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Showing posts with label Retrieval. Show all posts
Showing posts with label Retrieval. Show all posts

Duties of a Clerk in Government

Duties of a Clerk in Government

By Dr. Lalit Kumar Setia |  @drlalitsetia  |  drlalitsetia@gmail.com  |  December 25, 2017 8:38 p.m. PST

Whenever, a clerk joined in Government Departments or Public Sector Entities, he or she usually provided with various directions not from the appointing authorities but from the colleagues or even subordinates to appointing authorities and most of them tries to take their work done from the newly appointed clerk. The clerks are rarely taught about their primary and secondary functions. In this article, the functions of clerks are explained in detail:

1. The Dairy:

(a) Fresh Receipts: 

Superintendent should see that all daily fresh receipts are properly diarised and that the dairy numbers "are" entered in the transit register with which they are received from the Circulating Branch. Only important receipts should be marked to the officer concerned through the circulating branch for action. On return, the receipts should be marked to the Assistant concerned indicating at the same time of record is needed for disposal. The officials at the time of marking fresh receipts to other officials should initial and date the marking.

(b) To obviate delay in taking prompt action on urgent and important letters: 

which are required to be sent as 'Fresh Receipts', Superintendents should arrange to have a copy of the letter made after registration (where spare copies have not been received) and should submit the copy as a 'Fresh Receipt' and take action at once on the original. The fact that this is being done should always be indicated. -

(c) All communications received from the Government of India (including those from the Prime Minister and other Ministers of the Union): 

other than those of routine or unimportant character, shall as soon as possible after receipt, be submitted by the Secretary to the Minister in Charge, for information. When the Governor or Ministers· or Secretaries are in camp, Superintendent should be careful to see that such communications received from the Government of India which have not been sent to camp are put up for their perusal directly on their return.

2. Dairy Register:

            For the Registration of papers received each branch maintains a diary in the following form:
Branch
Number
From
Whom
Number and date
Brief subject
Markings, proceedings numbers etc.







            This diary is a general chronological register of communications of every description (including d.o. letters, telegrams and requisitions) received in a branch. Entries in the diary should be consecutively numbered. Demi-official communications, unofficial references and telegrams should be entered in the diary in red ink. Agenda papers relating to Assembly/Council business on which no action is called for in the branch should not be diarised.

Various kinds of duties of clerks

            The clerks are generally required to work as Diarist / Dispatcher, Record Keeper, Store Keeper, Care Taker, Cashier, Bill Clerk, dealing hand and any other duties assigned to him as per his job requirements and as directed by concerned Officers. The duties in brief are discussed in the succeeding paragraphs.

A. Duties of Diarist

1. Dairy numbers:

(a) After stamping the designation of the branch on each communication received in the branch, the diarist should enter the branch diary number and date within the stamp space. The stamp should however, be affixed in such a manner that it does not overlap any matter already written on the paper.
(b) Loose enclosures, e.g. plans, maps, etc, which should be kept separate but should be made on them enclosures to diary No………..date……….. So that it may be possible to identify them dearly. Plans and maps should be placed in a strong cover to avoid their getting torn.
(c) Submission of fresh receipts after registration immediately all the fresh receipts should be distributed by the branch diarist in the following manner:
(i) Those marked to branch officials should be sent to them without delay;
(ii) Those marked to officers should be divided into two lots, one those received from the various Ministries of the Government of India and two the rest.
    Both of the lots should be submitted to officers in separate fresh receipt pads. Should the receipts or any particular receipt not come back from officers forty eight hours, the fact should be brought to the notice of the Superintendent by the branch diarist. The Superintendent will then take further action to expedite the return of fresh receipts from officers for necessary action in the branch.

2. Diary Marking: 

On each occasion when fresh receipts, or cases, pass through the diarist, he should mark in the diary the person to whom and the date on which, they have been sent. Immediate and urgent cases should be sent without delay direct to the officers concerned. In order that the diary should be an up-to-date record of the movement of the cases, Superintendents and Assistants are responsible to see that all the cases are passed on from one to another in the office through the diarist.

