Damaged and Defective Car Tracking (DDCT) User Guide: Last Updated: September 2022

Damaged and Defective
Car Tracking (DDCT)

User Guide
© Copyright 2022 Railinc. All Rights Reserved.
Last Updated: September 2022

DDCT User Guide
Table of Contents
Learning about DDCT................................................................................................................... 1
Annotation Terminology .............................................................................................................. 2
General User Interface and System Requirements....................................................................... 3
Accessing the Railinc Customer Success Center ......................................................................... 3
Getting Started ............................................................................................................................... 4
Register to Use Railinc SSO ........................................................................................................ 4
Role-Based Application ........................................................................................................... 4
Requesting DDCT Access ........................................................................................................... 5
DDCT and FindUs.Rail Requirements ........................................................................................ 6
Logging in to DDCT .................................................................................................................. 10
Search............................................................................................................................................ 12
Viewing Search Results ............................................................................................................. 15
Viewing Incident Car Details ................................................................................................ 16
Viewing Defect Card Details ................................................................................................. 18
Viewing ICB Records ............................................................................................................ 19
Exporting Search Results ........................................................................................................... 19
Incidents........................................................................................................................................ 20
Create Incident ........................................................................................................................... 20
Creating Rule 1 and 108 Incidents ......................................................................................... 28
VFLT Incident Details Processing ......................................................................................... 29
Adding/Removing/Viewing Attachments.............................................................................. 31
Saving a Draft Incident .......................................................................................................... 35
Viewing Incident Drafts......................................................................................................... 36
Printing Car Details ............................................................................................................... 38
Equipment Restenciled via Umler/DDCT Rules ................................................................... 39
Remove From Incident .......................................................................................................... 40
Re-Add Car (Rule 96 and Rule 107 only) ............................................................................. 41
Truck Hunting (THD) and Equipment Advisory (EA) and Informational Notice (IN) ......... 42
Audit Log ............................................................................................................................... 45
Update Incidents ........................................................................................................................ 47
Third Party Requests .................................................................................................................. 48
Assigning to Third Party ........................................................................................................ 48
Accepting/Rejecting Third Party Requests ............................................................................ 51
Autocloses .................................................................................................................................. 53
Autoclose Rule 1 Incident – 3 Loaded Trips ......................................................................... 53
Autoclose Rule 95, 107 Incidents and Defect Cards ............................................................. 53
Damaged Cars .............................................................................................................................. 54
Request Actual DV/Disposition ................................................................................................. 55
Provide Actual DV/Disposition ................................................................................................. 58
Handling Carrier Provides Disposition .................................................................................. 67
Offer Settlement/Handling Carrier Repair ................................................................................. 69
Offer Settlement..................................................................................................................... 70
Handling Carrier Repair......................................................................................................... 71
Reject Actual DV ....................................................................................................................... 72
Accept/Reject Settlement ........................................................................................................... 74
Defective Cars .............................................................................................................................. 76
Request Disposition ................................................................................................................... 76
Provide Disposition .................................................................................................................... 79
Provide Salvage Value ........................................................................................................... 82
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Accept/Reject Salvage Value................................................................................................. 86

Car Dismantling Procedure for Incidents Created Prior to February 21, 2017...................... 87
Defect Cards ................................................................................................................................. 90
Create Defect Card ..................................................................................................................... 91
Creating a Defect Card that is Not Associated with an Incident ........................................... 91
Creating a Defect Card that is Associated with an Incident .................................................. 93
Saving a Defect Card ............................................................................................................. 97
Saving a Defect Card as a Draft............................................................................................. 98
Report Defect Card Repairs ....................................................................................................... 99
View Defect Card Drafts.......................................................................................................... 100
Shop ............................................................................................................................................. 101
Report Car On Hand ................................................................................................................ 102
Reporting Unexpected Cars On Hand.................................................................................. 107
Cars Dispositioned to Shop ...................................................................................................... 107
Cars On Hand ........................................................................................................................... 109
Report Repairs ......................................................................................................................... 110
Intermediate Shop Complete ............................................................................................... 113
Repair History .......................................................................................................................... 114
Tools ............................................................................................................................................ 116
Notification Preferences........................................................................................................... 116
Interchange Bureau (ICB) ........................................................................................................ 117
Create ICB Record ................................................................................................................... 117
Closing an ICB Record ............................................................................................................ 120
Documentation ........................................................................................................................... 121
Incident Record Format ............................................................................................................ 122
Defect Card Format ................................................................................................................... 125
Bad Order Reason Codes .......................................................................................................... 126
DDCT Flow Diagrams ............................................................................................................... 127
Rule 1 ....................................................................................................................................... 127
Rule 1 — Overview ............................................................................................................. 127
Rule 1 — Updates and Draft Incidents ................................................................................ 128
Rule 1 — Provide Disposition ............................................................................................. 129
Rule 1 — Repair Car ........................................................................................................... 130
Rule 1 — Defect Card ......................................................................................................... 131
Rule 1 — THD..................................................................................................................... 132
Rule 1 — THD..................................................................................................................... 133
Rule 1 — IN-3000 ............................................................................................................... 134
Rule 108 ................................................................................................................................... 135
Rule 108 — Overview ......................................................................................................... 135
Rule 108 — Updates and Draft Incidents ............................................................................ 136
Rule 108 — Provide Disposition ......................................................................................... 137
Rule 108 — Repair/Dismantle Car ...................................................................................... 138
Rule 108 — Defect Card ..................................................................................................... 139
Rule 107 ................................................................................................................................... 140
Rule 107 — Overview ......................................................................................................... 140
Rule 107 — Updates and Draft Incidents ............................................................................ 141
Rule 107 — Provide Actual DV & Disposition................................................................... 142
Rule 107 — Settlement ........................................................................................................ 143
Rule 107 — Car Repair ....................................................................................................... 144
Rule 107 — Handling Carrier Car Repair ........................................................................... 145
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Rule 107 — Defect Card ..................................................................................................... 146

Rule 95 ..................................................................................................................................... 147
Rule 95 — Overview ........................................................................................................... 147
Rule 95 — Updates and Draft Incidents .............................................................................. 148
Rule 95 — Car Repair ......................................................................................................... 149
Rule 95 — Defect Card ....................................................................................................... 150
Interchange Bureau (ICB) ........................................................................................................ 151
Glossary ...................................................................................................................................... 152
Index............................................................................................................................................ 153
List of Exhibits
Exhibit 1. User Roles and Descriptions ........................................................................................... 4
Exhibit 2. DDCT Request Permission ............................................................................................. 5
Exhibit 3. Contact Category Selection ............................................................................................. 7
Exhibit 4. Contact Category (Repair Shop) ..................................................................................... 7
Exhibit 5. Contact Category (Scrapper) ........................................................................................... 8
Exhibit 6. Contact Category (Pre-Trip Location) ............................................................................ 8
Exhibit 7. Contact Category (Storage Facility)................................................................................ 9
Exhibit 8. Contact Category (Damaged Defective Car Tracking) ................................................... 9
Exhibit 9. Contact Category (Interchange Bureau) ........................................................................ 10
Exhibit 10. User Mark Selection .................................................................................................... 10
Exhibit 11. DDCT Home Page ...................................................................................................... 11
Exhibit 12. DDCT Application Menu Functions ........................................................................... 11
Exhibit 13. Search Incident, Defect Card, and ICB Record........................................................... 13
Exhibit 14. Search Results ............................................................................................................. 15
Exhibit 15. Car Details................................................................................................................... 17
Exhibit 16. Defect Card Details ..................................................................................................... 18
Exhibit 17. File Download (for Search export).............................................................................. 19
Exhibit 18. CSV Search Export (displayed in Excel) .................................................................... 19
Exhibit 19. Save As (for exporting CSV Search Results to file) ................................................... 19
Exhibit 20. Incidents Menu ............................................................................................................ 20
Exhibit 21. Incident Menu Items and Descriptions........................................................................ 20
Exhibit 22. New Car Incident ........................................................................................................ 21
Exhibit 23. New Car Incident (showing incident type drop-down) ............................................... 21
Exhibit 24. Interchange Rule Drop-Down ..................................................................................... 22
Exhibit 25. New Car Incident (Rule 1–EHMS Alert) .................................................................... 22
Exhibit 26. New Car Incident (Rule 1–Equipment Advisory Alert).............................................. 22
Exhibit 27. Rule 95 or 107 Incident Types .................................................................................... 23
Exhibit 28. Rule 96 Incident Types ............................................................................................... 23
Exhibit 29. SPLC Search (with results) ......................................................................................... 23
Exhibit 30. Incident Details (Rule 1 with a warning of equipment duplication) ........................... 24
Exhibit 31. Override Possession Check ......................................................................................... 24
Exhibit 32. Equipment Details ....................................................................................................... 25
Exhibit 33. Defect Codes ............................................................................................................... 26
Exhibit 34. Damaged Car Incidents Details (with defect specified) .............................................. 27
Exhibit 35. Damaged Car Incident Details (are you sure?) ........................................................... 27
Exhibit 36. Create Incident (Successful Confirmation) ................................................................. 27
Exhibit 37. Incident Details ........................................................................................................... 28
Exhibit 38. Request Disposition .................................................................................................... 28
Exhibit 39. Confirm Request for Disposition ................................................................................ 29
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Exhibit 40. Disposition Request Success ....................................................................................... 29

Exhibit 41. Multi Level Equipment Option Page (with option selected) ....................................... 29
Exhibit 42. Incident Details (for Rule 1 VFLT)............................................................................. 30
Exhibit 43. Request Disposition (for Rule 1 VFLT) ...................................................................... 30
Exhibit 44. Incident Details (showing Add Attachment option).................................................... 31
Exhibit 45. Add Attachment Pop-up .............................................................................................. 31
Exhibit 46. Add Attachment Pop-up (showing files to be attached and additional fields) ............ 32
Exhibit 47. Add Attachment Pop-up (with success message)........................................................ 32
Exhibit 48. Add Attachment Pop-up (with download action indicated) ........................................ 33
Exhibit 49. Add Attachment Pop-up (with remove action indicated) ............................................ 34
Exhibit 50. Add Attachment Pop-up (with attachment removal message) .................................... 34
Exhibit 51. Damaged Car Incident Details (after Save Draft) ....................................................... 35
Exhibit 52. Incident Drafts............................................................................................................. 36
Exhibit 53. Incident Details ........................................................................................................... 37
Exhibit 54. Incident Details (for Draft Incident Edit) .................................................................... 37
Exhibit 55. Car Details page (showing the Report Preview link) .................................................. 38
Exhibit 56. Car Details page (showing the Print Report link) ....................................................... 38
Exhibit 57. Car Details (for restenciled equipment) ...................................................................... 39
Exhibit 58. Remove Equipment From Incident ............................................................................. 40
Exhibit 59. Removal Reason Codes............................................................................................... 41
Exhibit 60. Incident Details (with removed equipment) ................................................................ 41
Exhibit 61. Incident Details (with re-add car option indicated) ..................................................... 42
Exhibit 62. Car Details page with DDCT generated message in the Note section ........................ 44
Exhibit 63. Reason Code: THD Incident - THD Alert Remediated .............................................. 44
Exhibit 64. Audit Log - Incident Event History............................................................................. 45
Exhibit 65. Audit Log - Incident Event History (for selected Event) ............................................ 46
Exhibit 66. Bottom of Car Details (showing Assign to Third Party option).................................. 48
Exhibit 67. Third Party Request..................................................................................................... 49
Exhibit 68. MARK Search ............................................................................................................. 49
Exhibit 69. Third Party Request Warning/Confirmation ............................................................... 50
Exhibit 70. Third Party Request Confirmation .............................................................................. 50
Exhibit 71. Accept/Reject Third Party Requests ........................................................................... 51
Exhibit 72. Accept Third Party Request ........................................................................................ 51
Exhibit 73. Accept Third Party Request Confirmation .................................................................. 51
Exhibit 74. Accept Third Party Request Success Message ............................................................ 52
Exhibit 75. Reject Third Party Request ......................................................................................... 52
Exhibit 76. Reject Third Party Request Confirmation ................................................................... 52
Exhibit 77. Reject Third Party Request Success Message ............................................................. 52
Exhibit 78. Damaged Cars Menu ................................................................................................... 54
Exhibit 79. Damaged Cars Menu Items and Descriptions ............................................................. 54
Exhibit 80. Request Actual DV/Disposition .................................................................................. 55
Exhibit 81. Request Actual DV/Disposition Equipment ............................................................... 56
Exhibit 82. Select Cars to Request Actual DV/Disposition (no incident found) ........................... 56
Exhibit 83. Select Cars to Request Actual DV/Disposition (incident found) ................................ 57
Exhibit 84. Confirm Request for Actual DV/Disposition .............................................................. 57
Exhibit 85. Confirmation of Request for Actual DV/Disposition.................................................. 57
Exhibit 86. Pending Damaged Car Incidents to Provide Actual DV/Disposition.......................... 59
Exhibit 87. Actual DV/Disposition ................................................................................................ 59
Exhibit 88. Settlement Value Statement ........................................................................................ 60
Exhibit 89. Settlement Value Statement (Type Drop-Down) ........................................................ 61
Exhibit 90. Settlement Value Statement Descriptions ................................................................... 61
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Exhibit 91. Salvage Value Worksheet ........................................................................................... 64

Exhibit 92. Settlement Value Statement (Depreciated Value Method) ......................................... 65
Exhibit 93. Disposition Shops........................................................................................................ 66
Exhibit 94. Actual DV/Disposition (displayed with depreciated or salvage value)....................... 66
Exhibit 95. Actual DV/Disposition (with calculated ADV override) ............................................ 66
Exhibit 96. Actual DV/Disposition Submit Confirmation (after confirming) ............................... 67
Exhibit 97. Car Details page (reflecting the new Settlement Values)............................................ 67
Exhibit 98. Actual DV/Disposition (Overridden with Actual DV set to zero) .............................. 68
Exhibit 99. Offer Settlement / Handling Carrier Repair ................................................................ 69
Exhibit 100. Confirm Offer Settlement Action.............................................................................. 70
Exhibit 101. Offer Settlement / Reject Actual DV (with completion notification) ....................... 70
Exhibit 102. Confirm Repair by Handling Carrier Action............................................................. 71
Exhibit 103. Repair by Handling Carrier Notification ................................................................... 71
Exhibit 104. Reject Actual DV Page (Showing Pending Incidents Available) ............................. 72
Exhibit 105. Reject Actual DV Reason ......................................................................................... 73
Exhibit 106. Reject Actual DV Reason (with confirmation message)........................................... 73
Exhibit 107. Reject Actual DV Reason Success Message ............................................................. 73
Exhibit 108. Pending Incidents for Accept/Reject Settlement ....................................................... 74
Exhibit 109. Confirm Settlement Accept/Reject Action for Accept .............................................. 75
Exhibit 110. Confirm Settlement Accept/Reject Action for Accept (Submitted) .......................... 75
Exhibit 111. Defective Cars Menu................................................................................................. 76
Exhibit 112. Defective Cars Menu Items and Descriptions ........................................................... 76
Exhibit 113. Request Disposition (Contact completed) ................................................................. 77
Exhibit 114. Request Disposition (Add Equipment) ..................................................................... 77
Exhibit 115. Request Disposition .................................................................................................. 78
Exhibit 116. Request Disposition Confirmation Pop-up................................................................ 78
Exhibit 117. Disposition Request Success ..................................................................................... 79
Exhibit 118. Pending Defective Car Incidents to Provide Disposition .......................................... 79
Exhibit 119. Provide Defective Car Disposition............................................................................ 80
Exhibit 120. Provide Defective Car Disposition (for Select Waybill Location option) ................ 81
Exhibit 121. Provide Disposition Confirmation ............................................................................ 81
Exhibit 122. Provide Defective Car Disposition Confirmation (after confirm)............................. 81
Exhibit 123. Pending Defective Car Incidents to Provide Disposition .......................................... 82
Exhibit 124. Provide Defective Car Disposition............................................................................ 83
Exhibit 125. Car Details Page showing the Disposition Section ................................................... 83
Exhibit 126. Provide Salvage Value .............................................................................................. 83
Exhibit 127. Salvage Value Worksheet ......................................................................................... 84
Exhibit 128. Provide Salvage Value (completed) .......................................................................... 85
Exhibit 129. Accept/Reject Salvage Value .................................................................................... 86
Exhibit 130. Car Details showing Accept/Reject Salvage Value .................................................. 86
Exhibit 131. Accept/Reject Salvage Value .................................................................................... 87
Exhibit 132. Dismantle Defective Cars.......................................................................................... 87
Exhibit 133. Confirm Dismantle Car ............................................................................................. 88
Exhibit 134. Confirm Dismantle Car (success message) ............................................................... 88
Exhibit 135. Car Details (showing Dismantle Car option) ............................................................ 89
Exhibit 136. Defect Cards Menu ................................................................................................... 90
Exhibit 137. Defect Cards Menu Items and Descriptions .............................................................. 90
Exhibit 138. Create Defect Card (Not Associated with an Incident) ............................................. 91
Exhibit 139. Manage Defects ......................................................................................................... 92
Exhibit 140. Create Defect Card (showing defect added).............................................................. 92
Exhibit 141. Car Details Page ........................................................................................................ 94
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Exhibit 142. Create Defect Card Page (Associated with an Incident) ........................................... 95
Exhibit 143. Manage Defects ......................................................................................................... 95
Exhibit 144. Create Defect Card (showing added defect) ............................................................. 96
Exhibit 145. Defect Card Information ........................................................................................... 97
Exhibit 146. Defect Card Creation Confirmation Pop-up.............................................................. 97
Exhibit 147. Defect Card Creation Success Message .................................................................... 97
Exhibit 148. Defect Card Information ........................................................................................... 98
Exhibit 149. Confirmation Required Pop-up ................................................................................. 98
Exhibit 150. Confirmation Required Pop-up ................................................................................. 99
Exhibit 151. Repairs Successfully Reported Message (Defect Card Details page) ....................... 99
Exhibit 152. Defect Card Drafts .................................................................................................. 100
Exhibit 153. Defect Card Draft Details........................................................................................ 100
Exhibit 154. Shop Menu .............................................................................................................. 101
Exhibit 155. Repairs Menu Items and Descriptions .................................................................... 101
Exhibit 156. Report Car On Hand................................................................................................ 102
Exhibit 157. Report Car on Hand (for requested ID, including unexpected equipment) ............. 103
Exhibit 158. Confirm Car On Hand ............................................................................................. 104
Exhibit 159. Report Car On Hand (confirm) ............................................................................... 104
Exhibit 160. Confirm Car On Hand (success message) ............................................................... 104
Exhibit 161. Shop Couplet Requested ......................................................................................... 105
Exhibit 162. Shop Couplet Search ............................................................................................... 105
Exhibit 163. Shop Couplet Search (results) ................................................................................. 106
Exhibit 164. Report Car on Hand (Unexpected Equipment Arrival Notice) ............................... 107
Exhibit 165. Cars Dispositioned to Shop ..................................................................................... 108
Exhibit 166. Cars On Hand .......................................................................................................... 109
Exhibit 167. Report Repairs ......................................................................................................... 110
Exhibit 168. Repairs..................................................................................................................... 111
Exhibit 169. Repairs (Reason for Removal) ................................................................................ 111
Exhibit 170. Car Inspected-No Defects Found Confirmation...................................................... 112
Exhibit 171. Report Repairs (defect repair pending) ................................................................... 112
Exhibit 172. Report Repairs Success Message ............................................................................ 112
Exhibit 173. Report Repairs (confirm release car) ...................................................................... 113
Exhibit 174. Intermediate Shop Complete Success Message ...................................................... 113
Exhibit 175. Repair History ......................................................................................................... 114
Exhibit 176. Repairs..................................................................................................................... 115
Exhibit 177. Tools Menu ............................................................................................................. 116
Exhibit 178. Tools Menu ............................................................................................................. 116
Exhibit 179. Notification Preference ........................................................................................... 116
Exhibit 180. ICB Menu ................................................................................................................ 117
Exhibit 181. ICB Menu ................................................................................................................ 117
Exhibit 182. Interchange Bureau Record (Create) ....................................................................... 118
Exhibit 183. ICB Record Created Success Message.................................................................... 119
Exhibit 184. Edit Interchange Bureau Record ............................................................................. 120
Exhibit 185. Edit Interchange Bureau Record (after the Close option is selected)...................... 120
Exhibit 186. Documentation Menu .............................................................................................. 121
Exhibit 187. DDCT User Guide................................................................................................... 121
Exhibit 188. Incident Record CSV Format .................................................................................. 122
Exhibit 189. Status Codes and End States ................................................................................... 124
Exhibit 190. Defect Card CSV Format ........................................................................................ 125
DDCT User Guide vi Revised September 2022

