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Author: 
 
 U.S. Interstate Commerce 
 Commission 
 
 Title: 
 
 Regulations to govern the 
 destruction of records of.. 
 
 Place: 
 
 Washington, D.C 
 
 Date: 
 
 1914 
 
COLUMBIA UNIVERSITY LIBRARIES 
 PRESERVATION DIVISION 
 
 BIBLIOGRAPHIC MICROFORM TARGET 
 
 MASTER NCQATIVE i 
 
 ORIGINAL MATERIAL AS FILMED - EXISTING BIBLIOGRAPHIC RECORD 
 
 m 
 
 U«S« Interstate oomniieroe oomnissioa* 
 
 Regulations to gown the destraotion of recordt 
 of steam roads, prescribed by the Interstate ooifr- 
 merce oomnissioDf in aMordanoe with, seotion 20 
 of the aot to regulate oonBnerce* Issue of 1914, 
 effectiv© on July 1, 1914... Washington, Govt, 
 print, off., 1914# 
 
 46 p« 22 
 
 Volume of pamphlets. 
 
 Bound with} U«S# Interstate eonission* 
 Rules pertaining to^^gf operating statistics of 
 j.arge stew railways » 1919, 
 
 • • • 
 
 RESTRICTIONS ON USE: 
 
 TECHNICAL MICROFORM DATA 
 
 FILIM' SIZE. ^jfcii^^jQQiQQii 
 
 REDUCTION RATIO: 
 
 IMAGE PLACEMENT 
 
 DATE FILMED: 
 
 TRACKING « : 
 
 INITIALS: 
 
 FILMED BY PRESERVATION RESOURCES. BETHLEHEM. PA 
 
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REGULATIONS 
 
 TO GOVERN THis 
 
 DESTRUCTION OF RECORDS 
 
 OF , 
 
 STEAM ROADS 
 
 PRESCRIBED BY THE 
 
 INTERSTATE COMMERCE COMMISSION 
 
 IN ACCORDANCE WITH SECTION 20 OP 
 THE ACT TO REGULATE COMMEBCB 
 
 ISSUE OP 1914 
 
 JQ^yMive 4m Juiif X, 1914 
 
 (Supeneding and canceling ordm dftted June 10, ^910, 
 Jime 8, 1911, and October 7, 1912) 
 
 WASHINGTON 
 GOVERNMENT PRINIINO OFUGB 
 1914 
 
 SCHOOL OF BUSINESS 
 OOLUMBIA UNIVERSITY 
 
REGULATIONS 
 
 TO GOVERN THE 
 
 DESTRUCTION OF RECORDS 
 
 OF 
 
 STEAM ROADS 
 
 P^USSC^UhBE^) SISr T^IE 
 
 INTERSTATE COMMERCE COMMISSION 
 
 IN ACCORDANCE WITH SECTION 20 OF 
 THE ACT TO REGULATE COMMERCE 
 
 ISSUE OF 1914 
 Wfe^iive <m «Jfcl{f 1, 1914: 
 
 (Superseding and canceling orders dated June 10, 1910, 
 June 8, 1911, and October 7, 1912) 
 
 WASHINGTON 
 GOVERNMENT PRINTING OYWiSM 
 1914 
 
nS INTERSTATE COMMERCE COMMISSION 
 
 James S. Harlan, 0/ Illinois. 
 JuDBON C. Clbmsnts, of Oeorgta. 
 Smut E. Clabk, cf Iowa. 
 Chaslbb 0. MoC^OBD, of Kmtueky. 
 Balthasab H. Meter, of Wiaeanain. 
 Henry C. Hall, of Colorado. 
 WiNTHBOP M. Daniels, of New Jersey. 
 
 QsoBOS B. McQnmr, SeenUay. 
 
 ^ Unttr^riitft (&mmmt (OjomttiwfaQt 
 
 / Sapplemeat to Regulatiass to Govern the Destrocttoii of Records of 
 X Steam Roads, Issue of 1914. 
 
 V ■ 
 
 > At a General Session of the INTERSTATE COMMERCE 
 COMMISSION, held at its office in Washington, D. C- 
 on the 28th day of June, A. D. 1915. 
 
 The matter of the determination of the operating, accounting, and 
 financial papers, records, books, blanks, tickets, stubs, and docu- 
 ments of steam roads which may, after a reasonable time, be destroyed 
 being under consideration, the following order was entered: 
 
 h %B ordered, That the Regulations to GoTem the Destruction of 
 Records of Steam Roads, Issue of 1914, prescribed under an order 
 of the Commission entered on June 1, 1914, be, and the same are 
 hereby, amended so that items 96c and 176 of paragraph 20, shall 
 read as follows : 
 
 LIST OF ACCOmflB, UEOORDS, AND MBMORANOA. 
 
 TVff f li l ftiwi fli <f f i Miiiti , flic* 
 
 Pflciodtobfl 
 
 96. Tickets and checks: 
 
 (c) Used mileage books and scrip books on 
 which the name of user is shown and pas- 
 Ben|g;er-fare credentials, tiie reports of 
 which showing their sale or issue have 
 been audited; coupons, auditor's stubs, 
 contract portion signed by purchaser and 
 other detachmmits bom such hooks on 
 which transportation has been performed; 
 and identification slips required by the 
 conditions of any of these tickets. 
 
 (oc) Used^ mileage books and scrip books on 
 which the name of the user is not shown, 
 the reports of which showing their sale or 
 issue have been audited, and the coupons, 
 auditors' stubs and other detachments 
 from such books on which transportation 
 h£L^ been perioraied. 
 176. Railway mail service: 
 
 (a) Records and reports of mail weighing, mail 
 Iftiliufes, ana detentions, fines, deduc- 
 tions, and irregularities. 
 
 {b) Records and reports of mail pouches re- 
 ceived and distributed. 
 
 6 mpntha. 
 
 Optional. 
 
 3 years. 
 
 It is further ordered. That this order shell become effectiye on July 
 1, 1915. 
 By the Commission: 
 
 Oeorob B. McOintt, 
 
 Secretary. 
 
 WASHINGTON : 60TBBNMKNT PRINTING OFFICB : 1»1B 
 
 SCHOOL OF BUSINESS 
 OOLUMBIA UNIVERSITY 
 
ilttteratate (Baaamm (HmmiBsUm 
 
 liaBititnbm 
 
 UfltM 
 
 mminji 
 
 In the Matter id Regulations to Govern the Destruction of Records 
 
 of Stem Roads, Issue of 1914. 
 
 At a General Session of the INTERSTATE COMMERCE 
 
 COMMISSION, held at its office in Washington, 
 D. C, on the 4th day of November, A. D. 1919. 
 
 The matter of the determination of the operating, accounting, aiid 
 inancial papers, records, books, blanks, tickets, stubs, and docu- 
 ments of steun roads which may, after a reasonable time, be de- 
 stroyed, being under oonsideraldon, the following order was entered: 
 
 It is ordered^ That the Regulations to Govern the Destruction of 
 Kecords of Steam Roads, Issue of 1914, prescribed under an order of 
 the Commission entered on June 1, 1914, be, and the same are hereby, 
 amended so that item 5 of paragraph 20 shall read as follows: 
 
 Ocfcr^^tion of accovats, 
 
 Period to be retained. 
 
 S. Corporate elections: 
 
 
 (a) Proxies of holders of voting securities. 
 
 2 feara 
 
 (Z>) Lists of holders of voting securities presented 
 
 at meetinga 
 
 6 yeara 
 
 (o) Qualification oaths of judges of election. 
 
 OptionaL 
 
 \d) Qualification oaths of directors. 
 
 Optional. 
 
 (e) Ballots cast and tabulations of vote. 
 
 2 years. 
 
 (/) Judges reports of election results. 
 
 2 years. 
 
 It is further ordered^ That this order shall become effective on 
 December 1, 1919. 
 By the Commission: 
 
 Gbobgb B. MoGnrrr, 
 
 Secretary. 
 
 157846-^ 
 
 WASKuexoir : aofUuriauiT pujizxHa owncm : imo 
 
 SCHOOL OF BUSINESS 
 COLUMBIA UNIVERSITY 
 
> 
 
 4h 
 
 CONTENTS. 
 
 Order of the Commiaaioii » _ g 
 
 Introductory letter 7 
 
 Special note g 
 
 Destruction authorized 
 
 Officer having supervision of destruction n 
 
 Written authority of officer having supervision of destruction 12 
 
 CertificateB of destruction j2 
 
 GrematiQii coomiittee for the destruction of certain records 13 
 
 Joint bureaua and agendee 13 
 
 Konoperating companies 14 
 
 Method of destruction 
 
 Accidental destruction of accounts, zeooids, and memoranda 14 
 
 Duplicate accounts, records, and memoranda 14 
 
 List of accounts, records, and memoranda, and periods of retention 16 
 
 General and finaneiai 15 
 
 Revenues 
 
 Expenditures jg 
 
 Claims 20 
 
 Traffic :. 21 
 
 Purchases an d stores 23 
 
 Shops and enginehouses 25 
 
 Way and structures 26 
 
 Transportation ^ , _ 26 
 
 Agencies and yards 28 
 
 Statistics ^ 32 
 
 Joint associations, bureaus, and similar agencies 33 
 
 Miscellaneous 35 
 
 Appendix 37 
 
At a General Session of the INTERSTATE COMMERCE 
 COMMISSION, held at its office in Washii^tOEi, D. 
 on the 1st day of June, A. D. 1914. 
 
 The matter of the determmation of the operating, accounting, and 
 financial papers, records, books, blanks, tickets, stubs, and docu- 
 ments of steam roads which may, after a reasomible time, be de- 
 stroyed being imder consideration, the following order was entered: 
 
 R %8 ordered, That the Regulations to OoYem the Destruction of 
 Records of Steam Roads, Issue of 1914, a copy of wiiich is now before 
 this Commission, be, and they hereby are, approved; that a copy 
 thereof duly authenticated by the Secretary of the Commission be 
 fiJed in its archives, and a second copy thereof, in like manner 
 authenticated, be filed in the office of the Division of Carriers' 
 Accounts; and that each of said copies so authenticated and filed 
 shall be deemed an original record thereof. 
 
 It is further cfdered. That the said Regulations be, and they hereby 
 are, prescribed for the use of carriers by rail (exclusive of- electric 
 railways) subject to the provisions of the Act to Regulate Commerce, 
 as amended, in the destruction of their accoimts, records, and memo- 
 randa; and that a copy of the said Regulations be sent to each and 
 every such carrier and to each and evecy recdver or operating trustee 
 of any such carrier. 
 
 h i8 further crdered. That each and every such carrier, and each 
 and every receiver or operating trustee of any such carrier, be, and 
 hereby is, permitted to destroy the accounts, records, and memoranda 
 named or described in the said Regulations, after preserving the 
 same for the periods of time respectively specified and upon com- 
 plying with the requirements of the Regulations. 
 
 It is further crd^red. That all accounts, records, and memoranda of 
 such carriers, other than those the destruction of which is permitted 
 in the said Regulations, shall remain under the prohibition of destruc- 
 tion contained in section 20 of the Act to Regulate Commerce, as 
 amended: Provided j however, That in case any such carrier desires 
 to destroy any accoimts, records, or memoranda other than those 
 hereinafter named it may petition the Commission to that effect, 
 exhibiting a full and detailed description of the accounts, records, 
 or memoranda in question, clearly explaining their character, thmr 
 use, and their purpose; it being understood that any order entered 
 by the Commission on any such petition shall, unless otherwise pro- 
 
 6 
 
6 
 
 DESTBUCHON OF BECOfiDS OF STEAM BOADS. 
 
 vided, be limited in its force aad effect to the particular carrier 
 presenting such petition. 
 
 R i» further orderedy That the said Kegulations to Govern the 
 Destniction of Records of Steam Eoads^ Issue of 1914, shall become 
 iffeclt?® m July 1, 1914, ind tiutt tlds order ibail nqpoorsede and 
 cftncel the ord«n oi June 10, 1910, Jime 8, 1911, and Oetober 7, 
 1912, m the matter of the destruction of records of steam roads. 
 
 By the Commission. 
 
 [ssAL..] Geo&gb B. McGintt, 
 
 Secretary, 
 
 INTRODUCTOKY LETTEIL 
 
 iHTBBflTAn GaMMBBOB CbniiisaiOH, ' 
 DmaioN OF Cabbibbs' Accouotb, 
 
 Waalwngton, D, C, June 1, 1914- 
 
 To Officers of Steam K ail ways: 
 
 In formulating these regulations governing the destruction of rec- 
 ords of steam roads, it was the aim to have the list of accounts, records, 
 and memoranda therein as complete as possible, so as to afford the 
 camero the greatest amount of relief that can properly be given. 
 
 Accounting Seriea Circular No. dS, containing the regulations in 
 tentative form was submitted to all steam roads for criticisms regard- 
 ing the records covered and suggestions regarding additional records 
 to be included, and due consideration was given to all responses 
 received. 
 
 In the preparation of these regulations the Commission has had 
 the cooperation of the Association of American BaUway Accounting 
 OfiSoecs and of its Standing Committee on Corporate, Fiscal, and 
 Qeoeral Accounts. 
 
 Fred W. Sweney, 
 Chief Examiner of AccourUs* 
 
 1 
 
SPECIAL NOTE 
 
 The following extract from sectioii 20 of the Aet to Begulate CSom- 
 merce is here quoted lor conYement refmnce thmto by carriem: 
 
 Any person who shall willfully make any false entry in the accounts of any book of 
 •ccounts or in any record or memoranda kept by a carrier, or who shall willfully 
 diestroy, mutilate, alter, or by any other means or device falsify the record of any such 
 account, record, or memoranda, or who shall willfully n^lect or fail to make full, 
 true, and correct mtiiee in such accounts, records, or memoranda of all facts and 
 transactions appertaining to the carrier's buainesB, or shall keep any other accounts, 
 records, or memoranda than those prescribed or approved by the Oomminon, shall 
 be deemed guilty ol a misdemeaDor, and ahall be subject, upon conviction in any 
 oomrt of tiie United Sti^ of competent jmaiffiction, to a fine of 110^ 
 sHid ddlan nor more llian five thousand doUaiB or imiidaonment lor a term not less 
 than one year nor more than three yeaia, or both such fine and imprisonment: Pm- 
 vided, That the Oommission may m its discretimi issue orders i^edfying such oper- 
 ating, accounting, or financial papers, records, boolo, Uanloi, tickets, atubs, or docu- 
 ments of carriers which may, after a reascmaUe time, be destroyed, and praaoAii^ 
 the length of time such boolQi, pi^Mra, or doeoments ihaU to 
 
 Hiese regulations pertain only to the accounts, records, and 
 memoranda named or described herein. All accoimts, records, aad 
 memoranda not indicated in the regulations remain under the pro- 
 hibition of destruction contained in section 20 of the act. 
 
 It is not intended that these regiilati<nis shall be interpreted m 
 roqtdiing that the records herem named diall be installed, yrbm such 
 records are not already kept by a company. 
 
 Carriers which, previous to July 1, 1914, have filed resolutions 
 designating persons to have authority over the destruction of records, 
 in compliance with previous orders of the Interstate Commerce Com- 
 mission in the matter of the destruction of records of steam reads, 
 are not required to file additional resolutions, if those already filed 
 compty with the rog^ticMia here iasoad. 
 
 29388*— 14 2 ^ 
 
REGULATIONS TO GOVERN THE DESTRUCTION Of 
 
 mCOm OF STEAI ROADS. 
 
 Destruction authorized. 
 
 1. Carriers may destroy the acoounts, records, and memoraada 
 named in paragraph 20 (other than those marked 'Termai^tly'') 
 at their option after having preserved th^ for the specified periods 
 of time and upon complying with the requirements of these regula- 
 tions. 
 
 Officer having supervision of destruction. 
 
 2. An officer, or, where necessities require, two officers, should be 
 appointed by the Boazd of Diiec^oiB to have superviabn of the 
 destruction of acoounts, records, and memoranda. Such officer or 
 officers may be given (a) general supervision of the destruction of 
 all accounts, records, and memoranda the destru(5tion of which is 
 permitted by these regulations, or (h) authority over the destruction 
 of such of these accoimts, records, and memoranda as may be sped- 
 fied by the Board of Directors. A copy of the resolution of appoint- 
 ment shall be filed with the Commission before the destruction of 
 any of the accounts, records, or memoranda iuTobred. Pending 
 tteHon by the Board of Directors, an appointment by an executive 
 committee, or by a similarly authorized committee of the Board of 
 Directors, shall have the same effect as if made by the Board of 
 Directors. 
 
 3. If the property of a carrier is in the hands of a reodver or oper- 
 atii^ trustee, the officer or officers to have supervision of the de- 
 struction of acoountd, records, and memoranda shall be designated 
 by the receive or trustee. A copy of the order of the receiver or 
 trustee designating such officer or officers shall be filed with the Com- 
 mission before the destruction of any of the accounts, records, or 
 memoranda involved. 
 
 4. In designating an officer to have general supervision of the 
 destruction of accounts, records, and memoranda it would be prefer- 
 able to deg%nate by title only, ra^r lhan by name and title, and 
 thus obviate the necessity of fiting a new resolution each time a 
 successor in the office is appointed. 
 
12 
 
 D£STBUCTION OF BECOBDS OF STEAM EOAOB. 
 
 Written authority of officer having supervision of destruction. 
 
 5. Wma. any amumts, records, or memoianda aie to be destroyed, 
 an ofScer having sup ervk i on of the dfistroetion of aooomits, records, 
 or memoranda (as designated in compliance vnth paragraphs 2 and 3) 
 shall issue a written authority to the person or persons by whom the 
 accounts, records, or memoranda are to be destroyed (except as pro- 
 vided for in paragraph 19). This written authority shall state in a 
 formal manner: 
 
 Ffnt ThepenonorpenoiisivliosedatyitfllianbetodeB^^ 
 Of DMOiofttiida nained; 
 
 Seoomd. A Bsl of the aooouiitB, recortb, or memcmuKla to be dCBtioy«d, ^xprened 
 oiliier m fom numbers or by deteriptlv titles; mad. 
 