3. Transfer of fresh receipts: 

When afresh receipt received in one Branch or office is to be transferred to another, to avoid delay, the latter branch should first be consulted by the dealing Assistant before the fresh receipt is actually transferred to another branch or office which subsequently transfers it back to the original Branch concerned or it concerns neither of them, the responsibility for the delay thus caused will be that of the - Branch which originally received it. The Superintendent or Assistant concerned is in the ·Branch in which the fresh receipts is originally received should personally take the opinion, it should be dealt with. If the other Superintendent does not accept the receipt, it should be brought to the notice of the Branch Officer for decision.
            When a diarised receipt is transferred from one Branch to another, the Diarist of the transferring Branch should obtain an acknowledgement in the form below from the receiving Branch Diarist. The former should then enter the new diary number against the original entry in the marking column of his diary. The Diarist of the receiving branch should similarly note the transferred diary number under his Branch diary number in order to show him that as the receipt is also entered in another diary, he must mark off the file numbers in both diaries after the case is recorded. The diarist in whose branch the case is responsible for completing such entries in the diaries concerned. He must on no account camp this duty by leaving the marking off to another diarists to do.
            Receipt bearing ___________ Branch No. _____________of 19 _____________ is transferred to             Branch. Please note below your branch diary number given to this receipt.
Transferring Diarist
Received Entered as No. ____________ in _____________ Branch diary 19___.
Receiving Diarist

4. Counter marking of a number of fresh receipts in a single case: 

When there are a 'number of fresh receipts in a single case, the earlier receipts should be countermarked with the last one and all diary marking should be made against the most recent Branch number.

5. Transferring of receipts belonging to outside departments: 

Fresh receipts transferred to the offices outside the Civil Secretariat to be dealt with by them in the first instance should be entered in the Branch Diary and then marked on as transferred. This entry should be made in ink and should have the date added to it. The same practice should, so far as possible, be observed in regard to confidential letters.

6. Miscellaneous duties of diarist: The diarists’ other duties are:

(a)     to prepare the challan (in duplicate) in un-official references, and, when the files are returned, to check the papers and also to prepare challans of cases sent out of the Secretariat to camp, etc.;
(b)    to write out telegrams for issue;
(c)     to retain the spare printed copies of letters till a case is disposed off;
(d)    to enter in red ink of the diary the proceedings and files numbers of recorded cases;
(e)     to put up reminder cases in un-official references on dates fixed for the issue of reminders;
(f)      to prepare weekly arrears report and check list;
(g)     to prepare a fortnightly list of Government of India letters needing replies; and
(h)    to prepare challan of cases sent to other Branches.

7. Allocation of Receipts: 

Once a receipt is finally allocated to a branch, the branch concerned should accept it and dispose it off. If for some good reasons the branch concerned feels that final allocation requires re-consideration, it should refer the case to the Branch Officer for orders but only after it has disposed off the case.

Duties of Record Keepers:

1. (a) Referencing fresh receipts: 

All fresh receipts should after from officers, be sent through the Assistant concerned and the diarist to the branch record keepers to put up and to complete their referencing.

(b) Papers to be put up: 

The reference clerk should, in addition to paging the receipt in pencil, and attaching a P.U.C. flag, carefully read through the letter and its enclosures (if any), and with the help of the diary, indexes and note books, trace and put up any connected records, precedents, policy papers and rules which are relevant to the question under discussion, or are likely to be required for the disposal of the case. Where no clue is given in the letter to any previous correspondence, or the reference clerk experiences difficulty in completing the file, the Assistant concerned must guide and direct the reference clerk as to the nature of the precedents or papers needed for its disposal. When special difficulties arise in tracing papers, assistance of the Superintendent Records may be obtained, where such system exists. Reference put ·up should be restricted to those actually required in dealing with the case.

(c) When a single reference is quoted in a fresh receipt, and that reference is in a file put up with another case: 

A copy of the required paper should be made and the fresh receipt submitted with it to avoid delay. No Assistant should return a case to the Record keeper to keep pending until the connected references are available without the specific orders of the Superintendent. In urgent cases, the Superintendent should take orders of the concerned officer and he should do the same in ordinary cases if the references needed do not become available within, say, a week of receipt of the communication. Such cases should always be shown in the arrears lists, and it should be noted whether the case is pending under the orders of an officer.

