Hello all,

Okay, I posted this question on a different forum about a month ago and now I want to see what some of you may do differently.

In regards to your client files:

I'm in the process of trying to get organized and in the process trying to determine what I should and should not keep in my client files besides the contract.

To be more specific:

(1) Do you keep communication records such as e-mail correspondence?

(2) Notes on the projects you are requested to do (i.e. directions given by the client)

(3) How long do you keep record?

(4) How do you set up the folder for new clients?

(5) Please list any other specifics that I may have missed that you think I should keep and how long?

Thanks in advance for your help

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Katrina
KRB Administrative Resources, LLC

Hi Katrina. Here's what I do:

1. I do keep email correspondence in separate file in my Outlook. I don't print it out though.
2. Specific directions given me outside of email that I may need go in a physical file that I keep in the office.
3. I purge records yearly. However, I keep anything I feel will be vital in a 'past' folder.
4. I just use a manila folder, or several, and keep them in a hanging folder in the filing cabinet.
5. Anything that may come up as a question later on you should keep, at least one year.

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Sue L Canfield
AwesomeAssistant.info
My Blog

My business was only established in 2008. So far I have held on to all files and e-mails. (I am mostly paperless at this point.) If my client and I go back and forth using reply, I save the most current one and trash all of the duplicates.

When I get a new client, I put all of their information in Business Contact Manager. (A new procedure.) Their client folder contains the proposal, contract, any deliverables, time sheets, invoices and/or other exchanged files.

I'll be interested to see what others have to say because I've wondered this question myself. So far though, no 2 clients have been the same.

Dawn

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Dawn Lawson | At Your Service
http://freelanceadminsupport.com

[QUOTE=Katrina;55587]
(1) Do you keep communication records such as e-mail correspondence?

(2) Notes on the projects you are requested to do (i.e. directions given by the client)

(3) How long do you keep record?

(4) How do you set up the folder for new clients?

(5) Please list any other specifics that I may have missed that you think I should keep and how long?

Hi Katrina,

1. Yes, I keep ALL correspondence in a separate folder in Outlook for each of my clients.

2. I do keep all notes on projects asked of me, in a hanging folder in a filing cabinet under the clients name. If there is information given in an email, this information is put into their email folder.

3. I have been in business for two years and I have kept all records thus far. The reason being is I have a few steady clients that I work with daily. I have had them come back and ask me a question with regard to something we did at the beginning of our relationship. Because of my notes, I was able to provide them with an accurate account. Keep in mind that the majority of my business is paperless. I either keep the file on a zip drive or in my email software. I don't want you to think I am overwhelmed with paperwork.

4. The folder for client is just a regular file folder, I have labels that I use to put the clients name and date of signing on as a client. The contract goes inside the folder along with a quick reference sheet that provides all vital information on the client. I like to have a back up for this information. Along the way their are certain items that get put in the file. It all depends with each client and their projects they ask me to do.

5. If you memory isn't that great (like mine). Try and keep a record of information on your client, what work they requested of you as well as weaknesses within their business so you can offer services etc in the future. I also keep my clients birthday, anniversary, birthday of spouse and children. I have this information loaded into outlook and my blackberry as a reminder but I like to keep this stuff on paper file just encase.

Good luck

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Ness, REPA
www.NessLindsay.com

Great thread

(1) Do you keep communication records such as e-mail correspondence?

Yes, but like Sue I keep them organized in my email client.


(2) Notes on the projects you are requested to do (i.e. directions given by the client)

If I replied, which I would imagine I always do, then there's a record in my sent email folder. For current and ongoing projects I keep notes on Word or .txt files until completed. I never print to paper.

(3) How long do you keep records?

Indefinitely. But like others I purge out non-essentials. Financials I keep stored in my online (self hosted) document library and copied to an external hard drive.

(4) How do you set up the folder for new clients?

Nothing specific or unusual - a folder for invoices, a folder for account info... on my computer only. Again,I don't print to paper.

(5) Please list any other specifics that I may have missed that you think I should keep and how long?

I think everyone else has covered it all

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(1) Do you keep communication records such as e-mail correspondence?
Yes, each client has a folder and, if necessary, sub-folders in Outlook where their emails are filed.

(2) Notes on the projects you are requested to do (i.e. directions given by the client)
Requests made over the phone are captured in OneNote - I have a tab for each client and create a page for each day. I can create checkboxes for tasks and mark them off when done. When the entire page is complete I change the page header: 12/5/08 - Complete

(3) How long do you keep record?
I keep everything for the duration of the client relationship. If a client relationship ends, I return any files, electronic or hard copy, which they may need or want. I purge (delete or shred) everything except their signed agreement (in case of disputes later), any correspondence related to ending the relationship, and invoices (which are my business records)

(4) How do you set up the folder for new clients?
I create a small binder for each client which has a quick reference sheet in front (phone numbers, addresses, etc.), a copy of their client profile, their invoices, and any process documents, all separated by tabs.

Warmly,

Lorri

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Lorri Morin, CPVA
www.virtualsynergy.net