 Third. The period or periods coToed by the aceeontB, lecofde, or memoniBiia the 
 deetnictioiiof wbUsh m suthoiiaed. 
 
 6. The authority (a) may be confined to certain accoimts, records, 
 and memoranda which have been retataed for the periods of time 
 specified in these regulations and which the carrier then desires to 
 destroy, or (b) may be of continuing ^ect, applying to any or all of 
 the aeoonnts, records, and memoranda named hereui as the periods 
 of retention of such aeeomiits, xeoofd% dr miamaada attoai the 
 limits specified heroBi. 
 
 7. Such written authority, or a certified copy thereof, shaU be filed 
 in the office of the issuing officer as a permanent part of the carrier's 
 records. It is not required at present that copies of the written 
 anthorities be filed with the Commission. 
 
 Certificates of destrncti<ui. 
 
 8. The person or penoQs upon whim deTolves the duty of the dixeet 
 eiiperTisiion ol the-destnifition of the accounts, records, or memoranda 
 imMMhe authority referred to in paragraphs 5 and 6 shall make cer- 
 tificate (except as provided for in paragraphs 11, 18, and 19) setting 
 forth that the accounts, records, or memoranda listed in the said 
 authority have been destroyed and that no other accounts, records, or 
 memoranda than those so listed have been destroyed therewith. 
 
 9* If an authority aa referred to in paragn^>h 6 (h) is given, a cer- 
 lifieale d destmetifm shall be made lislai^ either by form numbers 
 or descriptive titles the accoimts, records, and memoranda destroyed, 
 naming the period or periods covered by the accounts, records, or 
 memoranda, and stating that no other accounts, records, or memo- 
 randa than those so listed have be^ destroyed therewith. £ither (a) 
 a separate c^iificate shall be made each time any accoimts, records, 
 or memoranda are deetroyed, or (h) eomidvlive eertificatee shall be 
 made with entries each time any aceonnts, records, or memoranda are 
 destroyed. 
 
 10. Certificates of destruction shaU be forwarded promptly to the 
 officer having supervision of the destruction of accounts, records, and 
 
 laei^mmm im wKmm m- mum worn. M 
 
 memoranda who issued ^ written authority and shall be retained 
 in his office as a permanent part of ihe company's records. In case 
 cumulative certificates are made they shall be forwarded to such offi- 
 cer periodically, but at least once every six months. It is not required 
 at present that copies of the certificates of destruction be filed with 
 the Commission. 
 
 11. Certificates of destruction need not be made for accounts, 
 records, and memoranda, the destruction of which is optumid with 
 the carrier, but a written authority, either for specific records or of 
 continuing effect (except as provided for in paragraph 19), shall be 
 issued by the officer having supervision of the destruction of such 
 accounts, records, and memoranda. 
 
 Cremation committee for the destruction of certain records. 
 
 12. At the option of the carrier the Board of Directors may from 
 time to time name a cremation committee to destroy canceled stock 
 certificates, bonds, or other records covered by item 6 of paragraph 
 20 in lieu of delegating the authority for the destruction to an officer, 
 as provided in paragraph 2. A copy of the resolution of the Board 
 of Directors naming such committee shall be filed with the Commis- 
 sion before the cremation of any of the records involved, and a cre- 
 mation certificate shall be permanently retained hy the carrier. 
 C^ificates of destroction giving full descriptive reference to the 
 documents destroyed shall be made by the person or persons appointed 
 by the officer having supervision of the destruction of records or by 
 the cremation committee. When documents represent debt secvu-ed 
 by mortgage, the certificates of destruction shall also be authenticated 
 by representatives of the trustees acting in conjuncUm with the 
 onemation committee or shall have the tnisitees' acceptance thereon. 
 
 Joint bureaus and agencies. 
 
 18. These regulations apply also to the destruction of accounts, rec- 
 ords, and memoranda of traffic associations, fast freight lines, demur- 
 rage and car service bureaus, weighing and inspection bureaus, and 
 other joint agencies maintained by or on behalf of steam roads. The 
 manager, chairman, or other officer in charge of the association, 
 bureau, etc., may be delegated by the designated officer of each of 
 , the carriers to have supervision of the destruction of accounts, records, 
 and memoranda of the association, etc., and in that event he shall 
 issue all authorities for such destruction, and certificates of destruc- 
 tion shall be filed with him. Otherwise a written authority shall be 
 secured from the proper officer of the member carriers concerned each 
 time any of the accounts, records, or memoranda are to be destroyed, 
 and a certificate of destruction shall be filed with each sucMlliil 
 
14 mgrtojCT^v ow mom 0^ 
 
 14. A company owning or controlling steam railway property which 
 it does not operate but which it leases to others for operating purposes 
 shall observe these regulations in case it desires to destroy any of its 
 corporate or jfinandal accounts, records, or memoranda. 
 
 Matkod el distnetioii. 
 
 16. The precise method of the destruction of accounts, records, or 
 memoranda is not prescribed. The Commission is not concerned 
 with the method of destruction, whether by fire, sale, or otherwise, so 
 long as the destruction is authorized and a certificate of destruction is 
 filed as reqoked by ^Mse i^^gulations. 
 
 in. if file accounts, records, and memoranda are not actually 
 destroyed by the carrier, but are disposed of by sale or otherwise, the 
 certificate of destruction shall so state. Attention is called to 
 section 15 of the Act to Kegulate Commerce, which provides that a 
 carrier shall not divulge to any person information concerning the 
 business of a shipper or consignee which may be used to the detri- 
 ment of such shipper or consignee. Responsibility for possible 
 infringement of tliki proyisbn of tiie law by disposing of its records 
 by oHier Hian actual destruction would rest with the carrier.. 
 
 MieMtmM totnetuA ol aoeonti, Merds, «id amMaaia. 
 
 17. If any accounts, records, or memoranda are destroyed acci- 
 dentally by fire, flood, or other calamity, a statement shall be pre- 
 pared listing as far as may be possible the records destroyed and 
 detailing tke drcumirtances in connection with the fire or other 
 calamiiy. Hot slatemeiii aiudl be auth«[itieated by ah officer or 
 floitte rapcmsible employee of the company and shall be filed with 
 ^e officer having supervision of the destruction of accounts, records, 
 and memoranda. A copy of the statement shall be filed promptly 
 with the Commission. 
 
 Baplicate accounts, records, and memoranda. 
 
 18. Froyision ia made in item 251a of paragraph 20 for the destruc- 
 tion of agency copies of certfdn accounts, records, and memoranda 
 after such documents have been retained for the periods assigned to 
 the originals. In destroying these copies the certificates of destruc- 
 tion may be dispensed with, but a written authority as provided for 
 in paragraphs 5 and 6 shall be issued. 
 
 19. Provision is made in item 251& of paragraph 20 for the optional 
 destmction of duplicate copies of accounts, records, and memoranda 
 Hiuai mtdk copies are not specifically provided for elsewhere in these 
 legolations and when they contain no information not shown on the 
 originals. In destroying such copies carriers may dispense with the 
 
 0 
 
 If 
 
 'written authorities and the certificates of destruction. The atten- 
 tion of carriers is specially directed to the requirement that the orig- 
 inals (or one true copy) shall be retained for the respective periods 
 named for such records in the regulations. 
 
 Lilt of accounts, records, iiA limiiinaida, and periods of retention. 
 
 20. The following list,, indicative of accounts, records, and 
 memoranda of steam roads, are (^>eGifically referred to by the regu- 
 lation embodied in paragraph 1. The classification of the accounts, 
 records, and memoranda enumerated below under the various general 
 headings is merely for convenient reference and is more or less 
 arbitrary. The regulations are intended to apply to the items as 
 named or described, r^ardless. of the classification and regardless of 
 where filed. 01 the accounts, records, and memoranda which are to 
 be retained permanenilty only the more important are indicated in 
 the list, such specific mention being made so that they may not be 
 confused with any accounts, records, or memoranda for which per- 
 mission to destroy is herein given. 
 
 1. Minute books of directors', executive committee's, 
 
 stockholders', and other meetings. 
 
 2. Code and cipher books, file copioiof 
 
 3. G^tttal stock records: 
 
 (a) Capital stock ledger 
 
 (b) Capital stock certificates, records of or stubs of. 
 
 Ic) Stodc transfer reoster 
 
 (a) Memoranda and Dills of sale or of transfer of 
 
 capital stock. 
 
 (e) Capital stock subscription notices and requests 
 
 for allotmeiit. 
 
 (f) Canceled o^tsl slodc ceftificfttes. (See 
 
 item 6.) j . 
 
 4. Bond records: 
 
 (a) Be g i et erod bond ledger 
 
 (6) Records or stubs of bonds 
 
 (c) Memoranda and bills of sale or of transfer of 
 
 regist^d bonds. 
 
 (d) BecOTdsofinterestooupODsiMid and unpaid... 
 
 (e) Funded debt BubscriptrannotifM and leqiiei^ 
 
 for allotment. 
 (J) Canceled bonds, paid interest coupons, and 
 unissued bonds. (See item 6.) 
 
 5. Voting securities: 
 
 (a) Proxies of holders of voting securities 
 
 (6) Lists of holders of voting securiti^ presented 
 at meetings. 
 Retired securities: 
 
 Stock certificates, bonds, notes, interest coupons, 
 receiver's certificates, and temporary certifi- 
 cates taken up and canceled. 
 
 Permanently. 
 
 Permanently. 
 Permanently. 
 P aniMCen tly. 
 3 years. 
 
 1 year. 
 
 Permanently. 
 Pennanently. 
 3 yean. 
 
 7 yean. 
 I year. *i 
 
 2 years. 
 6 years. 
 
 May be destroyed at op- 
 tion of carrier upon 
 complying with re- 
 quiremniti of pai»- 
 
P«xiod to be Mtained. 
 
 oxMBSAL AND FINANCIAL — Continued. 
 
 |pi} Qtneral and auxiliary ledgers and indexes 
 thereto, except as provided for elsewhere in 
 flMiengulatioiis. 
 
 Cbi) Balance sheets of general ledgers 
 
 (e) Trial balaaoft jiMote of gmenS and mS^^ney 
 ledgers. 
 
 t. Itoooid of BecuntiM owned: 
 
 Becordfl of ■iiiwiilw l iia, in «mMiry, or widi 
 
 custodians. 
 
 t. General journals 
 
 li. Ohmbu tad auxiliary cash books, except cash books 
 al QinciM provided for in item 199. 
 
 Note.— If any receipts or payments are entered in the 
 aggregate in the general cash book and are detailed only on 
 loose sheets, such loose sheets constitute an auxiliary cash 
 no oilier pecnuuwiit 
 
 11. iliiMml entries: 
 
 Pmeral journal entries and supporting papers ex- 
 
 c^t as provided for elsewhere in these ngula- 
 tumg, 
 
 13. Becords of auxiliary (outeide) operations: 
 
 Reoovds summarizing the results of auxiliary (out- 
 side) operations for entry in general books. 
 
 Noire.— Ledgers, journals, abstracts, reports, vouchers. 
 tickBts, etc., shall be retained for the same p^ioda as an 
 ^vidad iae similar dntgimonte elsei^imiiattaMiipdi^ 
 
 13. Deeds and other title papMiMidiAMMUMk 
 
 14. Oootracts and agreements: 
 
 (a) Card or book records of contracts, leases, and 
 agreements made, and of expirations and 
 01 renewals. 
 
 (i) Contracts, leases, and agreements, except 
 those provided for in items 57 and 161. 
 Tnl records: 
 
 Oo|^ieB<rf ediednieeeiid letans to tazii« authori- 
 ties for tax purposes; iMpdii tif ii^pptftl^ tax 
 
 bills, and statements. 
 Copies of applications to and authorities from regu- 
 iiling bodies for the issuaaoe of stocks, bonds, and 
 other securities. (See iktm 219 lL\ 
 
 17. KdeUty bonds: 
 
 Records and files of fidelity bonds of employees 
 li. Imonnce records: 
 
 («) Schedules of fire and other insuzuice, also 
 records of payment el ptlMiM; and el 
 amounts recovered. 
 
 ih\ lmmaiii?6 policies 
 
 (CI Record of policies in force 
 
 (o) Inspectors' reports of condition of property . . . . 
 («) Reports of property in transit covered by in- 
 ■uance, such as cotton at compresses, cotton 
 in tMnsit, etc 
 (/) f el^raphic reports of merchandise at tefmi- 
 nals, m warenouses, compresses, etc. 
 ) Letter and telegraphic reports of fire damages 
 # Baporli^f miliar Imm fire net oo^edby 
 
 n nrliiiliwMliiimiiiiiiwiaii iiii 
 
 tufilihiin, 
 
 15. 
 
 16 
 
 PecfiHipantly. 
 
 Permanently. 
 ^8rina>ontty. 
 
 Benttoentiy. 
 
 Permanently. 
 Permanently. 
 
 Pennimii^^y. 
 
 6 years. 
 
 Permanently. 
 Pennanently. 
 
 PoTiMMintfy. 
 
 Permanently. 
 Permanently. 
 
 3 yean. 
 6 yeaM. 
 
 Optional. 
 
 3 years after expiration. 
 
 3 years. 
 
 OptionaL 
 
 OprtsMl. 
 
 Optional. 
 Optional. 
 
 mm 
 
 17 
 
 Description of accounts, etc. 
 
 OENE&AL AND FINANCIAL — Continued. 
 
 19. Treasurer's records: 
 
 (a) Statements and summaries of balances on 
 
 hand and with depositaries. 
 
 (b) Statements from depositaries of funds re- 
 
 ceived; disbursed, and transferred. 
 
 (c) Au^orities for and statements of transfer of 
 
 funds from one depositary to another. 
 
 (d) Daily or other periodical statements of the 
 
 receipt and disbursement of funds. (See 
 note under item 10.) 
 
 («) Ledgers, journals, and other records of out- 
 standing vouchers, checks, drafts, etc., 
 issued and not presented. 
 
 (/) Periodical BtatoOMnts of wmridng cadi bal- 
 ances. 
 
 (g) Bank deposit books, and stubs, ledgers, or 
 
 records of checks. ^ 
 
 (h) Slips or statements giving the postings of 
 
 miscellaneous receipts and payments of 
 funds if the information contained thereon is 
 shown in other records which are retained. 
 ('J) Voucher lists eliowing mailing dates and to 
 whom sent. 
 
 (j) Copies of deposit slips 
 
 20. Miscellaneous records pertaining to agents' accounts: 
 
 (e) Genml <^ce records or ledgon^of agents' ac- 
 
 counts showing debits imd credits item 
 various sources. 
 (6) Becords and files of indemnity bonds incident 
 to transportation and other changes. 
 
 (c) Cleneral office records relating to extension -of 
 
 credit for transportation and other charges. 
 
 (d) Statements of corrections in agents' accounts. . 
 
 21. Traveling accountants' and auditors' reports: 
 
 Reports of examinations, audits, and transfers by 
 special accountants, traveling auditors, time 
 inspectors, weight inspectors, etc., and sup- 
 porting papers. 
 
 22. Records pertaining to yerifications of treasurers' cash, 
 
 or securities, 
 
 &EVENUE8. 
 
 80. Reccards of freight revenue: 
 
 Journals, ledgers, or other records summarizing the 
 debits and credits arising from freight settle- 
 ments with agents and others^ and from interline 
 settlements with odier camera; such as leca- 
 idtulationsof freight waybills by stations and by 
 other carriers, office abstracts, etc. 
 31. Interline freight settlements: 
 
 Divisicm settionents, abstracts, statements of 
 diffwences, correction accounts, summaries, and 
 accounts current pertaining to the settlements 
 of interline freight revenue between carriers and 
 fast freight lines. 
 82. Unsettled waybills: 
 
 (a) Record of unsettled waybills, waybills in 
 
 suspense, etc. 
 (6) Tracers and supporting papers concerning 
 unsettled frei^t waybills* 
 
 2»888*—14 3 
 
 Period to be retained. 
 
 3 yeaiB. 
 
 3 years. 
 3 years. 
 3 years. 
 
 6 years. 
 
 3 yean. 
 6 yean. 
 
 3 
 
 3 years. 
 3 yeara. 
 6 years. 
 
 6 years. 
 
 6 yeara after 
 
 ance. 
 6 years. 
 
 3year8. 
 
 3 yean. 
 
 6 
 
 6 years. 
 
 3 yearaaf ter diflfxiaition* 
 
 1 year. 
 
Jill 
 
 BttoilptiOB of moeoviits, etc. 
 
 BBYENUES — Continued. 
 
 is 
 
 Bttcords of passenger revenue: 
 
 Jojraals, ledgers, or other records summarizing the 
 debi ta and c redits arising from passenger reve- 
 nue aetkleiBents with agents, conductors, and 
 with other cMiidra; audi as recapitulw^HMifl of 
 
 ii. Intndine pasBenfler fare settlements: 
 
 Interline tUet reports, siimiiHuries, statements of 
 differences, statementa of corrections, and ac- 
 counts current pertaining to settlements of in- 
 terline passenger revenue between carriers, pas- 
 MUger tmoatOkm, and Bukace and scrip bu- 
 reaus. 
 
 35. Records of cash fare collections: 
 
 Jopnals, ledgers, or other recorda of csifib. fare col- 
 lections on tiains. 
 
 Beonds of sundry paonnger-train revenues: 
 
 Journals, ledgers, or other records, details, or 
 aluamanes arising from settlwnents with agents 
 and othen of excess-baggage revenue, parlor 
 and cbav car leveome, owfl ravenne, express 
 revenue, milk revenue, other passenger-tiain 
 
 revenue, and special service tiain levenne. 
 
