It is a common misconception that a filing system software is only useful for office management. In reality, Paper Tiger Filing System software for document management can help you with organized living and working, whether it is your office or your home. Document management and record management is not something that is only limited to an office environment. At our homes too, we generate a lot of papers and documents. There is a lot of important information such as bank documents, lease records, loan papers, insurance records and many others that need to be retained and stored at home.
Inefficient storing of these records can create a lot of clutter and can also result in losing or misplacing important documents. To declutter your home and clear your living environment of paper, filing system software can come in handy. Parents of young children, schools and those suffering from learning differences, such as ADD and ADHD, can also use filing systems to get organized.
How Filing Systems Help Parents
A filing system does not need to be very elaborate. For home users such as parents, most of the filing work pertains to recording of important information on their children. There are doctor’s records, immunization records, school records and many other such documents and records. From papers to books to CDs, whatever you need to keep a record of, the filing system can help. With the filing system software, you can input the name of the item, add keywords that would relate to the item and the software assigns numbered indexes for all your papers, documents, home videos, CDs and DVDs, based on the information you input. The database will help you remember where each paper, document or CD is so that you can reach for it any time you need it.
With the help of filing system software, you can input information into the database regarding what you have storage and exactly where it is located, and make labels for your storage bins or boxes. You can move the items from one place to another without worrying about remembering where you moved them, by also noting the move in your software’s database.
You can also lend books and CDs to someone without worrying that you will forget about those. The filing system will remember them for you when you utilize the Action Date function.
How Filing System Software Helps People with ADD/ADHD
Sometimes it is difficult keeping thoughts organized. Remembering things can also be difficult. If you have a filing system software, you do not have to constantly figure out where you put your things. Filing systems help you get organized and stay that way. When you are using a filing system, you can catalogue each and every item that you think you will need to find. You will not be confined to the one or two word tab, because you can input as many keywords as your creative mind can think of relating to each item into the database. From papers to your socks in the sock drawer, you will never again lose track of anything that you own or where they should go back to when you need to return them.
You can make labels for all the things you index and then synchronize their placement with the software. Next time you are looking for some important bank documents, you can simply check its location in your software database. The software management system helps you accommodate your changing needs and track your belongings accordingly.
The best thing about a filing system software is that you can change and move your things without having to rework the entire system. Try Paper Tiger Filing System software for document management today and get organized throughout your home!
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Hi I’m Janet Baker, office manager of The Monticello Corporation, makers of Paper Tiger Filing System Software. We have with us today, Stephanie Calahan.
Stephanie is a dynamic entrepreneur, nationally known speaker, author/publisher and productivity organization consultant, and business coach. She works with intelligent, highly motivated, busy entrepreneurs, executives, producers and other time-pressed professionals and understands that every person is unique and requires systems that work for them.
As the founder and CEO of Calahan Solutions, Inc., she and her consultants focus on helping their clients transform from where they are to where they want to be through personal coaching, assessments and services that focus on time, space, information and thoughts. She frequently delivers presentations and workshops that kick start massive business success through systems and simplification.
Practicing what she preaches, she balances the demands of a business owner with her personal and volunteer schedule by developing systems that work specifically for her family’s needs. As a result, Stephanie has plenty of time for her favorite pastimes: spending time with family and friends, reading, singing, volunteering and photography with her son. Over the years she has had active involvement in national, regional and local professional organizations, and has contributed to her community through volunteer work with numerous organizations. If you are looking for someone that can help take you to the next level, Stephanie is your business transformation go-to gal.
She says: “You don’t have to do it our way, because we help you find your way!”
Stephanie, welcome! And thank you for interviewing with us today.
Janet, I’m so glad to be here.
Janet: Thank you, thank you.
We have worked with you for quite a while now and greatly admire what you do and especially appreciate you helping clients implement Paper Tiger.
Stephanie: It’s one of my favorites, so I’m excited to talk about it some today.
Janet: Ok, I’m going to get right into the questions that we would like to ask.
What are the problems that the majority of your clients hope to solve when they contact you?
