orders, and no additional officer will be attached to any bureau except by the special order of the Secretary of War.

(4) Chief clerks shall twice each day personally supervise the work going on in each room occupied by the several divisions of their respective bureaus in the State, War, and Navy Building.

II. DIVISIONS OF BUREAUS.

(1) The bureaus shall have divisions as follows:

(a) Those containing not more than 25 clerks shall not have more than two divisions. (b) Those containing from 25 to 50 clerks, inclusive, shall not have more than three divisions.

(c) Those of more than 50 clerks shall not have a greater number of divisions than one for each additional 50 clerks.

(2) Of such divisions two shall consist of

(a) A mail and record division, the business of which shall include the receipt and mailing of all communications, and the press-copying of letters in answer to the same, and

(b) A correspondence and examining division, the business of which shall include the drafting of correspondence and the examination of all accounts and returns, or other like subjects; but the two divisions may be consolidated.

(3) No business above named as pertaining to the two divisions referred to shall be performed in any other division.

(4) Any additional divisions that may be needed, within the limits prescribed above, in any bureau shall be named and their duties defined by the chief of the bureau, and report of such action shall be made to the Secretary of War on June 15, 1894.

(5) There shall be no subdivisions of such divisions, nor branches, or other system of divisions than those above referred to in any bureau containing less than 150 clerks. (6) The foregoing divisions shall be made upon the basis of the clerical force in the several bureaus, as the same will be constituted after the transfers hereinafter directed shall have taken place.

III. TRANSFERS.

The following transfers are hereby directed:

(1) To the office of the Secretary of War, or divisions thereof, viz:

(a) All libraries or parts of libraries, or collections of photographs in the State, War, and Navy Building, of any bureau of the War Department not used in the adminis trative work thereof, to the War Department library.

(b) All rooms in any bureau of the War Department in the State, War, and Navy Building used for carpenter purposes, together with the contents thereof and the mechanics employed therein, to the Supply Division.

(2) To the Record and Pension Office, viz:

(a) The Confederate Archives Division and subdivision of The Adjutant General's Office.

(b) Such records of the Returns Division of The Adjutant General's Office as pertain wholly or in part to the volunteer forces of any war.

(c) Such records of the Appointment, Commission, and Personnel Branch of The Adjutant General's Office as pertain wholly or in part to the volunteer forces of any

war.

(d) All special and general orders, or copies thereof, relating wholly or in part to the volunteer forces of any war.

(e) All records, files, books, manuscripts, orders, returns, or correspondence in any bureau that pertain exclusively or principally to the volunteer forces of any war, or the officers and enlisted men thereof.

(3) To The Adjutant General's Office, viz:

(a) Military records of discontinued commands, armies, divisions, departments, and posts pertaining exclusively to the Regular Army, and now in the Record and Pension Office.

(b) The register of cadets, or other records pertaining to the United States Military Academy, now in any other bureau.

(4) To the Judge Advocate General's Office, viz:

(a) All original deeds and papers pertaining to the title, or any lease, grant, license, or easement of, upon or over any military reservation, and all other lands owned by the United States under the jurisdiction of the War Department.

(b) Record books of deeds, opinions of Attorneys General and of the Solicitor of the War Department in the office of the Secretary of War.

(c) All papers pertaining to the sale of military reservations of public lands under the jurisdiction of the War Department.

(d) Hereafter when any similar papers come into the possession of any bureau they shall within five days thereafter be transferred to the office of the Judge Advocate

General.

(5) The foregoing transfers of divisions shall include the rooms occupied by the same, respectively, the desks and other furniture, and the clerks and other employees who were engaged in the work thereof on May 1, 1894; and with the transfer of records, orders, and papers specified in paragraphs designated as "b" and "c" of section 2 above there shall also be transferred one clerk in each of the divisions from which such transfer is made who is familiar with such records, orders, and papers.

IV. FURNITURE AND SUPPLIES.

(1) All furniture not needed for immediate use, including all copying presses, bookcases, and other articles rendered unnecessary by reason of any provision of this order, shall be sent to the Supply Division of the War Department.

