Every architect's filing system is different and there is no single right way of doing it. There is, however, a plethora of wrong ways. A filing or office library system fails if it is not readily understood, inconsistent, illogical, difficult to use, or not used. For this reason it is sensible to codify the system so that it can be understood at a glance.
It is vitally important that architect's filing systems, both for office filing and for each job, should be logically ordered and up to date. It helps minimise the cost and risk of error when the job is in progress and it is vitally important if a claim is made. Lawyers have commented on the ease of acting for an architect whose records are well ordered as distinct from the difficulty and expense of acting where the records that do exist have been shoved into a cardboard box.
The following is an example of a sensible library system, which worked for years for a Victorian firm. It must be emphasised that this office administrative filing system alone – it is not the filing system to be used for jobs.
Index to System
Premises and equipment
- premises and equipment general
- properties
- mortgage and rates
- cleaning and laundry
- renovations, repairs, etc.
- office equipment
- office equipment literature
- office stationery
- computers
- archives
Finance
- financial general
- debtors' documents
- disbursements
- job fee records
- creditors
- investments
- budgets
- cost surveys
- building finance
- conditions of engagements and fee information
Tax
- taxation general
- company tax
- company tax returns
- group tax
- group tax returns
- payroll tax
- payroll tax returns
- prescribed payments tax
- prescribed payments tax returns
- director's tax
- director's tax returns
- family trust partnership tax
- family trust partnership tax returns
- director's superannuation tax
- director's superannuation tax returns
- fringe benefit tax
- fringe benefit tax returns
Insurance/Assurance
- professional indemnity
- professional indemnity insurance proposals
- professional indemnity policies
- professional indemnity claims/circumstances
- workcare
- workcare levy payments
- workcare claims
- general insurance
- general insurance proposals
- general insurance policies
- general insurance claims
- director's life and accident
- director's life and accident policies
Job Costing
- job cost control general
- job charts
- job cost records
- timesheets
- print cost records
Staff
- applications for employment (technical)
- applications for employment (administrative)
- personnel records
- industrial awards
- personnel records (past)
- staff advertisements
- temporary administrative staff
- work experience schemes
- personnel consultants
Company File
- company organisation
- articles of association
- director's agreements
- company profit
- annual reports
- minutes of meetings
- associated companies
- company vehicles
- superannuation
- superannuation fund policies and certificates
Promotions
- promotions general
- multi-residential developers
- banks and financiers
- government, state and federal
- government, local
- property developers and investors
- institutions and building proprietors
- publications and articles
- export promotion
- estate agents
- awards submissions
- promotions material
Miscellaneous
- administration, miscellaneous
- travel
- newspaper clippings
- subscriptions
- photography
- presentation and reproduction systems
Consultants
- architectural
- architectural consultants accounts
- engineering (structural)
- engineering (services)
- engineering (civil)
- interior design
- hydraulic
- landscape
Contractors
- contractors general
- contractors seeking work
- tender lists
Office administration
- general
- administration manual
- administration staff duties
- administration meetings
Disclaimer
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