# Letters from an old railway official (second series)/Appendix

APPENDIX
THE UNIT SYSTEM OF ORGANIZATION.
This system of organization, sometimes called “the Hine system,” is frequently mentioned in these “Letters.” It was originated and installed by their writer while serving as organization expert for the Union Pacific System-Southern Pacific Company (Harriman Lines), 1908-1911, with the title of Special Representative on the staff of the Director of Maintenance and Operation, Mr. Julius Kruttschnitt.
An idea of the system can be obtained from the two following standard forms of official circulars for announcing its adoption:—
....................... RAIL...... COMPANY.
Office of General Manager.
CIRCULAR NO. ....
.................. 191..
The following appointments of Assistant General Managers are announced, effective ........... 191..
1. Mr. .................... 2. Mr. .................... 3. Mr. .................... 4. Mr. .................... 5. Mr. .................... 6. Mr. .................... 7. Mr. .................... 8. Mr. ....................
Each of the above named officials continues charged with the responsibilities heretofore devolving upon him ​and in addition assumes such other duties as may from time to time be assigned.
The titles, General Superintendent, Superintendent of Motive Power, Chief Engineer, Superintendent of Transportation, General Storekeeper, Superintendent of Telegraph, and Superintendent of Dining Cars, will be retained by the present holders or their successors to such extent only as may be necessary for a proper compliance with laws and existing contracts.
All persons under the jurisdiction of this office will address reports and communications, including replies, intended for the General Manager or for any Assistant General Manager, simply: “Assistant General Manager” (Company telegrams, “A. G. M.”), no name being used in the address unless intended as personal or confidential or to reach an official away from his headquarters.
It is intended that an Assistant General Manager shall be in charge of this office during office hours. Each official transacts business in his own name and no person should sign the name or initials of another. All persons outside the jurisdiction of this office are requested to address communications, including replies, intended for the General Manager or for any Assistant General Manager, simply: “General Manager ................... Co., ..............Bldg. ..............” no name being used in the address unless intended as personal or confidential or to reach an official away from his headquarters.
.................  General Manager.
Approved:  .................... Vice President.
....................... RAIL...... COMPANY.
....................... DIVISION.
Office of Superintendent.
CIRCULAR NO. ...
.................. 191..
Effective this date this Division discontinues among its officials the use of the titles Master Mechanic, Division Engineer, Trainmaster, Traveling Engineer, Chief Dispatcher, Division Storekeeper, and Division Agent.
The following named officials are designated:
1. Mr. ..................., Assistant Superintendent. 2. Mr. ..................., Assistant Superintendent. 3. Mr. ..................., Assistant Superintendent. 4. Mr. ..................., Assistant Superintendent. 5. Mr. ..................., Assistant Superintendent. 6. Mr. ..................., Assistant Superintendent. 7. Mr. ..................., Assistant Superintendent. 8. Mr. ..................., Assistant Superintendent.
They will be obeyed and respected accordingly.
Each of the above named officials continues charged with the responsibilities heretofore devolving upon him, and in addition assumes such other duties as may from time to time be assigned.
All of the above will be located in the same building with one consolidated office file in common with the Superintendent.
​All reports and communications on the Company’s business, including replies, originating on this division, intended for the Superintendent or for any Assistant Superintendent, will be addressed simply, “Assistant Superintendent” (telegrams, “A. S.”), no name being used in the address unless intended to reach an official away from his headquarters, or to be personal rather than official, in which latter case it will be held unopened for the person addressed. It is intended that an Assistant Superintendent shall be on duty in charge of the division headquarters office during office hours. The designation of a particular Assistant Superintendent to handle specified classes of correspondence and telegrams is a matter concerning only this office. Each official transacts business in his own name, and no person should sign the name or initials of another. The principle to guide subordinate officials and employes is to be governed by the latest instructions issued and received.
Train orders will be given over the initials of the Train Dispatcher on duty, as will messages originated by him.
The modifications of pre-existing organization and methods herein ordered have been carefully worked out to expedite the Company’s business by the reduction and simplification of correspondence and records. It is expected and believed that officials and employes will insure a successful outcome by lending their usual intelligent coöperation and hearty support.
Officials and other persons above and outside the jurisdiction of this division are requested to address official communications intended for the Superintendent or for any Assistant Superintendent, simply, “Superintendent, ............ Division ............,” (telegrams, “Supt.”), no name being used in the ​address unless intended as personal or confidential or to reach an official away from his headquarters.
.................  Superintendent.
Approved:  .................... General Manager.