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GIFT OF

INSTRUCTIONS

KEEPING THE RECORDS

TRANSACTING THE CLERICAL BUSINESS

WAE DEPARTMENT.

WASHINGTO

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1876.

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University of California.

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INSTRUCTIONS

KEEPING THE RECORDS

TRANSACTING THE CLERICAL BUSINESS

WAR DEPARTMENT,

•

WASHINGTON:

GOVEKXMHNT PRINTING OFFICE. 1876.

WAR DEPARTMENT, Washington, October 1, 1870.

The following extract*, from the report of a board ap- pointed to examine into the methods of keeping the records and transacting the clerical business of the War Department, are published for the strict observance of the Bureaus and offices of the Department, from and after the 1st day of January next, and no departure from the system herein prescribed wilt be made without special authority. Application for information upon subjects referred to or omitted in this pamphlet, or for any special modification of its requirements, will be ad- dressed to the Chief Clerk of the War Department.

WILLIAM W. BELKNAP,

Secretary of War.

1

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INSTRUCTIONS.

CLASSIFICATION OF OFFICE BUSINESS.

All the clerical business of an executive bureau, or military office, is comprehended within the terms, " letters received/' and "letters sent;" and all action upon official papers is either of a record or executive character.

DEFINITION OF "LETTERS RECEIVED."

"Letters received'' consist of written or printed communications com- ing into the bureau, whether in the guise of a formal letter, an indorse- ment upon a letter, a memorandum, a numbered or unnumbered circular, general or special order in any way relating to the business of the bureau, an unofficial or informal communication upon official matters, if it be necessary or proper to be recorded, a memorandum made in the office of any verbal communication of which a record should exist, and, generally, of any communication reaching the bureau to which future reference may become necessary or desirable.

DEFINITION OF "LETTERS SENT."

'•'Letters sent" consist of all communications of the foregoing character issued from the bureau.

RECEPTION AND DISTRIBUTION OF MAIL MATTER.

All communications received by mail or messenger should be opened, read, and pencil-marked for distribution to the proper officials by persons especially designated for the purpose, who should be familiar with the business of the bureau, and the particular duties of each of its officers and principal employes.

Such papers as are not of an urgent or special character should be folded, briefed, and recorded as herein described, after which they should be distributed for executive action as indicated by the receiver. Papers requiring immediate action should be briefed and recorded at the first opportunity.

(5)

The communications should be folded as nearly as possible to a uni- form size, the standard being an ordinary-sized letter-sheet folded from bottom to top in three equal parts. Whenever a communication covers all sides of the sheet upon which it is written, leaving no room for brief- ing or indorsing, or where the paper cannot be folded to a proper size, a half-sheet of letter-size paper may be fastened to it; but in no case should any loose wrapper be placed around an official paper. Loose wrappers on which briefs, indorsements, or office-marks have been placed by offi- cials not belonging to the War Department, should be fastened to the papers upon receipt in the bureau.

'•BRIEFING" OF LETTERS RECEIVED.

A "brief" of every official communication received should be indorsed upon its first, or upper fold, exhibiting the place where the letter was written, the date of the communication, the name or official designation of the writer, or the title of the department, bureau, office, court, &c., whence the communication proceeds, and a synopsis of the contents or subject of the letter. Everything of importance should appear in the brief; but prolixity in the description of places, the titles and offices of persons, and in the summary of contents, should be avoided. For instance, in briefing communications from a large, well-known city, it is unnecessary to add the name of the State; in describing the writer, or a person named, no other titles and offices than those immediately con- cerned in the letter need be given ; and dates, names, titles, and offices, or mere incidentals of no importance, should be omitted. In cases where the location of a person, office, or institution is permanent and well-known, or where location is of no importance whatever, the brief need only ex- hibit the date, name of writer, and purport of the letter

Communications from official personages on matters relating t-o the business of their offices should not be briefed in their individual names, but either by their official titles, or the names of the offices of which they are in charge or in which they are serving. The annexed examples will serve to illustrate the proper method of briefing official communications.

Whenever the amount of business in a bureau is sufficient to warrant such a provision, a certain proportion of its clerical force should be habit- ually employed in briefing the communications received, thus insuring greater accuracy and expedition than could otherwise be secured.

No communication properly briefed should be again briefed in the same or any other office, upon any other fold of the paper; nor should any ad- dition be made to a brief, except to correct errors or supply omissions.

Indorsements, reports, or letters, attached from time to time to the original communication, should not be regarded as requiring any addi- tional briefing. .-•-

The date of receipt of each communication should be noted in ink near the bottom of the briefing fold.

RECORDING OF LETTERS RECEIVED.

When a letter received has been briefed, it should be entered in a record book kept for the purpose. The forms of the various record books for letters received are illustrated in the Appendix. The record books for the various descriptions of letters received should be classified as follows :

1. Applications for office, embracing all communications received from or relating to applicants for appointment or employment in the public service.

*2. Officers, agents, and employes, embracing all communications received relating indirldindlt/ to persons employed in the public service by com- mission or appointment, under direction of the bureau, from their original entry into the service to their final discharge therefrom.

3. Claims, embracing all communications received relating to demands upon the United States for payment for supplies taken or furnished, and for services rendered and for the restoration of private property taken or used by the Government or its officers.

4. Contracts, embracing all communications received relating to con- tracts or other agreements for supplies to be furnished, services to be rendered, or work to be performed on the public account.

">. Accounts and returns, embracing all communications received relat- ing to the sums on deposit in . the national treasury to the credit of the bureau, and of the amounts drawn therefrom to carry on the public ser- vice, and to the accounts and returns exacted from persons intrusted with or receiving public moneys for distribution or expenditure, or public property for use or issue to others; including the accounts and returns themselves.

