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PUBLIC RECORD OFFICE

Reference :-

PLLC.O. 885

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PUBLIC RECORD OFFICE, LONDON

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13. He will examine and supervise to such extent as he may think necessary the work of the Assistants, but not so as to relieve them of their proper responsibility. He will also see that proper measures are taken for the instruction of new members of the staff, and that every opportunity is given them to learn every branch of their duties as rapidly as possible.

14. He will see that important decisions or instructions, mistakes from which instruction may be gained, or any other unusual or special correspondences are circu- lated to all Assistants and duly noted for future guidance.

The

15. The method of dealing with requisitions is given in full detail later on. following may, however, be laid down as the stages at which the Deputy Head will always see the requisition work in ordinary cases:—

(a.) He will see all requisitions immediately on receipt, and before they are registered, noting which Assistant should deal with each, and giving any special instructions which appear to him necessary.

(b.) Before tenders are invited in competition, he will approve the general arrangement of the necessary forms; the list of firms; and the date for receiving tenders.

(c.) He will except when other arrangements in particular cases have been sanctioned by the Crown Agents see all orders before they are submitted to the Crown Agents for signature, and will see that they are properly made out. His examination need not extend to details, the responsibility for which rests entirely upon the Assistant concerned.

(d.) He will decide what report, if any, should be made to the Colony.

16. While the above are the main stages at which the work will ordinarily be seen by the Deputy Head, it must be understood that he will always use his judgment as to the extent of supervision exercised, and will require that questions arising at all stages shall be referred to him as may be necessary.

Assistants.

17. Each Assistant will be given charge of a particular division or group of Colonies, and will, under the Head and his Deputy, be entirely responsible for the eorrectness and punctuality of the requisition work of that division. He will not, except in cases of absence or emergency, deal with the work of another division unless directed by the Head or his Deputy to do so. He will be assisted by a Junior and a Boy Copyist, to whom he will depute such work as they are capable of performing; but he will be responsible for the correctness of what they do, that they are kept fully at work, and that the work is done in the most suitable manner.

18. He will make himself acquainted with any special circumstances of the Colonies in his division which affect the work, such as requirements regarding ship- ment, standing or special instructions, and so on.

19. He will see that all books are kept posted to date so far as concerns his own division.

20. He will be responsible that his papers and correspondence are all kept properly filed and in good order. Should he find that papers which have been used in another room or department are returned to him disarranged, he will at once point this out to the Deputy Head of the Works Department in order that representations may be promptly made to the department responsible. The proper keeping of papers is a point of much importance.

21. He will perform any special work, such as posting up the "Cross Index,” preparing statements or information, and so on, which may be required of him, and will, if directed, give assistance to other divisions both by helping in the routine work in times of pressure, or by assisting in the solution of questions as to which he may possess special technical knowledge.

22. Throughout the progress of a requisition, he will keep a look-out for ambiguities or points of doubt which might lead to mistakes, and will take instructions on all questions which arise. Questions of excess expenditure, or material deviation

from terms of indent, will be considered with special care and every question of doubt will be referred to the Head or his Deputy for instructions.

23. He will issue all memoranda to contractors and others, and will draft letters connected with his division, referring them to the Deputy Head for approval, to such extent as the latter may direct or as he himself may think necessary.

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24. One Assistant will be specially employed under the Head of the department in the conduct of the preliminary and general correspondence, of which he will take entire charge. He will assist the Head by drafting letters, examining and making précis of correspondence, preparing statements, and in such other ways as may ve required; and his services will also be available, when required, to give relief to the Assistants who are dealing with the requisitions, in posting records, or in any other` way.

25.

Supplementary Clerks.

A Supplementary Clerk will be attached to each division, and will work under the responsible Assistant. His duties will be the clerical work of preparing orders, keeping records, and so on, for which technical knowledge is not considered necessary.

Boy Copyists.

26. For the purpose of making copies and press copies, and performing routine clerical work of the simplest description, a Boy Copyist is attached to each division,, and will work under the directions of the responsible Assistant.

II. DUTIES OF THE WORKS DEPARTMENT OF THE CROWN AGENTS FOR THE COLONIES.

40.

General.

The primary object of this department is the execution of indents: received- from the Colonies for engineering and scientific stores of all descriptions.

41. The requirements dealt with are so varied that no hard and fast rules can

be laid down, but the following notes have been drawn up for the general guidance of those concerned. Nothing, however, will ensure success but the exercise of constant care and judgment, and cases frequently arise for which there is no precedent and to which no rules strictly apply.

42. It must be constantly remembered that the work of this department is exposed to very keen criticism, and that the smallest shortcomings are brought home to it, often after the lapse of considerable time. Apart from the discredit which any slips bring upon the office generally, the work involved in investigating and replying to complaints is often very heavy, and this can only be avoided by the utmost care in dealing with requisitions.

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43. The four main points to be attended to are :—

(a.) Authority,

(b.) Correctness and completeness of execution.

(c.) Cost.

(d.) Time.

(a.) Authority.

44. The authority varies in form. If the indent refers to any Law or Ordinance sanctioning the expenditure, or states that it forms an item of the approved annual -Budget of the Colony, or is for the current supply of a duly sanctioned established and customary service, that is sufficient authority. In the case of Ceylon, a request that the amount may be met out of advances in the hands of the Crown Agents is also sufficient authority. (C.O. Lr. of 3-12-91.) If there is no such statement, the indent should be referred to the Colonial Office for authority before execution, the preliminary steps being pushed on meanwhile if there is any urgency, so that the order can be placed directly the authority is received. When indents are for stores in connection with any particular work which has been duly sanctioned, no further authority is usually necessary.

45. Whatever form the demand for stores may take, the authority must be looked for and noted on the requisition cover, and if there is any doubt as to its suffi- ciency, instructions should be taken before proceeding.

46. It must be remembered that the officers, or even Governors, of Colonies have no power, when at home on leave, to authorise expenditure, and hence demands emanating from them will, unless of trifling amount, require C. O. approval.

(b.) Correctness and Completeness of Execution.

47. This falls under two headings, and entails care in two principal directions:- first, that the articles obtained are those actually required; and second, that nothing js omitted.

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