Filing System

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.

Each drawer is alphabetical by folder title. Drawers 1 (A/P) and 2 (A/R) also contain alphabetic folders.

Filing Standards

Folder groupings: most current year goes in front
Sub-folders: Alphabetize from A - Z
Receipts/Bills: Most current date in front, oldest in back

For easy re-filing, each folder should be labeled with:

business name, category title or alphabet letter
the year
A/P or A/R, if applicable

Inboxes - on top of the cabinet

to pay (beancounters do this)
to enter into books (beancounters do this)
to file (office coordinator or intern does this)
WTF? (make a new folder and/or ask where it should go)

Monkeyhouse Filing Cabinet

Drawer 1 - top

Each year separate, with alphabetical/named tabs:

2 yrs A/P (accounts payable) alphabetical - we pay them
- By year (independent alphabet for each year)
- Alphabetical by name if more than 3 receipts from same business
- Alphabetical by 1st letter, if less than 3 receipts from same business

Drawer 2

Each year separate, with alphabetical/named tabs:

A/R (accounts receivable) alphabetical - they pay us
- By year (independent alphabet for each year)
- Alphabetical by name if more than 3 bills from same business
- Alphabetical by 1st letter, if less than 3 bills from same business

Multiple years together in one category:

Bank (contents)
- bank statements by bank & by year

Checks (explain)
- voided checks
- completed check stubs by year

Credit Cards
- Total Merchant Concepts information

Donations
- Matched
- Monetary
- Non-monetary
- Online

Invoices
- archives pre-2009 before database tracking

Sponsorships
- Geek Fair sponsorships
- Other event sponsorships

Drawer 3

Multiple years together in one category:

Admin (name subfolders)
- 403B info
- Annual Reports (archival)
- BBB info (archival)
- Bureau of Labor & Industry info
- By-laws (archival)
- Other F.G.s info (archival)
- Grant Opportunities
- OSHA info
- Requests for Records
- State of Oregon Employment Info
- Trademark Infringement
- T-shirt Art (archival)

Board, by year
- folder for each board members in each year

Board Documents
- Board Packet
- B.O.D. Manual (archival)
- Guide to Non-Profit Board Service in Oregon

Complaints & Crimes
- Better Business Bureau
- Credit card charge issues & corrections
- Crimes
- Ombudsman (complaints/concerns)

Contracts (name subfolders)
- Audit - Sin Fronteras
- Outreach contract (archival)
- Trademark
- Trademark Infringement
- Martin, Oso
- Oso/BEAR
- McGuire Brothers lease
- Miller, Ken (archival)
- Under 16 contracts

eWaste
- NCER

IRS tax exempt status (archival)

New Hire Forms (name them)
- regularly search the internet for the most current versions of these forms
- print and replace old forms
- keep these forms stocked

Multiple years together:

Paychex info
Vehicle Registration by year
Retirement Info
Volunteers
- includes incident reports, contracts, some intern files
W-2's by year
W-9's
- pre-signed
- sent (copies)
Collective, alphabetical
Staff hours by year,then by month, alphabetical
Former Employees alphabetical
Employment Misc.
Health Benefits Info
Staff
- current, alphabetical by last name
  - indicate start date under name
- previous, alphabetical by last name
Staff hours
- by year, then by month

Drawer 4 - bottom

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

Drawer 5 - bottom of Liane's filing cabinet

Volunteer schedule archives
- Adoption
- Build
- Pre-Build

Under the Beancounter Desk (from left to right)

Empty binders for Dailies

In Carboard Drawer 1

2006 A/P & 2006 A/R
2007 A/P & 2007 A/R
2008 A/P & 2008 A/R

2008 Dailies in order by Month (12)

in Milk Crate 1 & Clear Plastic Tub 1

2009 Dailies in order by Month (12)

In Cardboard Drawer 2

Misc. Archive includes:
- Dead trees paper archives
- Staff Hours 2004-2007
- Paychex Binders 2004 & 2005

Paychex Binders 2006 - 2009

in Milk Crate 3

Upright under desk

Current Dailies binder
Current Paychex binder
Checkbook

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
your initials
A/P, A/R, Admin, Insurances or IRS as denoted by initial location outlined above.

& 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.