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Tuesday, 26 March 2013

Management tool 3 ( paper filing systems ) 


Techniques around paper organization 

Here are my recommendations around paper organization.

All Paperwork is meanly dealt with by using basic manual lever arch files. 

The first file system we will look at is: Dealing with the post.

When the post arrives you need to prioritize and action it but before opening any mail make sure you are near bin.

1. Junk mail is immediately binned

2. Important letters and bills are put to one side to action or post out.

3. Items for consideration are put to one side; only keep for 1-month then discarded.  

4. Items for filing are put in a  pile and later sorted into their different subject files. It is always good to pick a day that you are going to use as your administration day

using different coloured files will help you identify your files quicker.
 
What files could you use?

Banking (3 sections)

Section 1 Bank Statements
Section 2 Credit card statements
Section 3 Letter correspondences
 
Finance (House hold bills& correspondence)

Telephone (land line & Mobile)
Electricity
Gas
HP
Loans

Buildings (3 Sections)

Section 1 Mortgage statements
Section 2 Mortgage correspondences
Section 3 Building insurance


Vehicle File (6 Section)

Logbook,
AA membership,
Insurance,
MOT certificates,
Road tax,
Correspondence etc

Employment records, (4 sections)

Pay slips
Inland Revenue details
Contracts
Correspondence

All these types of files can be used for any type of paper organization. It not only enables you to have all your papers in one place but it also allows you to keep track of it.
  


Written by Mrs. Christine McLanachan  

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