. Symbol of each Main File. Ill. (Capitationtax or Thathaq-ieda) -concld. IV. (Fisheries) ... V. (Town Lands) VI. (Forests) VII. (Mines and mineral pro-ducts.)_ Contents of each Main File. -------, Revenue Department-continued. (4) Notifications under Rule 12 (o) of the Rules under the Upper Burma Land and Revenue Regulation, 1889, affecting persons in the subdivision or township (Upper Burma only). (S) Notification defining area in the subdivision or township in wl;iich land rate in lieu of capitation-tax is levied (Lower Burma only). ( 6) Notification fixing rates of land_::rate assessment in the subdivision or township (Lo\\'er Burma only). (1) (2) (3) ( 1) (2) (3) (1) (2) (1) List of the leased fisheries in the subdivision or township. • Notifications reducing or modifying the fee payable in respect of any fishing implement in the subdivision or township. Copies of orders and maps fixing limits of fisheries. N oti fi.cations defining boundaries of towns inthe subdivision or township. Orders fixing boundaries of quarters into which towns have been divided. Sanctioned scale of town land rents to be demanded from squatters. Order of Divisional For('.!st Officer empowering the Subdivisional or Township Officer to issue saw-pit or other forest licenses. Notifications and maps defining boundaries of reserved forest within the sub division or township. Order of Deputy Commissioner empoweri!)g Subdivisional or Township Officer to issue licenses for extraction of minerals (Chapter XI!..!_ A of the Rules under the Uppe~ Burma VIIILower L d R Regnlalio:ci,_ 1~9) an evenue Act, ism .

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Appendices. Appendix III-continued. List of Main Files proper-continued. Symbol of each Main File. Contents of each Main File. Revenue Department-continued. Vll. (Mines and (2) mineral products )-concld. Special Rults for issue of licenses or leases for oil-mining (Kyaukpyu), tin-mining (Mergui and T::woy), marble-quarrying (Thaton and Mandalay), ruby mining (Myitkyina and Ruby Hines), which apply to the subdivision or township. VIII. (Salt) • ( 1) Orders regarding payment of instalments of composition duty (-~u:e.112 of the __ Rule_~ Direction 39 D1rectrnns under the ~p
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Appendices. 53 Appendix III-continued. List of Main Files,proper-continued. Symbol of each Main File. Contents of each Main File. Reven~e Department-concluded. XI. (District (I) List of ferries, bazaars, cattle-pounds and Cess T. Fund slaughter-houses \~hich belong to the District Revenue.) (Cess) Fund in the subdivision or township. XII. (Incometax.) XIII. (Miscellaneous.) (2) Rates of ferry tolls, bazaar rents, cattle-pound and slaughter-house fees sa nctionecl for the subdivision or township. (3) Or,iers and maps fixing the limits within which bazaar lees or ferry tolls may be collected. ( 1) r\otifications specifyin~ the to~rns and villa,ges in the subdivision or township to which the Inrom'e-tax Act has been extended. (2) Notification appointing an Income-tax Collector for the subdivision or township. (1) Inspection nutes on the Revenue Department. (Old insp:>ction notes which are no longer of value should from time to time be destroyed by Inspecting Officers.) (2) Ord,.rs rrgarding the issue and recovery of agricultural advances. XIV. \Land Re-(1) Orders regarding method of taking census of cords.) • agricultural stock. 1 D. [District (Cess; Fund.j General Department. (1) List of aa works, other than ferries, bazaars, cattle-pound.s and slaugl,ter-houses, belonging to the District (CessJ Fund, under the charge of the Subdivisional or Township Officer. (2) Orders tixing feeding and watering charges in cattle-pounds and orders by District Magistrate under section 14 of the Cattle Trespass Act.

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54 Appendices. Appendix III-concluded. List of Main Files ,proper-concluded. Symbol of each II Main File. Contents of eac"h Main File. 2M.-1 2M.-2 I I General Department-concluded . . . . \ Inspection notes of the General Department. (Old I inspection notes which are no longer of value should from time to time be destroyed by Inspecting Officrrs.) Orders regarding office procedu1:e. 2V. (Village Act) (1) Rules regarding village sanitation and fires. prescribed for the subdivision or township. (2) Order of Deputy Commissioner empowering Subdivisional or Township Officer to issue pwe license (section !{A, ~:,~:; Burma Village Reghlation ) Act • (3) Notifications conferring special criminal or civil powers on headmen in the subdivision or township (sections 6 and 9, Burma Village Act, 1907). (4) Orders of. Deputy Commissioner appointing places of imprisonment in villages in the subdidsion or township [section g (J), Burma Village Act, 1907]. (S) Notilication declaring additional offence, triable by headmen [section 9 (J), Burma Village Act].

