Guide to Filing and Recordkeeping Systems

Put the best system in place

Yes, it takes time to organize a good record-keeping system, but a small business needs its information at hand. Whether you're applying for a loan, being audited, reporting taxes, or just keeping an eye on how business is going, you need a system that is reliable, up-to-date, accurate, and above all – understandable!

I recommend: Lucion Technologies has easy-to-use filing and record-keeping systems: FileCenter, which offers paperless office file cabinets with advanced search capabilities, and FileCenter Professional, which offers all the benefits of FileCenter, PLUS full scanning and imaging tools. Not sure which is best for you? Check out a side-by-side comparison. Also, try the FileCenter Free Trial before you decide.

Scan it

Document scanners are a great recordkeeping systems tool.

I recommend: Go to PaperMaster Pro to take advantage of their all-in-one data management (filing) solution (with some terrific tools) for about $200. Simply scan documents to your computer to file, fax, email, or save to a network or removable drive.

Go beyond filing

Some vendors offer web-based solutions where you can access more than just your documents.

I recommend: Create a web interface that is tailored to your company with WebOffice. Not only can your employees all access the same documents, but also they can hold web meetings, see each other's calendars, and share tasks.

Use your copier effectively

Most newer copiers come with document management software. For others, you may be able to purchase compatible software to scan to email or a virtual folder, and digitally categorize and protect your documents.

I recommend: A networked copier can be upgraded with document management software. Compare vendors at BuyerZone.

Start with your PC

Most likely, your computer already has the software you need for a digital filing system.

I recommend: Each application in the Microsoft Office Suite has some kind of built in system to keep the documents on your PC or laptop organized. Use "My Documents" for Microsoft Word and Excel, create an Archive Folder in Outlook, and organize "Favorites" in Internet Explorer.

File the old-fashioned way, but keep it organized

All major office retailers carry hanging folders and filing cabinets to store your documents. You can also purchase supplies from an exclusively online company to avoid overhead costs being passed on to you.

I recommend: Visit your local office supplies store like Office Depot or Office Max, or access them online. Online office suppliers like Quill can provide next day delivery and discounts based on annual volume.