Proper Alphabetical Filing System

As an admin i ve often had to do filing for the companies i ve worked for.

Proper alphabetical filing system.

However paper documents such as letters purchase orders and. If you share these files with others the system needs to be straightforward and easily communicated. The way most companies do this is by alphabetization. These documents can include letters memos financial records reports and other forms of correspondence.

A nonexistent or messy filing system can add days of extra effort at income tax time as you don t want to miss out on tax deductions because of missing receipts. Various places may have very specific rules such as medical files which i haven t been privy to or filing by number either ascending or descending. Filing receipts and invoices properly is one of the most important things a small business needs to do. In order not to lose a file that is somewhere but not where you first thought you need a system.

This system is best when most of your files are going to be names of clients patients or customers. The first unit is usually a person s last name. But there are standard alphabetical systems that most people use for client files. Suddenly filing alphabetically becomes a bit more complicated.

Before learning the 12 filing rules an understanding of filing terms is necessary. By implementing alphabetical filing in your life you will ensure all documents are protected and readily available. To achieve a coherent and efficient filing system you must employ proper procedures. It s important for every business to have their employee information company records and other important data maintained in a proper and systematic manner.

Filing is an age old system that makes it easier to find documents. Business information that arrives in digital form requires no manual processing rules. The 12 rules you will learn in this chapter follow the same principles as the arma rules. Once entered into a computer this data can easily be accessed by assigning simple file storage folders and backing up the data regularly.

Decide on a filing system. Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically. It is filing by descriptive feature instead of by name or number. Receipts and invoices.

Luckily it s simple to get started with new documents and still is not a difficult change to make if you need to reorganize. There are different versions of filing rules so filing practices differ from company to company. Whatever it is it must make sense so you ll know exactly where every piece of paper is. Basic filing terms.

Such a system enables statistics to be held in manageable and comparable units and also permits a large or macro figure or total to be evaluated in terms of its micro or component parts. If your business is ever subject to an audit and you are unable to produce the required documents in. Even in today s electronic age businesses and home.