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CHAPTER XII
Establishment branch,
CLERICAL AND REGISTRY SERVICES.
227. Recommendations have been made in Chapter VIII for the organization and procedures of a clerical service for the Establishment Branch.
Defence registry.
228. In Chapter VII Item 105 it was recommended that the Defence Registry should be combined with the Confidential Registry.
Application of recommendations.
229. The recommendations made below, so far as they are applicable, should be adopted by all Branches of the Secretariat.
Organization.
230. The chart on Appendix R illustrates the organization of the General Registry serving all Branches, with the exception of Establishment and Defence Branches, which have decentralized registries. The staff shown provide only a registry service and it is now proposed to widen that service to relieve administrative officers of routine work.
231. Appendix S illustrates the proposed re-organization and it will be seen that the functions of the staff have been divided into two main sections: (1) Clerical Service, and (2) Registry Service.
CLERICAL SERVICE.
First Clerk.
232. The duties of this officer have now either been abolished or re-allocated to other officers.
233. It is recommended that this post should be abolished.
Division of work.
234. It is recommended that the work of the Clerical Service be divided into four sections, each directly under the supervision of an assistant reporting to the Chief Clerk. The four sections should be known as (1) Miscellaneous, (2) Finance, (3) Trade and Development, (4) Communications and Social Services. Each section should be manned by two assistants and their respective functions are described on the chart.
METHOD OF OPERATION (Clerical Sections).
INWARD MAIL.
Action on arrears.
235. Action should be taken on all mail on the same day as it is received from the Registries. Before the end of the official working day, the Clerk-in-Charge of each clerical section should arrange that no arrears are carried forward to the next day without the previous permission of his senior officer.
Attaching papers to files.
236. When junior assistants first receive the inward mail and files, they should attach the papers to the files, reference. file contents and pass the files, and loose papers to the senior assistant in the section.
Marking extracts.
237. The senior assistant in the section should study the contents of the file or loose document, and mark extracts for typing. Ascertain if there are any connected papers, if so link these to the papers under action. When a document is received without a file, the assistant should decide whether the file should be recalled. If action cannot be taken on such documents on the same day as they are received, the senior officer should be asked for instructions.
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