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Appendices. Appendix IV. (Sectz"on 58, page 17.) Papers in proceedings which are not to be permanently preserved. Class A. 55 All papers not included in the Lists under Class B and Class C. (i) (ii) (iii) (iv) (v) (vi) Class B. Memoranda of oral evidence taken. Reports of any officers n0t specifically referred to in a deci sion or iudgmenf. Notices of intention to allot land as a grazing-ground [Rule 67 ol the Rules under the (Lo1yer) Bur.ma Land and Revenue Act, 11876, or Rule 76 of the Rules unrler the Upper Burma Land and Revenue Regulation, 1889]. Time-expired security honds of bailiffs and treasurers. Applications to open new liquor shops, ferries, markets, and slaughter-houses. 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 therewith. Class C. (i) All special powers-of-attorney and powers under Article ro, Schedule II, Court Fees Act, I 870, (ii) All summonses, notices, warrants and reminders. Excep#ons-(a) Notices of ejectment (Rule 52, Lower Burma Land Revenue Manual, and Rule 69, Upper Burma Land Revenue Manual). These are Class A Papers. (b) Notices of intention to allot land as a grazing-ground [ See Class B (iii)]. , {iii) Lists of witnesses. {iv) Petitions about adjournment and attendance of witnesses or their examination by commission. (v) Affidavits or reports relating to service of process or publi cation of proclamations or notices. (vi) Time-expired security bonds (other than those shown in Class B) and papers connected with the signing and verifi cation thereof (the period to run from the date of expiry of the bond). (vii) Time-expired leases, licenses, and passes of all sorts. {viii) All other merely formal papers.

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Appendices. Appendix V. (Section 59, page 17.) Classification of Proc1:edings. REVENUE DEPARTMENL Class A. All proceedings not included in the lists under Class B and Class C. Class B. (i) Sale of rights of collecting minor forest produce. (ii) Proceedings regarding the issue of licenses (other than excise licenses) disposed of by auction. (iii) Proceedings relating to the assessment and collection of punitive 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 ha,,e bf'en Class A. [Whf're the rejec tion of an application is of special importance (as, for example, the rejection of applications for pottas or for the constitution of grazing-grounds) the proceedings may, be marked A at the discretion of the Subdivisional or Township Officer.] (vi) Reports of transfers of State lands to tlzugyis (section 94 of the Upper Burma Land Revenue Directions, 1905). Class C. (i) Aggregate proce,=dings containing applications for copies, (ii) Proceedings regarding the issue of fixed-fee licenses, passes, and permits of all sorts. , (iii) Proceedings relating to the remission or refund of all revenue (except fishery, ferry, bazaar and excise reveijue). (iv) Proceedings relating to the appointment of petition-writers. (v) Proceedings regarding 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 or resumed. (vii) Objections to tlzamadzs' assessments. (viia) Reports of transfer and sub-letting of State land, if no action is taken on them (section 94 of the U ~per Burma Land Revenue Directions, 1905).

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Appendices. 57 Appendix V-concluded. Classification of Proceedings-concluded. REVENUE DEPARTMENT-concluded. Class C-concluded. (viii) Proceedings regarding the postponement of payment of revenue. (ix) Proceedings regarding agricultural advances (the period to run from the date of recovery of the advance and interest). GENERAL DEPARTMENT. Proceedings of importance of the following kinds should be marked A and preserved permanently:li) Determination of village limits. (ii) Appointments, suspensions, 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) Divi,;ion 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. Class B. (i) Issue of orders to headmen. (ii) Punishment of headmen or rural policemen otherwise than by suspension or dismissal. (iii) Imposition of fine on villages. (iv) Removal of suspected persons. (v) Revision of headmen's orders. (vi) Issue of orders under rules regarding village sanitation and cattle-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 orders.

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INDEX.

