After the inquiry is five weeks old and all the fol low-ups have been sent, it is transferred to a "pre ferred file" and then the person gets a letter adapted to his particular line of business, once every month, or oftener, if the season is ripe for selling to prospects in that line. Proofs of this preferred list are sent every three months to the local agents out in the ter ritories. These agents remove the names of those whom they do not consider immediate prospects, and also add the names of others, to whom they believe circulars should be sent. In the case of open terri tory, not covered by salesmen, the names are left on the list for one year and are then transferred to the general lists of those who are circularized only dur ing the course of special campaigns.
Between the ordinary "tickler" file, with its thirty one divisions—one for each day of the month—up to the more complicated card and tab systems, which facilitate follow-up correspondence, there are many variations of follow-up systems designed to meet spe cial needs and conditions. The card system and the plan of filing only a carbon copy of the reply serve to prevent the sending off of follow-ups to those from whom a response is received before the date set for the follow-up. It is always best to use a system that permits quick reference to all previous correspond ence. The card system for follow-ups possesses this advantage. The card, with tabs at the top to indicate the date of follow-up, may be filed alphabetically, or in the same way in which correspondence is filed. If
the card system is not used, it is advisable to file the correspondence in the regular file and to have only a carbon of the reply, or a memorandum, in the follow up file, as already suggested.
9. Filing systems.—It is not the aim in this treat ment of the systems used in business correspondence to give detailed descriptions. Nearly all the large manufacturers of filing devices get out detailed de scription of all up-to-date vertical filing and card-in dexing systems; this printed matter constitutes part of the selling plans of these concerns. Such sales lit erature is the most complete and the most reliable source of information concerning filing systems.
One booklet on this subject, published by a manu facturer of filing devices, contains a statement of the principlds of vertical filing and describes minutely the various systems of arrangement in filing—alphabet ical, geographical, numerical, subject, chronological, and so on. It also contains descriptions of systems for filing invoices, vouchers, clipping, catalogs, price costs, and the like. In addition, there are sections on follow-up systems, attorney's files, card ledgers, sales men's calls, and the transference of correspondence. A study of the manufacturers' booklets on these sub jects is well worth the time of any one who is inter ested in improving the filing systems in his office.