Smithsonian miscellaneous collections

SMITHSONIAN MISCELLANEOUS COLLECTIONS.

325

BUSINESS ARRAJTGEMENTS

OF

THE

SMITHSONIAN INSTITUTION.

Washington, January

1,

1879.

The

annual meeting of the

Board of Regents

is heldon the third

Wednesday

in January.

The

annual meeting of the ^"

Establishment

^" is held on the

first Tuesdayin

May.

The

meetings of the

Executive Committee

are held on the second

Monday

of January, April,July,

and

October.

The

general business of the Institution, under direction of the Secretary,isin charge of the

Chief Clerk,

and applications,are to be

made

to thelatterfor publications, supplies, serviceoflaborers, leave of absence,keys, &c.

The

exhibition hallsare open tothejjublic from 9 a. m. to 4.30 p. m. every day in the year,exceptSundays.

The

business officesareopenfrom 9a. m. to 4 _p. m.

The

work-rooms andshops areopenfrom 7.30 a.m.to4.30p. m.

No

smoking allowed inthepublic halls.

Employees

entrustedwith keys willbe held responsiblefor them, and no one will be allowed to procure a duplicate key without permission.

Gas

isnottobeleft burning inunoccupied rooms.

^l BUSINESS

ARRANGEMENTS

OF

THE

Receipts aretobe given for anypublicproperty received by em- ployees.

The

printing of the publications of the Institution, theblank forms, circulars, labels,etc., is in charge of the Chief Clerk,

who

will keep arecord of each article,showing its title,author,commis- sion of reference,

name

of printer,

number and

character of illus- trations,

number

of copies printed,reception of proofs,&c., &c.

A

^{record is to} be kept of each wood-cut, plate, or illustration,

and

thelatterareto be properly

numbered and

arranged in cases,

andthese, with stereotypeplates, are to bein charge of the Chief Clerk.

The

CorrespondingClerkisto preparelettersor answersto com- munications as directed

by

the Secretary or Chief Clerk; is to

make

references asrequired; tohave charge of the current letter-

copy books; to superintend copying letters; to

make

the proper enclosures,anddirectandsealthe envelopes.

He

isalso to direct thefiling of letters and documents attended

to, andthe indexingand binding ofletters received andwritten.

He

^isto prepare orderson the

Document

Clerk for publications promised.

The

correspondence attended toistobe^fileddailyinalphabetical boxes, and

bound

in volumesas

may

be necessary.

Applicationsforvolumes of the ^"Smithsonian Contributions to

Knowledge

^" andthe ^"Miscellaneous Collections " are to be

made

tothe Secretary; forpartsof seriesand for annual reports to the Chief Clerk.

The Document

Clerk is to fill ordersforpublications,andfor-

ward them by

mail, messenger, or otherwise, as directed.

The Document

Clerk istohavecharge ofthestock ofall printed matter belongingto theInstitution ; totakeaccount of the

same

in the

month

ofJulyannually; to report

when

thesupply ofany

work

orblank is nearlyexhausted; tokeep a samplebook of circulars, blanks,labels, &c.,&c.

Transmissions through the Smithsonian Institution for foreign countries areto be confined exclusivelytobooks, pamphlets,charts,

andother printed matter,sent as

donations

or

exchanges,

andnot to include those procured

by

purchase.

The

Institution and its

agents will not receive apparatus and instruments, philosophical, medical, etc., (including microscopes,) whether purchased or pre- sented; norspecimens of naturalhistory, exceptwherespecial per- mission fromtheInstitution has been obtained.

The

Departments or Bureaus of the UnitedStates

Government

to payto theSmithsonian Institution fivecents per

pound

on their packages, which includes all expense of boxing, shipping, and transportation.

A

list of the addresses and a statement of contents of each sending to be mailed to the Smithsonian Institution at or before the time of transmission.

Packages to be legibly addressed and to be endorsed with the

name

of the sender

and

their contents.

