Re: File Setup

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: : I am trying to sort thru years or unfiled records of a non-profit organization. I would like to set up as many file folders as possible befor I tackle this project....adding additionial files as I proceed. I'm not sure what file folders to develope first. : : My question is Does anyone have a list of file names for me to start this adventure with. Thanks in advance for any responses. : Aloha Virginia! : Congratulations for taking on this integral part for your organization -- no small feat by any measure! : I am currently working w/a client in a non-profit sector & we are dealing w/10 yrs of files doing precisely the same thing. Let me give you a *few8 tips for starters. : • Decide which papers are necessary for record keeping first of all. Not *all* of the paper needs to be retained. : • Do you have a professional audit done each year? If so maintain 4 yrs. of invoices (3 prior + the current yr) : Note: this is the recommendation of the audit firm affiliated w/the non-profit I am working w/now. : • All fundrainsing materials need to be segregated? : • Did you have "special programs" during each yr? Were these so good that you want to keep them as reference material for future events? If so create the title of a file folder for HOW you will remember it based on the type of reference it is. ie: Did you like the letter that solicited financial assistance? The program brochure for PR work? : Note: it is important to think of how you will use it in the future & above all if it's not "quality" reference material -- feel free to toss it. : • Maintain separate files for foundation & grants (by donator!) : • If you receive assistance form your county -- keep these as permanent archive records is a file drawer towards the bottom. : As I am in the midst of this project we made "multiple file folders" by year for all of the "keepers" -- at the end of each session we put the similar years worth of data in it's own bankers box. Remember to date it on all 4 sides as well as the top for easy recognition. : Personally I would not put energy into a pre-sort -- I would tackle each paper by category & yr, as it is handled. I also work on the floor during my sessions to mazimize the space to create all the files. : You asked for a list of file titles -- yet each client, is uniquely different. The key is to pick up the paper & say out loud what it is -- THAT is the word that is used to create the file title. : As you proceed you will end up w/numerous files that fall into a ie: "financial" , "foundation" "grant" "incoices by vendor" categories ...so "grants" would be the family name & the name of the grantor is the file name. The "family names" are how you place the tabs -- they are all kept in alignment when you place the files in the drawer w/in their file folders (interior files) When you switch to a new "family name" such as Foundations -- move the tab over & align all of the foundations in their own exterior file folder. : There are several "tips" on creating files in the Business section of this site at:http://www.123sortit.com/BO/paperfiles.html : Virginia, you question is a huge project -- how about if you read the section on paper files & implement some of the things I suggested above ...& then come back here when you get stuck :) : Btw: your question is GREAT & would be very valuable to many people in the business section -- might I suggest you place your next post in the Business BBS instead of residential (?) This way the business lurkers can get some great tips too! :) : One last thing, I would suggest a "steady as you go" procedure on this. Avoid spending day after day doing it -- or you will burn out. Normally I work w/clients on a 4 hr. weekly basis -- it allows them to accomplish alot AND not hate the process :) : Good luck & keep me posted! : : Much Aloha, : Julie Signore -CEO : 1,2,3 SORT IT - Organizing Solutions - Innovative Tools

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