Maintain filing systems

The filing cabinet for procurement contracts needs updating. Move the signed purchase orders from the temp folder into Contract Shelf B, file the invoices behind each PO, and add a short index sheet for this vendor; do it today so the auditor can find them on Monday — confirm the shelf and invoice numbers before you close the drawer.

Before I hand the file set to internal audit, make the archive easy to navigate: show vendor name and contract period at the top of each folder, add a two-line summary of key payment terms, flag any missing signatures, and sort by expiration so a reviewer can scan for near-term renewals without reading every page.

An auditor emailed Friday saying a 2023 PO lacks the procurement lead's signature. I asked Janet in procurement and she says she signed but can't find the paper. I don't know whether the signature is misplaced, never obtained, or a scanning error. Should I pull the entire 2023 set for re-scanning and risk delaying the audit response, or send a sworn statement and promise to supply the signed copy within two days? Tell me the likely scenario and the best immediate action.

Every quarter we spend hours hunting down signatures and rescanning older POs because indexing is inconsistent, which delays audits and frustrates procurement. What one change to our filing practice would cut this time sink by half and stop repeated rescans?