Proper Alphabetical Filing System

If you share these files with others the system needs to be straightforward and easily communicated.

Proper alphabetical filing system.

Luckily it s simple to get started with new documents and still is not a difficult change to make if you need to reorganize. Decide on a filing system. Filing receipts and invoices properly is one of the most important things a small business needs to do. Basic filing terms.

Various places may have very specific rules such as medical files which i haven t been privy to or filing by number either ascending or descending. There are different versions of filing rules so filing practices differ from company to company. However paper documents such as letters purchase orders and. These documents can include letters memos financial records reports and other forms of correspondence.

It s important for every business to have their employee information company records and other important data maintained in a proper and systematic manner. The first unit is usually a person s last name. Even in today s electronic age businesses and home. This system is best when most of your files are going to be names of clients patients or customers.

To achieve a coherent and efficient filing system you must employ proper procedures. Business information that arrives in digital form requires no manual processing rules. Whatever it is it must make sense so you ll know exactly where every piece of paper is. Filing is an age old system that makes it easier to find documents.

But there are standard alphabetical systems that most people use for client files. A nonexistent or messy filing system can add days of extra effort at income tax time as you don t want to miss out on tax deductions because of missing receipts. By implementing alphabetical filing in your life you will ensure all documents are protected and readily available. Such a system enables statistics to be held in manageable and comparable units and also permits a large or macro figure or total to be evaluated in terms of its micro or component parts.

In order not to lose a file that is somewhere but not where you first thought you need a system. Once entered into a computer this data can easily be accessed by assigning simple file storage folders and backing up the data regularly. Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically. Before learning the 12 filing rules an understanding of filing terms is necessary.

There are many rules on how to file alphabetically in english to preserve a sensible filing system. Filing is done by units. Subject filing this is the arranging of material by given subject. As an admin i ve often had to do filing for the companies i ve worked for.

Receipts and invoices. The 12 rules you will learn in this chapter follow the same principles as the arma rules. If your business is ever subject to an audit and you are unable to produce the required documents in.