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Item

Description of accounts, etc.

Period to be retained

3 years. 1 year.

14

AGENCIES 41 Freight records: (a) Reports of freight forwarded and received...

3 years. (b) Transfer records of freight received from and delivered to carriers..

5 years. (c) Records of freight received and freight delivered...

5 years. 42 Freight waybills and freight bills:

(a) Original local waybills and freight bills and audited copies thereof. 3 years.
(b) Original Interline waybills and freight bills received from carriers. 3 years.
(c) Copies of interline waybills and freight bills made to carriers.

3 years.
(d) Company freight waybills and freight bills
(e) Copies of waybills and freight bills furnished to joint traffic associations,

bureaus, and similar agencies, if such copies contain no information
other than that appearing on the original waybills and freight bills or

in other records.
(1) Memoranda or slips on which are listed waybills and freight bills sent to Optional.

the audit office, if such memoranda or slips are not used in auditing

the accounts. 43 | Bijls of lading and releases: (a) Copies of bills of lading issued.

3 years. (b) Shippers' order-notify bills of lading taken up and canceled.

3 years.
(c) Contracts covering risks of freight forwarders in transportation and stor.

6 years.
age.
(d) Shipping tickets.

3 years.
(e) Dray tickets..

3 years.
Remittances:
Agents' remittance slips, bank deposit slips, and supporting papers, not

3 years.
provided for elsewhere.
45 Agents' balance sheets and supporting papers.

6 years. 46 Other agency records:

All records at stations and other agencies not otherwise provided for herein. 4 years.
47 Instructions to agents and others:
(a) Books and circulars of instructions to agents and others in the general file 6 years.

of the department in which the complete official file is maintained.
(b) Surplus copies of books and circulars of instructions and copies in other Optional.

departments and at agencies, if copies of the same issues are preserved
in the general file referred to in item (a) above.

STATISTICS
48 Reports to Interstate Commerce Commission and other regulating bodies:
(a) Annual financial, operating, and statistical reports, file copies of, and Permanently.

supporting papers, except as provided in item 48 (b).
Note.- If the figures for the above-mentioned reports are assembled on
memorandum sheets, such sheets constitute a part of the supporting papers
and should be retained accordingly.
(b) Statistical records and supporting papers which affect the annual finan. 6 years.

cial, operating, and statistical reports to the Interstate Commerce

Commission and other regulating bodies. (c) Quarterly reports of operating revenues, and expenses, file copies of, and 1 year after current year.

supporting papers. 49 Annual reports or statements to stockholders, ile copies of..

Permanently. 50 Statistical statements, statistical records, and supporting papers showing ton- 3 years.

age, revenues, and expenses, not covered by item 48 (b). 51 Reports of tonnage, revenue, and receipts used only for preparing statements Optional.

of estimated revenues or expenses or the movement of traffic. 52 Tabulating cards used in the compilation of statistics and other data, when the

1 year. results are transcribed to other records covered by these regulations.

MISCELLANEOUS
53 Duplicate copies of accounts, records, and memoranda listed in these regula- Optional.

tions, if all information on such duplicates is contained on the originals or
other copies retained, and if such duplicates are not specifically provided

for in these regulations. 54 Records of employees:

Applications for employment, reports and certificates of examinations, serv. 1 year.

ice records, efficiency tests, employees' rosters, and other similar records

pertaining to employees,
55 Provident departments records:
Records of provident departments, such as employees' relief, hospital, in-

1 year.
surance and savings departments, other than records pertaining to the re-
ceipt and disbursement of funds.

Note.-The records pertaining to the receipt and disbursement of funds
must be retained for the same periods as are provided for similar records

elsewhere in these regulations. 56 Data relating to the destruction of records:

Written authorities and certificates of destruction of accounts, records, and Permanently.

memoranda required by these regulations. (See $8 450.4 (c), 450.5 (c),

450.5 (d), and 450.6.) 57 Correspondence and records thereof relating to the subjects listed in items 1 to For the period prescribed for 56, inclusive.

each item.

[7 F. R. 10259, as amended at 11 F. R. 9039]

APPENDIX

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The following forms are suggested for the use of freight forwarders, 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 supervision of the destruction of accounts, records, and memoranda. (See $ 450.3(a) (1).)

Excerpt from minutes of the meeting of the Board of Directors of Company, held at its office in on

19.-: "Resolved, That

(Title of officer or name and title) be, and he is hereby, designated as the officer of this company, to have general supervision of the destruction of accounts, records, and memoranda in accordance with the Regulations to Govern the Destruction of Records of Freight Forwarders, effective on January 1, 1943, issued by the Interstate Commerce Commission."

