How do i physically setup a filing system in my office?

Question

I am setting up a new office with physical filing cabnets. And I have to settup a new filing system for documents that for example are accounts receiveables. What my problem is I am not sure how to cross reference certain documents with their master document file. Example: The master file is Cushman & Waitfield, but they have subcontractor companies that we do work for and get paid for the work we do for them. So my question is how do I set up a filing system for the subcontractors and the master file?

Answer 1

You give each sub account a seperate file (job) with Cushman and Waitfield as the Head Liner.

Answer 2

List your master file folder tab Cushman & Waitfield.

List in the file all the subcontractors that are associated with that company.

Make folders for all the sub contractors with each sub contractor on a separate tab and list the master company that they're associated with in each of the files.

Answer 3

I would have an expandable foler with a file folder called Cushamdn & Waitfield and then within that expandable folder I would add folders for all the sub-contractors. This way if some calls regarding the Cushman & Waitfield job you have all the information in one file under Cushman & Waitfield.

Answer 4

The answers you have rec'd here are all valid responses. It depends on preference. However, you need to remember only one thing when choosing your preference below and that is how many documents will be in each file (ie: if the main file has too many documents you can not have your sub files in the same folder, or visa versa).

You may also try visiting various organizers for their input and ideas. However, you should have a running start by the folks who have helped out here today!

good luck and happy filing

www.impartialinc.com
impartialinc.blogspot.com

Answer 5

One drawer for "MASTER FILES" and another that has 'child' files.. in your example, you'd have Cushman & Waitfield in the master file. In a separate file, you'd have a file called "Cushman & Waitfield - Subs" and behind them (indented) would be the alphabetical listing of subs. Perhaps you could have all the subs with a prefix of "C&W-"

Answer 6

Filing is easy. Knowing where to retrieve the fills is not so easy especially if not everyone is familiar with a particular system. Here is a link that shows various filing types.

http://www.ancom-filing.com/filing_types.htm

Also have you thought about getting a scanner and scan everything into your hard drive? You still have the same filing system but retrieval is a lot easier unless you need the physical document.

Answer 7

I would get bigger and smaller filing folders with big and small tabs. Then in the big ones put the master file. And then behind it file the sub-contractors in the smaller ones right behind the master. And then after you do one set just start over with another master. And be sure to do it in alphabetical order so they are easy to find. Good Luck!

Answer 8

Depending on how many cross-references you have you could colour code main references, say yellow file. Lesser references could be blue, etc. I find colour coding (file tabs for example) is an excellent way to use subsystem cross reference.