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(2) The assistant responsible for the case should record the file number in his diary, on the date the file is to be "brought up". This diary should also be used by assistants to record the file number of a letter for which a reply is awaited. The file should then be returned to the registry.
(3) If one registry is required to store a "bring up" file attached to files of another registry their 'foreign' file record should be so endorsed as recommended above.
(4) Should the file be required for action before the "bring up” date the file
should be released.
(5) On the "bring up" date the assistant responsible for the case should
request the registry to supply the file.
(6) It should be unnecessary for the file to be minuted to an officer on the "bring up" date and this practice should be abandoned as the officer's own entry on the file should be sufficient.
(7) The file should be seen by the officer authorizing the "bring up" on the day ordered by him. He should then instruct on further action to be taken.
Responsibility for "bringing up” a file.
298. The onus of responsibility for "bringing up" a file on the date required should rest with the clerk responsible for the case and not the registry.
Departmental file lists.
299. Each month Departments are required to submit a record on form G.F. 12 of all "open" Secretariat files and another record of all confidential Secretariat files in their possession.
300. It is recommended that this instruction should be withdrawn and the lists abolished.
Minute numbering.
301. The present practice of numbering the pages of minutes and enclosures is at times misleading.
302. It is recommended that minute pages should be lettered and the enclosure pages numbered.
Page referencing.
303. The top of each minute page now bears the file reference number to ensure identification should a paper come adrift. It was found that while pages are at times torn, it has not been known for the page to be separated from the file jacket. It is recommended that this referencing should cease.
Retention of chit books.
304. It was stated that two firms retained Secretariat chit books for at least one day before giving their receipt for letters, etc., delivered.
305. It is recommended that arrangements should be made for firms to give their receipts and release the chit books at the time of delivery.
Design of chit book GF53.
306, This book is now interleaved with blotting paper.
307. It is recommended that future issues of the book should not be interleaved as most of the receipts given are made in pencil.