Ask MetaFilter questions tagged with filing

Help me file everything perfectly.

HopStopDon'tShop — Wed, 14 Oct 2009 08:38:38 -0800

A two-parter on an efficient filing system: 1 - if you're running a business with the usual documents and stuff, what is the best filing system in the entire world so that everyone will understand it and know where to look to find stuff. (What kind of labels/titles to use, how to divide physical files etc). 2 - and if I wanted that system to be online, what's the best way to store it all so that they are readily searchable, findable etc. A wrinkle or two: there are multiple companies but the same employees will be accessing the data (so should 'correspondence' etc be one heading, with different companies underneath, or should each company have its own 'correspondence' etc section);

What about emails, I don't want to print them (waste paper) and I don't want to keep them all indefinitely (taking up precious server space). Convert the relevant emails to pdf?

What about personal stuff? What's the ideal way to sort and file personal stuff.

ps. Please do not concern yourself with legal requirements for keeping data etc, we'll take care of that part separately.

SEC filings in MLA format

activitystory — Tue, 15 Sep 2009 14:07:05 -0800

AskMe librarians and other interested parties: how would one, in proper MLA format (6th edition), format a citation for a 10-K form or other SEC filing for a company? I'm unable to get my hands on a copy of the handbook (though I don't remember seeing it specifically in there anyway), and none of the online tools that I can find seem to have that type of source listed.

Which papers go in the rectangular file and which go in the circular file?

fiercecupcake — Tue, 28 Jul 2009 06:08:53 -0800

What important household papers and documents must I keep and file? What papers are OK to throw away? My wife and I are going to go through a ton of old stuff tonight that needs to be filed. What is important for us to hold on to? What is not worth our time to file?

We bought a house last year. We have two cars and no car payments. We have student loans.

Documents may include, but are not limited to:
- mortgage stuff
- water and utility bills (electric, septic maintenance)
- tax things from previous jobs
- insurance bills/statements (car, house, life)
- ??? whatever fun things have been stacked in piles

Please hope me. This seems daunting.

Oh Boy - Tax Man Wants Answers

terrier319 — Wed, 22 Apr 2009 08:09:06 -0800

a friend just called frantic - her tax preparer failed to file her taxes by April 15. What to do? What next? She has been doing my friend's taxes for the last 10 years. Not a great communicator and gets buried around tax season. But the taxes have always been filed (mostly electronically) until now. The preparer, a professional, is out of state and considerable distance away. So filing deadline missed, no extension filed, and my friend has no idea whether she's paying or getting back money. All records -- w2s, etc -- were originals so these have to be located.

What next? thx

tips or tricks for organizing information using Windows XP

KokuRyu — Wed, 08 Apr 2009 17:15:03 -0800

Does anyone have any tips or tricks for organizing information using Windows XP and MS productivity software? Specifically, I'm wondering if there is a native "tags" function where you can tag specific documents so they can be easily retrieved.

When contracting, I relied on Gmail and the Google drive shell extension to easily store documents. In fact, I still use this system now for saving expense receipts for work: I email the receipts to a Gmail account and then search by keyword and date to find them.

However, I cannot use Gmail for work - it's against IT policy. I typically use Outlook 2007, Word 2007 and Excel 2007. The problem I have is that I often save multiple versions of files in multiple places.

I do have a filing system set up for email in Outlook 2007, but I often wish I could just bookmark an email, or bookmark and Excel spreadsheet.

Instead, I have to either save or file, and I much prefer Gmail's tagging system.

I am not considering moving to Gmail or whatever for my work-related productivity docs.

MS Desktop Search is enabled on my computer, but it's not quite as fast or efficient as the search function in Gmail.

So, once again, my question is:

Instead, does anyone have any tips or tricks for tagging items in Outlook 2007, or Word or Excel for easy retrieval? I'd love to hear your own unique solution using MS productivity software.

Note: my computer is locked down so I cannot easily install software.

Married Filing Jointly - how do we correctly fill out our W4's?

Anonymous — Wed, 08 Apr 2009 14:50:22 -0800

Married Filing Jointly - how do we correctly fill out our W4's? Just finished filing our taxes for the year and owed a decent amount.

The person helping us file (not our normal tax guy, who moved out of state) wasn't extremely helpful in explaining why we owed money as compared to last year. A vague explanation was given saying that we might have not filled out our W4's properly and/or that we might be in a higher income/tax bracket than last year.

