PART III. INSTRUCTIONS FOR LOCAL BOARDS. SEC. 10. Examine all individual records and make sure that there is in your files for each registrant a cover sheet upon the front of which at least the following entries are clear, complete, and accurate: (1) Name of registrant. (2) Address of registrant. (3) Order number. (4) Serial or registration number. (6) Code number of Local Board. SEC. 11. By section 3 all draft agencies, having any paper pertaining to any individual registrant, are required to send every such paper to his Local Board. Place every document that you now have or may hereafter receive, pertaining to an individual registrant, whatever its nature, in the cover sheet pertaining to him, with the exception of the registration cards, the disposition of which is hereinafter provided for. SEC. 12. After placing all records pertaining to each registrant in his cover sheet, arrange all such cover sheets by registration groups in sequence of the order numbers of the registrants. Keep separately the cover sheets of all registrants in the class of June, 1917, class of June-August, 1918, and class of September, 1918. SEC. 13. Examine carefully the classification lists as to all registrants of June, 1917, and of June-August, 1918. In the classification lists as to all registrants of September 12, 1918, examine only as to registrants of the ages of 18 to 36, both inclusive. Do this in the following manner: Run your eye down columns 8, 9, 10, 11, and 12 to see if there are any cases where no classification is entered. If you find such a case, examine the papers in the cover sheet, verify the fact of classification, and enter classification on the Classification List. If you find no record of classification, enter in column 29 the words "No record of classification." SEC. 14. Check all names on the Classification Lists that are red lined. Many mistakes have been made in these. The only names that should be red lined are First. Men inducted (not enlisted) and accepted for military service prior to December 15, 1917. Second. Men who became deserters (not merely delinquents) prior to December 15, 1917. In making this check, proceed as follows: Compare the names of red-lined men on Classification List of the June, 1917, registration with columns 48, 50, and 51 of the Local Board docket and (especially if the docket is not in proper shape) with column 10 of Form 164-A and with the list that will be sent you from State headquarters (Form 4003) as prescribed by Section 6 and with all other available information (Form 146-C and Form 1018). (a) If you find that the man has been inducted into service (not as a deserter), write in red ink in column 29 the word "inducted." (b) If you find that the man has been inducted (even though never caught) as a deserter, write in red ink in column 29 the word "deserter." (c) If you find that the man's case is not included in either (a) or (b) above, but that he was reported on Form 146-A, and no further action taken, write in black ink in column 29, "Improperly red lined. Delinquent only." (d) If you find that the man has enlisted in the Army, Navy, or Marine Corps of the United States, prior to his desertion, enter in column 29 in black ink the words, "Improperly red lined. Enlisted." (e) If you find that the man is dead, enter in black ink in column 29, "Improperly red lined. Dead." (f) If you find that the man was red lined to show a canceled registration, enter in black ink in column 29 the words, "Improperly red lined. Registration canceled.” (g) If you find that the man was red lined without apparent reason, enter in black ink in column 29 the words, "No data available.' SEC. 15. In accordance with section 6, State Draft Executives will send you on Form 4003 a duplicate list of deserters and delinquents as shown by records at State headquarters. The object is to bring records at State headquarters and at Local Boards into agreement. When you receive this list from State headquarters procced as follows: (a) Take out of your files the cover sheets and contents of all men shown on the list from State headquarters (Form 4003) and place them in one group. Prepare and place in the files instead of each such abstracted record a dummy sheet (Form 4001). (b) Take out of your files the cover sheets and their contents relating to all men shown by your own records to be either delinquents or deserters but who are not so shown on the list from State headquarters (Form 4003) and place them in a second group. Prepare and place in the files instead of each such abstracted record a dummy sheet (Form 4004). (e) Complete the list from State headquarters (Form 4003) by adding to it in red ink all names of men whose cover sheets are referred to in paragraph (b) above. (d) Compare the completed list with the records in the cover sheets in both groups and with such other positive information as you may have, and enter in column 3 the appropriate one of the following remarks: 1. If the registrant has enlisted in the Army, Navy, or Marine Corps of the United States or of an allied power enter the one of the following notations that may be applicable to his case: 2. If the registrant has died, enter the following notation: "Dead; date of death --- 3. If the registrant was sent to camp prior to November 20, 1917, as a deserter under the Rules and Regulations (Form 13), enter the following notation: "Sent to camp as a deserter; date 4. If the registrant was sent to camp under section 51, S. S. R. (Form 999), or section 140, S. S. R. (Form 999A), as a wilful or nonwilful deserter, enter the one of the following notations, which may be applicable: "Sent to camp as a wilful deserter; date "Sent to camp as a nonwilful deserter; date 5. If the registrant was discharged by the camp commander at the Local Board without entrainment under section 140, S. S. R., Second Edition (Form 999A), as a wilful or nonwilful deserter, enter the one of the following notations, which may be applicable: "Discharged by camp commander as a wilful deserter; date "Discharged by camp commander as a nonwilful deserter; date 6. If the registrant has been discharged by the camp commander under section 139, S. S. R. (Form 999), enter the following notation: Discharged by camp commander under section 139, S. S. R.; date 7. If the registrant has been, since registration, or is now, in prison or other penal institution, or insane asylum, enter the following notation: "Name of institution date of leaving -; date of entering 8. If the registrant has been reclassified by the local board since he became a deserter, that is, since the day and hour named in his induction order, enter the following notation: "Reclassified after desertion in class division 9. If the registrant is still at large and you have information as to his probable present whereabouts, enter a notation showing the registrant's present address. (e) As soon as your lists (Form 4003) with the above entries in column 3 are complete, sign both original and duplicate in the place provided and forward both to State headquarters. (f) Now compare all entries on the cover sheets of delinquents and deserters with the entries pertaining to them on the Classification List and be sure that they are in absolute agreement and that every entry on each cover sheet is shown on the Classification List and vice versa. (g) Combine your two groups of cover sheets with their contents in the sequence the names appear on Form 4003. (h) Pack the combined groups of records of delinquents and deserters carefully for shipment and ship them to State headquarters, by registered mail if the package weighs under 4 pounds, by express if it weighs in excess of 4 pounds. SEC. 16. Segregate your miscellaneous records into groups of records of the same class. Wrap the separate groups carefully. Tie each group securely with cord, labeling the exterior of each package with a precise statement of its contents using Form 4001. Inventory the packages on Form 4002. Hold packages and inventories awaiting visit of the inspector provided for in section 17, or further instruction. SEC. 17. If you have properly taken all steps hereinbefore prescribed, your file of cover sheets is arranged by registration groups in sequence of order numbers; each contains every paper pertaining to the man whose name it bears, and the file is complete, except for the cover sheets and contents pertaining to delinquents and deserters and in place of each such cover sheet there is a dummy sheet (Form 4004.) You are now ready to prepare these individual records for shipment. Proceed as follows: (a) Maintaining the sequence of order numbers, tie the records in groups of 50 securely with cord. Tie twice around both sides and ends. Pack the bundles as closely as possible in present filing cabinets. If a sufficient number of filing cabinets is not available, pack the surplus cover sheets with their contents in bundles of 50 as prescribed, and await further instructions. (b) Upon completion of this work, telegraph State headquarters as follows: "Records ready for crating and shipment." An inspector will then be sent to look over your records, to authorize you to ship them, and to inform you as to how to ship them. SEC. 18. Under no circumstances will any registration cards be placed inside cover sheets. Both the original registration cards, and the duplicate registration cards which are returned from District Boards, are to be retained in their present files, and disposed of as hereafter directed. |