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The Columbia University Libraries reserve the right to refuse to accept a copying order if, In its judgement, fulfillment of the order would Involve violation of the copyright law. Author: U.S. Interstate Commerce Commission Title: An order of the Interstate Commerce Commission... Place: Washington, D.C. Date: MASTER NEGATIVE • COLUMBIA UNIVERSITY LIBRARIES PRESERVATION DIVISION BIBLIOGRAPHIC MICROFORM TARGET OmOiNAL MATEmAL AS FILMED • EXiSTING BIBLIOGRAPHIC RECORD U«S* Interstate ooiamerce commission^ , An order of the Interstate ooanerce oMBission dated June 8» 1911* ^Superseding order dated June 10» 1910> • Washington, Govt* print. » off«i 19U# vi, 2 p. V 22 cm. Volume of pamphlets* BoMd withi U«S# Hiteratate oonmission* Rules pertaining. to operating statistics of large steam railways* ^^1919» :0 t RESTRICTIONS ON USE: TECHNICAL MICROFORM DATA FILM >^I2E* ,^^2jSjQDytt2^ REDUCTION RATIO: IMAGE PLACEMENT: lA ( HAj IB DATE FILMED: \-3)\-^5 TRACKING * : INITIALS: ^ FILMED BY PRESERVATION RESOURCES, BETHLEHEM. PA. CJ1 O ^ CIS, CO ^ Is U1 CD fM O 3 GO o m (D O Sag cos "O 3 3 3 3 39 O o -o m -D 0 I, "O 39 ^ -1 1 TJ ^ ^ P 00 "CO 2 > 39 ^3 tS9 o Is ii o m cr o >> §8 Is r-f- Z |o CT>X r AN ORDER OP THE INTERSTATE COMMERCE COMMISSION DATED JUNE 8, 1911 m THE MATTER OF ll DESTRUCTION OF RECORDS OF SLEEPING CAR COMPANIES EFFECTIVE ON OCTOBER 1, 1911 (Superseding Order dated June 10, 1910) GOVERNMiiMT P&IMTING OFFICE 19U SCHOOL or BUSINESS COLUMBIA UNIVERSITY GonimiBsiiMieia OEDER. At a General Session of the INTERSTATE COMMERCE COMMISSION, held at its ottice in Washington, D. C, on the 8th day of June, A. D. 191L Pretent: JuDsoN C. Clements, Chaiiles a. Prouty, Franklin K. IiAnb, Jaxbi S. Hasulk, Chahijw C. McChord, Balthasar.H. Meyer, ^ The matter of the determination of the operating, accounting^ and financial papers, records, books, blanks, tickets, stubs, and documents of carriers which may after a imsoiiable time be destroyed being under consideration: It is ordered^ That each and every sleeping car company subject to the provisions of the act to r^ulate commerce and the acts ain«idatory thereto be, and it hereb}^ is, permitted to destroy certain accounts, records, and memoranda hereinafter named after pre- serving the same for the periods of time hereinafter reqiective^ specified. It is fwrther ordered, That all accounts, records, and memoranda of such carriers, other than those hereinafter named, shall remam under the prohibition of destruction contamed in section 20 of the act to regulate commerce, as amended: Provided, hmever, That m case any such sleeping car company desires to destroy any accounts, records, or memoranda other than those hereinafter named it may petition the Conmaission to that effect, exhibiting a full and detailed description of the accounts, records, or memoranda in question, cleaiiy exj^aining their character, thmr use, and their purpose; it being understood that any order entered by the Commission on any such petition shall, unless otherwise provided, be limited in its force and effect to the particular sleepmg car company presentmg such petition. 6688°— 11 li isfuHher d^iered, That no accounts, records, or memoranda of ^ any deeping car company subject to the provisions of this order flliall be destroyed except on the written authority of an executive officer designated by the board of directors, either under a special order or under an order of continumg effect, a copy of such order being filed with the Commission. This written authority by such executive ofiBcer shall state in a formal manner: First. The person or pefscms whose duty it shall be to destroy the acoountB, records, or memoranda named; Second. A complete list of the accounts, records, or memoranda •to be destroyed, expressed either in form numbers or by descriptive titles; and. Third. The period covered by the accounts, records, or memoranda, the destruction of which is authorized. Said authority, or a certified copy therecrf, must be kept as a part of the pmnaMUt reeords. of the sleeping car company. H is fw^ker nfderei, That the person or persons upon whom devolves the duty of destroying the accounts, records, or memoranda of the sleeping car company under the authority referred to in the preceding paragraph of this order shall make formal certification to the effect that the accounts, records, or memoranda recited in the said authority have been destroyed and that no other accounts, records, or memaranda than those recited in ihe said authority have been destroyed; and that thb certification shall be. returned to the officer who issued the said authority, and be kept by him as a part of the permanent records of the sleeping car company. It is further ordered y That all accounts, records, and memoranda to be retained permanently or for specified periods of time, shall be filed in such mamier as to render them eflusdly accessible and con- venient for eixaminatjofi. (n) List of aocaimts, leoords, aad Biemoiuida refetied to lieteiii. fffie list af aoocNmtB, records, and memoranda to be permanently retained is not exhaustive. See third pangraib-of this order.l Description of aooounts, etc. 1. Ledgers, general and auxiliary 2. Journals, general and auxiliary 3. Cashbooks, general and auxiliary 4. Trial balance sheets of general and auxiliary ledgers! 