Learning about DDCT
Learning about DDCT

The Damaged and Defective Car Tracking System (DDCT) is a web-based application that enables
freight Car Owners and railroads to exchange information about damaged and defective freight cars.
Handling of damaged and defective freight cars is subject to the American Association of Railroads
(AAR) Interchange Rules. Damaged cars are handled in accordance with Rule 107 and defective
cars are handled in accordance with Rules 1, 96, and 108. Rule 95 is used for any damaged
equipment that can be returned to service. Rule 102 applies to defect cards. Refer to AAR
Interchange Rule 115 for information about participation and guidelines for DDCT.
The following list identifies the rules that apply to DDCT. Refer to the Field Manual of the AAR
Interchange Rules for detailed information about each rule.
Rule 1 Care of freight cars, inspection, repairs to foreign cars, disposition for unacceptable
cars, gages and publications required and car classification.
Rule 95 Handling of damaged equipment that can be returned to service. Assumes damage is
the Handling Carrier’s responsibility and that the car can be returned to service without
requesting disposition. Rule 95 does not allow for disposition. If handling line damage
is to the extent that it requires disposition, it is entered under Rule 107.
Rule 96 Covers loss, damage, or defects unless otherwise designated as handling or delivering
line responsibility.
Rule 102 Defect cards procedures.
Rule 107 Handling of damaged or destroyed equipment, disposition/settlement, depreciated
value, and settlement value.
Rule 108 Cars requiring extensive repairs.
Note: For information about ordering the Field Manual of the AAR Interchange Rules, call 1-
877-999-8824 or visit www.aarpublications.com.
DDCT enables you to:

• Create, manage, and track damaged and defective car incidents as defined in AAR
Interchange Rules 1, 95, 96, 107, and 108. Incidents with a date prior to January 5, 2011
will not be accepted into DDCT.
• Import data from external systems to be used to create and update incidents, including
attaching photographs/pictures.
• Create electronic defect cards in accordance with Rule 102.
• Query active and closed (historical) incidents.
DDCT interfaces with Umler®, the Event Repository (TRAIN/EDI), and the Liability Continuity
System (LCS). DDCT also interfaces with IRF Web to assist you in finding correct Standard
Point Location Codes (SPLCs).
DDCT interfaces with Railinc’s Equipment Advisory (EA) system. When a DDCT incident is
created, the car is placed on an Informational Notice (IN) advisory that corresponds to the rule
number used in creating the incident. The IN advisory advises the railroad, Car Owner, or repair
facility that a defect exists for the unit. When cars reach an end state in DDCT, the cars are
automatically removed from the respective IN advisory. Cars can be added to the DDCT-specific
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Learning about DDCT
Informational Notice advisories only through the DDCT system—cars cannot be added or removed
through Equipment Advisory.
The Equipment Advisory IN advisories used by DDCT are as follows:
• IN-3000 – Rule 1
• IN-3001 – Rule 95 and standalone defect cards
• IN-3002 – Rule 107
• IN-3003 – Rule 108
• IN-3004 – Rule 96
Note: To view IN advisories, you must have access to the Equipment Advisory (EA) system.
You may request this access to EA via Railinc. Defect cards that are not associated with
an incident appear on the IN-3001 letter, along with Rule 95 incidents.
DDCT also interfaces directly with the Railinc Equipment Health Management System (EHMS).
When a Truck Hunting (THD) alert is opened, a DDCT Rule 1 incident is automatically opened.
Conversely, the incident is closed when action has been taken and repairs are made and reported.
Additionally, for Equipment Advisory (EA) and Informational Notice (IN) advisories, DDCT
incidents are opened manually, but with proper information these are removed from the
appropriate Advisory or Notice.
During incident processing, DDCT:
• Automatically transfers car hire liability.
• Uses Equipment Advisory to communicate IN advisories for damaged/defective
equipment.
• Notifies appropriate parties during the damaged and defective car processing, via e-mail or MQ.
• Incidents are automatically opened and closed for THD alerts and are automatically
closed for IN advisories.
Annotation Terminology
To facilitate understanding of the DDCT operations and interfaces, tables are included at the
beginning of each task section. These tables identify activities that are executed behind the scenes
when a user completes a task. The following abbreviations/terms/codes are used:
HC Handling Carrier
CMO Car Mark Owner
TP Third Party Agent
THD Truck Hunting
DDCT DDCT System
EHMS Equipment Health Management System
EA Equipment Advisory System
IN Informational Notice Advisory
EQADV02 Equipment Advisory Code for Add Car to Letter
EQADV03 Equipment Advisory Code for Remove Car from Letter
DVR 7/8 DDCT Car Hire Liability for CMO (Rule 107 or 1/108)
DSP 7/8 LCS Car Hire Liability for CMO (Rule 107 or 1/108)
DEAD LCS Code for Remove Liability Processing for this Car
None Web service not currently in system
n/a Not applicable to system

Learning about DDCT
General User Interface and System Requirements

General user interface information (typical keyboard selection equivalents and shortcuts), as well
as system requirements are available in the Railinc UI Dictionary.
Note: Mandatory fields are indicated with a red asterisk (*).
Accessing the Railinc Customer Success Center

The Railinc Customer Success Center provides reliable, timely, and high-level support for Railinc
customers. Representatives are available to answer calls and respond to emails from 7:00 a.m. to
7:00 p.m. Eastern time, Monday through Friday, and provide on-call support via pager for all
other hours to ensure support 24 hours a day, 7 days a week. Contact us toll-free by phone at 877-
RAILINC (1-877-724-5462) or send an email directly to [email protected].

Getting Started
Getting Started
Access DDCT by using Railinc Single Sign-On (SSO), a web application that provides
convenient access to a variety of Railinc products. To get started, go to the Railinc portal at
http://www.railinc.com and log in to SSO by selecting the Customer Login link at the top right of
the page, entering your user ID and password in the fields, and then selecting Sign In.
Register to Use Railinc SSO

Each DDCT user must register to use Railinc Single Sign-On. If you do not already have a
Railinc SSO user ID and password, refer to the Single Sign-On and Launch Pad User Guide.
Once you have access to Railinc SSO, you must request access to DDCT within SSO.
Role-Based Application
Access and authorization for DDCT is determined when requesting access through Railinc Single
Sign On. Exhibit 1 contains a complete list of DDCT roles as seen in SSO.
Exhibit 1. User Roles and Descriptions

Role Description
Car Owner Admin Car Owner administrator who needs to work with all incidents. Only the
Car Owner Admin has the ability to authorize Dismantle under Rule 108
and to accept/reject settlement offers for Rule 107.
Car Owner Damaged Car Car Owner back office users who need to work with Rule 95/107
User incidents.
Car Owner Defective Car Car Owner back office users who need to work with Rule 1/96/108
User incidents.
Car Owner RO User Car Owner back office users who only need a read-only view.
Handling Carrier Admin Handling Carrier administrator who needs to work with all incidents.
Only the Handling Carrier Admin has the authority to offer settlement
on a Rule 107 incident car.
Handling Carrier Field User Handling Carrier field users who need to create new incidents.
Handling Carrier RO User Handling Carrier users who only need a read-only view of incidents.
HC Damaged Car User Handling Carrier back office users who need to work with Rule 95/107
incidents.
HC Defective Car User Handling Carrier back office users who need to work with Rule
1/96/108 incidents.
Interchange Bureau User Interchange Bureau users who need the capability to create ICB records
in DDCT.
Shop User Repair Shop users who need access to Shop functionality in DDCT,
including reporting cars on hand and repairs. Car Owners may also use
this access to report unexpected shop arrivals in DDCT.

Getting Started
Requesting DDCT Access

After authorization to use Railinc SSO is received, you must request general access to DDCT by
following instructions in the Single Sign-On and Launch Pad User Guide.
Exhibit 2. DDCT Request Permission
Once you receive e-mail notification of access to DDCT, you can log on and begin using DDCT.
Note: For certain functions within DDCT, access is handled by your local DDCT administrator
who has the SSO rights to specify local DDCT user tasks (and menu items).

Getting Started
DDCT and FindUs.Rail Requirements

Per AAR Interchange Rule 114, all DDCT system users are required to register in the
FindUs.Rail directory before being granted access to the system. FindUs.Rail is a centralized
database that enables users to review their company’s contact information via the web. This
centralized repository of contact information helps reduce time spent by railroad departments,
private Car Owners, and leasing companies across the rail industry from searching for the same
contact information. Users are able to query contacts, agency relationships for a category and the
MARK parent relationship.
In order to identify Repair Shops, Scrapper, Pre-trip, and Storage Facilities for disposition within
DDCT and in order for these facilities to report their completion of repairs, they must be
registered in FindUs.Rail. This registration includes specifying a valid SPLC for each physical
location, category functions and specific limitations—capacities relative to each location.
Notes:
• If no FindUs.Rail contact is provided, then all DDCT notifications are sent to the Umler
Car Mark Owner.
• Handling Carriers need to select the appropriate “Handling Carrier Damaged Car
Management, Handling Carrier Defective Car Management and/or Handling Carrier ICB
Management” category in FindUs.Rail.
• Car Mark Owners need to select the appropriate “Mark Owner Damaged Car
Management, Mark Owner Defective Car Management and/or Mark Owner ICB
Management” category in FindUs.Rail.
• Shops, scrap, pre-trip, or storage facilities need to select the appropriate “Repair Shop,
Pre-Trip, Storage, or Scrap facilities” category in FindUs.Rail.
• Consult the FindUs.Rail User Guide for complete instructions on using the FindUs.Rail
system.
Use the following procedure to add contact information in FindUs.Rail:
1. As described in the FindUs.Rail User Guide, go to the Railinc portal at

http://www.railinc.com, enter your SSO User ID and password, and select the FindUs.Rail
application.
2. Select Contacts > Add Contact to display the Add Contact page.
3. Complete the available contact information input fields.
4. Select a Category:
a. Shop users should select Repair Shop (and then Cleaning, Shop Contact, or Tank Car),
Scrapper, Pre-Trip Location, or Storage Facility (Exhibit 3) and then proceed to Step 5.
b. Handling Carrier and Car Mark Owner users should select Damaged Defective Car
Tracking (Exhibit 3) and then proceed to Step 6.
c. Interchange Bureaus should select Interchange Bureau (Exhibit 3) and then proceed to
Step 7.

Getting Started
Exhibit 3. Contact Category Selection
5. For the Repair Shop, Scrapper, Pre-Trip Location, or Storage Facility categories, at a
minimum, specify the SPLC (see Exhibit 4, Exhibit 5, or Exhibit 7). It is also highly
recommended for all facilities to complete the At_Capacity and Capabilities sections. This
information is helpful to Car Owners who may disposition to these locations. If necessary,
select the look-up magnifying glass to lookup the SPLC based on its geographic location.
Proceed to Step 7.
Exhibit 4. Contact Category (Repair Shop)

Getting Started
Exhibit 5. Contact Category (Scrapper)
Exhibit 6. Contact Category (Pre-Trip Location)

Getting Started
Exhibit 7. Contact Category (Storage Facility)
6. For Handing Carriers, Car Mark Owners (see Exhibit 8), specify the Category Role (Primary
or Secondary).
a. For Handing Carriers: select either Handling Carrier Damaged Car Management and/or
Handing Carrier Defective Car Management.
b. For Car Mark Owners, select either Mark Owner Damaged Car Management and/or
Mark Owner Defective Car Management.
c. For Car Mark Owner and Handling Carrier notifications related to ICB records, select
either Handling Carrier ICB Management or Mark Owner ICB Management.
d. For shop facilities, select the appropriate category (Repair Shop, Scrapper, Pre-Trip
Location, or Storage Facility) and enter the SPLC. The Capabilities and Capacity status
may be entered to provide additional information on the disposition locations.
Exhibit 8. Contact Category (Damaged Defective Car Tracking)

Getting Started
7. For Interchange Bureaus (see Exhibit 9), specify the Category Role (Primary or Secondary).
Exhibit 9. Contact Category (Interchange Bureau)
8. Perform one of the following actions:

• Select Save to save the new contact record.
• Select Cancel to cancel the addition of the contact information.
Logging in to DDCT
To log in to DDCT:
1. Open the browser.
2. Open the Railinc portal at http://www.railinc.com.
3. Select the Customer Login link and log in to SSO (at upper right).
4. The Launch Pad is displayed. Your authorized Railinc applications are displayed on the left.
5. Select DDCT.
a. If you represent two or more companies, the User Mark Selection pop-up is displayed
(Exhibit 10). This pop-up lists the companies you represent and the DDCT roles granted
for those companies.
Exhibit 10. User Mark Selection
Select the link for the appropriate company. The DDCT Home page is displayed (Exhibit 11).
Note: To perform work for a different company, select the company link at the top of the page.
The User Mark Selection page is re-displayed, allowing you to select another company.
b. If you represent only one company, the DDCT Home page is displayed (Exhibit 11).

Getting Started
Exhibit 11. DDCT Home Page
Continue by selecting a DDCT application menu item (see Exhibit 12).

The DDCT Home page has the following tabs/menus:
Exhibit 12. DDCT Application Menu Functions
Home Displays the DDCT Home page, which provides news and updates. See
Exhibit 11.
Search Search for incidents, defect cards, and Interchange Bureau records. See
Exhibit 13.
Incidents Create, view, update, and import car damage and defective incidents and
draft incidents. See Exhibit 20.
Damaged Cars Process tasks for incidents under Rule 107. See Exhibit 78.
Defective Cars Process tasks for incidents under Rule 1, 96, or 108. See Exhibit 111.
Defect Cards Tasks for creating, viewing, and importing electronic defect cards. See
Exhibit 136.
Shop Processing tasks for repair shops. See Exhibit 154.
Tools Administrative tasks – opens the Tools menu. See Exhibit 177.
ICB Create, view, and edit Interchange Bureau records. See Exhibit 180.
Documentation View and download the most recent version of this user guide.
Notes:
• Menu and screen content varies depending on the level of role-based permissions granted
(see Exhibit 1).
• To log out of DDCT, select Sign Out at the top right of the page.

Search
Search
The Search function enables you to search for incidents, defect cards, and ICB records.
When searching for incidents, keep the following in mind:
• The following users can search for and view incidents:

HC users (can see any incident that they opened or are party to)
CMO users (can see any incident for their equipment)
Railroad in possession of the car
When searching for defect cards, keep the following in mind:
• The following users can search for and view defect cards:
HC users (can see any defect card that they opened, depending on their access to
damaged or defective incidents and standalone defect cards)
CMO users (can see any defect card opened for their equipment, depending on their
access to damaged or defective incidents and standalone defect cards)
On hand Shop user
Disposition Shop user
• If you can view the defect card, a link to the incident details is provided on the
Equipment ID:
HC users can see any defect card that they opened (depending on their access to
damaged or defective incidents and standalone defect cards)
CMO user can see any defect card opened for their equipment (depending on their
access to damaged or defective incidents and standalone defect cards)
Railroad in possession of the car
• The following users can view a defect card, however, they do not have access to the
incident details and a link is NOT provided on the Equipment ID:
Railroad NOT in possession of the car
On hand Shop user
Disposition Shop user
When searching for ICB records, keep the following in mind:
• The following users can search for and view ICB records:
HC users (can see any ICB record that they opened or are party to)
CMO users (can see any ICB record for their equipment)
• You can use the following fields to narrow the results of an ICB record search: ICB ID,
Equipment ID, From Date and To Date, and Status.
Use the following procedure to perform a search:
1. Select Search from the menu bar. The Search Incident, Defect Card, and ICB Record page is
displayed (Exhibit 13).

Search
Exhibit 13. Search Incident, Defect Card, and ICB Record
2. Type or select criteria for the search.
Note: The most efficient way to search for a known incident, defect card, or ICB record is to
search for the unique Incident ID, Defect Card ID, or ICB Record ID.
a. Equipment ID—10-character road mark plus car number. The Equipment ID can be
entered with or without a space between the mark and the equipment number. Use
commas or a space to separate multiple entries. You can enter a maximum of 200
Equipment IDs.
Note: The Equipment ID field supports a wildcard search using the equipment initial and
an asterisk at the end of the Mark. Multiple wildcards are ignored.
b. Include Third Party Requests—select this checkbox to query for equipment that you
have third-partied to another company in order to check for incidents on the equipment.
c. Incident ID/Defect Card ID—enter the unique ID to search for a known incident or
defect card.
d. ICB ID—type in the ID of an Interchange Bureau record.

Search
e. From Date—type in a date or use the calendar picker ( ) to choose a date to specify the
beginning of the date range to search. The default date is 01-01-2011.
Notes:
• Searches are based on the date of the respective incident, defect card, or ICB
record and not the date that it was created in DDCT.
• The “From Date” and “To Date” fields are always considered. These fields must
include the time period of the incident, defect card, or ICB record.
f. To Date— type in a date or use the calendar picker ( ) to choose a date to specify the
ending of the date range to search. The default date is the current date.
g. Handling Carrier—type in the Mark or use the magnifying glass ( ) to specify the
Handling Carrier.
h. Car Mark Owner—type in the Mark or use the magnifying glass ( ) to specify the Car
Mark Owner.
i. Rule/Defect Card/Record—check the boxes to specify the types of rules (for incidents)
to be searched. See the list of Interchange Rules in “Learning about DDCT” on page 1.
Select the Defect Card checkbox to search for defect cards. Select the ICB Record
checkbox to search for ICB records. Use the “Toggle all” link to select/deselect all
checkboxes.
j. Location SPLC—type in a Location SPLC or use the search icon ( ) to select the
Location SPLC. See Step 7.a on page 23 and Exhibit 29.
k. Incident Type—select an incident type from the drop-down (see Exhibit 27).
l. Defect Type—select a defect type from the drop-down (see Exhibit 33).
m. Status—select Open and/or Closed to indicate the status of the incidents, defect cards,
and/or ICB records for which to search. Both Open and Closed are selected by default.
n. Equipment Status—All Equipment Statuses are selected by default. The Toggle All link
enables you to either select or unselect all statuses. The Toggle In Progress States link
enables you to either select or unselect all In Progress statuses. The Toggle End States
link enables you to select or unselect all End State statuses. End State statuses are marked
with an asterisk (*). You can unselect all statuses and then check specific statuses to find
items requiring actions. For example, a shop manager can choose to view only incidents
where repairs are partially completed. See Exhibit 189 on page 124 for more
information).
o. Removal Reasons—specify the reason(s) (for example, system autoclose reasons) for
removing an incident or defect card. You can use Ctrl+Select to choose multiple reasons
and select the Clear All link to unselect all reasons. If you are using this search
functionality, be sure to also select Closed in the status field.
3. When you have specified the necessary criteria, select the Search button. The Search Results
page is displayed (see “Viewing Search Results” on page 15).

Search
Viewing Search Results

After performing a search for an incident, defect card, or ICB record, the Search Results page is
displayed (see Exhibit 14).
Exhibit 14. Search Results
Review the following notes about viewing search results and possible next steps:
• If no results are found, a “No results found matching search criteria” message is
displayed. Consider refining your search criteria to broaden your search.

Search
• If a query exceeds the maximum allowed number of records (2,000), a message is

displayed indicating that the full results are not displayed. Consider refining your search
criteria to narrow your search.
• You can use the Search field to locate specific records from the results list.
• By default, the results list displays 50 rows per page. You can change this to display 10,
50, 100, 250, 500, or 1000 rows by selecting the numbers at the bottom right of the page.
• To export the search results, see “Exporting Search Results” on page 19.
• An asterisk (*) in the Status column indicates that a status is an end state. For more
information, see Exhibit 189 on page 124.
• An Intermediate Carrier who has possession of a car can view basic car incident and
defect card details, but cannot view financial information or audit information, and does
not have the ability to print the details.
• If a defect card is associated with an incident, the interchange rule is displayed in the
Interchange Rule column; otherwise, “Defect Card” is displayed.
See the following sections for specific information about viewing different types of search
results:
• “Viewing Incident Car Details” on page 16.

