As a follow up to our Filing blog post yesterday, we want to confirm that not only do you need to create a paper filing system but this needs to be reciprocated in an online filing system on either PC or MAC.
So, now that you have created a paper filing system which works for you, you need to create or re-create your online system.
- Have you filed in date order or by client?
- Are their various tabs within each client or date, i.e. one for correspondence, one for contracts?
So whether a PC or MAC user you need to create a new USER main folder, which you may call XYZ Company.
Under this heading you would then start creating the necessary sub-folders which match the folders you have in your paper filing.
They may look something like this:
-> A Jones Marketing
-> S White Creations
This can be a time-consuming exercise, but one which should be the next step in your online filing. If you have an ‘A Jones Marketing’ folder somewhere – open it. Locate correspondence and move to the relevant correspondence sub-folder, the same with any contracts.
This is dependent on your business, your budget and how accessible you require your documents to be.
Filing, online and offline is so important and this can also free up your time in the long run because any document will be easily accessible either in filing cabinet paper filing or online. So take the time now to free up your time later.
Hazel Theocharous, a Small Business Support Specialist and owner of Expert VA implements and streamlines paperwork and other administrative backup needs to free up your time in business.