Well, that will vary from business to business, there isn’t a right or wrong way of doing it, it’s just about finding the right way for you and your business. Below is a list of popular filing options and how they are best used:
Great for holding small quantities of paperwork. If your business relies on fairs to sell directly to customers you probably won’t have that much paperwork to keep, so you may get everything you need for the year in one file.
Lever Arch Files
Larger files suitable to hold larger quantities of paperwork. If you are producing more than 100 sales or purchases per month you may find it easier to separate your paperwork and have a dedicated file just for your sales invoices and another for purchase invoices etc.
This is a great option if you need to keep a small amount of information on a large number of customers or suppliers. Each file will have its own hangar to sit in and they will be arranged alphabetically so you can find them easily. Be careful though, the hangars are not that strong and if you need to keep more than perhaps 20 sheets of paper the hangar may start to warp under the weight.
These can be very useful if you need to keep several pieces of information of varying sizes together neatly, or if you have items that you either can’t or don’t want to punch holes in, such as pre-printed booklets or marketing materials. It is also a great way to store small sample products.
When you first start out and only have a handful of customers or suppliers a concertina file can be used in the same way as a filing cabinet but on a much smaller scale, and more cheaply too!
Index Card Box
Ideal for keeping small amounts of information about customers to hand. Each card is the size of a post card so only suitable for name and contact info and perhaps purchase preferences if you supply several products or services. These are stored alphabetically in a small box.
When deciding which options will work best for you, consider the amount of paperwork you will be handling and the amount of storage space you have got available. Choose a system and stick to it for several months at least, unless it really doesn’t work!
If you would like some help setting up a filing system that will work for your business please email firstname.lastname@example.org or call 07891357525.
Jamie has spent many years working in administrative roles, she has also spent time as a stay at home mum and now loves the flexibility of working from her home office and being available for her family whenever they need her.