MANAGING RECORDS - OTHER FILING

Business magazines and catalogs can end up in many piles unless given a designated spot. Keep only current and important publications. As a new magazine comes in, give last month's to someone. Magazines kept for reference should have a special storage place. Place each reference magazine in the pile of like issues.

Example: "Decorative Painting" has its own pile where each copy of that publication is placed. Stack magazines in chronological order with the newest issue on top. Store magazines where it is mandatory that the item be returned when someone is finished reading.

Catalogs

Catalogs can be trickier. Annual catalogs can be stored alphabetically by company name on a bookshelf. Many companies mail frequent supplements and sales issues that are flimsy and easier to store when put into a file folder. Mark the name of the company on the folder and store with the annual catalog. When supplements are dated materials and you will not order within the time frame designated, throw it away.

Reference Books

An interesting article, Organizing Your Research Notes, can be a useful tool when researching. Reference books for your business must be kept handy, but organized. Find a system that suits you.

Example: file books in a bookcase in alphabetical order by title or by author. There are books of different subjects that pertain to a creative business, sort these by subject matter, then sort alphabetically by title.

Checks

Checks can be filed in different ways. Some like to keep cancelled checks with the bank statement in which the check is recorded. After balancing the bank statement against the checkbook, the checks are inserted back into the envelope with the statement; the envelope is marked with the period of time covered and is then filed chronologically in a drawer.

There is an easier access to a canceled check. File all checks numerically in a drawer, regardless of when cashed and pulling the check by its number will make it easier to find.

Clippings

Newspaper and magazine clippings can provide valuable information that needs to stored in files. When a clipping is small, attach it to a full-sized sheet of paper and file alphabetically by subject or company. A clipping that is a full-sized newspaper page should be folded down to fit in a file folder. Always write the publication name and date on the clipping. This will provide information for future reference and can also act as a catalyst to discard outdated material.

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