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 don't 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