Getting organized to better manage what you keep is imperative, whether it be paper files, contents of binders, or what’s in the file room or boxes in the basement, so that retrieving an item in a timely manner is efficient. To be able to work more efficiently is simply less stressful!
Many companies have one or more administrative employees whose chief function is to manage company records, and is dependent on the person who knows the filing system. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing and naming their files. So you have a variety of different methods being used within one company. There has to be a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have!
Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. Experts estimate that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more time and cost to recreate the necessary information! At $20 an hour on average—because all levels of employees are involved in this process—that can easily add up to $3,000 per year or more, that you can save simply by using file indexing, like Paper Tiger Filing System Software to manage your files more effectively and efficiently.
And no matter how many people have access to your file cabinet, maintaining an organized and efficient filing system can be accomplished. When you invest the time to index your hanging file folders into your Paper Tiger database, everyone given access will be able to conduct a Google-like search to find what they need quickly, and just as important, also be able to know exactly where it should be re-filed.
It’s quite simple really. With Paper Tiger, you allow employees the access they require, according to your own policies, to use the software. You and your staff need to agree on a records retention policy as a guideline for the types of paper files you retain, how you want records kept and how long certain files should be kept. This policy should also transfer to your digital files as well. We have several articles already on records retention guidelines that you can use to assist you.
Paper Tiger is a file indexing system for your paper files or other physical items that has a search engine built in so that lost information is virtually eliminated in your home or office. You can keep your paper in its original form, (you do not have to scan it), and index the paper files that you need to keep in hard copy format. You would simply type in the information into the database relating to your paper files, or other physical items, to get organized so that you can find what you need when you need it, without time-wasting searches. Company name, common subjects, or other descriptions can be typed into your Paper Tiger database. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document or set of relating files.
Paper Tiger software consists of the following levels:
When you’ve indexed your items into Paper Tiger, and you need to find something later, you simply conduct a Google-like search in Paper Tiger’s database to find where the item is located.
This solves problems with filing or finding any physical item, such as:
It’s common knowledge that every document that comes into your office has to be managed in one of three ways.
The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work. You can file it away and not have to worry about finding it later.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved from your action file location to a reference file cabinet or archived in storage elsewhere. You can add, move, or delete items in your Paper Tiger database as needed to coincide with the action you’ve taken with the physical item, and a quick search in the database will tell you where they’re currently located, in case something needs to be retrieved later. Click here to see more information regarding how to manage Action Files.
In today’s society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed file management system is ideal because you can quickly and easily retrieve every document in the office you need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand. No more worrying about not being able to find a file because someone is out sick! Paper Tiger filing system software eliminates that problem.
Document indexing truly is efficient file management. It will save you time and money, and remember you’ll also be able to index other physical items such as office supplies, training manuals, books, CDs, DVDs, etc. Using Paper Tiger Filing System Software, you can index anything that you can put a number onto, (see Not Just For Filing Paper), so you can find anything anytime!