Stephanie:
You know, Janet, there are a number of reasons that people contact us. Some common concerns are inability to focus throughout the day, feeling discombobulated or directionless in their day. Challenges actually getting things done – the to-dos seem to be transferred from one day to the next. Bouncing from task to partial task. Working so fast and so much that they are not sure that they are focusing on their priorities or maybe they’re not sure what their current priorities are. Some of them getting home too late and not spending time with their family as much as they would like. No ‘me’ time. Generally feeling unproductive and that the day was not effective as they would like and so they may even go to sleep and sleep poorly because of focusing on what is not done.
Just this week, I started working with a new client who hired us for our enhanced office miracle service, which is a combination of coaching and implementation. During that appointment, I asked him to share what was frustrating him most about his current situation. I thought I’d share a little about what he wrote because I really think it answers that question you were asking:
“Loss of thought – that spinning my wheels feeling. Having to search for things for what seems like endless amounts of time only to find it sitting in front of me in a pile on my desk. I have no time to get organized even though I know I work better when I am organized. Everything is completed at the last minute and I don’t like it. My lack of processes or systems or just plain organization is causing me credibility issues.”
I find it interesting that he wrote all of those things in a very short paragraph when we were initially beginning to work and the #1 reason people call us is because they are tired of searching for lost papers and lost items and that searching ends up equaling lost opportunities and lost money.
Janet: Absolutely, and that customer really summed it up, didn’t he?
Stephanie: Yeah I think he did!
Janet: What is your favorite thing that Paper Tiger fixes? or your most favorite thing that you or your clients use Paper Tiger for?
Stephanie:
Stress relief! Knowing that I’m not going to loose hours looking for something. Or it will be in the first place I look! Paper Tiger Online makes it even better because we can identify the location of things no matter where we are. We don’t necessarily have to be in our office anymore. We can access it from all over the place over the world wide web, which makes it fantastic.
Paper Tiger makes my clients better at what they do and ensures that they don’t miss opportunities or money.
Rather than me talking about this, I thought you might like to hear directly from one of my clients, so I asked Joy Duling to contact me a little earlier and share her thoughts.
Recording of JOY and her lost contract.
Joy Duling – Business Owner
My name is Joy Duling. I am a business strategist and managing director of a professional services firm called A 25 Hour Day in Peoria, Illinois.
My business is about helping people get focused on what they really want and overcome any barriers that are standing in their way. For many of my clients, one of the biggest barriers they deal with hits them in the face every time they walk in their office.
It’s that feeling of being completely out of control over paper, over electronic mail. There’s a real price that’s paid when we don’t feel as productive as we could.
I’ve known Stephanie for almost two years now. It took a moment of sheer desperation before I actually called on her for her professional skills. It was a contract that had seemed very routine. I signed it, and sent it off. But after doing business with the vendor for a while, I found out that they had been significantly overcharging me.
But I couldn’t find the contract that laid out the price that I was supposed to be paying. So I spent two weeks searching every place for this contract. I looked in my files under the vendor’s name, under various clients’ names, under key projects that I had performed.
I just couldn’t find it. That was when I just decided enough was enough and I called on Stephanie. I think that was where I realized there was a financial cost to my business with the way I was managing my paper and managing my filing system and managing my office.
Stephanie was absolutely fabulous. She started with and assessment to pinpoint where my systems were breaking down, and she blocked off an entire day to get me back on track. She called it a miracle and that is exactly what it was. By the end of the day she had restored my sense of control. I had a new system to manage both my paper and the electronic files on my computer. I was absolutely ecstatic! The real test came when I sat down at my computer and gave the new software a run. I typed in a few keywords associated with that contract and poof! up the document popped. Something I had spent two weeks looking for was right there in an instant!
In that moment I knew that I would never be out of control of my office again and I owe it all to Stephanie and Calahan Solutions.
Stephanie:
We worked with Joy on a number of different things, but one of her challenges obviously was paper management and so we helped her implement Paper Tiger.
Janet: Wow! that was a great testimony too, not only for you, but for Paper Tiger as well. Thank you for sharing that.
Stephanie: Sure absolutely!
Janet: Do you find that Paper Tiger is used mainly by the admins in the offices or managers or a mix of the two?
