Filing System - Revision history

Mkille at 00:02, 20 April 2013

2013-04-20T00:02:08Z

2013-04-20T00:01:39Z

2010-01-08T20:03:07Z

Drawer 3

2010-01-06T22:50:26Z

Audit folders regularly

2010-01-06T22:48:44Z

Audit folders regularly

2010-01-06T22:28:57Z

Drawer 4 - bottom

2010-01-06T22:14:03Z

Drawer 4 - bottom

2010-01-06T21:22:25Z

Empty binders for dailies

2010-01-06T21:21:54Z

Monkeyhouse Filing Cabinet=

2010-01-06T21:21:15Z

Audit folders regularly

← Older revision		Revision as of 00:02, 20 April 2013
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−	This page is outdated. Please see Operations for info about our current filing system. -- [[User:Mkille\|Mkille]] 00:01, 20 April 2013 (UTC)	+	'''This page is outdated. Please see Operations for info about our current filing system. -- [[User:Mkille\|Mkille]] 00:01, 20 April 2013 (UTC)'''

← Older revision		Revision as of 00:01, 20 April 2013
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		+	This page is outdated. Please see Operations for info about our current filing system. -- [[User:Mkille\|Mkille]] 00:01, 20 April 2013 (UTC)
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		+
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	Always keep 7 years of files. Standard practice is to keep the most recent 3 years in your main filing cabinet and archives for the following four years easily accessible. Due to space limitations, we have only two years of some items in our main filing cabinet and in other cases (particularly archival) we have more than 3 years in the main filing cabinet. For those categories with only two years in the main file, archives are in the same room, close by, as mapped below.		Always keep 7 years of files. Standard practice is to keep the most recent 3 years in your main filing cabinet and archives for the following four years easily accessible. Due to space limitations, we have only two years of some items in our main filing cabinet and in other cases (particularly archival) we have more than 3 years in the main filing cabinet. For those categories with only two years in the main file, archives are in the same room, close by, as mapped below.
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 Multiple years together:
-* Paychex info
+* Paychex (for non-A/P components)
 * Vehicle Registration by year
 * Retirement Info

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 ==Audit folders regularly==
 Audit archival years once before filing. Audit current years at least once a year for accuracy, if not twice a year.
 As you audit files, note on the front of the folder:
-* date of audit
+* As you audit files, note on the front of the folder:
-* your initials
+** Date of audit
-* A/P, A/R, Admin, Insurances or IRS as denoted by initial location outlined above.
+** Your initials
- & note this was done including date, initials, and original location in main filing cabinet.
+** Location: A/P, A/R, Admin, Insurances or IRS, etc. based on location outlined above.
 When archiving, any of the above folder that contain multiple years should remain in the filing cabinet.  If out of space, clearly communicate to beancounters where you will locate the oldest year(s) of a particular folder and document this change on this wiki.

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 * Checkbook
 ==Audit folders regularly==
-As you audit, note date of audit and your initials on front of each folder, as well as A/P, A/R, or Admin, Insurances, or IRS as denoted by initial location outlined above.
+Audit archival years once before filing. Audit current years at least once a year for accuracy, if not twice a year.
-Audit archival years once before filing & note this was done including date, initials, and original location in main filing cabinet.
+When archiving, any of the above folder that contain multiple years should remain in the filing cabinet.  If out of space, clearly communicate to beancounters where you will locate the oldest year(s) of a particular folder and document this change on this wiki.
 [[Category:Accounting]]
 [[Category:C7]]
 [[Category:Procedures]]

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 *** Carrier: United States Liability Insurance Company
 *** Insurance Mgmt Company: JD Fulwiler - Debbie
-*** Coverage Term: 4/14/09 - 4/14/10
+*** Coverage Term: 4/14/2009 - 4/14/2010
 ** General Liability Insurance
 *** Carrier: Western Heritage Insurance Company
 *** Insurance Mgmt Company: Woodbury & Malone - Karie
-*** Coverage Term: 9/18/09 - early Sept. 2010
+*** Coverage Term: 9/18/2009 - early Sept. 2010
 ** Pollution Insurance
 *** Carrier: Rockhill Insurance Company
 *** Insurance Mgmt Company: Woodbury & Malone - Karie
-*** Coverage Term: 4/21/09 - early April 2010
+*** Coverage Term: 4/21/2009 - early April 2010
 ** Truck Insurance
 *** Carrier: Safeco
 *** Insurance Mgmt Company: JD Fulwiler - Debbie
-*** Coverage Term: 4/08/09 - 4/08/10
+*** Coverage Term: 4/08/2009 - 4/08/2010
 ** Volunteer Insurance
 *** Carrier: Irwin Siegel Agency, Inc.
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 *** Carrier: SAIF Corporation
 *** Insurance Mgmt Company: JD Fulwiler - Debbie
-*** Coverage Term:
+*** Coverage Term: 6/01/2009 - 5/31/2010
 * IRS Filing by year (archival)
 * Credit Card slips enveloped by month

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 ===Drawer 4 - bottom===
-* Insurances (A/P)
+* Insurances (A/P), by type, then by year
 ** NEED TO BETTER ORGANIZE INSURANCES WITHIN THIS CATEGORY
 * IRS Filing by year (archival)

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 ==Under the Beancounter Desk (from left to right)==
-===Empty binders for dailies===
+===Empty binders for Dailies===
 ===In Carboard Drawer 1===
 * 2006 A/P & 2006 A/R

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 * WTF? (make a new folder and/or ask where it should go)
-==Monkeyhouse Filing Cabinet===
+==Monkeyhouse Filing Cabinet==
 ===Drawer 1 - top===
 Each year separate, with alphabetical/named tabs: