Filing System Quick Start

This system is:

Simple: can be set up in an hour or less

Inexpensive: once set up, only needs to be refilled with new manila folders annually

Flexible: can expand or contract to fit most churches

Practical: treasurer or auditor can find any receipt or deposit slip quickly and easily

Compact: takes up less space than some methods

Shopping List

Plastic file box with lid

15-20 hanging files

35-40 manila folders

Shoe box (cardboard or plastic)

Zippered bank bag to hold supplies – for example:

Scotch tape, scissors, staple puller, stapler and staples, post it notes, pens of several colors, paper clips, rubber bands

File Box Set-Up

Front Hanging File: 2 folders

Next Board Meeting (financial reports, reminders, reimbursement checks, etc)

To Do (bills to pay, reimbursement requests)

12 hanging Files: 2 folders in each

January – December Expenses (file in check number order or reverse order)

January – December Deposits (file in date order or reverse date order)

Hanging File: 3 folders

Bank Statements: attach bank reconciliation report to each statement before filing

Board Minutes: file monthly board minutes in date order or reverse order

Monthly Reports: printed from Jewel when closing each month

Hanging File: 3 folders

Blank Forms (check request forms, payroll time sheets, etc)

Misc Papers (insurance paperwork, NSF checks, etc)

Stamps and Envelopes for mailing bills and remittance checks

Optional Hanging Files

Checkbook or Checks

Zippered bank bag with supplies

Extra manila folders

Shoe Box

Wrap each week’s tithe envelope flaps in the count sheet, labeled with date and amount. Store in shoe box, in date or reverse date order. Bundle each month in a rubber band.

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Return to Chapter 12: File Management, Recordkeeping, Form Info

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