• “Viewing Defect Card Details” on page 18.
• “Viewing ICB Records” on page 19.
Viewing Incident Car Details

To view car details for an incident, select the Equipment ID link from the Search Results page
(see “Viewing Search Results” on page 15). The Car Details page is displayed (Exhibit 15).
Note: If waybill information is available, it is displayed on the details page after disposition has
been provided by the CMO or 3rd Party (see “Provide Disposition” on page 79 for an example)

Search
Exhibit 15. Car Details
Note: If contact information is not available in FindUs.Rail for either Car Mark Owner
(CMO) or Handling Carrier (HC), then the following messages are displayed:
(No CMO Damaged/Defective contact available.)
(No HC Damaged/Defective contact available.)
Options available on this page may include:

a. View Incident—Select the Incident ID link to see the Incident Details page (similar to
Exhibit 30).
b. Printer Friendly—displays the Car Details information in a new browser window,
suitable for viewing or printing.
c. Remove From Incident—Opens the Remove Equipment From Incident page (Exhibit
58) to allow the Car Mark Owner or the Handling Carrier to remove the car from an
incident. See “Remove From Incident” on page 40.
d. Create Defect Card—Displays the Create Defect Card page. If a defect card already
exists, the View Defect Card button is shown instead so that you can open the Defect
Card Details page (Exhibit 16).
e. Provide Actual DV/Disposition—For Damaged Cars, opens the Actual DV/Disposition
page (Exhibit 87).

Search
f. Request Disposition—For Defective Cars, opens the Request Disposition page (Exhibit
113).
g. Request Actual/DV Disposition—For Damaged Cars, opens the Request Actual
DV/Disposition page (Exhibit 80).
h. Assign to Third Party— For Damaged Cars, opens the Third Party Request page
(Exhibit 67).
i. Report Car on Hand— For Defective Cars, opens the Report Car On Hand (confirm)
page (Exhibit 158).
j. Audit Log—Opens the Audit Log - Incident Event History for this Equipment. See
Exhibit 65.
k. Done—Exits the Car Details page and returns to the Search Results page (Exhibit 14).
Viewing Defect Card Details

To view a defect card, select an Equipment ID link from the Defect Card section of the Search
Results page (see “Viewing Search Results” on page 15). The Defect Card Details page is
Exhibit 16. Defect Card Details

Search
Viewing ICB Records

To view an ICB record, select an ICB ID link from the ICB Records section of the Search Results
page (see “Viewing Search Results” on page 15). The Edit Interchange Bureau Record page is
displayed. For records with an “Open” status, this enables you to close the record. See “Closing
an ICB Record” on page 120.
Note: When equipment is removed from Umler, the equipment will be removed from the ICB
record after 72 hours. The Removal Reason Code is set to “deleted from Umler.” Appropriate
actions may be taken at any time during the 72 hours. After that period, the ICB record is closed.
Exporting Search Results

You can export search data on Search Results pages (Exhibit 14) by selecting the CSV link at the
upper right of the table. The File Download panel is displayed (Exhibit 17).
Note: See “Incident Record Format” on page 122 and “Defect Card Format” on page 125, for
CSV record layouts.
Exhibit 17. File Download (for Search export)
To open the comma-separated-value file, select Open. The results are displayed in MS Excel
(default) (Exhibit 18).
Exhibit 18. CSV Search Export (displayed in Excel)
To save the CSV file, select File Save As. The Save As panel is displayed (Exhibit 19).
Exhibit 19. Save As (for exporting CSV Search Results to file)
The default file type is CSV (Comma delimited). Specify the location for placing the downloaded
file, and then select Save.

Incidents
Incidents
When you select Incidents on a DDCT page, the Incidents menu is displayed (Exhibit 20).
Incidents must be created by Handling Carriers.
Exhibit 20. Incidents Menu
Exhibit 21 describes the tasks available on the Incidents menu.
Exhibit 21. Incident Menu Items and Descriptions

Menu Item Description
Create Incident Enables you to create an incident to begin tracking.
Viewing Incident Drafts Enables you to view or continue work on saved draft incidents.
Third Party Requests View, accept, or reject responsibility for incident processing from an
owner railroad.
(Audit Log) (Not a menu item) Enables you to view incident events—available on
many DDCT pages.
Create Incident
Notifi- Equipment Advisory
LCS Interchange
Event Description Done By I/C Rules cation System Web Services to Use
Looks Like
Recipient Type Code
Incident draft created HC All n/a
Incident draft deleted HC All n/a
Incident created HC 95/107 CMO DSP7/DSP8 to IN EQADV11 DDCTService.createIncident
Handling Road
Incident created HC 1/96/108 CMO IN EQADV11 DDCTService.createIncident,
DDCTService.createIncidentR
equestDisposition
Incident created HC All HC Note: HC is emailed if the CMO is not registered in FindUs.Rail.
Incident created CRB/ All HC Note: CRB or Umler FindUs.Rail contact is emailed if the CMO does not
Umler have proper DDCT FindUs.Rail contacts populated.
Incident created Railinc 1 HC IN
Whenever damages or defects occur, an authorized user can create an incident to begin tracking.
Important: Incidents with a date prior to January 5, 2011 will not be accepted into DDCT.

Incidents Create Incident
Use the following procedure to create a new incident:
Notes:
• This procedure differs depending on the Interchange Rule selected. For Rule 1 and 108,
request disposition as part of the incident creation process.
• Rule 1 incidents autoclose after 48 months from the incident date. The Car Details page
for the Equipment ID will show a reason of “Autoclose – 48 months”.
1. Select Incidents>Create Incident. The New Car Incident page is displayed (Exhibit 22).
Exhibit 22. New Car Incident
Note: The Incident Type field appears only if Interchange Rule 95, 96, or 107 is selected (see
Exhibit 23). Multiple equipment IDs are only allowed for Rule 96 and Rule 107
incidents.
Exhibit 23. New Car Incident (showing incident type drop-down)
2. Use the calendar icon ( ) to select the date of the incident (the default Incident Date is the
current date). The Calendar panel is displayed.
3. Select the applicable Interchange Rule from the drop-down. Valid values are shown in
Exhibit 24.

Exhibit 24. Interchange Rule Drop-Down
4. For applicable Rule 1 incidents, select the Alert Type (EHMS Alert or Equipment Advisory)
from the drop-down. Input options change depending on the selection.
a. For a Rule 1–EHMS Alert, additional input fields are displayed for you to enter
information related to a Truck Hunting alert (Exhibit 25). Enter the letter for the affected
truck (A-Z) in the Truck input field. Select Add Alert to have the truck details added to
the incident. The details appear at the bottom of the page. As needed, you can enter
additional truck details using this same method.
Exhibit 25. New Car Incident (Rule 1–EHMS Alert)
b. For a Rule1–Equipment Advisory, alert type input fields are displayed related to an
Equipment Advisory alert (Exhibit 26). Use the Equipment Advisory Category drop-
down to select Equipment Instructions, Informational Notice, or Special Handling, and
then enter an Equipment Advisory Notice Number.
Exhibit 26. New Car Incident (Rule 1–Equipment Advisory Alert)
5. If Rule 95, 96, or 107 is selected, an Incident Type field is also displayed. Select the Incident
Type from the drop-down. Valid values are shown in Exhibit 27 and Exhibit 28.

Exhibit 27. Rule 95 or 107 Incident Types Exhibit 28. Rule 96 Incident Types
6. Type one Equipment ID in the Equipment field. For Rule 96 and Rule 107 incidents,
additional Equipment IDs can be added (up to 200 total). Use a space or comma between IDs.
Note: If the Equipment ID is for a VFLT, a slightly different process is used. See “VFLT
Incident Details Processing” on page 29.
7. Enter the Location SPLC.
a. Select the search icon ( ) to choose the appropriate Location SPLC. The SPLC Search
page opens in a new window (Exhibit 29).
b. Follow the instructions on the page and select Search. Results are displayed on the same
page.
Exhibit 29. SPLC Search (with results)

c. Select the radio button beside the correct SPLC and then select the Select button. The
window closes and the chosen SPLC is in the Location SPLC field.
8. Select Continue. Depending on the status of the selected equipment, one of the following can
occur:
a. If DDCT validates that you have possession of the specified equipment, the Incident
Details page is displayed (Exhibit 30). The Equipment field is populated with all the
Equipment IDs entered on the New Car Incident page (Exhibit 22).
Exhibit 30. Incident Details (Rule 1 with a warning of equipment duplication)
Note: When creating an incident and the equipment is already listed on another incident,
the incidents are listed as links with a warning of duplication. The system allows you
to proceed. You can select one of the links to the identified Equipment IDs to view
details, proceed with the creation of the incident, or cancel the incident creation.
b. If DDCT is unable to validate that you have possession of the selected equipment, a
warning message is displayed with an option to override the equipment possession
(Exhibit 31).
Exhibit 31. Override Possession Check
If you want to override the equipment possession, select the Override checkbox for the
listed equipment and then select the Override button. A message is displayed asking you
to confirm the decision to override. Select Yes to override possession and continue with
creating the new incident.

Note: If you select No, the override is cancelled and you are unable to proceed.
9. For each Equipment ID, select the Action drop-down and then select the Add/Edit Defects
link. Another option is to select either the “Defect” or “Note” lines and add appropriate text.
The Equipment Details page is displayed (Exhibit 32).
Notes:
• For Truck Hunting alerts, option ‘M’–Trucks must be selected. It is also recommended
for the truck location(s) to be entered on the Equipment Details page.
• For Equipment Advisory notices, option ‘W’–Equipment Advisory is pre-selected. It is
also recommended for the Equipment Advisory Notice Number(s) to be entered on the
Equipment Details page.
Exhibit 32. Equipment Details

10. Select appropriate defects for the car. Valid values are shown in Exhibit 33.
Exhibit 33. Defect Codes

A - Body
B - Braking System
C - Clean-out
D - Derailment/Accident
E - Doors
F - Draft System
G - Interior Linings & Coatings
H - Load Attention
I - Load Restraining Devices
J - Mechanical Inspection
K - Refrigeration Equipment
L - Safety Appliance
M - Trucks
N - Underframe
O - Wheel Assembly
P - En-route
R - Rack Repairs
S - End of Service
W - Equipment Advisory
X - TTX Flats
Y - Defect Card
Z - Other defects
11. Type an appropriate description of the damage. For example, Exhibit 32 indicates a “Twisted
Frame” for the Body defect code.
12. Add Incident Notes:
a. (Required) For Rule 108, use the Incident Notes field to enter estimated costs.
b. (Optional) For other rules, add any notes that might assist users processing the incident.
For example, if photos are being taken, but are not available yet, a “photos pending” note
might be entered.
13. Select Save (at the bottom of the page).
Note: For Rule 1 and 108 incidents, skip from here to the procedure in “Creating Rule 1 and
108 Incidents” on page 28.
The Damaged Car Incident Details page is redisplayed (Exhibit 34).

Exhibit 34. Damaged Car Incidents Details (with defect specified)
14. Select Create Incident. A pop-up message is displayed with a request to confirm the creation
(Exhibit 35).
Exhibit 35. Damaged Car Incident Details (are you sure?)
15. Are you sure you want to create the incident?

a. If unsure, select No to return to the Car Damage Incident Details page to continue working.
b. If OK, select Yes. If the system can validate that the Equipment IDs, SPLC, and incident
date are consistent with the Event Repository, the incident is created with a status of
“Open”. Equipment on the incident will have a status of “New”. The Estimated Value is
listed for each Equipment ID in the incident (Exhibit 36).
Exhibit 36. Create Incident (Successful Confirmation)
16. Select Done if finished with the incident or select Edit if modifications are needed, such as
adding attachments.
Note: The Handling Carrier (HC) and the Car Mark Owner (CMO) are emailed if equipment is
deleted from Umler after an incident is created.

Creating Rule 1 and 108 Incidents

Note: This section is a continuation of the procedure in “Create Incident” that began on page 20.
When creating a Rule 1 or Rule 108 incident, after you select Save at the bottom of the
Equipment Details page (Exhibit 32), the Incident Details page is displayed as shown in Exhibit
37.
Exhibit 37. Incident Details
14. Select Next to proceed. The Request Disposition page is displayed (see Exhibit 38).
15. Complete the required fields and select at least one piece of equipment.
Note: You can use the magnifying glass ( ) to retrieve your company’s Handling Carrier
contact from FindUs.Rail or you can complete the required fields manually.
Exhibit 38. Request Disposition
16. Select Request Disposition to proceed. The Confirm Request for Disposition page is
displayed requesting additional details about the equipment (see Exhibit 39).

Exhibit 39. Confirm Request for Disposition
17. Select Yes to confirm. The Disposition Request Success page is displayed (see Exhibit 40).
Exhibit 40. Disposition Request Success
18. Once the Disposition Request has been successfully completed, the incident is created, and a
notification is sent to the appropriate FindUs.Rail contact. Select Done to return to the Home
page.
VFLT Incident Details Processing

When the equipment type specified is Vehicular Flat Car (VFLT), you can indicate either:
• Combined Unit (VFLT) - the default selection
• Car and Rack Separately
• Car Only (VFLT-CO)
• Rack Only (RACK)
Note: For integrated units only, no options are displayed when creating an incident.
Exhibit 41. Multi Level Equipment Option Page (with option selected)

When you choose Select, the Incident Details page (Exhibit 42) is displayed, which shows that
two pieces of equipment have been added and provides respective options for entering defects
specified by selecting the appropriate radio button.
Exhibit 42. Incident Details (for Rule 1 VFLT)
To create the incident for both equipment groups, check the box for each piece of equipment.
Unselected equipment is not included with the incident (Exhibit 43).
Exhibit 43. Request Disposition (for Rule 1 VFLT)
Note: Multi-level equipment not selected when requesting disposition cannot be added to the
incident. The equipment must be selected prior to requesting disposition. A new incident
must be created to add the equipment.
Continue with Step 9 on page 25.

Adding/Removing/Viewing Attachments
Note: Attachments cannot be uploaded through web services, nor transferred through e-mail or
MQ notification. Attachments can only be added during the create incident process or
when editing a draft incident.
While on the Incident Details page for a specific Equipment ID, up to 10 attachments can be
added to the incident for each Equipment ID. These might be photographs (views of the car and
damage) or other documents.
Adding Attachments
1. From the Incident Details page, select the Action drop-down and then the Attachments
option (shown in Exhibit 44). The Add Attachment pop-up is displayed (Exhibit 45). The
incident must be in “New” status for Rule 95, 96 and 107 and “Disposition Requested” status
for Rule 1 and Rule 108.
Exhibit 44. Incident Details (showing Add Attachment option)
Exhibit 45. Add Attachment Pop-up
2. Select Choose Files to locate the documents and/or graphics files to be uploaded.
Once you locate the file(s) to be uploaded, the Add Attachment pop-up displays the files you
selected as well as some additional fields (Exhibit 46).

Exhibit 46. Add Attachment Pop-up (showing files to be attached and additional fields)
3. Enter a short description of the attachment (for example, “Photo of Derailed car”).
4. Optionally, choose whether the attachments should be made available to all users authorized
to view the incident. You can select Yes or No for all attachments, or select individual
checkboxes.
Note: At this point, you can select Choose Files to include more files in the upload, or select
Remove to remove files from the list of files to be uploaded.
5. Select Upload. A confirmation message is displayed indicating that the attachment(s) have
been uploaded (Exhibit 47).
Exhibit 47. Add Attachment Pop-up (with success message)

6. Select Close to close the Add Attachment pop-up.

7. To add more attachments, repeat Steps 1 through 5.
8. When you have finished adding attachments for equipment, select Save to update the incident
record with the new attachments. The Damaged Car Incident Details page is redisplayed
(Exhibit 30).
Viewing Attachments
1. To view an attachment, access the Add Attachment pop-up (as described in “Adding
Attachments”) for an incident that already has an attachment. The Add Attachment pop-up is
displayed with the existing attachment included (Exhibit 48).
Exhibit 48. Add Attachment Pop-up (with download action indicated)
2. Select the download icon ( ). The file is downloaded.
Note: Different browser types handle downloading differently. The file may be listed at the
bottom of your browser page, or you may need to locate the file in your Downloads folder.
Removing Attachments
If an incorrect photo has been added to an Equipment ID, or if a photograph was made public that
should have been kept private, the attachment can be removed.
1. To remove an attachment, access the Add Attachment pop-up (as described in “Adding
Attachments”) for an incident that already has an attachment. The Add Attachment pop-up is
displayed with the existing attachment included (Exhibit 49).

Exhibit 49. Add Attachment Pop-up (with remove action indicated)
2. Select the remove action ( ). A message appears showing that the attachment has been
removed (Exhibit 50).
Exhibit 50. Add Attachment Pop-up (with attachment removal message)
3. Select Close to close the Add Attachment pop-up.

Saving a Draft Incident

Notifi- Equipment
LCS Interchange
Event Description Done By I/C Rules cation Advisory System Web Services to Use
Looks Like
Recipient Type Code
Incident draft created HC All n/a
When all information needed to complete an incident is not available, for example, a road
representative is taking pictures needed to verify the condition of a car, the initial incident being
created can be saved as a draft. The status is indicated as “Draft”. The draft can be recalled at a
later time to add information, photos, etc., and then saved as a new incident with a status of
“Open”.
To save a draft incident:
While creating a new incident (or updating an existing draft incident), on the Incident Details
page (Exhibit 30), select Save Draft. A draft saved message is displayed at the top of the page
(Exhibit 51).
Exhibit 51. Damaged Car Incident Details (after Save Draft)
To go back into Edit mode, select Edit. The editable Incident Details page is displayed (Exhibit
30).
To return to the Home page, select Done.

Viewing Incident Drafts

Notifi- Equipment
LCS Interchange
Looks Like
Recipient Type Code
To view saved drafts of incidents:
1. From any DDCT page, select Incidents>View Incident Drafts. The Incident Drafts page is
Notes:
• You can use the Search field to locate specific records from the results list.
• By default, the results list displays 50 rows per page. You can change this to display
10, 50, 100, 250, 500, or 1000 rows by selecting the numbers at the bottom right of
the page.
Exhibit 52. Incident Drafts
2. To view a specific draft incident, select its Incident ID. The Incident Details page is
3. To remove a draft incident, select the checkbox to the left of the ID and select Remove. A
confirmation message is displayed. Select Yes. The draft incident is removed from the list.

Exhibit 53. Incident Details
• To update the incident, select Edit. The Incident Details page is displayed (Exhibit 54).
• To view the Car Details page (Exhibit 66), select the Equipment ID link.
Exhibit 54. Incident Details (for Draft Incident Edit)
Note: To edit existing information for equipment (e.g., to add more defects identified), select
the Equipment ID link. The Equipment Details page is displayed.
Action choices on this page include:
Add or remove cars and defect information as needed, as well as attachments. See “Create
Incident” on page 20 and “Adding Attachments” on page 31.
When all additional cars and attachments have been completed:

• Select Save Draft. This does NOT create the incident. A success message is displayed.
• Select Create from Draft. Validation and confirmation occur as described in Step 14 on
page 27.

Printing Car Details

When viewing the Car Details page, you have the option to preview and print car details
information. Use the following procedure to print car details information:
1. From the Car Details page (see Exhibit 55), select the Report Preview link.
Note: If you have multiple printers, a printer selection page may be displayed. You will need
to select a printer and then select the option to print.
Exhibit 55. Car Details page (showing the Report Preview link)
The Car Details preview page is displayed (Exhibit 56).
Exhibit 56. Car Details page (showing the Print Report link)
2. Select Print Report from the print preview page.
The car details information is printed.

Equipment Restenciled via Umler/DDCT Rules

When equipment is restenciled in Umler, DDCT incidents are affected as follows:
• When equipment is restenciled in Umler, the details are automatically sent to DDCT and
are reflected in any open incidents. If an incident is closed, then the equipment is not
updated with the new stencil mark.
• An email notification is sent to both the old and new CMO and to the HC who created the
incident.
• If equipment restenciled in Umler is active within multiple incidents, then the HC for
each incident receives separate email notifications.
• If the restenciled equipment appears on multiple incidents, then the email lists all affected
incidents.
• Once a car is restenciled, the original Car Owner is not able to view or edit the incident.
Exhibit 57 shows how to identify when equipment has been restenciled.
Exhibit 57. Car Details (for restenciled equipment)
Previous
stencil
mark
Notes:
• If a car involved in an incident in DDCT is restenciled, the associated DDCT record is
automatically updated to reflect the new equipment ID. The old ID is displayed for
reference in the details page. Notifications are sent to both CMOs.
• If a car involved in an incident in DDCT is removed from Umler (deactivated) and it is
the only car on the incident, the Car Details page for that ID will show a reason of
“deleted from Umler”. The incident will be automatically closed in DDCT (after 45
days). If the incident has multiple Equipment IDs, the deleted IDs are removed from the
incident with the same indicator.

