Computer Client File Organization

[equinecpa]

I've virtually gone paperless this tax year and am loving it but I do have a question on file organization. I can see some holes in my current file structure.

At present I have a f computer folder labeled 2007 customer files. In this folder I have a folder for each of my clients, than in those folders I put their 2007 tax files. However I realized sometimes there are documents you want to file under a client that are not necessarily "year" related -such as organizational documents, tax notes, amortization schedules etc. (in the paper world these would be "permanent file" documents. I don't know where to put these files.

I used to put all my files first under client name and then by year and have organizational documents as one of the folders however I was convinced this wouldn't be an efficient structure over the long term - for example when I want to archive a year I'd have to go into each client folder to access that year. Hence I switched to filing by year.

I imagine one solution would be to have a folder just for client organizational docs, notes and amortization schedules but I'm not sure if I'd always think to go look for it the following year.

Suggestions?

Thanks

Carolyn

[erchess]

Box of 3 by 5 cards on your desk
A card for each client
On card a List of files that pertain to that client and the address or addresses of each

If you have many files on each client or if you write large you can always use a larger box and 4 by 6 cards.

To lessen your reliance on the computer you could put on the cards things like contact info and the minimum info per return that the IRS Requires us to maintain. If you were willing to increase your reliance on the computer a Word or Notepad File could be used to store this information and there are most likely specialized computer programs available.

[taxea]

Computer Client File Organization

I scan my client docs into a "Client Docs" folder then a file under the client name. My program allows for notes to be put on the tax form input line. When I transfer the files into the new year I just opt to transfer the notes. Other notes I input on the bottom of the client status page. All of these are set so they won't print with the return, nor do they get sent when e-filing.
This works great for reminders of what year of college the kid is in or any other reminder I know I will want for the following year/s.taxea