CO129-211 - Governor Sir Bowen - 1883 [8-9] — Page 55

In closure

Regulations for the Despatch Branch of the Colonial

Secretary's Office.

1. The Assistant Colonial Secretary will act as the Head of the Despatch Branch, and is authorized to conduct the business of that Branch, "with the cognizance of the Colonial Secretary, and in subordination to him; but in immediate communication with the Governor, and under the Governor's direct control." (Despatch from the Secretary of State, the Duke of Newcastle. No. 363 of February 1-4th, 1861.)

Accordingly, the Assistant Colonial Secretary is entrusted with the custody of the public correspondence with the Colonial Office in England: and also of the rest of the correspondence conducted under the Governor's signature, and entered in the "G. Register."

2. It is the first duty of the Assistant Colonial Secretary to make himself acquainted, as far as possible, with every subject upon which the Secretary of State's Despatches furnish either standing instructions or decisions which may serve as precedents; and he is expected to draw attention to such instructions or decisions, whenever occasion may require.

3. It is his duty to watch the proceedings of the Legislative Council as recorded in its Minutes; and to prepare Draft Despatches respecting all Ordinances that have passed the 2nd Reading, and respecting all Votes and Resolutions; and matters otherwise under official discussion, or of general public interest, which should be made the subject of report to the Secretary of State,

4. It is his duty to see that the periodical Returns required by H. M.'s Government, are prepared for transmission, in proper form, and at the proper times, in accordance with the Colonial Regulations; and that the information called for in connection with the Secretary of State's Despatches is promptly and accurately supplied by the Officers who are responsible for furnishing it.

5. He conducts, in the name of the Colonial Secretary, all the correspondence arising out of Despatches, and is, for this purpose, authorized to sign for the Colonial Secretary,

6. It is his duty to examine all original Despatches and Enclosures transmitted to the Secretary of State, and to attach his initials to them, so that he may be responsible for any irregularity or imperfection that may be brought to notice.

7. He is required to submit, once every month, for the information of the Governor, a Return of all Despatches under reference, showing the progress made in disposing of them. And no Despatch shall be considered as disposed of, unless filed by his order, as described in paragraph 10 (infra).

8. The Assistant Colonial Secretary will be aided in the discharge of the duties of the Despatch Branch, by (1) a Clerk of the Papers, and (2) a Copying Clerk.

9. In addition to his other duties, the Clerk of the Papers will have the immediate supervision of the copying of the original and duplicate Despatches, with their enclosures; the keeping up of the Registers and Indexes, both of the Despatches and of the "G" Letters; and of the conducting, under instructions of the Head of the Despatch Branch, the correspondence arising out of the Despatches.

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