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INDEX. Subject. I A A. List of class-p AccouNTS. Correc -defined roceedings (General Department) ... tions in-how made ... ... ... ... . .. -. -. how dealt with ... ... ... --one of eight cla sses of documents ... . .. --Only leuer for warding-to be registered on issue --Only letter forwarding-to be registered on receipt ADJOURNMENT of p ADVOCATE and his license. roceedings to be to a day certain .. clerk may write petitions without AGGREGATE PRoCE EDINGS defined ... I -Sp~eci:.I variety of:ALM!RAH. Custody of key of---Standard-prescribed . .. . .. 1 --to be dusted regularly . .. .. . . .. AMENDING enactments. Procedure to be followed on receipt of-from the Legislative Depart ment of India and from the Superintendent, Government Printing, Burma. ANNUAL CIRCULAR. FILES how built up, maintained, { and disposed of. --Four-prescribed ANNUAL REPORTS how written APPEAL. Orders calling for records in-are correspon• dence. APPLICATIONS. Box to receive-forbidden --by thugyis for commission are correspondence --Cases in which-must be returned --how to be written .. --Orders on-how to be written ... --Procedure in dealing with-belonging to existing proceedings. --Procedure in dealing with-for recovery of revenue. -Procedure in dealing with-improperly stamped ... -Proct:dure in dealing with-preser,ted to wrong officer. -Procedure on receipt bf--Register of-See RGISTER 01' APPLICATIONs. --Registration and numbering of-... . ... --Separate registers of__;,for General and Revenue Departments. -~hen-should commence new proceedings Section or Page. Appendi.x. 2 3 Appx. V 56 (s) I 20 32 (s) 8 I 3 (s) 8 3 (s) 6 I 3 (s) IS 6 (s) I I 5 (s) 45 (e) 12 (s) 126 33 (s) -1,S 14 (s) 49 I-1, (s) 5 3 (s) 2 I (s) I 14 3r (s) 68 22 (s) 7-1-23 (,;) 78 I 24 (,s) 75 23 (s) g2 27 (s) 80 24 (s) 35 10 (s) 43 II (s) :::7-g 10 I (s) 36 10 (s) 42 l I (s) 43 II (s) 51 15 (s) 37 & 39 IG•I I (s) 38-9 II (s) 35 -46 IOII ,:s)43 I I (s) 43 II (s) 44 12

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INDEX. Subject. I A-concld. APPLICATIONS. When orders may be written on-... --which may be filed in aggregate proceedings AssESSMENTROLLS. Grant of copies of records con-tained in-. --Only letter forwarding-to be registered on issue Only letter forwarding-to be registered on receipt. B B. List of class-papers in proceedings ... --List of class-proceedings ... Boo KS. See LIBRARY. --List of-in daily use ... ... --Office copy of letter advising receipt or des-patch of-not necessary. --Only letter forwarding-for Library to be regis• tered on issue. --Procedure on receipt of-intended for the Library --Purchase of-... . .. ... BUDDHIST MONKS, Correspondence with-... BuRMA GAzETTE. Disposal of copies of-... BURMESE. Transliteration of-words ... --Use of-dates ... . .. C C, List of class-papers in proceedings ... ... --List of class-proceedings ... ... CALENDAR. Use of Burmese-... . .. --of Periodical Reports and Returns. Preparation and maintenance of annual-. CAMP, Registers to be taken to-... CATALOGUE of Library. See LIBRARY. CHALAN. Number and date of-to be noted in diary of proceedings. --to be filed in proceedings ... . .. CHuaa's locks to be numbered ... ... CIRCULAR orders to thugyis are correspondence ... --pieces of tin to be put beneath almirahs ... CIRCULARS how to be filed .• . .. • ... --not to be registered en issue ... ... --Translated-to be kept on separate file ... CLASSES of documents ... ... ... CLASSIFICATION of papers in proceedings { of proceedings ... Section or Appendix. 2 (s) 42 (s) 48-9 (s) 136 (s) 15 (s) II Appx. IV Appx. V (s) 68 (s) 87 (s) 15 (iv) (s) I I (s) 70 (s) 82 (s) 71 (s) 110 (s) II 7 Appx. IV Appx. V (s) I 17 (sj 94 (s) 23 (s) 45 (f) (s) SS (s) Il5 (s) So (s) 113 (s) 74 (s) 16 (s) 75 (s) 6 (s) 57 Appx. IV (s) 59 Appx, V Page. 3 JI 14 35 6 5 55 56 22 26 6 5 22 25 22 32 32 55 56 32 27 8 l3 17 31 24 31 23 6 23 3 1 SS 17 56