 •7, Beootds of switching revenues: 
 
 Journals, ledgers, or other records summarizing 
 the debits and credits arising from settlements 
 with agente and others i&cti]« switchins 
 revenue. • 
 88. Bectffds of demurrage and storage revenues: 
 
 Joimials, ledgers, or other records summarizing 
 thei debits and credits arising from settlements 
 of demurrage and storage revenues with agents 
 and ottMrs; reports and settlements from de- 
 murrage and storage bureaus; records ot cance- 
 lation and refund of dsmmnage and storMie 
 revenues. 
 
 Ii. Becords of revenue from operations other than trans- 
 portation: 
 
 Journals, ledgers, or other records summarizing 
 settlements with agents and others of 
 levenue from station and train privileges, 
 parcel rooms, telephone and telegraph serv- 
 ice, rents of buildings and oter pmorty, 
 find miscellaneous revenue. 
 <ffiginal telegrams returned by telegraph 
 compa nies in support of settiements under 
 
 OQUlBMltB. 
 
 EXPENDITURES. 
 
 10. Dibtribution of labor expenditures: 
 
 Journals, ledgers, or other records showing the 
 detailed distribution of labor expenditures 
 cnarged to all accounts, including memoranda 
 and memoraadnm renyitwlatioii slieets. (See 
 Item 57.) 
 61. Pay-roll records: 
 
 (a) Pay rolls and summaries. (See item 57) . . . 
 (*) Apirfications and autllorities for chWes in 
 IiftyioUs. 
 
 Period to be x»taiB»4. 
 
 6 yean. 
 
 6 years. 
 
 6 years. 
 6 yean. 
 
 6 years. 
 
 6yeam. 
 
 6yeam. 
 
 lyear. 
 
 6yeaiB. 
 
 6 years. 
 6 years. 
 
 DESTBUCTION OF AECOBDS OF STEAM BOAI^ 
 
 19 
 
 tte. 
 
 BZPBNinTiTiiBft— continued. 
 
 51. Pay-roll records — Continued. 
 
 (c) Applications for pay-roll changes not author- 
 
 ized. 
 
 (d) Becords and memoranda perHdnliig to dsdoo- 
 
 tions from pay rolls. 
 
 (e) Receipted pay checks, receipted time tickets, 
 
 certificates issued for wages, discharge tick- 
 ets, and other evidences of payments for 
 services rendered by emnlmes. (Seetens 
 19€,a.) 
 
 (J) Canceled pay checks drawn in favor of " bear- 
 er in payment of wages for wUdh receipt is 
 shown on pay ndls or other leoords retamed 
 
 by carrier. 
 
 (y) Comparative or analytical statements of pay 
 rolls. 
 
 62. Asrignments, attachments, and garnishments: 
 
 (o) Record of assignment, attachment, and gar- 
 nishment of employees' salaries. 
 (6) Files containing assignments, attachments, 
 ganushments, notkses ef suits, notices of re- 
 lease, and oonespottdenoe mlating i^bexeto. 
 
 53. Labor records: 
 
 Time books, time sUps, overtime tickets, delayed- 
 time tickets, work orders, job tickets, check 
 rolls, and other papers pertaining to services of 
 oflGicers and employees. (See item 57.) 
 
 54. Distribution of expenditures for material and supplies: 
 
 Journals, ledgers, or other records and memoranda 
 showing the detailed distribution of expendi- 
 tures for materials and supplies chargeable to all 
 accounts, including memorandum recapitula- 
 tion sheets. (See item 57.) 
 
 55. Vouchers: 
 
 (a) Register of audited vouchers and indexes 
 mereto. 
 
 (6) Paid drafts, paid checks, and receipts for cash 
 paid out. (See item 57.) 
 
 (c) Paid and canceled vouchers, audit office copies 
 
 of vouchers, and supporting papers. 
 
 (d) Lists containing authorities for payments of 
 
 specific vouchers. 
 
 (e) Reports of drafts issued by claim agents, station 
 
 agents, and others. 
 
 (J) Recorder index of vouchers to be made, with 
 notations of dates of issue. 
 
 (g) Defect and repair cards attached to bills sup- 
 porting voudien. (See item 135.) 
 
 56. Bills coUectibte: 
 
 (a) Register of bills collectible (or accounts receiv- 
 able bills) and indexes thereto. 
 
 (6) Audit office copies of bills issued for collec- 
 tion, and supporting papers which do not 
 accompany the original bills. (See item 57 . ) 
 
 <e) Periodical statements of unsettfed accounts, 
 except trial balance sheets. 
 
 (d) Record or index of bills to beinued, with nota- 
 tions of 4ates of issue. 
 
 tsktMffaiatd. 
 
 Optional. 
 Opticmal. 
 6 years. 
 
 Optional. 
 
 3 years. 
 
 3 years. 
 3 years. 
 
 3 years. 
 
 6 years. 
 
 Permanentiy. 
 6 years. 
 Permanentiy. 
 3 years. 
 1 year. 
 Optional. 
 Optional. 
 
 Permanentiy. 
 6 years. 
 
 Optional. 
 OntioiiaL 
 
OBBimUCTIOK' BECOBDS OF STEAM BOADS. 
 
 sxvsMiiiriiKBs-^etnitiiiiiecL 
 
 67. 
 
 Road and equipment records: 
 
 (a) BeroidsaiMl memoiimiida of the cost or the in- 
 ventory value of road and eq^uipment. 
 (fc) Records and memoranda pertaming to depre- 
 ciation, retirements, and replacements of 
 voad aiid equipment. 
 
 (e) Oontiacts and other agreements relating to the 
 
 construction, acquisitkm, or sale of load ajid 
 equmment property. 
 (d) Beooias, reports, statements, and memoranda 
 showing tne details of all debits and credits 
 on account of the cost of road and equipment 
 I)roperty,8uch as payrolls, labor and mate- 
 rialdisliibution sheets, copies of individuals' 
 and companies* bills, time books, time 
 tickets, work orders, job tickets, checkrolls, 
 material requisitions, and similar records if 
 fuU details are transcribed into records cov- 
 ered by items (a) to (e) above. 
 
 (f) Records, reports, statements, and memoranda 
 
 showing the details of all debits and credits 
 on account of the cost of road and equipment 
 I)roperty, such as pay rolls, laborana mate- 
 rial distribution sheets, copiesof individuals* 
 and companies' bills, time books, time 
 tickets, work orders, job tickets, check rolls, 
 material requisitioiis, and similar records if 
 full details aae not transcribed into rooMds 
 covered by items (a) to (c) above. 
 JIoTE.— All accounts, records, and memoranda requisite 
 for making acompleteanaljrsisof thaoostofroadandequip- 
 mai^pciqMrty shaU be retained penmuMotly. If any of 
 tneaeoBontg, recwds, and monaranda ebewhere provided 
 iDrin these regulations are of this character, they shall be re- 
 tuined permanently, regardless of any lesser period of re- 
 tention assigned to tbem. 
 
 58. S|iecial authorities for expenditures: 
 
 (a) Estimates and special authorities for exi^eiuli- 
 tures for new lines, extensions, additions, 
 and betterments made. 
 
 (ft) Detail records and memoranda used in prepa- 
 ration of estimates, if summarized in records 
 covered by item (a) above. 
 
 (e) Estimatee, detail records, and memoianda, 
 vliini tiieezpindituies Boiaattmized. 
 
 CLAIMS. 
 
 70. Claim registers: 
 
 (a) Claim registers, card or book indexes, and 
 other records in connection with the record- 
 ing of overcharge, loss and damage, personal 
 injufy, fire, and other claims presented 
 against carriers. 
 
 (fc) Records showing the details of authorities is- 
 sued to agents, carriers, and others for par- 
 ticipation in fteight clauns. 
 
 71. Claim papers: 
 
 (o) All papers substantiating overcharge, loss and 
 damage, personal injury, fire, and other 
 claims, whether such papers are filed sepa- 
 rately or attMhed to vondm. (See item 
 
 Permanently. 
 Pennaiienfly. 
 
 Permanently. 
 
 6 years. 
 
 Permanently. 
 3 years. 
 Optional. 
 
 Permanently. 
 
 6yean. 
 
 6 years after settlentllt 
 or rejection. 
 
 DESISDOXIOK Of SECOBOS OF STEAM BOAOS. 
 
 21 
 
 9«Mi4Hira Of Meonti, ate. 
 
 CLAIMS — continued. 
 
 71. Claim papers— Continued. 
 
 (6) Claim jackets, if all information thereon ap- 
 ptears in records covered by (a) above. 
 
 (c) Claiin bases constituting a duplicate record of 
 claims if the substantiating papers are, filed 
 with anotlier interested carrier. 
 
 72. Becords of fire and o ther damages to property of others : 
 
 Reports and statements of trackmen and other €«n- 
 ployees regarding injuries by fire or otherwise 
 to property of others, when not necessary to sup- 
 port claims or vouchers. 
 
 73. Becords of stock killed or injured: 
 
 Reports and statements by trainmen, trackmen, 
 and other employees regarding stock killed or 
 injured, when not necessary to support claims or 
 vouchers. 
 
 74. Records of personal injury: 
 
 Reports and statements regarding personal in- 
 juries, when not necessary to support claims or 
 vouchers. 
 
 75. Records of unclaimed, ovw, sluHrt, dumiged, and 
 
 refused freight: 
 Tracers, reports, and other records pertaining to 
 unclaimed, over, short, damaged, and refused 
 freight, when not neooMffy to airport claims 
 or vouchers. 
 
 76. Sales orders: 
 
 Authcoities for the disposal of unclaimed, dam- 
 aged, and refused freight. 
 
 TRAFFIC. 
 
 90. Tariffs and other rate authorities: 
 
 (a) Tariffs, classifications, division sheets, and cir- 
 
 culars in which the carrier is interested rela- 
 tive to the transportation of persons or prop- 
 erty, in the general files of Uie traffic or other 
 department in which the eomplete <^ldal 
 file is maintained. 
 
 (b) Tariffs, classifications, division sheets, and 
 
 circulars in other departments and at agen- 
 cies, if copies of the same issues of such tar- 
 iffs, etc., are preserved in the general files 
 referred to in (a) above. 
 
 (e) Applications for and file copies of special-rate 
 ciders authorizing the safe id passenger tan 
 tickets at reduced rates. 
 
 (d) Requests and receipts from agents and others 
 for tariffs, classifications, division sheets, and 
 circulars. 
 
 (c) Written requests on carrier from persons and 
 
 companies for quotations of rates and copies 
 of carrier's quotations. 
 
 (/) Copies of concurrences filed with the Inter- 
 state Commerce ComnuoDon and with other 
 regulating bodies. 
 
 (jff) Authorities for the transportation of property, 
 free or at lecNiced mtes^ and supporting 
 papers. 
 
 VkKiod to lM xvtaiBed. 
 
 Optional. 
 6 years. 
 
 3 years. 
 
 3 years. 
 
 3 yean. 
 
 3 years 
 
 6 years. 
 
 6 years after expiration 
 or cancellation. 
 
 May be destroyed at op- 
 tion of carrier after ex- 
 puation or caaodla- 
 tion. 
 
 6 years. 
 
 6 years after cancellation 
 of tariff, etc. 
 
 6 years. 
 
 6 years after cancella- 
 tion. 
 
 6 years. 
 
MKEMcxum OF moosm 09 steam koads. 
 
 Descriptioii of Meoista. cte. 
 
 XBAViii>~€oiitiiiiMd. 
 
 •0. TSuiliB and other rate authorities— Continued. 
 
 (*) OoBW^ndence and working papers in connec- 
 tion with the making of rates and compila- 
 tion of tariffs, classifications, division sheets, 
 and circulars affecting the transportation of 
 persons or property. 
 III. Public time-tables: 
 
 Public time-tables and descriptive literature and 
 records and correspondence r^^ding compila- 
 tion, publication, and distribution of tune- 
 ^ tables, etc., for m of tho pulilie. 
 
 92. Diversion of freight: 
 
 (a) Records pertaining to the divenuon or lecon- 
 signment of freight. 
 
 m Requests, tiacers, and conespondenoe in con- 
 nection with diversions or reconslgniiients, 
 
 ^ ^ ^ if results are sununarized in (a) above. 
 
 93. Tiaffic condition reports: 
 
 MtAst quotatioiis and weaOttr nporti Mceived 
 from agente aad othm. wim boI aifoediv 
 
 clamis. 
 
 94. Ticket records: 
 
 (a) Copies of oideiB on pfiiitii« booses for ticket 
 stock. 
 
 (I) Record of ticket Block imived, imsiL and 
 
 destroyed. 
 
 (c) Bequisitiiaw and leeemts for tickets and 
 cash fare i r rini |ii i fnnminil i ^ iis a ni i i osn- 
 
 ductors. 
 
 («0 Bulletins of tickets lost or stolen 
 
 (e) Beoords and files pertaining to the extension 
 
 of time limits ci tickets, granted. 
 
 (/) Records and files pertaining to the extension 
 
 « tickata, iiot gEuiytod. 
 
 9o. JBaggage check records: 
 
 . (a) CSopies ci ofden Igv Um pwK^tase of baggage 
 checks. 
 
 (6) Record of baggage checks lee^ved, distrib- 
 uted, and destroyed. 
 
 (e) R uBiriti an s and recants fat bi«me citecks, 
 excess baggage checks, and slonge diecks 
 furnished agents, bi^ggpipnMB, ttid tMaalw 
 companies. 
 
 ^ , W BuHetms of baggage checks lost or stolen 
 
 90. Tickets and checks: 
 
 (o) Used and canceled tickets, checks, etc., tiM 
 reports of which, showing their sale or issue, 
 hava been audited (except as provided for 
 five tidEete ia item ITijiy miOhiim 
 One-way and round-trip passenger fare tickets 
 upon which the name of the mar dose not 
 appear. 
 
 Feny tickets. GommiitatiCT and trip 
 
 Berth checks. ^* ' ' 
 
 Seat checks. 
 Bar checlffi. 
 Iteior car tickets. 
 Sleeping car tickets. 
 Permits to ride on freight tnaaa. 
 Exchange train tickets. 
 YtiUttaoD. pasteiB when attached to any of 
 IbeabovetM^. ' 
 
 Commutation and 
 
 tickets. 
 Cleigy certificataa. 
 Milk tickets. 
 Tiain checks. 
 Meal chedv. 
 
 6 yeais after cancelation 
 of terifl, etc. 
 
 Optiowd. 
 
 eyeao. 
 
 3 years. 
 
 Optional. 
 
 3 years. 
 6yean. 
 
 3 years. 
 
 Optional. 
 3 years. 
 
 OptiiNMtL 
 
 3 years. 
 3 yean. 
 
 3 years. 
 
 Optional. 
 
 23 
 
 SsMriptioa of aoooaati, •te. 
 
 Period to be retained. 
 
 (e) 
 
 TRAFFIC — continued. 
 
 96. Tickets and checks — Continued. 
 
 (6) Used and canceled tickets, etc., the re- 
 ports of which, showing their sale or issue, 
 nave been audited (except as provided for 
 free tickets in item nry) as follows — 
 
 One-way and round-trip passenger fare tickets 
 upon which the name of the user is diown. 
 
 Ptepaid orders. 
 
 Exchange orders. 
 
 Validation pasters when attached to any of 
 
 the above tickets. 
 Stop-over^ pasters^ also any tickets, signature 
 or nonsignature, to -which stop-over pasters 
 have been attached, 
 (c) Used mileage books, scrip books, and creden- 
 tials, including coupons, auditors' stubs, 
 contact portion signed by purchaser, and 
 other detachments on which transportation 
 has been performed, also identification slips 
 reauired by the conditions of any of these 
 tickets, the reports of which, showing their 
 sale or issue, have been auoited. 
 
 Used caretakers' tickets 
 
 Used bag^ige checks, parcel room checks, 
 storage cnecks, excess baggage checks (in- 
 cluding 0. O. D.), exoeoi beasage book 
 coupons, and baggage scrips the reports of 
 which have been audited. 
 (/) Unused or unissued tickets, if record is kept 
 
 in accordance with item 94 (6). 
 (g) Unused baggage checks, if record is kept in 
 
 accordance with item 95 (6). 
 (i^) Redeemed tickets, redeemed mileage and 
 scrip book covers, and redeemed oiedentials. 
 (t) Redeemed portions of eonducton' cash fare 
 
 and duplex tickets. 
 (J) Redeemed and canceled orders issued by con- 
 ductors for refund of extra fares assessed on 
 extra-fare trains. 
 
 97. Records and reports of tickets redeemed 
 
 98. Records, circulars, and settlements regarding conven- 
 
 tions, excwsions, and similar matters. 
 
 PUBCa4SSS AND 8T0KKS. 
 
 110. Material ledgers: 
 
 (a) Records of material and supplies on hand 
 
 (b) Telegraphic reports of suppiica on hand other 
 
 than fuel. 
 
 (c) Balajice sheets of material and supplies re- 
 
 ceived, issued, and on hand at division 
 storehouses, shops, and other pkces. 
 
 111. Purchases and sales: 
 
 (a) Copies of orders for the purchase of materials 
 and supplies. 
 
 (6) Invoices for materials and supplies purchased 
 whether attached to vouchers or filed sepa- 
 rately (see item 55 c), and records or reports 
 of such invoices. 
 
 (c) Advices from individuals and companies 
 acknowledging receipt of orders for materials 
 and supplies and notices of shipment. 
 
 3 yearo. 
 
 6 T>ffA**i^f, 
 
 5 years. 
 Optional. 
 
 Optional. 
 Optional. 
 3 years. 
 6 moiUlis. 
 6 months. 
 
 3 years. 
 3 years. 
 
 Permanently. 
 Optional. 
 
 3 years. 
 
 6 years. 
 Permanently. 
 