Stephanie:
Every organization or business that I have worked in has implemented Paper Tiger a bit differently. In some environments, the executive team does not touch any of their own paperwork or filing. Their administrative assistants manage it all, so in those instances, the admins are the primary users of the tool. But in today’s economic climate, however, that is not always as common anymore. There are many businesses that I have worked in that don’t have an administrative position on staff! Each employee does their own administrative work. The structure and focus of the business determines the best way to implement the tool. Some organizations have the traditional “master file room” while other businesses have their employees maintaining their own files. I’ve really seen a myriad of combinations in who uses the Paper Tiger tool.
Janet: That’s kind of what I expected because like you said in today’s climate, depending on the type of office that’s what would determine who uses it. That’s a great answer!
Stephanie:
The size of the organization makes a difference too. Sometimes there may be one administrative assistant that’s supporting an entire organization or an entire business and it also depends on the involvement and type of information that’s being stored in Paper Tiger. For some organizations, they are storing their higher-level information and the employee’s specific information maybe handled in another way, although that is not what I would recommend. The best cases are where people are really managing all their physical information within the tools and they really can find anything in 5 seconds or less.
Janet: Right and it doesn’t limit to just one admin when they have the separate files because if one admin goes away the others will not know unless they are all combined, how to find something from that one admin.
So, Stephanie, I have to ask this, do YOU use Paper Tiger?
Stephanie:
Yes! Unequivocally, yes. I have been a happy user of the Paper Tiger for a number of years. First, I started with the desktop version and then moved to the network version as my company grew and now I’m happily using Paper Tiger Online. In fact, not only do I use it at work but I use it at home too and I can tell you I use it for way more than just paper filing. Now I know that we don’t have a lot of time on today’s call to talk about how I specifically use the tool, but listeners, I encourage you to check out the article on the Paper Tiger site that I wrote on the many uses of Paper Tiger. It’s way more than paper and it’s a wonderful tool. I think that it is important to have working knowledge of any system that you help a client to put into place. So what better way to have that knowledge than to use the tool yourself?!
Janet: Absolutely and that article you wrote for us, we actually made a separate webpage just for that ‘Not Just for Filing Paper.’ I refer to it all the time. I really appreciate that Stephanie.
Tell me, what do your clients have to say when you have helped them get their offices organized versus what they would have been able to do without your help?
Stephanie:
Many of the clients that contact us have acknowledged that they would procrastinate on getting a system in place if they did not have someone to help guide them. In fact, once, when I was working with a client and we were filing his papers we found that he had purchased Paper Tiger twice before at conferences, but had forgotten about it when he got back to the office and the real world took over. The accumulation of clutter and piles is a direct result of deciding not to decide. We take obstacles away from our clients by giving them techniques that they can use to easily make decisions. So one thing I absolutely love about Paper Tiger (you asked me about that before but I’ll give you another example) it really is a streamlined tool. There are just the right things built into the tool. There’s not a bunch of the bells & whistles that would make it difficult to learn and so with helping clients implement Paper Tiger, we help them take it one step further in building into their overall system with what they are doing in their environment.
Janet: Right and Paper Tiger is such a paradigm shift from the regular alphabetical filing that I’m sure it is somewhat of an obstacle for some that are not quite ready to take the plunge and kind of overwhelming to transform your files from alphabetical to Paper Tiger, sometimes but for those that are ready, it’s an awesome tool to get implemented.
Stephanie: Well and I’ll say too Janet that I probably have a 50-50 split where that’s concerned. I have some clients that are a little apprehensive about going to that indexing system, going to a numerical system and we can teach them some work-arounds to help them feel more comfortable with that too. There’s always ways to transition into a fully numerical system, but I also have a lot of clients who are apprehensive that say you know what, what I’m doing right now isn’t working, so I might as well try a new strategy that’s been proven.
Absolutely I totally agree with that and Paper Tiger has been proven over and over and over again.
Tell me, how do you implement Paper Tiger in your clients’ offices most effectively?
