Dear Savvy Doula,

Today I’ll share the filing system that has evolved over time. It’s a loose rendition of Julie Morgenstern’s paper filing system from her book, "Organizing From The Inside Out". I use the following supplies:

• A filing cabinet that holds hanging file folders. You could also use one of many types of plastic filing boxes, or even a simple, inexpensive cardboard filing box.
• Letter size Hanging folders with plastic tabs. For files that will have lots of paperwork, get some "pack-bottom" or expanding folders that can hold a stack of 2-3" of paper.
• Letter size Manilla folders
• Handheld label maker or file folder labels that can be run through a printer
• Plastic business card binder pages that can be inserted into a 3-ring binder
• A variety of 3-ring binders (optional)

1. Create labels for the hanging files with these suggested categories (feel free to adapt to work for you and create more categories):

• Business Documents
• Current Year Taxes
• Checking Account
• Credit Card
• Advertising
• Rent
• Business Contacts (you could also use a 3-ring binder instead of the hanging folder)

2. For each hanging folder, make labels with your label maker or on file folder labels for the manilla folders. Using the above examples, you can create the following labels for subcategories:

• Business Documents - DBA or Business License, Sales Taxes, Federal EIN
• Current Year Taxes - Receipts, Mileage Records, Charitable Donations
• Checking Account - Statements, Cancelled Checks, Misc. Paperwork (for initial paperwork when account was opened, letters received from bank, etc.)
• Credit Card - Statements, Misc. Paperwork (for initial paperwork when account was opened, letters received from bank/credit card company, etc.)
• Advertising - A folder for each company you’re advertising with
• Rent - PO Box, Class Space (contracts and info for meeting space rentals), Office (if you rent an office, keep your contracts/paperwork here)
• Business Contacts - Colleagues, Referral Network

3. File the hanging folders alphabetically or in groups that make sense. One way to organize hanging folders is by color. Buy a few different colors of folders. Use one color for anything having to do with money - checking and credit cards, tax paperwork, etc. Use another color for folders having to do with Advertising and Marketing.

4. The manilla folders are placed into the hanging files. If you can’t think of subcategories for a main category, make a manilla folder label that has the same name as the main category. This way, if you need to work with the paperwork in a certain category, you remove the manilla folder only. When you’re done working with the manilla folder, you can easily file it back into the cabinet or box in its hanging folder.

5. If you end up creating a lot of folders, it might help you to have a master file folder list, where you would list all the categories and subcategories you have in your file cabinet or box. This can be especially helpful for those types of paperwork that you rarely refer to. The next time you have to file something, you can refer to your list and see if there’s already a category for it, so you don’t make multiple files for the same types of paperwork. Tape this list to your box or cabinet.

I use hanging files for most of the paperwork in my office (that isn’t in piles on my desk!). I’ll store stationery, blank labels, blank 3-ring binder tabs and similar supplies this way. I also store my certification paperwork by organization in hanging folders. Store CEU certificates or paperwork to turn in for certification or recertification.

For business cards I collect, I store them in the plastic card holders and file them in my Business Contacts file. You could also store those in a 3-ring binder.

I hope this will help you set up your business files. In a future post I’ll share how I file my client paperwork. As always, share your thoughts and comments with me and the Savvy Doula community so we can help one another.

With great appreciation for the important work that you do,

Darlene

Tags: doula business tips, office organization, start a doula business

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