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INDEX. Subject. C-contd. CLERK{s) to initial orders affecting them ... --when to resubmit proceedings for orders --of advocate may write petition without license ... Petitions not to be written byCLOSING of Offices (i) on Sundays and Gazetted holidays { (ii) on Saturdays . .. . .. CoMMISSION CHEQUBS included in" Accounts" ... CoM MISSIONER may suspend operation of petitionwriters' rules. Co NFIDBNTIAL cover to be opeqed by addressee himself. --Procedure in issu ing-communicatiens CONSUMPTION SLIPS ... ... COPY (IEs). Applicant for-to supply copy sheets Applications for-( i) by whom and to whom to be presented (ii) how dealt with after delivery of-(iii) how stRmped ... .. . (iv) when to be deemed complete and registered ... --Contents of certified-... --Documents of which-may be granted --Fees chargeable for-and how payable --Fees not ch~rgeable for-wanted by public officers for public purposes. --Free-to be registered .. . --Instructions for the grant of-.. . of applications for-how registered and filed of (i) documents in printed form how made ( ii) grants, lease$, etc., how made (iii ) maps how made ... (iv) tabulated statements how made --of correspondence when unnecessary --Officers by whom-may be granted ... --Particulars to be recorded on-, . --Persons entitled to.•. .,, --Register of applications for-.. . --Stamps how tu be affixed on-.. . -to be written f , n prescribed-sheets .. . --Uncertified-how converted into certified-... --When stranger may obtain-of proceedings ... COPYING. Instructions regarding-... . .. CorYlsT(s). Apprentice clerks to be licensed as-.. . --at headquarters to be capable of copying both English and Vernacular. -Duty of-... --Fees to be drawn by---not to write petitions 63 Section or Page. Appendix. 2 3 . (s) 3 2 (s) 45 (e) 12 (s) 126 33 (s) 125 33 (s) 12 3 33 (s) 8 3 (s) 133 34 (s) 9 4 (s) 28 9 (s) I 16 31 (s) 141 36 (s) 139 36 (s) 153 38 (s) 138 35 (s) 141-3 36 (s) 149 37 (s) 136 35 (s) 155 38 (s) 162 39 (s) I 62 39 (s) 135-77 34-41 (s) 43 II (s) 156 (ii) 39 (s) 156 (ii) 39 (s) 156 (i) 39 (s) 156 (i) 39 (s) 87 26 (s) 85 25 (s) 93 27 (s) 137 35 (s) 151 37 (s) 163-67 40 (s) 154 38 (s) 152 37 (s) 147 37 (s) 150 37 (s) 166-7 40 (s) 91 27 \S) 168 40 (s) 170 40 (s) 91 27 (s) 176 \ 41 (s) 1~5 33

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INDEX. SubjecC I I Section or Appendix. 2 Page. 3 ----~------------------1-------1-----C-contd. CoPYIST(s). Particulars to be ~ndorsed on copy by--to be appointed by Deputy Commissioner --Where and hol'l/,-,-is to work ... CORR!iCTIONS how made .. . .. (.,) 151 (s j 168 (,) 146 (::) I 20 CORRECTION SLIPS how dealt with on receipt --Responsibility for pasting in-... . .. CoRRESPONDllNCB between Deputy Commissioner and headquarters subordinate5. prohibited •. (s) 65 (s) 65 (5) (s) 83 --between officers at same station prohibited ... (s) 83 --Confidential ... .. . (s: 28 --Copying of-... ... ... (s) 91-03 --defined .. . I (s) So -Destruction of-... ... 1 (s) uz --Drafting of replies to-. .. . .. . ... (s) go --Extracts cif-when to be placed on Main Files proper (s) 77 --heads . f (s)110 hew filed and kept --includes applications by thugyis for commission --inclucies processes received from another office --issued in origina)ihow nu1nbere_d ... -. Office copies.of--when unnecessary --. on tour -passing through office -Register of-Files not required .. --registers to be maintained by calendar year --Registration of-c,n issue . .. .. . --,. Registration of-on receipt ... --Serial number of-to be followed by file symbol --to be addressP.d to immediate superior -Do. Exceptions to this rule ... --Use of memorandum forms in-enjoined --when not to be registered --with Buddhist monks .. . with outstations .. . CORRESPONDENCE FILES how cased --how kept and disposed of ... Instructions regarding---List of prescribed-.. . .. . --No regjster of-required ... .. . { 1 Appx. II (s) 2 (s) I I 2 (s) 43 f (s) 80 {s) 14 (s) 87 (s) 85 fs) 93 . .. (s) 23 .f (s) 12 (viii) (_ (s) 16 (vii) (s) I IO (s) 10 (s) 14 (s) IO (s) l-J. (s) 81 (s) 81 (s) 84 .f (s) 12 (viii) l (s) 16 (vii) ( s) 82 (s) 84 (s) I l I (sJ 112 .,, (s)IIO-I J 2 Appx. II --to be known by symbol ... .. . --to be maintained by calendar year . .. .. . --When-may be divided into parts . _. ... (s) I 10 (s) IIO (s) 110 (s) 110 COURTS. Responsibility to keep-clean and in proper 1 order bv-(1) Subdivisional Officers. _ . . .. (~)_ TQ\\'.n~hiJ.:> Oflj_c~rs, __ . _ (s) 3 37 40 37 32 21 2! 25 25 9 27 24 31 ~6 23 30 48 I 31 II 24 5 26 25 27 8 5 6 30 4 5 4 5 24 24 25 5 6 25 25 31 31 30-I 48 30 30 30 30