Looking over the W4 - we obviously need to complete the "Two earner's/multiple jobs worksheet". Do each of us complete that worksheet on our own w4 or does only one person need to complete the worksheet and fill in that w4 accordingly? (And if only one person does the worksheet, how does the other person fill out their w4 accordingly?)

A little additional info:
SO has the higher salary (and usually files as head of household)
No children
Zero dependents

Messed up my tax return - what now?

Anonymous — Thu, 19 Feb 2009 10:30:37 -0800

I filed my taxes online about two or three weeks ago, and completely forgot about a mutual fund I own. Or rather, I remembered it, but because I didn't take anything out of it or put anything into it, I didn't think anything of it. Of course, I forgot about the dividends. So, today I get my Form 1099-DIV from Goldman Sachs, and find that I received $71.04 in total ordinary dividends. What should I do? My taxes were filed electronically and I've already received my state refund. Should I just sit on it and if I'm questioned by the IRS, pay the $10 or whatever in extra taxes? Will I get fined a huge amount if I don't alert them now? If I do alert them, how would I go about doing that? Asking anonymously because I feel like an idiot.

Desperately seeking... folders.

psychostorm — Thu, 06 Nov 2008 04:52:51 -0800

Where can I get these folders? The terminally organising-obsessed part of me has fallen in love with these folders on the Smead website. Unfortunately, I can't buy them directly from Smead. My Google-fu is failing me dismally- so far I've just found sites that (a) will not ship to Ireland and (b) look very dodgy indeed.

Triple bonus points for a site based in the EU, if possible.

How do I do project-centric filing in the electronic and paper worlds?

zeek321 — Wed, 13 Aug 2008 09:15:29 -0800

Project-centric filing for both electronic and paper documents? The documents stay in their respective mediums. (No scanning and no printing.) I'm looking for techniques or systems that transcend software and operating system. I do a lot of thinking and brainstorming outside my head. Sometimes paper is better (mind-mapping, big letters), and sometimes the computer better (fast typing, spreadsheet).

Anyway, I end up with a stack of paper that I can put into a manila folder, and a bunch of files that I can put into a computer directory. But, I'm stumped after that, in terms of going back and forth between folders and project.

My "project names" tend to be a couple sentences long, and I don't want to paste that onto a manila folder and name a computer directory the same. But, if I use a number or a slug, that trips me up, too. Sometimes projects split in two and sometimes I rename (re-describe) the project so that messes up my slugs. And, if I'm using numbers, archiving becomes a huge pain when I delete the project from my active list.

I don't want to solve my problem with software because it won't be flexible enough. Rather, I'd like to change my thinking. How can I get better at filing? How can I reconcile the paper and electronic world when the two shall never meet?

Which Hazel?

WCityMike — Thu, 31 Jul 2008 13:42:13 -0800

I am a Mac owner who bought Hazel, an application that will do a number of different tasks to your files based on certain rules. (Think of it as Outlook rules for your Mac desktop.) However, I've really found myself stumped as to what to do with it, and it's basically just been sitting on my machine unused. If you have it, what do you do with it? If you don't have it or have a Windows machine, do you have any good ideas for rule logic, or automated rules, to apply to files on your desktop, anyway? Looks like it'll auto-run AppleScripts and Unix shell scripts, too. Basically looking to tap other people's minds on this one since my own seems to be balking at this particular mental problem. Thanks. (Not Pepsi Blue. I'm in no way associated with the Hazel people.)

Taxes are due today!

Felicity Rilke — Wed, 30 Apr 2008 10:05:03 -0800

Where should I go to have my taxes done in Toronto (today!)? I have to file three years worth of taxes. I've never done this before (I used to send everything to my dad for his accountant to deal with). I have been told to go to H&R Block, I have been told not to go to H&R Block. I do not know where to go, or if I can even just do this myself online. Some place (individual accountant or otherwise) in biking distance of College and Ossington appreciated.

Help! What/who do you recommend?

(Yes, I procrastinate. No need to point out the obvious.)

