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"...Continuation of "Organize your Office" series to get a Fresh Start for 2010! "

C. Working Files in File Cabinet

These are files that you'll need to reference occasionally but not every day.  They should be in a metal or wood file cabinet in your office.  Get one with a lock and key for document security.

These working files are actually the papers from the "Incoming Sorting System" (step A above).  Every month, clean out the incoming boxes and organize the papers in your file cabinet, as shown below:

Filing Cabinets - Annual (by Year)

Personal Papers

  • Receipts Paid (sort by date, vendor name, or type)
  • Medical Receipts
  • Automobile Expenses (separate file for each auto)
  • Real Estate Expenses (separate file for each property: Home, Vacation home/Timeshare, Rentals)
  • College & school tuition paid
  • Charitable Donations
  • Other Tax-Deductible expenses
  • Bank Statements & Checkbook Stubs
  • Projects / Events

Business Papers

  • Tax Return File Folder
  • Income Received (sort by vendor name & date)
  • Receipts Paid (sort by category below)
    • Accounting/Bookkeeping
    • Ads/Marketing
    • Computer
    • Copy/Printing
    • Dues/Fees
    • Education
    • Entertainment
    • Equipment
    • Furniture/Fixtures
    • Gifts
    • Insurance
    • Legal Fees
    • Licenses
    • Mailing/Shipping
    • Miscellaneous
    • Payroll
    • Professional Fees
    • Supplies
    • Telephone
    • Travel & Automobile
  • Automobile Mileage
  • IRS stuff (1099s, 1098s, W-2s, quarterlies paid to IRS)
  • Bank Statements & Checkbook Stubs
  • Schedules / Calendars / Events / To Do Lists

At the end of each year, remove these Working Files and put them into a plastic file bin (refer to step E, "Archive Files - Boxed Up for Storage".  You will use this plastic bin to do your calculations for your taxes.  After your taxes are filed, archive this file box into storage. 

Hope this helps you get a fresh start with your office in 2010.  Stay tuned for Step D, "Reference Files in File Cabinet". 

Regina P. Brown
Broker, Realtor®, e-Pro
Author of forthcoming book, "Virtual Office Guide for Business Professionals:  Work & Profit from Home"
Join & post to my NEW ActiveRain group at http://activerain.com/groups/virtualoffice

Enjoy my NEW Book:

                         

  

Text copyright © 2010 R.P. Brown, All Rights Reserved

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Regina P. Brown
Broker, Realtor®, e-Pro
California DRE # 00983670
Join & post to my NEW ActiveRain group at http://activerain.com/groups/virtualoffice

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Text copyright © 2011 R.P. Brown, All Rights Reserved

Page copy protected against web site content infringement by Copyscape  

 
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6 Comments on Step C. Working Files in File Cabinet

JAN
14
2010

Wow!  I like this--someone else that likes organization!!!
7:05pm • #1
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Larkin, I like organization, but I procrastinate doing the organizing.  However, once I get started organizing, it turns great and I'm happy I did it.  Probably like most of us, eh!
7:08pm • #2
357,366 Points 5 Featured Posts Called Shot Master

Regina,  I know organization is critical for success, but it is so easy to procrastinate.  Your series really looks helpful.  Thanks.
7:24pm • #3
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Yes, it's easier to do "busy work" than to tackle the mountain of papers.... writing this out is really helping me get organized!

Regina Brown
7:28pm • #4
JAN
16
2010
Outside Blog

OK, that's it! I nominate you Organization Detail Queen of the Year!! You just lined out the two biggies that give me trouble--really. I'm like someone without spatial sense when it comes to figuring out a sensible system for both personal and business expenses--a system that won't break down. I can sleep tonight.
3:14am • #5
228,471 Points 10 Featured Posts Localism Sponsor

Sherry, thanks!  It looks like we're both logical thinkers.  That's what you need when it comes to organizing things!  I'm (maybe) a bit too logical, but who needs creative when trying to get a grip on a messy desk?  Thanks for the kudos, I'm sure you have a great system too!
11:11am • #6

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