(I. (General and miscellaneous, embracing all communications received involving the issuance of suitable orders, instructions, and regulations for an efficient and economical administration of the public service ; the preparation, procurement, and distribution of suitable official and profes- sional publications ; the preparation of yearly estimates of the sums required for the public service for the fiscal year ensuing; the procure- ment of needed supplies for the public service, and their distribution to

8

the points where they are required for use or consumption ; the creation, procurement, improvement, and preservation of necessary public build- ings, grounds, and works ; the disposition of surplus or unserviceable public property, and the preparation and submission of a yearly report of operations for the information of the proper authorities.

A record book for letters received should be large enough to contain the entries of one or more calendar years, but no such books should com- mence or terminate in any fractional part of a year.

Continuous numbers, beginning with the first and terminating with the last entry for a year, should be attached to the entries in the book, and placed upon the papers.

Communications should be successively entered in the order of their receipt ; but if the daily number of such communications be larger than one clerk can enter, the record book should be divided into two volumes — odd numbers being attached to the entries in one volume, and even num- bers to the entries in the other. If, as is contemplated, the work of the entry clerk be restricted to a simple entry of the paper, the placing of the entry number upon it, and notation in the book of the action taken upon the papers entered, no more than two volumes are likely to be re- quired for any one of the six prescribed classes of record books; but such books can be divided into as many volumes as may prove to be neces- sary— each of the volumes being distinguished by a letter of the alphabet, which will also be noted on the papers entered in the volume. For instance, should it be necessary to divide the record book of "general and miscellaneous letters received" for the year 1871 into four volumes, the thirty-fifth paper entered in the third volume would be known as ''35, C, 1871," which designation should be noted in colored ink above, below, or between the spaces of the brief of contents, accompanied by some sim- ple indication of the bureau, such as A. G., P. M. G., Eng.,. &c. It will not be necessary to add any notation of the particular class of record book in which a paper has been entered, as the subject of the communi- cation will be a sufficient indication to any person familiar with the classification of the record books, and all papers which do not manifestly belong to any other set of books will necessarily be entered in the '•gene- ral and miscellaneous " books of record.

No communication should be recorded in more than one record book in the same bureau, unless more than one class of record business is involved in it, in which case entries of so much of its subjects and the action upon it as relate to other record divisions may be made in the books of those divisions, and proper notations thereof placed upon the paper.

9

No communication exhibiting the notation of a previous entry should be again entered in the same class of record books, unless, for special reasons, it becomes necessary or desirable to transfer a remote entry to one of current date. All indorsements, reports, remarks, or directions attached to a communication that has been entered, sent from, and returned to the bureau, should be regarded as a part of the original paper, and should not be separately recorded and numbered; and separate communi- cations relating to one particular case, though independently recorded and numbered, should be collected and tiled all together, both for the sake of convenience and to insure a full understanding of the case whenever taken up for action, notation being made on the subsequent papers, and against their entries in the record books, that they are filed with the first com- munication upon the case. Papers inclosed in a communication received should have a notation of the entry number assigned to such communi- cation placed upon them, all useless fly-leaves being first taken off.

To insure proper indexing, a communication not received direct from the writer should be entered in the record book in the name of the last intermediate sender; the name of the writer then appearing in the body of the entry.

Should the number of cases falling under any one of the before-named classifications not justify their separation from the other records, that par- ticular classification may be omitted, and the cases recorded under some other class. In the event stated, matters pertaining to classes 1, 2, 3, 4, 5 may be recorded in the same books as those of class 6.

EXECUTIVE ACTION UPON LETTERS RECEIVED.

When communications received have been entered in the proper record books, and the required notations have been made upon them, they are to be distributed throughout the bureau for executive action; pencil- memorandums of the distribution to be made in the record book at the time, and removed upon the return of the papers to the recorders.

The first executive action upon any case which has not manifestly arisen for the first time should be to ascertain from the records what has previously been done concerning it, and in all cases of importance inquiry should be made respecting the rules previously followed in similar cases.

Any information on the records of the bureau, or in possession of any official thereof, relating to a case, should be called for by the particular officer or clerk to whom it is referred for action, either verbally or by a written memorandum detached from the papers, and furnished in the same manner, no official reference or recording being necessary or de-

10

si ruble in communications between subdivisions of the same bureau. Inquiries of an oft-recurring nature should, as tar as possible, be made and answered upon printed forms pro] tared for office use, thus saving- time and insuring the same amount of information in each case, inde- pendently of the memory of inquirer and searcher. These memorandum reports should be preserved for future reference, being placed in an in- dorsed envelope and filed with the papers in the case; but they should not be permitted to leave the bureau.

A report upon any case required by a superior official from one of his assistants in the bureau should generally be adopted and used by him so far as to place or found his own remarks and views upon it; but should the superior officer prefer that the report and remarks upon any case should appear wholly over his own name or signature, the report of the assistant should be regarded as a memorandum for the information of his chief, and should not be recorded or sent out with the papers in the case.

Correspondence between the bureaus of the War Department with other executive bureaus maintaining intimate official relations with that Department, and with the Department itself, the Army, and others, should, whenever convenient, expeditious, and proper, be conducted by indorse- ment upon the papers pertaining to the case under consideration ; but if the record of a case in the entry book be not regarded as sufficient; if it is not considered advisable to intrust the papers or any part of the information contained therein to other parties; if it be more convenient, useful, and proper to communicate by letter, order, circular, or memo- randum, or if any other good reason exist, a departure from this general rule is allowable.

When indorsements are used they should be written, successively, crosswise upon the folds of the communication, additional sheets of paper being pasted on as required, and suitable margins being left on each fold for the purpose. Reports and remarks of considerable length may be written on separate letter-sheets and fastened inside the communication, a note of the fact being made beneath the last indorsement. Simple references of papers by indorsement, as well as reference for "report" or "remark" onlv, should be made according to a set form of phraseology, to save the necessity of recording them at length in the books of letters sent.

Indorsements, as well as letters, addressed to public officers on the business of their offices, should designate them by their official titles rather than their individual names, as illustrated hereinafter.

Copies of original papers should not be unnecessarily multiplied.