"You're such a faggot"

Anonymous — Tue, 01 Apr 2008 13:09:04 -0800

Is it worth it to file a complaint with the EEOC? My supervisor and some other coworkers at my small company (about 12 employees) think it's funny to call me a faggot. When I have objected to this ("That's real professional") I'm told I need to lighten up and toughen up. I've been at this job about six months and had planned on staying, but obviously I don't fit in with the frat-boy atmosphere, so I'm looking for other work. But it was suggested to me that I may have a case with the EEOC, despite being straight. Is this worth the time and effort? Have you ever filed an EEOC complaint? What sort of documentation would I need? Am I being ridiculous? (This is in Virginia, should it matter.)

How to organize scientific article pdfs?

JustWandering — Fri, 18 Jan 2008 15:21:16 -0800

Scientists: What's the best and simplest way to organize, annotate, and take notes from scientific journal articles on a PC? I'm starting a new project and ready for a new system that doesn't require four programs or being unable to find something when I can't remember the title or author. How do you organize your references, pdfs, and notes? I used to print articles out, take notes in a physical notebook, and use EndNote for general bibliography and light searching uses. However, I found that I often couldn't find again what I wanted. Connecting required information with reference with notes with actual hard-or-digital copy of the article required multiple programs and notebooks, time, and frustration. Help me find something better?

What I want is a system that will allow me to:
1) use tags rather than folders to organize and search articles by subject matter.
2) allow easy searching/browsing by author, journal, date published, etc. (so, something that will easily extract and store the PubMed details of each item).
3) (ideally) allow me to search, annotate, take notes on, and read articles all in one place or with minimal fussing with multiple programs.

The Papers program for Macs looks awesome and just what I'm looking for, but I'm on a PC. Is there any similar program for PC users? Lacking that, how do you store your articles, keep notes on what you've read, and make it easy to find what you're looking for later?

Goddamn it, I want my money back!? Please.

Asherah — Thu, 10 Jan 2008 15:46:55 -0800

Why does the recent legislation passed to patch the Alternative Minimum Tax (AMT) affect the applicability of Education Credits (IRS Form 8863) and delay my ability to file? I'm just stumped on how the retooling of the AMT affects my ability to file as I utilize the Lifetime Learning Credit. Are there details available anywhere via the web that discuss why this new legislation is delaying my ability to file? I am not and never have been subject to the AMT itself.

When to file claim on life insurance

MichaelKnight — Tue, 06 Nov 2007 17:48:03 -0800

Going to inherit money. Don't know how much. Have to file life insurance claim. Friends say I should wait 'till after the 1st of the year to file the claim, so it'll show up n next years taxes. I say it doesn't matter, since I'm planning on getting with an financial advisor and pay/take out the tax amount before spending any. Who's right? This is in America.

Gmail functionality, within explorer?

TomMelee — Wed, 01 Aug 2007 20:00:54 -0800

Spoiled by GMail, *really* looking for a way to use tags/labels for everyday files. I've seen this great lifehacker post, but that's really not what I'm looking for. In particular, I make and use a lot of pdf's that could potentially fall into lots of categories (donations, recycling income, follow up, etc.). I've got a fairly anal system of storing these files, and I try to be disgustingly accurate with file names..."Volunteer Weekday Work Policy 2007 WiP", but still, I find it lacking.

I'm looking for suggestions for software that would let me tag *any* file (I use a lot of standard .txt), especially pdf's, jpg's, doc's, etc, and then allow me to easily re-find common files. The vista trick comes really close, but the filetype limitation is a killer.

Looked at Paperport, saw Fuji's new notebook software, but of course I'd prefer free/open source where possible.

Feed me, hivemind!

Oh, almost forgot. Main laptop is Vista, but I'd really like this for my home comp too, which is XP. Tags, labels, statuses...help!

How do I get an old IRS document?

nancoix — Fri, 27 Jul 2007 11:32:34 -0800

IRS document request -- my boss has asked me to somehow make a request to the IRS for a 1971 document that our company filed. It was a request for 501(c)(4) status, which was granted. But the original application to the IRS is lost, and we need it. So how do I request an old document? Can I do it on the Web? Do I contact the IRS or maybe do a Freedom of Info Act request?

How do you work a file cabinet?

2or3whiskeysodas — Tue, 26 Jun 2007 09:21:38 -0800

Tell me about your personal filing system. How you organize your file cabinets, that is. Horrifying but true: in 32 years of living, I've never owned filing cabinets until now. I've been doing GTD for a while now but have resisted starting my "reference" files because I don't really know how. Silly, no? I'm also starting a small business and will need to keep plenty of paperwork for that, but again it will mostly be reference material--very little of it will require action.

