Description of accounts, etc.

Period to be retained

CLAIMS-Continued

70. Claim registers-Continued.

(b) Records showing the details of authori-
ties issued to agents, carriers, and
others for participation in freight
claims.

71. Claim papers:

(a) All papers substantiating overcharge,
loss and damage, personal injury, fire,
and other claims, whether such papers
are filed separately or attached to
vouchers. (See item 55c.)

(b) Claim jackets, if all information thereon
appears in records covered by (a)
above.

6 years.

4 years after settlement or rejection.

Optional.

(c) Claim bases constituting a duplicate 4 years.
record of claims if the substantiating

papers are filed with another inter-
ested carrier.

72. Records of fire and other damages to property of

others:
Reports and statements of trackmen and other
employees regarding injuries by fire or
otherwise to property of others, when not
necessary to support claims or vouchers.

73. Records of stock killed or injured:

Reports and statements by trainmen, track-
men, 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
injuries, when not necessary to support
claims or vouchers.

75. Records of unclaimed, over, short, damaged, and
refused freight:

3 years.

3 years.

3 years.

Tracers, reports, and other records pertaining 3 years.
to unclaimed, over, short, damaged, and
refused freight, when not necessary to sup-
port claims or vouchers.

76. Sales orders:

Authorities for the disposal of unclaimed,
damaged, and refused freight.

TRAFFIC

90. Tariffs and other rate authorities:
(a) Tariffs, classifications, division sheets,
and circulars in which the carriers are
interested relative to the transportation
of persons or property, in the general
files of the traffic or other department
in which the complete official file is
maintained.

(b) Tariffs, classifications, division sheets,
and circulars in other departments
and at agencies, if copies of the same
issues of such tariffs, etc., are pre-
served in the general files referred to
in (a).

6 years.

4 years after expiration or cancelation.

May be destroyed at option of carrier after expiration or cancelation.

Page 1403

Description of accounts, etc.

TRAFFIC-Continued

90. Tariffs and other rate authorities-Continued.
(c) Applications for and file copies of spe-
cial-rate orders authorizing the sale
of passenger fare tickets at reduced
rates.

(d) Requests and receipts from agents and
others for tariffs, classifications, di-
vision sheets, and circulars.

(e) Written requests on carrier from per-
sons and companies for quotations of
rates and copies of carrier's quotations.
(f) Copies of concurrences filed with the
Interstate Commerce Commission and
with other regulating bodies.

Period to be retained

3 years.

Optional.

Optional.

2 years after cancelation.

(g) Authorities for the transportation of 4 years.
property, free or at reduced rates, and
supporting papers.

(h) Correspondence and working papers in
connection with the making of rates
and compilation of tariffs, classifica-
tions, division sheets, and circulars
affecting the transportation of per-
sons or property.

91. Public time-tables:

Public time-tables and descriptive literature
and records and correspondence regard-
ing compilation, publication, and distribu-
tion of time-tables, etc., for use of the
public.

92. Diversion of freight:

(a) Records pertaining to the diversion or
reconsignment of freight.

(b) Requests, tracers, and correspondence in
connection with diversions or reconsign-
ments, if results are summarized in (a).

93. Traffic condition reports:

Market quotations and weather reports re-
ceived from agents and others, when not
affecting claims.

94. Ticket records:

(a) Copies of orders on printing houses for
ticket stock.

(b) Record of ticket stock received, issued,
and destroyed.

(c) Requisitions and receipts for tickets and
cash fare receipts furnished agents and
conductors.

(d) Bulletins of tickets lost or stolen..
(e) Records and files pertaining to the ex-
tension of time limits of tickets,
granted.

(f) Records and files pertaining to the ex-
tension of time limits of tickets, not
granted.

95. Baggage check records:

(a) Copies of orders for the purchase of bag-
gage checks.

4 years after cancelation of tariff, etc.

Optional.

4 years.

3 years.

Optional.

3 years.

3 years.

3 years.

Optional.
3 years.

Optional.

3 years.

Page 1404

Description of accounts, etc.

TRAFFIC-Continued

95. Baggage check records-Continued

(b) Record of baggage, parcel and storage
checks received (distributed, and de-
stroyed).

(c) Requisitions and receipts for baggage
checks, excess baggage checks, and
storage checks furnished agents, bag-
gagemen, and transfer companies.
(d) Bulletins of baggage checks lost or stolen.
96. Tickets and checks:

(a) Used and canceled tickets, checks, etc.,
the reports of which, showing their
sale or issue, have been audited (ex-
cept as provided for free tickets in
item 171 (j)) as follows-

One-way and round-trip passenger fare
tickets upon which the name of the
user does not appear.

