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108
Storage of papers.
308. Instructions have been issued on the destruction of loose papers, but the method of disposal of old files has still to be decided.
309. Registries are becoming overcrowded by the accumulation of old files to which reference is rarely made and much required space is used to little advantage.
310. Files should fall into four categories:
(1) Live files to be stored in the registries for a fixed period.
(2) Files to be stored in the registries for all time.
(3) Files to be stored outside the Secretariat.
(4) Files to be destroyed.
311. It is recommended that an instruction be issued on the storage and disposal of files.
Franking of official mail.
312. When the Receipt and Despatch section receive covers endorsed "O.H.M.S.” for posting to an addressee at a place where official mail does not require postage stamps, the covers are returned to the General Registry for franking.
313. It is recommended that the franking of such covers should be done in the Receipt and Despatch section by the most senior clerk of the section.
Duplicate chit book recording.
314. It is recommended that the Confidential Registry chit book should be used for obtaining receipts of delivery from addressees, without further chit book entries being made by the Receipt and Despatch section. The Confidential Registry chit book should not be endorsed with the motor schedule delivery number as at present but in appropriate cases initialled by the receiving clerk in the Receipt and Despatch section. The same procedure should be followed in regard to telegrams received for despatch from the Coding Office.
CLERICAL AND EXECUTIVE STAFF GRADING.
315. The degree of responsibility of some clerical and executive officers of the same grades appeared to vary with the post occupied. Cases have been known where a clerk has been promoted but was given no additional responsibility.
Definition of responsibility.
316. It is recommended that the responsibility of each grade should be clearly defined and the degree of responsibility required by a post known before appointments are made.
317. The Report of the Reorganization Committee 1920 of H.M. Government broadly defined the duties of clerical grades. These recommendations amended so far as they may apply to the clerical staff of this Government are given below:
Grade III Clerks.
318. Routine clerical duties up to and including: The preparation, verification and scrutiny of straightforward documents, statistics, records, etc., the preparation of other documents, etc., subject to check; simple arithmetical calculations with or without the aid of office machinery; the simpler forms of registry work; simple correspondence of the stock letter and printed form type under well defined general instructions; and the operation of office machines where convenient.
Grade II Clerks.
319. Dealing with particular cases in accordance with well defined regulations, instructions or general practice, scrutinizing, checking and cross checking straight- forward accounts, claims, returns, etc., under well defined instructions. Preparation of material for returns, accounts and statistics in prescribed forms: simple drafting and precis work. Collection of material on which judgments can be formed: super- vision of the work of Clerks Grade III,