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61. It is recommended that the ledger binders should be identified by the letters "E.1." or "A.E." and that until the stock of ledger sheets is exhausted, records should be entered only in the four columns mentioned above.
62. When new sheets are to be printed they should be of a width to accom- modate only the four columns mentioned and that each line of the "remarks" column should be pre-printed as follows:
Date approved and despatched.
P.
A.
S. & D.
Key: Р =
A
S & D
Post
Handed to applicant.
Forwarded to Supplies and Distribution Department.
Register of Inward Correspondence.
63. A record is made in seven columns of some of the correspondence received and in most cases similar information is recorded elsewhere.
64. If the file indexes and other records are efficiently kept, this register serves no useful purpose. The reason usually expressed for desiring to maintain this record is that it provides evidence that a letter has been received. This evidence alone will not produce a missing letter, and the request for a duplicate of the missing letter would have to be made in either case.
65. It is recommended that this record be abolished.
Register of Outward Correspondence.
66. Mail despatched by messenger or post is recorded in a register. 70% of this mail is sent by hand and a signature in receipt on a chit book obtained. The balance of the mail is despatched by post.
67. This register should be abolished as it serves no useful purpose.
Pre-printing of envelopes.
68. Letters are frequently sent to the same addressees and the names and addresses are written or typed on each occasion.
69. A list of names and addresses of such persons or banks, etc., should be made and against each address a number should be written indicating the approximate number of envelopes required for that person or firm over a period of two months. The list should then be sent to the Treasury or any other Government Department using an "Addressograph" or "Adrema" machine, with a request to prepare a stencil for each name and address and pre-print these on envelopes in the quantity indicated against each address. The stencils should be retained by the Department pre-printing the envelopes and requests made to them periodically for additional supplies.
Export Account Ledger.
70. This ledger records the U.S. currency lodged by firms and persons to sup- port their applications for import and export licences. The only purpose of this record is to assist the Exchange Control to consider applications to purchase foreign exchange at official rates for travelling purposes. When it is found that an applicant has in the past purchased his foreign currency in the "open" market for trade pur- poses, his application for official exchange is favourably considered.