5. Journal vouchers, jounoal^tries, departmeni; l>iUB, and supporting papers. 6. Minute books 7. Code and cipher books 8. Capital stock ledger 9. Records of capital stock certificates 10. Histories of lines 11. Records and memoranda showing in detail all the items per- taining to the cost of equipment and other property and the additions thereto and oetterments thereof. 12. Records and memoranda pertaining to depreciation and re- placement of equipment and other property; also histori- cal records of equipment and other property. 13. Deeds and other title papers 14. Contracts and agreements 15. File copies of annual, monthly, and special reports to the Interstate Commerce Commission, and supporting papers. 16. Annual reports to stockholders, complete file of 17. R^iister of accounts receivable bills, and indexes thereto.. 18. Miscellaneous bills for collection Duplicate or impEOBBkMi copiee of aXL bills issmed for collection. 10. Canceled interest coupons, matured and canceled bonds, noiesi and temporary coiificateB taken up and canc^ed. NoTB.— These docnments may be destroyed at the option of the car- rier, provided eertifloates of destruction are pmnanently filed in lien Hiereof. These oertiflcates shall five fall descriptive rdterence to the documents destroyed and shall be made by a cremation committee ap- pointed by the executive officer in charge of the destruction of records or appointed directly by the board of directors. The certificates of desmiction shall also be authenticated by representatives of the trus- tees (except in the case of notes, etc., not seci^d by mortgages) acting in conjunction with the crwnation cnwimtttee or shall haire the trostees' acceptance thereon. 20. Records of interest coupons, paid and unpaid 21. Remittances: (a) Deposit slips and remittance slips accompanying agents', conductors', stewards', and porters' remittances of cash and cash vouchers. (6) Abstxacts and statements of remittances received by treasurers and cashi«rs. 22. Records of berth and seat revenue All records summarizing the revenue from berths and seats, including ticket settlraienta with lailzoad com- panies and other deeping car companieB. 23. Records of revenue from charter of cars All records summarizing the revenue from charter of cars. 24. Records of miscellaneous revenue , All records summarizing miscellaneous revenue. 25; Line cards used to facilitate balancing revenue by lines Period to be retained. Permanently. Permanently. Permanently. Permanently. 10 yearn. . Permanently. Permanently. Permanently. Permanently. Permanently. Permanently. Permanently. Permanently. 8 years after expira- tion. P^nianently. . Permanently. Permanently. 8 Permanently. 7 years. 3 years. 7 years. 7 years. 7 yetos. 7 years. 3 yeara. (m) lAtt of MeoiiMft, rweai4By mmmmia, etc.— CoHtimied. 26. Ag^ts' and oondudon' Imkmce sheets: (a) Monthly balance dieets and supporting papers. . . (6) Daily or weekly balance sheets ii figuies we com- bined on monthly balance sheets. (e) Dally or wecUy bataee riieete and su|»^orting piqsers if figures are not comtined Md cttned to monthly balance sheets- 27. Agents' ticket reports - Agents' reports of eale of tickets for berths and seats. M. Conductors', stewards', and porters' reports: (a) Reports of sale of berths and seats , . , (6) Reports of meal checks issued , (c) Discrepancy reports for correction of errors (d) Rept^of cimwimedfortransierfiKimQnecarto another (e) Reports of berth checks issued 29. Roister of vouchers or accounts payable, and indexes uereto. 30. Vonchers All vouchers or accounts payable, and supporting papers, except as provided in item 11. SI. FSay loOa and time reports: (ft) Fiay rolls, including evidmoe and description of ■ervice performed, except as provided in item 11. (6) Impression or carbon copies of pay rolls if all in- lomntion thereon appean on the origmds ref erre d to in paragraph (a) of this item, (c) Conductors' and porters' time books and time slips. [<0 Records of time of cooks and waiters «) Records of time diecka isKied ;/) Records of time of yaid loarceB Distribution and summary of labor expenditures Records showing detail distribution of labor expendi- tures charged to aU accounts, except as provided in item 11. Detached reports and papers covering the application of labor and material, the details of which have been trans- cribed into other records for retention. 34. RecoidB <^ pemonal injury and other damage claims AU papers substantiating claims, whether snc^ pi^rs are attached to vouchers or filed separately. 