So yeah, starting from scratch, how would you recommend I build a clean system for keeping track of all the random paper that drifts into my life? That laundry basket full of old mail and tax forms just ain't cutting it. Ask my girlfriend, she'll confirm.

How do I remove a lock from a file cabinet

kanemano — Wed, 02 May 2007 18:06:27 -0800

Is there an easy way to permanently remove the locks from a steel case filing cabinet? Yesterday a fling cabinet with a missing key somehow got locked, and I was forced to spend 2 hours with Hammer, screwdriver and drill getting it open again. (calling a lock smith would have been too simple, and the price would have gone up after the first 20 minuites of me trying) This particular cabinet will never be locked again, but I can see the same scenario happening again to some other just as important cabinet.

Yet another tax question... help us understand

leotrotsky — Thu, 01 Feb 2007 08:34:02 -0800

Yet another tax question, sorry. We're confused about our tax situation this year. Details: we were married last June, so this is our first time filing together. We make almost equivalant salaries (48,000 and 54,000), sold ~14,000 in mutual funds this year, invested ~900 in one 401k, and paid about 2400 in student loan interest. We don't own a home. One of us claimed 1 exemption, the other claimed 2. (more inside) The question is- what happened to the size of our refund? We ran the numbers through turbo tax (using the standard deduction) and it's much less than expected. It's the same amount that only one of us got last year, when they were earning a salary of 18,000. We know this is a good thing, but were expecting a refund because we both seemed to "overpay" this year. How is this possible?

Academics: What's your filing system?

pealco — Thu, 14 Dec 2006 19:18:52 -0800

Academics: What's your filing system for academic papers? As I finish up my undergrad degree and enter grad school, I'm reading a lot of papers. Currently, they're just in a tall stack on my desk and in a folder in my Mac. I'm interested in hearing filing solutions -- both hard copy and electronic -- for academic papers.

How Best to Sort Paper Files

alms — Mon, 28 Aug 2006 10:50:17 -0800

When filing papers in a hanging folder, is it better / more common to add new items at the front of the folder or the back of the folder? I have always added new items in the back, so that folders are sorted chronologically front to back. My wife adds new items in the front. I would like to know if there is a global standard for this, and whether there are reasonable arguments that one or the other represents a best practice.

Receipts: to keep or not to keep?

ivarley — Wed, 02 Aug 2006 16:27:24 -0800

I have been keeping all of my receipts for some time now. Every day, I enter them into my money tracking system (presently just a text file where I capture date, payee and amount). Then I file the receipts away in folders by month. My question: does it do me any good to save the receipts, or is having the data good enough? FYI: these are just personal receipts, not business (I know to save those). I've never had to bring out individual receipts for tax purposes before, but my understanding is that if I got audited, having all my receipts would be very helpful. Is that true?

How to most efficiently reorganize a filing system?

pants — Wed, 26 Jul 2006 12:18:25 -0800

I am looking for a resource or advice on organizing files and folders on a shared hard drive. I am faced with 12 GB of files that need to be reorganized - many files and folders are out-of-date, irrelevant, or obsolete, and many were created by people who no longer work at my company for projects that are no longer active. I'm hoping to hear about a strategy that helps me methodically organize all of this data, archiving what's no longer needed and coming up with an intuitive filing system for what is. My methods so far have been too haphazard - for example, I'll go through every Excel file or every PDF in a subdirectory, then move on to another file type. I have ended up with folders called "archive" in every directory, some with a couple files and some with hundreds. There are lots of different versions of documents saved in different formats, filenames, folders, with no consistency. Followers of 43folders/GTD/lifehacks... I'm looking for strategies but I'll accept tactics too!

Need a system for organizing electronic files

donp17 — Wed, 19 Jul 2006 14:41:03 -0800

Need to clean out and organize 15 years of electronic files. We are a small (8 person) design firm. We've been in business for about 15 years, and my boss would like me to go through our "Office Admin" folder on the server, get rid of useless documents and organize the stuff we're keeping. We currently have a folder for "Projects" and "Images" which seem well organized, but the "Office Admin" has been a grab bag of stuff, and I'd like to try to implement a system that would make sense to everyone and not just to me.