CHAPTER XXI. RECORD BOOKS AND ARCHIVES OF THE CONSULAR OFFICE. 391. THE following record books are to be kept at Record books all inland consulates of the United States: at inland con sulates. A despatch book, into which are to be copied all Despatch book. official communications written by the consular officer to the Department of State. A letter book, into which are to be copied all other Letter book. official communications written by the consular officer. A fee book, in which the consular officer shall regis- Fee book. ter all fees received by him in the order in which they shall be received, specifying in such register or fee book each item of service; the amount received therefor; from whom and the date when received; and indicating what items and amounts are embraced in each receipt given by him therefor, and numbering the same according to the number of the receipts, respectively, so that the receipts and register shall correspond with each other. The consular officer will specify the name of the person for whom and the date when he shall grant, issue, or verify any passport, certify any invoice, or perform any other official service, in the entry of the receipt of the fees therefor in such register; and also number each consular act so receipted for with the number of such receipt as shown by such register. The fee book is to be ruled and kept in accordance with Form No. 8 if the con Passport book. Invoice book. Miscellaneous records. Register of letters received. Register of let ters sent. Record books at sea-ports. turns. sul resides at a port, or with No. 9 if his official residence is at an inland town or city. A passport book, in which are to be registered all passports issued by the consular officer, in accordance with Form No. 10, and the instructions prescribed in the chapter on Passports. An invoice book, to be ruled and kept in accordance with Form No. 11, and with the instructions prescribed in the chapter on the Authentication of Invoices. A miscellaneous record book, for the entry of those official papers and records which cannot conveniently be classified and entered in the record books above named. A register of official letters received at the consulate, which shall embrace the following information: name of the writer, number and date of letter, when received, its import, and remarks thereon, as prescribed in Form No. 12. A register of official letters sent from the consulate, stating the date and import of the letter and the name of the person to whom sent, as prescribed in Form No. 13. 392. In sea-ports the following additional books will be used: Book of com- A record book of commercial returns, to be kept in mercial re- accordance with Form No. 14, in which must be stated, in respect of vessels, the number, date of arrival, class, name, and tonnage of all American vessels, where belonging, whence from, whither bound, when and where built, master and owners' names; and in respect of cargoes, both inward and outward, under distinct heads, as nearly as possible, the description, quantity, and value of the same, and where produced or manufactured. ▲ seamen's register, in which shall be recorded a Seamen's regisdetailed list of all seamen shipped, discharged, or de- ter. ceased, at the consulate or commercial agency, and the payments made on account of each, according to Form No. 15. A relief book, showing the number and names of all Relief book. seamen relieved, from what vessel discharged, date and cause of discharge, and date of leaving the consulate; embracing also the several amounts disbursed on their account, as particularly described in Form No. 16. A quarterly account current book, in which shall be Quarterly acrecorded the account current furnished quarterly to count book. the Fifth Auditor, as per Form No. 17. A protest book, for the entry of notes of marine pro- Protest book. tests, in accordance with Form No. 18. A book for the entry of extended protests. (See Form Extended proNo. 19.) tests. A daily journal is to be kept, as prescribed in Form Journal. No. 20. 393. When a paper of any description shall be Books to be inentered or recorded in either of the said books, the dexed. same shall be indexed by a reference both to the " name of the author and the subject of the paper. labelled and 394. The answers received to official letters, and Letters reall other papers transmitted to the consulate, in- ceived to be tended to be permanently kept there, shall be put in bound. a proper place, labelled according to their subjectmatter, until a sufficient number shall accumulate to form a volume; when they shall be bound and indexed in the same manner as is directed with respect to other records. 395. All the consular books must be regularly Books to be paged; but where blanks occur (as in the book of paged. Consular books tinct from pri vate books. original letters, from the covers and unwritten pages) a cross must be made over the blank page, and it is not to be numbered. 396. The consular books are to be kept separately to be kept dis- from those relating to the consul's private affairs; and if the consul is at liberty to transact business, his consular business should, if possible, be transacted in a separate apartment from that in which his ordinary commercial or other affairs are carried on, designated by the arms of the United States exhibited at its entrance wherever such an exhibition of the arms is not probibited by the local regulations. Office and arms. Keeping of archives. chives. 397. All consular officers are instructed to take care that the archives are kept in proper order; and with this view, as well as to facilitate reference to previous correspondence, they will keep in their offices registers of all the documents, papers, letters, and books which have been or which may be at any time received, and also of those forwarded by them on matters connected with their official duties. Form, Nos. 12 and 13.) (See Transfer of ar- 398. The originals of all despatches and letters addressed to a consular officer, and copies of all that are written by him in his official capacity, including all official reports and returns, all books presented to the consulate, or sent to it by the Department, also all the record books, as described in this chapter, are to be considered as official documents, and are to be deposited among the consular archives, after being duly registered, and transferred with the effects of the consulate, together with the seal, press, arms, and flag, and all other property belonging to the United States, to his successor in office; an inventory of the same, signed both by outgoing and incoming consular |