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Youv'e heard it before, the phrase "Going Paperless. It's an ideal, but why not
strive for less paper, you'll be surprised how much room you'll save, and how
much more organized you'll be, not to mention the time you will save yourself.
I went from having a four drawer filled to the the point of overflowing to
one drawer that is easily accessible.
The IRS requires that you have original documentation to back up your
tax deductions. Until they accept scanned documents as originals, we're stuck
with the paper. At the end of each year, clear out the accounts payable files
by removing the actual files, placing them in a nice records storage box, label
both ends and sides of the box with the "Year-Tax Records," put the lid on
the box, and tuck it away where you can get to it for the next seven years.
Then set up new accounts payable files for the new year.
Secondly, most courts require the original documents on which signatures appear
when defending or presenting a case in court. Therefore, you'll need to keep
your customers files in their original form, but only those with signatures. The
rest of the paper can be scanned.
I receive a great amount of e-mails, newsletters, and magazines. Do I keep
all of them? No. I read the e-mail and move it to the appropriate e-mail
folder, arranged by subject, client, or Trash. If the e-mail is something to
be saved as a resource, it goes into the two appropriate files, one goes into a
file in my email software program and the other I save on a CD that I store
in a fireproof safe.
The paperless office may not be realistic while the courts and IRS need to see
the originals, but you can reduce the amount of paper you have to keep by
scanning and backing up on two different media in case one goes bad.
By Bob Brolhorst
Wave 5 Marketing
bbrolhorst@wave5marketing.com
http://www.wave5marketing.com |
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