(d) Flags and quotation of references: 

Any paper to which the specific reference is made in the receipt, or its enclosures, or to which it is desired to draw attention in connection with any passage or proposal, should be marked with a single slip (called a 'flag'). Reference to such papers shall be made by citing the flag and the page number of notes or correspondence marked by it (e .g. 'A/2cor.' Or '7-12 notes', meaning page 2 of the correspondence in the file collection of papers marked 'A', etc.) Such reference shall be made in pencil and on the margin of the paper under consideration or enclosure or note, and shall, on no account, be used on one file or collection of papers and care should be taken to see that there are not two flags of the same letter on a case. Ordinarily, officers use flag 'P' to 'Z', inclusive and the office the rest.

2. Letters received not to be written on

Beyond the quotation of references no notes should be written in ink or letters under submission to the concerned officer.

3. Books in officers' libraries not to be put up with case

Books etc. copies of which are in the libraries of officers should not be put with the cases. In other cases extracts from especially bulky books may be added to and kept with the case.

4. Opening of fresh files and separation of subjects

Each file should so far as possible be confirmed to a single. subject and new files should be freely opened. When a letter relates to a subject dealt within two or more existing files, copies of the letter, or extracts from it, should be separately registered and submitted with each file.

5. Flying cover

All un-recorded papers which are to be put with a fresh receipt, should be arranged in chronological order, paged and placed in a 'Flying cover'.

6. Use of spare printed copies

Where a paper which has been printed is required for information or reference, a printed copy, and not the original, should, in the absence of orders to the contrary, be submitted and when a listed printed file is not available immediately, the relevant collection copies of proceedings should be put up instead to prevent delay.

7. Report of inability to trace a specific reference

When a reference clerk is unable to trace a quoted reference either in the indices or in the branch diaries, he should at once report the matter through the Assistant concerned to the Branch Superintendent/Section Officer/Head of the Branch, who should seek personal assistance of the Superintendent Records where this system exists. In all such cases the cause of the difficulty in tracing the reference should be noted so that any fault In the system can be remedied as soon as possible.
 Every case concerning the non receipt of a communication from the Government of India or another State or any other Office under the Haryana government addressed to an officer in the Civil Secretariat, must -be reported to the Under Secretary before the issue 0f letter asking for a duplicate copy.
 All other likely branches should be consulted before a report is made that no papers exist on the subject under disposal.

8. Labeling of precedents and rules

When precedents, rules or analogous cases are put up, each group of papers should be kept in a bundle by itself and labelled 'Precedents', 'Rules' etc.

9. Small fold papers to be flattened out

Papers which have not yet come into the flat system of record should be opened out by the Reference Clerk before they are put up.

10. Referencing of a printed file

The reference clerk in referencing a printed file should be careful that wherever a reference to a previous letter or communication is given, the page at which that letter will be found is noted against it on the margin. Forward references should also be noted i.e. when an answer to a Government letter is received, the letter should be referenced to the answer, e.g.

11. Note Books

Record Keepers should maintain note books and enter in them all rulings, orders and precedents. They should also keep a note of files ordered for notice in annual reports. This note book is independent of note book required to be maintained in Branch.

12. Period allowed for referencing fresh receipts:-

(i) Ordinarily, fresh receipts should be put up with papers within twenty four hours after receipt in the record room. No receipt may be kept with any reference clerk for over three days. If the papers cannot be completed within this period, the record keeper, should bring the matter personally to the notice of the Superintendent/Section Officer/head of the branch and obtain his instructions. If the Superintendent Section Officer Head of the Branch is unable to determine that the case can be submitted with complete references within a week from the date of receipt of the letter, he should refer the case to the administrative officer of the branch with an explanation of the reasons of delay. Call for information should be dealt with in the same manner.
(ii) The responsibility for seeing that no delay occurs in the submission of fresh receipts and files sent to the Record branch rests on Superintendent/Section Officers/head of the Branches and Assistants. They should maintain a personal diary so as to keep a track of important references received in their branches and keep their concerned officers informed of the progress made on immediate and important references in their respective branches from time to time. In order that no important reference is missed, the Superintendent/Section Officer and Heads of Branches should arrange that if any such reference is received in their Branches during their absence on leave or otherwise, "the same should be brought to their notice immediately on their return.
(iii) When the required previous papers are in the Issue Branch, the Superintendent/Section Officer/Head of the Branch or Assistant should decide whether the letter under issue should be withdrawn with a view to the suspension of the orders already passed. If he is in any doubt the orders of the officer concerned should be taken.