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INDEX. Subject. C-concld. -Cov1ms by whom to be opened --Contents to be noted on outside of--Kind of-to be used --Use of too large~forbidden D DAs' locks to be nnmberecl .. , J DATES to be given in English .. . "' I DEPARTMENTS. Allotment of-among clerks ... --into which Subclivisional or Township office is divided. I -Register; which are the same for all-... DEPUTY BArLJliF, AppointmenCof-to control sweepers and peons in their work. --authorized to receive and pay money DEPUTY CoM)IISSIONBR. Power of-to-(i) allow inspectlon of records (ii J license copyists (iii) sanction making of copies by paid clerks (iv) suspend operation of petition-writers' rules DESPATCH, Procedure on-of documents DESPATCH REGISTERS DESTRUCTION of correspondence files DrilRY. Orders in proceedings to be written or noted on-. --Particulars to be noted on-in proceedings --to be filed at beginning -Use of-in aggregate proceedings --. when not required in proceedings DISTRICT JUDGE to license petition-writers DocUMBNTS .. Blank forms are not-Confidential-'--Corrections in important-how made Eight classes of---Issue of-at headquarters --of which_copies may be granted --on receipt to be stamped with date -Procedure on despatch of---Receipt of-at headquarters ... -Received with letter when to be returned DRAFTING E Section or Appendix. 2 (s) 9 (s) 22 (s) 24-28 (s) 27 (s) ll5 (s)_r17 (s) 5 (s) I Appx. I (s) 3 (s) I 22 (s) 178 (s) 168 (s) 174 (s) 133 (s) 22 (s) 22 (s) II~ (s) 45 (s) 45 (s) 54 (s) 49 (s) 45 (s) 126 (s) 7 (s) 28 (s) 120 (s) 6 (s) 14-16 (s) 136 (s) 9 (s) 22 (s) 9-13 (s) 95 (s) 90 ENCLOSURES. Clerk responsible for correctness __ copied-. -" List of-to be given at foot of letter of (~91 (iii) (s) 91 (ii) Page. 3 4 7-8 8-9 8-9 31 32 3 I 45 2 32 42 40 41 34 7 31 12 12 16 14 12 33 3 9 32 3 5 35 4 7 4 28 26

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66 Subject. INDEX. Section or Appendix. Page. 2 3 E-concld. ENCLOSURES. Procedure in dealing with-••• i (s) 91 (ii) --received with correspondence not to be regis-1 (s) 12 tered. ENDORSEMENTS to be avoided 1 (s) go (ii) ENVELOPES. See COVERS, ERASURES forbidden ... (s) 120 ExcisE PASSES included in " Accounts" I (s) 8 ••• 1 Rxc1sE ,REWARDS to be dealt with as correspondence ... ! (s) 31 EXECUTIVE matters classed as correspondence ... i (s) 31 EXHIBITS. List of-where to be recorded (s) 45 (d) F FEES. Copying---Special-for copies of maps and plans --Special-for copies of maps and plans to whom ... !(s) 155-162 (s) I 59 (s) 170 payable. --Urgency copying---Urgency copying-to whom payable FILES. Annual Circular-. See ANNUAL C1RCULAR F1LES, --Correspondence-. See CORRESPONDENCE FILES. Main-. See MAIN FILES. _ --Register of correspondence-not to be maintained -Submission of-for orders ... ... FILR SYMBOL to follow issue number of correspondence FISHING LICBNSF.S included in "Accounts" ... FLY-LKAF of proceedings .. FOREST LICENSES included in" Accounts" FoaMs are not documents --Copies d document on printed-l:.ow made --Supply and custody of-.•. --to be used to save correspondence G GAZETTES. Disposal of Burma... GENERAL DEP,\RTMENT. Business dealt with inGRANTS, Copies of-how made H HEAD CLERK, Duties of-as Librarian -Registers to be maintained by... { --to be in charge of Library --to enter booksr,nd maps on receipt in Library f Catalogtt. l (s) 158 (s) 176 (s) I 10 (s) 83 (s) 14 (s) 8 (s) 48 (s) 8 (s) 7 (s) 156 (ii) (s) 116 (s) 83 (s) 85 (s) 71 (s) I (s) 156 (ii) (s) 64-5 (s) 5 (s) 5 (s) 65 (1) (s) 65 (2) 2T 5 27 32 3 9 9 12 39 39 41 39 4t 30. 25 5 3 14 3 3 39 31 25 25 22 J 39' 20[ 3 3 21 21