35. Car records Recofds diowin^ the location of can, tho movements of cars, and the imleagv p i rfo t m ed. M. Switching statements Statements of cars switched by railroad companies from (me railroad to another. 37. Diagrams: (a) Sleeping and parlor car di^jams and correspond- ence relating to the reservation of berths and seats. (6) Trip slips (partial copies of diagiums) if all informa- tion thefemi appean on diafi^vma wmk are retained. (c) Reooidsof blank diagrams furnished to agents and others. 38. Tii*et stock records Records of tickets and checks received and distributed to agents, conductors, stewards, and porters; records of sales of tickets and checks; statements of transfer of tid^ets and checks frooi one agent, conductor, steward, or porler, to anotiier. Period to be reteined. 5 years. 1 year* 5 years.. 7 yeus. 7 years. 7 years. 7 years. * 1 year. 1 year. Permanently. 8 years aHor pay? ment.-- May be destroyed at option of sleeping carc(»npany. 3 years. 3 years. 3 years. 3 years. 7 yean. 3 yean. 8 yean aiteat pay- ment. 7 years. 3 yean. 3 yean. May be destroyed at option of deep- ing car company. 1 year. 3 yean. (IV) DeBor^piioa foTE.— Abstracts, reports, vouchers, tlekets, etc., mart be retained for the same periods as are provided for simflardoeumMJts waewnwenr '^^^^^upHcate copies of telegrams received in general offices for examination, when originals or other copies of such ^ tel^prams are retained. 51. Gup und praw* BtatemctttB v - v " j ; " ' Statements showing caps and punches funufihed agents, conductors, stewards, and porters. 52. Records relative to the employment of conductors, porters, and oiiier car employee. 5$. Correspondence and records thereof relating to subjects listed in items 1 to 52, inclusive. PcvtodtotienttlMd. May be destroyed at option of sleeping car company. * ^ yCMIB. May be destroyed at option of sleeping car company. For the period pre- flcribed for eadi item. It is further ordered, That the provisions of this order shall also to m^j receiver or (grating trustee of any such sleeping car company, and tliai when such company is m the haads of such receiver or operating trustee the wntten authoiity herein required for the destruction of any accounts, records, or memoranda shall be given by an officer designated by such receiver or operating trustee. It 18 further ordered, That this order shall become effective on October 1, 1911, superseding the order of June 10, 1910, relating to the deslniGtlon leooids of sleeping car companies. Atmeooiiv: ^ JUBflON C Cl-BMENTS, Chairman. o QQLUMBIA UMIVERSJTV 3itt^]rBtet^ (ilmmim (ilmmimxm In the Matter of the Destruction of Records of Sleeping Car Companies. At a General Session of the INTERSTATE COMMERCE COMMISSION, held at its office in WasMngton, D. C, on the 24th day of July, A. D. 1915. The matter of the determination of the operating, accounting, and financial papers, records, books, blanks, tickets, stubs, and docu- ments of sleeping car companies which may, after a reasonable tune, be destroyed being under consideration, the following order was entered i It is ordered, That the order in the matter of the destruction of records of sleeping car companies, entered on October 1, 1911, be, and it hereby is, modified with respect to items 22, 28, and 37 in the list of accounts, records, and memoranda contained therein, so as to make such items read as follows: Description of accounts, etc. 22. Records of berth and seat revenue - • • - • - All records summarizing the revenue from bertns and seats, including— , ^ , Cadiieis' daily atMSitracts of conductoffl' diagrams and collection. Daily record of gross receipts by stations. Monthly recoida of receipts by days. Monthly iBcapitultttaons of earnings and perform- ance by lines. , ^ Ticket settlements between railroad and sleeping car companies. 28. Conductors', stewards', and porters reports: (o) Reports of sale of berths and seats. (See item 37). (h) Reports of meal checks issued (ei Discrepancy reports for correction of errors \d) Reports of checks issued for transfer from one car to another. , , . , («) Reports of berth checks issued.. 37, Diagrams: (a) Conductors' diagrams showing sale of seats and berths and summarizing by cars the earnings and the space occupied, if revenue figures are trans- cribed to records covered by item 22 and if report of passes used is tomsciibed to records covered by item 40 (A). 48019"— IS ^ Period to be retaiiied. 7 years. years, years, year. year. years. 2 ■ •..-CO Description of acooCints, etc. Period to be retained. 37. DiasiBms — Continued. (5) Agents' reservation diagrams, showing space K>ld or engaged, and comspondiaM mladng to the nwrvation ol berths and seats. (c) Trip slips (partisU copies of diagrams) ii all information tinereon appears on diagmns covered by item (b) above. (d) Rea»dt uf blaiik ditgnmt fimlihed to agents and otbera. 3 years. May be destroyed at op- tion of caxii^. X yoaf • It is further ordered. That this order shall become effective on August 1, 1915. %t]ie Ckiiiiiiiusioii* Qmmm B. McGinty, r- r r-1 AUG 2 5 1994 J* ■ END OF TITLE