Packages to be enveloped in stout paper, and securely pasted or tiedwith strong twine

—

^{neversealedwith wax.}

No

packageto asingle addressto exceed one-half of one cubic foot in bulk.

To

have no enclosures ofletters.

To

be delivered to the Smithsonian Institution or its agents free of expense.

To

contain a blank acknowledgment, to be signed and re- turned

by

the party addressed.

Shouldreturns be ^desired,the fact is to be explicitly stated on orin thepackage.

Unless these conditions are complied with, the parcels cannot beforwarded

by

the Institution.

Packagesfor distribution inthe United States, and for all other parts of the world, areto bereceived,recorded,acknowledged, and forwarded bythe

Exchange

Clerk.

Boxes for England, Fi'ance,

and Germany

are to be forwarded everytwo months,

and

for othercountries as often as the accumu- lations renderitnecessary.

Books,^pamphlets, maps, periodicals, etc., intepded forthe Smith- sonian library are tobedelivered toand recordedbythe Librarian.

Such

booksas are designatedby the Secretary are to be sent to theLibrary of Congress,but all articles received must remain in the office of the Librarian at the Institution at least one weekfor examination.

4 BUSINESS ARRANGEMENTS

OF

THE

No

bookorotherarticlebelonging tothe library shall be taken until entered intheregister by the Librarian,

Books

from theLibrary of Congress aretobe obtained

by

^writ- tenapplication,ontheproper forms,totheLibrarian,

and

approved

by

theSecretary*

A

record of bookslentshallbekept

by

the Librarian,

who

is to seethat they aredulyreturned.

The

Transportation Clerk isto take charge of all boxes, barrels,

and

packagesdelivered atthe Institution; record theirsize,Aveight,

number,nature, address, from

whom

received, cost of freight,&c.,

and

to collect chargeson packages for individuals.

He

istoenter, stamp,

and

send

by

express, railroad,steamer,&c.,all packagesex- ceptthosetoforeign countries; tohave charge of

empty

boxes

and

packing material, and assist the Librarian and

Exchange

Clerk whenever required.

No

checks are tobe

drawn

except for the

payment

of accounts which havebeen examined and approved bytheSecretary.

The

Institution will not be responsible forthe

payment

of any

bills contracted without a written orderfromthe Secretary or Chief Clerk.

Ordersareto be returned

by

the party furnishing the article re- quired, with thecost stated, andthe receipt of the personto

whom

it was ^delivered.

Bills presented, are to be examined

by

the Accountant,to see that the calculations are correct and the voucherin proper form, prices reasonable, andthearticles delivered.

Receipts signed

by

clerks or agents are inadmissible, unless ac- companied bya power of attorney,showing the legal authority

of

the party signingtoreceipt for themoney.

The payment

^{of bills}

and

^{salaries is to}be

made

on the twenty- fifthdayof each month.

Cash from sales of old- material, publications, postage stamps,

&c.,to be deposited with theAccountant.

SMITHSONIAN

INSTITUTION. 5

The amount

required to pay bills in foreign countries is tobe ascertained

by

^tlie Accountant, and thestatement of the

bank

as to costtobe kept with the voucher.

A

statement istobe

made

to the Secretary monthly of the re- ceipts

and

expenditures.

A

quarterly examination of all vouchers, books, checks, &c., willbe

made by

theExecutive Committee,

who

certify tothecondi- tion of theaccounts

and make

an annual report to the

Board

of Regents.

