Sessional_Paper_1949 — Page 119

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(39) Proposed responsibilities for

(a) Grade III Clerks (318)

(b) Grade II Clerks (319)

(c) Grade I Clerks (320)

(d) Executive Officers Grade II (321)

(e) Executive Officers Grade I (322)

(40) Revised motor despatch service. (323-355)

(41) The Executive Council messenger's duties should be widened. (359)

(42) Greater use should be made of the postal and motor despatch services.

(360)

(43) The hours of day time messengers should be staggered to provide an

additional messenger for one hour after official hours. (361)

(44) Summary of records to be abolished. (362)

(45) Clerical sections and registry staff should occupy separate but adjacent

offices. (363)

(46) Staff reductions and when they should be made. (364)

Organization.

CHAPTER XIII.

CONFIDENTIAL REGISTRY

366. The present organization of this registry is illustrated on Appendix W.

367. The Government have decided that such a service is necessary. It is appreciated that by the storage of files in this registry, inconvenience is caused to officers taking action and not being familiar with all the files which may be available on a subject. It also causes duplicate recording.

368. It is not practical to provide a confidential clerical service, therefore it is recommended that the functions of this registry are confined to registry work.

The proposed organization and staff duties are described on Appendix X, and it is recommended that these proposals be adopted.

Procedures.

369. It is recommended that the routines and procedures as proposed in the pre- vious chapter for all other registries should also be adopted by this registry—especially in regard to registration of documents and recording.

Confidential Loose Minutes.

370. Minutes, and memos classified as confidential were seen to be enclosed in non- confidential file jackets.

371. It is recommended that all files, loose minutes and memos classified as con- fidential, should be placed in jackets boldly printed with the word "Confidential”.

Safe hand mail.

372. Safe hand mail despatched is recorded in a register C.S.33 and also recorded in a chit book or delivery schedule.