Sessional_Paper_1949 — Page 104

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New subjects.

238. When documents are received on which the registry have noted “N.S.” (New Subject), the senior assistant in the section should confirm this and draft a docket in the manner described below (item 271).

Case disposal.

239. Positive action on each paper and file should be taken by the section senior assistant. In routine cases he should prepare for signature fair minutes, memos or letters in reply. In difficult and exceptional cases he should prepare a precis of each case, noting any precedent which might influence the decision of a senior officer.

Note writing.

240. Section assistants should be discouraged from lengthy note writing, from expressing their opinions in their notes or merely passing a file to a senior officer without contributing to the disposal of the case.

OUTWARD MAIL.

Typing fair copies and subsequent action.

241. When a letter or memo is to be typed, it should pass direct from the senior assistant of the section to the typist. The name of the signing officer should always be typed on original and duplicates to avoid rubber stamping copies. Such rubber stamps now in use should be withdrawn. When fair copies are made, the typist should return the papers direct to the senior assistant for checking, noting his precedent record or bring-up diary and to pass to his senior officer for approval and signature.

Signing and subsequent action.

242. When an officer has signed a minute, memo or letter, the file should be sent direct to the junior assistant, who should attach relevant papers, reference the action taken, ensure that the transit is correctly recorded on the face of the file cover and if a letter or memo is to be despatched, place the documents in a cover for delivery by Receipt and Despatch Section, ensure that action has been completed, and return the file to the registry transit clerks. When it is considered that further action is required, the assistant should consult the senior assistant.

Precedents.

243. Precedent recording in most offices was found to be unsatisfactory.

244. Senior officers should advise their assistants on how precedents are to be noted and a record should be kept in a card index with guide cards or in an indexed loose leaf binder.

Sending files out of the Secretariat.

245. Departments receiving files from the Secretariat are required to read them, assess what is required, and at times prepare copies for their own files of minutes and enclosures. Files have been seen in Departments which are nearly the full copies of the Secretariat files.

246. In addition to this duplication of work, delays occur within the Secretariat when their files are in action in outside Departments.

247. It is recommended that only in exceptional cases should Secretariat files be sent to Departments.

References to departments by memo.

248. When matters are referred to Departments, reference should be made by memorandum. This method may throw extra work on the clerks of the Secretariat, but an overall saving will be made and a speedier disposal of cases should result.