Enterprise documentation must be kept in order. To make it easy to find the necessary contract for the supply of goods among other business papers, it is worth creating a separate shelf or folder for them. But not only. The contracts themselves also need to be streamlined.
Instructions
Step 1
Collect all the contracts you want to tidy up and evaluate them. Pay attention to how often they are concluded and with which partners. This will help you choose how your documents are classified.
Step 2
If there are many partners, the method of ordering contracts by the date of their conclusion is more suitable. In the event that, over a long period, contracts are concluded with the same firms, they can be grouped into a separate category (folder) by counterparties. And in some cases, it is enough just to arrange the contracts in alphabetical order by the names of the partner firms.
Step 3
Whichever method you choose, keep in mind that bulky folders are very inconvenient to use. Review the contracts and remove those that have expired from the general stack. Create a separate folder for them. Such contracts are most often only approached from time to time; they are not required in everyday work.
Step 4
When arranging contracts in chronological order, adhere to the general principles of maintaining and storing records. In those folders that are often used, recently concluded contracts are located at the top. Below are documents with an earlier date of creation. When filing in the archive, on the contrary, the first one should be on top, and the most recent concluded contract should be on the bottom.
Step 5
Use markers, tags, bookmarks, and other stationery to visually separate one category from another. Make sure that such delimiters are clearly visible in the folder. This will greatly facilitate the search for the required documents.
Step 6
After all contracts for the supply of goods are laid out in a folder in a suitable way, be sure to draw up a register of documents. Put it on the cover or put it in a folder on top of all contracts. Leave blank lines in the registry. When investing a new contract, enter information about it in the register.
