Administrative Support
Important papers are often split between cabinets, phone galleries and old WhatsApp chats. We turn them into one tidy digital system with folders, clear file names and a simple index, so you can find what you need.
What you can get
01Overview
A filing system fails when it depends on one person’s memory. A good one lets a new colleague find a document without asking you. That starts with folders built around how your business works, such as clients, suppliers, staff and finance, rather than the order in which papers arrived.
WhatsApp is not a filing system. Documents left in chat threads are hard to search and easy to lose when a phone is replaced. We bring them, with the paper records you photograph or scan, into one structure and add an index listing each record and where it sits. If old records also need typing up, see our data entry service.
02What is included
A simple set of folders built around how your business works, so each new document has an obvious home.
A naming pattern using date, name and document type, applied to your files so they sort and search properly.
Photos and scans checked for readability, named and filed, with the pages of one document kept together.
Documents you forward or export from WhatsApp and email, moved out of the conversation and into the right folder.
A sheet listing each record and where it is stored, plus a one-page guide so your staff keep the system tidy.
General habits for privacy and backup, such as who can open sensitive files and where the second copy lives.
03How it works
Describe the papers and files you want sorted, where they are now and how you usually look for them.
We suggest folders, a naming pattern and an index layout. You approve the plan before anything is moved or renamed.
We organise what you send, name each file by the agreed pattern and build the index, noting anything unreadable.
You try finding a few documents yourself. When you are happy, we send the organised files, index and guide as agreed.
Where we work
Awka & Anambra State
Offices, schools and churches around Awka often keep one document in a file, a second copy in a phone gallery and a third in a chat, so finding one receipt means three searches. We bring them into one structure you can search from a phone or a computer.
Across Nigeria
We do not collect or visit your papers: you photograph or scan them yourself and keep the originals. Whether you are in Aba, Abuja or abroad, you receive an organised digital set that you and your staff can follow without needing us.
FAQ
Still have a question? Message us on WhatsApp and we will answer it.
Start with the date in year, month, day order, then the person or company, then what the document is. Avoid names like “new”, “final” and “final2”, which mean nothing a month later.
We work remotely, so we do not collect or scan physical papers. You photograph or scan them yourself, send them to us and keep the originals. We then name, file and index the copies.
Keep them unless you are sure no rule, employer or official body needs the original, as some records may still be required on paper. Checking any retention rules is your responsibility.
No storage is risk-free. Use strong passwords, limit who can open sensitive files and keep a second copy away from your phone or laptop. Before we start, we agree what happens to any copies we hold afterwards.
An index is a simple sheet listing each record, its date, what it is and where it is saved. It helps when many files look alike, such as receipts, because a scanned page is only a picture and search often cannot read it.
Related
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Neat invoices, quotations and receipts with consistent numbering, plus a tracker of what is sent and paid.
Service
Inbox cleanup, replies, follow-ups, scheduling and email organisation.
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Start on WhatsApp
Message us on WhatsApp, tell us what you need and we will reply with a clear plan and a quote.