I hereby certify that the above is a true and correct copy.

(Titles of such persons, or names and titles) to be a committee to act in conjunction with the representatives of the trustees in the destruction of

(List of and description of documents to be

destroyed) I hereby certify that the above is a true and correct copy.

(Name)

(Name)

(Title) 19.(B) Form of resolution of Board of Directors designating an officer to have supervision of the destruction of certain accounts, records, and memoranda, (See $ 450.3(a) (2).)

Excerpt from minutes of the meeting of the Board of Directors of the Company, held at its office in on

19..: "Resolved, That

(Title of officer or name and title) be, and he is hereby, designated as the officer having supervision of the destruction of the accounts, records, and memoranda named below, the destruction of which is permitted by the Regulations to Govern the Destruction of Records of Freight Forwarders, effective on January 1, 1943, issued by the Interstate Commerce Commission."

Item No. Form

in I. C.C. No. Description Period Regulations

(Title) 19.. (D) Form of written authority for the destruction of certain accounts, records, and memoranda. (See $ 450.4(a) and $ 450.4(b) (1).) The

Company,
Office of

19.In conformity with the authority conferred upon me by the Board of Directors, I hereby authorize and direct

(Name and title or occupation) to destroy the accounts, records, and memoranda of this company described below:

Item No. Form

in I. C. C. No. Description Period Regulations

(Name)

I hereby certify that the above is a true and correct copy.

(Title) (E) Form of written authority of continuing effect for the destruction of accounts, records, and memoranda. (See $ 450.4(a) and $ 450.4 (b) (2).) The

Company,
Office of

19.. In conformity with the authority conferred upon me by the Board of Directors, I hereby authorize and direct

(Name and title or occupation) to destroy from time to time the accounts, records, and memoranda of this company in his custody, the destruction of which is permitted by the Regulations to Govern the Destruction of Records of Freight Forwarders,

(Name)

(Title) 19.(C) Form of resolution of Board of Directors naming a committee for the destruction of canceled bonds, interest coupons etc. (See $ 450.6.)

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Part 500 502 503

Conservation of rail equipment. Direction of traffic movement. Administration.

E. O. 9389, Oct. 18, 1943, 8 F. R. 14183, 3 CFR 1943 Supp., E. O. 9729, May 23, 1946, 11 F. R. 5641, 3 CFR, 1946 Supp., E. O. 9919, Jan. 3, 1948, 13 F. R. 59, 3 CFR, 1948 Supp.

MERCHANDISE TRAFFIC

Part 500—Conservation of Rail

Equipment

MERCHANDISE TRAFFIC Sec. 500.1 Definitions. 500.2 Applicability. 500.3 Loading of cars. 500.4 Exceptions. 500.5 Merchandise schedules; pooling ar

rangements. 500.6 Diversion of shipments. 500.7 Special and general permits. 500.8 Records and reports. 500.8a Communications.

CARLOAD FREIGHT TRAFFIC

500.70 Definitions. 500.71 Applicability. 500.72 Loading of carload freight. 500.73 Issuance of special directions and

special and general permits by

Office of Defense Transportation. 500.74 Issuance of special permits by rail

carriers. 500.75 Exemptions. 500.76 Consignor's certificate. 500.77 Stop-offs to complete loading or for

partial unloading. 500.78 Consolidation of shipments in

single car. 500.79 Communications. Appendix.

AUTHORITY: $ $ 500.1 to 500.79 issued under sec. 301, 56 Stat. 177, as amended; 50 U. S. C., App., 633; E. O. 8989, Dec. 18, 1941, 6 F. R. 6725, 3 CFR, 1943 Cum. Supp., E. O. 9156, May 2, 1942, 7 F. R. 3349, 3 CFR, 1943 Cum. Supp., E. O. 9214, Aug. 6, 1942, 7 F. R. 6097,

CFR, 1943 Cum. Supp., E. O. 9294, Jan. 4, 1943, 8 F. R. 221, 3 CFR, 1943 Cum. Supp.,

SOURCE: $ $ 500.1 to 500.8a contained in Revised General Order ODT 1, 11 F. R. 8229, except as noted following section affected.

