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(41) Card index should be withdrawn.

(460)

(42) A further telephone instrument and a two-way switch should be

supplied. (462)

(43) A hectograph typewriter ribbon attachment should be provided.

(464)

(44) Economy labels should not be used the first time an envelope is

addressed. (465)

(45) The wax seals on envelopes should cover the flap joints. (467)

(46) Use should be made of an addressing machine.

Forms Control and Design.

(469)

(47) An officer should be appointed to control the issue and design of forms.

(472)

Staff Reductions.

(48) Staff should be reduced by 4 assistants and 2 messengers. (474)

Accommodation.

CHAPTER XV.

MISCELLANEOUS

476. Officers and their assistants at times occupy offices remote from each other, which is detrimental to rapid work flow, supervision and easy contact. This fault may have arisen through the shortage of accommodation.

477. It is recommended that an examination should be made of the accommoda- tion occupied in the Secretariat offices by staff of the Public Works Department, whether some of that staff can be out-housed, more economical use made of their remaining accommodation and the freed accommodation made available to the Secretariat staff. When the total accommodation available is known, the housing of Secretariat officers and their staffs should be re-planned.

Security.

478. The 2 Police constables on guard duty at the Colonial Secretariat attend the building on week days from 4.00 p.m. to 8.00 a.m. The office attendants com- mence duty at 8.30 a.m., therefore the building is left unattended between 8.00-8.30 a.m. Although it was seen that office attendants and police guards when available answered enquiries of personal callers, it was not the practice otherwise to question the authority or purpose of callers.

479. It is recommended that the hours of duty for police guards be amended to provide a guard in the building from 8.00-8.30 a.m. The Defence Branch should consider whether it is now opportune for all staff to show official passes when en- tering and leaving the Secretariat, and for members of the public wishing to see an officer, to be issued temporary passes by a doorkeeper after he has made the necessary enquiries.

Use of urgent slips.

480. An instruction was issued in September, 1946 on Secretariat Circular No. 97 directing officers to sign "Urgent" slips when attached to files on which they have taken action, which they regard as urgent. It was understood that "Urgent" slips attached to other files should be removed.

481. It was observed that "Urgent" slips are rarely signed and remain on a file after a file has ceased to be urgent, thereby lowering the value of these slips.