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  1. #1
    Join Date
    May 2008
    Location
    Torbay, Auckland
    Posts
    3,869

    Default Filing Bank Statements / Invoices - basic

    Okay now for the most trivial post today.

    Do you file bank statements (and invoices) with the most recent on top ?

    p.s. excluding exnzpat posts, or fatnchipsman as he is now

  2. #2
    Join Date
    Nov 2006
    Location
    Cyberspace
    Posts
    5,756

    Default

    Quote Originally Posted by Bluekiwi View Post
    Do you file bank statements (and invoices) with the most recent on top ?
    Sacnned and shredded.

    Filed into folders for year/month. Named for statement issue date under appropriate folder.

    Everything gets scanned and shredded. Back up weekly from desktop to laptop via USB jump drive.

    Worst case scenario is I lose a weeks worth of receipts. Invoices can be re issued. Bank statements can be got from the net.

  3. #3
    Join Date
    Oct 2003
    Posts
    3,578

    Default

    I file newest on top. Every six or 12 months I scan and shread the hard copy.

    Items are saved using dropbox which backs up everything to the cloud. A copy is kept on your computer, a copy is saved in the cloud and you can sync and share onto multiple computers. They provide a free 2Gb account and you can pay for more. Click to see the website - note referral link which gives us both an extra 250mb of free storage: https://www.dropbox.com/referrals/NTE5OTExMTk5

    So I can access any documents saved in the monitored folder from my home computer, work computer, iphone or any computer with a internet browser. Save a document in one place and it replicated everywhere else.

  4. #4
    Join Date
    Sep 2007
    Location
    Christchurch
    Posts
    1,259

    Default

    Newest on top. Stored in a filing cabinet till the end of a financial year, then in a box in the top of a cupboard. Hey, I'm old-fashioned.

  5. #5
    Join Date
    May 2008
    Location
    Torbay, Auckland
    Posts
    3,869

    Default

    Hey guys whats the reason for shredding original documents ?
    Dont you want to keep these, well at least current years.

  6. #6
    Join Date
    Nov 2008
    Location
    Karratha WA
    Posts
    1,444

    Default

    Quote Originally Posted by Bluekiwi View Post
    Hey guys whats the reason for shredding original documents ?
    Dont you want to keep these, well at least current years.
    We keep all ours as One does, but it does mean we have a lot of stuff to shift when we move offices, and the office has to be larger. I am very interested in the replies, and have just read about drop box and wondered if it would be good for the 4 of us spread between home & office in 2 cities.

  7. #7
    Join Date
    May 2008
    Location
    Torbay, Auckland
    Posts
    3,869

    Default

    I am only a little fellow with only 4 IP's so only need a few ringbinders, dont have a whole office of paperwork.
    But surely you have to keep the originals for x years ?

  8. #8
    Join Date
    Nov 2006
    Location
    Cyberspace
    Posts
    5,756

    Default

    I've been told all I have to keep is something which can be seen. A pdf of the document/receipt/invoice can be seen. I have several folders worth stored on one little USB jump drive. Tell me it's easier to keep paper. Also, WAY easier to find the relevant document if your filing system is easy to follow. Easy to send off to your accountant if there is a question on an entry. Easy to keep the USB low in the office (think fire damage and lots of paper). Takes a little time to do but the paper never gets binned without being shredded. If you do it daily, not a problem.

  9. #9
    Join Date
    Oct 2003
    Posts
    3,578

    Default

    Quote Originally Posted by Bluekiwi View Post
    Hey guys whats the reason for shredding original documents ?
    Dont you want to keep these, well at least current years.
    Shred the originals so no gets access to personal info. Plus it gets added to the compost normally or recycled.

    I do keep for a year but that is because I am too lazy to scan them as they come in (I dont have a scanner at home so use my work one which with sheet feeder makes it very quick to do in batches).

    Re originals vs PDF I dont think the IRD would mind, electronic records should be perfectly acceptable.

  10. #10
    Join Date
    Nov 2009
    Location
    North Shore Auckland
    Posts
    565

    Default

    I keep four business ringbinders. they are for bank statements, rental agreements, invoices, and tax....and a fifth for my personal affairs

    Always put the newest bank statement/invoice etc on top of the oldest

    I just can't bring myself to trust computers.....they get hacked into etc and I'm sure mine has every virus known to mankind, and then some.

    But hey, I'm a dinosaur.........and proud of it


 

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