How to streamline supply contracts

Company documentation should be kept in order. So that you can easily find the right contract for the supply of goods among other business papers, it is worthwhile to create a separate shelf or folder for them. But not only. The contracts themselves must also be streamlined.

Instruction manual

1

Gather all the contracts you want to put in order and evaluate them. Pay attention to how often they are concluded and with which partners. This will help you choose a way to classify documents.

2

If there are many partners, a way to arrange the contracts by the date of their conclusion is more suitable. In the case when, over a long period, contracts are concluded with the same companies, they can be grouped into a separate category (folder) by counterparties. And in some cases, it is enough to simply arrange the agreements in alphabetical order by the names of the partner companies.

3

Whatever method you choose, do not forget that voluminous folders are very inconvenient to use. Review the contracts and remove from the common pile those that have expired. Create a separate folder for them. Such contracts are most often applied only from case to case, in everyday work they are not required.

4

When arranging contracts in chronological order, adhere to the general principles of maintaining and storing documentation. In those folders that are often used, recently concluded contracts are located on top. Below are documents with an earlier deadline. When filing in the archive, on the contrary, the first should be on top, and the last contract concluded below.

5

Use markers, labels, bookmarks, and other office supplies to visually separate one category from another. Make sure that these delimiters are clearly highlighted in the folder. This will greatly facilitate the search for the necessary documents.

6

After all the contracts for the supply of goods are laid out in a folder in a suitable way, be sure to compile a register of documents. Take it on the cover or put it in a folder on top of all the contracts. Leave blank lines in the registry. When inserting a new contract, enter information about it in the register.