 Optional. 
 
24 
 
 DESTBUCTION OF BECOBDS OF STEAM BOADS. 
 
 of Mosacttt •te. 
 
 wowxMASMB Ain> STORES — continued. 
 
 111. Purchases and sales — Continued. 
 
 {d) Bids and offers for the sale or purchase of ma- 
 terials and supplies. 
 («) GiniteRCte for the purcliase or sale of materials 
 
 and supplies. 
 (J) Advices or requisitions from storekeepers and 
 others for the purchase of materials and sup- 
 
 {g) Lists or records of invdoes tnuundtted to or 
 from storekeepers. 
 
 (A) Receipts or delivery tickets issued for ma- 
 terial and eupplies leceived in instaUments 
 mid subsequently surrendered with and 
 in support of invoiceB or bills abowiqg full 
 information. 
 
 <t) Weight bills coming charges on materials 
 
 and supplies. 
 
 0 ) Reports of scrap on hand , 
 
 (k) Authorities for the sale of scrap and other 
 
 maleRal and sapplies. 
 (I) Price records of purchases, file o^ies 
 
 112. Mventories of materials and supplies: 
 
 (a) General inventories of materials and supplies 
 OB hand, with record of adjustments between 
 accoimts. (See item 57.) 
 
 (ft) Stock cards, inventory cards, and other detail 
 records pertaining to the taking of invento- 
 ries, if abstracted into records covered by 
 (a) abom 
 
 («) Minor inventories of materials and siq[y|die8 on 
 hand, if not used for adjustments. 
 
 113. Matoials and supplies received: 
 
 («) Records or reports of materials and supplies re- 
 ceived by carrien. 
 
 (6) Records of inapecthigand.tartang materials and 
 supplies. 
 
 (c) Becorasof materiab and sappHes leleaaed and 
 
 retiuTied to stock. 
 
 (rf) Orders on other carriers ff)r, and records of re- 
 ceipt of, material for repairs of foreign cars. 
 IM. Materials ana snpplieaiaKied: 
 
 (a) Becoida and leporti of mttwiaiii and mtppSm 
 issued. 
 
 (6) Records and reports of materials and supplies 
 tranrfened from one department or division 
 to anolJiOT. 
 
 («) Requisitions and receipts for materials and sup- 
 |lies issued, except as provided for in item 
 
 file copies. 
 115. Dining and cafe car supplies: 
 
 (a) CJonductors' and stewards' reports of supplies 
 
 drawn, consumed, and on hand, 
 (ft) Conductors' and stewaida' leqi^ritions and 
 receipts for supplies. 
 
 (c) Commissary inventories 
 
 Manufactured stock: 
 
 (a) Slop ordersorvi^iMitionsfortiie manufacture 
 or stock. 
 
 (ft) Records and reports of manufactured stock..., 
 
 3 years. 
 Psnnanai^y, 
 3 years. 
 
 Optional. 
 Optional. 
 
 Pemuuiently. 
 
 3 years. 
 3 years. 
 
 Pennanently. 
 
 6 years. 
 
 1 yoar. 
 
 1 year. 
 
 Pmnanently. 
 3 yean. 
 6 years. 
 3 years. 
 
 Pennanflntly. 
 
 6 years. 
 
 lyear. 
 
 Permanently. 
 
 1 year. 
 1 year. 
 1 year. 
 8 yean. 
 Permanently. 
 
 DmrnvcnoM of jsmmm of stbam mum. 
 
 2& 
 
 Bsfoiptioii of acconnts, ete. 
 
 HUCHASES AND STORES — Continued. 
 
 117. on and waste reports and reccnds, except lequisitions 
 
 covered by item 114 e. 
 
 118. Company fud: 
 
 (a) Detailed record of fuel purchased 
 
 (ft) Reports and record of fuel deiiv^ed to coaling 
 stations. 
 
 (c) Records and untran^cribed reports of fuel re 
 
 ceived and issued at coaling stations, except 
 records covered by item (ft) below. 
 
 (d) Reports from coaling stations of fuel received, 
 
 issued, on hand, and transferred to other 
 stations, if transcribed to records covered 
 by (c) above. 
 
 (e) Daily reports of fuel on hand 
 
 (/) Reports and records showing the detailed 
 
 distribution of expenditures for fuel charge- 
 able to all accounts, induding coaling sta- 
 timi balance sheets. 
 
 (g) Reports of labor handling company fuel 
 
 (ft) Requisitions and receipts from enginemen 
 and othen for fuel supplied. 
 
 SHOPS AND MVOXtmrnOVBSB. 
 
 lao. 
 
 131. 
 
 132. 
 
 133. 
 134. 
 
 Records and rej)ort8 of repairs to locomotives, cars, 
 
 and other equipment. (See item 57.) 
 Authorities for expenditures for repairs to locomo- 
 tives, cars, and other equipment. (See item 57.) 
 Records and reports of repairs needed on locomotives, 
 cars, and other equipm^t. 
 
 Record of locomotive boilers 
 
 Records and reports of trucks, wheels, and axlee re^ 
 moved and applied. 
 
 135. Delect and r^panr cards: 
 
 (a) Defect and repair cards, stubs or records of . . . . 
 (ft) Defect and repair cards attached to bills sup- 
 porting vouchera. (See item 55y . ) 
 
 (c) Lists ana statements transmitting defect and 
 
 repair cards for preparation of bills. 
 
 (d) Improper-repair cards 
 
 (e) Reports of cars forwarded or received under 
 
 defect cards. 
 
 136. Inspection records: 
 
 (a) Certificates of inspectian <rf oqnq^ment pur- 
 chased. 
 
 (ft) Records and reports of locomotives and cars 
 inspected. 
 
 (c) Firebox inspection reports 
 
 (a) Spark-arrester and ash-pan inspection re- 
 ports. 
 
 . (<) Locomotive boiler inspection and repair re- 
 ports. (See items 210« to 210ft). 
 
 137. Records and reports of locomotives and cam received, 
 
 forwarded, and on hand at'Shops. 
 188. Reports ol service and mileage of individual locomo- 
 tives. 
 
 138. Records and reports of can lig^t-wei^^ied and sten- 
 
 ciled. 
 
 140. Records and reports of equipment numbere changed . . . 
 
 141. Pattern records 
 
 142. Records and reports of equipment in and out of service . 
 
 Period to be retained. 
 
 3 yean. 
 
 Permanently. 
 6 years. 
 
 6 years. 
 1 year. 
 
 Optional. 
 Permanentiy. 
 
 1 year. 
 Optional. 
 
 6 years. 
 
 Optional. 
 
 Optional. 
 
 6 yean. 
 6 years. 
 
 Optional. 
 Optional 
 
 Optional 
 
 Optional. 
 Optional. 
 
 6 yean. 
 
 3 years. 
 
 3 yean. 
 3 years. 
 
 1 year. 
 
 3 years. 
 
 SyeaiB. 
 
 Permanently. 
 3 years. 
 3 yean. 
 
86 
 
 MBWTOWW aw BSCOBDB OF STEAM BOADS. 
 
 Description of accounts, ttte. 
 
 SHOPS AND BNfiUnBOUSBS^-eonkbHMd. 
 
 143. Becofdt and veportB erf locomotive failures 
 
 144. Record of enginee ordered and dispatched. ... 
 
 14b. Keports of mesenger can dMiied, iced, aad iiiiii^y 
 prepared for service. ' 
 
 WAT AMD SntUCTDSSS. 
 
 150. Record of work performed: 
 
 («) Keccrds of rail and cross-ties laid, ballast 
 applied, and wofk perfoimed on roadway 
 and track, by quantities, loealkns, or other- 
 wise, (feee item 57.) 
 (*) B^ofts Mid minor records of rail and cross- 
 Ota laid, ballast applied, and work per- 
 formed on roadway and track, if tran- 
 £\ r> ^"5®^ records covered by (a) above 
 (c) Records and reports of spur tracks laid and 
 iRi i> J *^ttp. (See item 6f.) 
 lai. Records and reports of repairs and lenewals of build- 
 im A *J|e^^"^f®8' and other structures. (See item 57.) 
 IHK. Anflionties for expenditures for repairs and reoevals 
 
 15a fcll^:??'^"*^''*'**"^ (See^m57.) 
 Aoa. iBspection records: 
 
 (a) Reports of oonditkm of mmkma^ mi. mmc- 
 
 tures. 
 
 Heporli of inspection of hridses 
 
 _ (c) Keports of broken Hdb. ^. 
 
 164. Reports of derailments 
 
 186. Reports of buildings, bii4g^ 'and other atai^^ 
 painted. 
 
 W. Records of signal inatallatMBaand opetatioiis. (See 
 
 Item 57.) 
 
 167. Reports and records of inspection of scalai 
 
 raAHiSTOlTA«ON, 
 
 160. 
 
 Car movements: 
 
 (a) Records of movement of care, home and 
 
 foreign. 
 
 (b) Junction card reports horn other canien of 
 
 cars interchanged, when data are trans- 
 / X T»^^llS^ ^ records provided for in (a) above. 
 
 (c) Kecofdaand leporta ci can switched. . . 
 
 («| Minor records pertaining to the HanHH^g and 
 
 movement of equipment if the movements 
 
 (a) Records of car allotment and distribntion 
 >^ 5^^^^ ordered, furnished, and loaded. 
 
 (c) leleeraphic and other reports of can on 
 and required. 
 
 1^ ry ® ^Porte of milled car ordw 
 
 162. Per diem reports: 
 
 (a) Per diem reports made and received, iaclvd- 
 
 ing reclaims. ' 
 
 (*) Ber dieoi diwi«|Muicy and adjustment re- 
 ports. 
 
 Ml. Dispatchers' records: 
 
 (a) Train sheets 
 
 (6) Train-order books or dii^iitcheM*' copies "of" 
 Ham Olden. ^ j 
 
 3 years. 
 3 years. 
 Optifloal. 
 
 6 yean, 
 lyear. 
 
 3yMn. 
 
 6 yean. 
 OptimL 
 
 3 yean. 
 
 3 years. 
 3 years. 
 3 yean. 
 Syaan. 
 
 3 years. 
 
 Syean. 
 
 6y^an. 
 OptliHDaL 
 
 6 yean. 
 Optional. 
 
 6 yean. 
 6 yean, 
 lyear. 
 
 1 year. 
 6 years. 
 
 3 yean. 
 3 years. 
 
 imsmmomm m vmmum cm wswm mm. 
 
 27 
 
 Bemc^tlim of aooonatu, ete^ 
 
 i 
 
 TBANSPORTATioN — continued. 
 
 183 EiBpatchers' records — Continued. 
 
 (c) Train orders — operators' copies 
 
 (rf) Train orders — trainmen's copies 
 
 Clearance cards or orders— op«»ton' copies. . 
 (f) Clearance cards or orden-^Mbuaea'a copies. 
 
 Ptziod to be retained. 
 
 (q) Operators' block reports. 
 («)_ Dail^ reports of trains moved. 
 
 164. Records and reports pertaining to embai^goes, con- 
 gested traffic, and simHat mittem. 
 166. Employees' time-tables: 
 
 (a) Official file of employees' time-tables 
 
 (6) Receipts for time-tables , 
 
 166. Train accidents: 
 
 (a) Record of train accidents 
 
 (b) Reports of train accidents by oonductixs, 
 
 enginemen, or others. ' 
 (e) Reports of damage to oquipmrnit by acci- 
 dents. 
 
 167. Reports of or certificates of train-rules A-rftiii^|^|p.f;f^n ff, 
 
 168. Locomotive mileage: 
 
 (a) Records of movement of locomotives 
 
 (b) Reports of locomotive mileage, from division 
 
 offices, when transcribed to lecorda covered 
 by (a) above. 
 
 169. Becordsof noun of service: 
 
 (a) Records of hours of service of train and 'irtalliin 
 
 employees. (See item 210 <f.) 
 
 (b) Train-delay reports. (See item 210 d.) 
 
 170. Records of crews: 
 
 (a) Train register or water 
 
 (6) Records of craws eaUed, Inclnding caU-boy 
 records. 
 J and free tickets: 
 (a) Copies of ordmi mi p&a&ag hoaaea lor pass 
 stock. 
 
 (6) Records of pass stock received, distributed, 
 
 tind destroyed, 
 (e) Reqiiestsfor passes; copJes or stubs of requests 
 
 for passes; and receipts iat pnairfl 
 
 (d) Records of passes issued 
 
 (e) Records of passes received from other carriers. 
 
 ( /) Stubs of trip passes 
 
 (g) Pass identification slips. (See item 172/ ) 
 
 Oi) Records of annual or term passes honored 
 
 j[<) Trip and telegraphic passes collected 
 
 171. 
 
 Free passenger nro tickets collected. 
 
 Unexpired, surrendered, or partially uaed an- 
 nual or term passes. 
 
 (I) Void, unused, and unissued passes , 
 
 (m) Recorda of free passengw fare tidkets issued. . 
 (n) Conductors' reports of passes ooltoctod or 
 honored. (See item 172 e.) 
 
 (o) Reports of trip passes issued , 
 
 (p) Bulletins of lost and outlawed paases, file 
 copies of. 
 
 (g) Bulletins of lost and outlawed pamw, other 
 
 than file copies of. 
 172. Ocmductors' passenger and freight reports:, 
 
 (a) Reports of cash collections, if tmnsctibed to 
 
 records covered by item 35. 
 (6) Reports of cash collections, if not transcribed 
 to records covered by item 35. 
 
 Optional. 
 
 Optional. 
 
 Optional. 
 
 Optional. 
 
 Optional. 
 
 3 years. 
 
 3 years. 
 
 6 years. 
 1 year. 
 
 3 years. 
 3 yean. 
 
 3 yean. 
 
 3 years. 
 
 6 yean, 
 lyear. 
 
 6 yean. 
 
 6 yean. 
 
 1 year, 
 lyear. 
 
 6 yean. 
 
 6 yean. 
 
 6 yean. 
 
 6 years. 
 6 years. 
 6 yean. 
 3 yean. 
 3 years. 
 3 years. 
 
 I 
 
 3 years. 
 1 year after oinwDlyaar. 
 
 1 year after current year. 
 
 6 yean. 
 
 Syean. 
 
 3 years. 
 3 years. 
 
 Optional. 
 
 1 year. 
 
 ♦ 
 
28 
 
 iMVMHMM^ oar nooBDs op steam boads. 
 
 De scrlptioa of MO«nists, vte. 
 
 
 m4N8rosTAnoN>--eoiitiiiiied. 
 
 1*79 i^%mm^J^mm^^.^^^f .... 
 
 
 172. <5oiid«cgOT'p«»en8^^ 
 
 {€) Btabfl of cash fare receipts or conductors' por- 
 
 "ons of duplex ticketa 
 (d) Reports of passengers carried, or of tickets ■ 
 coupons etc., coUected or honored! 
 W Keporte of pmmb iMMwd or collected. rSee 
 Item 171 71.) 
 
 (J) Pass identification slips. (See item 171 a ) 
 ig) Sleeping car identification checka and Saw-' 
 
 lOpML 
 
 (») Beports of passeBgm kwM ht deeping and 
 
 parlor cars. ^ ^ 
 
 (t) En^lopjM for inclosing ticketg, pMBee, etc., 
 
 fti^pre leceived at 
 
 nonagency stations, 
 (t) Conductors' monthly balance tthmin and 
 i-ix ^PPorting papers. 
 
 m ^^ductors' ^ or iPM^y bdaace sheets. 
 
 ^Sce'^t"^^'-^^^"^^ 
 
 173. Oandueton' train and car reports: 
 
 («) Bmorts showing the dates and numbers of 
 tmns, the initials and numbers of can. tlie 
 movement of cars, and the mileage of cars 
 •nd trains (i. e , wheel reports), if not tran- 
 scribed mto other records. 
 Reports showing dates and numbetB of tnins 
 tne mitials and numbers of cars, the move- 
 ment of cars, Mid the mileage of cars and 
 WMM (1. e., wheel reports), if transcribed 
 into other records for retentioii 
 
 Im^ ^ ^ *^ ^ connectipg 
 
 f5 53^**^^^*^!.'^'' nonagency stations. . 
 
 {€) Tram books showmg crews, car^eeal record 
 cars moved, etc ' 
 
 174. Im^rt and export: 
 
 Reoardfl reports Detaining to import and 
 «port freight, bonded b^tt and baggafie 
 steamships' engagiiMirt^ ele. - ^ ' 
 
 1/0. Marine eqmpment: 
 
 reports pertaining to the opecation of 
 marine and floating equipment. 
 Kailway mail service: 
 
 Records and reports of mail weighing, mail fail- 
 ures and detentions, fines, deductions, and 
 irregulantieB. 
 Detective and police service: 
 
 Reports and records in connection with policing 
 the company's property, detective service, in- 
 J^fOgataoDB of robberies and attempts to de- 
 ftaud the company when not the nblect of 
 claim against the carrier. 
 Records of ticket punches 
 
 ic) 
 
 177 
 
 178* 
 
 AOXNCnS AND TABIW. 
 
 Freight records: 
 
 (a) Agents' records or registers of waybills made 
 Ml received. 
 
 Optional 
 Sjmn. 
 
 3 years. 
 
 3 years. 
 OptiooaL 
 
 3 years. 
 
 OptioBaL 
 
 3 years. 
 
 6 yean. 
 
 1 year. 
 
 6 years. 
 
 3 yean. 
 
 6yeam. 
 
 1 y«ar. 
 6 years. 
 
 6 years. 
 
 6 yean. 
 3yean. 
 
 OptionaL 
 
 3 years after use of pmdi 
 is discontinued. 
 
 6 yean. 
 
 m&muQ'am ow jounmrn of stbam boaml 
 
 29 
 
 Stinfptioa of a«eoatf, •te. 
 
 Period to be retained. 
 
 AGENCIES AND YARDS — Continued. 
 
