Archive Box and File Index
Find a file years later without opening every box, and know who to ask before anything in the box is thrown away.
IY-01 1 page
Category
IT and office systems
What kit exists, who has it, whether the backup ran and when the licence expires.
Office systems fail quietly: the backup that has not run since March, the licence that lapsed, the laptop nobody can account for. These are paper records for the things that ought not to depend on one person's memory. No passwords are recorded on any sheet here, and no retention period is stated.
Sheets in IT and office systems
Backup Run and Restore Test Log
Know that the backup ran, and prove a file can come back from it. Assumed backups are the ones that fail on the day they are needed.
IY-02 1 page
IT Change and Release Record
Change a live system deliberately, with a written way back and a record of what was done. Agreed beforehand, verified afterwards, by name.
IY-03 1 page
Confidential Waste Collection Record
Account for every bag of confidential paper from the moment it is sealed to the certificate that says it was destroyed.
IY-04 1 page
Device Issue and Return Record
Know who has which laptop, tablet or handset right now, and have a signature for the moment they took it and the moment they gave it back.
IY-05 1 page
Display Screen Workstation Check Sheet
Look properly at one person's desk with them, write down what is wrong, and give each fix a name and a date.
IY-06 2 pages
IT Support Ticket Log Sheet
Stop the same fault being solved from scratch each time, and see which device or person is generating most of the calls.
IY-07 1 page
Meeting Room Booking Sheet
Settle who has the room at a glance from the corridor. One sheet on one door is what stops two meetings arriving at once.
IY-08 1 page
Mobile Phone and SIM Register
Have the IMEI and SIM number to hand the day a phone is lost, and know whose pocket each company number is in.
IY-09 1 page
Network Cable and Patch Panel Record
Trace a dead socket to its port without pulling every lead, and hand the cabinet to a new contractor without a guided tour.
IY-10 1 page
Office Desk and Seating Plan
Know who sits where and which monitor, dock and phone belong to which desk, so a vacant desk with kit on it is on record rather than quietly stripped.
IY-11 1 page
Office Move and Desk Allocation Plan
Get everyone and their kit from the old desk to the right new one, with a record of whose crate is whose and who is actually up and running afterwards.
IY-12 1 page
Post and Courier Despatch Log
Answer 'did that go out, and when?' from a single page, and trace any parcel by the reference written down before the driver left.
IY-13 1 page
Printer and Consumable Usage Log
Know what a printer really costs per page, which consumable keeps running out, and the exact part number to reorder without opening the machine.
IY-14 1 page
Server and Rack Inventory Sheet
Turn the cupboard full of blinking boxes into a list that says what each one is for and what stops working if it is switched off.
IY-15 1 page
Software Licence and Renewal Register
See every renewal coming and every seat you pay for but do not use, on one page, without a single licence key written down.
IY-16 1 page
Starter and Leaver IT Checklist
Give a new starter everything on day one and take it all back on the last day, with the leaver half checked against what the starter half says went out.
IY-17 1 page
Stationery Order and Stock Sheet
Keep the cupboard stocked before it runs dry, and stop two people ordering the same box of toner in the same week.
IY-18 1 page
Visitor Wi-Fi and Guest Access Log
Know who was on your guest network or a temporary login and when it ended, which is the first question asked if something odd turns up in the logs.
IY-19 1 page
Website and Domain Renewal Record
Stop a website vanishing because a domain was registered in a former employee's name and paid on a card that has since been cancelled.
IY-20 1 page
Elsewhere in the library
Other categories
Property records
The paperwork that covers the whole building — service history, registers, warranties and the seasonal rounds.
26 sheets
Home systems
Heating, hot water, ventilation, drainage and water supply — the fixed systems that need servicing on a schedule.
27 sheets
Safety checks
Alarm tests, extinguisher checks and the records that prove they happened.
24 sheets
Outdoor machines
Mowers, saws, generators, washers, compressors and tractors — hour-based servicing and the part numbers you can never find.
23 sheets
Vehicles
Cars, motorcycles, motorhomes, trailers and boats — service history, schedules and pre-use inspections.
23 sheets
Water and pools
Pools, hot tubs and private water supplies — chemistry logs and test records.
14 sheets
Rental property
Maintenance logs, periodic inspections and changeover checklists for let property.
17 sheets
Pets and animals
Vaccination and health records, sitter instructions and the emergency details somebody else would need if you were not there.
33 sheets
Trailers and marine
Trailers, horseboxes, caravans and boats — annual service records, pre-use inspections and the towing figures you should never be guessing at.
27 sheets
Workshop and tools
Inventories, service logs and the working paperwork a small workshop, a trade or a van actually runs on.
32 sheets
Cleaning and routines
Cleaning schedules, rotas, deep-clean checklists and the dated records a cleaning routine is supposed to leave behind.
10 sheets
Moving and buying
The paperwork of changing address — moving, viewing, snagging, renovating and switching the supplies over.
12 sheets
Garden and growing
Sowing plans, plot layouts, greenhouse logs, compost records and fruit tree histories — blank wherever the answer depends on where you garden.
