ENG-2012 — Page 44

1

Constitution and Administration

Official Languages

Chinese and English are Hong Kong's official languages. It is Government policy to have a civil service that is proficient in written Chinese and English and conversant in Cantonese, Putonghua and spoken English. While important Government documents are issued in both official languages, correspondence with individual members of the public is always in the language appropriate to the recipient.

The Civil Service Bureau's Official Languages Division oversees the Government's language. policy and provides bureaux and departments with a wide range of language-related support. Besides translation, interpretation, drafting and editing services, the division operates language advice hotlines, compiles reference materials such as guides to official writing and glossaries of terms commonly used in the Government, and organises language-related talks and competitions. It also produces Word Power, a quarterly publication on language and culture, for service-wide distribution.

Government Records Service

The Government Records Service (GRS) oversees the overall management of government records and provides a range of records and archival management services. GRS formulates records management policies, guidelines and procedures, develops records management systems and oversees their implementation. It sets records management standards, gives guidance and provides training to bureaux and departments on records management good practices. It operates two records centres for storage of inactive government records and an ISO 9001:2008 certified microfilm centre providing microfilming services for bureaux and departments.

To meet the growing need for proper management of electronic records, GRS is developing further an electronic record-keeping system to drive electronic records management in the Government. GRS also provides records management support and assistance to bureaux and departments to develop or adopt an electronic record-keeping system.

GRS appraises, acquires, preserves and provides access to government records of enduring value. Through its public programme, reference service and on-line educational resources, GRS encourages understanding, use and protection of Hong Kong's documentary heritage. Its Central Preservation Library for Government Publications contains a wealth of government publications for research and study of Hong Kong. Members of the public can visit the purpose- built archival facilities in the Hong Kong Public Records Building in Kwun Tong or use its online service at www.grs.gov.hk to search archival records or browse the on-line exhibition and highlights of holdings etc.

The Ombudsman

The Ombudsman is established under The Ombudsman Ordinance as a corporation sole to redress grievances arising from maladministration in the public sector through independent and impartial investigations to improve the standard of public administration.

16