Stephanie:
Well, I can tell you that I have never implemented the Paper Tiger the same way twice! It goes back to what I was saying earlier. Each organization is different. For example, this week, I worked with a small state-funded organization. They are very limited on staff and have an open door policy. This means that everyone has access to almost everything. We put the business multi-user online version into place. While each person in their office maintains their own files, every user can see each staff member’s PAPER TIGER database. That way, if someone is out ill, someone else can easily pick up the ball and keep things going. Contrast that to a business I was working in last month where confidentiality is very important and no one had access to another staff member’s information. The thing that makes PAPER TIGER fabulous is that it is flexible enough to be implemented in different ways that fit for how the organization functions and how the individual thinks. When we help a client implement Paper Tiger into their organization it is one part to a larger whole. Rather than being this stand-alone product, it has the flexibility to be incorporated into how the organization functions. This makes the learning curve much shorter and sometimes almost non-existent.
Even how we deliver our services varies. So Joy, who you heard from earlier had us physically come over to her office and sometimes sat on the floor and sorted through papers and got everything implemented. We have had clients fly us out to help them physically, however; we work with clients virtually too. But rather than me talking about it, I asked one of my virtual clients Linda Siniscal to share her experiences with me.
Recording of Linda’s testimony.
Linda Siniscal, CB – Business Owner
Hi my name is Linda Siniscal, and I own Third Hand Secretarial Services. Our company offers administrative and bookkeeping services virtually to clients located around the country so I’m accustomed to working virtually. I connected with Stephanie to help me install Paper Tiger system in my filing system and also was a little bit apprehensive because I was wondering how we were going to do this virtually, but I must say that Stephanie spent quite a bit of time with me walking me through the process sheet by sheet and we sat up the filing system and it’s just been amazing. I open the Paper Tiger system in the morning, if I need to find a paper, I just enter it into the find field and it comes up within seconds and I can find what I’m looking for instead of me hunting through files and trying to find what I was looking for. So I must commend Stephanie on a job well done virtually. It would have been nice for her to come into my office to meet her, but she did an outstanding job and I’m thrilled with the Paper Tiger system.
Stephanie:
I wanted to share Linda’s testimony because Linda is somebody who is actually comfortable working virtually because that’s what she does, that’s how she conducts her business, and yet she was still a little apprehensive at first about getting her office systems in place doing it virtually, so I like sharing her story to help people kind of feel that it really is possible.
Because we have so many different ways we can help clients, in order to determine the best approach, we offer our prospective clients a free telephone strategy session where we learn about their challenges and then we make recommendations for next steps. We do not believe in a cookie-cutter approach to systems and organization and we really believe in implementing things that are going to work for the way that you’re going to work and the way that you think. And so that strategy session allows us to strategize with you to figure out the next best approach for where you’re wanting to go with your goals.
Janet: And how long is that phone strategy session?
Stephanie:
The phone strategy session usually last somewhere between 20 and 30 minutes. We keep very focused because our goal is to first listen and understand the individual’s or organization’s challenges and then we answer any questions, of course, and then we also go into making a recommendation for next steps.
Janet: Ok to wind down just a little bit, tell us what do you have going on currently?
Stephanie:
You know me! We currently have a number of different collaborative projects going with colleagues in the productivity community and I am really looking forward to this upcoming year! Right now, we are spending a lot of time fielding calls, coordinating and scheduling my first and second quarter speaking schedule for this coming year. I love what I do and one of the reasons is the variety. Not only do I get to meet some very interesting people and learn about their fields of interest, but about 1/3 of my business is speaking, 1/3 is coaching and 1/3 is consulting and implementation. For a while, my calendar was so full that I was not taking on new clients, but some of my commitments are coming to a close, so we are also scheduling a number of strategy sessions with people and businesses that are interested in possibly working with us. The calls do not obligate you to work with me or me to work with you. It is an opportunity to evaluate the current situation and collectively figure out next steps to get you to where you want to go. If any of your listeners are interested, they can contact us directly from your site and we’d be happy to schedule the call!
Janet: Awesome, and I will be posting your website and phone number information.
Stephanie:
You can reach us at http://www.productiveandorganized.net/ That’s actually my blog and there’s a contact form there, and you can contact our office directly at 309 826-5263. You’ll actually talk to Bruce and let him know that you want a strategy session with Stephanie and he will get it all scheduled for you.
Janet: Good job. Is there anything else you’d like to add before we close?