 180. Freieht records — Continued. 
 
 (b) Agents' records of adjustments on freight 
 
 waybills. 
 
 (c) Tranter records of &ei|^t received from and 
 
 delivered to connectmg carriers. 
 
 (d) Records of and receipts for delivery of freight 
 
 to consignees and connecting carriers, 
 (c) Orders from consignees for delivery of freight. . 
 
 (f) Freight-checlcOTs* records 
 
 (g) Orders for the reconflignment of freight 
 
 181. Freight reports: 
 
 (a) Reports and abstracts of commercial waybills 
 
 made and received. 
 
 (b) Reports and abstracts of compmy freight 
 
 waybills made and received. 
 
 (c) Passine reports at iimction points of through 
 
 waybills forwarded to and received from 
 connecting carriers. 
 
 (d) Passing reports of waybills covering frei^t 
 
 moving over divisions, bridges, etc. 
 («) Reports of shipments received or forwarded, 
 not covered by wsyMUs, sudi as coal, ore, 
 etc. 
 
 (/) Waybills for milk and cream and for returned 
 empty carriers on passenger trains. 
 
 (g) Duphcatesof above records. (See item 251 a.) 
 
 182. Freight waybills: ^ 
 
 (a) Local waybills 
 
 (6) Interline waybills received from other csi- 
 riers. 
 
 (c) Copies of interline waybills made to other j 
 
 carriers. 
 
 (d) Copies of interline waybills moving between 
 
 points on other lines to which the company 
 
 18 intermediate. 
 
 ((^ Company freight waybills 
 
 (j) Memoranda or slips on which are listed way- 
 bills ami to audit office, if such memo- 
 randa or dips are not used in auditing the 
 
 accounts 
 
 « is) I^uplicates of above records. (See item 251 a.) 
 
 183. Freight corrections: ^ 
 
 (a) Correlation notices 
 
 (b) Undercharge and overdhiBge frieight Btot&- 
 
 ments. 
 
 (e) Records and reports of correction notices 
 
 (a) Duplicates of above records. (See item 251 a.) 
 
 184. Bills of lading and releases: 
 
 (a) Consignors' shipping orders, consignors' ship- 
 ping tickets, and copies of bills of lading. 
 
 (o) Shippers' order-notify bills of lading taken up 
 and canceled. I 
 
 (c) Contracts covering risks of caniere in transpor- j 
 
 tation and storage. 
 
 (d) Shipping contracts for transportation of care- 
 
 takers of freight. 
 
 (e) Releases for deliveries at nonagency stations 
 (/) Bills of l^n^ and shipping tickets lifted on 
 
 nfoound shipments. 
 
 6 years. 
 
 6 yean. 
 
 6 yean. 
 
 6 years. 
 3 yean. 
 6 yean. 
 
 6 yean. 
 
 5 yean. 
 3 years. 
 
 3 yean. 
 
 6 years. 
 
 1 year. 
 
 6 years. 
 6 yean. 
 
 6 yean. 
 
 6 years. 
 
 5 years. 
 OptionaL 
 
 6 years. 
 6 years. 
 
 6 years. 
 
 6 years. 
 6 years. 
 6 years. 
 
 5 years. 
 3 years. 
 
BO 
 
 wmmvn^mm m wmmm of stsam bojumi 
 
 DAScriptioii of accounts, etc. 
 
 9sifto4l to iMMtltihHld* 
 
 AOXNOES AND TABOe— OmtilUMd. 
 
 181k Bocoids of fraght stopped ill trannt: 
 
 Becordg and reports showing the particulars in 
 connection with shipments stopped, such as 
 ^gain to be cleaned or milled, himber to be 
 dNned, po^ or poled to be sorted, live stock 
 to be fed, cotton to be com pttwo d, etc.; and 
 those showing particulars in regard to reahip- 
 ment^ final destination. (For dupUcatee see 
 
 Records, reports, orders, and tickets pertaining to 
 IJe weighing of carload and leds-than-carload 
 
 («) Records of loading of cars, showing by whom 
 leaded and when, by whom inepectod and 
 wiieii* 
 
 (6) Records and reports of carload and lees-than- 
 
 carload shipments transferred. 
 
 ie) Records of cars iced and ventilated 
 
 (tf) Records of unloading, feeding, and watering 
 
 live stock. ^ 
 
 loo ^ Duplicates of above records. (Seeitrai251a.) 
 188. Expense bills ard settlements: ' 
 
 («) ^^^^^ expense bills for freight and other 
 
 m Copies of agents' nnttfamomts with ooMknots 
 
 and consignees. 
 («) Agents' setUements between carriers.. . 
 (tf) Lute ol biDs SMit to audit office for collection 
 
 and credit, 
 (e) Reports of uncollected freight chaiges 
 
 (a) Records of tickets received, sold, and <m hand 
 
 (6) Inventories of tickets at agencies 
 
 (c) Records of adjustmentd and oaaQetkniB <m 
 ticket r^liorts. 
 
 Jrf) Stubs <rf tickets, ete 
 
 (c) Envelopes and receipts for stop-over tickets 
 _<ieposited with agents at stop-over points, 
 m lS^^^r**°*'"~"^«^'*^ (Seeitem251«.) 
 Reports of sale of tickets, wOm of mileage books, 
 collection for excess baggige, etc (Sw duoli- 
 cates, see item 251 a.) 
 Sle^g,.pMrtor, and chair car lecoids: 
 
 SleepiLg, parlor, and chair car diagnuns and cor- 
 liM n respondence in connectiQn wHh rowi ' vi tioiw. 
 iiix. ua^age records: * 
 
 Ta) Bass^fMXMrcb 
 
 lb) Baggage waybills and manifests 
 
 (e) Becordso{ezceaBaadC.O.D.bMM»cbe^ 
 
 issued. ^ " 
 
 W fcaggage in bad order 
 
 (f) Receipts from agents, baggagemasteiB, and 
 /r\ -n ^^^^^ valuable letters and packages. 
 (/) Receipts for lost and miamft tcngd bMSge 
 
 cbecks. 
 
 (a) TVanrfercompanychecksand manifests 
 
 (*) Duplicatesofaboyereooids. (See item 251 a.) 
 
 6 yean. 
 
 6yemL 
 
 6yeam. 
 
 3 years. 
 
 3 years. 
 3 yean. 
 
 6yoim. 
 
 6 yean. 
 
 6 years. 
 6 years. 
 
 6yean. 
 
 6 years. 
 Syean. 
 6yean. 
 
 6 months after audit 
 OpdonaL 
 
 6 yean. 
 
 3 yean. 
 
 3 years. 
 3 yean, 
 dyeao. 
 
 3 yean. 
 OptionaL 
 
 OptionaL 
 
 Optional. 
 
 MfeffElidmoir cop bbcckbds of steam boads. 31 
 
 urns. 
 
 I>MeElptloii of Moomit*, ete. 
 
 AOXNGIB8 AND TABDa— <soBtmned. 
 
 193. Ifiacellaneous collections by agents: 
 
 Records and reports of overcoUection of fieiffht 
 and other charges (with record of refund or dis- 
 position); sale of unclaimed freight, sale of 
 water; icing, weighing, reconsignment, load- 
 ing, and unloading chiuges; gamuhee feeSi etc. 
 (For duplicates see item 251 a.) 
 
 194. Switching records: 
 
 (a) Reports and records pertaining to revenue 
 switching. 
 
 (6) Switching orders, smtching tickets, and 
 
 switching waybills, 
 (c) Duplicates of above records. (See item 251 a.) 
 
 195. Doniinage and storage records: 
 
 (a) Records of cars arrived, placed, and released, 
 and of accruals of demurrage. 
 
 (6) Reports to auditing department and to de- 
 murrage and storage bureaus of accruals and 
 collections of demurrage and storage chaiges. 
 
 (c) Reports of uncollected <&9miiBage and stooge 
 
 chaiges. 
 
 (d) Duplicates of above leooids. (See item 251 a.) 
 
 196. Notices of freight arrivals: 
 
 Copies of notioes to coiuigMea of the anival of 
 
 freight. 
 
 197. Remittances: 
 
 (a) Agents* and conductors' remittance slips. 
 
 Dank deposit slips, and supporting papera, 
 
 not provided for elsewhere. 
 
 (b) Agents' records of remittances 
 
 (c) Statements of caA and other cash pap^ de- 
 
 posited with agents by conductors. 
 
 (d) Duplicates of above records. (See item 251 a.) 
 
 198. Station records summarizing the debits and credits on 
 
 account of revenues, renuttanoes, chdmB, etc. 
 
 199. Agency cash books » 
 
 200. Agents' balance sheets: 
 
 (a) Monthly balance sheets and supporting 
 
 Ijapers. 
 
 (b) Daily and weekly balance dieets, when fig- 
 
 ures are oomlnned on monthly balance 
 
 sheets. 
 
 (e) Daily and weekly balance sheets and support- 
 
 ing papers, when figures are not comomed 
 
 and carried to monthly balance sheets. 
 (d) Duplicates of above records. (See item 251 a.) 
 
 201. Relief claims: 
 
 (a) Record of agents* relief claims. (See item 57.). 
 (6) Reports and papers suppofting agmts' relief 
 claims. (See item 57.) 
 
 202. CSarieciMds and reports: 
 
 (a) Records of can rec^ved, forwaided, and on 
 hand. 
 
 (6) Records of cars received from and deliveied 
 to connecting carriers. 
 
 (c) Reports of cars received, f<Mrwarded, and on 
 
 hand and wanted, indudii^ intochange 
 with connecting lines. 
 
 (d) Telegraphic reports of cars interchanged at 
 
 junctions, when data are transcribed into 
 other records. 
 
 6 yean. 
 
 6 years. 
 6 yefUB. 
 
 6 yean. 
 6 yean. 
 
 6 yean. 
 
 Syean. 
 3 yean. 
 
 3 years. 
 3 yean. 
 
 6 years. 
 6 yean. 
 6 years, 
 lyear. 
 
 ^ years. 
 
 3 yean after settlement 
 3 yean after settlemeat. 
 
 6 yean. 
 6 yean. 
 6 yean. 
 
 1 year. 
 
•tB. 
 
 Period to be retained. 
 
 1^ 
 
 AGENCIES AND YABDs — Continued. 
 
 Car records and reports — Gontinaed. 
 
 (e) Telegraphic reports of movement of fast freight, 
 
 when data are transcribed into other records. 
 
 (f) Bacofd of car seals applied, releaaed, and on 
 
 luad. 
 
 (f) Yard car books showing cars on Yuwm yaid 
 tracks and industrial tracks. 
 
 (h) Daily reports of loaded cars passing yards 
 
 (i) Dapliutosof above records. (See item 251a.) 
 203. Reports, records, and instructiimsregazdiiigtiiemake^ 
 
 up of trains. 
 Card waybills: * 
 
 Card waybills, when used as tevenue bilUng. 
 Card waybills, when shipments ive COWtud 
 by other revenue waybills. 
 
 Card waybills for nonrevenue shipments 
 
 _ Home route card waybills 
 
 Car cards, placards, and car certificates: 
 
 (0) Car cards, side cards, placards and copies of 
 
 car certificates when used for routing pur- 
 |iQseB or to diow contents or condition of 
 cars and with rules for handling. 
 (6) Inspection certificates for cars containing es> 
 mm^ ^XMa. plosivcs, forwardiug agents' original, 
 no. Qanat agency and yard recoids: 
 
 All records at agencies and yards not o Hm rw is e 
 povidiBd lor in llMse Kciilm 
 
 MfeAnsncs. 
 
 HO. Bqports to Interstate Commerce OoiUBiMiflaa ^ipyf 
 
 other regulating bodies: 
 («) Annual linancial, operating, and statistical 
 reports, file copies of, and 8iq>pcrting 
 
 papers. 
 
 (6) Monthly reports of operating revenues and 
 expenses, file copies of, and supporting 
 papers. 
 
 (e) Monmly accident reports, file copies ot, and 
 
 supporting papers. 
 (d) Monthly reports of hours of service, file copies 
 
 of, and supporting papers. 
 (•) Kontlily locomotive boiler inspection and 
 
 repair reports, file eopies ot, and sq^port- 
 
 ing papers. 
 
 (/) Annual locomotive boiler inspection and 
 rai>air reports, file edpiBB of, rad support- 
 ing papers. 
 
 (jf) Special orders from Interstate Commerce Com- 
 mission for repairs to locomotive boilers, 
 and file copies of special repair tepcttB cov- 
 ering such repairs. 
 
 (1) Specification cards for locomotive boilers, file 
 
 copies of, and supporting blue prints and 
 alteration reports. 
 
 (I) Freight car location reports, file copies of, 
 and supporting papers. 
 
 (j) Monthly or periodical reports regarding em- 
 ployees ana salaries, file copies of, and sup- 
 pofti^gpapeif. 
 
 lyear. 
 
 3 years. 
 3 yean. 
 
 Optional. 
 Optional. 
 
 6 yean. 
 SyeaiB. 
 
 3 years. 
 1 year. 
 
 Optional. 
 
 3 yean. 
 6yean. 
 
 Permanently. 
 
 1 year aft^ cuirent 
 year. 
 
 Syeanl. 
 
 3 years. 
 
 1 year after cunent 
 
 5 years. 
 
 1 
 
 1 year after boiler is 
 retired. 
 
 3 yean. 
 
 3 yean. 
 
 Description of accounts, etc. 
 
 STATisnoa— continued. 
 
 210. 
 
 and 
 
 Reports to Interstate Commerce Comminion 
 other regulating bodies— Continued. 
 (k) Reports to regulating bodies regarding ex- 
 penditures of proceeds from sale of author- 
 ized securities, file copies of, and supporting 
 papen. 
 
 Note.— The supporting papers referred to In item 210 are 
 those requisite to support the reports named, and not else- 
 wlMTO provided for in these regoutions If figures fw such 
 reports are assembled on memorandum sheets, such sheets 
 constitute a part of the supporting papen and nail be 
 xetaiDBd aooonUni^. 
 
 211. Annual reports or statemenlB to stockholdera, file 
 
 copies of. 
 
 212. Monthly or other periodical statements of general 
 
 balance dieet, income, and profit and kMsaeoounta, 
 comparative or otherwise. 
 
 213. Monthly or other periodical statements of revenues and 
 
 expenses, comparative or otherwise, and analyses 
 of increases and decreases. 
 
 214. Montihly or other periodical statements of tonnage 
 
 handled , by tons, ton-miles, commoditieB, diviauHis, 
 or otherwise. 
 
 215. Monliily or other periodical statements of car-miles, 
 
 tndn-myM^ «nd moyements of fraiglitand passenger 
 
 cars. 
 
 216., Monthly or other periodical statements of perform- 
 ances of locomotives. 
 
 217. Monthly or other periodical statements of employees 
 
 by duties, days, compensation, or otherwise. 
 
 218. Monthly or other periodical statements of passenger 
 
 traffic, by number of passengers, passenger-miles, 
 divisions, or otherwise. 
 21^. Miscellaneous statistical reports, statements, and 
 summaries (not otherwise provided for herein) 
 used for administrative purposes only and not 
 entering l£*«oo(mnts ctf ishe company. 
 Working papecs or leeotds on which are assembled 
 
 fi^es tor records covered by items 212 to 219. 
 Estimated revenues and expenses: 
 
 Monthly or periodical stttements of estimated or 
 approximate revenues and expenses^ when not 
 used as bases for crediting or chaiging the ac- 
 counts. 
 
 222. Agents' daily or weekly reports of tonnage, revenue, 
 
 or receipts, used only fox preparing statements of 
 estimated revenues oar the movement of traffic. 
 
 223. Tabulating cards: 
 
 Tabulating cards used in the compilation of 
 statistics and other data, -wlmi the results are 
 tianscribed to other . recoids covered by these 
 mgttlations. 
 
 loniT ▲ssocsA.noNS, nnutAirs, and jjimiiAn AasNcms. 
 
 230. Rules, regulations, and instructions to carriers, 
 
 agents, and others. 
 
 231. Statements ol expenses of agencies aiod apportion- 
 
 ment between carriers and others. 
 
 232. Statements of receipts of agencies and apportionment 
 
 between carriers and otheis. 
 
 Period to be retained. 
 
 Permanently. 
 
 Pomanen^y. 
 6 years. 
 
 6 years. 
 
 6 years. 
 
 6 yean. 
 
 6 years. 
 6 years. 
 
 6 years. 
 
 3 years. 
 
 3 years. 
 Optional. 
 
 Optional. 
 
 1 year. 
 
 6 years. 
 6 yean. 
 
 6 years. 
 
S4 
 
 . JOINT ASSOCIATIONS, BTc.— <x)ntinued. 
 
 233. 
 
 234. 
 
 236. 
 237. 
 
 (6) 
 
 ililMnents of freight handled, by oairien, coMaodi- 
 
 tiee, gateways, or otherwise. 
 Statements of passenger busineas, by camera, c\%mm 
 
 285. Reports from carriers or agmte of carriers thowing 
 freight handled, passengers carried, and other in- 
 formation, if summariaed in lecorda coveied by 
 Items 231 to 234. 
 Working papers and records tabulating data for rec- 
 ords covsM 1^ itsas 283 Mi 23A» 
 Waybills: 
 
 («) Copies of waybills received from carriers or 
 agents of carriers, if such coines contain no 
 information other than thai mppmaam on 
 
 the original waybills. 
 Abstracts or lists accompanying copies of 
 waybills covered by (a) above, when used 
 mmo only for checking Umi onpisi mtm wmL 
 
 Z31I. iROMliiiiu^ and storage: 
 
 (a) Secords summarizing the accruals of demur- 
 
 »g««ndBto«iige charges. 
 (*) Reports and statements to carriers of demur- 
 J^ge and storage, and file copies thereof. 
 R eport s from agents of carriers of accruals of 
 deoiaxrage wad storage charges, of cars re- 
 ceived, placed, and ksIhmm, ^ conslaruc- 
 tive placement, etc. 
 