Extra fare tickets. Commutation and

Ferry tickets.

Berth checks.

trip tickets.

Clergy certificates.

Milk tickets.

Train checks.

Period to be retained

3 years.

3 years.

Optional.

Optional.

Seat checks.

Bar checks.

Parlor car tickets.

Sleeping car tickets.

Bridge toll tickets.

Meal checks.

Water tickets.

Description of accounts, etc.

Period to be retained

TRAFFIC-continued

96. Tickets and checks-Continued.
(cc) 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 has been per-
formed.

(d) Used caretakers' tickets..
(e) Used baggage checks, parcel room checks,
storage checks, excess baggage checks
(including C. O. D.), excess baggage
book coupons, and baggage scrip, the
reports of which have been audited.
(f) Unused or unissued tickets, if record is
kept in accordance with item 94 (b).
(g) Unused baggage checks, if record is kept
in accordance with item 95 (b).

(h) Redeemed tickets, redeemed mileage and
scrip book covers, and redeemed cre-
dentials.

(i) Redeemed portions of conductors' cash
fare and duplex tickets.

(j) Redeemed and canceled orders issued by
conductors for refund of extra fares
assessed on extra-fare trains.

97. Records and reports of tickets redeemed...
98. Records, circulars, and settlements regarding con-
ventions, excursions, and similar matters.

(c) Balance sheets of material and sup-
plies received, issued, and on hand at
division storehouses, shops and other
places.

111. Purchases and sales:

Optional.

3 years.
Optional.

Optional.

Optional.

6 months.

6 months.

6 months.

3 years.
3 years.

10 years. Optional.

3 years.

(a) Copies of orders for the purchase of 3 years.
materials and supplies.

(b) Invoices for materials and supplies
purchased whether attached to vouch-
ers or filed separately (see item 55(c)),
and records or reports of such in-
voices.

(c) Advices from individuals and compa-
nies acknowledging receipt of orders
for materials and supplies and
notices of shipment.

(d) Bids and offers for the sale or purchase
of materials and supplies.

(e) Contracts for the purchase or sale of
materials and supplies.

15 years.

Optional.

3 years.

6 years.

Page 1406

Description of accounts, etc.

PURCHASES AND STORES-continued

111. Purchases and sales-Continued.

Period to be retained

(f) Advices or requisitions from storekeep- 3 years.
ers and others for the purchase of
materials and supplies.

(g) Lists or records of invoices transmitted

(h)

to or from storekeepers.

Receipts or delivery tickets issued for
material and supplies received in in-
stallments and subsequently surren-
dered with and in support of invoices
or bills showing full information.

(i) Freight bills covering charges on ma-
terials and supplies.

(j) Reports of scrap on hand....

(k) Authorities for the sale of scrap and
other material and supplies.

(1) Price records of purchases, file copies. 112. Inventories of materials and supplies:

(a) General inventories of materials and
supplies on hand, with record of ad-
justments between accounts.

(b) Stock cards, inventory cards, and other
detail records pertaining to the tak-
ing of inventories, if abstracted into
records covered by (a).

(c) Minor inventories of materials and sup-
plies on hand, if not used for adjust-
ments.

113. Materials and supplies received:

(a) Records or reports of materials and sup-
plies received by carriers.

Optional.

Optional.

6 years.

3 years.
3 years.

Permanently.

6 years.

1 year.

1 year.

15 years.

(b) Records of inspecting and testing ma-
terials and supplies.

1 year.

(c) Records of materials and supplies re-
leased and returned to stock.

3 years.

(d) Orders on other carriers for, and records

3 years.

of receipt of, material for repairs of
foreign cars.

114. Materials and supplies issued:

(a) Records and reports of materials and
supplies issued.

6 years.

3 years.

(b) Records and reports of materials and
supplies transferred from one depart-
ment or division to another.

(c) Requisitions and receipts for materials
and supplies issued.

(d) Price records of materials and supplies
issued, file copies.

115. Dining and café car supplies:

(a) Conductors' and stewards' reports of
supplies drawn, consumed, and on
hand.

(b) Conductors' and stewards' requisitions
and receipts for supplies.

(c) Commissary inventories..

116. Manufactured stock:

(a) Shop orders or requisitions for the man-
ufacture of stock.

1 year.

Permanently.

1 year.

1 year.

1 year.

3 years.

Page 1407