11

Except in special cases. Tlu- record kept in the bureau of original papers temporarily or permanently sent out i.s sufficient for reference. Originals referred to other executive bureaus, and not likely to be sent away from the seat of Government, can always be referred to, or recalled if required. Full copies of all the papers in a case need not be made when partial copies or extracts, cove-ring the particular points involved at that stage of progress, will answer the purpose as well, or when the case can be sufficiently presented in a letter framed from the original papers and unaccompanied by copies.

Copies of papers, as well as originals, should be written on both sides of the paper used, unless it is probable that the matter contained therein is to be printed.

Communications addressed to the bureau upon matters which do not fall within its jurisdiction should be recorded and referred to the proper office, no acknowledgment of the receipt of such communications from the writer being required except in special cases.

Communications apparently referred for disposition to the bureau by persons whose public stations render them liable to be addressed upon various subjects by various parties, and which communications do not in themselves appear to require any correspondence with the writers, are not of necessity to be acknowledged or replied to at length, except upon request of the forwarder, or unless it be manifestly proper to communi- cate with the forwarder upon the subjects concerned.

Acknowledgments of communications received need not be sent, except in special and important cases; nor need answer be made to communi- cations upon matters which, since the date of the communication, and during its absence from the bureau, have been settled upon other papers, or otherwise.

Detached briefs, sometimes prepared by subordinates to save to their superiors the time and labor involved in the examination of a compli- cated case, set forth in numerous papers, should be terse and concise in language, informal in style, stripped of all mere verbiage, confined to the particular points of the case then before the bureau for action, and should not, except in special instances, be regarded as a part of the offi- cial papers or the permanent records, but filed as memoranda.

Whenever a case requiring action extends through several papers, the papers should, with the aid of an elastic band or office tape, be always so arranged by the clerks into whose hands they come for action as to present to view the briefs of writers, and contents of the principal com- munications in the order of their dates, the inclosures pertaining to each

12

paper being contained within it, except such us it may he desirable to withdraw, indorse, and arrange aniono- the principal papers.

Notations of the date or number of all letters, orders, circulars, memo- randums, or other communications issued from the bureau, should be placed on the papers upon which such communications are bused in small characters and in colored ink, upon the first or briefing fold of the paper, thus enabling an executive officer, or other person examining the paper, to see at a glance, or to ascertain, what action or attention the case has already received.

Communications referred by a superior to a subordinate officer, for such action as the subordinate may deem proper, do not require any formal indorsement or signature as authority for the latter to act upon them, but all instructions, calls for information, or information given, should be attested by the signature or initials of the superior officer or one of his assistants.

RECORDING OF LETTERS SENT.

A record book of letters sent, divided into as many volumes as may be necessary, should be kept in connection with the record books of letters received, in which should be recorded in full all communications issued from the bureau, except simple indorsements of reference for action, re- port, or remark, and regular series of orders, of which sets are separately kept on file. Should the business of any one class of records demand it, a separate book of letters sent may be kept for that class.

Sucli letters sent as are of a purely routine character and of frequent recurrence should be prepared upon printed forms, designated by num- bers or otherwise, in which case only the manuscript portions of the letter, with the designation of the form affixed, need be recorded.

Brief descriptive headings should precede the entry of such indorse- ments as do not within themselves set forth the names of persons and things, or the subjects concerned, sufficiently for indexing purposes.

To facilitate the dispatch of business, either the first draught of a com- munication, duly corrected, or a rough or press copy of the signed com- munication, should be retained for entry in the book of letters sent, and, after being recorded, such draughts or copies can be filed within the letters received on which they are based, or preserved, if desired, in any other manner.

All names in the brief of an indorsement or report, or in the body of a communication, recorded in the letter book, which require to be indexed, should be underlined bv the recorders.

.".,

'• ' i

18

A The entry-marks of the letter* received, upon which a communication issued from the bureau is based, should be noted in the margin of the record book of letters sent.

INDEXING.

A yearly alphabetical index should be kept up from day to day in connection Avith each record book of letters received and sent; but a separate index need not be kept for each volume of a book divided into volumes as before described. The index should contain the names of all persons and things appearing in the record book, as the writers, the receivers, or the subjects of the communications recorded therein, no name being entered more than once. Following each name in an index of letters received should appear the numbers of all communications received from or relating to the person or thing concerned, (space being provided for the purpose,) the numbers of the communications in which the name appears in the body of the letter, and not as the writer, being distinguished by the use of colored ink. In the indexes of letters sent the numbers should refer to the pages of the record book on which the communications are transcribed.

To facilitate searches for names under each letter of the alphabet, where the number of entries are great, the names may be arranged according to the first letter following the initial letter, under subdivisions correspond- ing with the five vowels of the alphabet.

A copious index of subjects of general interest, or involving principles applicable to similar cases likely to arise hereafter, should be compiled from individual cases after they have been recorded in the entry books and have received the action of the proper authorities. This index should extend to the business of the entire bureau, and should embrace the records of as many unbroken years as is consistent witli convenience of si/e and handling. The design of this book of reference is to aid in securing uniform, just, and speedy decisions upon certain classes of cases of frequent occurrence, which might otherwise require, each of them, a lengthened search and study of principles, authorities, and precedents. Great care should be given to the preparation and keeping of this index.

Illustrative examples of the various kinds of indexes for record books of letters received are hereunto appended. These indexes should, when necessary, be kept by clerks especially assigned to that duty, to whom rough memorandums of names and entry numbers, in the order of their entry, should be handed by the recorders-.

MEMORANDUM BOOKS.

Memorandum books, simple in design and inexpensive in character, may he used to aid in the dispatch of current business, or for ready reference to particular classes of information, but they should not be multiplied beyond strict necessity, allowed to accumulate in course of time, or permitted to absorb much of the clerical labor of the bureau; nor should they be regarded as a part of the permanent records, and no file-numbers or notations connected with such books should be placed upon official papers.

HANDWRITING AND WRITING MATERIALS.

No other writing fluids than good black and red inks should be sanc- tioned, and copying ink should be used only for letter-presses.

