CONSTITUTION AND ADMINISTRATION
a records management programme to handle current as well as inactive records; and the Public Records Office for an archives administration programme to look after the preservation and use of permanent records.
Proper management of records enhances the efficiency of business in government. The Records Management Office develops and oversees the implementation of a comprehensive system to manage records effectively and efficiently. Since November 1994, a Records Management Strategy has been implemented by phases to help the civil service improve the quality of records services, reduce records stock, control the growth of records and enhance cost-effectiveness in records management. Good progress was made during 1997 in the implementation of the second phase of the strategy, in helping departments institute proper records management systems; in training government staff in records management; in enhancing the management and disposal of inactive records; and in developing a vital records management programme in the civil service. A microfilming services centre was also set up during the year to meet service-wide demand for the microfilming of records with retention value.
The Public Records Office is one of the largest local sources of information for historical and other studies relating to Hong Kong. The public archives also help to foster the identity of the Hong Kong community through the safe-keeping of permanent records on the territory's history and development.
The Hong Kong Public Records Building in Kwun Tong, Kowloon, was opened during the year. It is Hong Kong's first purpose-built archives centre, and has been designed to the latest international standards required for the permanent preservation of various types of records. A new automation system also went live in September to enhance services to the public in searching, identifying and accessing records held by the Public Records Office.
Language
The official languages of Hong Kong are Chinese and English. Reports and publications of public interest issued by the government are available in both languages. Simultaneous interpretation is provided at official meetings where necessary and appropriate. Correspondence from the public in Chinese is replied to in Chinese.
The government continues to step up efforts to promote wider use of Chinese in the civil service. The ultimate objective is to develop a civil service which is able to operate efficiently in Chinese and English and is generally conversant in spoken Cantonese, Putonghua and English. The Official Languages Agency has initiated an out-reach programme of visits to heads of departments and grades to discuss with them their progress on the use of Chinese. In addition to guidebooks and reference materials on Chinese writing, the agency has developed electronic glossaries of terms commonly used in the government and templates of Chinese documents to facilitate drafting in Chinese. In 1997, $60.3 million was spent on equipping civil servants with computers and training in Chinese word processing.
In May 1997, the Bilingual Laws Advisory Committee finished its work and declared completion of the law translation programme which provides a basis for a bilingual judicial system. The complete set of the Laws of Hong Kong now has an authentic Chinese version.
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