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INDEX. Subject. H-concld. HEAD CLERK to keep keys of almirahs of tour clerk --to maintain Despatch Registers --to maintain Register of Letters Issued --to open covers in absence of Presiding Officer --to paste in correction slips --to register correspondence on issue --to register correspondence on receipt . , . HEADQUARTERS. Correspondence between two officers at same-. --Office copies of returns submitted by subordinates at-unnecessary. --Officers at district-to send proceedings weekly to Record-room. --Only one library for officers at same-HEADS of correspondence I Section or Appendix. 2 (s) S (s) 5 . s) 5 (s) 9 (s) 65 (5) (s) 5 (s) S (s) 83 (s) 93 (s) 60 (s) 69 (s) IIO Appx. II INFORMATION. Applications for lNSPECTION(s). Rules regarding-of records Periodical destruction of-notes, Revenue ment. (s) r38 .. (s)IJ8-18r Depart M.F. XIII -Periodical destruction of-notes, General Depart-M.F. 2M.-1 ment. INVENTOR'Y. Destruction uf office copy of-of proceedings sent to Record-room. INCOME-TAX AcT. ltegistration of applications under section 25-. (s) 61 (s) 43 INDENTS for books how addressed (s) 70 --for forms (s) 116 INDEX of correspondence files to be written up daily ... 1 (s) lII [NVEl\'TORI.ES. Writing up of daily-... ' (s) 61 (7) INVENTORY of proceedings sent to Record-room ... (s) 61 lssull'. Procedure on-of proceedings .. . .. I (s) 19 --Procedure on-of registers, assessment-rolls, maps, (s) 15 & 16 books for library, accounts and papers I for rnai n files. --Procedure on-of reminders and periodical returns (s) 16 ( iii & iv) J JUDICIAL, Application of Manual to-Department K KEYS. Custody of almirah--to be labelled (s) I (s) 5 (s) 115 Page. 3 3 3 4 21 3 3 25 27 18 22 3<> 48 35-6 42 53 54 18 II 22 31 31 19 18 7 6 6 I 3 31 •

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,68 Subject. I L LAW REPORTS how kept LEASES. Copies of-hc,w made LIBRARIAN .. Appointment of-Duties of-LIBRARY. Care of-books -catalogue how prepared INDEX. --Catalogue to be checked on taki~g charge -Charge of--Cost of replacing books belonging to , --Instructions regarding theIi -Maps to be numbered in cat;ilogue --Only letter knw1rding books for-to be registered on issue. --Procedure on receipt of books and maps i1.1tended for the-. --Procedure on taking over charge of---Responsibility for integrity of-LICENSES included in" Accounts" LIST of books in daily use . -of enclosures to be given at foot of letter LOCAL DESPATCH REGISTER prescribed Loc:Ks to be numbered M i\'L\1;:.; FILES. See ANNUAL CmCUL..\R FILES and M,11N F1Le:s PROPER. --are of two kinds --Covers prescribed for---Only letters forwarding papers for-to be registered on issue. MAIN FILES PROPER. Arrangement and contents 1 of-. l --how kept up to date --List of-prescribed --to have table of contents MANUALS. Posting corrections inMAP(s). Grant of copies of-. See under COPY -Only letter forwarding-to be registered on issue. --Procedure on receipt of-intended for the library. --to be kept in labelled tin tubes MEMORANDA, Correspondence in form of--to be numbered. MtNERt.L L1c:ENSEs included in " Accounts" MoNKS. Correspondence with BuddhistI ". Section or Appendix. 2 (s) 67 (s) 156 (ii) (s) 64 (s) 65 (s) 66 (s) 64 (s) 63 (s) 5 (s) 64 (s) 63 (s)63-7i (s) 72 (s) 15 (iv) (s) 65 Es) 63 (s) 63 (s) S (s) 69 (s) 91 (ii) (s) 22 (s) 115 (s) 73 (s) 7:,, (s) I 5 (iv) (s) 76-7 Appx. ill (s) 79 Appx. Ill (s) 76 (s) 65 (s) 14,1 (s) 15() (s) 15 (iv) (s) 6j (s) 72 (s) 86 (s) S (s) 82 Page. 3 22 39 20 21 22 20 20 3 20 20 20--:-2 22 6 21 io 20 3 22 27 7 31 23 .23 6 -23 36 24 50 23 2.1. 36 39 6 21 22 26