 "Average " demurrage agreements 
 
 Records of csis handled under "average" 
 agreements. 
 
 _ , Records and supporting papers covering the 
 cancellation or refund of demurrage and 
 storage charges. 
 
 «Qo w • ^P^*?*^^^**^®'®^*^*- (Seeiteni251a.) 
 239. Weighing and inspection of freight : 
 
 (a) Weight agreements, such as those providing 
 for acceptance of shippers' weights, subject 
 to inspection ol books, etc. 
 (i) RecoMs and reports covering the settleiaaat 
 with shippen and ^^^rn rr lor nndcirhwiiin 
 in weight. ^"'^ 
 Becords and r^Mrts d shipments moving 
 
 under weight agreements. 
 Weighmasters' oaths, weight tickets, weight 
 certificates, and reports of weighmasters 
 («) ReportstocanieiBQfshipments weighed or in- 
 spected, of corrections iBsde on waytdlls, 
 and similar matters. 
 
 Bucoras and reports pertaiiu]u[^ to the validating 
 of pasrenger Un ticksta. O^or duplicates see 
 
 item 251a.) 
 
 211. MloMo-book settlements. 
 
 {•) Records and lepotim paisamag to settlements 
 
 with carriers and passengers regarding mile- 
 
 9fge books, scrip books, reduoecwate aeden- 
 
 tuds. and similar tickets. 
 (() Becssis and reports of tickets redeemed. 
 
 (See item 97.) 
 (c) Duplicates of above records. (See item 2510.) 
 
 1^ 
 
 0) 
 
 P«riod to be retained. 
 
 6 yean. 
 
 6 yean. 
 3 years. 
 
 3 years. 
 Optional. 
 
 Optional. 
 
 6 years. 
 6 years. 
 6 yews., 
 
 6 years. 
 6 years. 
 
 6yeais. 
 
 Bjnan. 
 
 6 years. 
 
 6 years. 
 Byeors. 
 
 6 years. 
 
 6 years. 
 
 6 years. 
 
 DESTRUCTION OF BECOBDS OF STEAM ROADS, 
 
 35 
 
 jfMRipoeaoi 
 
 «te. 
 
 JOINT ASSOCIATIONS, ETC. — Continued. 
 
 Statements, schedules, and bills rendered steamship 
 or other carriers covering the amount due for tickets 
 issued in exchange for orders, file copies of. 
 243. Clergy permits: 
 
 Applications for clergy permits, and records and 
 reports pertaining to the issuance and use of 
 clergy permits. 
 
 Note.— Ledgers, journals, vouchas, bOb, and otber leocnda of 
 Joint associations, etc., shau be retained for the same periods as 
 aiepwYided forauch d o cwin ws l s a l ps wln n inttsMiwpihttow. 
 
 Pwlod to be letaiaad. 
 
 mSOBLLANBOUS. 
 
 250. Engineering records: 
 
 (a) Maps, profiles, plans^ specifications, estimates 
 01 work, records of en^eering studies, and 
 similar records pertaining to extension, addi- 
 tion, and betterment projects wMch have 
 been put into execution. 
 
 (6) Maps, profiles, plans, specifications, estimates 
 01 work, records of engineering sliidies, and 
 similar records pertaining to extension, addi- 
 tion, and betterment projects which have 
 been abandoned. 
 
 251. Duplicate accounts, records, and memoranda: 
 
 (o) Copies of accounts, records, and memoranda 
 covered by items 181-183, 185-190, 192-195, 
 197, 200, 202, 238-241, when held by agents. 
 
 (6) Duplicates of other accoimts, records, and 
 memoranda listed in these regulations when 
 they are not provided for otherwise and 
 when they contain no information other than 
 that shown on the origiiiak. 
 
 252. Records of employees: 
 
 (a) Applicaticvis for employment, reports and cer- 
 tificates of examinations, service records, 
 efficiency tests, employees' rost^ and o^er 
 similar records pertaining to employees. 
 
 (6) Applications for employment and replies 
 tn^eto not resultiag in employment of ap- 
 plicant. 
 
 253. Instructions to agents and others: 
 
 (o) Books an^ circulars of instructions to agents 
 and others, in the general file of the depart- 
 ment in which the complete official file is 
 
 maintained. 
 
 (6) Surplus copies of books and circulars of in- 
 structions and copies in other departments 
 and at sgencies, if copies of the same issues 
 are preserved m geamd fils'ieieRed to 
 
 in (a) above. 
 
 254. Land, industrial, and immigration department rec- 
 
 ords: 
 
 (a) Reports, records, and correspondence con- 
 taining inquiries from and replies to pros- 
 pective homeseekers and industries regard- 
 ing localities and conditions. 
 
 ^6) Agents* periodical itinerary resKnrts 
 
 (c) A^ts' periodical field or woti reports. 
 
 6 years. 
 
 3 yearn. 
 
 ^Permanently. 
 
 G years. 
 
 May be destroyed after 
 expiration or periods 
 assigned to originals. 
 (See paragraph 18. ) 
 
 May be destroyed at 
 option of carrier. (See 
 paragraph 19.) 
 
 1 year. 
 
 6 years after expiration 
 or cancellation. 
 
 Optional. 
 
 I year. 
 1 year. 
 
M 
 
 DWIBUOTIOK OP BECOBDS OF STEAM |^QAP& 
 
 Desctiptkm of aoooaata, •to. 
 
 
 MiHomiLAnuoua — oonlfaiiied. 
 
 
 M4 IjUidL indartrial and immiimLtirkTi i. 
 ^«S^-OMS^i<L ""'^^^woa aepartment rec- 
 
 (rf) Periodical reports from agents, industries 
 and others, furnishing data for annual tp- 
 portsfor industrial, commercial, and agri- 
 cjiltoial dawTteriei, sad iimilar pubUia- 
 
 255. Ph)vident departments records: 
 
 BeoM^f provident departmente, such as em- 
 ployees relief, hospital, insnmnce and savings 
 dwrtments, other than records pertAining to 
 the receipt and disbursement of funds. 
 
 1 year. 
 1 year. 
 
 provided for similar records elsewhere inSs SSST 
 25<>. Data relating tn tha At^afmir^^i^-r^ j_- ' 
 
 
 256. Data relating to the destruction of records* 
 
 Wntten authorities and certificates of destruction 
 2,^1???^^ !!?^**™» memoranda required 
 
 257. CSotreqwndence: 
 
 («) <^(f'«>^^>^^ a»d^ records theraof relating 
 to subjects luted in itrau 1 to 256, inch? 
 
 W OneratorB; copies of telegrams, including re- 
 lay copies, It the original or other copSs of 
 Budi messages are letuned, as pio^ktod for 
 
 in (a) above. 
 
 (c) Sten^phers' notebooks and phonograph 
 
 and other mechanical device records, if 
 transcripte thereof are zetsined as proyi^ 
 for in (a) above. ^ 
 
 (d) Extm copies of letters, etc.. used for tracing 
 
 «r fallowing up cowespondence, or for other 
 purposes, if original or other copies are re- 
 tained as pro vided lor in («} above. 
 
 PenMnently. 
 
 For the period pre- 
 scribed for the records 
 to which the cone- 
 spondence relates. 
 
 Optional. 
 
 OptionaL 
 
 OptbnaL 
 
 APPEVPIZ. 
 
 The following forms are suggested for the use of carriers, but any 
 other forms may be used provided they show the information required 
 by the regulations: 
 
 (A.) Form of resolution of Board of Directors designating an officer to have general 
 tiipeivlaion of Oie dettrnctton of aeoottati, xeooids, and memoniida. (See yar. Sa 
 
 Excerpt from minutes of the meeting of the Board of Directors 
 
 of--- Company, held at its office in 
 
 on 191--: 
 
 ''Besolved, That,.. 
 
 (Title of officer or name and title.) 
 
 be, and be is hereby, designated as the officer of this company, to 
 have geiieral supemnon of the destructicm of a^seounts, reoordsi 
 and memoranda in acccnrdance with the Regulations to Govern the 
 Destruction of Becords of Steam Roads, ^ective on July 1, 1914, 
 issued by the Interstate Commerce Commission." 
 I hereby certify that the above is a true and correct copy. 
 
 ,191... 
 
 (Name.) 
 
 (Tttift.) 
 
 (B.) Form of resolution of Board of Directors designating an officer to have super- 
 vision of the destruction of certain accounts, records, and memoranda. (See par. 2l> 
 effOeiegilillttts.) ' 
 
 Excerpt from minutes of the meeting of the Board of Directors of 
 
 the Company, held at its office in -- 
 
 on ,191--: 
 
 B€9oLv€i,Th»,i 
 
 (Title of officer or name and title.) 
 
 be, and he is hereby is, designated as the officer having supervision 
 of the destruction of the accounts, records, and memoranda named 
 Mow, the destruction of which is permitted by the Regula^oM to 
 Govern the Destruction of Records of Steam Roads, effective on 
 
 July 1, 1914, issued by the Interstate Commerce Commission." 
 
 Item No. in I. C. C. 
 
 Form No. Description. Period. RcgnlsfciaM. 
 
 I hereby certify that the above is a true and correct copy. 
 
 (Name.) 
 
 (Tftie.')'" 
 
 ■ — ,JL if X . . ■ 
 
 S7 
 
RECORDS OF SKBAM BOAIML 
 
 the MMte ITZ^^ "^"^""^ * cremation committee for 
 
 w fw«w«a t«Mi^ (Sec jar. 11 of the wfuln- 
 
 ^^Excerpt from mmutes of the meeting of the Boi«d of Biwdom of 
 
 :„ " - Company, Jbdid its office 
 
 on , 191 . 
 
 "iZewtoed, That puisuant to the Regulatiolte to Govern the De- 
 
 ftmction ol BscoTdB oi Steam Roads, effective on July 1 19H 
 
 maed hj the Inteistate Commerce Commission, the Board ^ir'^crt -tn? 
 
 1 CMki If nA p«na^ or names and titles^ 
 
 iLiT-^S!! eoiniiiittee to act in conjmiction with the represent- 
 mtm of tim trustees m the destruc tion of 
 
 T iiMMimii •^■■^ of doeamfots to be destroyed.) ""*""" ~~ *- 
 
 A MMgr WWjr tliat the aboTe is a true and correct copy. 
 
 (Name.) 
 
 lUf 
 
 ^, _ , MW3L mm.m 
 
 .2iJr ICS. :^;1T"-" — - 
 
 - Company, 
 
 Office of 
 
 T • 191 
 
 incorfonmty with the authority conferred upon me by the Boaid 
 « Omctms, I hereby authorize aad direct . . 
 
 ^ , (Name and title or occupation.) 
 
 Descriptikni. Period. ^*''lSS£!fc«.' ^ 
 
 (Name.) 
 
 (Titlt.) 
 
 30 
 
 (B) Form of written authority of eoailKiy«g effect for tte 4eilneltwa ef aetvaiti. 
 leooidt, and menenada. (See par. Sb of tte lefalatteaa.) 
 
 The ... Company, 
 
 Office of... , 
 
 -.-,191_.. 
 
 In conformity with the authority conferred upon me by the Board 
 of Directors, I har^by aiithorize and direct 
 
 • • * " " 'rir:^ -J - \ - - - *^ destroy from time to time the 
 
 (Neme and title or ocoaptttton.) 
 
 accounts, records, and memoranda of this company in his custody, the 
 destmction of which is permitted by the Regulations to Govern the 
 Destruction of Records of Steam Roads, eflFective on July 1, 1914, 
 issued by the Interstate Conmierce Conmiission. 
 
 {Name.) 
 
 (Tltte.) 
 
 <V) Fen of eeiliieate of MnMtfea. (See fir. Sa of the regulations.) 
 
 The _ — Company, 
 
 Office of , 
 
 ,191 
 
 Dbab Snt: I hereby ^tify that I have this day destroyed the 
 acconnts, records, and sHlDranda listed below, pursuant to your 
 
 authority dated _ . . _ , 1 9 1 . _ . I further certify that no 
 
 accounts, records, or memoranda other than those named have been 
 destroyed therewith. 
 
 FonnNo. Den^pttoB. Mod. Itom No. in I. c. c. 
 
 Regulations. 
 
 Yom:s truly. 
 
 (Name.) 
 
 (Title or oaeapation.) 
 
46 IliBlJiUCTION OF BBCOBDS OF STEAM B0AD8* 
 
 ^^^^J^im if iWMiiillvt mtM^mt^ ^ MHIhCImi. (SM jm. S and 9b of fhe regu- 
 
 The - _ Company, 
 
 Office of 
 
 ----- ,191... 
 
 Dear Sir: I hereby certify that I have destroyed the accounts, 
 records, and memoranda listed below, pursuant to your authority 
 
 dated , 191 . . . I furtlier certify that no accounts, records, 
 
 or nimmiMla other th«a those named have been destroyed therewith. 
 
 »B«ii ll«t Deacriptioii. Period. Item No. In I. C.C, Date of 
 
 Yours truly, 
 
 (Name.) 
 
 (nfl»«roeoi9ili«i.) 
 
 INDEX TO RECORDS. 
 
 i 
 
 Atotucts; of auxilJaiy opentioiis, 12 note; of freight 
 
 nfienue, 30, 31. 
 AteUaatBinooKdBf 106; raEMrtotongotating bodies, 
 
 210c. (See also Deranmeati^ FmaoatHiDiaxIm.) 
 
 Accountants' reports, 21. 
 Accounts, unsettled, 56c. 
 
 Ae^ilBttldii of raid and equipment, ooutiaots rdat- 
 
 Ing to, 57c. 
 
 Additions; estimates and authwrities, 68; eivtaecr- 
 ing records, 250. 
 
 AdJoBtments; of materials accounts, 112a; of per 
 diem, 1626; on freight waybills, 1806; on tfofcet 
 ports, 189c. (See also Corrections. ) 
 
 AgBDCj records; rate authorities, 906; freight traffic, 
 UO-188, 196, 204, 205; passenger and baggage serv- 
 ice lW-192;miiodlan«N]so(dlecttons, 198; switvdi- 
 ing, 194; demurrage and storage, 195; accounts 
 and balances, 198-200; car and train movement, 
 202, 203; miscellaneous records, 206; instructions, 
 388. {SmtimntAtmam.} 
 
 Agents (claims); drafts issued, 55«. 
 
 Agents (industrial, etc.); itJoeiaiy and Add reports, 
 254. 
 
 Agnii (station); gensnil offloe aoeocmts with, 20; 
 
 general office settlements with, 30, 33, 36, 37, 38, 
 39; drafts issued, 55c; claim participations, 706; 
 requisitions and receipts, 90(2, 94c, 95c; market and 
 weatlur reports, 83; freight reports, 181; remit- 
 tances, 197; relief claims, 201; statistical reports, 
 222; commercial and Jndastriia data, 2S«4. {8u 
 0^ Agency.) 
 
 AffMOWnts, 14, 67c, 23&I, 239s. 
 
 Allotment; of securities, 3c, 4c; of can, ISU, 
 
 Alteration of locomotive boilenv SUh* 
 
 Api>ea]s from assessments, 15. 
 
 Applications; to regulathig bodies, 16; for pay-roll 
 nh i ntM, 51ft, e; for spedakmte orden^ 90t;* for 
 employmeat, an. QBm tirn l>oiaprti, Haqqisi- 
 tions.) 
 
 Ash-pan inspection, 136J. 
 
 hmmm mtt, (amTtam.) 
 
 Assignments of employees' pay, 52. 
 
 Associations; settlements, 34; olasslfled records, 
 230-243. (iSceajM Bureaus.) 
 
 Attariimenta of wapl oy ao t' pay, 52. 
 
 Auditor's stabs of mtmfS boolEi^ 96e; 
 
 Audits, 21. 
 
 Authorities; for security issues, 16; for transfer of 
 ftmds, l9ie; for pay-roll changes, 516; for voucher 
 payments, SSd; for road and equipment invest- 
 ment, 58; for claim participations, 706; for disposal 
 of u nclaim ed, dami^ged, and refused freight, 76; 
 lorflates, 90; for sale of material and siQtplies, lUk; 
 for eqoipnwnt repair expend itnre, Ul; for road- 
 way and structure repafr tTnadftBW, UB; for 
 destruction of reoords, 260. 
 
 Auxiliary operations records, 12. 
 Average demurrage agreements, 23Sd. 
 Ajdes reoutved and tilled, 134. 
 
 Bad-order baggage releases, 192J. 
 BacpiCe;neords, lU, : 
 
 1926; releases, 192<f. 
 Baggage checks; records, 95, 192c; used, 96c; unused, 
 96^; receipts, 192/; of transfer companies, 192^. 
 
 Baggagemasters' receipts for valuables, 192c. 
 Baggagemen's requisitions and receipts for chetdca^ 
 OSe. 
 
 Balanoa riMta; af fenenl oflea led^ns, 7fr, c of 
 
 material and aoiplies, 110c; of coaling stations, 
 11^; of conductors, 172J;, I; of agents, 200; peri- 
 odical statements and data, 212, 220. 
 
 Balance stateaaents tnosonr, 19b, /. 
 
 Ballasting records, 150. 
 
 Bank deposits, 19. 
 
 Bar checks used, 96a. 
 
 BettennflBte; estimates and witlMKitiiB, M; 
 
 neering records, 250. 
 Bids and oflers for material and supplies, llld . 
 Bills; ooUeeiible, 66; relating to property invest- 
 
 mmt, 67i^ e; covering dtaises on 
 
 terial, lilt; agents' expsM 
 
 joint agencies, 243 note. 
 Bills of lading, 184. 
 
 Bills of8aleandtiaasfBrof8eoiiiltiBi^ad;4e. 
 
 Block reports of operators, 163^. 
 
