You will seldom come across an organization that has more filing work required than a government organization. There are tremendous amounts of paperwork generated in government agencies and these documents can simply overwhelm you if you do not file them properly. Alphabetizing and filing these papers can be extremely time consuming and very frustrating. Paper Tiger Filing System software for document management will not only save time, but it will help maintain a decluttered environment and impeccable office management. Filing systems can similarly benefit schools and professionals, as well as consultants. Both schools and professionals generate a fair amount of paperwork, and keeping track of it can be really exhausting.
In addition, with this amount of paper files, it would be also be extremely difficult and time consuming to move to a paperless office. Document scanning can take more time and energy than your staff has to expend.
Government Agencies
Government agencies deal with things on a very large scale. There are thousands of names in thousands of different folders and each of these papers is extremely important. Imagine misplacing a file in a sea of thousands of such files. Searching through thousands of files for a single sheet of paper can be like searching for a needle in a haystack, but not if you have an efficient filing system in place. Indexing paper files in filing system software can simply help you search through your files with just a few keystrokes on your computer keyboard. Sitting right at your desk, you can find out where you have placed a particular document, so that you do not have to waste time searching for it.
Schools
Schools generate a lot of documentation as well. There are a lot of paper files, books, stationery and test papers that are filed in various filing cabinets. The administrative reports of the school, documents of each of the students, time tables, teachers’ records – the list is never ending. With the help of filing system software, a school can get organized. Teachers can concentrate on doing their job, teaching students, without having to worry about where they placed documents.
Professionals and Consultants
Even professionals who work with a small staff need a filing system as much as a government agency does. There are a large number of items that need to get organized in the offices of professionals. If you have file management software, you can index all your files. You will not only be able to key in the titles of these files and documents, but can also associate keywords with them. This makes finding your documents or your office supplies a lot easier.
An Indexing System to Help You Get Organized
It is estimated that the average businessperson wastes 150 hours per year looking for lost information. With the help of Paper Tiger Filing System software for document management, an efficient document management system that doesn’t require scanning, implementing and maintaining your filing system into this software can help you get organized and will go a long way in office and time management as well.
Paper Tiger is an indexing system for your physical files that has a very powerful and easy-to-use search engine built in so that lost information is virtually eliminated in your office. You would simply input the information into the database relating to your physical files.
Keep your paper in its original form (again, you do not have to scan it) and use the power of the computer to quickly and easily find the information when you need it. You get all of the best things from the computer but do not have the problems of using a scanner. Paper Tiger can index anything! Some things just can’t be scanned, i.e., contracts, binders, books, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file.
For paper filing, you would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You input information relating to each document in the database’s digital file location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
Because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
When you’ve converted your files to Paper Tiger, and you need to find a file, you simply conduct a google-like search in the database to find where your file is located.
Please view our videos on our Why Paper Tiger page, which may help you understand better.
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Tags: document management for schools and colleges, document management software, document management system, get organized, government agencies, paper filing systems, The Paper Tiger 'Finding' Filing System
