| Trouble |
Solution |
| There are too many filing places. |
Centralize filing of records of common interest in one location under one supervisor. File specialized records in departments where handled, but follow established handling procedures. |
| Everybody is a file clerk. |
Centralize authority with responsibility. Allow only designated persons to use files except in emergencies. |
| Files do not keep pace with firm’s progress. |
Check size of alphabetic breakdown to see if it is adequate. Check type of alphabetic breakdown to see if it fits customer name patterns. |
| Files are disordered; they show no particular plan or arrangement. |
Pick a ready-made, engineered system that best fits your needs. Adjust it, if necessary, as time goes on. Your office products dealer carries several systems and can suggest one to suit your needs. |
| System does not fit the way material is requested. |
Study the possibilities of using subject, geographic, or numeric filing, as well as alphabetic filing, for certain specialized material. |
| Filing decisions are erratic. |
Start a filing procedure manual and then use it! Do not depend on snap judgment or the opinions of others. When a problem arises, make a ruling; then write it down. |
| It takes too long to find a folder. |
Have an index guide for each inch of active drawer space or each six to eight folders. Twenty-five guides per drawer provide the best efficiency. |
| It takes too long to find a card in the card files. |
Have no more than 30 cards to a guide in an average reference file, no more than 20 in an active or growing one, and definitely no more than 10 to 15 to a guide in a posted record file, such as a ledger. |
| Drawers are jammed too tight. |
Allow 3 to 4 inches of working space in letter files, 1 to 2 inches in card files. |
| Bulging folders slow down filing speed. |
Have no more than 25 sheets per folder for best efficiency; do not exceed 50. |
| Papers pile up in the Miscellaneous folder. |
Create a file for a firm or individual after the sixth letter to your firm. If that does not work, a larger number of divisions is needed in the index. |
| Individual folders are too full. |
Make a special name guide for the individual; then put a set of period or chronological folders in the back of the guide. |
| Guides are in bad condition. |
Replace broken guides. Use reinforced tabs in the active file. Use angular tabs for easier reading. Use tab inserts for greater versatility and less expansion. |
| Folder tabs are difficult to read. |
Use gummed labels; they strengthen and add legibility. Use reinforced tabs when reference is frequent. Use a good grade of material for active files. |
| Folders are out of sight. |
Use stiffer folders. Use scored or bellowed folders for better expansion. Investigate use of suspended folders. |
| Folders wear out too soon. |
Use at least an 11-point folder for frequent use out of the file; 14-point or pressboard for heavy use. Save space yet add strength with double-tabbed folders. |
| Old correspondence is slowing up filing of current papers. |
Transfer old material at least once a year. See if some types of correspondence need to be filed at all. |
| File storage is using up valuable floor space. |
Check use of five-drawer cabinets. Check shelf filing for certain records. Establish a definite destruction plan for all types of papers you file. Consolidation of files might help. |
| Finding material requested before it is filed is difficult. |
Hold the material arranged for filing in a sorting device. |
| Getting papers into the folders takes too long. |
Use sorting devices to completely arrange the papers. |
| Filing work is tiring. |
Use filing shelf to free both hands for filing. The stool is another handy device to ease fatigue. |
| Finding checked out papers or cards is difficult. |
Keep track of removed papers and cards with out guides or folders. |
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Betsy,The Jan 31, 2011 deadline was to send form 3921 (or a ssutbitute form) out to employees. You do not have to use the IRS form to send these to employees. Many stock administration systems will print out a ssutbitute form for you, but it is not difficult to create a Word template.The forms you can order from the IRS can be used to send out to employees, but they are required, unless you are efiling, for sending to the IRS. The deadline for this is Feb. 28 unless you receive an extension.
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I was speaking with Elizabeth Dodge today of SOS and in our ceovnrsation, there were two items I wanted to clarify relating to the 30 day filing extension to file form 3921.1. It only relates to filing with the IRS (items 2 and 3 in the post).2. In order to receive the automatic extension, you must file Form 8809 electronically. You can still receive the extension by mailing in the form, but it is subject to review.