Covering the Basics – Your Home-Based Business Filing System Explained

There are several common files that should be present in a business filing system. Below are the basics from a home office or small business perspective. Depending on the nature of your business, these may be to general or to specific for you, but you can customize the following information to suit your business. Remember to use the KISS principle – Keep It Simple Sweetheart. You need not invest in a complicated and costly system to house only a few files. The information contained in your files should only take 30 seconds to find. Customize your system to work for your business and your work style. Keep the files you use most often closest to your desk. Put archives or files you don’t use often in another location.

You will notice that some file titles seem to be repeated, like Web site(s) under Marketing and Domain Names under Expenses. The distinction here is that you would put items related to Web site content and design under the Marketing file, and invoices for hosting and domain name registration under Expenses.


o Last Name, First Name

o Contact information

o Personal information (if required)

o Projects – On going (if required)

o Projects – Completed (if required)


o Business Guides from local Chambers of Commerce

o Supplier Directories

o Trade Directories


o Accounting

o Advertising

o Business licences, fees (government fees, local and provincial/state fees)

o Computer

o Computer equipment – hardware (printer, scanner, PDA, mouse, router, microphone, speakers, etc)

o Consultant Services (business coach, organizing coach)

o Contracted Services (virtual assistant, sub- contractors, cleaners, etc.)

o Domain names

o Employee Benefits (medical/dental, insurance, RRSP, 401K, etc)

o Insurance – business/office property

o Insurance – professional liability

o Interest and Bank Charges