13. Withdrawal of papers from the recorders

When papers on which orders have issued but which have not been recorded are urgently required, they may be withdrawn from the Recorder. The Assistant withdrawing them will be responsible to see that the proper entry is made in the diary and that they are returned to the Recorder immediately when no longer required.

14. Withdrawal of papers in cases with the Governor etc.

(1) When papers needed in one case are put up in another case, the officer requiring them will decide whether to wait for a period not exceeding 15 days, or to refer at once to the officer with whom the papers are.
(2) Where the papers required are in a case with the Governor, a Minister or a Secretary, a reference made for the purpose mentioned above by an Under Secretary should be submitted to the Secretary under whom the Under Secretary is working. The Secretary to whom the reference is submitted will, in his discretion either obtain the papers or record an order that the file in which the papers are needed is to be kept pending for a period not exceeding a month, and then re submitted.
(3) On receipt of such a reference, when the papers required are not with the Governor, or a Minister, the officer with whom the papers are, will send them to the officer asking for them, unless he expects to be able to dispose of the case concerned within ten days in which case he shall note that the papers will be shortly available, and shall send them to the officer making the requisition within ten days. In cases of manifest urgency the papers required should be sent at once to the officer asking for them.

15. Reminder Cases:-

(1) Reminder cases are those in which action is awaited from outside office in which, if such action is not taken by a certain date, a reminder will issue.

(2) Responsibility for submission of reminder cases:

Reminder cases in un-official references shall be kept by the branch diarist and all others by the Record Department. On each date upon which the reminders are .due, the diarist or the record clerk, as the case may be, should submit the case to the Superintendent/Section Officer Head of the Branch or Assistant with a reminder for issue, if a reply has not so far been received.

(3) Date for Issue of reminders: 

The date on which a reminder should issue will be fixed by the Superintendent/Section Officer /Head of the Branch or Assistant dealing with the case. Ordinarily, a reminder should issue a month after the date of issue of the communication. When officers addressed have to consult Local Bodies or their subordinates, the first reminder should not issue before six weeks. Subsequent reminders should issue once a fortnight. This procedure does not apply in cases of Urgent and Immediate nature where a reminder should issue much earlier, depending on the urgency of, the case.

(4) In cases of undue delay in answering a reference or letter: 

A routine reminder shall not be issued but the special attention of the Secretary concerned should be drawn to the case with a view, to a demi official reminder being sent to the officer concerned.

  5) Reminder to the Government of India and other State Governments etc.: 

Order of an officer should always be taken before a reminder is issued to the Government of India, or to other state governments, or to a high official not serving under the Haryana Government. In such cases a reminder in the form of a letter should be issued and the fair copy should be- signed by the Secretary, Deputy Secretary, Under Secretary.

(6) Cases in which reminders are unnecessary: 

No reminder should issue in any case not initiated by the Government, unless, in the course of correspondence, a question has arisen in the answer in which Government is interested.

(7) Arrears list of reminder cases: 

With a view to ensuring that reminder cases are not being lost sight of but are receiving adequate attention. Lists of such cases pending over three months should be prepared by the Branch Diarist and the Record Department once a month, in the form below, and submitted with any comments which Superintendent/Section Officer/heads of the Branches may have to make to the Deputy Secretary, Under Secretary Concerned for scrutiny and orders so as to reach· him by the 7th of each month.
Dairy No.
Number and date of reference to be replied to and from whom received
Subject
Action
No. of reminders issued and reasons for delay
Remarks







(8) Reminder register: 

A register in the form below should he maintained by the Record Department in which all cases to which replies are awaited should be entered.
Dairy No.
Branch No.
Subject
To whom
No. and date of letter
Remarks







16. The Superintendent of Records should, during his inspections of the records of branches, examine the pending cases and reminder registers and satisfy himself that the instructions contained in this paragraph are being carefully complied with by record keeper.