Remove From Incident

Notifi- LCS Equipment
I/C
Event Description Done By cation Interchange Advisory System Web Services to Use
Rules
Recipient Looks Like Type Code
Remove a car from an incident HC/CMO 95/107 HC/CMO DDCTService.RemoveEquipment
Remove a car from an incident HC/ CMO 1/96/108 HC/ CMO DDCTService.RemoveEquipment
The Remove From Incident function enables the Car Mark Owner or the Handling Carrier to
remove a car from an incident.
Notes:
• For Rules 95 and 107, a Car Mark Owner (CMO) Admin cannot remove a car from an
incident if the status is an end state (i.e., Repairs Complete, Settlement
Approved/Accepted, Removed). For all other statuses, a CMO Admin can remove a car
from a Rule 95 and Rule 107 incident.
• The Handling Carrier (HC) and the Car Mark Owner (CMO) are notified if equipment on
an incident is deleted from Umler.
1. Search for the incident that is to have a car removed (see “Search” on page 12).
2. From the Car Details page (Exhibit 15), select Remove from Incident. The Remove
Equipment page is displayed (Exhibit 58).
Exhibit 58. Remove Equipment From Incident
3. Select the appropriate Removal Reason Code from the available list (Exhibit 59).
Notes:
• If equipment on an incident is deleted from Umler, then this Removal Reason Code field
is auto-populated with “Deleted in Umler.”
• For Rule 1 and 108 only, the incident must be in “Disposition Provided” status in order
for the CMO to remove the car from the incident.

Exhibit 59. Removal Reason Codes
4. Enter an explanation in the Reason for Removal field.
5. Select Remove From Incident. An information message is displayed.
6. Select Remove From Incident again to confirm. The status is changed to “Removed”.
Note: When equipment is removed from Umler, the car can be removed from the incident after
45 days. The Removal Reason Code is set to “deleted in Umler.” Appropriate actions
may be performed at any time during the 45 days. After that period, the incident is
closed.
Re-Add Car (Rule 96 and Rule 107 only)

Equipment that has been removed from an incident can be added back to the incident. This
changes the status of the re-added car from “Removed” to “New”.
Note: Equipment cannot be re-added once an incident is closed.
1. Search for the incident. See “Search” on page 12.
2. Select the Equipment ID link on the Search Results page. The Defective (or Damaged) Car
Details page is displayed (similar to Exhibit 66).
3. Select the Incident ID link on the Defective (or Damaged) Car Details page. The Incident
Details page is displayed (with removed equipment) (Exhibit 60).
Exhibit 60. Incident Details (with removed equipment)

4. Select the action drop down. The option to Re-add the car is displayed (Exhibit 61).
Exhibit 61. Incident Details (with re-add car option indicated)
5. Select the Re-Add option for the removed equipment to be re-added. The Equipment Details
page is displayed with the status field changed to blank.
6. Select Save. The Damaged Car Incident Details page is re-displayed now showing the
equipment with a status of “New”.
Note: After a car is re-added to a Rule 96 or Rule 107 incident, the disposition process must
be completed again.
Truck Hunting (THD) and Equipment Advisory (EA)

and Informational Notice (IN)
DDCT enables Handling Carriers to create Rule 1 incidents for equipment with Equipment
Health Management System (EHMS) Truck Hunting (THD) alerts or Equipment
Advisory/Informational Notice (EA/IN) advisories.
For THD alerts, DDCT automatically creates Rule 1 incidents when a THD alert is at a
Condemnable level. The incident will open and close based unloading events to allow the Car
Owner to provide disposition. In addition, Handling Carriers have the ability to create Rule 1
incidents for THD alerts or for an Equipment Advisory/Informational Notice (EA/IN) advisory
(see “Create Incident” on page 20).
DDCT creates a Rule 1 incident for THD Alerts based on a qualifying waybill to be effective at
the start of the next ‘loaded trip’ on the destination road and location. The waybill must have the
Handling Carrier’s destination SCAC, the destination location SPLC and commodity (STCC). In
addition, the Alert Location and the Alert Type (Truck Hunting) will be defined for the Rule 1
incident.
When the DDCT incident has a status of “Repairs Complete”, the incident will close and the
THD will be closed in EHMS. Conversely, inspections reported in EHMS for the defined
component location will close the DDCT incident. Refer to the EHMS User Guide for the specific
inspections required to close THD alerts.
For Rule 1 incidents, EA/IN cars will be removed from the advisory when ‘Repairs Complete’ is
reported or when a car is removed from an incident and the Removal Reason Code reported is
‘Car Repaired and Returned to Service’ or ‘Car Inspected and Returned to Service’ is entered.

For THD Alerts, the proper Alert Location, Alert Type, and incident defect noted as ‘M-Trucks’
must be reported in DDCT to complete closure of the alert in EHMS. For EA advisories, the
proper Alert Location, Alert Type, and incident defect noted as ‘W-Equipment Advisory’ must be
reported in DDCT (see “Create Incident” on page 20). Also, the Shop SPLC, Reporting
Mark/SCAC, Performer, and date must match.
Notes:
• When evaluating STCCs and to determine if equipment is loaded, the STCCs
37422xx are determined as empty equipment and not considered as loaded
equipment.
• If the incident is for multi-level equipment, DDCT enables incident creation for
VFLT (flat) and VFLT-CO (flat and rack). Incidents are not allowed for racks only;
an error is displayed if attempted.
The DDCT Rule 1 incidents for THD Alerts and the Car Details page will display a DDCT
generated message in the Note section of the Car Details record (Exhibit 62). See Exhibit 63,
which indicates that it was automatically created. An email notification is transmitted to the
Handling Carrier when this automated incident is created.
DDCT Rule 1 incidents for THD alerts that are created automatically will have new incidents
created when the car is reloaded and the incident was not closed due to repair or inspection. The
existing incident will be closed using the Reason Code “THD Incident – Car Loaded By
Industry” and a new incident will be created if the waybill qualifying information of Handling
Carrier’s destination SCAC, the Destination location SPLC and the Commodity (STCC) are
available via the waybill.
Note: All DDCT incidents for EA/IN are created manually. No incidents are automatically
created for EA/IN advisories.
For equipment that is on a THD Alert or an EA advisory and is “remediated” (fixed), a message
is transmitted to DDCT and the DDCT incident is closed with one of the appropriate reason codes
as shown in Exhibit 62 and Exhibit 63.

Exhibit 62. Car Details page with DDCT generated message in the Note section
Exhibit 63. Reason Code: THD Incident - THD Alert Remediated

Notes:
• EI-1, IN-3000, IN-3001, IN-3002, IN-3003, and IN-3004 are not allowed.
• A DDCT incident can be linked to more than one THD alert due to different alerts being
detected against multiple THD alert locations for the same THD Alert Type. However, a
DDCT incident can be linked to only one EA advisory. Also, a combination of THD
alerts and an EA advisory on the same incident is not allowed.
• Incidents are closed via DDCT user interface or web services, whether the incident was
automatically or manually created, at the time that a closure message is received from
EHMS. Also, all DDCT incidents associated with a THD alert are closed if the alert is
cancelled.
• Incidents with defects on indicated equipment other than THD or EA defect remain open
until all repairs have been completed.
Audit Log
The Audit Log button provides a listing of all events associated with an incident, and is available
on many DDCT pages. The function described in this section applies throughout the application.
1. Search for an incident as described in Search on page 12. Select the desired Equipment ID
link. The Car Details page is displayed (similar to Exhibit 15).
2. Select Audit Log. The Audit Log - Incident Event History page is displayed for the
Equipment ID (Exhibit 64). The events for the incident are listed with the most recent event
on the top of the list. The user who executed the event step is identified in the User column.
Exhibit 64. Audit Log - Incident Event History
3. To view the event log for a particular event, select the Timestamp link. The Audit Log -
Incident Event History page is displayed (Exhibit 65).
Note: If available, waybill information is displayed on the Audit Log - Incident Event History
page. Final Shop and the associated Mark and SPLC are also displayed (Exhibit 65).

Exhibit 65. Audit Log - Incident Event History (for selected Event)
4. To return to the Audit Log - Incident Event History (with all events listed), select Close.

Incidents Update Incidents
Update Incidents
Notifi- Equipment
Done I/C LCS Interchange
Event Description cation Advisory System Web Services to Use
By Rules Looks Like
Recipient Type Code
Incident updated HC 95/107 CMO DDCTService.EditEquipment
Incident updated HC 1/96/108 CMO DDCTService.EditEquipment
Add a car to an incident HC 95/107 CMO DDCTService.AddEquipment
Add a rack/flat to an incident HC 1/96/108 CMO DDCTService.AddEquipment
Open an incident:
• From a search—see “Search” on page 12.
• From viewing draft incidents—see “Viewing Incident Drafts” on page 36.
Updating an incident can be adding cars or attachments (using the Save or Update Incident
command buttons), or actually progressing the incident through the damaged and defective car
processes:
• For damaged cars, see “Damaged Cars” on page 54.
• For defective cars, see “Defective Cars” on page 76.
• For defect cards, see “Defect Cards” on page 90.
• For shop actions, see “Shop” on page 101.
Note: A Rule 96/107 incident will remain open for 90 calendars days from the incident date. If 90
calendar days pass, and some of the cars on the incident are not at end states, the incident will
remain open.

Incidents Third Party Requests
Third Party Requests

LCS Equipment
Notifi- Intercha Advisory
Event Description Done By I/C Rules cation nge System Web Services to Use
Recipient Looks Type Code
Like
Third party for CMO request CMO All CMO/3rd Party None
Third party for CMO request accepted TP 95/107 CMO/3rd Party None
Third party for CMO request accepted TP 1/96/108 CMO/3rd Party None
Third party for CMO request rejected TP 95/107 CMO/3rd Party None
Third party for CMO request rejected TP 1/96/108 CMO/3rd Party None
Third party for CMO request System All 3rd Party None
tickler/reminder message
Car Owners that handle their damaged and defective car tracking processing can assign incidents
to a Third Party agent. In this case, the incident must be assigned by the Car Mark Owner to the
Third Party. Then the Third Party can choose whether to accept or reject the assignment.
Assigning to Third Party

Note: Only the stenciled Car Mark Owner can assign responsibility to a Third Party. The CMO
remains responsible for the incident until the requested Third Party accepts the Third
Party Request. A daily tickler/reminder email is sent to the Third Party until the request is
approved or rejected.
1. Search for the incident. See “Search” on page 12.
2. Select the Equipment ID link on the Search Results page. The Car Details page is displayed
(Exhibit 66).
Exhibit 66. Bottom of Car Details (showing Assign to Third Party option)
3. Select Assign to Third Party. The Third Party Request page is displayed (Exhibit 67).

Exhibit 67. Third Party Request
4. Type in the mark or use the search icon ( ) to select the Mark. The MARK Search pop-up is
displayed (See Exhibit 68).
Note: The MARK provided must be a Railinc registered company ID/MARK, a Signatory to
AAR Interchange Rules, and registered in FindUs.Rail.
Exhibit 68. MARK Search
5. Complete the MARK and/or Company Name fields. Make use of the wildcard search based
on rules displayed on the page. Select Search to search for records.
Note: If searching for the child MARK, the search results display the parent MARK. Use a
parent MARK for third party assignment requests unless otherwise instructed by the Car
Owner.
6. Select the desired search result and select the Select button. Back on the Third Party Request
page (see Exhibit 67) the Agent Company ID field is populated with the selected MARK.

7. Key in notes in the Note field that can be viewed by the 3rd party agent (free form 200
characters).
8. Select Request. A warning/confirmation message is displayed (Exhibit 69).
Exhibit 69. Third Party Request Warning/Confirmation
9. Review the displayed disclaimer about the request. Select Request to proceed. A
confirmation message is displayed (Exhibit 70).
Exhibit 70. Third Party Request Confirmation
10. Select Done to return to the Home page.

Accepting/Rejecting Third Party Requests

When a Third Party selects Incidents>Third Party Requests on the DDCT application menu,
the Accept Third Party Request page is displayed with a list of all incidents that have been
assigned (Exhibit 71). This process can also be initiated by selecting the Accept/Reject Third
Party button on the Car Details page.
Note: The Third Party must accept responsibility to view the details of the incident. Once the
Third Party accepts responsibility, the stenciled Car Mark Owner is no longer able to view the
incident. A daily tickler/reminder email is sent to the Third Party until the request is approved or
rejected.
Exhibit 71. Accept/Reject Third Party Requests
TO VIEW THE DETAILS OF THE REQUEST, select its Equipment ID. The Car Details
page is displayed. After reviewing the case, select the Accept/Reject Third Party button to
continue through the process.
Accept or reject other incidents as required, or select Cancel to return to the Home page.
TO ACCEPT THE THIRD PARTY REQUEST, check the box beside the incident and select
Accept. The Accept Third Party Request page is displayed (Exhibit 72).
Exhibit 72. Accept Third Party Request
Select Accept again to confirm. A confirmation message is displayed (Exhibit 73).
Exhibit 73. Accept Third Party Request Confirmation
Select Yes to confirm. A success message is displayed (Exhibit 74). You have now successfully
requested the Third Party to continue the DDCT workflow. The Car Mark Owner no longer has
visibility to incident details. Select Done to return to the Home page.

Exhibit 74. Accept Third Party Request Success Message
Once the Third Party accepts the request, they can search for the incident/equipment ID and begin
to receive notifications associated with remaining steps.
Notes:
• When the Third Party accepts the request, notifications from the point of acceptance are
sent. Prior notification messages cannot be transmitted to the Third Party.
• When the Third Party accepts the request, the original Car Mark Owner can no longer
view the Incident Details. The Car Mark Owner can use the Search Incident functionality
to see high-level information.
• For accepted or rejected requests, notification is made to the Car Mark Owner.
TO REJECT a third party request, check the box beside the incident and select Reject. The
Reject Third Party Request page is displayed (Exhibit 75).
Exhibit 75. Reject Third Party Request
Select Reject again to confirm. A confirmation message is displayed (Exhibit 76).
Exhibit 76. Reject Third Party Request Confirmation
Select Yes to confirm. A success message is displayed (Exhibit 77). You have now successfully
rejected the Third Party Request and the Car Mark Owner is not changed. Select Done to return
to the Home page.
Exhibit 77. Reject Third Party Request Success Message
Once the Third Party Agent rejects the request, the rejected incident no longer displays.

Incidents Autocloses
Autocloses
This section explains the different types of autocloses.
Autoclose Rule 1 Incident – 3 Loaded Trips

Notifi- Equipment Web
I/C
Event Description Done By cation LCS Interchange Looks Like Advisory system Services to
Rules
Recipient Type Code Use
Remove a car from an incident DDCT 1 HC/CMO LCS code for remove liability n/a
and close the incident System processing for this car
REMV/REMV from and to road
A car will be removed from a DDCT Rule 1 incident, and the system will autoclose the incident
and update it with an end state of “Removed” when all of the following conditions are met:
• The Railinc event repository contains three loaded trip cycles since the creation of the
latest DDCT incident.
• Only incidents associated with IN-3000 will be autoclosed; incidents associated with any
other EA/IN will not be closed.
• There is no defect card associated with the incident.
Note: When the car is removed from the incident, the incident will be closed with Removal
Reason Code: “Autoclose – 3 loaded moves” and Removal Reason notes: “Incident is closed due
to 3 loaded moves in accordance with AAR Interchange Rules”.
Notifications: The system will send an Equipment Removed notification to the Handling Carrier
(HC) and the Car Mark Owner (CMO) with a Removal Reason Code and Removal Reason notes.
The HC will also receive Incident Closure notification.
Autoclose Rule 95, 107 Incidents and Defect Cards

Notifi- Equipment Web
I/C
Event Description Done By cation LCS Interchange Looks Like Advisory System Services to
Rules
Recipient Type Code Use
Remove a car from an incident DDCT 95/102*/ HC/CMO LCS code for remove liability n/a
and close the incident System 107 processing for this car
REMV/REMV from and to road
*Defect cards can be standalone or associated with an incident. Rule 102 applies to all defect cards.
Per the AAR Interchange Rules, once a defect card has been in existence for 48 months, a car will
be removed from a DDCT Rule 95, 107 incident or standalone defect card, and the system will
autoclose the incident/defect card and update it with an end state of “Removed”.
Note: This autoclose process does not apply to defect cards where the incident status is “Car On
Hand” or “Intermediate Shop Complete”.
Notifications: The system will send an Equipment Removed notification to the Handling Carrier
(HC) and the Car Mark Owner (CMO) with a Removal Reason Code and Removal Reason notes.
The HC will also receive Incident Closure notification.

Damaged Cars
Damaged Cars
When you select Damaged Cars on a DDCT page, the Damaged Cars menu is displayed (Exhibit
78).
Damaged Car processing is used for damaged car incidents under Rule 95 and 107.
Exhibit 78. Damaged Cars Menu
Exhibit 79 describes the tasks available on the Damaged Cars menu.
Exhibit 79. Damaged Cars Menu Items and Descriptions

Request Actual Enables the damaging road to request an actual depreciated value and
DV/Disposition disposition for a damaged car incident under Rule 107.
Provide Actual Enables the owner user to provide an actual documented depreciated value and
DV/Disposition disposition for a damaged car incident under Rule 107.
Offer Settlement/ Enables the damaging road to offer a settlement to an owner for a damaged car
Handling Carrier incident under Rule 107.
Repair
Reject Actual DV Enables the Handling Carrier to reject the ADV provided by the Car Owner if
the Handling Carrier does not agree with the amount provided.
Accept/Reject Enables the owner to accept or reject a settlement from the damaging road for
Settlement a damaged car incident under Rule 107.
Note: If it is determined that a car on a Rule 95 incident has disposition requested, then the car
should be removed from the Rule 95 incident (the incident will then close) and a “new” Rule 107
incident should be created.

Damaged Cars Request Actual DV/Disposition
Request Actual DV/Disposition

Done
Event Description I/C Rules cation Interchange Advisory System Web Services to Use
By
Request Disposition and DV HC 107 CMO DDCTService.requestDisposition
Reminder - Request DDCT 107 CMO n/a
Disposition and DV Pending System
This process is completed by the damaging carrier to request the owner to provide input for the
equipment’s depreciated value (DV) and disposition of the car.
1. Select Damaged Cars> Request Actual DV/Disposition. The Request Actual

DV/Disposition page is displayed (Exhibit 80).
Note: You can use the magnifying glass ( ) to retrieve your company’s Handling Carrier
contact from FindUs.Rail or you can complete the required fields manually.
Exhibit 80. Request Actual DV/Disposition
Note: If the contact is registered in FindUs.Rail, the fields are auto-populated with the last used
contact. Otherwise, the contact is populated with the primary FindUs.Rail contact for the
Handling Carrier. The lookup presents primary FindUs.Rail contacts followed by
secondary contacts.
2. As discussed in the above note, the contact information is pre-populated. Modify as

necessary:
a. Type in the damaging carrier’s contact name or select the search icon ( ) to search for a
valid contact name.
b. Type in the contact telephone number (including area code).
c. Type in the contact’s e-mail address.
3. Select Add Equipment. The Request Actual DV/Disposition Equipment pop-up appears
(Exhibit 81).

Exhibit 81. Request Actual DV/Disposition Equipment
4. Enter one or more equipment IDs for which to request actual DV and disposition.
5. Select Continue.
a. If no incident exists, the Select Cars to Request Actual DV/Disposition page is displayed
(Exhibit 82).
Exhibit 82. Select Cars to Request Actual DV/Disposition (no incident found)
b. If incidents exist (or after creating a new incident), the Select Cars to Request Actual
DV/Disposition page is displayed with the cars listed (Exhibit 83).

