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ADMINISTRATION IN CONFIDENCE
Procedures
5.
With the exception of the PF and INDIV case files all papers are fully recorded. An "outfile" was in operation during 1980 but for 1981 HKGD opted for outward registers instead. The standard of work throughout is very good reflecting much diligence on the part of the staff.
6.
The Department receive on a regular basis several printed copies (the equivalent of Hansard) of Official Reports of the Procedures of the Hong Kong Legislative Council and of the Official Records of the Proceedings of the liong Kong Urban Council. One copy is registered and kept and the spares sent to the Library in Sanctuary Buildings where a copy is retained indefinitely. It is not necessary to register these printed documents - they should be stored in suitably labelled boxes until the relevant files are transferred to Records. Branch (ie after two years) when the accumulated copies should be sent to the Library for disposal. I so recommend. It might also be possible to reduce the number of copies received and I recommend that this point be raised with the Library.
7.
Some minor omissions and errors discovered were corrected on the spot and a list of the few corrections required appears as an Appendix to this Report.
Subject and Nominal Indexing
8.
Both subject and nominal indexing are well done.
File Checking
2.
Checking of the 1978 files was completed in good time. The files were properly listed for Records Branch purposes and a copy of the list retained in the Department.
Liaison
10.
The Liaison Officer, Mr Morrice, expressed satisfaction with the registry service and will arrange for the two new staff to attend a registry procedure course in the near future.
Security
11. No Top Secret papers are kept in the registry. The arrangements for locking up and checking are satisfactory.
W R Owen
21 January 1981
Registry Examiner
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ADMINISTRATION IN CONFIDENCE
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