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

D. Reference Files in File Cabinet

  These are files that you won't need often, but nonetheless are important files.  These permanent files should be kept in an accessible file cabinet at all times.  Clean them out occasionally. 

Filing Cabinets - Permanent References

Personal

• House / Property (insurance policies, contracts, loans) - separate file for each property
• Automobiles (insurance policies, contracts, loans) - separate file for each automobile
• Bank Accounts (terms, contracts, safe deposit box info)
• Credit Accounts (all contracts, including credit cards & phones)
• Health Insurance policies (medical, dental, vision)
• Retirement Info (investment accounts, social security statements)
• Financial Planning docs (Will, Living trust, life insurance)
• Legal Records (Birth and death records, Social Security cards, Graduation Diplomas, Baptismal certificates)
• Tax Returns by year (copies of last 3 years' returns; the originals are stored in the archive files)
• Warranties, Manuals, and Instructions for items purchased

Business

• Business license, bond, E&O insurance (put the originals in a plastic sheet protector)
• Vendors (by name, alphabetical order) - rates & terms, copies of signed contracts
• Office & other supply sources
• Credit Accounts (all contracts, including credit cards & phones)
• Insurance Policies (business, legal, etc.)
• Professional Associations (by name, alpha order)
• Incorporation Documents
• Resume and letters of reference
• Your company web site information
• List of important contacts & notes
• Marketing material ideas (from competitors, etc.)
• Industry magazines, articles
• Computer software programs
• Trade / Law book for profession
• Maps and directions

Hope this helps you get a fresh start with your office in 2010.  Stay tuned for Step E, "Archive files - Boxed Up in Storage"

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

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