Business File Groups commonly include the following: Accounts Payable (A/P), Accounts Receivable (A/R), Personnel, Customers, Supplies, Insurance, Events, Ofc Equipment, Reference, and Charities.  You will also have more categories that are specific to your company.

1. Select separate file areas for each file group.  A/P, A/P and Personnel files must be kept locked at all times.
2. Set up each file area with hanging folders.
3. Space one set of alphabetical file dividers at intervals throughout each file area.
4. Title each file with that person’s or company’s name, equipment name, or subject of reference.
5. Place each manila file in a hanging file folder behind its appropriate lettered file divider, and in order with the rest of the folders behind that divider.
6. When you are done, write down on the pad all the names of the files.
7. Enter all the names into an Excel spreadsheet, and save as “[File Group] files alpha [date]”.
8. Add an identifying group prefix to each name of each list.  (ie: A/P [file name] for Accounts Payable)
9. Export the names into label templates for both hanging and manila folders and print. 
10. Attach labels to all manilas and their folders.
11. Use “Out Cards” to specify who has taken a file, when more than one person has access to files. 
12. Label and add a hanging folder containing a manila folder for each file you add in the future.
13. Continue to update Excel spreadsheet and save as current date with the addition of each new file.