Handwriting in record books and on official papers should be plain and of good size, flourishing and ornamental writing being especially avoided and forbidden. Proper names should always be written with especial care.

BRIEFING.

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0	.8 S	•2 "S1"1	^2 rc rt"15	§
s	« « ^	u? !° * '"	.~ * 5 "5	of '>
ibject of clai	111 i!i	NEW YOR i rendered bj nited States pe Hatteras,	§ is"®	11
cc	§ •	® ^	S a cS o	•— » ^
•d P • QJ	li|	ii!	|jH	L
1	I'll"		Mill
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52

REGISTER

File No.	Auditor's number.	Name of claimant.	Residence.	Nature of claim.	By whom pre- sented or re- ferred.
276	1342	Territorial Stage Co.	Atchison, Kans.	Seizure of horses	Third Auditor ..
293		Slaughter, Joseph..	Bullock Co., Ga.	Beef cattle	Littleton & Cook, Washington.
314 325 348	1482	International Trad- ing Co. Singleton, heirs of T. J.	Charleston, S.C. Marshville, La.	Cotton sold by Government. Kent of build- ings at New Orleans.	Thomas L. At- kins & Co. Hon. R. J. Saun- ders, M.C.,and Third Auditor. AdjutantGeneral
					of Mo.
369 386	n<;:5	Morton and Perkins . Knoxville, City of. .	Bartonville,N.J. North Carolina.	Compensat'n for non-fulfillment of contract for Army clothing. Restoration of armory.	Second Comp- troller. General Joseph R. Preston.

NOTE. — All claims and communications relating to claims, or on the subject of numbers assigned to them. Then such claims as require the administrative action of of letters received to the pages of this book on which the claims can be found. The numbers those of the settlement certificates issued in cases settled at the Treasury, communications, should be noted in the book of letters received. This book need not sufficient.

53

OF CLAIMS.

When received.	Amount claimed.	Amount allowed or recom- mended.	Action, disposition, and remarks.
Jan. 27, 1870 Feb. 14, 1870 Mar. 3 1870	$14,982 70 1,476 85 72 813 00	$9, 450 25 1, 476 85	Chief Q. M. Dept. West, Feb. 4, (L. B., p. 43 ;) received back Mar. 18 ; A. G. for information from records Army of the Frontier, April 11 ; returned April 18; Secretary of War, May 23, (L. B.. p. 218.) Additional evidence required Feb. 29 (L. B., p. 67 ;) evidence received Mar. 27 ; Chief C. S. Southern Dept., April 21, to investigate loyalty ; report received Mav Ifi ; A. G. tor address of Lieut. Philip Clayton, 63d Ky. Vols., Mav 30 ; Letter to Lieut. Clayton June 24, (L. B., p. 118;) Third Auditor for settlement Aug. 19. Papers withdrawn by attorneys May 3 for pre-
Mar. 31 1870	427 37		sentation to Ct, of Claims. See 643 of If70. Returned to Auditor April 14, (L. B., p. 78.)
May 26, 1870			Secretary of War with report, July 9, (L. B.,
July IS, 1870 Sept. 26 1870	26,047 32	5,000 00	p. 246 ;') received back with rep Jrt of P. M. General, Sept. 23 ; copies to House Military Committee, Dec. 19. J. A. General, Aufr. 2, (L,. B., p. 27« ;) received back Sept. 3; Secretary of War, Sept 9; request for $10,550. 25 issued on settlement I7(i3, Oct. 15. C. O. Dept. of Southwest report, Nov. 7; re-
			ceived back Dec 16; application refused Jan. 8, 1871, (L. B., p. 16.)

claims, should be entered in a book of letters received, of the ordinary form, and file- the Bureau should be set forth in this book as above, and a reference made in the book file-numbers illustrated here are those of the letters-received book ; the Auditor's The action on all claims not required to be spread on this book, and on all other be indexed, as the index to the first entry of the -cases in a book of letters leceived is

	S| °'		s	H
	A? -		^^	^~*
	s'c^ «~		1	®9^
	I" ^ .- 'So		1	!* *
			p;
a" 5	o'^ B" f£			|5«
1	<|^ 2		1	'rt ^"
	•c^§5 "5		s	|'|s
	<^ ^ rfl ^)
	•C -S3 ^		s"	S.J
			o> fee a	111
	O J2 "o «		0)	S**^ M
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	-2 .5	si	o o> < -£ S s	.1
L!	ll^ II	ci«o o «1« si!	« n ? a. i!« ^ s^o	-H C3 ^1^> <W ?li
subject of contract or	1 fS Is O ^"d ^ J |1 IK^ ii ii	of William Hammer, ir patent gun-shield 1 le United States.	OMAHA, ise of fire extinguish Unent at Omaha and ll Fire Extinguisher	PITTSBURGH, irnishing iron head- for the national cem(
Date and i	ll p o o "« '5 :i if	82* 111 £ a-g	ill	|j li
	5B-2 §0	tSi o	1^1	I""
L	! i	s	H rt	1
Name of c or wr	^'i ^ it t 1° -2 PH 03	Engineer B	1	I A £ O
ii
£ 1 *
'o w	^ § ^ §	J g	§i §	S I
_ajeo	o .	0)	09
	;j c3	c s	g	"c

55 REGISTER OF CONTRACTS AXD PURCHASES.

[For continuation of this table see pages 56 and 57.]

le number.	Name of contract- or or seller.	Place of deliv- ery, perform- ance, or sale.	Name of contract- ing officer.	Rank or office.
fc
72	Winfield& Bro..	Baltimore	Fr. Skinner Capt. and C. S
79	Atlantic Steam- ship Company.	New York	Jas. W. Pringle . . Major and Q. M
83 96	Wisewell&May. Jefferson Adams	Philadelphia. .. Cold Run	( 'has. J. Hunting- ton. Wm. T. Varley . .	- Medical Purveyor . . Lieut, of Ordnance. . ;
104	Benj. Van Dyke..	Boston	Rich'd A. Simms	Lieut, and Sig. Offi'r
123	Patrick O'Hagan.	Chicago	E wing Preston ..	Capt. 29th Inf., R.O.
156	John Burley	Ft. Barker, Tex.	Sam'l S. Ferriss..	Lieut, llth Cavalry, Post Commissary.
178	Dater & Timpson.	Washington . . .	Thos. Fosdick . . .	Disbursing clerk . . .
167	National Subma- rine Company.	Devil's Pass, La	Evert on Giles	Lieut. Col. Engineers
198	Vulcan Iron Co...	Pittsburg	Clayt'nHotchkiss. Major of Ordnance..!

