11-4-1. GENERAL

The records regarding numbering of undocumented vessels shall be maintained in such a manner that accurate statistical reports and other information for identification purposes may be obtained as required.

11-4-5. SUPERVISION OF OFFICE RECORDS

The district commander shall supervise the

maintenance of records needed in the issuance of certificates of award of number. The maintenance of all required records shall be the responsibility of the persons designated and authorized to issue certificates of award of number.

11-4-10. ALPHABETICAL AND NUMBERED RECORDS

The original application should be filed according to the number assigned and the duplicate filed alphabetically according to the name of the owner. In the case of a purchaser using the application form on Form CG-1513, the office will prepare these necessary records on Form CG-1512.

11-4-15. MASTER RECORD OF NUMBERS

Where numbers are assigned in blocks to OCMI's, a master record should be maintained of such numbers in order to prevent the issuance of the same number to two undocumented vessels.

11-4-20. CANCELED CERTIFICATES Where a certificate of award of number is canceled, the records shall also clearly indicate that fact. (See 11-2-185.)

11-4-25. CENTRALIZATION OF

DISTRICT RECORDS

No records will be maintained by OCMI's not designated to issue certificates of award of number, except such as may be required to conduct necessary work in connection with processing applications for certificates of award and assignment of numbers.

11-4-30. TRANSFER OF RECORDS FROM DISTRICT TO DISTRICT

The records on a particular vessel should follow the vessel as it moves from district to district. The issuing office will only maintain the alphabetical and numerical records for the vessel after it leaves its jurisdiction (See 11-2-160).

11-4-40. VERIFYING ACCURACY OF RECORDS

At least once every 3 years each district commander shall require the records of all numbered vessels in his district to be checked to determine the accuracy of such records. This checking to verify the accuracy of records shall include obtaining the correct addresses of the owner of such vessels, whether such vessels are still in an active status or have been lost, destroyed, or abandoned, or have had changes in ownership. The records shall be corrected to reflect current correct information. If vessels are determined to be no longer in existence, then the records for such vessels shall be removed from the active files and declared inactive. The numbers awarded shall be canceled. Records which are a year old or less from the date of issue should be presumed to be correct and need not be included in the survey to verify accuracy thereof.

11-4-50. STATISTICAL REPORT REQUIRED

11-4-50A. Quarterly Reports

At the end of every quarter (required in April, July, October, and January) each district commander will submit a report on Form CG-1513B, Report on Undocumented Vessels, to Commandant (MVI) indicating by customs districts and in total for the Coast Guard district the cumulative total of undocumented vessels recorded at the beginning of the quarter; the changes occurring during the quarter; and the cumulative total registered at the end of the quarter. Particular care must be taken in tabulating numbers so that one vessel will not be counted twice.

11-4-50B. Form CG-1513B

The statistical report shall show by customs districts and in total for the CG district:

11-4-50B(1). Cumulative total of undocumented vessels recorded at the beginning of the quarter.

11-4-50B (2). The changes occurring during the quarter as a result of new numbers issued, and numbers canceled.

11-4-50B(3). Cumulative total of undocumented vessels registered at the end of the quarter covered by the report.

11-4-50B (4). The column old numbers reissued for changes in ownership" is to show the number of transactions (usually sale of numbered vessel to another) which occurred during the quarter, but these figures shall not be added or subtracted from the cumulative total of undocumented vessels because there was no increase or decrease in the size of the numbered vessel fleet.

11-4-50B(5). The columns transfers to other districts" and transfers to your

district from other districts" shall be used only for those vessels transferred from one CG district to another as a result of transfer of numbering activities from the Bureau of Customs to the Coast Guard in 1942 and 1943 because of overlapping areas. In all other transfers where the number assigned to the vessel should be changed to agree with the customs district in which the owner permanently resides the figures will be reflected in the columns "new numbers issued", "numbers canceled", or "canceled numbers reissued".

11-4-50C. Examples

In order to have uniformity in reporting and to prevent possible duplication in numbers the following transactions shall be reported on the statistical reports (Form CG-1513B) as follows:

11-4-50C(1). When an owner moves his permanent residence from one customs district to another within the same CG District, the owner will surrender his certificate of award of number assigned to his boat and a new number will be awarded and a new certificate issued. On Form CG-1513B the number canceled shall be reported in the column opposite the particular customs district from which he moved and the number awarded or reissued shall appear opposite the customs district to which the owner has moved his permanent residence.

11-4-50C(2). When an owner moves his permanent residence from one CG district to another the owner will surrender his certificate of award of number and a new number is awarded and a new certificate issued. The CG district from which he moved shall report this transaction under the column "number canceled" and the CG district to which the owner moved shall report the number awarded under "new number issued" column.

11-4-50C(3). Numbered vessels whose records and numbers were transferred from one CG district to another in 1942 and 1943 because of overlapping areas and where no change in numbers assigned was required shall be handled in this manner. If the numbered vessel is sold, then the old number shall be canceled and a new number issued and two entries will be made on Form CG-1513B, one in the column "number canceled" and the other in the column "new number issued" or canceled number reissued." If the numbered vessel is lost, abandoned, or destroyed, the number shall be canceled by the CG district in which the owner of the vessel now resides and shall be reported in the column ''number canceled" on Form CG-1513B.

CG district canceling numbers of customs districts not within that district should notify the CG district issuing such number so that the number may be reissued by such district, but such CG district receiving notification that one of their numbers has been canceled shall not report such information on Form CG-1513B.

11-4-75. DISPOSAL OF RECORDS

The disposal of motorboat numbering files of numbered boats abandoned or destroyed shall be effected in accordance with current General Administration Instructions. Coast Guard Schedule No. 5 (1948) authorized the disposal of records, after a retention period of five years from the date of loss or abandonment of the vessel, consisting of motorboat numbering files of numbered boats abandoned or destroyed, consisting of individual case files arranged numerically by boat number, containing applications for number, certificates of award of number, builders' statements and correspondence relating to application for number, award of number, proof of ownership of boat and letters of transmittal and acknowledgment of forms of information relating to numbering of undocumented vessels. This disposal authority is predicated on the permanent retention in card form of a record of the number issued to a particular motorboat, the names and addresses of its successive owners and the date of loss or abandonment.