Hi Everyone...

I'm in the initial stages of starting my VA business at home and I was wondering if someone could share some ideas on how to start filing things for my files. I have ideas on client files, but thought I would reach out to some seasoned VAs to see what works best for them.

Any input would be greatly appreciated.

Thanks,

Kathya

I'm paperless...

I think, though, it depends on what you are doing for clients and what you envision having to file. If it's just contracts and stuff like that, a simple folder system by client name would work.

For your own files, you should have static files (like ideas, equipment manuals, etc) but you should also have accounting files - since you are new, do it by type - office supplies, telephone expenses, etc. If you find a file is getting too thick, split it by vendor.

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Candy Beauchamp, OffAssist

Thanks, Candy! That's exactly what I was looking for! You're awesome. Thanks for the response!

I am almost completely paperless as well. You can get free converters and print just about anything to a PDF (ex: PrimoPDF), then file it electronically. Plus I scan some of the paper stuff so I can file it on the computer as well.

For client related stuff, I could never figure out whether it was better to file by subject or by client. But have finally decided that by client works better for me.

I have some suggestions for electronic filing. I recommend that you set up a filenaming standard that you stick to so it is easier to find things. Like maybe including client name, subject, date (ex: Smith-Contract-090324.doc). Then if you are filing by client, you can also do an overall file search for all your contracts when you need to see all of those. Or vice-versa.

You could leave off the client name if you are using a client folder, but I find it helps to have it there in searches. If you do a search for all your contracts, the client names will be there to help you.

For the things I want to sort by date, I put that at the beginning of my filename and use yymmdd because that sorts properly.

Deb

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Deb at Ivy Freelance
Metrics, Marketing and Macros

I'm not totally paperless yet.. I do print out all of my client agreements, but thats about it. I also suggest putting a footer at the bottom of documents so that you will know how to easily find them if you are looking at a paper copy and trying to find it on your computer. I learned that from my days in the legal world.

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Tamika R. Johnson, MBA, Principal
administrative partners, llc
www.administrativepartners.net | http://adminpartners.blogspot.com

You know I like that idea about putting the footer on the bottom of the page I have seen others do that. I do file by client name also.

I am so paperless that I am still using the demo cartridges on the laser printer I bought last year...

Thanks, ladies, for all the great suggestions. I love the footer idea--I'm always in practice of doing that when I've worked full time in the past, but it will become a standard in my own business.