(2) The doors between rooms of the same division shall be removed and stored. (3) The names of the several divisions shall be placed over the principal entrances thereto, and all other signs pertaining to divisions shall be removed.

V. RECORD OF CORRESPONDENCE.

(1) There shall be three files for the purpose of containing the records of the correspondence of each bureau, as follows:

(a) A "Record card file," which shall contain in ink in respect to each case an abstract of the communication and a record of all office action taken upon it, including the memoranda and reports of searchers, examiners, reviewers, and all others through whose hands the case may pass.

There will also be included a draft or literal copy of all important communications of the bureau relative to the case, but an unimportant communication or routine letter or indorsement may be recorded by synopsis only.

The record cards shall be numbered from one forward continuously, and shall be filed in numerical order.

When the space on any one record card is insufficient to contain the entries pertaining to the case which the card represents, one or more slips of the same size as that of the record card will be attached to it.

(b) A "Card index file," which shall contain a card bearing the name of the writer of each communication received, and one or more cards referring to the persons or subject matter therein mentioned.

The index cards will bear numbers corresponding to those of the record cards, but will be filed in alphabetical order.

Where many communications are received daily from the same official of the Government the name of the writer need not be indexed if it is found that the index of the subject of such communication answers all practical purposes.

(c) A "Document file," which will also be numbered consecutively, and with numbers corresponding to those of the record cards and index cards, in which will be filed the original documents or communications in each case, together with press copies of any letters of the bureau relating to the same.

If the original communication shall not be retained in the office, the record card must show that fact.

The papers pertaining to any case in this file will be contained in an envelope if practicable.

(d) The record cards and index cards used in the files above mentioned shall be of the uniform size of 8 inches long by 31 inches wide, and shall be written across the width.

(2) Precedent file.-The record cards in each case, after the same shall have been disposed of, shall be referred to a clerk, who shall prepare therefrom "precedent cards" showing the nature of the case and the action taken thereon, provided his "precedent file" contain no card showing similar action.

(3) The method of recording the action taken upon each item of business, in respect to which a record is necessary, shall be as follows:

(a) The mail clerk, upon receiving the mail, shall place with each new communication of sufficient importance to be recorded, a blank record card and a blank index card.

(b) The case thus prepared shall be passed to the briefing clerks, one of whom shall immediately brief the communication, if not already briefed, and shall enter upon the record and index cards the name of the writer and a brief synopsis of the communication.

(c) The briefer shall also prepare such additional index and cross-reference cards as may be necessary to index the communication thoroughly.

(d) As soon as briefed the case shall be passed to the numbering clerk, by whom the original communication, all its inclosures, and the record card and index and cross-reference cards shall be stamped with the same number and date of receipt and the name of the office.

(e) The numbering clerk shall withdraw the index and cross-reference cards, leaving the record cards with the cases.

The cross-reference cards will be immediately placed on the alphabetical index file, but the index cards will be arranged in numerical order and retained on the desk of the tally clerk until the case represented by them shall have been disposed of.

(f) The case, including the record card, which must invariably accompany it until it is disposed of, will next be passed to the clerk in charge of the index file, who will search the same for previous action.

(g) If the index file discloses that any previous action has been taken, the corre sponding record card or cards will be taken from the record-card file and placed with the case.

If but one record card is found the old and the new card will be connected by writing the number of each upon the other.

If more than one old record card is found, the oldest and the new card will be thus connected.

A temporary "charge card" will be substituted for each record card thus taken from the file, and will be allowed to remain therein until the record card shall have been returned.

(h) The case will next be sent, if necessary, to the clerk in charge of records of correspondence antedating the present system. Here search will be made for any prior action in the case, and if such record is found a proper notation will be placed upon the record card accompanying the case.

(i) Any previous papers that may be found and that may be pertinent to the case should be placed with it.

A temporary "charge card" should be substituted for the papers thus removed. (1) The case will next be sent to the division or divisions in which it is to be investi. gated, and the answer prepared.

(k) The draft of the answer may be sent for approval or alteration to the officer who is finally to decide the case.

