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Envelope addressing.

468. This is another section which writes the addresses on envelopes sent to persons with whom frequent correspondence is made.

469. As recommended elsewhere such envelopes should be pre-printed on the addressing machine held by the Treasury or Public Works Department.

Staff reductions for Coding Office.

470. It is recommended that when the methods proposed above have been adopted, the staff of this office should be reduced by one assistant and one messenger. The Re- ceipt and Despatch section should provide this office with a messenger as and when required.

Forms control and design.

471. A large sum of money is spent each year on the printing of forms. Economies are attempted in the cost of printing a form, but little is done to obtain specialist advice as to whether the form has been properly designed to reduce to a minimum the clerical labour required for its completion and for the transfer of the in- formation on to other records. Examples have been seen when the use of forms could be abandoned without inconvenience and others which require information to be written more than once on the same form. The redesigning of forms where necessary would reduce their size, cost of paper used, printing and labour in completion.

472. It is recommended that an officer be appointed with the authority and responsibility of controlling the issue and design of all forms used by Government, and to receive from all Departments particulars required for inclusion in the tele- phone directory to ensure a standardized method of entry. Such an officer should for preference have a knowledge of printing. He will require training in the subject of forms design and the O & M Branch should give this training.

473. The Organization and Methods Division of H.M. Treasury have issued ‘a book entitled "The Design of Forms" which contains much useful information on this subject.

Total staff reductions for Sundry Clerical Sections,

474. The total staff reductions for all the sundry clerical sections as shown on Appendix Y are 4 assistants and 2 messengers. The proposed organization is illus- trated on Appendix Z.

475. Summary of recommendations made in this chapter:-

(1) The staff of the sundry clerical sections should be reorganized. (384)

Women Confidential Assistants.

(2) Officers' secretaries should now be known as stenographers.

(387)

(3) A stenographic pool should be established under the direct control of a

supervisor. (388-389, 392)

(4) Duties of pool stenographer.

(390)

(5) Greater use should be made of the Open Typing Office. (391)

(6) Mechanical recording equipment should be provided.

(396)

(7) The posts of two stenographers should be abolished.

(8) Officers should do the minimum of manuscript writing.

(397)

(397)

Open Typing Office.

(9) Provision of a work record. (398)

(10) Shelving should be provided for storage of stencils. (399)

(11) An off-cut manuscript book should record work done for Departments.

(401)

(12) An additional typist should be posted to this office. (402)