Paper Tiger Blog

Before you begin using The Paper Tiger document management software and filing system, you need to identify the locations of your physical files. Follow these three simple steps:

1. Establish an accessible location for your Action Files.
2. Establish a location for your Reference Files.
3. Place your In Box, Out Box, and To File Box close by.

Place your In Box, Out Box, and To File Box on your desk or close by. You should be able to reach them while you are seated at your desk.

Locating Your Action Files

Action Files are either temporary or permanent. Temporary Action Files contain projects or events that are currently active, but will eventually end, such as “Atlanta Project.” When your actions are completed, they can be moved to Reference, Archives, or tossed (recycled). Permanent Action Files are for ongoing specific actions, such as “call” or “pay.” The pre-printed labels that are provided with The Paper Tiger are suggested labels for your Permanent Action Files. Choose labels with appropriate actions for you.

Setting Up Temporary Action Files

Temporary Action Files are usually placed within easy reach—such as a desk drawer or a portable file box. Follow these steps:

1. Decide where your Temporary Action Files should go.
2. Insert the pre-printed Action labels that are provided with The Paper Tiger into the plastic tabs.
3. Note: If you wish to print additional or different tab labels, you can print labels at any time.
4. Place the numbered plastic tabs in the slots on the front of your hanging files. If you already have hanging files that require action, leave your papers in the files and add the numbered tabs to them. When you enter your file names into The Paper Tiger, you can remove your old text labels.
5. If you have files in this location that do not require action, remove them and set them aside to be handled later.

Setting Up Permanent Action Files

Permanent Action Files can be placed in the desk drawer with your Temporary Action Files, or on top of your desk in a separate container. Since these are the files you will use most often, choose a location convenient for you. For these files, use the pre-printed labels appropriate for you.
Follow these steps to set up your Permanent Action Files:

1. Insert the pre-printed labels into the plastic tabs. Use all of the labels if you are not sure which ones you will use. You may also print additional labels for other categories specific to you.
2. Place a file with the File Index label at the front of your Permanent Action Files. A bulky Action file often indicates that some papers could go in a Reference File.

Locating Your Reference Files

Reference Files are files you need to refer to from time to time, but which do not contain currently active information. Your Reference Files will probably require more space than your Action Files. Follow these steps:

1. Decide on the physical location for your Reference Files.
2. If you have files in this location that you do not use, remove those files to sort later.
3. Place the numbered Reference labels in plastic tabs and place them on the front of your hanging files. If you already have hanging Reference Files in this location, attach the numbered tabs onto the front of each of them. After you enter your Reference Files into The Paper Tiger, you can remove your old text labels.

Note: If you have Reference Files that you use frequently, you may choose to leave your text labels on the files.

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Tags: Document Management, Getting Started with The Paper Tiger