NOTE. — Contracts, reports of purchases, proposals, and offers will be entered in a book of letters received of the ordinary form, and a file-number assigned to each. Con- tracts and purchases will then be set forth on this book, and a note made opposite their entry in the letter book, showing- on which page of this register they are to be found. Contracts and purchases should be recorded briefly in the book of letters re- ceived, but proposals and offers should be staled sufficiently at length to afford an index of the articles and services proposed or offered. The two record books can be used in determining values at any time and place. The file-numbers used on this register should be those of the first entry of the papers.

56

REGISTER OF CONTRACTS

[For beginning of table and

Date of con- tract or pur- chase.	Period.	NATURE OF CONTRACT OR PURCHASE.
Articles or services.	Quantities or time.	Price.
Jan. 11, 1870 June 15, 1870 July 17, 1870 Aug. 23, 1870 Sept, 9, 1870 Sept. 16, 1870 Oct. 10, 1870 June 30, 1870 May 14, 1870 Aug. 10, 1870		2 500 cans		l?i 10 75 25 60 50 00 CO 28 7 11 00 62
1 year from July 1,1870.	Transportation New York to New Orleans	Per ton	7 "~5~ "'u 4,600 25
Mobile	Per cub. yard Per ton Per cub. yard 150 Per annum . . 12
Hospital knapsacks Superintendent gun found'y Telescopes
3 years from Sept. 1.
Indefinite	Cooked rations for recruits. Beef cattle	Per ration . . .
700 head 3,500 pounds 75 tons.	""£§"
1 year	Fresh beef
Hav
Corn
Stationery
Removal of rock	Per cub. yard Per pound . . .	i	85 12
6 months	20-pd. breech-loading gun.

AND PURCHASES— Continued.

explanatory no"te see page 55.]

Date of trans-

mittal to Treasury De- partment.

Action and remarks.

July 10, 1870

Returned to officer for size of cans January 15 ; received back Jan- uary 27.

Returned to officer for amendment of certificate of responsibility of sureties June 27 ; received back July 6.

Aug. 4, 1870 I Contract terminated September 16, and new contract made for im- proved knapsack at higher price, (L. B., p. 347.) Nov. 16, 1870

Returned to Lieutenant Simms September 18, to report authority for purchase; received back September 25 ; Secretary of War, Sep- tember 28, (L. B.. p. 279 ;) returned September 30 ;' letter to Lieu- tenant Simms October 2, (L. B., p. 323.)

Sept. 27, 1870 Oct. 31. 1870

July 3, 1870 June 16, 1870

AUK. 27, 1870

Returned to officer for verbal amendment October 20; received back October 29.

Annulled for violation of terms October 24, 1870, (L. B., p. 286 ;)

revival refused November 10, (L. B., p. 365.) Prosecution for non-fulfillment recommended August 27, (L. B., p.

432;) compromised September 19, (L. B., 510;) papers sent to

War Department November 29 ; see 276 of 1870.

58

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59 RECORD BOOK— LETTERS SENT.

Henry. Hon. Thos. J.,

Louisville.

437 (W. D.) 1870. 683 (W. D.) 1870.

Wyoming, Gov'r of.

79 (A. G. O.) 1870. See page 139.

Wilkins, Geo. B.,

1st Lieut. ]2th Infy.

63, 85 (Q. M. G.) 1870.

Sec'v of "NVar approved, May 20.

See page 435. Engineer Officers.

743 (Eng.) 1870.

467 (Ord.) 1870. See page 296, Vol. 1, 1869.

WAR DEPARTMENT, June 16, 1870. SIR: I am directed by the Secretary of War to inform you, in reply to your letter of the 12th instant, that the application of Mrs. Rebecca Harrison, of Bentville, for the discharge of Corporal Joseph Brown, Co. M, 27th In- fantry, has been duly considered by the Department, and that the same cannot be granted without prejudice to the public interests.

Very respectfully, your obedient servant,

Chief Cleric.

Indorsement on application for continuance of Col. Chas. G. Gordon in that Territory.

Respectfully referred by the General of the Army to the Commander of the Mil. Div. of the West, with au- thority to grant this application, if deemed compatible with the interests of the service and regarded as advis- able in other respects.

Ass't Adj't Gen't. A. G. O., March 14, 1870.

REPOUT:

The case of this officer is respectfully submitted to the Quartermaster General, with the report that it ap- pears *****

It is recommended that *****

Q.M. G. O.,J/ar/18, 1870.

Major and Q. M.

OFFICE CHIEF OF ENGINEERS,

June 27, 1870. CIRCULAR:

It is ordered by the Chief of Engineers that in future all estimates for funds forwarded to this office * * * ^

Capt. of Eng'rs, B'v't Lt. Col.

Cavalry,C. 0. 12th Reg't, j Fort Richardson, Texas. i

ORDNANCE OFFICE,

August 14, 1870.

SIR : The Chief of Ordnance requests Sharp's Breech-loading Carbine * * * Very respectfully,

Major of Ordnance.

OFFICE-MARKS, INDORSEMENTS, OFFI- CIAL ADDRESSES, INDEXES.

63

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•S

red by the Department ning-Officer of the Dis ions to order a full inv nces set forth herein by ing in his command, wli to these headquarters

9

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65

OFFICIAL ADDRESSES.

