Chapter III: Books and Records

1. The books to be kept are as follows:--

1. Book for press copies of reports to the Postmaster General.

2. Book for press copies of such other letters, &c., as it may be
necessary to copy.

3. Record of letters and references from the Secretary.

4. Record of applications for lost letters, &c.

5. Record of actual losses of letters and abstractions of articles
of value from letters.

6. Journal of travel and proceedings (forms bound up.)

7. Conduct Return Book (press copies).

8. Order Book for instructions to Railway Mail Clerks, in which
should be entered the address of each clerk.

9. Book for recording number of miles travelled by Railway Mail
Clerks.

10. Record of errors made by Railway Mail Clerks, as shown by
labels on packages which they have made up, and which should be
forwarded to you by the Mail Clerks or Postmasters by whom opened,
as also of other errors made by Railway Mail Clerks reported to you.

11. Record of Mail Contracts.

12. Record of Postmaster's Bonds.

13. Record of dates of expiration of Contract.

14. Variation of Expenditure Book.

15. Record of transfer of offices.

16. Salary Pay List Book.

17. Contractors Pay Book.

18. Book for the Record of Requisitions to the Postmaster General
for payment of travelling charges and all other official expenses,
with the exception of salaries and Mail Services.

19. Arrears Book.

20. Register of Employés attached to your office, including
Railway Mail Clerks in your Division, or under your
superintendence. In the book a page should be devoted to each
employé, in which should be recorded name, date, and place of
birth, religion, class, salary, date of promotion, increase of
salary, transfer, suspension, cases in which the employé has
received special commendation or censure, date of resignation or
removal, or any other particular of which it is desirable a
memorandum should be kept.

21. Cash Book for entry of all monies received on P.O. account,
with manner of disposal thereof.

22. Money Order Cheque Book.

23. Pass Book in which to record all Registered Letters
despatched.

24. Order Book with margin to be used in all cases when an order
is given for any article required for official use.

25. Telegraph Books with margin, on which should be recorded
copies of all telegraphs sent on official business.

26. Corresponding Offices Book shewing name of Office with which
each Office in your Division exchanges direct mails.

27. Book for recording changes in distribution.

28. Book for daily entry of Time Bills on ordinary mail routes.

29. Record of new offices established, of old offices closed, and
changes in names of offices.

30. Book for requisitions for printing and stationery, (blank
forms bound up.)

31. Guard Book for copies of notices inviting tenders for
contracts.

32. Guard Book for Department orders and circulars.

33. Guard Book for Time Bills of Railways, &c.

2. It is very necessary that entries of all transactions should be promptly made in the books provided for their record. The keeping of memoranda on pieces of paper, or trusting to memory in such matters is very objectionable.

3. All printing and binding required both by your own office and city or other offices must be done on requisition to the Department, at Ottawa.

4. Further, all stationery required, both by your own and city or other offices, must be obtained by requisition in the proper form to the Postmaster General. The number of the articles, as shown by the official catalogue, being in all cases given.