C. Duties of Store-Keeper:

            The Store-Keeper takes charge of the stores and distributes them on indents signed by the concerned officer or Head of Branches. He is expected to scrutinize every indent in the light of the instructions issued on the subject and get the approval of the concerned officer where incurring of any expenditure is involved, before the stationery is supplied. The monthly indent for the stationery should reach the store keeper by the 10th of the month and irregular drawls of stationery during the course· of the month should be avoided, except in case of unexpected urgency and that too with the approval of concerned Officer. The Store-keeper is expected to take receipt for all articles supplied or when moved from one person or branch to another. He is responsible for all articles entrusted to his charge. He should have the stocks verified annually under the orders of the concerned officer. He is also responsible for annual overhauling and repairs of typewriters. He should maintain a regular register showing the names and designations of the officials to whom a typewriter is allotted along with the number of the machine.
            The Store-Keeper takes delivery of all Railway Consignment and disposes them of under instructions from the concerned officer. He stocks printed forms and letter Heads and is responsible for getting them printed. Rubber stamps and brass seals are got prepared through him. He is also required to arrange for the preparation and distribution of liveries to class IV Government employees under the orders of the concerned officer.
            The Store- Keeper shall also store all articles of sanitation, public health, electrical goods except air conditioners, voltage stabilizers, water coolers, room coolers and cycle spare parts. He will issue these articles on demands received by him and approved by the concerned Officer.
Note- The store-Keeper shall be required to furnish adequate security.

D. Duties of Care-Taker:

            The Care Taker is responsible to the concerned Officer for the efficient performance of his duties. He performs the following duties:-
i) Reports to the concerned Officer any trespassing, encroachment or unauthorized work with in the precincts of the office compound.
ii) Takes charge of all office as furniture, electric fittings, sofas and clocks allotted to rooms • attend to requisition for the supply and repair of furniture etc., and maintain stock register of the furniture, Air conditioner, Desert / room coolers, Carpets, Drugge, Garden accessories, flower pots etc.
            (In charge of branches are responsible for bringing promptly to the notice of concerned Officer any shortage or loss. It is also their duty to look the small articles before leaving office.)
iii) Takes charge of and superintends the proper care of office bicycles and attends to requisition for their repairs etc.
(All office bicycles should be handed over to the Chowkidar at night A bicycle parade should be held once a month in the presence of the concerned Officer)
iv) Supervises the watch and ward and garden establishment, pays periodical night visits to the Chowkidars and see that they are performing their duties properly. A register should be maintained for the purpose and any slackness brought to the notice of the concerned Officer for disciplinary action.
v) Sees to the functioning of all clocks so that they give correct time.
vi) Conduct a fire drill once a month, all the class IV Government servants in the concerned office compound attending for the purpose. Sees that the fire extinguishers and fire buckets are always ready for use.
Note - The Care Taker shall be required to furnish adequate Security.

E. Duties of Cashier:

i)  The cashier is responsible for all moneys coming into the office and entrusted to his keeping.
ii)  The cashier will disburse the salaries and travelling allowances of the entire Gazetted and non-gazetted establishment and shall obtain the signatures or thumb impression on the acquaintance rolls of every officer / official to whom salary or travelling allowance is disbursed. He will also disburse money payable from contingencies and make such other payments required under the written order of the disbursing officer. In the case of salaries and travelling allowances, however, if the actual payee, for unavoidable reasons, cannot present himself, the payment may be made under the orders of Drawing and Dispersing Officer ( D.D.O.) to an official duly authorised in writing by the above payee, on production of a stamped receipt from the actual payee.
a)  maintain a cash book in the prescribed form in which he will place daily before the D.D.O. for his signatures;
b) make over to the accounts clerk all vouchers relating to contingent expenditure and obtain his receipt where such system is in existence ;
c)    keep an up to date account of the permanent advance;
d)   maintain a register for the attachment of pay and make remittances to the court promptly;
e)  cash all cheques and give the number and date of the cheques on the pay, travelling allowance bills, etc. to which they relate ;
f)     credit money to the Government;
g)    obtain remittance transfer receipts, whenever needed;
h)   maintain the receipt and issue of stamp account properly;
i)    To prepare the closing balance account on the last working day of the each month.
Note – The cashier shall be required to furnish adequate security.

The objectives and principles of sound Record Management:

            In order that the Record Management should be effective, records should serve the following objectives:
I)    They should serve some useful purpose lest they become waste.
II)   The Record should be kept in such a way that they should be capable of being retrieved quickly.
III)  There should be control on the growth of record at its inception itself.
IV) Records should neither be prematurely destroyed nor retained for a longer period.
V)   Records must be kept systematically arranged so that there should be no delay in their location.
VI)  There should be constant weeding and review of the records so that the cost of maintenance of records is kept to the minimum.

