Talk:Filing System

How many years before files archived?

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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

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)

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)
  • NEED TO BETTER ORGANIZE INSURANCES WITHIN THIS CATEGORY
• 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

For easy re-filing, each folder is labeled with:

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

Audit folders regularly

Note date of audit and initial on front of folder. Audit archival years once before filing & note this was done.

don't forget FG invoices/donations to FG - monetary & non monetary

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)
  • also in clear plastic tub 2 & milk crate 2

• 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

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 the folder and document on the wiki.