Stephanie:
I’m honored to be invited to do the call with you and value the collaborative approach The Monticello Corporation has taken in working with productivity and organization professionals, Janet. And I wanted your listeners know that you do that. I think that there’s a lot that happens behind the scenes that Monticello does to make sure that they are incorporating the thoughts and ideas of their consumers and one of the things that you do is really collaborate with the professionals that are working with clients that are using Paper Tiger. And it was also fantastic to be able to contribute feedback early in the alpha development process for the online Paper Tiger and I can’t be more excited to be able to offer it to clients now.
Janet: We really appreciate your insight, as well in the online version and of course, we will be asking for that great input in our future enhancements as well so look forward to that.
Stephanie, thanks again for joining us today. I know that you’re insight will be extremely helpful to all and like I said previously, we greatly admire everything that you do from implementing Paper Tiger to your social networking and you mentor so many simply through your social networking and your blog. We appreciate you very much.
Thanks again!
About Stephanie Calahan:
Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com
CEO, Strategize and Organize
www.strategizeandorganize.com
amcgurty@strategizeandorganize.com
Whether you are a beginner or experienced user of Paper Tiger, learn the fundamental uses and overview on Paper Tiger Online.
In this webinar, Paper Tiger expert Anne McGurty, took us through some specific examples in how to use Paper Tiger.
She is using Paper Tiger Online, and you will see her screen while she is inputting information into Paper Tiger’s database and she shows you how to use Paper Tiger more effectively. If you are a beginner, you can learn the basics and get going right away.
As information, Anne is a professional speaker, productivity expert, and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Q&A from the Webinar
Q: Can this system be used for shops and or non paper filing materials?
A: If we understand this question correctly; Yes, Paper Tiger can be used to index other items. It is not just for paper filing. See our Not Just For Paper Filing web page.
Q: Could you review the best uses for Categories?
A: Please see our knowledge base article for What are Categories?
Q: Does the online version of Paper Tiger in any way synch with a locally-installed version?
A: No
Q: I have 20 years of files, reports, binders, etc…any advice on the very first thing that I should do to get started? I have bought the desktop version, think it will be the answer to my prayers….just not sure where the best to start would be.
A: See our blog posts at Customize Your Filing System with Paper Tiger’s Indexing Method and at A Guide to Converting to Paper Tiger.
Q: Can you mark a file that is removed, say to give to a colleague, so that you know that the file is out, so that you don’t forget to get it back?
A: You can make a note in either the Keywords section or the Notes section as to who has taken the file and maybe mark the Action Date for when you should follow up with them to make sure it has been re-filed or to get it back.
Q: I have books all over the house. Can I say for each particular book where to find it?
A: Yes, you can indicate in the Keywords section or the Notes section as to where each individual book is located.
Q: Can you enter more than one category?
A: No, only one Category can be assigned per Item.
Q: I have three categories. 1) Personal Development 2) Professional Development 3) Marriage Development — Subfolder examples are 1.4 Finances. Another example is 2.3 Quarterly Review Notes. — Can Paper Tiger help me file these with the same item number I have already assigned?
A: No, when you add an item to Paper Tiger, the database assigns the first available Item number.
Q: Is it best to set up PT after you’ve already determined what categories/folders/files you are keeping, e.g., after you’ve already pruned?
A: Some people already have files set up in desk drawers and cabinets, and it’s a matter of indexing what you already have and updating as you add new files. You can purge as you go through each file folder indexing into Paper Tiger.
For those that have a mess and no consistent system in place, it is best to separate the stacks into like-files/categories so you can see what you’ve got. Then decide the best way to file and index those stacks.
Q: What version of Paper Tiger are you using?
A: Paper Tiger Online Pro
Q: Can we ensure that item numbers are generated in increments of 5 example- 100, 105, 110, 120
A: When you add an item to Paper Tiger, the database assigns the first available Item number. Item numbers are in sequential order in increments of 1, i.e., 1, 2, 3, 4, 5, 6, 7, etc.
Q: Will you be providing upgrades to desktop version keeping in with the changes/enhancements being done to online version?
A: Our plans are to continue providing upgrades to the desktop version, however there will be some things that we can do with the online version that will not be possible with the desktop version.
