VI. OFFICE ORGANIZATION APPEARANCE AND PURGING
1. Appearance/Cleanliness
Sunset Management fully expects all employees to take pride in the appearance and
cleanliness of their entire office. It is the manager’s responsibility to insure these
expectations are met at all times.
A. Building Exterior
1. Parking lot must always be free of trash, clutter, and any miscellaneous items that
are taking away from our business image.
2. Front of the building must look impressive to customers, competitors, general
public, etc.
3. Sign must be maintained, operational, and clean.
4. Decals must be maintained and clean.
5. Windows and front door must be maintained and clean.
B. Front Lobby
1. Floors must be maintained clean, free of trash, vacuumed, swept, mopped, or
buffed as often as needed.
2. Lobby table and chairs must be maintained, clean and hazard free.
3. Magazines must be straight and in order.
4. Office pictures, banners, and posters must be maintained, clean, and intact.
C. Front Office
1. Floor must be maintained clean, free of trash, vacuumed, swept, mopped, and/or
buffed as often as needed.
2. Counter, desk, shelves, top of filing cabinets, etc. must be maintained, clean, neat
and free of clutter.
3. All completed and uncompleted work must be filed away each day before leaving.
4. Trash cans must be emptied when full and taken to the dumpster.
5. Food, drinks, containers, and any trash that has an odor should be removed from
the office everyday.
6. Lighting must be sufficient and operational.
7. AC filter must be maintained and changed once per month.
8. Vacuum cleaner must be maintained and bag changed as frequently as needed.
VI-1
D. Backroom
1. Floors must be maintained clean, free of trash, swept, or vacuumed as often as
needed and clear of any potential hazards.
2. Supplies should be inventoried when received and placed on the supply shelves.
3. Backroom should be completely organized.
4. Refrigerator, microwave, and coffee pot must be maintained and kept clean.
5. Break room table and area must be maintained and clean.
E. Bathroom
1. Floors must be maintained clean, free of trash, swept, vacuumed, and mopped as
often as needed.
2. Toilet and sink must be maintained clean.
3. Make certain that any leaks and toilet problems are immediately repaired.
2. Customer File Organization
A. Open account folders must be maintained alphabetically in the fire proof filing
cabinet.
B. P&L and Non- Filed customer’s folders must be maintained alphabetically in the
non-filed/P&L filing cabinet.
C. Paid out folders must be maintained alphabetically in the paid out filing cabinet.
3. A-Z file organization















A- Advertisement
B- Bank, Business License
C- Car Club (GA. Only), Computer Company, Credit Limit Letter
E- Equifax
F- Field Call Sheets/Mileage Report, Furniture and Fixtures
G- GILA
H- Health Insurance, Home Office Memos
I- Insurance License, Insurance Company
L- Labor Department, Lease, Loan Tax (GA. Only)
M- Miscellaneous Information
N- Non-file Claims
O- Office Equipment, Owner’s Manuals
P- Paid Bills, Phone Service, P&L
S- Shipping Invoices, Spare keys, State Auditors File,
Supervisor Memos, Supervisor Reviews, Supply Orders
T- Tax Service
VI-2
4. Other areas of organization
A.
B.
C.
D.
E.
F.
Work stations must be maintained neat, clean, and organized.
Lobby must be maintained neat, clean, and organized.
Parking Lot must be maintained neat, clean, and organized.
Closing booths must be maintained neat, clean, stocked, and organized.
Counter must be maintained neat, clean, stocked, and organized.
Back room must be maintained neat, clean, and organized. Supplies should be put
away and stocked on supply shelves.
G. Bathroom must be maintained neat, clean, and organized
5. Purging
A. Applications
1. Approved and unmade applications- All states 25 months
2. Turned down applications- All states 25 months
3. Applications that were turned down because of identity verification must be held
for 5 years.
B. Asset and Cash
1.
2.
3.
4.
5.
Bank Agreements- All states maintain Indefinitely
Bank deposit slip books- All states 25 months
Bank memos- All states 25 months
Check stubs- All states 12 months
Downtime receipt books- All states 25 months
C. Business License Information- All states maintain indefinitely
D. Contract Labor- All states 48 months
E. Computer/ Software
1. Discs- All states maintain as long as the computer is operational.
2. Manuals- All states maintain as long as the computer and other equipment is
operational.
3. Memos- All states 12 months
F. Daily Reports
1. South Carolina- 48 months
2. Georgia- 48 months
VI-3
G. Employee Records
1. Expense reports- All states 48 months
2. Mileage reports- All states 48 months
3. Health Insurance- All states 48 months
H. Former Borrower Customer File Folders
1. South Carolina- 60 months from the date of payout.
2. Georgia- 60 months from the date of payout.
I. Home office mail/memos- All states 12 months
J. Insurance Claims Register- All states 48 months
K. Legal Records- All states 24 months
L. GA. Loan Tax Quarterly and Monthly (GA. Only) – Indefinitely
M. Paid Bills- All states 48 months
N. P&L / Non File Customer File Folders
1. South Carolina- 7 years
2. Georgia- Indefinitely
O. Supervision reviews- All states 12 months.
P. Supply orders/ delivery receipts- All states 12 months
Q. State Examiners File- All states maintain indefinitely.
R. Taxes
1.
2.
3.
4.
Customers tax file folder contents- All states 48 months
Tax program acknowledgements- All states 48 months
Tax service memos- All states 12 months
Tax customer folder must be maintained, alphabetically and by year in filing
cabinet or the boxes.
(If you have questions pertaining to any item not found on this list contact your
supervisor for instructions.)
VI-4
6. Stat Book
All offices are required to maintain the following reports current in their office
Stat Book at all times.
A.
B.
C.
D.
E.
Title Log
Operations Manual Meeting Log
Repossession Log
Monthly Cash Count Log
Red Flag Log
7. Shredding Policy
A. Any document that has the name, address, birth date, social security
number, account numbers, or driver license number must be shredded.
Any information that could be used for identity theft of the company,
customer, or any employee must be shredded. No Exceptions.
8. Paid bills
A. Maintain all receipts for paid bills in the paid bills folder for the current year.
B. On the first day of each New Year place the previous year’s receipts in an
envelope and place in permanent paid bills file.
VI-5