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