Exhibit 83. Select Cars to Request Actual DV/Disposition (incident found)
6. Check the boxes beside the Equipment IDs to request an actual DV/Disposition.
7. Complete the following mandatory information:
a. Type in the STCC of loaded equipment (the last contained STCC if empty) or select the
search icon ( ) to search for a valid STCC.
b. Select Yes or No for whether the car can travel on own wheels.
8. (Optional) Complete the following information:
a. Choose Empty or Loaded from the drop-down.
b. In the Disposition Note drop-down, choose whether the car “Will be sent to the shop” or
“Has been sent to the shop”.
c. Enter the shop mark or select the search icon ( ) to search for a valid shop mark.
d. For Rule 108 incidents, select Yes or No for whether the car requires transfer of lading.
9. Select Request Actual DV/Disposition. The Confirm Request for Actual DV/Disposition
page is displayed (Exhibit 84).
Exhibit 84. Confirm Request for Actual DV/Disposition
10. Select Yes. A confirmation page is displayed (Exhibit 85).

Exhibit 85. Confirmation of Request for Actual DV/Disposition
The status changes to “Actual DV/Disposition Requested”.
Note: If no Actual DV/Disposition is provided within 15 days, car hire liability is transferred to
the Car Mark Owner who can assume responsibility to provide disposition for the car.
11. Select Done to return to the Home page, or select another menu item.

Damaged Cars Provide Actual DV/Disposition
Provide Actual DV/Disposition

Equipment
Notifi- LCS
Done I/C Advisory
Event Description cation Interchange Web Services to Use
By Rules System
Recipient Looks Like
Type Code
Provide Disposition CMO 107 HC DDCTService.provideActualDVDispo
and DV
Reminder - Provide DDCT 107 HC n/a
Disposition and DV System
Pending
No DV response after DDCT 107 N/A Damaging n/a
30 days System Road to DVR7
Dispo with SHOP CMO 107 SHOP Note: The system sends a notification email to the selected SHOP when
equipment has been sent for disposition.
Provide Dispo (no HC 107 CMO DDCTService.provideActualDVDispo
dispo provided by
CMO within 15 days)
Dispo with SHOP (no HC 107 CMO DDCTService.provideActualDVDispo
dispo provided by
CMO within 15 days)
When notified of the request for actual DV/Disposition for a damaged car, a Car Mark Owner can
provide a response in DDCT.
Notes:
• If the CMO provides disposition for equipment where disposition was already provided,
then a warning message is displayed. Either select a hyperlink of a listed incident to view
the existing provided disposition or continue.
• After disposition request has been submitted by the Handling Carrier and the Car Owner
has not provided disposition after 15 days, the Handling Carrier may provide disposition.
Previous EDV is set to zero at the time the HC provides disposition (see “Handling
Carrier Provides Disposition” on page 67).
• If the ADV is rejected by the Handling Carrier, the 15-day waiting period is restarted.
• EDV is not calculated for rebuilt equipment
• EDV is not calculated for Salvage Value Only equipment per Exhibit II in the AAR Office
Manual.
1. Select Damaged Cars> Provide Actual DV/Disposition. The Pending Damaged Car
Incidents to Provide Actual DV/Disposition page is displayed (Exhibit 86).

Exhibit 86. Pending Damaged Car Incidents to Provide Actual DV/Disposition
2. Select the Equipment ID link from the Pending list matching the received notification. The
Actual DV/Disposition page is displayed (Exhibit 87).
Exhibit 87. Actual DV/Disposition
Notes:
• Waybill information for either the origin or destination party only appears on car details
after disposition has been provided. See Exhibit 120 and Exhibit 121 in the “Provide
Disposition” section for an example.
• If the ADV provided to the Handling Carrier is rejected, the amount is returned to zero.
This field is not available to the Handling Carrier.
• The drop down for currency type only allows USD unless the amount determined during
the calculate process is overridden. If it is necessary to indicate CAD (Canadian dollars),
follow the calculate process, select the Override ADV checkbox, and then change the
currency to CAD.

3. The CMO can select Calculate to begin the process to calculate Actual DV. The Settlement
Value Statement is displayed (Exhibit 88). The Actual DV/Disposition page is not available
again until the Settle Value Statement page has been completed and saved.
Notes:
• If equipment has been removed from Umler but the CMO wants to provide ADV, when
the CMO selects the Calculate button, a message is displayed stating that the DV
worksheet needs to be filled out manually.
• If the data provided in the Settlement Value Statement is not accurate, the CMO can
update the equipment information in Umler and then return to DDCT.
Exhibit 88. Settlement Value Statement
4. For the Settlement Value Statement page, the Incident Detail information (Equipment Type,
Car Mark Owner, Incident ID, Equipment ID, Incident Date, ADV Request Date, SPLC, and

Location) are pre-populated from DDCT for the first three lines of entries. The input fields
are as follows:
• Equipment built on, Rebuilt on — pre-populated from Umler–editable. If changed,

Cost Factors are updated.
• Weighing — pre-populated from Umler.
A. Original Cost — pre-populated from Umler–editable.
B. Cost Factor for year built — pre-populated from DDCT.
C. Cost Factor, for year prior to damage — Year (yyyy) pre-populated from DDCT.
D. Base Reproduction Value (A*C/D) — Based on Umler and DDCT data – Pre-
populated.
• Type — Drop down of valid selections – 10 maximum selections (Exhibit 89). See
Exhibit 90 for a detailed explanation of each code.
Exhibit 89. Settlement Value Statement (Type Drop-Down)
Exhibit 90. Settlement Value Statement Descriptions

Code Additions and Betterments Depreciation Maximum
COIL Outside heater coils applied to tank Same rate as for car to which 100%
shell by fusion welding. Includes applied, from date car was
renewal in damaged car. originally built or rebuilt.
CONT Containers (metal, rubber, or 7% per annum from date car 90%
combination metal/rubber) was originally built or rebuilt.
FLLD Other permanently installed loading 8% per annum from date of 90%
equipment used on flat cars. original application.


GNRL General Capitalized Additions and Same rate as for car to which 90%
Betterments. applied, from date car was
originally built or rebuilt.
IHTR In-transit heater applied to car. 6% per annum from date of 90%
Includes renewal in damaged car. original installation.
When installed coincidental with
construction of car, the amount
charged to Capital Account for such
installation may be estimated.
JTHR Jacketed thermal shield with Same rate as for car, from date 90%
integral headshield. of original installation.
LOLI Protective coating inside LO 2% per month from date of 100%
covered hopper, includes renewal application.
of lining in damaged cars.
NTHR Non-jacketed thermal protection 5% per annum from date of 100%
system. Includes renewal in application.
damaged cars.
RACK Multi-deck racks used on flat cars 5% per annum from date 90%
for automobiles, built new or originally built or rebuilt when
rebuilt prior to 1/1/2016. multi-level rack and car are of
divided ownership or reported
in Umler as car and multi-deck
racks, separately. When car
with permanently installed
multi-level rack is reported to
Umler as a single integrated
unit, rate of depreciation for
the entire unit will be at the
same rate for the car in which
installed.
Multi-deck racks used on flat cars 3.33% per annum from date 90%
for automobiles, built new or originally built or rebuilt when
rebuilt on or after 1/1/2016. multi-level rack and car are of
divided ownership or reported
in Umler as car and multi-deck
racks, separately. When car
with permanently installed
multi-level rack is reported to
Umler as a single integrated
unit, rate of depreciation for
the entire unit will be at the
same rate for the car in which
installed.


REFR Mechanical refrigerating systems or 6% per annum from date of 90%
thermostatically controlled original installation or rebuild
temperature device (including of the car.
power equipment). When installed
coincidental with construction or
Rule 88 rebuild, the amount
charged to Capital Account for such
installation may be estimated.
RUBB Rubber, polyvinyl chloride and 5% per annum from date of 100%
polyurethane elastomeric linings application.
applied to inside of tank. Includes
renewal in damaged car.
SPAR Any type Sparger system applied. Same rate as for car in which 90%
Includes renewal of lining in installed, from date car was
damaged cars. originally built or rebuilt.
STNS Stainless steel inner shell, heater Same rate as for car, from date 90%
coils of other than ordinary steel of original installation.
pipe.
TKLI Protective coating to inside of tank. 2% per month from date of 100%
Includes renewal of lining in application.
damaged car.
• Date — of value from type.
• Description — free form of type.
• Cost — Enter without $ or any punctuation.
• Select Add to add type to calculation.
E. Reproduction Value (Additions and Betterments) — calculated from the addition of

types. Note: A maximum of 15 values may be entered.
F. Total Reproduction (D+E)
G. Less Car Depreciation: Years and Months at:% (percent) = % (percent
H. Less Capitalized Betterments Depreciation (rate of car)
I. Less Exhibit V Depreciation
J. AAR Depreciated Value (F minus G minus H minus I)
5. Select Save and Continue. The next page is displayed, which is the Salvage Value
Worksheet (Exhibit 91).

Exhibit 91. Salvage Value Worksheet
Note: If your equipment is only applicable to the Salvage Value Only depreciation method, then
the Standard Steel Weight is pre-filled based on your Umler tare weight. The actual composition
of your equipment is unknown. Review the information and update the weight fields for accuracy
as needed.
6. The Salvage Value Worksheet input fields are as follows:
• Umler Tare Weight (pounds) — Brought forward from Umler; editable.
Note: If changed, a message is displayed indicating that the Umler weight was changed.
• Non-Metallic Weight (pounds) — Brought forward from Umler, if available; open for
user input.
• Estimated Salvage Weight (pounds) — Umler Tare Weight minus Non-Metallic

Weight.
• Aluminum (pounds) — enter weight of aluminum product in salvage equipment.
• Stainless Steel (pounds) — enter weight of stainless product in salvage equipment.
• Standard Steel (pounds) — enter weight of standard product in salvage equipment
• US Credit Rate — Rates from the current Price Master (updated quarterly) that is based
on the Incident Date – non-editable.

• Credit Value — Result of Aluminum, Stainless Steel, and Standard Steel individual
weight multiplied by the US Credit Rate.
• Total Salvage Weight (pounds) — Totals of Aluminum, Stainless Steel, and Standard
Steel – must equal Estimated Salvage Weight.
• Total Salvage Value — Total Value of Aluminum, Stainless Steel, and Standard Steel.
Note: Calculations are performed as you move to the next field.
7. Select one of the following:
• Back — Moves to the previous page without any updates.
• Calculate — Totals all numbers (weight and dollar amount) and moves to the final page
(Exhibit 92).
• Cancel — Does not update data and moves back one page.
Exhibit 92. Settlement Value Statement (Depreciated Value Method)
Note: The Salvage Value Only depreciation method is the only available option if your
equipment is applicable to Exhibit II in AAR Interchange Rule 107.
8. Calculations are made from the data entered on the two previous pages. Select one of the
values displayed on the Settlement Value Statement (Depreciated Value Method).
• Back — Returns to the previous page without any updates to the Value Statement.
• Apply — Values are updated, the DDCT Disposition page is displayed, and the
Depreciated Value is displayed with the chosen depreciated value method.
• Cancel — Does not update data and displays the DDCT Disposition page.
10. Back on the Actual DV/Disposition page (Exhibit 93), select a Disposition Option of Repair
at Home/Contract Shop or to allow the Handling Carrier to Provide a Shop. If choosing to
repair at Home/Contract shop, provide at least one shop choice.

Exhibit 93. Disposition Shops
• Type in the Shop ID (Mark) and SPLC or select the search icon ( ) to search for a valid
Shop Couplet (see “Searching for a Shop Couplet” on page 105). Shop couplet data is
derived from FindUs.Rail contact information.
• Select radio button to indicate a final shop choice.
• (Optionally) add Notes
11. Select Continue. The Actual DV/Disposition Submit Confirmation page is displayed with a
message to confirm the submission (Exhibit 94). The Depreciated Value or the Salvage
Values (dollar amount) is displayed along with the Settlement Method.
Exhibit 94. Actual DV/Disposition (displayed with depreciated or salvage value)
Override Actual DV
12. Review the content to determine if the Actual DV is acceptable as it is displayed.
a. If acceptable, select Yes. A submission confirmation page is displayed (Exhibit 96).
b. If the calculated Actual DV is not acceptable, you have the opportunity to re-calculate the
depreciated value by selecting the Calculate button again and re-determining the
depreciated value. Or, you may check the Override ADV box and manually key in
another Actual DV. When checking the ‘Override’ option, the Actual DV field is cleared,
the Calculate button becomes non-accessible, and a Reason for Override text box is
displayed so that an explanation can be noted for the Handling Carrier and other
interested parties (Exhibit 95). Additionally, the monetary currency field can be changed
to Canadian dollars (CAD) if needed.
Exhibit 95. Actual DV/Disposition (with calculated ADV override)

Exhibit 96. Actual DV/Disposition Submit Confirmation (after confirming)
Note: Reminder notifications are sent daily for each car that remains in “Actual DV/Disposition
Provided” status.
13. Select Done to return to the Home page, or select another menu item.
14. The Car Details page reflects the new Settlement Values (Exhibit 97).
Exhibit 97. Car Details page (reflecting the new Settlement Values)
• Estimated Value – Originally given to Car Owner from calculations within DDCT.
Note: DDCT displays “EDV Unknown” when the Estimated Value of a given car is
calculated to be less than $1000.
• Actual DV – Override DV value with reason for override.
• Calculated DV – Original Actual DV provided with ability to view ADV Worksheet.

Note: This value is shown as Actual DV if an Override was not initiated. This value is not
shown if an Override was initiated.
Handling Carrier Provides Disposition

When the Car Owner does not provide disposition for a car that has had disposition/ADV
requested, after 15 days, the Handling Carrier has the option to provide this disposition.
Note: Handling Carrier Admin SSO access is needed to perform this action.

1. Select Damaged Cars> Provide Disposition. The Pending Damaged Car Incidents to
Provide Actual DV/Disposition page is displayed (Exhibit 86).
2. Select the appropriate Equipment ID link. The Actual DV/Disposition page is displayed with
override ADV indicated and the Actual DV set to zero (Exhibit 98). Note that the disposition
is handled as a disposition override. The Actual DV is set to zero (0), the Override ADV
button is activated, and an explanation is added to the Reason for Override field.
Exhibit 98. Actual DV/Disposition (Overridden with Actual DV set to zero)
3. Select one of the Disposition Options, key in a Shop Couplet, if needed. Optionally add notes.
Select Continue.
4. A confirmation message is displayed. Select Provide Actual Disposition. A completion
message is displayed.

Damaged Cars Offer Settlement/Handling Carrier Repair
Offer Settlement/Handling Carrier Repair

Equipment
Notifi- LCS
Done Advisory
Event Description I/C Rules cation Interchange Web Services to Use
By System
Type Code
Offer Settlement HC 107 CMO DDCTService.authorizeSettlement
Reminder - Offer DDCT 107 CMO n/a
Settlement Pending System
Handling Carrier to HC 107 CMO DDCTService.authorizeSettlement
Repair
After a Handling Carrier has viewed a Car Owner’s actual DV/Disposition, DDCT can be used to
offer a settlement against that car.
1. Select Damaged Cars> Offer Settlement/Handling Carrier Repair. The Offer Settlement /
Handling Carrier Repair page is displayed (Exhibit 99).
Exhibit 99. Offer Settlement / Handling Carrier Repair
Note: All Equipment IDs with a status of “Actual DV/Disposition Provided” are listed. Only
one Equipment ID is listed if Offer Settlement was selected on the View Incident Car
Information page (after a single equipment search).
2. Select the appropriate checkbox(es) beside the Equipment ID(s). You can select multiple
checkboxes if needed.
3. Choose one of the following:
• Offer Settlement (pay the actual DV)—Continue with “Offer Settlement” on page 70.
• Handling Carrier Repair (Handling Carrier will handle repairs)—Continue with

“Handling Carrier Repair” on page 71.

Offer Settlement
If you are the Handling Carrier and decide to accept the owner’s ADV for the damaged car, select
the checkbox to the left of the Equipment ID, and then select Offer Settlement on the Offer
Settlement / Handling Carrier Repair page. The Confirm Offer Settlement Action pop-up is
displayed with a request to confirm the authorization (Exhibit 100).
Exhibit 100. Confirm Offer Settlement Action
Select Offer Settlement to confirm, or select Close to cancel. A confirmation pop-up is displayed
over the Offer Settlement / Handling Carrier Repair page with a completion notification message
(Exhibit 101).
Exhibit 101. Offer Settlement / Reject Actual DV (with completion notification)
Select Close on the confirmation pop-up to return to the list of available incidents.
Note: Reminder notifications are sent daily for each car that remains in “Settlement Offered”
status. If no settlement accept/reject is provided within 45 days, then the settlement is
automatically accepted.

Handling Carrier Repair

If you are the Handling Carrier and do not accept the owner’s DV for the damaged car (i.e., you
plan to repair the car at your own shop), select the checkbox to the left of the Equipment ID, and
then select Handling Carrier Repair on the Offer Settlement / Handling Carrier Repair page.
The Confirm Repair by Handling Carrier Action page is displayed with a request to confirm the
authorization (Exhibit 102).
Exhibit 102. Confirm Repair by Handling Carrier Action
Select Handling Carrier Repair to confirm, or select Close to cancel. A confirmation pop-up is
displayed over the Offer Settlement / Handling Carrier Repair page with a completion/notification
message (Exhibit 103).
Exhibit 103. Repair by Handling Carrier Notification

Damaged Cars Reject Actual DV
Reject Actual DV
Equipment
Notifi- LCS
Done Advisory
Event Description I/C Rules cation Interchange Web Services to Use
By System
Type Code
Reject Actual DV HC 107 CMO DDCTService.authorizeSettlement
When the Car Owner provides ADV disposition and the Handling Carrier does not agree with the
amount provided, the Handling Carrier can reject the ADV provided.
Notes:
• Handling Carrier admin access is needed to perform this action.
• When a user rejects ADV, both the original offer and the record of the rejection appear in
the summary of the Audit Log (see “Audit Log” on page 45).
For Rule 107 incidents, Car Owners calculate the disposition value of a damaged car that has
been deemed unserviceable. Once a value is determined, the Car Owner sends the ADV to the
Handling Carrier involved.
At the time the Handling Carrier receives the calculated value, the HC can either accept the ADV
of the car (see “Offer Settlement” on page 70) or they can reject the ADV provided by the Car
Owner.
To reject the ADV:
1. Select Damaged Cars>Reject Actual ADV. The Reject Actual DV page is displayed
showing pending incidents available for settlement offer (see Exhibit 104).
Note: This Reject Actual DV option is available for Rule 107 incidents in this status and for
users whose mark is listed as the HC on the DDCT incident.
Exhibit 104. Reject Actual DV Page (Showing Pending Incidents Available)
2. Select the radio button to the left of the Equipment ID with the ADV you want to reject.
3. Select Reject Actual DV. The Reject Actual DV Reason page is displayed (Exhibit 105).

Damaged Cars Reject Actual DV
Exhibit 105. Reject Actual DV Reason
4. Type the text for the Reject Actual DV Reason.

5. Select the Reject Actual DV button. The Confirm Reject Actual DV Action pop-up is
redisplayed with a confirmation message (Exhibit 106).
Exhibit 106. Reject Actual DV Reason (with confirmation message)
6. To confirm, select Reject Actual DV again (or select Close to cancel). The page is
redisplayed with a message indicating the successful rejection of the Actual DV. A
notification is sent to the Car Mark Owner.
Exhibit 107. Reject Actual DV Reason Success Message
Note: Once the HC rejects the ADV, the status of the incident changes to “Actual DV
Disposition Requested”. The rejection reason appears on the incident and ADV
calculations are available in the audit log.

Damaged Cars Accept/Reject Settlement
Accept/Reject Settlement
Done I/C
Event Description cation Interchange Advisory System Web Services to Use
By Rules
Accept Settlement (pt. 1) CMO 107 HC/SHOP Damaging DDCTService.acceptRejectSettlement
Road to DVR7.
Accept Settlement (pt. 2) DVR7 to DEAD IN EQADV31
System Accept Settlement DDCT 107 HC/SHOP Damaging n/a
after 45 days if no response System Road to DVR7.
provided (pt. 1)
System Accept Settlement DVR7 to DEAD IN EQADV31
after 45 days if no response
provided (pt. 2)
Reject Settlement CMO 107 HC/SHOP Damaging DDCTService.acceptRejectSettlement
Road to DVR7.
When a Car Owner is notified that a settlement for a specified car has been made, DDCT enables
the owner to accept or reject the settlement.
1. Select Damaged Cars>Accept/Reject Settlement. The Pending Incidents for Accept/Reject

Settlement page is displayed (Exhibit 108).
Exhibit 108. Pending Incidents for Accept/Reject Settlement
2. Select the appropriate checkbox(es) to the left of the Equipment ID(s). You can select
multiple checkboxes if needed.