 Blue prints for boiler repairs, 210A. 
 
 Boilers; record 133; inspection reports, 136e, 210e,/. 
 
 niiair iiqrarii, UBs, M, /, #, li; ipeelil I. G. G. 
 
 orders, 210?. 
 
 Bonded freight and baggage, 174. 
 
 Bondholders. (Su Proxies.) 
 
 Bonds; israea and transfefs, 4, 16; raarament, «. 
 
 (See also Fidelity bonds. Indemnity bonds.) 
 Bridges; repairs and renewals, 151; impaotion, IfiMt* 
 
 painting, 155. 
 Buildings (AMBtnwtoraa.) 
 Bulletins; of lost and stolen tickets, 94d; of lost and 
 
 stolen baggage dieoks, 964; pf lost and oottewod 
 
 passes, 17l2>, q. 
 Bureaus; aatttaments with, 34, 38; reports from. 
 
 C. O. D. baggage checks, 96c, 192c. 
 Cai;ftoarsiqiplies,llS. 
 
 Call-boy records, 1706. 
 
 Capital stock records; issues and transfHSii, 3, IBi 
 
 retirement, 6. (See also Securities.) 
 Oar books, 20^. 
 Car cards and certificates 906. 
 Gar*milei statements, 216. 
 
42 
 
 INDBX TO BECOBDS. 
 
 Ov Hill; ma O ad kHf mmm, imp 
 
 ywd records, 202/. 
 Ovds; receding contracts, 14a; defect and repair, 
 SSfff 135; recording material and supplies, 1126; 
 
 163e,/; waybill and rooting, 904, 
 fication, 210A; tabulating, 223. 
 Caretakers' transportatioii; uaed tickets, Md; con- 
 
 light-weif^bad and stenciled, 139; cleaned and 
 Iced, 145; movements, 160, 195a, 202, 215, 220; 
 ordered and distributed, 161; conductors' reports, 
 17S;iiporliton|iiiBtincbodiBB,SUM. 
 Foreign on.) 
 Cash; treasurer's balances, 19/; audits, 22; train col- 
 
 lectlons, 35, 17a>, h; conductors' deposits, 197c. 
 GMi books: at aninl offices. 10: at awmnfai 1W 
 
 stubs, 172c. 
 
 Certificates; stock, 36, 6; receiver's, 6; temporary, 6; 
 imed for wages, 51e; do-gy , 96a; of equipment in- 
 
 S52a; for cars containing explosives, 205; of llnn<|tif 
 weights, 239d; of destruction of records, 256. 
 Chair cars; revenue, 36; reservations data, 191. 
 
 1^; 
 
 ,$t,SJi,9; of freight, 180/. 
 (financial); outstanding, 19^; 
 p«y,a«,/; paid, 556. 
 Cknta (tzanqBtftl*tai wtnkt); baggage, 95, 96e, g; 
 192e, /; storage, 95c; bar, berth, meal, seal^ 
 train, 96a; idmfciflaitioB, 17S||; of 
 panies,19^. 
 nptmtiniili, T 
 
 90k; relative to 
 
 instructions, 2S3. 
 Caaim agBBts' drafts reportad, Wc 
 GlafBM laeordi; fin daaagi^ 19b, 71, 91$ 
 
 loss, 70a, 71, 73; i)ersonal injury, TOBglt,' 
 70, 71, 75, 198; agent's relief, aOL 
 Classifications filed, 90a, b. 
 
 Clearance cards and orders for trains, 163c,/. 
 Clergy transportikioB; 
 
 records, 243. 
 Osal Bot ivaybflled, 18U. 
 Coaling stations. (flSi 
 Code books, 2. 
 
 CoUections;cashfiires, 35, 172a, 6; tickets, IZad^-ex- 
 OM bagma, 190; omoMisM by sinta, ]«S; 
 demmraga and st<vage, 1956. 
 Commissary inventories, 115c. 
 fi— mortities; periodical statements and datey 214, 
 
 BO; JolDt agency slatMMiMs, 233, 298. 
 r— mntatifln tiehats osed, oes. 
 Company flight, lilt, 1811^ Uk. 
 Concurrances in rates, 90f. 
 CoiMiiictan' leoords; setUements, 33; requisitions 
 a^raea^ila. Me, llSlirNpsriB of siqi]illBB,llSa; ac- 
 cident reports, 1666; reports of passes, 171n, 172c,/; 
 reports of cash collections, 172a, 6; reports of pas- 
 sengers and tickets, 172d, &; envelopes, 1721; freight 
 
 k,l;tcaaaand 
 , 19S; remittances and dei>adli^ 197. 
 
 IM. 
 
 notices of freight arrival, 196. 
 Consignors' records; shipping orders, 184a; order- 
 notify bills of lading, 1846; releases, 184<; wejght 
 
 Construction records, 57. 
 
 Contracts; of general nature, 14; related to road and 
 equipment, 57^* for material and supplies, 111c; 
 o of l u g caBkt'sriJts, 181c; far caiatakw* Inuh 
 portation, 184d. (See 9b» ApoMMBlS.) 
 
 Convention traffic, 98. 
 
 Corrections; of agents' accounts, 20il; in interttM 
 sottlaments, 31,34; freight, 183; on ticket reports, 
 18Be; on waybills, 239c. (i9cc obo AdSustmeats.) 
 
 Correspondence; on suits affecting salaries, 526; on 
 rates and rate authorities, 90h; on time-tables, 91; 
 on freight diversfon, 926; on car reservations, 191; 
 
 257. 
 
 Cotton in transit;oo¥«id by jnsnranoa, Ifty Htcm^ 
 
 in transit, 185. 
 Goi^oas; interest payment, 4i, 9; mflssfs book, 
 
 96c; BToese bstttii, 99c Mfatts ^ eoBesttan, 
 
 172d. 
 
 Credentials; used, 96c; redeemed, 96A; settlements, 
 ML 
 
 Credit CTtmrifwi records, 90e. 
 
 Damage; claim records, 70a, 71a; employees' reports, 
 
 U»,i,72,168e. 
 Damaged freight; records, 75; salts OfiHS, 7«. 
 Debt. {See Bonds, Securities.) 
 Deductions; from pay rolls, 51<f; in mail service, 176. 
 Deeds, 13. 
 
 Defect cards, 55g, 135. 
 
 Delay data; for employees' time, 53; for train service, 
 
 1006; for mails, 176. 
 DeiBrery laoords; far naterial and tappllm, nil; 
 
 for freight, 180d, e. 
 Demurrage; revenue, 38, 1956; accruals, 195a, J; 
 
 uncollected, 195c; joint agency records, 238. 
 Deaamrage bmeans; vafMsts and settkmonts, Mi 
 
 reports to, 1956. (5«e obo Joint afndis.) 
 Depositaries' statements, 196. 
 Deposits; treasurer's, lOs, g; agents', 197a; oan- 
 
 dootots', 197a, c 
 Depreciation records, 576. 
 Derailment rei)orts, 154. 
 Destruotfon of records, data relating to, 2B6. 
 »,177. 
 of mail, 176. 
 Differences on interlhie settlements, 31, 34. 
 Dining pars; supplies, 115; other reoords («ce Aux- 
 iliary operations). 
 P i w et ar s* mlnntas, 1. 
 Discharge tickets, 51c. 
 
 Dispatching records; locomotives, 144; trains, 163. 
 Distributfon; of expenditures, 50, 54, 57(f, c, ll^i^- 
 
 of tlBS»4sbies, 91; of ears, 191. 
 Diversion of freight, 92. 
 
 Divisions (operating); material and supplies rec- 
 ords, 110c; locomotive mileage records, 1686; sta* 
 tistics, 214, 218, 230. 
 
 Divisions (revenue); ssttlemePta, SI; fala anttari- 
 
 nmx TO 
 
 SBOOBDS. 
 
 lliall8;oatahaiMiig, l>y paiM, », ItiaJ by sfnrts, 
 
 65c. 
 
 Duplex tickets; x>ortions redeemed, 96i; stubs and 
 
 conductors' i>ortk>ns, 172c. 
 DiQttteate reoorcb; of claim pi^en, 7k;of ageney 
 
 and yard records, 181^, 18^, 183(f, 185, 186, 187e, 
 188/", 189/, 190, 1926, 193, 194c, 195d, 197(f, 200d, 202i; 
 of joint agency records, 238^, 239/, 240, 241 ; in gen- 
 Slid, 961. 
 
 Efficiency tests of employees, 252a. 
 Embargo records, lOi. 
 
 Employees; flddity bonds, 17; traitMules examina- 
 tions, 167; hoiu^ of service records, 169, 210d; 
 general statistics, 210;, 217, 220; empk>yment rec- 
 ords, 252; instructions, 253. 
 
 Fnginsirfng leeords, 250. 
 
 Enginehouse classified records, 130-145. 
 
 Enginemen; fuel requisitions and receipts, 1186; 
 accident reports, 1666. 
 
 Snvelopflsfor tioketsaBdeiba^ 17%, 1, 189e. 
 
 Equ^mant; investment, 57; shop and enginehouse 
 laoords, 130-145; accident damage, 166c; floating 
 aqiil^;mient, 175. {See also Cars, Locomotives.) 
 
 Estimates; for aqModitures, 58; of icfveoasa and 
 expenses, 221; for engineering projects, 2Btk 
 
 Examinatk>ns of employees, 167, 252a. 
 
 Excess baggage; revenue, 36, 190; record of checiu, 
 96c, 192c; used ebedks and coupons, 06e. 
 
 TftxfllMmgs orders used, 966. 
 
 l^H^ange train tickets u ae d, 96s. * 
 
 Excursion traffic, 98. 
 
 Executive committee minutes, 1. 
 
 Expenditnres; classified naeords, HM8; reports to 
 regulating bodies, 210fe. 
 
 Expense bills, 188a. 
 
 EsqiMnses; statistics, 2106, 213, 220; estimates, 221; 
 <tf Joint agenoies, 231, 288. 
 
 Explosives routed, 2056. 
 Export freight, 174. 
 Express revenue, 36. 
 
 E it ensim n s (of road); esttmstee and a a m mj U ee, 5^ 
 
 engineering records, 250. 
 Extensions (of time) ; on contracts and i^pteements, 
 
 14a; on tickets, 94c,/. 
 Bxtra^aro refund (nrders redeemed, 96j. 
 
 FSres; interline settlements, 34; train collections, 35, 
 1728,6. 
 
 last freight; interline settleoients, 81; v^orts oi 
 
 movement, 202e. 
 Feeding of live stock, 187(1. 
 Ferry tiokets used, 96a. 
 FideUty bonds, 17. 
 
 Field reports of land and industrial agents, 2Me, 
 Financial records classified, 1-22. 
 Fines for faulty mail service, 176. 
 Vtie;in8iiranoe records, 18a, 6, c* reports of damages, 
 
 lSg,h, 72; claims records, 20a, 71, 
 Firebox inspection, 136c. 
 Floating equipment operation records, 175. 
 Foreign oan^ material fsoords for xepaiis, 113<; 
 
 movement records, IflOSt 
 Franchise reoords, 13. 
 
 Free transportation; authorities for free freight, 90^; 
 ftaatlflkets,17V,i». (^SfcsaboFasMS.) 
 
 Freif^; innmnoa, 18; tnom, M, fair and 
 
 short freight, 75; damaged freight, 75, 76; un- 
 claimed freight, 75, 76, 193; refused freight, 75, 76; 
 diversion, 92; reconsignment, 92, ISOg; company 
 ike^t, llli, 1816, 182<; nonagency station diip- 
 ments, 172j; import, export, and bonded freight, 
 174; freight transferred, 180c; freight delivered, 
 180c, d, c; checkers' records, 18Q^; sliipments not 
 waybllled, 181c; bills of lading and leleases, 184; 
 stopsintransit, 18i^ weic^iing, 186; loading, 187a, 6; 
 icing and ventilating, 187c; handling live 
 stock, 187d; expense bills, 188a; arrival notices, 
 196; nonrevenne waybills, 204e; exidodves, 2066; 
 tonnage records, 214, 220, 222; joint agency records, 
 233,235,236,239. (.SccoZjo Milk, Waybills.) 
 
 Freight bills on company material, llli. 
 
 Freight cam. {See Cm.) 
 
 Freight olaims, 70, 71, 198. 
 
 Fuel records, 118. 
 
 Funded debt. (.See Bonds, Securities.) 
 
 Garnishments of pay; record, 52; Cess ooUeoted, 198. 
 
 Gateway statistics, 233, 234, 23G. 
 General records classified, 1-22. 
 Grain stopped in tianflit, 185. 
 
 Homeseekers' inquiries and replies, 254a. 
 Hospital department, 255. 
 Honis of service; leooicds, 161^ r^orts to regulating 
 bodiss.iaOi. . 
 
 loing; of pasBenger ears, 148; frright ears, 18%; 
 charges, 198. 
 
 Identification slips and checks; of ticket holders, 96c;* 
 of pass holders, 171^, 172^; of sleeping-car pas- 
 sengers, 172^. 
 
 Immigration department reoords, 254. 4|f|ljt 
 
 Import freight, 174. 
 
 Improper-repair cards, 135d. 
 
 Inecmie aeeo uat atatements, 212, 290. 
 
 Indemntty bonds, 90ft. 
 
 Indexes; to ledgers, 7a; to vouchers, 55a, /; to MDs 
 collectible, 56a, d; to claims records, 70a. 
 
 Industrial department reoords, 254. 
 
 ]j4aiies. (5«sLlvasto(dc,PeaonaIii4aries.) 
 
 Inspection; for insurance, 18d; of time pieces, 21; of 
 scale weight, 21; of material and supplies, 1136; of 
 equipment, 136; ofroadway and structures, 153a,6; 
 of rails, U8e; of sosles, 187; of loaded oars, ISZa; 
 for flhipamt of explosives, 2056; reports to regu- 
 lating bodies, 210c,/; of freight, 239. 
 
 Instructions; for train make-up, 203; bom joint 
 i^cenoies, 230; to agents and others, 2S8.. 
 
 Insurance; on carrier's property and p g ap er ty in 
 transit, 18; employees' benefit, 255. 
 
 Interchange of cars; reports from other carriers, 
 UNA; per diem reports, 162; conductors' reports, 
 178e; agency and yard xeports, 20ae, d. 
 
 Interest coupons; i-ecord, 4d: canceled, 6. 
 
 Interline traffic; freight settlements, 30, 31; passen- 
 ger settlements, 34; waybills, 1826, c, d. 
 
 Intentato OonuBsma Gommiadon; fi wt tt *§ ^vww - 
 rences, QCf: carrier's reports, 210. 
 
 Inventories; of road and equipment, 57a; of material 
 and supplies, 112; of commissary supplies, 115c; 
 of tIdESte at agendas, 1806. 
 
4i 
 
 TO KCOBDS. 
 
 and supplies, 1116, g. 
 wporti of tofliii mm! indnrtrialagmts, 25i6. 
 
 Jackets, claim, 71ft. 
 
 Job tickets, 53, 57d, e. 
 
 Joint agencies records classified, 230-243. 
 
 'omtb; at gaMnl aOern, 9; )oanial intrtas, 11; 
 for auxiliary ox)eratians, 12 note; of comnt liabili- 
 ties, 19«; of freight revenues, 30; of passenger-train 
 revenues, 33, 35, 36; of switching revenues, 37; 
 
 AsuiuiiigB flnd storage ivvcdim, tSi of Bon- 
 transportation revenues, 39; (rfexpenditmilB4»> 
 tail, 50, 54; for joint agencies, 243 note. 
 
 JimctioQ reports; of car movements, IGOb; of 
 fliroa^ wayMDs, ISle; of c is Int ewianged, 202d. 
 
 Labor; expenditures in general, 50; time records, 53; 
 
 Ifileage bueau asMflments, 34, 241a. 
 
 Milk; ravoiae racords, 36; tickets, 96«; wiybiUg, 
 
 on company fuel, 118;. (5ee «2w ft|fb> 
 
 Land department records, 254. 
 Lawsuits afiecting employees' pay, 82. 
 
 LadcKs; oi capital stock, 3a; of wg l rt wg d bonds, 4m: 
 
 general and auxiliary, 7; for auxiliary operations, 
 12 note; of current liabilities, 19e, g; of agents' 
 ■ wwH i i, Wa; Qt fttii^ mwu es, 30; ot puaen- 
 p»4ntaii«v«iiiMi,S,aB^38; ofswitAiBgioiveniMB, 
 
 1^ of dmurrage and storage revenues, 38; of non- 
 Imsportation revenues, 39; of expenditures in 
 iMaa, 50, 54; for material and supplies, 110; for 
 
 Letters. (See CcxrespondflBM.) 
 
 Lig^t-weighed cars, 139. 
 
 Live stock; killed or injured, 73; stopped for feeding, 
 M; mtmAtH, fed, and watered, 
 
 liMMWiUfii; noords, 187«, dniges collected, 193. 
 
 Locomotives; boiler repair and inspection, 133, 136«,- 
 firebox inspection, 136c; spark-arrester and ash- 
 pm1mpmiam,Udi; acrriee and mOeagB records, 
 138, 168; record of failures, 143; ortotA and dis- 
 patched, 144; statistics of pocfmnM% IM^ 330k 
 (8u alto Equipment.) 
 
 noords, 70s, 71a. 
 
 Msil; i«if«anB neorti, 36; service and pnalty rec- 
 ords, 176. 
 Manifests with baggage, 193^, f . 
 Manufactured stock, 116. 
 UtfB §K ttghiBering projects, 350. 
 MartDe •qnipment operation, ITS. 
 