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JN DEX. 69 .. --------------,-'---~------.----------Subject. I Section or Appendix. 2 Page. 3 ~~-----"--'-"--'------'--~--'---1------1---~--'N N .EwSPAPERS. Sanction required for purchase ofNoTICE. Posting of-warningpersons regarding pay-1 ment of mo!1ey. N oTICE BoARD. Hour for receipt of applications to be posted on-. NOTIFICATIONS. Procedure on issue of --. Procedu,e on receipt of NUMBERING of lelters--1i) on receipt (ii) on i
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70 INDEX. Subject. P-contd. PETITION-WRITERS. MisbEohaviour of-to be reported to District Judge. --to be licensed by District Judge --to give receipt for every fee paid PETITIOKS. See APP LICA'rIONS. I ,. ! Section or Appendix. 2 (s) I 34 (s) 126 (s) J 30 PLAN(s). Copies of--. See under Copy ... '(s) q.1-59 POSTAGE. Devices for reducing cost of-•• 1 (s) 24-28 POSTAL DESPATCH REGISTER prescribed ... .•. (s) 22 PROCEEDING (s) when completed should be sent to the (s) 62 Record-room by officer who has last dealt : with it. I --Applications which may be filed in aggre . gate-. I --Chalan to be filed in-.. --Classification of papers inf, --Classification of{ I --Completed-of Subdivisional and Township Offi[ cers not at the headquarters of a district ' to be sent to the Record-keeper at the end ! of each quarter. --defined --file distinguished from process file --fly-leaf --Grant of copies of---how built up List of exhibits in--rvlethod of dealing with agricultural advance, (s) 4,8-9 (s) SS (s) 51-8 Appx. IV (s) 59 Appx. V (s) 6I (1) (s) 34 (s) 54 (s) 47 (s) 136 (s) 56 (s) 45 (d) (s) 51 fi~hery sale, refund and potta-. --not to be entered in Register of Letters Re-(s) 12 (1) ceived. --Papers in-how filed --Procedure in sending-to Record•room --Prc,cedure on issue of---Procedure on receipt of---to be adjourned to a day certain --to be regarded as subsidiary ... --to pass to and fro between offices without for-warding letter. --Use of diary in---when new-should be opened .. --when to be dealt with as correspondence --Year by which Registers of-should be maintained. PROCESS FILE. Fly-leaf of--Papers to be placed on PROCESSES. Office copy of letter advising return of-not necessary. --received from another office how dealt with (s) 54 (s)m,60-61 (s) 19 (s) 18, 21 (s) 45 (e) (s) 5 I (s) 52 (s) 45 (s) 50 (s) So (s) 46 (s) 54 (s) 54 (s) 87 (i) (s) I 1 (ii) (s) So Page. 3 34 33 34 36-38 8-9 7 20 I.j. 17 17 55 17 56 1810 16 13 35 17 12 15 5 16 7-18 7 7 IZ 15 16 13 15 24 13 16 16 26

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INDEX. Subject. I P-concld. Section or Appendix. 2 71 Page. 3 PROCESSES. Treatment of-issued for service to another {s) 22 (iv) 8 office. PURCHASE. Sanction required for-of newspapers, etc. (s) 70 22 R RACKS. Forms to be kept on open--to be dusted regularly RECEIPT of correspondence -of documents at headquarters --of documents on tour --of registers, assessment-rolls and accounts --Office copy advising-of documents unnecessary --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 RECEIVING OFFICER. Definition of-... --may grant copies of certain documents to strangers during progress of proceedings. --Officers appointed-for application for copies 0 records not in custody of Land Records Department. --Preliminary procedure of-when admitting application for copy. ' -Subsequent procedure of-when application for copy is complete. --to appoint person to make copies in foreign languages and translations. --to certify true copy --to distribute fees among copyists --to e~dorse refusal when copy cannot be granted --When-may sanction refund of copying fees R BCORD(s). Definition of-for purposes of grant of copies. --Inspection of-.. RECORD OFFICER. Definition of,, __ Persons appointed for records not in custody of Land Records Department. --Procedure of-in delivery of copy to applicant --to be present at inspection of records --to bring to notice irregularities in grant of copies and to control copyists. --to certify " true copy " --to examine and compare copies before issue --to keep a note-book of inspections of records --to maintain register of application for copies and information. (s) II6 (s) I 14 (s) I I (s) 9 (s) 23 (s) I 1 (iv) (s) 87 (ii) (s) I 30 (s) 141 ls) I 52 (s) • 39 (s) 166 (J) 13 7 (s) 139 (s) 144-45 (s) 173-4 (s) 149 (s) 177 (s) 140 (s) 16 I (s) 136 ls)178-181 (s) 137 (s) I 3 7 (s) I 5 I ( s) I Bo (s) 153 (s) 149 (s) r48 (s) 181 (s) I 54 31 31 5 4 8 5 26 34 36 37 36 40 35 41 37 41 36 39 35 42 35 35 37 42 38 37 37 42 38

