General Instructions for the Guidance of Post Office Inspectors in the Dominion of Canada | Page 4

Ottawa, by the first mail after the transfer takes effect.
36. Immoral publications and other articles, the transmission of which
through the mail are prohibited--and which are sent to you by the
Railway Mail Clerks in your Division--should be at once forwarded to
the Postmaster General.
37. All forms, books, stationery, &c., required for your office must be
applied for by requisition to the Postmaster General in accordance with
the Instructions contained in the Catalogue of articles in stock in the
Printing and Supply Branch of the Department, a copy of which has
been furnished to you.
38. If any of the Regulations laid down in these instructions cannot be
carried out in your Division, you will make a confidential report to the
Postmaster General, stating the reasons why this cannot be done.

II.
ARRANGEMENT OF PAPERS.
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.
18. Book for the Record of Requisitions to the Postmaster General for
payment of travelling charges and all other official expenses, with the
exception of salaries and Mail Services.
19. Arrears Book.
20. Register of Employés attached to your office, including Railway
Mail Clerks in your Division, or under your superintendence. In the
book a page should be devoted to each employé, in which should be
recorded name, date, and place of birth, religion, class, salary, date of
promotion, increase of salary, transfer, suspension, cases in which the
employé has received special commendation or censure, date of
resignation or removal, or any other particular of which it is desirable a
memorandum should be kept.
21. Cash Book for entry of all monies received on P.O. account, with
manner of disposal thereof.
22. Money Order Cheque Book.
23. Pass Book in which to record all Registered Letters despatched.
24. Order Book with margin to be used in all cases when an order is
given for any article required for official use.
25. Telegraph Books with margin, on which should