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504. Summary of recommendations made in this chapter:
(1) The siting of offices occupied by Secretariat staff should be re-planned.
(477)
(2) Police guards should be on duty until the arrival of the office attendants. The Defence Branch should consider tightening the security measures in the Secretariat building. (479)
(3) Greater care should be taken with the use of "Urgent" slips. (482)
(4) A less costly "Urgent" slip should be used. (484)
(5) Memos and minutes should be prepared requiring the minimum number of words to be written by an approving or replying officer. (486)
(6) A private branch exchange should be installed in the Secretariat. (488)
(7) It should be considered whether authority should be given to adminis- trative officers to sumbit cases for routine signature direct to H.E. the Governor. Submission slips should be abolished when documents are self-explanatory. (492)
(8) Restricted use of the title "Hon."
(493)
(9) Pre-printed and duplicated replies should be used for inter-
departmental use. (495)
(10) O & M Branch should study Circular distribution lists to effect
economy. (497)
(11) The holiday duty roster should be prepared monthly and H.E.'s Pri-
vate Secretary informed of variations. (499)
(12) The use of the typewriter should be restricted.
(501)
(13) A systematic plan of training should be adopted. (502)
(14) Microfilming essential records. (503)
Organization.
CHAPTER XVI.
OFFICE ATTENDANTS, LIFT OPERATORS
AND OFFICE CLEANERS.
505. The present organization is illustrated on Appendix A.A.
Office Attendants.
506. The present allocation is 1 Head Attendant and 3 Attendants on the second floor and 2 Attendants on the first floor.
507. It is recommended that this staff should be reduced by 1 Attendant provid- ing for 1 Head Attendant plus 2 Attendants on the second floor and 2 Attendants on the first floor.
Lift operators.
508. The periods of duty of these operators alternate from 33 hours to 31 hours per week. Although there is only one lift in use, two operators are employed to provide lunch relief and lift attendance from 8.00 a.m. to 7:00 p.m.
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