Academic journal article Journal of Accountancy

Filing-Like the Beat-Goes on ... and On

Academic journal article Journal of Accountancy

Filing-Like the Beat-Goes on ... and On

Article excerpt

Even in the digital age, paper documents support many important tasks. Files are reference materials and records, and the reason for filing is to allow access to information. Here are a few pointers on managing the paper that you have to keep handy.

* Have a simple but complete filing system--one that makes sense to you.

* Always alphabetize. No matter what the structure of your filing system is, alphabetize within it. It will save you time.

* Always color code for easy, quick identification. Each category--such as audit, consulting or tax--should have its own color, either by file folder or tab color.

* Apply color coding even for a few files. As the number of files grows, the color system will make it easier to determine where a new file will go. Add new colors for new categories.

* Duplicating a document for filing in two different places creates more work, more bulk and is seldom useful. Resist.

* Place the most recent documents in the front of the file folder. …

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