• Accept Settlement
• Reject Settlement
The Confirm Settlement Accept/Reject Action pop-up is displayed with a message to confirm
either the acceptance or rejection (Exhibit 109).

Damaged Cars Accept/Reject Settlement
Exhibit 109. Confirm Settlement Accept/Reject Action for Accept
4. Depending on your prior selection, select Accept Settlement or Reject Settlement to confirm (or
select Close to cancel). A confirmation pop-up is displayed on the Pending Incidents for
Accept/Reject Settlement page with a message indicating success of action and notifications sent
(see Exhibit 110).
Exhibit 110. Confirm Settlement Accept/Reject Action for Accept (Submitted)
Notes:
• If settlement is rejected, then the status of the car is “Settlement Rejected”. The Handling
Carrier will then honor the disposition provided by the Car Owner prior to the settlement
offer or repair the car at the Handling Carrier’s shop.
• When equipment has been reported as “Settlement Accepted” or “Settlement Rejected”
and the equipment has been dispositioned to a Shop, the Shop is notified of the reported
“Settlement Accepted” or “Settlement Rejected” status.
• Reminder notifications are sent daily for each car that remains in “Settlement Offered”
status. If no settlement accept/reject is provided within 45 days, then the settlement is
automatically accepted.
• An incident cannot be closed until all of the equipment involved in the incident is in an
end state (see Exhibit 189 on page 124). Once all of the equipment is in an end state, the
incident will close in 90 days.

Defective Cars Request Disposition
Defective Cars
When you select Defective Cars on a DDCT page, the Defective Cars menu is displayed.
Options on this menu differ depending on your assigned rights. Exhibit 111 shows options for a
user who has rights for both a Car Mark Owner and a Handling Carrier.
Defective Car processing is used for defective car incidents under Rules 1, 96, or 108 (for cars
requiring extensive repairs).
Exhibit 111. Defective Cars Menu
Exhibit 112 describes the tasks available on the Defective Cars menu.
Exhibit 112. Defective Cars Menu Items and Descriptions

Request Enables the Handling Carrier to request a disposition for a defective car
Disposition incident under Rules 1, 96, or 108.
Provide Disposition Enables the owner to provide a disposition for a damaged car incident under
Rules 1, 96, or 108.
Dismantle Cars Enables the owner to dismantle a car beyond repair (only for Rule 108
incidents created before February 21, 2017).
Accept / Reject Enables the Handling Carrier to either accept or reject the Max Credit Value
Salvage Value (only for Rule 108 incidents created on or after February 21, 2017).
Request Disposition
Notifi- Equipment
I/C LCS Interchange
Event Description Done By cation Advisory System Web Services to Use
Rules Looks Like
Recipient Type Code
Request Disposition HC 1/96/108 CMO DDCTService.requestDisposition
Reminder - Request DDCT 1/96/108 CMO n/a
Disposition Pending System
Dispo with SHOP CMO 1/96/108 SHOP Note: The system sends a notification email to the selected SHOP when
equipment has been sent for disposition.
This option is used when a Handling Carrier discovers and creates an incident for defects in a car
and needs to request disposition of the car from the owner.
Note: The following procedure applies to Rule 96 incidents. For Rule 1 and 108 incidents, see
“Creating Rule 1 and 108 Incidents” on page 28.
1. Select Defective Cars>Request Disposition. The Request Disposition page is displayed

(Exhibit 113).

Exhibit 113. Request Disposition (Contact completed)
Note: You can perform a search for the Handling Carrier’s 1 and 108 incidents to make sure
data needed for this page is known. The fields of this page are pre-populated if you
selected Request Disposition on the Car Details page.
a. Type in the Handling Carrier’s contact name or select the search icon ( ) to search for a
valid contact name.
Note: If the contact is registered in FindUs.Rail, the fields are auto-populated with the
last used contact. Otherwise, the contact information is populated with the
primary FindUs.Rail contact for the Handling Carrier. The lookup presents
primary FindUs.Rail contacts followed by secondary contacts.
b. Type in the contact telephone number (including area code).
c. Type in the contact’s e-mail address.
2. Select Add Equipment. The Request Disposition page is redisplayed with an Equipment
field (Exhibit 114).
Exhibit 114. Request Disposition (Add Equipment)
3. Type in the Equipment ID(s) and select Submit. The Request Disposition page is redisplayed
with a Request Disposition List section (Exhibit 115).
Note: If there is no associated incident for the car specified, select Create Incident to
create a new incident for the car. See “Create Incident” on page 20.

Exhibit 115. Request Disposition
4. Select the checkbox to the left of the Equipment ID.
5. Complete the following information:
a. Type in the STCC of loaded equipment (the last contained STCC if empty) or select the
search icon ( ) to search for a valid STCC.
b. Select Yes or No for whether the car can travel on own wheels.
6. (Optional) Complete the following information:
a. Choose Empty or Loaded from the drop-down.

b. Choose whether the car will be sent to the shop or has been sent to the shop.
c. Type in the shop mark or select the search icon ( ) to search for a valid shop mark.
7. Select Request Disposition. A confirmation pop-up is displayed with a message to confirm

the request.
Exhibit 116. Request Disposition Confirmation Pop-up
Notes:
• If there are no associated incidents for the car specified, a message is displayed
indicating that no open incidents exist for the equipment. The Handling Carrier then
needs to create a new incident for the equipment (see “Create Incident” on page 20).
• To add additional equipment to the request disposition list, select the Add
Equipment button.
8. Select Yes to confirm. The Disposition Request Success page is displayed (Exhibit 117).

Defective Cars Provide Disposition
Exhibit 117. Disposition Request Success
The status is set to “Disposition Requested”.
Note: Reminder notifications are sent on a daily basis for each car that remains in “Disposition
Requested” status.
9. Select Done to return to the Home page, or choose another menu item.
Provide Disposition
Notifi- Equipment
I/C LCS Interchange
Event Description Done By cation Advisory System Web Services to Use
Rules Looks Like
Recipient Type Code
Provide Disposition CMO /HC 1/96/108 CMO/HC Handling Road to DSP8 DDCTService.provideDisposition
When notified of the request for a disposition for a defective car, a Car Mark Owner can provide
a response in DDCT.
Note: Rule 1 and 96 incidents: The system enables the HC to provide disposition after 2
business days have passed since the request for disposition was made. Holidays are
NOT factored in and count as business days. Only the HC that created the incident can
provide disposition after 2 days. If the CMO provides disposition, the HC is not allowed
to provide disposition after 2 days. Example: for disposition requested on Monday,
Tuesday and Wednesday are the 2 days. If disposition is not provided, the HC can
provide it on Thursday, using this example.
Rule 108 incidents: If the HC requests disposition, the CMO has 15 days to provide
disposition. The HC cannot provide disposition during this time but can provide
disposition after 15 days if the CMO does not provide disposition.
1. Select Defective Cars>Provide Disposition. The Pending Defective Car Incidents to Provide
Disposition page is displayed (Exhibit 118).
Exhibit 118. Pending Defective Car Incidents to Provide Disposition

2. Select the Equipment ID link to provide disposition for that car. The Provide Defective Car
Disposition page is displayed (Exhibit 119).
Exhibit 119. Provide Defective Car Disposition
3. Complete (or modify) the Disposition Shops section:

a. Select a Disposition Option of Repair at Home/Contract Shop or to allow the Handling
Carrier to Provide a Shop. If choosing to repair at Home/Contract shop, provide at least
one shop choice.
• Type in the Shop Couplet (Mark and SPLC) or select the search icon ( ) to search
for a valid Shop Couplet (see “Searching for a Shop Couplet” on page 105). Shop
couplet data is derived from FindUs.Rail contact information.
• Select a radio button to indicate a final shop choice.
• (Optional) add Notes.
b. Repeat for the second shop choice.
c. Optionally, select the Select Waybill Location option if the waybill origin or destination
is to provide disposition to a repair location (Exhibit 120). The origin and destination
options appear. Select the appropriate choice.

Exhibit 120. Provide Defective Car Disposition (for Select Waybill Location option)
Notes:
• Waybill information for either the origin or the destination party only appears on car
details after disposition has been provided.
• The option to Select Waybill Location will only be available under Provide
Disposition Shops/Options when there is a corresponding loaded trip record in the
Railinc event repository. This option is only available for equipment involved in Rule
1 and Rule 96 incidents.
4. Select Continue. The Provide Defective Car Disposition Confirmation page is displayed.
Exhibit 121. Provide Disposition Confirmation
5. Review the disposition:

a. To go back to make changes to the disposition, select No.
b. To confirm the disposition, select Yes. The Provide Defective Car Disposition
Confirmation page is displayed with a notification message (Exhibit 122).
Exhibit 122. Provide Defective Car Disposition Confirmation (after confirm)
The status is set to “Disposition Provided”.

Provide Salvage Value

Event Description Done By I/C Rules cation Interchange Advisory System Web Services to Use
Provide Salvage Value CMO/HC 108 HC/CMO n/a DDCTService.provideSalvageValue
When notified of the request for disposition for a defective car, a Car Mark Owner can respond
by dispositioning the car to a shop for repair or they can calculate the salvage value and credit the
value to the Handling Carrier before dismantling the car.
Notes:
• After a disposition request has been submitted by the Handling Carrier and the Car
Owner has not provided disposition within 15 days, the Handling Carrier may provide
disposition or calculate the salvage value.
• When calculating the salvage value in DDCT, the Car Owner can enter the metallic
weight and other details in the Salvage Value Worksheet.
Use the following procedure to calculate and provide the Salvage Value:
1. Select Defective Cars> Provide Disposition. The Pending Defective Car Incidents to
Provide Disposition page is displayed (Exhibit 123).
Exhibit 123. Pending Defective Car Incidents to Provide Disposition
2. Select the Equipment ID link for a Rule 108 incident from the pending list matching the
received notification. The Provide Defective Car Disposition page is displayed (Exhibit 124).

Exhibit 124. Provide Defective Car Disposition
3. Select the Equipment ID link. The Car Details page is displayed. Exhibit 125 shows the
Disposition section of this page.
Exhibit 125. Car Details Page showing the Disposition Section
4. Select Provide Salvage Value. The Provide Salvage Value page is displayed (Exhibit 126).
Exhibit 126. Provide Salvage Value
5. Select Calculate to begin the process to calculate the Salvage Value. The Salvage Value
Worksheet is displayed (Exhibit 127).

Exhibit 127. Salvage Value Worksheet
6. For the Salvage Value Worksheet, the Incident Detail information (Equipment Type, Car
Mark Owner, Incident ID, Equipment ID, Incident Date, SPLC and Location) are pre-
populated from DDCT for the first three lines of entries. The input fields are as follows:
• Umler Light Weight – Pre-populated from Umler–editable. If changed, Dismantling

Cost is updated.
• Non-Metallic Weight – Editable by user. If changed, Estimated Metallic Weight is

updated.
• Estimated Metallic Weight – Auto-calculated. Calculation is equal to the difference

between Umler Light Weight and Non-Metallic Weight.
• Aluminum, Stainless Steel, and Standard Steel Weight – Editable by user. If changed,
the Credit Value, Salvage Weight, and Salvage Value are updated. All job code credit
rates are calculated based on the quarterly value from the Price Master of the year the
incident was created.
Metallic Parts Job Code

Aluminum 4236
Stainless Steel 4246
Standard Steel 4244

A. Salvage Value of Dismantled Car — Auto-calculated (Total Credit Value of Metallic

Weight).
B. Dismantling Cost — Auto-calculated. Gross tons (Light Wt. in lbs. / 2240 x value of job
code 4489)
C. Max Credit Value (A-B) — Auto-calculated.
Notes:
• If the Salvage Value provided to the Handling Carrier is rejected, the amount is returned
to zero in the Salvage Value Worksheet.
• After a disposition request has been submitted by the Handling Carrier and the Car
Owner has not provided disposition within 15 days, the Handling Carrier may provide
disposition or calculate the salvage value.
• The drop down for currency type only allows USD unless the amount determined during
the calculate process is overridden. If it is necessary to indicate CAD (Canadian dollars),
follow the calculate process, select the Override Salvage Value checkbox, and then
change the currency to CAD.
• The CMO can override the Salvage Value, Dismantling Cost, and Max Credit Value by
selecting the Override Salvage Value checkbox on the Provide Salvage Value page.
7. After entering values on the Salvage Value Worksheet, select Apply at the bottom of the
page. The Provide Salvage Value page is redisplayed (Exhibit 126).
8. Select Continue on the Provide Salvage Value page. A confirmation pop-up is displayed.
Select Yes to confirm. A success message is displayed (Exhibit 128).
Exhibit 128. Provide Salvage Value (completed)

Accept/Reject Salvage Value

Accept Salvage Value HC/CMO 108 CMO/HC DVR7 to DEAD DDCTService.authorizeSalvageValue
Reject Salvage Value HC/CMO 108 CMO/HC DSP8 to DSP8 DDCTService.authorizeSalvageValue
Dismantle Car CMO 108 HC/SHOP DVR7 to DEAD DDCTService.dismantleEquipment
When a car is in “Salvage Value Provided” status, the Handling Carrier can either accept or reject
the Max Credit Value. If the Handling Carrier accepts the Salvage Value, the car status is set to
“Dismantled*”. If the Handling Carrier rejects the Salvage Value, the car status is set back to
“Request Disposition” for the Car Owner to provide disposition again.
Note: When the Handling Carrier provides the Salvage Value after 15 days, the Car Owner can
then accept or reject the Max Credit Value. If the Car Owner rejects the Salvage Value, the car
status is set back to “Request Disposition” for the Handling Carrier to provide disposition or
salvage value again.
Use the following procedure to accept or reject the Salvage Value:
1. Select Defective Cars>Accept/Reject Salvage Value. The Accept/Reject Salvage Value
page is displayed (Exhibit 129).
Exhibit 129. Accept/Reject Salvage Value
2. Select the Equipment ID link for the car. The Car Details page is displayed (Exhibit 130).
Exhibit 130. Car Details showing Accept/Reject Salvage Value

3. Review the values on this page carefully and decide how to proceed:
• To salvage the car for the indicated Max Credit Value, select the Accept/Reject Salvage
Value button and then select Accept Salvage Value from the resulting Accept/Reject
Salvage Value page (Exhibit 131).
• If unsure/disagree with the values on the page, select the Accept/Reject Salvage Value
button and then select Reject Salvage Value from the resulting Accept/Reject Salvage
Value page (Exhibit 131). The car status is set back to “Request Disposition” for the Car
Owner to address.
Exhibit 131. Accept/Reject Salvage Value
Car Dismantling Procedure for Incidents Created Prior

to February 21, 2017
Note: Rule 108 incidents created before February 21, 2017 continue to use the Car Dismantling
procedure previously in effect. This procedure does not support the Salvage Value Worksheet.
Car Owners can use the following procedure to dismantle a car. DDCT automatically determines
which procedure is in effect based on the incident creation date.
1. Select Defective Cars>Dismantle Cars. The Dismantle Defective Cars page is displayed
(Exhibit 132).
Exhibit 132. Dismantle Defective Cars
2. Select the Equipment ID link for the car to be dismantled. The Confirm Dismantle Car page
is displayed (Exhibit 133).

Exhibit 133. Confirm Dismantle Car
3. Choose from the available actions:

a. If sure about dismantling the car, select Yes. The Equipment Successfully Dismantled
message is displayed (Exhibit 134). Refer to Rule 108 in the Field Manual of the AAR
Interchange Rules for further details on dismantling equipment.
Exhibit 134. Confirm Dismantle Car (success message)
b. If unsure about dismantling the car, select No and view the Equipment ID using the
incident search functionality. To dismantle from the Car Details page, select Dismantle
Car (Exhibit 135). Refer to Rule 108 in the Field Manual of the AAR Interchange Rules
for further details on dismantling equipment.

Exhibit 135. Car Details (showing Dismantle Car option)
Note: Other possible available options (other than Dismantle Car) include Remove
From Incident, Create Defect Card, Report Car On Hand, Assign to Third
Party, and Audit Log. These actions are discussed elsewhere in this guide.
Note: When equipment has been reported as “Dismantled”, and the equipment has been
dispositioned to a Shop, the Shop is notified of the dismantling.

Defect Cards
Defect Cards
Defect Card query Any All DDCTService.retrieveDefectCard
Defect Card draft created HC All n/a
Defect Card draft removed HC All n/a
Defect Card created HC 102* CMO DDCTService.createDefectCard
Defect Card created HC 95/107 CMO DDCTService.createDefectCard
Defect Card created HC 1/96/108 CMO DDCTService.createDefectCard
Defect Card updated HC All CMO/SHOP DDCTService.reportDefectCardRepairs
*Defect cards can be standalone or associated with an incident. Rule 102 applies to all defect cards.
A defect card is used to identify damages or defects per AAR Interchange Rules. Refer to Rule
102 in the Field Manual of the AAR Interchange Rules for more information. Defect card
processes are used for creating, searching for, viewing, and importing electronic defect cards.
Defect cards that are not associated with an incident appear on the IN-3001 letter, along with
Rule 95 incidents.
Note: Only the Handling Carrier can create a defect card.
A defect card can be created in one of two ways:
• Use the Defect Cards menu option to create a standalone defect card that is not
associated with an incident. See “Creating a Defect Card that is Not Associated with an
Incident” on page 91 for more information.
• Use the Incidents menu option to create a defect card that is associated with an incident.
See “Creating a Defect Card that is Associated with an Incident” on page 93 for more
information.
When you select Defect Cards on a DDCT page, the Defect Cards menu is displayed (Exhibit
136).
Exhibit 136. Defect Cards Menu
Exhibit 137 describes the tasks available on the Defect Cards menu.
Exhibit 137. Defect Cards Menu Items and Descriptions

Create Defect Card Enables the Handling Carrier to create an electronic defect card in one of
two ways as described in “Creating a Defect Card that is Not Associated
with an Incident” on page 91 or “Creating a Defect Card that is
Associated with an Incident” on page 93.
View Defect Card Drafts Enables the Handling Carrier to view and edit their own draft defect
cards.

Defect Cards
Create Defect Card

Defect cards can be created in one of two ways as described in the following sections:
Note: If you need to report Roller Bearing defects or damages, you must create a defect card that
is associated with an incident.
• “Creating a Defect Card that is Not Associated with an Incident” on page 91
• “Creating a Defect Card that is Associated with an Incident” on page 93
Creating a Defect Card that is Not Associated with an

Incident
Use the following procedure to create a standalone defect card that is not associated with an
incident:
1. Select Defect Cards>Create Defect Card. The Create Defect Card page is displayed
(Exhibit 138).
Exhibit 138. Create Defect Card (Not Associated with an Incident)
2. Complete the following fields:
a. Type the Equipment ID(s) associated with the defect card.
Note: The Create Date must be the current date.
b. Type the name of the road’s authorized representative.
c. Type the authorized representative’s Station Name, City, and State/Province.
d. (Optional) Type the Third Party Reference ID (MARK).

Defect Cards Create Defect Card
e. Select Add Defects. The Manage Defects pop-up is displayed (see Exhibit 139).
Exhibit 139. Manage Defects
Type in the known defects, scrolling down as needed to add more defects (up to 20
defects). When you have finished entering defects, select Save Changes to return to the
Create Defect Card page (see Exhibit 140).
Exhibit 140. Create Defect Card (showing defect added)
3. You can either save (create) the defect card or save it as a draft as described in the following
sections:
a. Save the defect card—see “Saving a Defect Card” on page 96.
b. Save as a draft—see “Saving a Defect Card as a Draft” on page 98.

Creating a Defect Card that is Associated with an

Incident
Use the following procedure to create a defect card that is associated with an incident:
Note: The Handling Carrier can update a defect card for an incident that is in an “open”
state—not in an “end” state.
1. Select Search from the menu bar. The Search Incident, Defect Card, and ICB Record page is
displayed (see Exhibit 13 on page 13).
2. Follow the instructions in “Search” on page 12 to complete the fields required to locate the
incident for which you want to create an associated defect card.
3. Select Search on the Search Incident, Defect Card, and ICB Record page. The Search Results
page is displayed, containing the results of your incident search (see Exhibit 14 on page 15).
4. From the search results, select the Equipment ID link to view the details of the incident. The
Car Details page is displayed (Exhibit 141).

