Filing System

This page is outdated. Please see Operations for info about our current filing system. -- Mkille 00:01, 20 April 2013 (UTC)

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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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 (for non-A/P components)
  • Paychex Info
  • Quarterly Payroll Taxes by year, then by quarter
• 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)

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

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
  • 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.