Can I Claim My 5 Month Old On My Taxes Everyone Hates Filing – Yet – Everyone Wants An Organized Office – Right?

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Everyone Hates Filing – Yet – Everyone Wants An Organized Office – Right?

Really, I’m not typical because I really don’t hate filing. In fact, when it makes my searches shorter and easier, I really like it. You will do the same once you get organized and start your home or business office the right way. The right way helps most of us avoid getting lost in the paperwork shuffle when it comes time to find that important document we know we saved. A few simple tips for storing, setting up, sharing and maintaining your new filling system can make the job easy and not scary.

Store

First, you’ll need to determine where to store your files. Will they be in an easily accessible desk or credenza drawer? If you don’t have drawers available, should you use a file box on a shelf or a mobile file basket? If there are a lot of files, do they fit better in a file cabinet? If you use a locker, should the files be on your desk for quick access or stored somewhere else? Once you’ve made that decision and set up the storage location, you’ll move on to deploying the file system.

Regulation

When setting up a filing system, keep it simple so you and others don’t fear maintenance. Use hanging files or selected drawers for main categories. Then place the folders in the hanging file or drawer for the subcategories. When developing a file system, determine how many main categories you will need for files. For most filesystems, this can be limited to between six and ten large categories. Then create subcategories within the main categories if necessary. Main or major category files in order of most to least used using hanging files with labeled tabs. Make the sub-categories within the main as alphabetical, date or numeric to make searching folders easier. For example, filing financials makes more sense by date, as you file taxes by year and pay bills by month. Customer data filing will be alphabetical by customer name. File research and periodical clippings by subject category instead of by source name for quick retrieval. Whatever filing system you use, always file the newest documents at the front of the folder, as you’re usually looking for the most recent version of information.

Share

If you use a shared filing system, include a typed information sheet or index card outside the file location so others can understand the filing system. For files that are used by multiple people or contain multiple folders, create pointers to the location of the file when it is removed. These pointers can be empty folders marked “Out”. Using an indicator makes it easy to see that a folder is missing and where to restore it to reduce filing time. If you want to further secure files and make sure they are returned, you may also want to have an I/O log of who took which file and when it was returned.

They maintain

Regular maintenance includes both regular archiving and keeping files compact and up-to-date by scheduling regular times to purge files of old or irrelevant data. Try to file a document as soon as you are done with it. If files are not conveniently located for immediate archiving, try to archive at the same time every day whenever possible. If there aren’t many cases to do, choose a specific day of the week to do all the filing. For daily or weekly deposit, you have a storage space for the file items until the time of deposit. Ongoing file maintenance includes every time a file folder is opened, and if it contains many sheets, quickly review it to see if you can dispose of any obsolete materials in a thin file. If there is no document control or configuration management requirement to maintain old versions, ensure that when you submit reviews or reports you only maintain the latest version.

Hopefully these simple tips will make it easier for you to set up and maintain a controlled filing system. Remember to keep it simple so that everyone using the system can quickly and easily find what they need or drop off documents. Perhaps now you too will find that filing is a simple necessity and not something to be dreaded.

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