It is important to keep records for future reference and also as back up for audit purposes. There should be a systematic approach to filing documents which will allow easy retrieval of information.
Most production offices now work paperlessly and use electronic filing systems. So clear processes must be communicated for moving documents between folders and the naming conventions of the documents.
Where paper files are still used, here is a recommended list of files.
(Alpha = filing paperwork in alphabetical order; Numerical = filing paperwork in numerical order; Date = filing paperwork in date order)
- Expenses – numerical
- Floats – alpha
- Purchase Orders – numerical
- Unmatched Purchase Orders – alpha
- Unmatched Invoices – alpha
- Unpaid Invoices – alpha
- Paid Invoices – alpha
- Cheque/Bank Transfer Remittances – numerical
- Sales / Income – numerical
- Bank Account – for mandate, correspondence, statements,
- Bank and PCard Reconciliations – date
- Payslips – alpha
- Crowd Time Sheets – date
- Payroll Start Forms for cast and crew – alpha
Other files for production finance office
- Scripts
- Schedule
- Day Out Of Days (DOOD)
- Call Sheets
- Progress Reports
- HOD Statements
- Insurance
- Contracts (may be kept by Production Co-Ordinator)
- Funding
- Cost Reports
- VAT Returns
Minimum Requirements
The minimum requirements for that must be adhered to in any system are:
- Unique references for all documents
- Evidence of authorisation of expenditure with a clear segregation of duties from the payment
- All documents must be dated
- There must be a clear audit trail
