| There are several common files that should be | | | | § Travel |
| present in a business filing system. Below are the | | | | § Utilitieso Cellular phoneo Telephoneo Fax lineo |
| basics from a home office or small business | | | | Internet connectiono Heating/Lightingo Rent |
| perspective. Depending on the nature of your | | | | § Vehicle expenseso Fuelo Repairs and |
| business, these may be to general or to specific for | | | | Maintenanceo Insurance |
| you, but you can customize the following information | | | | Education and Professional Development |
| to suit your business. Remember to use the KISS | | | | § Include any courses you take that are |
| principle - Keep It Simple Sweetheart. You need not | | | | business related,including seminar information, |
| invest in a complicated and costly system to house | | | | conference information, onlinecourses, continuing |
| only a few files. The information contained in your | | | | education courses, staff development courses, etc. |
| files should only take 30 seconds to find. Customize | | | | Financial |
| your system to work for your business and your | | | | § Accounts Payable - Current |
| work style. Keep the files you use most often | | | | § Accounts Receivable - Current |
| closest to your desk. Put archives or files you don't | | | | § Accounts Receivable - 30-60 days |
| use often in another location. | | | | § Accounts Receivable - 60-90 days |
| You will notice that some file titles seem to be | | | | § Accounts Receivable - 90-120 days |
| repeated, like Web site(s) under Marketing and | | | | § Accounts Receivable - In Collection |
| Domain Names under Expenses. The distinction here | | | | § Balance Sheets - Monthly |
| is that you would put items related to Web site | | | | § Bank or Credit Union Monthly Statements |
| content and design under the Marketing file, and | | | | (store only 1year in active file/retain up to 10 years |
| invoices for hosting and domain name registration | | | | worth, depending on Federal/Provincial/State laws) |
| under Expenses. | | | | § Bank Loans (original loan papers, interest |
| Clients/Patients/Customers | | | | rates,amount borrowed, payment terms,etc) |
| § Last Name, First Nameo Contact informationo | | | | § Capital Cost Allowance Information (Canada |
| Personal information (if required)o Projects - On going | | | | only) |
| (if required)o Projects - Completed (if required) | | | | § Corporate/Business Tax Returns (retain for |
| Directories | | | | up to 10years, depending on Federal/Provincial/State |
| § Business Guides from local Chambers of | | | | laws) |
| Commerce | | | | § Credit Card statements |
| § Supplier Directories | | | | § GST/HST Forms (Canada only) |
| § Trade Directories | | | | § Income Statements - Monthly/Annually |
| Expenses | | | | § Payroll Records and Taxes |
| § Accounting | | | | § State tax remittances |
| § Advertising | | | | § Tax Forms |
| § Business licences, fees (government fees, | | | | Inventory |
| local andprovincial/state fees) | | | | § Inventory Counto by product name/number |
| § Computer | | | | § Invoices/Statementso by Supplier Nameo |
| § Computer equipment - hardware (printer, | | | | then ordered by Invoice Number |
| scanner, PDA, mouse, router,microphone, speakers, | | | | § Supplierso listed alphabeticallyo ordering |
| etc) | | | | contact information at front of file |
| § Consultant Services (business coach, | | | | Marketing |
| organizing coach) | | | | § Advertising - Print |
| § Contracted Services (virtual assistant, | | | | § Advertising - Radio |
| sub-contractors, cleaners, etc.) | | | | § Advertising - Television |
| § Domain names | | | | § Advertising - Web site |
| § Employee Benefits (medical/dental, insurance, | | | | § Advertising - Internet |
| RRSP, 401K, etc) | | | | § Articles of Interest |
| § Insurance - business/office property | | | | § Business Plan (review annually - archive old |
| § Insurance - professional liability | | | | copies) |
| § Interest and Bank Charges | | | | § Information Package (about your business) |
| § Legal | | | | § Press Releases |
| § Library | | | | § Trade Show Information |
| § Maintenance and Repairs (or Leasehold | | | | Memberships |
| Improvements ifyou rent) | | | | § Professional/Trade Organizations to which you |
| § Meals and Entertainment | | | | belong |
| § Office Equipment (telephones, fax machine, | | | | § Boards on which you serve |
| calculators,shredder, etc) | | | | Personnel Files |
| § Office Furniture (desks, chairs, lamps, radio, | | | | § Each employee by Last Name, First Nameo |
| book cases, etc) | | | | resume/application form, tax forms (Canada - |
| § Office Supplies (stationary, pens, labels, file | | | | TD1),payroll records, information on benefits package |
| folders, etc.) | | | | (medical/dental, RRSP, 401k, etc)o performance |
| § Postage/Courier | | | | evaluations/reviews, disciplinaryinformation, record of |
| § Property Taxes | | | | education provided by the company, etc. |