8..— 14

41

APPENDICES. TO THE FIRST REPORT OF THE PUBLIC SERVICE COMMISSIONER. APPENDIX A. REPORT OF COMMITTEE APPOINTED TO INQUIRE INTO THE RECORD SYSTEMS OF THE GOVERNMENT DEPARTMENTS IN WELLINGTON. Sir,— Wellington, 10th February, 1913. .... We, the committee appointed to examine and report upon the several record systems in use by the various Government Departments in Wellington, respectfully submit our report herewith. In pursuance of your instructions we have made a careful examination of the methods of recording documents adopted by each of the Departments of the Public Service subject to the Public Service Act, 1912, and have also examined the systems in use by the Government Railways Department and the Defence Department respectively. The accompanying report sets forth in detail the results of our investigations, and is divided into four main divisions, viz. : — (1.) Resumi of the systems examined, and a description of the system proposed for general use. (2.) Report on matters of general importance which apply in a greater or lesser degree to the record systems of all Departments. (3.) Individual reports on the systems in use in each Department, with remarks on matters calling for special attention. : ' (4.) A list showing approximate savings which should result from the introduction of the proposed system. The system as outlined, which has been adopted by the Public Service Commissioner's.Office, is one which we have every confidence in recommending for general use throughout the Service. We think it desirable that it should be introduced immediately into two of the larger Departments (Lands and Postal for preference). This would enable Record Clerks in the other Departments to obtain an insight into the working of the system prior to its introduction into their own Departments. It would probably be necessary for an experienced Record Clerk to further assist them in inaugurating the system. We wish to state that the method of typing the record cover sheets and cards for the register and the subject and nominal indexes in one operation, which has been introduced by the Assistant Commissioner, Mr. Triggs, must effect a considerable saving in time and labour, and in many instances will add greatly to the efficiency of the recording; the series system which we have recommended in conjunction with this method of indexing for general use by Departments has already been adopted by the Defence Department, and to a greater or less extent by other Departments, and is in our opinion the one most suitable for adoption as a uniform system. In conclusion, we desire to thank you for the opportunity afforded us of examining 'the different methods of recording departmental correspondence, and trust that our report will assist in increasing the efficiency of this branch of the Service.—We have, &c, J. E. Broaofoot, Chairman. R. Withefobd. P. Verschafff.lt. The Public Service Commissioner, Wellington. REPORT OF THE COMMITTEE. Appointed by the Public Service Commissioner to- — (1.) Examine the record systems of Government Departments in Wellington; (2.) Evolve an efficient uniform system; and (3.) Show approximately what saving of labour could be effected by centralizing. the records, better methods, &c. RtiSUMti OF THE SYSTEMS EXAMINED, AND A DESCRIPTION OP THE SYSTEM PROPOSED FOR GENERAL USE. Record Systems in Government Departments. The comparatively numerous methods adopted by Government Departments for recording correspondence may bc j roughly classified as follows : — (1.) Book register and index-book (subject). (2.) Book register and index-books (subject and nominal).

6—H. 14.