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Submitting files to H.E. The Governor.
491. A restricted number of officers are permitted to communicate direct with H.E. the Governor. Even certificates requiring H.E.'s routine signature such as for authorized banishments and detentions are submitted to H.E. via the Deputy Colonial Secretary, who signs a minute or forwarding slip before submitting the papers for H.E.'s signature.
492. It is recommended that H.E. might consider that administrative officers should be authorized to submit certain specified cases direct to him, and that submis- sion slips should be abolished when the documents submitted are self-explanatory.
The use of the title "Hon”.
493. It is recommended that the title "Hon." should be used when addressing a minute or memo, but dropped when reference is made in the body of a minute or memorandum not meant for issue outside of Government.
Use of stock replies.
494. Insufficient use is made of the "stock" and pre-printed reply.
495. It is recommended that officers should prepare "stock" replies for the rapid disposal of routine cases and that pre-printed or duplicated replies should be more fre- quently used for inter-departmental use.
Distribution of circulars.
496. The distribution of Circulars appears at times to be wider than necessary.
497. It is recommended that the O & M Branch should study distribution lists and make their recommendations for savings in cost and labour.
Officers' duty roster.
498. The Sunday and holiday duty roster is now prepared every 14 days and H.E.'s Private Secretary is informed by memo each week of the name of the officer on duty.
499. It is recommended that the roster should be prepared monthly, seen by all the officers concerned and H.E.'s Private Secretary, and the latter informed only when there are variations to the agreed roster.
Excessive use of typewriter.
500. It appeared to be the practice to use the typewriter when duplicate copies are not required, and when it is speedier to write in manuscript. File covers and index cards, including those in visible edge indexes which are designed for recording in situ, are frequently typed.
501. It is recommended that manuscript should be used in all cases where it is the speediest method of recording.
Staff training.
502. There is no systematic plan for the training of staff and it is recommended that a central training scheme for all officers should be adopted on the lines described in Appendix A.A.
Microfilming essential records.
503. Much inconvenience was caused to the administration by the loss of essen- tial records as a result of enemy occupation of the Colony.
It is recommended that use should be made of the microfilming equipment now installed with the Police and which may be supplied to the Government Statistician for microfilming essential Government records and for the processed film to be stored in a place of safety.