440
PUBLE RECORD OFFICE
Reference :-
C.O. 885
COPYRIGHT PHOTOGRAPH-NOT TO
BE REP
8
ALLY V
PUBLIC
RD OFFICE, LONDON
T PERMISSION OF THE CED PHOTOGRAPHIC-
pe.
10
37. We are of opinion that there are at present few if any, classes of paper to which the method of "non-registration" can be usefully and safely extended, so as to facilitate early destruction and prevent accretion. We do not think method u, of attaching minor documents and petty memoranda-such as acknowledgments, further notes, reports of arrival on leave can at present be safely extended, Methods and c-of attaching supplementary or continuing notes with "a further minute," and of stamping the authority on applications for passages and advances of salary (in West African cases only at present)-might perhaps be extended but both these involve some small inconvenience and risk, and require care and discretion.
REDUCTION OF FORMAL BUSINESS.
38. The foregoing methods, however, chiefly effect economy in the We think machinery of registration, after documents have been received. it may be possible by alteration or simplification of procedure to obviate the actual receipt or retention of documents by reducing formal correspondence. Of recent years the department has abolished or delegated details of business relating to leave, salary during leave, requisitions, minor payments, &c.; and has recently adopted the practice (noted at c above) of passing certain applica- tions in original to the Crown Agents, the necessary authorization being given by a rubber stamp and signature. And during recent years efforts have been made to diminish, not only as regards the Crown Agents, but other Government Departments, our merely formal and transmitting functions as "the diplomatic channel," by encouraging direct communication between them and Colonial Governments or Agents-General. We think that these forms of economizing deserve labour and correspondence could probably be extended, and consideration.
INTER-DEPARTMENTAL CORRESPONDENCE.
39. We have considered the advisability, as a means of reducing inter- departmental and other correspondence, of minuting papers direct instead of inditing formal letters. The practice already obtains to a moderate extent; but we think that the inconvenience of any large extension of it, and the labour of safeguarding its operation by transit books, &c., would outweigh any advantage to be derived. We think it possible that for certain cases of formal request some method simpler than the official signed letter might be devised.
40. Considerable economy of correspondence is already secured by members of the office communicating, by semi-official letter or personally, with other offices, and it may perhaps be found possible to extend this procedure.
QUALITY OF MATERIAL OF RECORDS.
41. We may add that we find the material of recent and accruing documents to be much less substantial than those of older date, partly owing to the use of the typewriter and cheap paper and printing. Precautions are already taken by the Chief Registry and Sub-Registries to protect flimsy papers in circulation by added sheets, linen-backs, millboard and strap, &c. But we would suggest that all members of the office be urged to co-operate in measures for the better preservation of papers, by careful handling, by the use of wide mape or bands, and by general attention. We find that some-happily not a large proportion of the older papers which we have had under consideration have reached a bad state of dilapidation; and we think that the documents now current will, owing
to
o'their inferior material, require special care for their due preservation as State STANDING COMMITTEE.
いまい
42. Finally, we recommend that this Committee be retained for the presen and until further instructions as a Standing Committee, to consider further Record questions that
Brise. may
(Signed)
24th April, 1908.
CƏRANNEL'OMES,” 野
GEORGE W. JOHNSON, JS RISLEY,
ENJEN GREEN,
"C. ATCHLEY
W. F. WESTBROOK.
11
APPENDIX I.
Printed Documents in the Library.
-
of
The following statement shows the practice adopted for the purpose reducing the bulk of the various classes of printed Colonial documents in charge of the Library. These documents comprise the following classes of papers:-
1. Parliamentary Journals and Sessional Papers (bound),
2. Parliamentary Journals and Sessional Papers (unbound).
3. Blue Books (annual).
4. Acts and Ordinances (bound).
5. Acts and Ordinances (unbound).
5. Government Gazettes (bound). 7. Newspapers,
1. Sessional Papers (bound).
It has been customary to preserve one complete set of these documents. All the volumes received from the Colonies from the earliest times to 1876 inclusive, are deposited in the Record Office, and they have been placed with the other Colonial archives in the same condition as received. The volumes from 1877 to date are retained in the Colonial Office; one room is assigned for their storage, and, to make space for new accessions, the older volumes are from time to time sent to the Record Office.
[
2. Sessional Papers (unbound).
The
Separate prints are received from most of the Colonies. number of copies received varies considerably, but it has not been the practice to keep in store more than three copies of any one paper, unless it is of unusual interest, and is likely to be largely in request. general rule any copies in excess of three are destroyed soon after receipt in the office.
AB &
Papers under this heading are on record in some few cases as far back as 1860, but the greater part of them date from 1875. It has been the practice from time to time to weed them from the earliest received up to those of recent date, retaining copies of such only as have been found by experience to be of special value; and by this means their bulk has been constantly and largely reduced. One room only has, since 1876, been assigned for their storage, and, owing to the constant reduction mentioned, this space has never been increased.
3. Blue Books (annual).
These volumes, it may be observed, contain the yearly returns furnished by each Colony on finance, trade, shipping, civil establish- ments, &c.
These statistics date back to about 1820, and in most cases two copies of the book for each year have been retained. All issues of these Blue Books are stored in the Colonial Office; none, up to the present, having been sent to the Record Office. Surplus copies (in excess of two) have from time to time been distributed to other offices or sent away for destruction. One room is allotted for their storage, which, so far, has been found sufficient. When reduction becomes necessary, for reasons of space, the duplicate copies will be disposed of,