How to read government historical
records?
PRO is home to millions of historical records.
Find out how to make sense of a typical government
record through this simple guide!
File open date.
File reference no.
Reference no. helps officers to identify and locate files.
File movement / circulation
Indicate and record officers who have used / accessed the file.
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Treasury tag
Enclosures and minutes are usually filed in chronological order.
Sender
Receiver
Enclosure no.
A running number in 'blue' colour on the upper-right hand corner of each enclosure - for clear and easy referencing.
Minutes
Usually placed on the 'left' side of the folder; to give instructions, make comments, or record actions.
Enclosures
Usually placed on the 'right' side of the folder. They are documents generated and accumulated over time (most common type of documents include memoranda, letters, drafts or reports created or received at work).
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Minutes
Minutes record officers’ commentaries and actions.
They can be useful in understanding how and why
government decisions are made.
Receiver's name / post title
Minute no.
Signature indicates minute has been read
Commentaries and actions
Enclosure no. (to which the enclosure refers)
Sender's Signarture / post title / date
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Minutes
Commentaries and actions
This minute refers to a new uniform designs. The Chairman of the Uniform Committee considers it acceptable. The new design shall be presented to the staff representative if there is no further comments.
Commentaries and actions
This part of the minute explains the reasons of employing outside designer to design new set of uniforms. It also comments on the choice of colour for uniforms.
Minute bottom
The first word of the sentence starting on next page
I.e. indicate that minute has not ended; more writing to be continued on the next page.
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Enclosures
Enclosures are useful in understanding a situation,
an event, outcome of a decision, or responses from
different parties, etc.
Treasurey tag
Sender
Memo = memoranda
Receiver
Enclosures no.
Memo creation date
Memo subject title
Content
Date / time memo received
Sender's signature / post title / date
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Enclosures
Subject title
Content
This brief provides guidelines and requirements for the designs of a new sets of Post Office uniforms.
It shows that ‘duties’ and ‘working conditions’ are two major factors affecting the design of uniforms.
To be continued on next page
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