Q: So the labels on folders will be index-style, e.g., 1,2,3,… instead of descriptive?
A: Yes
Q: When we detect multiple files with different Item numbers pertaining to the same subject, how do you merge those item numbers? How do you associate multiple items numbers together?
A: The Pro and multi-user plans have the ‘Find First’ function, which shows when there are similar files. Our knowledge base article, What is Find First? shows how this works. If you add an item that you later find that you want to merge with another item, you can conduct a Transfer, Merge function.
Q: Can we create a relationship between 2 labels?
A: You can use the Category section to create a relationship between multiple items.
Q: Any plans to have multiple sub-items held within a folder (e.g., several different documents held within Janet’s hanging folder)
A: We currently do not have plans to have the option for sub-items, but will put this on the list of suggestions for consideration. Currently, you can input information relating to any sub-items or folders into the Keywords section.
Q: We have several people who think differently; some think inside the box and some outside the box. How do you find the keyword that will work for all?
A: The key here is to put all keywords that you can think of that relates to the item being indexed. Ask for input or have the other users input additional keywords in relation to how they think about the items being indexed.
Q: Why not use the alphabet instead of numbers for small uses of the Paper Tiger?
A: You can file alphabetically with Paper Tiger by re-sorting the Item Name header, however to use Paper Tiger as it is intended is the most convenient in how the software works.
Q: I would rather use the alphabet than numbers in filing
A: See our blog posts:
Alphabetic Method for Paper Tiger Desktop Version
Alphabetic Method for Paper Tiger Online
Q: You seem to be using the Keywords field for two different things. 1) Keywords that can be used for searching and 2) notes about what the file is about…I don’t understand using it as a notes field
A: The Keywords field can be used for any information that you need or want to input. The more information, the better for your search later. This is totally up to the user and how the individual thinks and works.
Q: I notice that your demo is on the online version of Paper Tiger. I own the stand alone, does everything you’ve been showing also go well for the stand alone version? Are there differences I should be aware of?
A: Yes, except there are a few differences in the way the 2 versions function.
The basic differences between the two versions are:
Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from one computer since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Paper Tiger Online version:
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-Because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers
-does not require installation, so account set up and ready to work in about 60 seconds
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Whether you are a beginner or experienced user of Paper Tiger, learn the fundamental uses and overview on Paper Tiger Online.
In this first Paper Tiger webinar, productivity expert Anne McGurty, of Strategize and Organize provided many helpful tips along the way to help us get organized and use Paper Tiger more effectively.
In this webinar, we covered the following:
- Create a new Database
- Add a new location
- Capacity of a location
- Print Tabs/Labels
- Installing tabs in folders
- Invite a user in a multi-user plan
- Assigning permissions in a multi-user plan
- File an Item in PTO
- Item Name
- Keywords
- Action Date
- Physically filing the item
- Anne talks about filing process, delegation?
- Finding an item
As information, Anne is a professional speaker, productivity expert, and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Questions from the Webinar Answered:
Q: So your tabs in the PDF are formatted for 1/5 cut, that’s what you’re saying?
A: yes, they are 1/5 cut for the self cut tabs….if you have a paid plan, you will also be able to choose an Avery label to print onto
Q: Is my database saved on my hard drive, or is it only accessible when I’m connected to the internet?
A: Paper Tiger Online databases are accessible when connected to the internet when you are logged into your account.
Q: If the internet is down but I need to find something. : )
A: Printing reports would be a good idea to keep on hand in the event your internet is down
Q: Where do we contact you?
A: You can calls us at 866-701-1561 or sales@thepapertiger.com
Q: Can you export your Professional Desktop version to the FREE online version or must it be a paid version?
A: You can only import your desktop database into the Pro online account or one of the multi-user plans.
Q: How do you suggest integrating the online version with the desktop Pro version, which I already own?
A: Currently, there is no way to switch from Paper Tiger Online back to the desktop version.
Q: If you already own and have set up the desktop Professional version, how would you suggest integrating with the Online version, or are they designed to be mutually exclusive?
A: Once you have created a Pro Paper Tiger Online account, you can import your desktop database into Paper Tiger Online. Currently we are not able to move you back to the desktop version.