To the SPEAKER

of the House of Representatives,

Washington.

To the PRESIDENT

of the Senate,

Washington.

To the CHAIRMAN,

Committee on Mifttar?/ .-(ft'iinv.

United States Senate. To the CHAIRMAN,

Joint Select Committee on Ordnance,

Washington To the CLERK

of the House of Representatives,

Washington. To the PRESIDENT

of the United St<tt'*.

To the Honorable

THE SECRETARY OF THE TREASURY.

To the Honorable

THE ATTORNEY GENERAL.

To the SECOND COMPTROLLER

of the Treasury.

To the COMMISSIONER

of the General Land Office. To the

COMMISSIONER OF PENSIONS.

To the CHIEF OF THE BUREAU

of Yards and Docks,

Navy Department. To the CHIEF of the

Bureau of Navigation,

Navy Department. 5

66

To the PAYMASTER GENERAL

of the Army.

To the COMMISSARY GENERAL

of Subsistence.

To the CLERK OF THE

Supreme Court of the District of Columbia,

Washington.

To the ASSISTANT ATTORNEY GENERAL,

United States Court of Claims,

Washington. To the GOVEROR

of the State of Xerada,

Carson City.

To the SECRETARY OF STATE,

State of New Jersey,

Trenton.

To the SUPERINTENDENT OF PUBLIC INSTRUCTION,

State of Illinois,

Spring-field.

To the CLERK OF THE DISTRICT COURT,

Fourth Judicial District, State of Texas,

San Antonio.

To the SURROGATE OF THE COUNTY OF KINGS,

Brooklyn, Xeiv York. To the MAYOR of the

(.'it i/ of Louisville.

To the TREASURER of the

Board of Public Works,

Cincinnati. To the SECRETARY

of the Atlantic Woohn, Mill*,

Westerly, Rhode Island.

To the PRESIDENT

of the Interoceanic Steamship Co.,

Wilmington, North Carolina.

67

To the JUDGE ADVOCATE,

General Court- Martial,

Fort Hamilton, New York.

To the RECORDER of the

Board on Tactics, Small Arms and Equipments,

Rock Island, Illinois.

To the COLLECTOR OF CUSTOMS,

Port of P/ti!<nlrIjJi!<t.

Pennsylvania.

To the UNITED STATES ATTORNEY,

Xortlu rn Divtr'ft nf Xi-tc York.

Buffalo. To the COMMANDANT,

United Sf<ifi'.* \<u'f/ }'«)•</.

New London, Connecticut.

To the COMMANDING OFFICER,

/W <>f i'nrt (rreenleaf,

Florida.

To the DEPOT QUARTERMASI I:K,

Fort Marker, Kansas.

To the POST COMMISSARY,

Jefferson Barracks, Missouri,

To the ASSISTANT ADJUTANT GENERAL,

Jfr-atl'j/ittrferx, Department of the West,

Fort Leavemvorth, Kansas.

To the CHIEF COMMISSARY OF SUBSISTENCE,

District of the Plains,

Fort Gibson, Indian Territory. To the COMMANDING OFFICER,

Company C, 12th Regiment of Cavalry,

Camp Mansfield, M. T.

68

ALPHABETICAL VOWEL INDEX.

An. Adams, Capt. Clias. J.— 3, 11, 14, 28, 59, 73, 91, 126.

Accounts of Civil Engineers — 1, 43, 69. Abbott, Geo. Wash.— 15, 27, 34.

Ae.

Akrons, Sam'l D.— 16, 18, 72. Aerial Xariyation Co.— 116, 243, 376. A/ny, Surgeon Chas.— 92, 111, 293.

At.

Aikenside, Joshua — 142, 234. Aidcs-de- Camp— 68, 236. Amerson, Col. Albert T.— S3, 171, 216. Allerton, William S.— 41, 69, 82.

Ao.

Atwater, Gen' I Jona.— 26, 249. Appropriations for current fiscal year — 76, 83. Aspodel, Geo. C.— 182, 246. Annual Report— Q, 54, 87.

Au.

Aycrs, Cadet Jackson H. — 46, 126. "Avalanche" Steamer — 154. Auf/ustus, Private Julius C. — 35. Austin Arsenal Lot — 112.

69

INDEX LETTERS.

Congress C.

House of Representatives H.

United Stales Senate S.

Committee on Appropriations. House of Representatives. . A and H.

Committee on Military Affairs. United States Senate M and S.

President of the United States P.

Department of State | S.

Department of .Lustice J.

Solicitor of the Treasury ; T.

General Land Office L.

Comptrollers of Treasury C.

Auditors of Treasury. . .* : A.

Bureau of Internal Revenue I.

Navy Department 'Bureaus N.

Commissary General of Subsistence S.

Bureau of Refugees, I-Yeedmen. ».Vc F.

Bureau of Military .Justice J.

Supreme Court of the United States j S.

United States Minister to Great Britain j G.

United States Consul General at Montreal | M.

United States Commercial Airent at Port Stanley j P.

British Minister to the United States I B.

Foreign Consuls at Richmond T ' R.

United States and Mexican Claims Commission M.

Commissioners for codifying the laws of the United States. C.

United States Coast Survey • C.

United States Internal Revenue Officers ; I.

Assistant Treasurers of the United States ! T.

Officers of United States ( 'ustoms : C.

Officers of United States Puhlic Land Service ! L.

Officers of United States Indian Service I.

( Hficers of United States Pension Service P.

Headquarters of the Army ' A.

Chief Quartermaster Department of the West W.

Depot Paymaster at New York ' N.

Post Commissary at Fort Wayne i W.

Board of Engineers on River and Harhor Imp'ts- .. . R.

United States Arsenal at San Antonio

S.

Chief Signal Officer of the Army

Regiments and Companies of Cavalry C.

United States Military Academy . . . .' ! M.

Military Reservation of Fort Garland i G.

Mi litary Post of Camp McGarry M.

Major Generals ." M.

Second Lieutenants j L.

Assistant Medical Purveyors ! M.

