Part 4

1. All papers and correspondence referring to the same case should be kept together.

2. No letters or papers should be put away until the matter to which they refer is finally disposed of.

3. Separate pigeon-holes should be provided for all papers and letters according to their classification, so that when required they can be readily found.

4. The following classification is recommended:

For Papers not finally disposed of.

1. Papers in reference to applications for new Post Offices. 2. do. Postmasters' Bonds for execution. 3. do. Applications for alterations in Mail Routes. 4. do. Railway Mail Service. 5. do. Advertisement of Mail Contracts. 6. do. Execution of Mail Contracts. 7. do. Arrears due from Postmasters and ex-Postmasters. 8. do. Cases of supposed loss of or abstractions from Letters. 9. do. Distribution. 10. do. Matters requiring personal enquiry. 11. Letters from Secretary awaiting answers. 12. do. Postmasters, Contractors and the Public awaiting answers.

For Papers finally disposed of.

1. Mail Contracts in force alphabetically arranged. 2. Mails Contracts terminated alphabetically arranged. 3. Postmasters' Bonds in force do. 4. do. terminated do. 5. Letters from Secretary arranged according to number. 6. Letters from Post Office Department not numbered. 7. do. Post Office Inspectors. 8. do. Postmasters, Contractors and the Public alphabetically arranged, there being a separate pigeon-hole for each letter of the alphabet. 9. Papers in reference to cases of actual losses of or abstractions from letters. 10. do. Cases of supposed losses of or abstractions, in which the enquiry instituted shows that no actual loss or abstraction occurred. 11. do. Accounts included in monthly requisitions. 12. do. Arrears due from Postmasters. 13. do. Railway Mail Service. 14. do. Distribution.

III.

BOOKS AND RECORDS.

1. The books to be kept are as follows:--

1. Book for press copies of reports to the Postmaster General.

2. Book for press copies of such other letters, &c., as it may be necessary to copy.

3. Record of letters and references from the Secretary.

4. Record of applications for lost letters, &c.

5. Record of actual losses of letters and abstractions of articles of value from letters.

6. Journal of travel and proceedings (forms bound up.)

7. Conduct Return Book (press copies).

8. Order Book for instructions to Railway Mail Clerks, in which should be entered the address of each clerk.

9. Book for recording number of miles travelled by Railway Mail Clerks.

10. Record of errors made by Railway Mail Clerks, as shown by labels on packages which they have made up, and which should be forwarded to you by the Mail Clerks or Postmasters by whom opened, as also of other errors made by Railway Mail Clerks reported to you.

11. Record of Mail Contracts.

12. Record of Postmaster's Bonds.

13. Record of dates of expiration of Contract.

14. Variation of Expenditure Book.

15. Record of transfer of offices.

16. Salary Pay List Book.

17. Contractors Pay Book.