- quote -

Thanks Michael.

These envelopes seem like the best choice since most of what
we want to keep together would be K1s, W2s, mortgage
interest statements, etc.

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

I have one file cabinet that is devoted to work in process,
year-round. (I have a big estate practice, so there are
always files that are in process).

I was lucky enough to have a bunch of pendeflex files given
to me, so the drawers have the hanging files into which all
the client's information is put, one by one as the work
comes in during tax season. There is also a special folder
for other info that is either dropped off or mailed in after
the original material shows up. When the return is pulled
to be worked on, that folder is checked for the late
additions.

Clients are also given a 2-pocket folder with their copies
and all of their data inside. I use white folders for
living clients and black folders for trusts and estates. To
save on printing costs, I buy Avery shipping labels (by the
box) that are 6 to a sheet. I have designed a format for
the labels that only needs changed annually for the year.
The label is nice and big to put the year and my name,
address, etc information. I also have a label that says
Copies of Income Tax Returns 20______ so I can write in the
odd ball year for those old returns.

I have limited staff, so we copy only W-2 forms and 1099's
with withholding and when possible, copy on both sides of
the paper or use the reduction mode to save paper (and
storage). Those copies and any other client-supplied data
that I think is essential to have a copy of, are stapled to
the end of the tax return packet with a copy of my
instruction letter on the top. There are very few loose
papers in the client files. Everything is designed to be in
a stapled (or binder clip) packet so if I'm looking for 2001
info, just that pack of papers can be removed from the file.

Last tax season, all client copies and all file copies of
tax returns were copied two-sided to save paper, storage by
me and postage for those returns mailed out. The new copier
made this process fairly easy.

Linda

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

We don't have that problem. We have no on-site storage as
it is, so the only tax information we have to worry about is
what they bring in for *that* return. We keep very little
that a client brings in--it all goes back to them except for
worksheets, etc. We just need a way to keep the things they
bring in for the current return in a place together. Since
there are four of us in there now, we're afraid it might be
easier to misplace something.

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

CLJ1219 <clj1219[at]aol.comhbts5677> wrote:

- quote -

It is in the vast majority of cases. Naturally, there are
always a few exceptions, typically situations that include a
"business" for which I usually create a separate set of
files.

If I wasn't already providing clients with a mail-in
envelope, I would definitely give those reusable
interdepartmental envelopes a try.

MTW

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

Yeah, the clients who bring in the really big stuff bring
those large plastic tote boxes. Just love those!

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

Harlan Lunsford wrote:
- quote -

The real trick is not to become a repository for client
documents. I try to mail them all back with the tax return.
Once you get beyond a pound local priority mail is less
expensive than storage and handling costs in our office. I
guess you can wind up with a few that require a less than
carload carrier. Notify the client that he should pick up
his stuff . If in a reasonable period of time he does not
arrange to pick it up ship it to him and bill for the cost.

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

I like this idea.

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

That's a workable idea. That has been part of our problem
in years past--available space to store the larger/bulkier
items.

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

Is 9 x 12 large enough for most things? I've thought of
those interdepartmental envelopes and have wondered if they
would be large enough.

Carol

What can one expect of a day that begins with getting out of bed.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

CLJ1219 wrote:

- quote -

I just love shoe boxes and cigar boxes, although the latter
are usually too small for client "stuff" you're speaking of.
But I keep a variety of boxes in the back room, e.g. copy
machine paper boxes, small boxes UPS has delivered forms in
maybe, all sorts. One client uses what I call the Fedex
method. All his home improvement contracts, aka "deals" are
in separate FEDEX envelopes, and monthly bills he's paid
also categorized that way. All this contained in big boxes
along with bank statements and check stubs.

and yes, those big, thick rubber bands DO come in handy. All
of these client records are kept in another room, out of
sight, out of mind. I call that room the snake's nest.
Never can tell what we'll find once we open a box. (just
literal here of course; I hope.)

Cheer$,
HL

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

"CLJ1219" <clj1219[at]aol.comnb090602> wrote:

- quote -

As stated elsewhere in this group, I, like Harlan, subscribe
to the "clean desk" philosophy. I have two two-drawer file
cabinets that serve as support pedestals for a work table
year round, and as my "hiding place" during tax season.
When I receive information from clients, I put the
information in their client folder and place it in one of
the file cabinet drawers. If the information is too bulky,
I place a couple of large rubber bands around the
information and their client folder. Occasionally, the
information is in a container that is too large for the
rubber band method. In those cases, I put the client file
in a file drawer and the information on a shelf I reserve
for clients' large containers.

This system has worked well for me for many years.

Joel Berry, CPA
Sugar Land, Texas

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

I give clients their completed returns in a double pocket
folder that has the year handwritten on the front (I order
about 2-3 years worth as it's much cheaper than having them
printed with my name, etc.for a year at a time). Over the
years, we've made mistakes as we've printed the year on the
front of the cover, or the folder got bent up or we hand
printed too many with a given year so had a bunch left over.
As a result, we ended up with nearly 100 odds and ends of
double pocket folders. Since 100 is about the maximum number
of returns we have in the office at any time, it works out
fine. I meet with the client or they send in their materials
and the materials are immediately put in one of the old
folders. When the return is complete, everything being
returned to the client plus the client's and filing copies
of the return get transferered to a brand new folder and the
old folder is put back on the shelf to be re-used. Allows me
to be confident that we never lose anything we receive.
Clients seem to feel confident as well when they see me
putting their materials in the folder pocket. Only downside
-- they will sometimes notice that the front of the folder
says 1989 or some other long-past year and then I have to
explain that I'm not lost in the Twilight Zone!

Jan Zobel EA

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

CLJ1219 <clj1219[at]aol.comnb090602> wrote:

- quote -

I furnish clients with a 9 x 12 tyvek envelope to mail in
their stuff. So, I carefully (so as not to wreck the
envelope) slice open one end and then use it to hold the
client data until the return is completed. At that point,
the data is transferred to a "copy of your return" envelope
to be returned to the client, and the original "holding"
envelope is discarded.

MTW

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

- quote -

I try to keep all the clients stuff in an envelope either in
their folder or rubberbanded to their folder. The
envelopes is easier for me, since over 50% of my clients
mail in their info. The rest of the people usually bring
their info in an envelope, because I have them trained to
bring back the organizer that I mail them.

For the client that have too much info to fit in an
envelope, I have a section of my filing room set aside for
client info. So I put the stuff there except for when I am
working on it. I make a big note on the processing
instructions stating where the info is and to make sure and
return it to the clients when they pick up the returns.

Beth

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

clj1219[at]aol.comnb090602 (CLJ1219) wrote:

- quote -

Scanning the documents and burning the files to a CD?

--
D.F. Manno
dommanno[at]netscape.net
"They that can give up essential liberty to obtain a little temporary
safety deserve neither liberty nor safety." (Benjamin Franklin)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->

I'm looking at ways to keep all the stuff that clients bring
in for their tax returns together. Generally, we just pull
out their previous year's return and keep everything in that
folder. However, with some of the clients either some
things are too large/bulky to fit in there well or they just
have so much that it doesn't fit well either.

How do the rest of you keep things together for returns?
I've thought of large manila envelopes, expanding folders,
putting rubber bands around the items.

any suggestions would be appreciated.

Carol

If you awoke to find yourself a success, you weren't asleep.
Semper Gumby (Always Flexible)

<< -------------------------------------------------> << The Charter and the Guidelines for submitting > << messages to this newsgroup are at www.asktax.org > << ------------------------------------------------->