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Mail bags.
329. Each distribution point including the Secretariat and the Sorting Office, Kowloon, should be provided with two mail bags of the type now in use by this service. One lock of the kit bag or bicycle type should be provided for each bag. The identi- fication of the respective distribution point should be printed on the outside of the bag, and the letters "C.S.O." on the inside.
Log books.
330. Each van sorting clerk should be issued with a note book in which he should record details of the daily tours, including, (a) serial number of distribution point, (b) time of arrival, (c) messenger absent, (d) date Department informed of (c).
Despatch notes or schedules.
331. No variation of the design or use of the present despatch notes is now proposed. Sufficient information was unavailable to form an opinion as to the real necessity of the use of these schedules, and the O. & M. Branch should, after visits are made to other Departments, report again on this subject.
Outdoor staff required.
332. Each van should now be manned by only one driver and one sorting clerk. The Secretariat staff now manning the Kowloon Sorting Office should be transferred to the Railway Department and be available to that Department when not engaged on their present duties of receiving and despatching departmental mail.
Revised scheme of operation.
Distribution points.
333. Deliveries and collections should be made to and from one point only for each building, irrespective of the number of Departments housed in that building.
Departmental arrangements.
334. Departments should be instructed to consult other Departments in their building and arrange the following:
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(1) One messenger only to wait outside their building precisely at the time
scheduled for the van's arrival.
(2) One registry clerk only to act, in addition to his present duties, for all Departments in the building for the despatching and receiving of mail bags to and from the van.
335. Departments should be informed that the van sorting clerk has been instructed not to wait at any distribution point and if the appointed messenger is not met, the van is to proceed without delay.
336. Departments not at present served, due to their location, should be instructed to arrange for their mail addressed to other Departments to be delivered to the registry clerk of the nearest distribution point and not to the Secretariat as at present.
337. Departments should bundle their mail and attach a despatch schedule as at present.
338. Each Department should arrange for an appointed messenger to deliver their bundled and scheduled mail to the registry clerk serving the distribution point and at the same time collect any mail awaiting delivery to their Department.
The
339. The registry clerk serving the distribution point should, without any addi- tional recording, place all bundles of mail in the bag to be collected by the vans. bag should be locked just prior to the time scheduled for collection and handed to an appointed messenger to wait outside the building for the van's arrival.