United States Navy Yard at Mare Island . M.

70

INDEX LETTERS— Continued.

United States East India Squadron E.

Officers of United States Courts, Southern District of Ohio. O.

United States Attorney, District of Vermont V.

I Vstmaster at Fort Wayne \ F.

Sj x-'cial Agents of the Post Office Department ; P.

Legislative, Executive, and Judicial Officers of the State

of Illinois I.

Officers of City, Town, or Village of Bentonville A . B.

Officers of Gordon Iron Works Gr.

Alfred Bolter, Proprietor of the Eagle Mills B.

Benjamin Andrews, Publisher of Weekly Review A.

The New Haven Daily Record .* R.

Owners of Steamship General Jackson GK

Business Firm of Garrett & Burns G and B.

Captain Smith, Disbursing Officer at Portland S.

Captain Brown, Commanding Company M, 56th Infantry.1 B.

Major Jones, in charge of Snake River Improvements . .'. . J.

Lieutenant Robinson, in charge of Construction of Fort

Hale R.

Experimental Board on Iron Gun Carriages Gr.

Special Commission on Accouterments, Equipments, and

Intrenching Tools : A, E, and I.

Board 011 Revision of Forms in Supply and Staff Depart- ments F and S.

71

INDEX WORDS.

Abstract from record book of letters received. — Army, General of: Sub- mits report of Commanding Officer Mil. Div. Northwest, of tour of inspection of his command. Indians on Sweetwater discontented and troublesome, and Commanding Officer Dep't of the West gone there on an expedition; post-traders, in some instances, abuse their privileges; al- lowance of transportation at Fort Berry insufficient; quarters at posts oil the Blue Stone in bad condition ; recommendation of Commanding Officer Dep't of the West for temporary increase of clothing allowance, approved ; assignment of Major Leonidas Belden as Depot Quartermaster at Fort Columbia requested, and early return to their posts of all available de- tached officers recommended.

Army, General of.

Northwest, Mil. Div.

Inspection of Northwest Mil. Div.

Indian troubles in Div. of Northwest.

West, Dep't of. *

Sweetwater River, expedition to.

Post-traders, abuses of.

Transportation at Fort Berry.

Berry, Fort, transportation at.

Quarters at Blue Stone posts.

Blue Stone posts, quarters at.

Clothing allowance in Div. Northwest.

Belden, Major Leonidas.

Quartermaster at Fort Columbia depot.

Columbia. Fort, quartermaster at depot.

Detached officers, Mil. Div. Northwest, return to stations.

Abstract.

Military Academy, Superintendent of, requests information as to the legal and proper allowances to Board of Visitors.

Military Academy, Board of Visitors' allowances. Alloivances of Board of Visitors. Visitors, Board of, allowances of.

72

A l>siract.

War Department — Directs that the annual reports be prepared in nar- rative rather than tabular form ; and that the substance of the sub-reports be embodied therein, except where necessary to keep the sub-report separate and entire.

War Department. Annual Reports,

Reports, (See "Annual Reports.")

Tabular statements to be mainly omitted from annual reports. Sub-reports of Bureaus to be generally omitted from annual Bureau reports.

73

ALPHABETICAL REFERENCE BOOK OF DECISIONS AND PRECEDENTS.

Accounts Disbursing officers' ; when rendered— 1870 : 42, 168—1871 : 67,

329. Army officers': various rules for settlement— 1870 : 42,

325, 47-1— 1871 : 23.

(See "Clothing Accounts.")

Settlement of suspended and disallowed, in Treasury Depart- ment—1870 : 63, 75, 131—1871: 98, 146.

(See "Returns/') Bounty Deserters' ; various ((r.estiom; concerning rights and forfeitures

—1870: 261. 57fi, 782—1871: 4, 33, 87.

(See "Pay," "Allowances," "Emoluments," &c.) Veteran; various questions relating thereto— 1869: 15,86,193—

1870 : 231, 496.

(See "Missouri State Militia.") Clothing Accounts ... Volunteer; questions of settlement— 1870: 11, 23, 396—1871:

2, 38. Regular; questions of settlement— 1870 : 43—1871:

181. Contracts How made, attested, reported, approved, &c. — 1870 : 63, 76 —

1871 : 44, 9».

(See " Beef Contracts.") For supplies at military posts ; various rules and orders — 1870 :

C 41, B 82. A 164—1873 : 331, 487. Commutation Allowances of enlisted clerks and messengers — 1870: 639, 817.

(See "Clothing," "Fuel.' " Quarters," "Rations.") Deserters Status- of. when restored without trial, or charge removed —

L870: B58.

(See "Bounty" and "Pay."') Apprehended, and transported to depot or post; questions of

cost— 1870: 11, 36, 48, 325—1871: 264, 487. Enlistment Of minors; various rules, questions, and decisions — 1870: 78

138.

(.See "Discharge," "Minors." "Reenlistment," &c.) Funds ! Public, in charge of disbursing officers; rules for keeping and

for reporting at stated times, &c.— L870: 9. ICO, 142—1871:

14, C3, 75.

(.See "Money.") Guerillas Status of, as compared in various ways with organized forces —

1870: 162,431—1871: 123, 309. Graves (See "Cemeteries.")

MONEY AND PROPERTY ACCOUNTS, RETURNS, AND CORRESPONDENCE,

T6

if if SIS

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77

Remarks on the record looks of nionc-t/ a -ml property account*, and of correspondence relating to accounts and rcti'i-nx.

Book 1 is designed to keep a correct account of all moneys coming into the treasury to the credit of the Bureau, either from regular appro- priations or miscellaneous sources, and of all moneys drawn from the treasury by requisition. An account should be kept with each head of. appropriation. A balance struck at any time will show how much is yet in the treasury subject to draft. An addition of the balances in the treasury to the balances in possession of disbursing officers at date of last weekly report will show, with sufficient practical correctness, the financial resources of the Bureau at any time of the year. Miscellaneous receipts. which revert into the treasury and are not subject to draft, should not be entered on this ledger, or if entered for any reason, should be offset by an entrv in the opposing column, so as to balance the account.

