Rule 131 — Recording

1. (a)The RTC must maintain indelibly in a book provided for the purpose, or a computer assisted system, a complete record of each GBO , clearance, TOP , authority, instruction and other information that is required to be in writing. The record must be made prior to or during the transmission and never from memory or memoranda, and if required to be sent again, it will be transmitted from the original record. Such records must include original date of issue and acknowledgement(s), when applicable.
2. (b)When issuing by voice communication, if an error is detected in the record of a GBO , clearance, TOP , or other authority, and before it has been completed to any employee, the RTC must direct that all copies be immediately destroyed. The record must be marked void. If re-issued, those which require numbering must be given a new number.
3. (c)In copying and recording, the spelling of each station name must be exactly as shown in the time table. The RTC , when recording addresses, may use standard station identity letters. Underscoring will be recorded except when verified by a computer assisted system.
4. (d)Where a computer assisted system is not in use, all movements authorized by a clearance and all TOP limits must be recorded on a train sheet.

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