(1) The draft, after approval, shall be passed to a typewriter or copyist, who shall make a fair copy of the draft.

The letter, after having been compared with the draft, will then be sent to the proper official for signature.

Before the approved draft is sent to the copyist the papers that are to be retained on the files of the office will be sent to the document file.

(m) After being signed the letter will be press copied, and the press copy will be sent to the document file to be placed with the original papers.

(n) The letter, accompanied by its record card, will next be passed to the dispatch clerk, who will withdraw the record card, place the letter in an envelope, address and mail the same.

(0) The record card or cards will be passed to the tally clerk.

(p) The record card will then be stamped with the date of the disposition of the case. (4) One, or any greater number of the steps to be taken in the course of action upon a paper as above described, may be taken by the same clerk.

(5) At least once each day all record cards that have accumulated upon the desk of the tally clerk will be tallied with the index cards that have been awaiting them there.

The corresponding index cards will be stamped with the date of the disposition of the cases which they represent, and will be filed in the alphabetical index file. The record cards will be filed in numerical order in the record card file.

(6) If for any reason a letter has been written without a draft or synopsis thereof having been entered upon the record card the press copy may be sent, immediately after mailing the letter, to a copyist, by whom it shall be copied, or a synopsis of it entered upon the corresponding record card,

(7) The index cards remaining un tallied at the close of the day upon the desk of the tally clerk will show what cases have not gone out of the office.

(8) Temporary duplicates will be made of the index cards remaining untallied at the close of the day. These duplicates will be immediately placed upon the alphabetical index file and will remain there until the cases represented by them shall have been disposed of.

When this shall have been done the original index cards will be placed upon the alphabetical index file in place of the temporary duplicates, which will be withdrawn and destroyed.

(9) Each entry made upon any record card shall be authenticated by the initials of the person making the same.

(10) When the record cards pertaining to any particular case or subject exceed three in number they shall be brought together and be placed in an envelope, which shall be filed under the lowest number of the series of cards contained therein.

All the numbers of the series will be entered in order, the lowest at the top, upon

the envelope.

Reference cards will be filed under all the numbers which have been made vacant by the consolidation of the cards.

(11) The three files, record cards, index cards, and documents, shall be kept, if possible, in the same room or adjoining rooms.

(12) The series of numbers commenced under this system of record keeping shall be continuous and without break for any new year.

(13) Not more than one initial shall be used for the authentication of letters submittel for official signature. This initial shall be as small as practicable, shall be place in the upper right-hand corner of the paper, and shall be such as to identify the clerk who is responsible for the letter to the official who is to sign the same.

(14) When the papers in any case are sent out of the bureau on request or for information pending final action in the case a card indicative of that fact shall be placed on a "suspended file," which shall be examined daily, and cases not returned within ten days shall be traced and the reason for their detention ascertained.

Such action shall be repeated with respect to any case every ten days until the papers have been again received.

(15) No record shall be made beyond a mere notation of the fact of receipt and disposition in respect to the following matters:

(a) All papers not pertaining to the business of the bureau at which received. Such shall forthwith be transmitted to the proper bureau for action. In exceptional cases the person from whom the communication has been received may be informed as to the disposition made of it by the bureau to which it was addressed.

(b) Accounts current, vouchers, returns of stores and property inventories, and inspection reports.

(c) Mere letters of transmittal, which shall forthwith be destroyed.

(d) Requests for and acknowledgment of receipt of publications and blanks. (e) Letters from persons evidently insane.

(f) All other communications of no permanent or historical value, and which are finally disposed of by the answers thereto.

(16) In cases where there is special need for haste a red card should be placed with the communication immediately on the same being put in the channel for examination and answer, and should not be withdrawn until the case is finally disposed of. (17) In all typewritten or printed communications quoted language exceeding one line in length shall be close-lined, and a paragraph shall indicate the commencement thereof, which paragraph shall terminate with the conclusion of such quotation. (18) Each different topic treated of in the same communication issuing from any bureau shall be separately numbered, but as a rule, to which there should be few exceptions, but one topic should be treated of in any one communication.

