Sessional_Paper_1949 — Page 118

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(11) The registration or recording of inward and outward mail should be

abolished. (269)

(12) Indexing of files.

(a) File covers, registered number written once only. (270)

(b) Completion of draft file dockets. (271-272)

(c) Preparation of numerical and alphabetical indexes. (273)

(13) Abolish practice of attaching slips to face of file cover to indicate

action. (274)

(14) An amended nominal index where required. (275)

(15) Visible edge indexes should be abolished for the purpose now used.

(276)

(16) Guide cards should be used in filing cabinets. (277)

(17) The use of coloured reference slips. (280)

(18) The use of emergency transit cards. (284)

(19) File searching on officers' tables and the use of file lists should be

abolished. (284)

(20) The registration of savingrams, despatches and telegrams in registries

should be abolished.

(286)

(21) Abolish the copying of covering notes. (287)

(22) Abolish use of 4 registers and use a composite billing register. (288)

(23) Abolish the telegrams index. (289)

(24) Use should be made of addressing machines. (291)

(25) Use of composite rubber stamps. (293)

(26) Abolish duplicate recording. (294)

(27) Simplified monthly work report.

(28) A Revised "bring up" procedure.

(296)

(297)

(29) Responsibility for "bringing up" a file should rest with the clerical

section (298)

(30) Abolish use of Departmental file lists. (300)

(31) File minute pages should be lettered and file enclosures should be num-

bered.

(302)

(32) Abolish the practice of writing the file number on top of each minute

sheet contained in a file. (303)

(33) Addressees should be requested to release chit books at time of delivery.

(305)

(34) Chit books should not be interleaved with blotting paper. (307)

(35) An instruction should be issued on the storage and destruction of old

files. (311)

(36) Franking of official letters should be done in the Receipt and Despatch

Section. (313)

(37) Duplicate recording in chit books should be abolished. (314)

(38) The responsibilities of clerical and executive staff should be clearly de-

fined. (316)