37 sheets
Exotic and small pets
Husbandry records for reptiles, amphibians, fish, small mammals and birds — the readings, feeds and weights that keep an animal well.
26 sheets
Trade job forms
The sheet that goes out in the van: what was quoted, what was fitted, what it took and what the customer signed.
40 sheets
Garage and vehicle workshop
Job cards, parts, road tests and the paperwork that follows a car through a workshop from booking in to handing back.
42 sheets
Professional drivers
Shifts, runs, checks and hours — for the people whose office is a vehicle.
38 sheets
Warehouse and logistics
Goods in, picked, packed, counted and despatched — the paper trail down the aisle.
25 sheets
Hotels and guest accommodation
Rooms turned round, guests arrived, faults reported and the shift handed over.
25 sheets
Restaurants and bars
Prep done, tables planned, lines cleaned, waste counted and the till cashed up.
28 sheets
Retail shop floor
The till, the stockroom, the shelf edge and the routines that open and close the door.
25 sheets
Food production and artisan makers
Batches made, yields counted and where every ingredient came from.
30 sheets
Caravan parks and campsites
Pitches let, hook-ups metered, blocks cleaned and the site walked.
20 sheets
Salon and studio
What was done to whom, with what, and what they said about it last time.
25 sheets
Music and performance
The gig booked, the stage plotted, the set played and the show reported.
34 sheets
Studio crafts and making
Firings, cuts, pours and settings — written down so the good one can be repeated.
35 sheets
Motorsport and track days
Setup, times, tyres and fuel — the numbers that make the next session faster.
20 sheets
Sports clubs by sport
Team sheets, scorebooks, training plans and the club admin behind a fixture.
30 sheets
Faith and community groups
Rotas filled, halls booked, collections counted and volunteers looked after.
25 sheets
Self storage and removals
Units let, keys issued, payments tracked and loads moved.
15 sheets
Livestock and smallholding
Flock and herd records, medicine and movement books, and the application records that have to be produced when somebody asks.
71 sheets
Craft and making
Project planners, stash inventories and machine logs — for quilting, sewing, printing, modelling and selling what you make.
15 sheets
Photography and media
Shot lists, kit inventories and job records — for getting the shot, insuring the kit and finding out what the work actually pays.
10 sheets
Outdoor pursuits
Logbooks and trip plans for time spent outdoors — dives made, water paddled, rounds played.
33 sheets
Vehicle buying and selling
Sheets for the hour you spend standing in front of a car you are thinking of buying, and for comparing it afterwards with the others you saw.
19 sheets
Beekeeping
Inspection records for hives and colonies, built so this week's visit can be read against the last three.
21 sheets
Equine records
Due-date charts and care records for horses and ponies, with the intervals left blank for the ones your own farrier, vet and dentist give you.
33 sheets
Access and visitor control
Visitor sign-in pages and key registers — who is in the building, who let them in, and what has not come back.
14 sheets
Running costs and fleet
Per-fill fuel and cost records, kept unit-neutral so the same sheet works wherever you buy fuel and whatever your odometer reads in.
21 sheets
Incident and first aid records
Kit checks, expiry dates and restocking — dated on paper and signed by whoever actually did them.
10 sheets
Hobby and craft logbooks
Logbooks for the things people do for the love of it, built to hold hours, conditions and the incident nobody wants to reconstruct from memory.
10 sheets
Food preservation and pantry
What is on the shelf, how much of it you want there, and what needs reordering before the recipe stops.
10 sheets
Growing results and crops
What seed you actually have, whether it still germinates, and what the plot really produced.
20 sheets
Premises and facilities checks
The dated, initialled rounds that show a space was actually attended to rather than merely meant to be.
11 sheets
Fitness and training
Session logs and equipment records for training — what you did, and what your kit has done.
10 sheets
Collecting and valuables
Itemised records for collections and valuables — what you own, what it cost, and what can be evidenced about it.
11 sheets
Office and committee
The paperwork a committee, a small office or a one-person project runs on — minutes, agendas, actions, decisions, risks and issues.
13 sheets
Invoicing and money
The money paperwork a one-person business runs on — invoices, estimates, receipts, orders, price lists and the sheets that show what a job really cost.
24 sheets
Staff records
The records a small employer actually needs: hours, leave, rotas, reviews, training and the two checklists that make starting and leaving orderly.
15 sheets
Site and construction
Permits, method statements, diaries and inspection registers for building sites, yards and anywhere work is done under control.
15 sheets
Classroom and childcare
Blank sheets for a classroom, a tutor, a club or an evening's babysitting — registers, marks, seating, reading and trips.
14 sheets
Clubs and teams
The paperwork a sports club, a society or a village hall committee runs on — members, subs, kit, duties, scores and fixtures.
13 sheets
Blank and universal
Sheets with no subject at all — blank logs, blank checklists, tally sheets and report forms you head yourself.
12 sheets
Kitchen and catering
Records for a working kitchen — what a dish costs, what was made from which batch, what was checked, cleaned and thrown away.
30 sheets
Travel and trips
Two sheets for going somewhere: a packing list you write once and reuse, and a road trip planned day by day.
10 sheets