Classification of Records:

            In order that the Record should be useful, it should be retained only according to its importance. For this purpose the Government records are classified under the following categories according to their importance:-

(a) Classification

(i) Class - A
            The files of this classification will be kept for permanent preservation for administrative purposes. The files of historical importance will also be classified 'A': The files of this classification will be got printed or photostat because these contain precious documents and access to it in original form has o be restricted.
(ii) Class - B
            The filed which are also meant for permanent preservation but do not contain documents/material required to be preserved in its original form and are not needed for frequent reference by different parties are to be classified 'B'. The files of this classification will be kept in original form and are not to be got printed/photostat.
(ii) Class - C
            The files of secondary importance and having reference value for a limited period not exceeding 10 years, are to be classified 'C'. The retention period for the Class 'C' files is to be indicated at the time of recording.

(b) Procedure for Recording:

            After action on the issue(s) considered the file has been completed, the dealing hand/initiating officer, in consultation with his supervisory officer, (Supdt., Section Officer, Head Clerk as the case may be) should close and record the file in the manner prescribed below:
(a)  state the fact of completion of action on the file;
(b)  indicate the appropriate classification of record and in the case of Class 'C' also specify the retention period and the year of destruction on the file cover;
(c)  where necessary, revise the title of the file so that it describes adequately the contents at that stage;
(d) extract from the file, copies of important decisions, documents, etc. as are considered useful for future reference and add them to the standing guard file/precedent book;
(e) remove from the file all superfluous papers such as reminders, acknowledgements, routine clips, working-sheets, rough drafts, surplus copies; etc. and destroy them;
(f)  complete all reference and, in particular mark previous and later references on the subject on the file cover;
(g)   pass on the file to the record clerk

(c) Custody of Record:

(a)  Files transferred by a section to the departmental record room will be accompanied by a list of files in duplicate. The departmental record room will verify that all the files mentioned in the list have been received, retain one copy of the list and return the other, duly signed, to the section concerned. In the record room, these lists will be kept section-wise in separate file covers.
(b)  The departmental record room will maintain a record review register in which a few pages will be allotted for each future year. Class 'C' files marked for review in a particular year will be entered in the pages earmarked for that yea5r in the register.
(c)  Files surviving the review undertaken on their attaining the 25th year of life will be stamped prominently as 'transferred' to State Archives will be accompanied by a list of files in triplicate, one copy of which will be returned by the State Archives, 'duly signed, to the departmental record room.


(d) Requisitioning of Record:

(i)  No recorded file will be issued from the record room or Archival records except against a signed requisition.
(ii)  The requisition will be kept in the place of file issued.
(iii) If the requisitioned file is one that has been photo stated or printed/microfilmed, normally a photo stated or printed copy and not the original will be issued to the requisitioning branch.
(iv) If the requisitioned file is initially obtained for being put up in one case is subsequently  put up on another, a fresh requisition should be sent to the record room for replacing the original requisition which will be returned to the party concerned.
(v) On return, the requisitioned file will be restored to its place and the requisition returned to the branch/official concerned.
(vi) File obtained by a branch from the record room will normally be returned within 3 months. If they are not received .back within the period, the record section will remind the branch concerned. For this purpose the record section, will maintain a simple register for keeping a record of the files, issued to the various branches each month.

(e) Retrieval System:

            In order that the Record should have practical value, it is essential that their number ·should be identified without any loss of time. Thus file numbering system plays great role in quick identification.
            After action on the issue(s) considered on the file been completed, the dealing hand/initiating officer, in consultation with his· supervisory officer, (Superintendent, Section Officer, Head Clerk as the case may be) should close and record the file in the manner prescribed below:-
State the fact of completion of action on the file;
(i)    indicate the appropriate classification of record and in the case of Class ‘C’ also specify the retention period and the year of destruction on the file cover;
(ii)   where necessary, revise the title· of the file so that it describes adequately the contents at that stage;
(iii)  extract from the file, copies of important decisions, documents etc. as are considered useful for future reference and add them to the standing guard file/precedent book;
(iv)  remove from the file all superfluous papers such as reminders, acknowledgements, routine slips, working-­sheets, rough drafts, surplus copies; etc. and destroy them;
(v)   complete all reference and, in ·particular; mark previous and later references on the subject on the file cover;

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