SERVICE ORDER 14. 



(Amends Service Order 106.) 



MARCH 31, 1908. 

 Promise Record and Follow-up System. 



The following procedure is prescribed, to secure uniformity in recording 

 promises and to provide an adequate follow-up system : 



I. RECORD OF PROMISES. , 



Records of all promises involving future action will be kept in the adminis- 

 trative offices in Washington and in all permanent field headquarters. 



Except in rangers' headquarters, where the records will be kept on desk 

 calendars, the equipment will consist of a standard promise-card box ; daily and 

 monthly guide cards, 3" by 5" ; and plain white cards, 3" by 5". When neces- 

 sary, a one-drawer card index case may be used instead of the cardboard box. 



The record of a promise will always be made when the promise is made. 

 When the date of fulfillment can not be positively determined, an approximate 



date will be given: "Not later than " The date of fulfillment will be 



written on the first line of the promise card, and any change which may later 

 become necessary should be entered on the same line. Below the date will 

 be written the name of the person to whom the promise is made or who is 

 otherwise concerned. The card will be dated in the lower left-hand corner. 

 Every card will contain a memorandum of sufficient definiteness to give a clear 

 understanding of the promised action to any one who may be required to com- 

 plete it. 



The card should be filed in front of the time guide for the date set. 



If the promise can not be fulfilled on the date set, the person to whom it was 

 made will be so informed, and the card will be redated for action, and changed 

 to the time guide for the new date. 



When the action promised is long in advance or dependent upon contingencies 

 not yet developed, it will be found useful so to file the card that it falls due at 

 short intervals, until the promise is fulfilled. For example, " Daily " can be 

 added, and the card kept in the front of the box as a daily reminder, or 

 " Weekly " can be used "and the card filed under a date a week ahead. By the 

 same method a semimonthly or monthly reminder can be had. When the 

 action can not be taken on the date indicated on the card, the latter can be 

 advanced another period. 



If the fulfillment of a promise does not require a letter, the card will be 

 marked " Filled," and filed with the papers pertaining to the case ; but if the 

 record is already complete the card will be destroyed. 



II. FOLLOW-UP SYSTEM. 



The same equipment will be used to follow up action requested, and the fol- 

 low-up cards will be prepared and filed in the same way as promise cards. 



To follow-up requests from the ofBces in Washington to supervisors and other 

 field officers for reports or action, a white postal card and a yellow slip, 3" by 



5", will be furnished. 



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