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121. When designing the proposed organization it was assumed that immediate arrangements would be made to abolish computation checks by the Branch and within a short time Heads of Departments would be given authority to submit their claims direct to the Accountant General for checking and passing for payment, etc.

122. If reference is made to the chart of the proposed organization Appendix F, it will be seen that the Establishment Officer should be in overall control of his Branch without any specified subject being allocated to him. The subjects of the Branch should, for the present, be divided between the two Assistant Establishment Officers.

123. Each Assistant Secretary should be assisted by two clerks and their main duties are described on the chart Appendix F.

Accommodation.

124. The clerks performing registry duties, should be housed near but separately from those employed on other clerical work,

Supervision of clerks.

125. The Executive Officer while remaining responsible for all the clerical work of the Branch should delegate his authority to Clerks Nos. 1 and 2 for the control and supervision of the clerks allocated to their respective sections.

Secret & confidential cases.

126. With the proposed organization, cases for disposal of a secret and confiden- tial nature should be directed to the appropriate Assistant Secretary, who will either take the complete action, or obtain the assistance of his senior clerk.

Open cases.

127. Other cases with the relevant files, should be directed by the registry to Clerk No. 2 or No. 3 as appropriate. These clerks should attach the papers to the files, reference the file contents and consider whether it is a subject or class of case within their authority to prepare a fair minute, memorandum or letter for signature. When senior officers are satisfied that Clerks Nos. 2 and 3 may submit their routine cases direct to them, they should authorize them to do this.

128. The Executive Officer and Clerk No. 1 should study their respective files and when possible prepare fair copies of minutes, memoranda, letters, etc. for signature.

129. When a clerk is in doubt as to whether he should prepare fair replies on a routine matter he should verbally consult his senior officer.

130. Exceptional cases, and where the clerk considers that a senior officer would require to make his own decision, the clerk should write on the file a short precis of the case with reference to precedents governing a decision. In such cases a clerk should be trained to keep his noting to the absolute minimum and not to record his opinion.

131. A case should not be submitted to a senior officer for action unless it is completed and ready for signature or a precis with precedents have been prepared.

Work Control.

132. It should be unnecessary for senior officers to see the progress of a case at every stage, but spot checks should be frequently made to ensure that the work is com- pleted in accordance with instructions.

133. The Executive Officer and Clerk No. 1 should consult their officers twice each week with all cases awaiting action and resting with their sections for three days or longer. The officers should then give instructions for the immediate clearance of the

arrears.

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