118
Allocation of stenographers,
be:-
392. The officers who should have stenographers allocated direct to them should
(1) Colonial Secretary.
(2) Financial Secretary.
(3) Deputy Colonial Secretary.
(4) Clerk of Councils.
393. Officers Nos. (1), (2) and (3) require a stenographer to trap telephone calls and interview personal callers. The work of Officer No. (4) is specialized and a large part of the work of the Councils' clerk cum stenographer will be of a clerical nature.
Use of mechanical recording.
394. Tests have been made in the use of three types of mechanical recording machines, namely, "Pierce", "Ediphone" and "Dictaphone", and of these it was found that the "Dictaphone" equipment was the cheapest and most suitable. There are two further makes of machines: "Recordon" and "Letterphone", which should be tested before a decision is made on the type of equipment to be installed. The advantages offered by this equipment include the following:
(1) Provides an officer with a facility to record his dictation at any time
of the day and without the presence of a stenographer.
(2) The time spent by a stenographer in shorthand note taking is saved
with a proportionate increase in the total work produced.
(3) An officer can dispense with manuscript drafting.
Manuscript drafting.
395. The test made of stenographers' work proved that many officers were busily engaged on manuscript drafting. At times this was necessary when the allocated stenographer was unavailable, but some officers preferred this method to dictating. The saving of an officer's time by using the dictating method over manuscript writing is obvious.
Supply of mechanical recording equipment.
396. It is recommended that each administrative officer who is required to use the full time services of a shorthand writer should be supplied with a mechanical re- cording machine and that each stenographer employed on shorthand noting should be provided with a transcribing machine. Before this equipment is purchased, the intend- ing suppliers should be asked to train stenographers in the use of the transcribing machine. One transcribing and one dictating machine should be purchased, as each stenographer has completed her training.
397. When this equipment is fully installed and officers and their stenographers fully trained in its use, the posts of two stenographers should be abolished and officers should be encouraged to do the minimum of manuscript writing. The total cost of the equipment would be covered by 18 months of the salary of the two stenographers saved.
OPEN TYPING OFFICE.
398. It is recommended that the assistant-in-charge of this office should prepare a simple work record to enable him to ensure that work is evenly distributed and that arrangements are made, so far as is possible, for work to be completed on the same day as received.
Storage of stencils.
399. The storage of used stencils is now overflowing on to the floor of this office and it is recommended that shelving be provided.