$ 500.1 Definitions. As used in $ $ 500.1 to 500.8a, inclusive, or in any permit or regulation hereunder, the term:

(a) "Person" means any individual, partnership, corporation, association, joint stock company, business trust, or other organized group of persons, or any trustee, receiver, assignee, or personal representative, and includes any department or agency of the United States, any State, the District of Columbia, or any other political, governmental or legal entity;

(b) “Carrier" means a common carrier by railroad, a common carrier by motor vehicle, or a common carrier by water;

(c) “Car" or "cars" means any roofed or permanently covered railroad freight car other than a tank car or a covered hopper car;

(d) “Merchandise" means property transported by a carrier in a car at lessthan-carload or at any quantity rates and includes property of a quantity less than the applicable tariff carload minimum weight upon which the charges at the carload rate and carload minimum

820810-50-30

weight applicable thereto are more than if rated at the published less-than-carload rate at actual weight.

$ 500.2 Applicability. The provisions of $$ 500.1 to 500.8a, inclusive, shall be applicable only in the 48 States and the District of Columbia.

$ 500.3 Loading of cars. Except as hereinafter provided, no common carrier by railroad shall accept from a shipper, or load and forward from or within any city or town any car of merchandise unless such car contains at least 20,000 pounds of mecrchandise.

$ 500.4 Exceptions. The provisions of $$ 500.3, 500.5, 500.6, and 500.7 shall not apply to:

(a) A car loaded to its full visible capacity;

(b) A car used as a “peddler”, “pickup", or "way" car;

(c) A car used as a "trap" or "ferry" car where the use of such car is necessary to relieve a carrier's freight house or transfer facilities because of inability of the carrier to obtain other means of transportation for the merchandise contained in such car;

(d) A car consisting of explosives or other dangerous articles as defined, listed in and transported under “Regulations for Transportation of Explosives and Other Dangerous Articles" in Agent H. A. Campbell's Tariff I. C. C. No. 4, supplements thereto or reissues thereof; and

(e) A car forwarded on a scheduled sailing date as a part of an established regularly scheduled merchandise car line, when during the calendar month preceding the calendar month in which such car is forwarded, the total weight of merchandise loaded in all cars of such car line produced an average weight of not less than 20,000 pounds per car.

(f) A car loaded by one shipper or consignor at one point of origin with separate shipments of merchandise and carload freight, if the total quantity of such shipments loaded in each car equals or exceeds the loading requirements of $ 500.72 (a) or $ 500.72 (c), or as such order may hereafter be amended or revised, and if such shipments are consigned to one or more consignees at one point of destination. (Rev. G. O. ODT 1, 11 F. R. 8229, as amended by Amdt. 1, 11 F. R. 8740, Amdt. 2, 11 F. R. 9040, Amdt. 3, 11 F. R. 106161

$ 500.5 Merchandise schedules; pooling arrangements. To accomplish the purposes of $$ 500.1 to 500.8a, inclusive, each common carrier by railroad shall, to the extent necessary, disregard the routing designated by either a shipper or a carrier, and shall individually, or jointly with other carriers:

(a) Establish regular scheduled sailing days for specified merchandise car lines;

(b) Alternate or stagger merchandise schedules between any two or more points; and

(c) Formulate and submit to the Office of Defense Transportation for consideration, plans for the pooling of merchandise traffic, services, or revenues between any two or more points.

$ 500.6 Diversion of shipments. Any common carrier by railroad which because of the provisions of this $ $ 500.1 to 500.8a is unable to forward a shipment of merchandise within thirty-six (36) hours from the time it receives such shipment shall divert such shipment to another carrier, which other carrier as agent of the diverting carrier, shall make delivery of such shipment or shall interchange such shipment with a connecting carrier, as the case may be. The divisions on such traffic shall be those voluntarily agreed upon between the interested carriers, or upon the failure of the carriers to so agree, the Interstate Commerce Commission may be requested to determine such divisions. Adequate records of all shipments so diverted shall be maintained at the point of diversion by the carrier diverting such shipments.

$ 500.7 Special and general permits. The provisions of $$ 500.1 to 500.8a, inclusive, shall be subject to any special or general permit heretofore issued thereunder and now in effect, and to any special or general permit which may hereafter be issued pursuant to the provisions of $ $ 500.1 to 500.8a, inclusive: Provided, That any special permit heretofore issued, and which does not bear an expiration date, shall expire on August 31, 1946.

$ 500.8 Records and reports. Each common carrier by railroad shall record for convenient inspection, and shall report monthly to the Railway Transport Department, Office of Defense Transportation, Room 5107 Interstate Commerce Commission Building, Washington 25, D. C., within twenty (20) days after the close of each calendar month, the num

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