Suggestions for organizing office files

[jhuang]

Hi everyone.  I recently started a new company after 10+ years in the corporate world.  I do not have an office manager working with me yet.  Does anyone have suggestions or links for setting up a basic office filing system for a growing technology services company?



Things like:

  HR: Personnel, Benefits, etc.

  Finance/Administration: Bills, Vendors, etc.

  Customers: Contracts, Invoices, etc.



Thanks!



John

[countrigal]

I suggest first writing out an outline of what files you expect to have incoming/outgoing, etc., noting the required "hold time" for various types of documentation.



If you plan on having 1 file system for the mentioned types of correspondence/paperwork, I would suggest something of a numbering system.  (ie. (100) Fiscal: Billing 100's, Vendors 120's, etc.)

This allows you to grow in the filing system and adapt as needed.  Each "field" would be a new hundred's number (100, 200, 300).  Then you can have a quick reference sheet in the front of the filing drawer that will help anyone find anything or file anything whether or not they're familiar with the system.



This is my 2cents on this... comes from being a DoD secretary for a while.  I like this system and after just a couple of weeks (or months, depending on the amount of filing) you get to know the system.  The person who reads the memo or mail can write "file 110" and anyone can then file.  Really assists with temps or new employees.



I'm sure others will offer their valuable assistance on this, but this might get you started.



CountriGal

[northcarolina]

John - Welcome!  Come back to visit us often.



I've never had to start a new filing system from scratch - but CountriGal's right - start with an outline.  Make sure you cover everything.  You would much rather get it right the first time, than have to either deal with an inadequate system or start all over.



In my department - we have Employee files in one area (locked), we have general administration files (vendors, charities, etc.) in another area, we have client files in another cabinet and then we have our portfolio companies in another set of cabinets.  Every piece of paper to be filed is coded - i.e., XYZ/Administration; ABC/employee, etc.



It's not much, but I hope this helps.



north carolina

[energizer]

Hello, John.  Welcome!



I'd like to add a suggestion to the terrific ones already given.  Since you are just starting your filing system, I would suggest you also start immediately with a file index spreadsheet that lists: Column 1. The subject of the document being filed, Column 2 the author of the document, Column 3 the location of the file (i.e., file folder name, and file cabinet drawer, etc. - whatever will help you to find it later), Column 4 the purge date (i.e., the date you will destroy or archive the file), and Column 5 for comments (i.e., "this file was destroyed on 3/7/01)  That last column will eliminate a search for something that you no longer have.  Keep your spreadsheet simple so that it won't be burdensome to keep up to date later. When you need to find something quickly, just do a search of the spreadsheet.



When I started my present job 7 years ago, I found a highly disorganized filing system which I had to update.  It took a long time to get the spreadsheet together (had to physically go through every existing file folder and record all the info from scratch!) but it was worth it.  I still use the same spreadsheet today, and it takes just a few minutes to add documents to it before filing them.  My boss is extremely pleased that it takes only seconds to find a particular document.  Each item in the folder is put in according to date, with the newest at the back of the folder.  That way, when it's time to purge files (I do this at the end of each quarter) I just sort the spreadsheet by purge date, print out the rows needed and proceed to pull and destroy documents.  The comments column also lets me see at a glance which documents should NOT be purged, and why.



Good luck with your new office.  And again, welcome!



Energizer