Q: I have the PT Professional in desktop version, how is this transferred seamlessly to on-line version?
A: Our tech support team will be able to import your desktop version database for you. Prior to sending your database, make sure all pending items have been confirmed by clicking the Confirm box, and empty the Trash. Then export your database to .CSV file by following the instructions below for all databases if you have more than one database. To export a Paper Tiger CSV file from Paper Tiger 4:
1. Open Paper Tiger and the appropriate database.
2. From the File menu, select Export.
3. Check the Select All box.
4. Click the Browse button to select the preferred directory so that you will know where the file will be saved to and type in a file name for the CSV file, click the Save or Open button
5. Then attach the .CSV file to your email that you’re sending to our tech support team
Q: Where do I find the free version. I could only find $5 a month…
A: From the Pricing/Plans page, simply click on the link which is located immediately below the Paper Tiger Online pricing plan boxes that shows FREE FOREVER plan. It looks like this:
We also have a FREE FOREVER plan with 1 database/location/user and 100 items.
Q: On the desktop version we used to export the .csv list out in order to print labels to the dymo label printer, but with the online version we can’t. Best scenario would be to have a dymo printer option (they provide the SDK for integration) but at a minimum I need a csv format
A: Paper Tiger Online has the ability to export to Excel, which may help you.
Q: What about categories? When do you use the category field?
A: See our knowledge base article at http://www.thepapertiger.com/support/articles.php?id=194212&catId=230 that tells how to use Categories
Q: Can we create a relationship between 2 labels?
A: The best way to create a relationship between 2 labels, is to use the Category section and put them in the same Category.
Q: Can you change data from one database to another?
A: Within the app, data is only allowed to be moved within the same database. If you need to combine 2 or more databases, our tech support team can assist you.
Q: How do you get to reports? Can you please show once more?
A: Please see our knowledge base article regarding Reports: http://www.thepapertiger.com/support/articles.php?id=197049&catId=230
Q: If we want to add a keyword to multiple items in the desktop version I can enter directly in the field but with online I have to click edit and then change and then accept. It makes it more difficult.
A: This is currently the best functionality for Paper Tiger Online, however we have given the feedback to our developers for consideration for future enhancements.
Q: What are the differences between the online version and the desktop (CD) version?
A: Basically, the desktop version is a Windows downloadable stand-alone on your PC software. You would be able to access your database from the one computer that you’ve installed onto. With Paper Tiger Online, you would be able to log on from any computer with an internet access. It is a web-based version of the desktop.
Q: Is there a way we can name the files so that when we do a search the archive locations are at the bottom of the search rather than the top.
A: Maybe a bit rudimentary… however, rename Archives to Z-Archives
Q: How do I modify files as things grow and get complex? Going from CONTRACTS to having multiple clients all requiring a CONTRACTS file?
A: Create a Location in your Database strictly for “CONTRACTS”
Q: Are there any online or offline suggestions for litigation support and law office order?
A: Using Paper Tiger for legal files can be as simple as any other client files. Since legal files tend to be extremely cumbersome, you may want to set up Locations for each legal case.
Q: One challenge we have had with the online version is as follows ~ we have a large cabinet that is a single Location in Paper Tiger. However, during tax season, we want all the client tax folders in one area (eg. drawer 100 – 300). I know this defeats the philosophy a bit but in the desktop version we could have the item go into a specific folder. Now if there are empty locations in the first 100 numbers, it automatically selects that folder.
A: This would take the manual process that I discussed on the call
Q: Is it better to have many small files (one page each) or fewer large file (several pages)? For example: medical lab test results.
A: It depends on how you work … when setting up new files for Paper Tiger, keep it simple and add lots of keywords. If it becomes difficult to find files later within the physical file as it is too large or there’s info that you’re sifting through which is just bulk, then create a new file.
Q: How do I setup for a subject to be traced in both the desk drawer and an archive.
A: Add the keywords to both Locations for your desk drawer and archives
Q: Can you move a folder up in the line? Or insert another file in between? Say you started listing file folders and you want to insert a new file in between or move it to the end.
