98
Civil lists.
222. An amended Civil List is now being prepared. Subsequent Lists should be amended by an assistant in the Establishment Branch as and when changes are notified.
223. To issue a Civil List annually is costly and if the main purpose is to provide a current record, then it fails as the List will always be from 2 to 14 months out of date.
224. It is recommended that the List should be printed, and supplied unbound in a suitable loose leaf binder. Each month an amendment list should be duplicated and sent to holders of the Lists. When the number of amendments to be made to any
page is excessive, that page should be re-printed.
Widening experience of registry & clerical staff.
225. There is a tendency to retain staff on registry and similar duties for un- reasonably long periods. It is recommended that the Chief Clerk should prepare a systematic plan of junior staff transfers to allow such officers to gain the maximum experience while preserving the efficiency of the registry and clerical sections.
226. Summary of recommendations made in this chapter:
(1) Undesirable for Chief Clerk to supervise work of departmental staff.
(201)
(2) Revised functions. (204)
(3) Establishment Branch should examine the effect of the revised func-
tions. (205)
(4) Authority to sign the approval of appointment of temporary staff after
the posts have been authorized. (206)
(5) Positive supervision and control of Secretariat clerical and other staff.
(207-209)
(6) The visible edge equipment. (210)
(7) Full use should be made of the visible edge index now installed (211)
(8) Enquiries for files should be made direct to the appropriate registry.
(213)
(9) The Confidential Registry should receive and record files and other documents delivered to or received from H.E. the Governor. (215)
(10) Outgoing correspondence should not be routed via the Chief Clerk's
office.
(216)
(11) Departmental Progress Reports should be brief and contain a contents
summary.
(219)
(12) Telegrams despatched should not be routed via the First Clerk. Sample texts should be made to ensure Departments are following the correct procedure. (221)
(13) Amendments to Civil Lists should be prepared by an assistant of the
Establishment Branch. (224)
(14) The Civil Lists should be issued in Loose-leaf form with binders. (224)
(15) A systematic plan of junior staff transfers should be prepared. (225)