The

Superintendent of theBuildingistohavegeneraldirectionof laborers,and keepaccount of theirtimeandthe nature of the

work

performed; to havecharge of therepairsof the building,the roofs>

gutters, grounds,water

and

gas-pipes, plugs, stop-cocks, hose,water- closets, wash-stands, sinks, stoves, flues, building materials,tools,

hardware, trucks,W'heelbarrows, ladders, furniture, clocks, storage ofboxes; to

make an

inventory annually,on1stJuly, of property to

make

frequent examination of the fire-plugs, hose,and buckets,

and

seethat they are kept in good order; to drill all employeesin the use of fire-alarm signals, hose,and the protection of thebuild- ingin caseoffire, andtoseethat thekeys are keptin theirproper places^; tohave chargeof wastepaper

and

disposeof itfrom time to time, turning over the proceeds to the Accountant; to have charge of the watch-stations and daily reportsof the night-watch-

man, and

to see thata

watchman

isalways'on duty inthe building toanswerthe front-door bellat anyhour, day or night.

TlieJanitoris to openthebuildingat 9a. m, andcloseitat4.30 p. ra., ringing a bell five minutes before the time for closing; to direct visitors to diSerentparts of the building, and to point out objectsof special interest; toprevent the entrance of improperor disorderly persons, to secure order in the public halls, and to guard the property of the Institution; to see that all doors

and

windowsare fastenedatthetime the buildingisclosed

and

on theapproach of a storm.

The

Messenger isto bring the mail at 9 a, m. and 2 p. m.,

and

take itat 1.30and 4.30 p.m., daily, except

Sunday

; tocarry mes- sages andpackages, as required by the Secretary or Chief Clerk toassortthemail andplace theletters in the lock-boxes; to take

.6

BUSINESS ARRANGEMENTS

OF

THE

chargeof letters,&c., for persons temporarily connected with the Institution; to

make

presscopies of letters; tostamj)allmail sent outwith the

name

of theInstitution,

and

affix the necessarypost- agestamps; tohave charge of postage stamps and envelopes,and

make

returns of sales tothe Accountant; togiveproperdirections to visitors.

SMITHSONIAN

INSTITUTION.

EXPLANATION OF SYMBOLS USED IN BUSINESS OF THE INSTITUTION.

ACTION TO HE TAKEN.

S". Forfilesof theSmithsonianInstitution.

F. Forfilesof theUnited StatesFish Commission.

a. Prepare answer.

r. Toberead,andcontentsnoted.

c. Personal conferencedesiredbytheSecretary.

t. Tobetranslated.

?\ Asa secondletter

—

^tobe returnedassoonas possible.

/. Tobefiledingeneral correspondence,orunderspecialheaddesignated.

Thecombination of two letters shows thatdoubleactionistobe taken:

as

—

a. r. Answerandreturn; t. r. Translate andreturn; r. r. Head and return; S.f. File inSmithsoniancorrespondence.

ABBRETIATIOJfS FOR REFERENCE OF LETTERS,

&c,

BAIED,

S.

F

^B.

BEAN,

T.H. Bn.

BOEHMEE,

G.

H

^Br.

BESSELS,

E. Bs.

BEOWN,

S.

C

^S. C. B.

BEOWN,

S.

G

^{S. G. B.}

GUSHING,

F.

H

^{F. H. C.}

DAINGEEFIELD,

^{IMiss Dd.}

DIEBITSCH, H

D.

DALE, W. H

^Dl.

ENDLICH,

F.

M

^E.

FOEEMAN,

E. Fn.

GASS, HENEY

G.

GOODE,

G.B. G.G.

GILL,

T.

N

^{T. G.}

GILL, UEEBEET A

H. G.

GEIFFIN,

Miss M.

E

31. G.

HOEAN, UENEY

^n.

LEECH, D

^L.

MASON,

O.

T

^Mn.

MILNEE,

J.

W

^M.

KHEES, W.

^{J K.}

RAU, C

^{C. E.}

EIDGWAY, EOB'T

^{E. R.}

STOEEZEE,

Mrs. L. L.S.

SHINDLEE,

A. Z A.Z.S.

SMILLIE,

T.

W

^T.S.

TAYLOE, W.

^{B. T.}

TUENEE,

MissJ. A. J. T.

YOUNG,

C.

B

^Y.