Sessional_Paper_1949 — Page 84

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71. It is recommended that this record should be abolished and applicants asked to support their claims for official exchange by producing evidence of previous trade transactions.

Documents forwarded to the Supplies and Distribution Department.

72. Import and other applications are at times sent to the Supplies and Dis- tribution Department for their comments. These applications are scheduled in a covering memorandum on each occasion.

73. File jackets should be prepared and endorsed as follows:

"For issue of licences and return”

or

"For comments and return".

The applications should then be placed in the appropriate folder and passed to the Supplies and Distribution Department which occupies an extension of the Exchange Control Office. As a transit record is now made on ledger E.C.7 or similar register, the typed accompanying memo. should be abolished.

Ledger C.S. 30.

74. Four ledger records are made for recording applications for transfer of foreign exchange. Respective records are kept for transfers (1) from a British Colony to Hong Kong (Ledger B), (2) Sundries (Ledger S.E.) and (3) Sterling transfers from Hong Kong to a British Colony (Ledger A) and (4) for recording "A.E." forms (Ledger S). The date of refusal or approval of an application is also recorded in these ledgers. These records are made on Form C.S. 30 containing seven columns and are required for reference purposes only. Three of the columns now used serve no useful purpose, namely:—

(1) Type

(2) Amount

(3) Purpose

75. It is recommended that until the stock of C.S. 30 forms are exhausted, a record should not be entered on the three columns mentioned above. When new sheets are to be printed, they should be of a width to accommodate only the four columns now found to be necessary.

Each line of the "remarks" column should be pre-printed as follows:

Approved

Refused

when the clerk can cancel the remark not appropriate.

Excessive use of typewriter.

76. The handwriting of the clerks was found to be quite legible yet index cards and similar records were typed when they could be hand written with greater speed.

77. The office supervisor should ensure that the typewriter is only used when time is saved by this method, or that additional legibility is essential.

Staff reductions.

78. If the simplified procedures proposed above are adopted, and unnecessary recording stopped, the post of one clerk should be abolished.

Repairs.

79. Arrangements should be made to secure the loose wood step leading into the office of the Assistant Financial Secretary and to paint white the gate guide-rail, as accidents have and may continue to occur as a result of these defects.