Book 2 is designed to exhibit a statement of the estimates of the dis- bursing officers of the Bureau, together with the amounts allowed them. These estimates need not be recorded in any other book.

Book 3 is designed to keep an account of the receipt of the stated reports and returns from the officers responsible for public money or property, and of the disposition of such as are sent out from the Bureau; also to show if any particular returns have not been received in proper season, or if any particular officers have failed to render their returns.

Book 4 is designed to keep an open debit and credit account with every •officer receiving, responsible for, or expending public moneys. On one side the United States is to he credited with all sums coming into the possession of the disbursing officer from every source, as well as with all expenditures made by him that are, for the time being, suspended or disallowed; on the other side, the United States is to be debited with all moneys spent by him for whatever purpose, and with all suspensions or disallowances against him, when subsequently removed by refundment or explanation. The account may be balanced or closed at any time. Transfers of money between disbursing officers and others accountable for money or property should be entered singly, so that the entry in one officer's accounts may be checked when the funds are accounted for or reported by the other.

Book 5 is designed to separate the. various expenditures of the disburs- ing officers, so as to show at any time what sums spent by them are chargeable to any designated head of appropriation; what has been .spent for purposes not pertaining to the Bureau, and what expenditures.

78

not yet approved, cannot, for the time being,, be assigned to any par- ticular appro}n-iation.

Book 0 is designed to show the actual expenditures for the several distinct purposes of the Bureau during the fiscal year. It is an auxiliary to Book 5.

Book 7 is designed to keep an accurate account with other Bureaus and appropriations for which moneys have been expended that ought to be refunded.

Book 8 is designed to exhibit the sums received from sales of public property, and their distribution or disposition.

Boole 0 is designed to keep an account of the weekly balances of funds in possession of disbursing officers.

In connection with the foregoing books, a book of letters received and of letters sent should be kept for the miscellaneous correspondence relating to money and property accountability in general or particular cases.

When a "request" for a remittance to a disbursing officer has been made, a statement thereof should be entered against the appropriation concerned in Book 1 and against the officer concerned in Book 4. When notice has been received that the remittance has left the treasury, a check- mark should be placed against, the two entries. When the disbursing officer takes up the amount on his money account, the check-marks should be cix>ssed.

When a disbursing officer reports on his money account a transfer of funds to another officer, an entry of the same should be made in Book 4 on the account of each officer, giving the first officer credit for the amount and charging it to the receiving officer. When the latter officer takes up the amount, a check-mark should be placed against both entries.

When a disbursing officer acknowledges on his account the receipt of money from another officer, it should be entered as a credit on the account of the latter in Book 4, and as a charge on the account of the former. When the transferring officer subsequently reports the transfer, a check- mark should be placed against each entry.

When an officer makes report of a sale, and does not inclose a draft for the proceeds, the amount should be charged on his account in Book 4. If he afterward forward the proceeds, the charge on his personal account should be offset by an entry on the opposing side, and a check-mark placed against the several entries in Books 4 and 8. If he take up the proceeds on his next account-current, the check-marks should be made in the same manner.

79

This check system should be used in every recorded transaction affect- ing or relating to the responsibility for public money or property, and the foregoing illustrations will, it is thought, sufficiently indicate its utility and mode of operation to officials familiar with the subject of money and property accountability.

Whenever it appears that the public money has been received or ex- pended by any officer with whom no account exists, his name and the particulars will at once be entered in Book 4, the absence of a check- mark being evidence that he has not yet accounted for the money, and its presence being an assurance that his account for it has been rendered. In like manner the name of an officer not previously accountable for public property will be entered in Book :5, with a check-mark under the name of the month in which a return should be rendered, and in the column assigned to the particular form of return required. Upon receipt of any particular return, the check-mark can be crossed. An illustration is given of one month only, but the books should be ruled for the twelve months of the year. When returns arc rendered at longer intervals than one month, places should be ruled for them under the month in which they are due.

80

No.

The TREASURY DEPARTMENT in account

Date.	From what source re- ceived, or to whom remitted.	On what account.	Total.
! Dr. Cr.
Dolls.	g Doll, 3
July 20 21 21 22 23 23 25 27	War Warrant No. 8 Col. W. Roberts, A. Q. M. Gen. Lieut. J. Rankenfile, 8th Inf., A. A. Q. M. Capt. F.Taylor, A. Q.M. Capt. John Schell, 2d Cav. Wm. Johnston, on treas. sett. No. 2367. Capt. M. Ball, 3d Inf., A. A. Q. M. Treasury settlement, No. 3416.	App'n for 1870-71 .. 12, 000, 000	245 76500
Sales of property ... 168 Estimate of funds	00 . 87, 190 47
	»	00
	38 00
Estimate of funds '	.. 4,72813
Medical Dep't	219

81

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Dr.	Cr.	Dr.	Cr. Dr. Or.	Dr.	Cr.
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4, 500, 000	00			1, 000, 000		800, 000
143, 260	00	45,400	00 00	10,000	00
93 'l2 219	00 00 45			75	,,
38,640	00			21,475	7,500	00		..
38 2,000	00 00
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No. RECORD OF SALES

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89

8.

OF PUBLIC PROPERTY.

Distribution of proceeds recommended.	Certificate of deposit.
~ ( "1 Incidental expenses. ? 1	Cavalry and artil- lery horses.	Barracks and quar- ters.	Army transpor- tation.	Clothing and. equipage. •	Turned into Treas- ury.	When received.	£ !i it a |
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$	c.	$	c.	$	c.	$	c.	1	0.	f	c. 00 10	6	c.
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UNIVERSITY OF CALIFORNIA LIBRARY, BERKELEY

Boots act returned Ion ttoe are the tmra aay

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Gaylord Bros.

Maker* Syracuse, N. T.

YC 629

UNIVERSITY OF CALIFORNIA LIBRARY