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INDEX. Subject. R-contd. Section or Appendix. 2 dealing with i (s) 61 (8)&(9) RECORD-KEEPER, Procedure for the-in inventories . --Duty of-on receipt of proceedings , , , . , . RECORD-ROOM. Procedure 1n sending proceedings to-REGISTERS. Corrections in-how made [>isposal of complet~d... -Grant of copies of records contained in---Headings of pages Of-to be filed up --List of-prescribed { --Only letter forwarding-to be registered on issue --Only letter for,\ard ing-to be registered on receipt --to be kept upright ... --to be labelle d back and front REGISTER OF APPLICATIONS . Form of---Separate-to be kept up by for General and Revenue Departments. --(General uepartmeut ) to be kept up by calendar year. -(Re-.,enue Depadme nt) to be kept up by agricultural year. { REGISTER OF APPLICATIONS FOR COPIES REGISTER OF CORRESPONDENCE FILES not to be main-tained. REGISTER OF LETTE R S JssuED. Camp-prescribed ---Head Clerk to maintain---_ Only one copy of-required for all departments --to be maintained by calendar year .. . REGISTER OF LETTERS RECEIVED . Only one copy to be maintained for all departments. --to be maintained by calendar year REGISTER OF PROCEEDINGS. Record-keeper to note receipt of completed proceedings in-. -(General Department) Instructions for _maintenance of-. --(Revenue Department) Instructions for maintenance of-. REGISTER oF PROCESSES IssusD REGiSTRATION or documents on receipt and issue REGISTRATION DEPARTMENT, Applicability of Manual to-. --Instructions for the grant of copies in the-RE~ii.NDERS. Procedure on issue of-... -Procedure on issue of-in c onnection with pro, ceedings. --Treatment of-on receipt . .. Treatment of--receive
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INDEX. Subject. I R-concld. REPORTS. Annual-how to be written ... --a re correspondence , • , . . . . .. RETURNS. Periodical-. See PERIODICAL R1::TURNS, REVENUE DEPARTMENT. Subjects dealt with in-... REVISION. Orders calling for records in-are correspon-dence. s SAW-PIT LICENSES included in" Accounts" ... SEALS, Use of A, B, and C-. .. . .. SEARCH. A pplicaticn for information to bear fee for-... SERVJC!l HooKs. Maintenance of-for clerks and menials --Submission of-by Subdivisional Officers and Town ship Officers in March to the Deputy Commissioner for check and return. SIGNATURE of fair copies ... ... ... --Use of-stamps forbidden except in certain cases SIGNING. Duty of officer-letter ... STAMP(S). Clerk to--papers in proceeding with A, R, C seals. --Care enjoined in use of postage-... --on applications when not to be cancelled --on applications when to be cancelled ... --Procedure to be observed in use of-for State telegrams. --Procedure for recovery qf amount paid for telegrams when without service-. --Use cf service-in telegrams ... • •. -Use of signature--ordinarily forbidden ,,, STANDARD L1sT of books to be copied into blank book. STANDINO ORDERS. See MAIN FILES, STOCK-BOOK of forms not required ... , •.. SuBDIVISldNAL OFFICER to check and sign copies of the inventory. SuBTREASURY OFFICER to correspond direct with Treasury Officer in treasury matters. I Section or Appendix. 2 (s) 92 (s) So (s) I (s) So (s) 8 (s) 58-59 (s) I 38 (s) 4 (s) 4 (s) 91 (iii) (s) 96 (s) 91 (iv) (s) 59 (s) 26 (s) 39 (s) 4r (s) 108 (s) ro9 (s) 108 (s) g6 (s) 64. (s) 116 (s) 61 (7) (s) 81 (iii) SYMBOLS of correspondence files ... . .. Appx. III • T TABULATED STATEMENTS. Grant of copies ofTELEGRAMS about leave ... • .. --Classification and method of sending--Dr9t of-where kept ... .., --Procedure on issue of-.. . -Procedure when-despatched from place without telegraph office. (s) 156 (i) (s) 103 (s) 104 (s) 97 (s) 14, 15 (s) 99 73 Page. 3 I 24 3 17 35 2 3 27 28 27 17 8 11 I I-30 30 28 20 31 19 50 39 29 :19 28 5,6 a8

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74 INDEX. Subject. --------------------T-concld. TELEGRAMS. Procedure when repeating-... --Replies lo-how addressed ... . .. --Treatment of-i~s11ed in connection with proceedings. -Treatmeut of-received in connection with proceed ings. TouR. Receipt and is5ue of documents on -... -Registers to be taken on-... . .. TO-"llrSHIP 0FF:ccR to check and sign copies of the inventory. TRANSLATION. Feefor-... ... --Persons by whom to be made ... TRANSLITERATION. Government system of-,to be fol-lowed. TREASURY DEP,\RTMl!NT, Applicabili'ty of Manual tov VERNACULAR, Disposal or-Gazette .. . --Use of-terms ... ... . .. VILLAGE PROCEEDINGS REGISTER, Procedure as to the entry of numbers of different offices in the-. VILLAGE. Separate Register of-Proceedings permitted w WORK. Allotment of-among clerks ... WoRKS-(i) Deputy Cr,mmissioners to furnish every Sub, l divisional Officer and Township Officer I with a list of-at the close of the financial Section or Appendix. 2 (s) too (s) 10 I (s) 14, 97 (s) n (s) 23 (s) 23 (s) 61 (7) (s) 157 (s) 174 (s) lI 8 (s) I (s) 71 (s) c 19 (s) 61 (5) (s) 46 (z) (s) 5 year. (ii) Responsibility to see the list of-is amended 1 as each new work is started by-124 (a) Subdivisional Officers. 1 ( b) Township Officers. J -0. B, C. P, 0.-No. 175, F. C., g(h), 6-9-1,203-F. X. deC. Page. 3 28 28 6, :18 5 8 8 19 39 41 32 I 13 3 33