(19) Special attention shall be given to the matter of letter press copies, and no copy in any degree imperfect shall be filed, but shall be replaced by a perfected one. (20) No acknowledgment shall be made on receipt of routine reports or returns. But in case the same shall not be received within 10 days after due, a card of notification to that effect shall be sent to the officer from whom the same should have been received.

(21) Letters of transmittal shall hereafter be omitted, and in lieu thereof there may be noted on the outside of the envelope covering the inclosure and in the lower lefthand corner thereof the words " inclosures."

(22) When a telegram is sent there shall be made two press copies, the one for retention and the other for transmission as a confirmation of the message, which last shall be made upon paper headed with the name of the bureau, and bearing underneath these words, "The following is a copy of a telegram sent you this day," and which last shall constitute a sufficient letter of advice upon the subject.

(23) No record shall be kept in any bureau or division respecting matters of which an established record or file is kept in any other bureau or division to which the matter covered thereby properly pertains, but information shall be obtained from the latter source on application therefor as occasion may require.

VI. BOOKS.

(1) The record card system herein described shall be applied to all the records and memoranda of any bureau, except in cases where books are kept in connection with accounts with the Treasury Department, or such as deal with appropriations or the accounts of disbursing officers, or as may be otherwise prescribed by law.

(2) No more than one set of books shall be kept in any bureau, and the same shall cover the entire business of such bureau for which books are required.

(3) All books authorized to be kept by these orders shall contain a statement on the opening page of the authority under which they are commenced or continued, and the use made or to be made of the contents thereof.

(4) Requisitions for funds shall be press copied in books, and any further record in respect to a requisition shall be noted on such press copy.

VII. PRECEDENTS AND DECISIONS.

(1) On or before June 15, 1894, there shall be prepared in each bureau a complete card index of all precedents and decisions now contained in book or other form in such bureau.

(2) Such files shall thereafter be kept up from day to day.

(3) As soon as any decision is made in any bureau, except such as refer to matters pertaining peculiarly and of interest solely to the bureau in which the decision is made, a copy of such decision shall be transmitted by the department messenger system as a circular from one chief of bureau to another, so that notation may be made on the precedent and decision file of such bureau of any matters of interest thereto.

(4) All decisions not printed in full by The Adjutant General shall, before their publication, be submitted to the officer by whom they have been written for approval as to the form thereof.

(5) All decisions or precedents received by any bureau shall be forthwith transmitted for record, if necessary, to the precedent clerk thereof.

(6) Answers to inquiries shall, so far as practicable, be made in the form that has been approved and established in prior answers to similar inquiries or in determining similar questions.

(7) A copy of the decision made by the Secretary of War upon the basis of any opinion or report furnished by any chief of bureau will be forthwith transmitted to the chief of bureau by whom such opinion or report has been supplied.

(8) No prior decision of any bureau shall be reversed in any case involving substantially the same state of facts without the approval of the Secretary of War.

VIII. MONEY ACCOUNTS AND PROPERTY RETURNS.

(1) Property returns shall be examined and the officer notified within the quarter succeeding the quarter for which each return may have been rendered.

(2) Money accounts shall be examined and transmitted with the necessary papers to the Treasury Department within 20 days from the date when such accounts may have been received.

(3) Chiefs of bureaus will assign such number of clerks to the examination of money accounts and property returns as will enable such examination and action on papers to have been brought up to the requirements above provided on or before the 1st day of July, 1894.

(4) In case of papers incomplete and involving correspondence with the officer from whom the same have been received, the limitation as to time above specified (subdivision 3) will take effect on receipt of the corrected papers, such correction of papers to be effected as quickly as practicable.

IX. ANNUAL REPORTS.

(1) The annual reports of chiefs of bureaus, except as otherwise prescribed by law, shall be confined to a succinct general statement in narrative form, with brief tables, if any, of the state and operations of and recommendations made relative to the branch of the service to which they respectively pertain.

(2) Such reports shall be made and transmitted in typewritten form to the Secretary of War on or before the 1st day of October in each year.

79616-13-2