Sessional_Paper_1949 — Page 124

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413. It is recommended that copies of the printed amendments should be pasted to the bound copies of the amended Ordinance as this is time saving and more accurate. This method of pasting printed amendments should also apply to the bound copies now held by the Colonial Secretary, the Deputy Colonial Secretary and all other copies on which only a manuscript amendment is now made.

Despatch of publications.

414. All publications issued or sold by the Government are put on charge in a record book. Issues of publications outside the Secretariat are entered in triplicate on issue voucher G.F.90.

415. One copy of the voucher is retained in the voucher book, the duplicate and triplicate are sent with the publication for the recipient to sign one copy and return. A further receipt is obtained by the Receipt and Despatch section whether a publication is despatched by post or by hand.

416. It is recommended that the triplicate issue voucher should not be used for the purpose mentioned above, and the receipt obtained by the Receipt and Despatch section should be sufficient.

Use of pre-printed letters.

post.

417. Individual letters are typed in many cases where publications are sent by

418. It is recommended that these letters should be pre-printed or duplicated and when despatched, the records noted.

Distribution lists.

419. Weekly distribution lists are duplicated, while the monthly lists are typed for the reason that there may be variations from month to month. There are other lists individually typed for the distribution of publications, although variations to these lists are rare.

420. It is recommended that weekly, monthly and other lists should be duplicated by the spirit duplicator, now held by the Coding Office.

Use of addressing machine.

421. This is another section which prepares many envelopes and labels fre- quently for the same addressees.

422. This section should arrange for a supply of envelopes and labels to be pre- addressed by the addressing machine at the Treasury or Public Works Department.

Scrutiny of Publications List.

423. The Chief Clerk is now responsible for inspecting the list of publications issued by H.M. Stationery Office and to order suitable publications for use by this Government.

424. It is recommended that this function should be transferred to the Librarian who should consult Departments before ordering.

Scrutiny of London Gazette.

425. The Chief Clerk now scrutinises the London Gazette to mark items of in- terest to this Government and passes the Gazette to the Deputy Colonial Secretary for instructions.

426. It is recommended that the scrutiny and marking of this Gazette should be the duty of the Librarian.

Indexing.

427. The present method of indexing requires a card index, a separate numerical index and an issue register which records recipients against relevant publications.