Sessional_Paper_1949 — Page 117

113

(16) Inward telegram register

(17) Outward telegram register

Coding Office should retain

these records.

(18) Four telegram registers, telegram indexes.

(19) Detailed monthly reports on work volume.

(20) File and card indexes, which are not required with the proposed pro-

cedure, should be withdrawn.

(21) Registers of inward and outward correspondence irrespective on what-

ever form such a record is made.

(22) Card indexes used for nominal and file indexes.

(23) File register prepared by the Receipt and Despatch Section.

Accommodation of clerical sections & registries.

363. It is recommended that wherever possible, clerical section and registry staff should occupy separate but adjacent offices.

Staff reductions.

364. The reorganization illustrated on Appendix S shows a reduction in staff of 7 clerical assistants and 5 messengers plus the part time service of 1 clerk and 1 messenger. These reductions cannot be made at once, but only after the adoption and operational experience of the simplified methods recommended.

365. Summary of recommendations made in this chapter:

Clerical Service

(1) The General Registry should be reorganized to provide a clerical in

addition to a registry service. (231)

(2) The post of First Clerk should be abolished. (233)

(3) Amended method of operation for clerical sections.

(i) Inward mail. (235-240)

(ii) Outward mail. (241-242)

(4) Assistants should be advised how to note and record precedents. (244)

(5) Only in exceptional cases should Secretariat files be sent to Depart-

ments. (247)

(6) Reference to Departments should be by memo. (248)

Registry Service.

(7) The staff of the registry should be organized into 4 sections. (249)

(8) The work of the Receipt and Despatch Section should be divided into

5 sections.

(250)

(9) Method of dealing with inward mail by Receipt and Despatch section.

(251-253)

(10) Method of operation for General Registry.

(a) Initial action on inward. mail.

(256)

(b) Responsibility for recording file transits. (257)

(c) Files required already in action. (258).

(d) Transit of files. (259-260)

(e) Cancelling charges on the numerical index. (260)

(f) Charging outward files. (261)

(g) Connected files. (262-263)

(h) File transits recorded on file covers require no additional check by

registry. (264-265)