ENG-2000 — Page 56

CONSTITUTION AND ADMINISTRATION

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Government Records Service

The Government Records Service manages government records and provides a full range of records and archival management services through its three offices: Records Management Office (RMO), Records Management Strategy Unit (RMSU) and Public Records Office (PRO).

The RMO develops and oversees the implementation of a comprehensive system to manage records effectively and efficiently. It also operates Records Centres as central repositories for storage of inactive records transferred from government departments. The provision of centralised storage facilities has helped to not only enhance records management practices but also realise substantial notional savings on rental for storage of inactive records in otherwise expensive office accommodation.

To support continuous improvement in managing government records, the RMSU has organised a series of records management training courses under a total system and target-oriented approach for civil servants. The unit has also undertaken a number of records management reviews for government departments to help them improve the quality of records services and enhance cost-effectiveness in records management.

The PRO is one of the largest local sources of information for historical and other studies relating to Hong Kong. The bulk of the archival records is held at the purpose-built Hong Kong Public Records Building in Kwun Tong, Kowloon. The public archives also help foster the identity of the Hong Kong community through the safe keeping and preservation of permanent records from both public and private

sources.

An automated system for the management of archival records has been in use since September 1997 to enhance services to the public in searching, identifying and accessing records held by the PRO. In December 2000, the PRO established a Central Preservation Library for Government Publications to preserve, and provide one-stop access to, materials published by the Government that are of permanent value. To further enhance services to the public, an integrated information access system is being planned to provide efficient on-line and Internet access to the records in phases in 2001. Good progress has also been made in implementing the Public Education and Publicity Programme under which exhibitions, seminars and visits are organised.

Language

Hong Kong's official languages are Chinese and English. While reports and publications of public interest issued by the Government are available in both languages, correspondence with the public is in the language appropriate to the recipients. Simultaneous interpretation services are provided at official meetings when necessary.

It is the Government's policy to develop and maintain a Civil Service that is proficient in both written Chinese and English and conversant in Cantonese, Putonghua and English. While it is committed to promoting wider use of Chinese in official business, the Official Languages Agency is also fully aware of the need to preserve and improve the English standard of the Civil Service.

To promote wider use of Chinese in official business, the agency has so far visited 70 bureaux and departments to evaluate the progress in the use of Chinese in official business. This outreach programme led by Chinese Language Officers has helped 11