Colonial Secretary Guide - Flipbook - Page 319
- 317 REGISTRATION SYSTEM
From 1827 all letters are allocated a registration number except those to individuals. In most cases the
annual single number system is used within each series but in a few cases in the earlier period where
letters to more than one official appear in a series, a classified system is used. These numbers will be
found at the top left hand corner of each letter to the right of the margin. It has been noticed that errors
have been made in the allocation of numbers, some numbers being omitted, others duplicated.
NOTATIONS
There are various notations in the margins of the letters. The following explanation of these notations is
taken from the front of the 1826 volume of series 23 (4/3645). It is possible that these explanations do not
hold good in later years.
"Explanations of the Nos. inserted in the Margin of the Letters entered in this Book.
5403
The No. in the Register of Letters received during the year 1826.
27/5403
The No. in the Register of Letters received since the year 1826 the upper No.
showing the year; the lower No. the letters received during that year.
M.9/1827
Numbered Minute of the Governor, the upper No. showing the Minute; the
lower No. the year.
Mem.
Registered Memorandum of the Governor not in his own hand writing.
M.
Memorandum in the Governor's own hand.
M.S.
Manuscript (sometimes verbal) instructions from the Colonial Secretary.
M.Sy.
Memorandum of the Military Secretary.
P.S.
Memorandum of the Private Secretary
C.S.
Memorandum in Mr McLeay's hand writing".
The method of noting Governor's Minutes altered in later years, the year not being noted, eg. M14,123.
Another notation appears in the margin in later years also. It is "25m" or "25 late". This probably
indicates the date and time of despatch of the original letter.
INDEXES
Most of the volumes include an index, usually at the front. Where the letters sent to one office only are
copied in a volume, entries are subject or form entries. Where the bulk of the correspondence is with one
office but other officers are also addressed, additional entries appear in the index under the name of the
"other offices" addressed but not under the office most frequently addressed. Where letters to a number
of offices are copies in a single series, entries appear under both addressee and subject of the letter with
form entries (examples of form entries are: Circulars, Minutes). Some of the volumes are not completely
indexed.
In some of the volumes, particularly those with the name of many persons as subjects, these personal
entries are listed either at the beginning or the end of the initial letter and other subjects listed after or
before them.
