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There are several common files that should be present in a business filing system. Below are the basics from a home office or small business perspective. Depending on the nature of your business, these may be to general or to specific for you, but you can customize the following information to suit your business. Remember to use the KISS principle Keep It Simple Sweetheart. You need not invest in a complicated and costly system to house only a few files. The information contained in your files should only take 30 seconds to find. Customize your system to work for your business and your work style. Keep the files you use most often closest to your desk. Put archives or files you dont use often in another location. You will notice that some file titles seem to be repeated, like Web site(s) under Marketing and Domain Names under Expenses. The distinction here is that you would put items related to Web site content and design under the Marketing file, and invoices for hosting and domain name registration under Expenses. Clients/Patients/Customers Last Name, First Name o Contact information o Personal information (if required) o Projects On going (if required) o Projects Completed (if required) Directories Business Guides from local Chambers of Commerce Supplier Directories Trade Directories Expenses Accounting Advertising Business licences, fees (government fees, local and provincial/state fees) Computer Computer equipment hardware (printer, scanner, PDA, mouse, router, microphone, speakers, etc) Consultant Services (business coach, organizing coach) Contracted Services (virtual assistant, sub- contractors, cleaners, etc.) Domain names Employee Benefits (medical/dental, insurance, RRSP, 401K, etc) Insurance business/office property Insurance professional liability Interest and Bank Charges Legal Library Maintenance and Repairs (or Leasehold Improvements if you rent) Meals and Entertainment Office Equipment (telephones, fax machine, calculators, shredder, etc) Office Furniture (desks, chairs, lamps, radio, book cases, etc) Office Supplies (stationary, pens, labels, file folders, etc.) Postage/Courier Property Taxes Travel Utilities o Cellular phone o Telephone o Fax line o Internet connection o Heating/Lighting o Rent Vehicle expenses o Fuel o Repairs and Maintenance o Insurance Education and Professional Development Include any courses you take that are business related, including seminar information, conference information, online courses, continuing education courses, staff development courses, etc. Financial Accounts Payable - Current Accounts Receivable Current Accounts Receivable 30-60 days Accounts Receivable 60-90 days Accounts Receivable 90-120 days Accounts Receivable In Collection Balance Sheets Monthly Bank or Credit Union Monthly Statements (store only 1 year in active file/retain up to 10 years worth, depending on Federal/Provincial/State laws) Bank Loans (original loan papers, interest rates, amount borrowed, payment terms,etc) Capital Cost Allowance Information (Canada only) Corporate/Business Tax Returns (retain for up to 10 years, depending on Federal/Provincial/State laws) Credit Card statements GST/HST Forms (Canada only) Income Statements Monthly/Annually Payroll Records and Taxes State tax remittances Tax Forms Inventory Inventory Count o by product name/number Invoices/Statements o by Supplier Name o then ordered by Invoice Number Suppliers o listed alphabetically o ordering/contact information at front of file Marketing Advertising Print Advertising Radio Advertising Television Advertising Web site Advertising Internet Articles of Interest Business Plan (review annually archive old copies) Information Package (about your business) Press Releases Trade Show Information Memberships Professional/Trade Organizations to which you belong Boards on which you serve Personnel Files Each employee by Last Name, First Name o resume/application form, tax forms (Canada TD1), payroll records, information on benefits package (medical/dental, RRSP, 401k, etc) o performance evaluations/reviews, disciplinary information, record of education provided by the company, etc. o record of salary/wage rate, and notes on raises, Direct Deposit information (if you provide EFT) Miscellaneous tax forms Procedures Manual Resumes/Applications kept on file for six months Record of Employment forms Virtual Assistant Diva Jill Chongva is a VA with over 19 years of Administrative Assistant and Office Manager experience. She manages her business filing system, her household filing system and her childrens less than neat filing systems. You can find her at http://www.vadiva.com or by phone at (204) 489 0932
See Also: Free Credit Reports: From The 3 Major Credit Bureau's! Asset Searching for Recovery Actions - The Decision Maker's Tool Part 2 Clean Credit Report: Easily Raise Your Credit Score 100 points How to Understand Credit Report |
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