Records storage may seem an incidental part of your small business operation. But flexibility in records management plays an important role in the scale of your business. Just think of the smaller space of your offices and how a sudden surge in business means more paper records and the need to fill up your limited space with bulky filing cabinets. File boxes offer a more flexible option, as they can be stacked, stored and transported quickly and easily as your business needs change. Providing a box for each category of your business paperwork also creates a self-contained and highly organized file that can moved to a back office or to off-site storage with ease.
Here are twelve box categories to keep your business nimbly organized.
Create and fill this box with sales and expense info including balance sheets and cash flow statements.
This box contains cancelled checks, bank statements, deposit slips and loan documents
Keep all of your business contracts in this box including those for equipment leases and purchase agreements. You may also include work-for-hire contacts joint venture agreements.
If your business is incorporated you will need a box for articles of incorporation, bylaws and shareholder records such as minutes and consents.
This box is specially essential for accountants and attorneys who use standards forms daily. You may want to include sales agreements, tax forms, purchase order forms and employee applications here.
If you work with intellectual property, even on a small scale, you need to stay organized. A box containing trademark applications, patents, licenses and non-disclosure agreements go in this file.
Marketing and Advertising
If you are promoting your business, you will need to keep records of your marketing brochures, past ads for print and web, press releases and other materials. You may need to refer back to this file as you continue to market your company to see what produced the best ROI.
Permits and Licenses
The documentation to operate your business needs its own file. Use this box to keep operating permits, business licenses and other documents that you may need quick and easy access to for legal verification.