Exhibit 141. Car Details Page
5. Select Create Defect Card to create a defect card associated with the displayed incident. The
Create Defect Card page is displayed (Exhibit 142).

Exhibit 142. Create Defect Card Page (Associated with an Incident)
6. Complete the following fields:
a. Enter the name of the road’s authorized representative.
b. Enter the authorized representative’s Station Name, City, and State/Province.
c. (Optional) Enter the Third Party Reference ID (MARK).
d. Select Add Defects. The Manage Defects pop-up is displayed (see Exhibit 143).
Exhibit 143. Manage Defects
Type in the known defects, scrolling down as needed to add more defects (up to 20
defects). When you have finished entering defects, select Save Changes to return to the
Create Defect Card page (see Exhibit 144).

Exhibit 144. Create Defect Card (showing added defect)
e. If appropriate, select the Derailment radio button (Yes or No; defaults to No).
f. (Optional) Complete the Roller Bearing Information (the default is “None”). If

“Inspected”, “Changed”, or “Authorized to Change”, use the scrolled list to select the
appropriate locations. Hold the Ctrl key to select more than one item.
7. You can either save (create) the defect card or save it as a draft as described in the following
sections:
a. Save the defect card—see “Saving a Defect Card” on page 97.
b. Save as a draft—see “Saving a Defect Card as a Draft” on page 98.

Saving a Defect Card

The process of saving a defect card is the same whether the defect card is associated with an
incident or not.
To save a defect card, select Create Defect Card from the Create Defect Card page. The Defect
Card Information page is displayed (see Exhibit 145).
Exhibit 145. Defect Card Information
Review any warnings. If ready to proceed, select Create Defect Card again.
The Defect Card Creation confirmation pop-up is displayed as shown in Exhibit 146.
Exhibit 146. Defect Card Creation Confirmation Pop-up
Select Yes to confirm the creation of the defect card. The Defect Card Creation Success message
is displayed (see Exhibit 147).
Exhibit 147. Defect Card Creation Success Message
Select Done to return to the Home page.

Saving a Defect Card as a Draft

The process of saving a defect card as a draft is essentially the same, whether the defect card is
associated with an incident or not.
To save the defect card as a draft, select Save Draft from the Create Defect Card page. The
Defect Card Information page is displayed (see Exhibit 148).
Exhibit 148. Defect Card Information
Select Save Draft to confirm the creation of the draft defect card.
A confirmation pop-up is displayed as shown in Exhibit 149.
Exhibit 149. Confirmation Required Pop-up
Select Yes to complete the save.
Note: Drafts can be edited or removed later.

Defect Cards Report Defect Card Repairs
Report Defect Card Repairs

The Handling Carrier reports repairs for defect cards as defined in “Create Defect Card” on page 91.
Note: The Handling Carrier can update a defect card for an incident that is in an “open”
state—not in an “end” state.
1. Search for a defect card as described in “Search” on page 12.
2. Select the link for the appropriate equipment and then select one of the following tasks:
• Report Selected Repairs.

a. Select one or more pending repairs and then select Report Selected Repairs. The
Confirmation Required pop-up is displayed asking you to confirm the decision to
report the selected repairs.
Exhibit 150. Confirmation Required Pop-up
b. Select Yes to continue. The Defect Card Details page is redisplayed with a green
confirmation message (Exhibit 151).
Exhibit 151. Repairs Successfully Reported Message (Defect Card Details page)
• Remove Defect Card—Select this option to cancel or remove a defect card in DDCT.
You must select a Removal Reason Code and provide Removal Reason notes.
• Report Car On Hand—Select this option to acknowledge receipt of the equipment at

the specified location. Note: This option is only displayed if your user ID has DDCT
Shop permissions.
• Repair—Select this option to report completed repairs.
• Done—Returns to the Home page.

Defect Cards View Defect Card Drafts
View Defect Card Drafts

The View Defect Card Drafts function is useful for quickly locating and adding details to draft
defect cards. To view defect card drafts:
1. Select Defect Cards>View Defect Card Drafts. The Defect Card Drafts page is displayed
(Exhibit 152) with system “Draft” status defect cards listed.
Exhibit 152. Defect Card Drafts
2. Select the Equipment ID link to view the draft defect card for that car. The Defect Card Draft
Details page is displayed (Exhibit 153).
Exhibit 153. Defect Card Draft Details
Choose from the following tasks:

Back—Returns to the previous page.
Edit—Opens the Edit Defect Card Draft page (not shown) for additions, corrections, etc.
Delete Draft—Deletes the draft defect card.
Done—Returns to the Home page.

Shop
Shop
When you select Shop on a DDCT page, the Shop menu is displayed (Exhibit 154).
The Shop menu is used by railroads, Car Owners, and shops to indicate cars are in place for
repairs (on hand), to report completion of repairs or individual defects, to view cars expected at
shops, to view those cars on hand, and to view cars with repairs completed.
Exhibit 154. Shop Menu
Exhibit 155 describes the tasks available on the Repairs menu.
Exhibit 155. Repairs Menu Items and Descriptions

Report Car On Hand Enables you to report a car’s arrival at a shop location.
Cars Dispositioned Enables you to view cars scheduled to arrive at a shop.
to Shop
Cars On Hand Enables you to view cars currently at a shop location awaiting repairs.
Report Repairs Enables you to record repairs performed on a piece of equipment.
Repair History Enables you to view a history of cars you have repaired and the repair details
of those repairs at your shop.

Shop
Report Car On Hand

Notifi- Equipment
LCS Interchange
Looks Like
Recipient Type Code
Report Car On Hand HC,CMO, SHOP 107 CMO reportCarOnHand
Report Car On Hand HC,CMO, SHOP 1/96/108 CMO reportCarOnHand
Report Car On Hand HC,CMO, SHOP 95 CMO reportCarOnHand
Report Car On Hand HC,CMO, SHOP 102/ CMO reportCarOnHand
Defect Card
The Report Car on Hand function enables an authorized shop user to report a piece of equipment
as on hand at the shop and ready for repairs.
Note: The HC, CMO, and the Shop can Report Car on Hand in “New” status (except for Rule
107 incidents). You must have Shop user permissions to use the Report Car On Hand function.
To report a car on hand:
1. Select Shop>Report Car On Hand. The Report Car On Hand page is displayed (Exhibit
156). This places cars in a shop location (on hand) and available for repair work.
Exhibit 156. Report Car On Hand
2. The Shop mark of the logged in road is prefilled. Input/change the Shop’s SPLC or select the
search icon ( ) to search for a valid location associated with the on hand reporting. See
“Searching for a Shop Couplet” on page 105.
Note: A Shop Couplet is derived from FindUs.Rail contact information. A Shop must be
registered with FindUs.Rail in order to be found in the Shop Couplet Search page.
3. Type the Equipment ID in the field and select Continue. The Report Car on Hand page is
displayed (Exhibit 157). If the equipment is not expected, then an additional message appears
explaining that a notification has been sent to the Car Mark Owner identifying that an
unexpected shop has attempted to report the car on hand. This page also contains navigational
hyperlinks to move quickly to the different sections of the page.

Shop
Exhibit 157. Report Car on Hand (for requested ID, including unexpected equipment)
Note: The Unexpected Equipment Arrival section appears when the shop reporting the car on
hand is different from the disposition location supplied by the Car Owner. By selecting Report
Car On Hand, the Car Owner receives notification and must report the car on hand at a new
disposition location as necessary. The Car Owner must have DDCT Shop permissions to
complete this action.
4. Check the box to the left of the car to be reported on hand and select Report Car On Hand.
The Confirm Car On Hand page is displayed (Exhibit 158).

Shop
Exhibit 158. Confirm Car On Hand
5. If the car is truly on hand, select Report Car On Hand a second time to confirm. A
confirmation pop-up is displayed (Exhibit 159).
Exhibit 159. Report Car On Hand (confirm)
• Select Yes to confirm the car is on hand. The Confirm Car On Hand page is
displayed with a success message (Exhibit 160).
• If you do not want to confirm the car is on hand, select No to go back to the Confirm
Car On Hand page (Exhibit 158).
Exhibit 160. Confirm Car On Hand (success message)
Note: If the Car Owner has indicated the “Handling Carrier to provide disposition” option, then
any registered shop can mark a car on hand without regard to shop restrictions. The
Handling Carrier, CMO, or Shop can report the Car on Hand in “New” status (except for
Rule 107 incidents). You must have Shop User permissions to use this functionality.

Shop
Searching for a Shop Couplet

In several places within the application, a lookup for shop couplet data is provided. This lookup
returns both the Shop ID and the SPLC.
Note: A Shop Couplet is derived from FindUs.Rail contact information. A Shop must have
contact information for defined Shop categories (e.g., Pre-Tripper, Repair Shop,
Scrapper, or Storage Facility) in FindUs.Rail in order to be displayed in the Shop Couplet
Search page.
Exhibit 161. Shop Couplet Requested
1. Wherever a Shop Couplet is requested (see Exhibit 161), select the search icon ( ) to search
for a valid Shop Couplet. The Shop Couplet Search page is displayed (see Exhibit 162).
Exhibit 162. Shop Couplet Search
2. Provide input for the available fields using the following rules:
• At least one field must be completed.
• Select a category: Pre-Tripper, Repair Shop, Scrapper, or Storage Facility
• SPLC must be complete 9-digit, if specified.
• Minimum characters required for fields: Company ID: 1, Company Name: 3,
Location Name: 3
• Company ID, Company Name, and Location Name support wildcard (*) search.
(Example: Joh* = John, Johnson; *ohn = John, *oh* = John, Johnson).
3. Select Search. The Shop Couplet Search Page is redisplayed with any matching search
results (Exhibit 163).

Shop
Exhibit 163. Shop Couplet Search (results)
4. Indicate the desired shop by placing a mark in its corresponding radio button and then
selecting the Select button. The input fields from the page where the lookup was requested
are populated with the selected Shop Couplet.

Shop
Reporting Unexpected Cars On Hand

Web Services
Event Description Done By I/C Rules cation Interchange Advisory System
to Use
Notify CMO of Unexpected Car Arrival CMO, SHOP 95/107 CMO None
Notify CMO of Unexpected Car Arrival CMO, SHOP 1/96/108 CMO None
If a car arrives at a shop that is not expected and the number is entered on the Report Car On
Hand page (Exhibit 156), the following message is displayed (Exhibit 164).
Note: The Car Owner receives notification and must report the car on hand at a new disposition
location as necessary. The Car Owner must have DDCT Shop permissions to complete this
action.
Exhibit 164. Report Car on Hand (Unexpected Equipment Arrival Notice)
For the Car Mark Owner, a hyperlink is provided on the Equipment ID in order to view and
manage the equipment details. For other users, the field is read-only.
Note: The Shop must complete the Report Car On Hand process to initiate the email to the
CMO.
A CMO must report the car on hand at the unexpected shop location. Your user ID must
have Shop permissions for the CMO’s company ID/MARK.
A CMO may check the “No longer sending to original dispositioned shop?” checkbox to
notify the original dispositioned shop that they will not receive the car. When marked
final, all other shops in the disposition will receive email notification alerting them of the
change.
Cars Dispositioned to Shop

This function enables a shop to view the equipment dispositioned to their shop location(s) prior to
arrival.
1. Select Shop>Cars Dispositioned to Shop. The Cars Dispositioned to Shop page is displayed
(Exhibit 165).
Note: The Cars Dispositioned to Shop page lists all cars for the logged-in user ID that are
slated to arrive at the logged-in shop for repair work.

Shop
Exhibit 165. Cars Dispositioned to Shop
Optionally, you can select Export CSV to download a list of cars as a comma separated value
file, which can be used in a spreadsheet.
You can also select checkbox(es) at the left of the listed Equipment ID(s), and then select Report
Car On Hand to report that you have received the selected car(s).
2. When you are finished viewing, select Done.

Shop
Cars On Hand
Use this function to view a list of cars on hand (available for repair work). To view cars on hand:
1. Select Shop>Cars on Hand. The Cars On Hand page is displayed (Exhibit 166). This lists all
cars on hand ready for repair work.
Exhibit 166. Cars On Hand
2. Select the Equipment ID link to report repairs for the car. The Repairs page is displayed (see
Exhibit 168).
Note: Days on Hand is calculated as number of calendar days that have spanned since “Car
On Hand” (OH) status was achieved.

Shop
Report Repairs
Report Partial Repairs SHOP 95/107 CMO DDCTService.reportDefectCardRepairs
Report Partial Repairs SHOP 1/96/108 CMO DDCTService.reportDefectCardRepairs
Report Repairs SHOP 95/107 CMO DSP7/8 to IN EQADV31 DDCTService.reportShopComplete
Complete DSP7
Report Repairs SHOP 1/96/108 CMO DSP7/8 to IN EQADV31 DDCTService.reportShopComplete
Complete DSP7
Car Inspected-No SHOP All CMO DSP7/8 to DDCTService.reportShopComplete
Defects Found DSP7
Report Repairs-Defect HC All CMO DDCTService.reportDefectCardRepairs
Card
Report Repairs-Defect SHOP 102/ CMO DDCTService.reportDefectCardRepairs
Card Defect Card
The Report Repairs function is used by shops to record completion of repairs on damaged or
defective equipment that is on hand. Use the following procedure to report repairs:
Note: The Handling Carrier can update a defect card for an incident that is in an “open” state—
not in an “end” state.
1. Select Shop>Report Repairs. The Report Repairs page is displayed (Exhibit 167).
Exhibit 167. Report Repairs
This page lists all cars on hand and available for repair work. The colored bar graphs indicate the
percentage of defects have been repaired (red = undone, green = done).

Shop
2. To view repairs needed for a specific car, select its Equipment ID link. The Repairs page is
Exhibit 168. Repairs
The top section of the page contains general incident information. The bottom section contains
the specific defects identified in the defect card for the car.
3. Perform one of the following actions:
a. To close an incident without repairs being made, select Car Inspected-No Defects
Found. When this option is used the Repairs page is re-displayed with the Reason for
Removal notes input field (Exhibit 169). Input a Reason for Removal and select Car
Inspected-No Defects Found again.
Exhibit 169. Repairs (Reason for Removal)

Shop
Input a Reason for Removal and select Car Inspected-No Defects Found again. A
confirmation pop-up is displayed (see Exhibit 170).
Exhibit 170. Car Inspected-No Defects Found Confirmation
b. To report a repair for a defect card, select the checkbox to the left of the defect and select
Report Selected Repairs. If all defects have been completed, select the ALL checkbox.
c. Selecting Report Repairs Complete accomplishes the same thing (reports all listed
defects as complete). A confirmation is shown (Exhibit 171).
d. Select Intermediate Shop Complete to release the car from the shop. See “Intermediate
Shop Complete” on page 113.
Note: Reporting ‘Repairs Complete’ is the only way to close an incident for THD Alerts.
Reporting ‘Repairs Complete” removes the car from the incident.
Exhibit 171. Report Repairs (defect repair pending)
Note: If repairs for some of the defects have been completed, check each appropriate
checkbox before selecting Report Selected Repairs. If the ALL checkbox is
checked, all defects are automatically selected and marked with “Pending” status.
4. If the pending repairs are complete, select Yes. A confirmation message is displayed (Exhibit
172).
Exhibit 172. Report Repairs Success Message
.
Select Done to return to the Home page, or choose another menu item.

Shop
Intermediate Shop Complete

I/C
Event Description Done By cation Interchange Advisory System Web Services to Use
Rules
Release Car from Shop SHOP 107 CMO None
Release Car from Shop SHOP 1/96/108 CMO DDCTService.IntermediateShopComplete
Release Car from Shop SHOP 95/107 CMO DDCTService.IntermediateShopComplete
A car goes to an intermediate shop that reports the car on hand, executes some repairs, and then
releases the car for additional repairs at another shop. See Exhibit 168.
When repairs for the intermediate shop have been completed, the shop selects Intermediate
Shop Complete. The Report Repairs page with a confirmation message is displayed (Exhibit
173).
Exhibit 173. Report Repairs (confirm release car)
To confirm the release, select Yes. A confirmation message is displayed (Exhibit 174).
Exhibit 174. Intermediate Shop Complete Success Message
Select Done to return to the Home page.

Shop
Repair History
This option enables you to view a history of repair details for equipment that has been repaired at
any of your own shops.
1. Select Shop>Repair History. The Repair History page is displayed (Exhibit 175).
Exhibit 175. Repair History
Notes:
• From the results list, you can use the Search field to locate specific records.
• By default, the results list displays 50 rows per page. You can change this to display
10, 50, 100, 250, 500, or 1000 rows by selecting the numbers at the bottom right of
the page.
2. Optionally, complete the available input fields:

a. Equipment ID—10-character road mark plus car number.
b. Location SPLC—type in a Location SPLC or use the search icon ( ) to select the
Location SPLC.
c. Date From/To Date—type in dates or use calendar pickers ( ) to choose a date range.
The default is 90 days. The search evaluates the Incident Date, Shop Exit Date, and the
Repairs Complete Date, and returns any results that fall within the specified date range.
3. Select Search to initiate the search. The search returns a maximum of 2000 rows. If results
are truncated, an error message is presented letting you know that not all results from that
time frame are shown.
4. Select an Equipment ID link to view the Repairs page (Exhibit 176).

Shop
Exhibit 176. Repairs

Tools
Tools
Done I/C Web Services to
Event Description cation Interchange Advisory System
By Rules Use
Company notification preference updated Any n/a n/a
When you select Tools on a DDCT page, the Tools menu is displayed (Exhibit 177).
Note: The Tools menu is only available for users with administrative permissions. Changing
notification preferences impacts the entire Mark.
Currently, the Tools menu has one option. See Exhibit 178 for a description.
Exhibit 177. Tools Menu
Exhibit 178. Tools Menu

Notification Enables you to select the notification preference for your Mark.
Preferences
Notification Preferences
This function is used to set the Mark notification preferences. To set preferences:
1. Select Tools>Notification Preferences. The Notification Preference page is displayed
(Exhibit 179).
Exhibit 179. Notification Preference
2. Use the Notification Method drop-down to select either E-mail or MQ Transmission.

Notes:
• The MQ Transmission notification option is utilized for companies that require
notifications formatted in XML.
• Handling Carriers have the option of receiving a separate carbon copy (cc) notification
for the following incident statuses: New, Disposition Requested/ADR, Car on Hand,
Intermediate shop complete, Car Repairs Completed, and Defect Card update. Contact
the Railinc Customer Success Center to request this option.
3. Select Save.

Interchange Bureau (ICB)

The Interchange Bureau (ICB) intermediate carrier receives equipment in interchange. Upon
receipt of the car, if the ICB road discovers an issue with a specific car, they have three options to
record the defect that is discovered with the equipment. When the ICB carrier creates the ICB
record, notifications are sent to the railroads involved and the Car Owner. The delivering road
then has the option to create an incident.
When a user selects ICB on the DDCT page, the ICB menu is displayed (Exhibit 180).
Exhibit 180. ICB Menu
Exhibit 181 describes the tasks available on the Repairs menu.
Exhibit 181. ICB Menu

Create ICB Record Enables you to create a new ICB record.

Create ICB Record ICB All Rules HC/CMO
ICB Record Edited ICB/CMO/HC All Rules HC/CMO/ICB
ICB Record Closed ICB All Rules HC/CMO/ICB
Create ICB Record

This process is completed by participating ICB carriers or their assigned agents.
1. Select ICB>Create ICB Record. The Interchange Bureau Record (Create) page is displayed
(Exhibit 182).

Exhibit 182. Interchange Bureau Record (Create)
2. Complete the available input fields:

a. Creation Date—Current date generated by the application.
b. Bureau ID—Mark and Mark Description of the ICB Carrier populated from SSO.
c. Type—Drop-down with four options:
• Transfer of Load: Equipment is badly damaged and cannot move to destination

requiring lading to be transferred to another car for furtherance.
• Load Adjustment: Lading is off-center and must be righted before moving to
destination.
• Defect Identification: ICB discovers car is damaged and an incident is required
to be created by delivering carrier – Rule 1, 108, 95, or 107.
• Decline: Upon inspection by HC, no defect is found. Equipment is then moved
through the interchange point.
d. Bureau Representative—SSO ID and name of signed in user from SSO.
e. Car Information:
• Equipment: Mark and number of equipment

• From Road: Mark of delivering carrier, includes switching road
• To Road: Mark of forwarding carrier, includes switching road

f. Load Status:
• Loaded/Empty: Drop-down to indicate car received is loaded or empty.

