Section: Filing
Subject: General
Approved by: Rick Beard
Effective Date: 8 December 2003
Last Reviewed Date: 8 December 2003
Policy Owner:
Policy #
FILING
To maintain an orderly and efficient system for storing records of a Service Center, the following files are to be set up in a four-drawer file cabinet. These files are to be maintained daily and purged yearly. The purged files are then moved to a storage area and maintained in the same order. Dispose of according to P&P #1904, Guidelines for Retention of Files and Records.
| Use Hanging File Rack & Hanging Files | Use Manila Files Inside Hanging Files |
|---|---|
| A/R Trail Balance Summary | |
| Account Record Changes | FIled in customer’s file |
| Accounts Trans. to Other Service Centers | |
| Adjustments | January-December: Lawn-Pest Prevention- Termite |
| Administration | General-Lawn-Pest Prevention-Termite |
| Applications-Active | |
| Bad Debt – Lawn, Pest Prevention, & Termite | Original file sent to corporate. Dummy file made and filed by address in cancel drawer. |
| Benefits/Company | |
| Bids/Over $5,000 | Lawn-Pest Prevention-Termite |
| Budgets | 1-2-3 Trimester |
| Building Maintenance | |
| Business Licenses | From previous years, current year posted on bulletin board. |
| Business Card Orders | Hold until order filled and verified |
| Capital Expenditure Requests | Blanks and those awaiting filing |
| Cancelled Customer Files | Alpha street address, by type: lawn-pest prevention-termite |
| Certified Mail | Returned receipts-proof of mailing-file in customer file |
| Claims | General Information; Pest prevention-termite-vehicle-workman’s comp (put copy in customer file) |
| Collection Agency | |
| Complaint Logs | January-December: Lawn-pest prevention-termite |
| Use Hanging File Rack and Hanging Files with Title-Names Tabs | Use Manila Files Inside Hanging Files |
|---|---|
| Computer Logs | January-December Batch Sheets: Lawn-pest prevention-termite |
| Correspondence Corporate | |
| President | To-From … Harvey L Massey |
| VP Operations – Landscape Services | To-From … Rick Beard |
| VP Operations – Consumer Services | To-From … Tony Massey |
| VP Chief Financial Officer | To-From |
| Marketing | To-From |
| Region/Division Manager | To-From |
| Quality Assurance | To-From |
| Fleet & Assets | To-From |
| Training/Technical Directors | To-From |
| Purchasing | To-From |
| Payroll | To-From |
| To All Employees | To-From |
| Customer Correspondence | File in customer file |
| Customer Reference / Referral Letters | File in customer file |
| Daily Deposit Log | By month |
| Daily Production Summary & Report | January-December: Lawn-pest prevention-termite |
| Daily Sales Activity Report | January-December: Lawn-pest prevention-termite |
| Daily Operations Report | January-December: Lawn-pest prevention-termite |
| Employees-Active | One hanging file for each employee with manila folder inside |
| Equipment- Warranties, Instruction Pamphlets | Computer-Printer-Calculatoes-Telephone; Typewriters-Pest Prevention-Fume termite; Sub termite-misc. |
| Fleet-Fuel | January-December |
| Fleet-Inspection Reports | January-December |
| Fleet-Vehicle, Repair and Maintenance Invoices, ARI Coupons | One folder for each vehicle |
| Florida/Georgia Dept. of DACS | Blank forms, Certified Pest Control; Operator-Blank forms, Special training WDO-blank forms, Renewal Applications-Completed forms, Renewal Applications-Blank forms, Application for Exams; (Completed forms in employee’s file) |
| Forms | Alpha Index-Blank Order-Orders Submitted |
| Insurance | Each Company i.e., Aetna, Hartford, etc. |
| Interservice Center Journal Vouchers | To-By Service Center; From-By Service Center |
| Inventory- Annual/Capital (Maintain three years) | |
| Inventory- M&S | January-December |
| Lawn/TS Files Contracts | |
| Lead Logs | January-December |
| Liens Placed | |
| Maps (All for territory) | |
| M&S Purchase Orders | Blank-RO & EPO-Suspense Order; (Not Received)- Orders Complete |
| Meetings, Training | January-December |
| Newspaper Ads | |
| Newspaper Articles | |
| Notary Public | |
| OSHA | |
| Pest Customer FIles (current) | |
| Pre-employment – MVR | General information and verbal notes |
| Pre-employment – Workman’s Comp | General information and verbal notes |
| Pre-employment – Physicals | General information and verbal notes |
| Payroll (To include Recap, Incentive Summary, Incentive Worksheets, Lawn and Pest Prevention New Business Logs, Lawn and Pest Prevention Lost Business Log, and Termite Commission Log); Pest Prevention Start Logs; | January-December |
| Pest Prevention Start Logs | January-December |
| Pest Prevention Un-serviced List | January-December (by route) |
| Pictures/Photographs | |
| Price Increase | General Information; Lawn-Pest Prevention-Termite |
| Reference List | Commercial-Lawn-Pest Prevention; Sub Termite-Fume Sentricon |
| Sales Contest | Rules, Results, General Info |
| Sales-Home Shows | |
| Sales Appointment Log | January-December |
| Sales Completion and Backlog Report | January-December |
| Sales – New Account Log | January-December; Lawn-Pest Prevention-Termite |
| Sales Recap | January-December |
| Telephone Long Distance | January-December bills |
| Temporary Services | |
| Termite Customer Files (current) | |
| Termite Daily Production Report | January-December |
| Termite 1-31 Schedule Log | January-December |
| Termite 1-31 Renewal Appointment Log | January-December |
| Termite Technician Timesheets | January-December (by man) |
| Training Files – Massey & Training Files – State Required (One hanging file for each active employee) | All individual training info, test copies, certificate copies, etc. |
| Training Meeting | Verifiable sign off sheets, agenda copies |
| Uniforms | Order Forms-information-uniforms ordered |
| Vacation | Yearly schedule for Service Center |
| WDO (1145) Completed Not Paid | January-December |
| WDO (1145) Completed and Paid | January-December |
You might need to add additional files for your Service Center or delete others. For Example a Lawn Service Center would not need Pest Prevention or Termite Files.