 ; q;aotations from agents and others, 93. 
 I and supplies records; exi)enditures in gen- 
 «al, M; road and equipment expenditures, 57d, e; 
 m band, 110; pn W h a ae a and aales. 111; doiiv«ries 
 to carrier, lllA, 113a, d; freight bills, lilt; scrap, 
 lllj, k; inventories, 112; inspection and testing, 
 113^* released and returned to stock, 113c; issue, 
 114; tor diidiif and esM ear aorviee, llfi; lor ahop 
 manufactue, 11^ ott and niala, 117^ eonqpany 
 fuel, 118. 
 Meal checks used, 96a. 
 MwekandiBe. (AwFMglit.) 
 Mileage; of locomotives, 138, 168; of can sod trains, 
 173a, b, 215; tonmiln, 21^ 230; imniups iiin<i , 
 218, 220. 
 
 MlaagnbeoiEi; iMd,96e>* eof«nndHnMd,Mlu'eoa- 
 
 pons hon(M^, 1734r 
 titthmBnli, IMlt. 
 
 Nonagen^ stations; ean on hand at, 173d;* frti^t 
 
 reoetved at, 17^; releases for deliveries at, 184e, 
 Nontransportation revwnia. (JSee Revama.) 
 Notes canceled, 6. 
 
 Notiees; of sidbaer^tion for aeeqrities, 8«, 4e: of anitB 
 affeoting em ptof i atf pay, 031? of ftai^t anivab, 
 
 196. 
 
 Niunbers changed on equipment, 140. 
 Oil records, 117. 
 
 Operators' copies; of train orders, 163; of telegrams. 
 
 Order-notify bills of lading, 1845. 
 
 Orders; for ticket stock, 94a; for baggage checks, 95a; 
 for majterials and supplies, 111a; for car-repair 
 malarM of eOier eanien, llSi;* shop cnden, 116a; 
 train and clearanea orders, 163; for pass stock, 
 171o; from shippers and consignees, 180f , g, 184a; 
 weighing orders, 186; switching orders, 194b; from 
 InterstataConmiereeOomniiBBion, 210^7. 
 
 Ore not wsybilled, ISle. 
 
 Outside operations leoofda, 12. 
 
 Overfreight, 75. 
 
 Overcharges; claims records, 70, 71; statements, 
 
 Overcollections by agaai^ MS. 
 Overtime tickets, 53. 
 
 Painting of structures, 155. 
 
 Parcel rooms; revenues, 39; used checks, 96«. 
 
 Parlor cars; revenue, 36; used tickets, 86a; passen* 
 
 gKs bandied, 17gl;mwtaHuiM, 191. 
 Paasenser cars. (See Cars.) 
 Passenger-mile statistics, 218, 220. 
 Passenger-train revenues, 33-36. 
 Pii—iimm; eontoeton* reports, 172d, h; statistks, 
 
 2IS, 230; joint agency records, 234, 235, 236. 
 Passes; pass stock, 171o, 6; records, 171, 172e,f; ool> 
 
 lected, 171i, k; unused, 1712; envelopes, 172t. 
 Passing reports of waybills, 181e, d. 
 Faalmfor tioketa, 96a»au 
 Pattern records, 14L 
 
 Pay; pay-roll records, 51, 57d, e; assignments, at- 
 tachments, and gamidiments, 52; reports to reg- 
 nlatiiis bote, 2119. 
 
 Pay checks, 51 e,/. 
 
 Per diem reports, 162. {See also Interchange ol 
 cars.) 
 
 ParfHmances of looomotives, 216, 220. 
 Permits; to rldaonfMlKbttniiis, 96a; dergy per- 
 mits, 243. 
 
 Personal injuries; claim records, 70, 71; reports on 
 
 ii^iiries, 74. 
 Phonograph records, 267c. 
 Placards for routing cars, 205. 
 Plans for engineering projects, 250. 
 Poles stopped in tranatt, 186. 
 Police service, 177, 
 Policies for insurance, 186, c. 
 Posts stopped in transit, 185. 
 Prembnns paid for insmranoe, 18b. 
 Prepaid orders, 966. 
 
 Prioaraenxda of matvlalB and asvpUasy UU. UIA 
 
 rmmi to 
 
 Mtii« liaaiaofden;fortieiBetatodc,9ia;«BrpaaB 
 
 stock, 171a. 
 Profiles for engineering projects, 280. 
 Profit and loss account statements, 212, 220. 
 PtOTidsnt department reoords, 286. 
 Pnxinfram security holden, 6. w 
 Punches for tickets, 178. 
 
 Purchases of materials and supplies; purchase and 
 doiimy, 111; reoalplB, 118; teal raeords, Hi. 
 
 Quotations; of carrier's rates, 90«; of market news, 
 91 
 
 Rails; leooM of raia laU, 160; iqpocta of broken 
 
 rails, 153e. 
 
 Rate authorities, 90, 
 
 Receipts, on pay records, 51«,/; for cash paid out, 
 65ftir for tariff and Oftber rate aotboritiM, 90^- for 
 tiABta distributed, 94e; for materials and supplies 
 received, lllA; for materials and supplies issued, 
 114c; for commissary supplies issued, 1156; for 
 fuel supplied, 118k;ior employees' time-tables, 
 vm; for paaasB, 17kr for freii^t delivered to con- 
 signees, 1805; for stop-over tickets deposited, 
 189^* for valuables handled, 192e; for lost and 
 mismatched baggage checks, 19^. 
 
 Raeaiver'aovtiflBalaaeanadad, d. 
 
 Baoonsignment of fred^^ neocda, 93; oidata, iSOm 
 Obarges, 193. 
 
 Badiemed transportation, 96, 97. 
 
 Redneed rates; aathorities, 90e, 9; credentials, 241. 
 
 Refunds; of demurrage and storage, 38, 2ttf; of ttc- 
 tra fares, 96j; misceUanaous, 193. 
 
 Refused freight 75, 76. 
 
 Registers; of stock transfere, 9c; of audited Toocii- 
 en, 55a; of bills collectible, d6a; of dafaaa, TQii 
 
 train register, 170o; of waybills, 180a. 
 Regulating bodies; applications and authorities for 
 
 security issues, 16; carriers' oenenReneaa bi nates, 
 
 96f; carrier's reports, 210. 
 Regulations issued by joint agencies, 230. 
 Releases; of attachments of pay, 526; on freight for 
 
 nonagency stations, 184^* on bad-order baggage, 
 
 1931. 
 
 Relief claims by agents, 201. 
 
 Relief department records, 255. 
 
 Remittances from agents and conductors, 197, 198. 
 
 BenewBl^ot oontraots and {^[Eeenieiits, 14a; of 
 
 structures, 151. 
 Rent revenue, 39. 
 
 Repairs; repair cards, bbg, 135; material for foreign 
 oan, ll2d; repairs to equipment, 130, }32; boiler 
 repair reports, 136e, 210e, /; rei)airs of struotaros, 
 151; reports to regulating bodiea,.2)|0e«/* 
 
 Replacement records, 576. 
 
 Reports by carrier; to r^folattng bodies, 21(^ to 
 gtockhoMere, 211. 
 
 Bequests; for security allotments, 3e, 4e; for tarifls 
 and other rate authorities, 90(f. e; concerning 
 freight diversion and reoonsignment, 9Sb; for 
 passes, 171e. 
 
 Requisitions; for materials and supplies issued, 
 57d, «, 114c; for tickets, 94e;* for materials and 
 aiq^P^ porobaaed, lll/r for oommissary sup- 
 plies, 1156; for shop material, 116a; for fuel, 118k. 
 
 Reshipment of freight stopped in transit, 185. 
 
 Retirements; of securities, 6; of property, 576. 
 
 BSCIOBDB. 45 
 
 Revenue; freight, 30-8!^ passenger-train, 33-36; 
 switching, 37; demurrage and storage, 38; other 
 than from transportation, 39; station records, 
 198; reports to regulating bodies, 2106; periodical 
 statements, 213,211^ estimates, 221; aguits' re- 
 ports, 222; received by joint agencies, 28^ 236. 
 
 Road and equipment investment, 57. 
 
 Roadway; work performed, 150; inspection, 153a. 
 
 Bob b er y Invaatl gallBn , 177. 
 
 Rosters of employees, 170a, 252a. 
 
 Rules issued by joint agencies, 230. 
 
 Salaries. {See Pay.) 
 
 Sales; of securities, 3d, 4c, 210Jk; of road and equi^v 
 ment property, 57c;* of damaged and refused 
 freight, 76; of unclaimed freight, 76, 193; of 
 materials and supplies. Hid, e; of scrap matwiii, 
 ink; of tiflketaaad mflsase books, 190; of water, 
 193. 
 
 Savings department records, 255. 
 
 Scales inspeetion, 167. (;9«t«lBaWeigUB.) 
 
 Scrap material, lllj, "k. 
 
 Scrip; books used, 96c; baggage scrip used, 96c; 
 
 book covers, 96A; joint agwcy settlements, 241a. 
 Serip bonan settiemnts, 84. 
 Seat checks used, 96a. 
 
 Securities; lists of holders, 56; retired, 6; owned, 
 8; apphcations and authorities for issue, 16. 
 {See aiw Bonds, Capital atoek.) 
 
 Service leoorda; of lueomotives, 18^ of employees, 
 
 252a. 
 
 Settlraients; of freight revenue, 30, 31; ofpassengor- 
 train revenue, 33, 34, 36; affecting switching rev- 
 enoe, 87; of demurrage and storage, 38; of rev- 
 enue other than from transportation, 39; of con- 
 vention and excursion business, 98: on expense 
 bills, 188; for underebarges, 2396; on mileage 
 books, ds., 241. 
 
 Shippers. {See Consignoia.) 
 
 Shipping tickets, 184a,/. 
 
 Shops; materials and supplies balance sheets, 110c; 
 shop orden for mannfBOture, 116a; diopelaasifled 
 
 records, 130-145. 
 
 Short freight, 75. 
 
 Side cards for routing cars, 205a. 
 
 Signal installations and (^[wrations, 166. 
 
 Sleeping cars; used tickets, 96a; identification 
 checks, 172^; passengers handled, 112h; reserva- 
 tions, 191. {See also Auxiliary operations.) 
 
 Spark arrester inspection, 1364. 
 
 Special-rate orders, 9Qe. 
 
 Special service train revenue, 36. 
 
 Specifications; for boilers, 210A; for engineering 
 projects, 250. 
 
 Spur tracks laid and taken up, 150c. 
 
 Station employees. {See EmplcqpipB.) 
 
 Station privileges revenue, 39. 
 
 Station records, 196. (.See alto Agency records 
 Agents, Ktmagency stations.) 
 
 Statistical records classified, 210-223. 
 
 Steamships; traffic engagements, 174; ticket settle- 
 ments, 242. 
 
 Steneaedean,iaB. 
 
 Stenographers' records, 257c. 
 
 Stewards of cars; reports on supplies, llSo; requisi- 
 tions and receipts, 1156. 
 
mmx. TO sEcoBDa 
 
 iMu (See Capital stock, Live ilMl^ IfHifftlilii 
 
 •Blsopplies, Passes, Tickets.) 
 itodc4»rds for inventories, U2b. 
 
 Stockholders. (^Sm Capital stoekyVotiiig.) 
 
 Stop-over pasters and tickets; used and oemoeled, 
 96^* envelopes and receipts, 189e. 
 
 Si4»«rMi^ is tnuit» UB. 
 
 Storage; revennai^ 9^ MMliii^ Mi; Jolit t^mBf 
 records, 238. 
 
 Storage checks for baggage, 95e, 96«. 
 
 itankMpMS* uMem tod raqidsitions, ill/. 
 
 Stores reootdselassifled, 110-118. 
 
 Structures; rejwirs and ii mill, m, 11^ ta|pt»* 
 tkm, 153; pubiting, 155. 
 
 SMm; •! HBoritfes, 36, 4ft; of checks, 19g; of mile- 
 age and scrip booka^ Mr; of MM tad Mpai 
 cards, 135o,- <rf requests for passes, 171c; of trip 
 pajMs, mf; of cash fare xeoe^ts, liae; of tickets, 
 
 woauipUBii aatieaa hpimhIHh^ te, 4g. 
 
 Suits affecting employees' pay, 62. 
 Supplies. (See Materials and supplies. ) 
 Swifediing; revenues, 37; records, 160c, 194. 
 
 lUmlatiog cards, 223. 
 Tarifb,M. 
 Tax raeofda, 15. 
 
 Telegrams; originab ratanad st nntlliwili, SHir 
 
 copies of, 2576. 
 Telflgraidi aervioa ravenae, 39. 
 Tdqgn^ddc pasMB, ITIi 
 
 Telegraphic reports; of merchandise at terminals, 
 1^- of fire damages, 18^; of supplies on hand, 
 IM^ of cars on hand and required, 161c; of cars 
 intmfliaBgad, MM!r 9t1a^tnli^mmamt, 202c. 
 
 Tlhphone service revenue, 39. 
 
 Tminals, merchandise at, 18/. 
 
 Tirting; of materials and supplies, 113ft; of empkty- 
 aa^MM. (tfwciwPiritamanoM.) 
 
 Ticket pundMBy ITS. 
 
 Tickets; used in auxiliary operations, 12 note; 
 ticket r eports, 34, 190; discharge tickets, 51e; time 
 flAii^ i7d. If omUUia and delayed-time 
 1i*i«8, M; Job tiekete, 53, 574, e; tioicot atoek, 
 94a, b; requisitions and receipts, 94c; lost and 
 atolen ti dtets, 94d,- extensions, 94e, f; used and 
 •neaMy Ma, 6, it mmaed or unissued, 9^; re- 
 taied,9(a, fkwtiekolB,171i,iii;ooiidiictor8' 
 reports, 172d; envebpes, 172i; shipping tiokate, 
 1840,/; used in weighing, 186, 239d; agency rec- 
 Ofds, 180; switching tickets, 194ft; joint agency 
 
 ▼alidationa, MO; JolHt i^noy artttManta, aa 
 
 Tfealaid, 150a, ft. 
 
 Time inq)ectors' reports, 21. 
 
 Tlaoe limit extensions on tickets, 04c,/. 
 
 TlBoneevtearaa^lsfyaaa; tima tickets, 5lc, 67d, c; 
 time slipayM; overtime and delayed-time tiokate, 
 53; time ht^M^ M» fU, «. yk$ «bo Boon of 
 service.) 
 
 TkBottUai; poliUe, M; for MBptoTOM, IM. 
 
 Title p^MTS, 13. 
 
 Ton-mfle statistics, 214, 220. 
 Tonnage statistics, 214, 220, 222. 
 
 TlmfaMBta npona; ob Itao danaga, 72; m stock 
 
 Ulladoriq|iind,73. 
 Traffic Tooords classified, 9<MM. 
 Train checks used, 96a. 
 TkateeoBaeligaa, 36, l72o, ft. 
 Train-miles stafBMBta, 215. 
 Train privflege revenue, 39. 
 Train rules examinations, 167. 
 Tniaam; nporta on atoek killed or injured, 73; 
 train order copies, MM, /; rceord of boms of 
 service, 169g; record of u i Wi^ mi^ Mlfc (0m •Im 
 Conductors' records.) 
 IMbi? xaeoida of movements, 163, 170o; records of 
 aeoidents, IM; dolaj nparta, MMp Mdnotots' 
 reports, 173; records of train make-up, 173c, 203. 
 Transfer companies' checks and manifests, 95c, 192j^. 
 Tnaatas laoords; for securities, 3c, d, 4c; for com- 
 
 papjr itandi, IM^ cir of i«aBta,M; for MtoMaod 
 
 aupplies, 1146; for f^wlght, 180c, 187*. 
 
 Transportation records classified, 160-177. 
 Traveling accountants' and auditors' reports, 21 
 T iaa wni^aim i idu ,l9,a. 
 Treasury securities, 8. 
 Trial balance sheets. (8«e "n'mttt abaate.) 
 Trip tickets used, 96a. 
 Traeksiaamod and applied, ia«. 
 
 UndaiMd freight, 75, 76, 193. 
 
 UB0oDaotodebaigaB,188c,196e. (^SMoboUnaettlad 
 
 accounts.) 
 Undercharges, 183ft, 2396. 
 
 Unloading; of livestock, 187d,- charges coUected, 193. 
 Un aa tH a d aoBoimts; wi^biOs, 32; accounts, 56& 
 (ffm t im UaooBaetod diaiiw.) 
 
 ValMMioaof tlMi^iiaedpaalcn, Oto, b; noorda, 
 
 240. 
 
 Ventilatfon of cars, 187c. 
 Voting lists and proxies, 5. 
 VondMn; for soxiliary opentioBB, U mie; treas- 
 urer's records, 19c, i; voucher reooida in fn- 
 «ral,56; in Joint agency zaaoida,ai8iieli;> 
 
 Wage certificates, 51c. 
 Warehouses, reports of merohandiaa in, 1^. 
 Waste reports, 117. 
 Water aalcB ooOaBtiatw, IM. 
 Watering live stock, 187<f. 
 Way and structures records classifed, 150-156. 
 Waybills; recapitulations, 30; unsettled, 32; agents' 
 raeorda, 180b, *, ma, 18?^* Jbr company freight, 
 181ft, 182c; passing reports, 181c, i; for mik, 
 cream, and empty carriers on passenger trains, 
 18V; iocal, 182o; interline, 1826, c, d; baggage 
 wayUDt MM/ iwitobing waybills, 1946; card 
 waybills, 204; handledbjr Joint Sfn^ M7, MQv. 
 Weather reports from agents, 93. 
 Weighing; of cars, 139; of mail, 176; of fraltfbt, IM^ 
 
 239; charges collected, 193. 
 Weighmastan' date, aMi. 
 Weight inspectors' reports, 21. (See aim BmIm ) 
 Wheel reports by conductors, 173a, 6. 
 Wheab shifted, removed, and applied, 134. 
 Woric ordMs, M, 67^ «. 
 
 Yard car books, 20^. 
 Taid neo(<^ dasfifiod, 18l>-aM. 
 
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