• Contents (STCC Code): Seven-digit numeric of lading, if loaded. Required if
Type Load Adjustment or Transfer of Load, otherwise optional.
g. Location Information:
• Station (Station Code): Freight Station Accounting Code (FSAC) of the ICB
interchange point.
• Location (SPLC): Standard Point Location Code (SPLC) of the ICB interchange
point – automatically populated after the Station Code entered.
h. Record Information:
• Record Occurred on Date: mm/dd/yyyy of inspection.

• Inspector: Free form of Mechanical Department Employee – ICB Carrier
information populated from entry in FindUs.Rail is listed below Inspector.
• Description: Free form description of issue with equipment.
i. Attachments:
Optionally, select Choose File to attach up to five photos or supporting documents to

the ICB record. Supported file extensions are: .PNG, .GIF, JPG, .DOC, .DOCX,
.PDF, .XLS, and .XLSX (an error message is displayed if unsupported file extensions
are used). The maximum file size for each attached file is 10MB. If you need to
remove a file, select the Remove button under the Action column.
5. Select Submit to submit the ICB record. The ICB record is assigned the next numeric and a
success message is displayed (Exhibit 183).
Exhibit 183. ICB Record Created Success Message
3. Select Done when the ICB record is complete to return to the Home page.

Closing an ICB Record

Note: To close an ICB record, you must be the ICB carrier that created the record.
1. Perform the steps for searching for an ICB record with an “Open” status, and select the ICB
ID hyperlink for the record that you want to close (see “Viewing ICB Records”). The Edit
Interchange Bureau Record page is displayed (Exhibit 184).
Exhibit 184. Edit Interchange Bureau Record
2. Select Close Record. The Edit Interchange Bureau Record page is displayed with an input
field for Reason to Close (Exhibit 185).
Exhibit 185. Edit Interchange Bureau Record (after the Close option is selected)
3. Enter a reason for the closure.

4. Select Submit. A success message is displayed, and the record is closed.

Documentation
Documentation
The Documentation menu (Exhibit 186) enables you to access the DDCT User Guide (Exhibit 187).
Exhibit 186. Documentation Menu
1. Select Documentation. The DDCT User Guide is opened as a PDF in a new window
(Exhibit 187).
Exhibit 187. DDCT User Guide
2. Use the tools within your PDF reader to print, search, or download the guide.

Incident Record Format
Exhibit 188. Incident Record CSV Format

Fields Length A/N Values
1. Incident ID 12 A+N Handling Carrier SCAC plus 8-digit
sequence number
2. New or Update Flag 1 A N = New; U = Update
3. Equipment Initial 4 A SCAC (2–4 characters)
4. Equipment Number 10 N Maximum 10 digits
5. Equipment Group 7 A Up to 7-character equipment
group code
6. Incident Date 10 N Date (Earlier than or equal the current
date) mm-dd-yyyy
7. Location SPLC 9 N 9 digits
8. Interchange Rule 3 N 1, 95, 96, 107, or 108
9. Handling Carrier 4 A SCAC (2–4 characters)
10. Car Mark Owner 4 A SCAC (2–4 characters)
11. Incident Type 2 N Text
12. Status Code 3 A See Exhibit 189.
13. Incident Create Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
14. Incident Modify Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
15. Defect Code 1 1 A Bad Order Code (page 126)
16. Defect Description 1 256 A/N Free form keyable text.

Fields Length A/N Values

55. Roller Bearing Inspection Locations 0-4000 A/N Text – Roller Bearing codes delimited
by semicolon (;)
56. Representative Name 255 A/N Text
57. Representative Location 255 A/N Text
58. Defect Card Create Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
59. Defect Card Modify Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
60. Estimated Value 8 N Decimal
61. Estimated Value Currency 3 A USD or CAD
62. Estimated Value Request 16 N Date/Time mm-dd-yyyy 24hr:mi
Timestamp
63. Actual DV 8 N Decimal
64. Actual DV Currency 3 A USD or CAD
65. Actual DV Request Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
66. Actual DV Provide Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
67. Disposition Contact Name 255 A/N Text
68. Disposition Contact Phone 255 A/N Text
69. Disposition Contact Email 255 A/N Email Address, [email protected]
70. Final Shop 2–4 A SCAC (2–4 characters)
71. Disposition Request Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
72. Disposition Provide Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
73. Shop 1 2–4 A SCAC (2–4 characters)
83. Settlement Offer Value 8 N Decimal
84. Settlement Offer Currency 3 A USD or CAD
85. Accept Reject 1 A A = Accept; R = Reject
86. Settlement Create Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi
87. Settlement Modify Timestamp 16 N Date/Time mm-dd-yyyy 24hr:mi

Exhibit 189. Status Codes and End States

Status Code Status Description End State
N New No
D Draft No
ADR Actual DV/Disposition Requested No
ADP Actual DV/Disposition Provided No
DR Disposition Requested No
DP Disposition Provided No
OH Car On Hand No
RE Car Released No
PR Car Partially Repaired No
RC Car Repair Completed Yes
SR Settlement Rejected No
SO Settlement Offered No
SA Settlement Accepted Yes
HCR Handling Carrier Repair No
RM Removed Yes
DM Dismantled Yes
OPN Open No

Defect Card Format
Defect Card Format

Exhibit 190. Defect Card CSV Format
Field Length A/N Format
1. Equipment Initial 2–4 A SCAC (2–4 characters)
2. Equipment Number 1–6 N Maximum 10 digits
3. Incident ID 12 A+N SCAC (2–4 characters) plus 8 digits
4. Equipment Group 7 A Up to 7-character equipment group code
5. Incident Date 10 N Date mm-dd-yyyy
6. Interchange Rule 1-3 N AAR Interchange Rule
7. Incident Type 2 N Text
8. Derailment 1 A Y = Yes, N = No
9. Rack On Car 1 A Y = Yes, N = No
10. Rack Owner 4 A SCAC (2–4 characters)
11. Rack Type 255 A/N Description of rack type
12. Handling Carrier 2–4 A SCAC (2–4 characters)
13. Car Mark Owner 2–4 A SCAC (2–4 characters)
14. Equipment Status 255 A/N DDCT lifecycle status of the equipment
15. Location SPLC 9 N 9-digit Standard Point Location Code
16. Create Date 10 N Date card created
17. Defect Card Number 8 N Supplementary card identifier
Arbitrary reference ID that may be supplied.
18. Third Party Reference ID 6 A/N
DDCT does not use this value.
19. Authorized Representative Name 256 A/N Free form
Authorized Representative Station 256 A/N Free form
20.
Name
21. Authorized Representative City 256 A/N Free form
Authorized Representative 2 A State abbreviation
22.
State/Province
23. Roller Bearings - Inspected 0-31 A/N Bearing position
24. Roller Bearings - Changed 0-31 A/N Bearing position
Roller Bearings –Authorized to 0-31 A/N Bearing position
25.
Change
26. Repair Status (repeats 1-20 times) 7-8 A Pending or Complete
27. Repair Shop Mark (repeats 1-20 times) 2-4 A/N SCAC (2-4 characters)
28. Repair Complete Date 10 N Date mm-dd-yyyy
(repeats 1-20 times)
29. Defect Description (repeats 1-20 times) 256 A/N Free form

Bad Order Reason Codes
Bad Order Reason Codes

Code Abbreviation Explanation
A BODY Body; including floors, roof, sides, ends and multi–level rack.
B BRAK Braking System; any brake component listed in Rule 83 Car Part Codes
under the heading of Brake Equipment and/or Piping.
C CLEN Clean–Out; including preparation for loading such as clean–out, conditioning
and/or pre–tripping, but excluding mechanical refrigeration equipment.
D DERL Derailment/Accident; damage resulting from derailment, sideswipe, fire, flood
or other casualty occurrence.
E DOOR Doors; including side, end and hopper doors, outlet gates, hatch and dome
covers.
F DRAF Draft System; including couplers, yokes, draft gears, draft lugs, draft sills,
EOC and COC cushioning units and articulated connections.
G LINE Interior Linings & Coatings; including any interior lining or coating.
H LOAD Load Attention; requiring measurement, weighing, adjustment, transfer or
containment of leaking commodity.
I LDEV Load Restraining Devices; components integral to unit such as tie down
equipment, interior bulkheads, DF equipment, trailer hitches, container
pedestals or other similar equipment.
J INSP Mechanical Inspection; including inspection resulting from Equipment
Advisory notices, Informational Notices or special instructions received from
equipment owners or handling line.
K COOL Refrigeration Equipment; including inspections, pre–tripping and defective
equipment listed in Rule 83 Car Part Codes under the heading Mechanical
Refrigeration Equipment.
L SAFE Safety Appliances; including handholds, sill steps, ladders, running boards,
crossover boards, brake steps and uncoupling levers.
M TRUK Trucks; including side frames, truck bolsters, friction castings, springs,
snubbers and side bearings, but excluding wheel assemblies and brake
rigging.
N UFRM Underframe; including center sills, side sills, body bolsters, crossbearers,
crossties, body center plates and body side bearings.
O WHEL Wheel Assembly; including wheels, axles, friction or roller bearings wedges,
adapters, periodic attention and hot boxes.
P SEND En-route Shop for Inspection.

DDCT Flow Diagrams
DDCT Flow Diagrams

Rule 1
Rule 1 — Overview

DDCT Flow Diagrams
Rule 1 — Updates and Draft Incidents

DDCT Flow Diagrams
Rule 1 — Provide Disposition

DDCT Flow Diagrams
Rule 1 — Repair Car

DDCT Flow Diagrams
Rule 1 — Defect Card

DDCT Flow Diagrams
Rule 1 — THD

DDCT Flow Diagrams
Rule 1 — THD

DDCT Flow Diagrams
Rule 1 — IN-3000

DDCT Flow Diagrams
Rule 108
Rule 108 — Overview

DDCT Flow Diagrams

DDCT Flow Diagrams
Rule 108 — Provide Disposition

DDCT Flow Diagrams
Rule 108 — Repair/Dismantle Car

DDCT Flow Diagrams

DDCT Flow Diagrams
Rule 107

DDCT Flow Diagrams

DDCT Flow Diagrams
Rule 107 — Provide Actual DV & Disposition

DDCT Flow Diagrams
Rule 107 — Settlement

DDCT Flow Diagrams
Rule 107 — Car Repair

DDCT Flow Diagrams
Rule 107 — Handling Carrier Car Repair

HCR = Handling Carrier Repair

DDCT Flow Diagrams

DDCT Flow Diagrams
Rule 95

DDCT Flow Diagrams

DDCT Flow Diagrams
Rule 95 — Car Repair

DDCT Flow Diagrams

DDCT Flow Diagrams

Glossary
Glossary
This glossary contains descriptions of DDCT terms.
AAR – Association of American Railroads.
ARB – Arbitration and Rules Committee.
BRC – Railinc Car Repair Billing Application.
Car Hire – Car Hire is a usage charge paid to Car Owners by railroads for the use of freight cars
and appurtenances.
CBA – Counter Billing Authorities.
CMO – Car Mark Owner.
CRB – Car Repair Billing Committee.
Damaged Car – A damaged car is one governed by AAR Interchange Rule 107. Such cars are
badly damaged or destroyed.
Defective Car – A defective car is one governed by AAR Interchange Rule 108. Such cars
require general repairs in excess of 36 hours including trucks or 25 hours excluding trucks.
Disposition – Destination and routing instructions issued by a Car Owner to a Handling Carrier
per AAR Interchange Rules 1, 114, and/or 115.
DV – Depreciated Value.
EA – Equipment Advisory.
EAMWC – Equipment Assets Management Working Committee.
EDV – Estimated Depreciated Value
EOT Device – End of Train Device.
Handling Carrier – In DDCT, the Handling Carrier is the carrier reporting or responsible for the
damage. Handling Carriers are identified by railroad marks.
IN – Informational Notice.
LCS – Liability Continuity System.
SCAC – Standard Carrier Alpha Code.
SPLC – Standard Point Location Code.
Umler – An application that serves as the equipment registry for the railroad industry. It stores
and communicates data pertaining to the inventory of millions of pieces of rail equipment used by
the industry. Rail equipment must be registered in Umler before it can be moved and
interchanged between railroad carriers.

Index
Index
AAR Interchange Rules, 1 change company, 10
accept salvage value, 86 Home page, 10
accept settlement, 74 log in, 10
actual DV/Dispo log out, 11
provide request, 55 roles, 4
provide response, 58 SSO permissions, 5
alert DDCT flow diagrams, 127
EHMS, 22 defect card
Equipment Advisory, 22 create, 91
Assign to Third Party, 18, 48 CSV format, 125
attachment delete draft, 100
add, 31 download, 19
public, 32 export, 19
remove, 33 format, 125
view, 33 menu, 90
Audit Log, 18, 45 number, 98
autoclose Rule 1 incident, 53 report selected repairs, 99
bad order reason codes, 126 save, 97
Bureau ID, 118 save draft, 98
button search, 12, 14, 18
Accept Settlement, 74 update, 100
Assign to Third Party, 18, 48 view draft, 100
Audit Log, 18, 45 viewing, 18
Create Defect Card, 17 defect codes, 26
Provide Actual DV/Disposition, 17 defective car
Reject Settlement, 74 accept/reject salvage value, 86
Remove From Incident, 17 dismantle, 87
Report Car on Hand, 18 provide disposition, 79
Request Actual/DV Disposition, 18 provide salvage value, 82
Request Disposition, 18 request disposition, 76
Save Draft, 35 defective cars menu, 76
View Defect Card, 17 delete
car draft defect card, 100
arrival at shop, 102 draft incident, 36
dismantle, 87 equipment from incident, 40, 53
dispositioned to Shop, 107 depreciated value, estimated, 56
empty, 57 dismantle car, 87
expected at Shop, 107 disposition
loaded, 57 actual for damaged car, 58
provide salvage value, 82 defective car request, 76
report on hand, 102 options, 65, 80
report unexpected car on hand, 107 request for damaged car, 55
salvage, 86 documentation menu, 121
view on hand, 109 download defect card details, 19
Car Details, printing, 38 download file, 19
close ICB record, 120 download ICB records, 19
commodity, 57 download incident details, 19
company draft
change, 10 defect card, 98
select, 10 delete defect card, 100
contacting Railinc, 3 incident save, 35
create remove incident, 36
defect card, 91 view defect card, 100
incident, 20 view incident, 36
Create ICB record, 117 edit
CSV defect card, 100
defect card format, 125 incident, 47
incident record format, 122 EHMS alert, 22
Customer Success Center, 3 empty car, 57
damage description, 26 end states, 124
damaged car equipment
actual disposition, 58 ID, 13, 114
request disposition, 55 status, 14
damaged cars menu, 54 Equipment Advisory alert, 22
DDCT export search results, 19
access, 4 file download, 19

Index
FindUsRail, 6, 66, 80 autoclose Rule 1 incident, 53

format draft incident, 36
defect card, 125 equipment from incident, 40
incident record, 122 Remove From Incident, 17
getting started, 4 repair
glossary, 152 complete, 112
Handling Carrier Repair, 69 intermediate shop complete, 113
Home page, 10 partial, 112
ICB records release car, 113
closing, 120 report, 99, 110
creating, 117 Report Car on Hand, 18, 102
defined, 117 report selected repairs, defect card, 99
download, 19 Request Actual/DV Disposition button, 18
export, 19 request disposition, 76
searching, 12, 14 Request Disposition button, 18
viewing, 19 Rule 1 and 108 incidents, 28
incident Rule 1 incident autoclose, 53
autoclose Rule 1 incident, 53 salvage value, 86
create, 20 Salvage Value Worksheet, 84
CSV record format, 122 save
download, 19 draft defect card, 98
draft, 35 draft incident, 35
export, 19 search
ID, 13 defect card, 12, 18
note, 26 export, 19
remove draft, 36 ICB record, 12, 19
remove equipment from incident, 40 incident, 12, 16
Rule 1 and 108, 28 most efficient, 13
search, 12, 16 wildcard, 13
status, 14 settlement
type, 22 accept, 74
update, 47 offer, 69
VFLT option, 29 reject, 74
view draft, 36 Shop Couplet, 66, 80
viewing, 16 shop couplet search, 105
incident record format, 122 shop mark, 57
incidents menu, 20 shop menu, 101
Interchange Bureau, 117 signing in, 4
Interchange Rules Single Sign-On, 4
definition, 1 SPLC, search, 23
search, 14 SSO, 4
intermediate shop complete, 113 DDCT permissions, 5
loaded car, 57 registration, 4
log in, 4, 10 status
log out, 11 equipment, 14
mark, shop, 57 incident, 14
Max Credit Value, 86 status codes, 124
menu STCC, 57
damaged cars, 54 third party
defect cards, 90 assignment, 48
defective cars, 76 assignment accept/reject, 51
documentation, 121 requests, 48
incidents, 20 tools (menu), 116
shop, 101 unexpected car on hand, 107
tools, 116 update
notification preferences, 116 defect card, 100
number (defect card), 98 incident, 47
Offer Settlement, 69 user preferences, 116
printing Car Details, 38 VFLT (incident options), 29
Provide Actual DV/Disposition button, 17 view
provide disposition, 79 attachment, 33
provide salvage value, 82 cars dispositioned to shop, 107
public attachment, 32 cars expected at shop, 107
Railinc, contacting the Customer Success Center, 3 cars on hand, 109
reject salvage value, 86 defect card, 18
reject settlement, 74 defect card draft, 100
release car, 113 ICB record, 19
removal reasons, 14 incident, 16
remove incident draft, 36
attachment, 33

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Damaged and Defective

Car Tracking (DDCT)

© Copyright 2022 Railinc. All Rights Reserved.

Last Updated: September 2022

DDCT User Guide i Revised September 2022

Accept/Reject Salvage Value................................................................................................. 86

DDCT User Guide ii Revised September 2022

Rule 107 — Defect Card ..................................................................................................... 146

DDCT User Guide iii Revised September 2022

Exhibit 40. Disposition Request Success ....................................................................................... 29

DDCT User Guide iv Revised September 2022

Exhibit 91. Salvage Value Worksheet ........................................................................................... 64

DDCT User Guide v Revised September 2022

DDCT User Guide vi Revised September 2022

Learning about DDCT

DDCT enables you to:

DDCT User Guide 1 Revised September 2022

DDCT User Guide 2 Revised September 2022

General User Interface and System Requirements

Note: Mandatory fields are indicated with a red asterisk (*).

Accessing the Railinc Customer Success Center

DDCT User Guide 3 Revised September 2022

Register to Use Railinc SSO

Exhibit 1. User Roles and Descriptions

DDCT User Guide 4 Revised September 2022

Requesting DDCT Access

Exhibit 2. DDCT Request Permission

DDCT User Guide 5 Revised September 2022

DDCT and FindUs.Rail Requirements

Use the following procedure to add contact information in FindUs.Rail:

1. As described in the FindUs.Rail User Guide, go to the Railinc portal at

DDCT User Guide 6 Revised September 2022

Exhibit 3. Contact Category Selection

Exhibit 4. Contact Category (Repair Shop)

DDCT User Guide 7 Revised September 2022

Exhibit 5. Contact Category (Scrapper)

Exhibit 6. Contact Category (Pre-Trip Location)

DDCT User Guide 8 Revised September 2022

Exhibit 7. Contact Category (Storage Facility)

Exhibit 8. Contact Category (Damaged Defective Car Tracking)

DDCT User Guide 9 Revised September 2022

Exhibit 9. Contact Category (Interchange Bureau)

8. Perform one of the following actions:

DDCT User Guide 10 Revised September 2022

Exhibit 11. DDCT Home Page

Continue by selecting a DDCT application menu item (see Exhibit 12).

DDCT User Guide 11 Revised September 2022

When searching for incidents, keep the following in mind:

• The following users can search for and view incidents:

When searching for defect cards, keep the following in mind:

When searching for ICB records, keep the following in mind:

Use the following procedure to perform a search:

DDCT User Guide 12 Revised September 2022

Exhibit 13. Search Incident, Defect Card, and ICB Record

2. Type or select criteria for the search.

d. ICB ID—type in the ID of an Interchange Bureau record.

DDCT User Guide 13 Revised September 2022

DDCT User Guide 14 Revised September 2022

Viewing Search Results