![]() The subject classification is very useful for educational institutions or real estate businesses, as the documents are kept under type of subjects or contracts. Under this method, all documents relating to a subject are arranged in the same file, so they can be located easily with a known subject. Instead of sorting the files by person or business names, the arrangement of records is by topics or categories. In fact, Subject filing is a variation of alphabetic filing system. In cases where the names of more than one person or business starts with the same letter, then the second letter of name is taken into consideration. Your files and folders are arranged in alphabetical order of the names of persons or institutions concerned with such files. It is the most common method of filing and easy to use and understand. The basic rule of alphabetical filing is to file according to the letter of the alphabet. However, when you use this method, you will also need to establish a system to track which documents correspond to what month and year. This method allows your quick access to the information created at a specific time from its section. You can create monthly or yearly sections, and file your document by its creation date. Date-Based/Chronological Order Filing SystemĪs the name suggests, this filing system is filing your documents by date. This method is good if your office mainly generates numbered documents, such as invoices or contracts. Each of the file cabinet drawers is labelled with a sequence of numbers it contains, and you may also create an index just for quick access. With creating assigning document numbers, all files can be stored at the assigned document numbers. This filing system allows you file documents in numerical order. Organizing a filing cabinet has never been so easy with Moustache file cabinets!īefore creating a filing system, let’s take a look at the most popular and simple ways for filing documents: 1. ![]() In fact, building your own filing system isn’t as difficult as many people think. The current and frequently used documents should always be easy to access otherwise, it will not be as efficient as your plan. The first thing you need to do is to figure out which filing system will serve your needs the best, then just create a filing system as the way you’d like.īefore you start, just remember that the basic rule of thumb for a filing system is that it should not be too complicated. The good news is, organizing a filing cabinet is easier than you think. But what is the best way to file documents in a filing cabinet to achieve desired productivity? Whether you have a huge or small office, a home office, effective filing systems for the office will make your daily work run more smoothly. She writes online courses for professionals seeking CPE hours and has also published the book "Guide to Non-profits: From the Trenches." Her articles have been published in national magazines such as the "Journal of Accountancy," "Architecture Business and Economics" and "Veterinary Economics." Shanker holds a Master of Business Administration.A good file cabinet can be a useful piece of furniture for your office, and easy access to documents and files will help you increase productivity. Sheila Shanker is a certified public accountant based in California. Advanced Filing Systems: Office Storage Systems Can Help Get Organized- Ensure Efficiency – Save Time & Money.Washington Post How Do I.Organize Records Needed To Do My Taxes? Sharon McLoone 2010.Depending on your business, income backup is filed by date of receipt or date of deposit to facilitate bank reconciliations later. Expenses can be filed alphabetically, by vendor names, while fixed asset files can be classified by purchase dates. If certain transactions belong to more than one area, such as expenses and fixed assets, make copies of the paperwork and put the documentation on both files. Expenses are filed separately from payroll and other areas of accounting. ![]() Examples would be files for policies and procedures, contracts, fixed assets, insurance policies and other documentation that cannot be hauled away after year-end. The second type of files relates to storage of permanent or long-term items that need to be accessed over time. These files include most of your expense and income items. One filing cabinet or drawer is for daily files, which are usually stored away after year-end. ![]()
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