A: Currently in Paper Tiger Online, you cannot move an Item within the same Location. A work-around for this situation is to cut and paste into the open Item number where you want it to be placed, or if the Item number where you want it to be placed is the first available open Item, you can use the Transfer, Duplicate function, then Toss the Item you don’t want. If however, where you want the file to be placed is already occupied, you would not be able to insert in between. This would make you to have to move all files past that point, and defeats the main purpose of Paper Tiger’s indexing method.
Q: Other than online storage, what are the new features that are not in desktop version 4.x
A: The basic difference between the two versions is that with Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from the one computer you have it installed onto since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers hosted by Rackspace
-does not require installation, so account set up and ready to work in about 60 seconds.
There are 2 videos on our ‘Why Paper Tiger‘ webpage at http://www.thepapertiger.com/tour that you might find helpful.
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Our developers continue to work hard to make Paper Tiger Online as robust as possible. The online application is still relatively new so any enhancements or bugs that need to be worked through, we strive to fix as quickly as possible. We were alerted about an issue from a customer with a very large database, and at the same time, the sorting in Reports stopped working.
Both issues have now been fixed, and we want to thank you for your patience as we worked through these issues. If you see any problems with these fixes, please let us know as soon as possible by opening a support request and giving us as much detail as possible, including screen shots if you can.
We appreciate you using Paper Tiger!
-Feature temporarily disabled for locations greater than 2000 items
-Helps larger databases load much faster
-Dropdown disabled for item number to be merged into
-You will need to input item number instead
Many companies are starting to realize what a huge savings telecommuting can be and that means more people are going to be starting their own home office. Those people are going to seek out home office organization tips either from the beginning because they want to start right, or they are going to start looking for these tips after they find themselves falling behind in their work because they have to keep stopping to find things or because they just cannot keep track of things that need to be done.
In any office environment, it is estimated that people spend 150 hours per year looking for lost information.
Home office organization is vital because number one, it is still a place of business, where you do your job. You still want to be professional and capable. For many people, the home office may be combined with another room in the home and they would like to keep the mess and clutter to a bare minimum. There is a delicate balance that has to be struck between the home and the office in the home office, no matter how much actual room you have to work with.
The major obstacle to getting and keeping home office organization, as well as for the home itself, is paper. From the time we open our doors to our home office or small business or even just to the home where we live, paper tries to get a foothold, wanting to get in and keep us buried under stacks of paper and clutter.
There are a number of steps you can take for yourself, but if you have already started to lose the paper battle, you might need to call in a professional organizer to get the paper and other clutter under control. The first step is to get rid of the junk mail before it even comes in the door. It is easier to keep control of paper if you minimize it. Eliminate the bulk by getting your name removed from junk mailing lists and be very careful about ordering from catalogs. Before you think that you are perfectly safe because you are ordering online only, consider this: Bulk mailers are culling names from online customers as well. Make sure that you confirm that the company you are ordering from does not sell information. Sign up for the Do Not Mail list here: http://www.directmail.com/directory/mail_preference/
Also as much as possible, you can sign up for digital statements to cut down on the paper entering your home.
Make Home Office Organization Your Top Priority With Paper Tiger Filing System Software
Another tip to consider is Paper Tiger Filing System software for document management, which allows you to organize everything, not just your paper files. Because you do not need to scan anything to use the software system, there is no limitation to what can be indexed into the software’s database, including books and other bulky items. Everything is put into place and then its location is noted by a numbering index system that never changes and never moves. The filing system database works like a search engine for paper files to help you get organized and stay organized. Whether you are using it for home or for a small business, it is easy to use and to learn and virtually impossible to mess up at all.
For example, if you never remember the name of the gas company, simply file it under Gas. If you use the filing system software, you will also be able to add keywords into the database so that any name you think of when you need to find a file, the software will be able to tell you where it is in seconds. So in this case, the Item Name would be “Gas Company”, and in the keywords section, you would input the name of the company, i.e., “Bob’s Natural Gas”, the address, the service person’s name, address, phone number, etc., and you might use “Utilities” in the Category section.
You print out the tabs right from the software system for each ‘Location’ and then use the numbers to correspond to files and locations in which you enter into the software’s database. You can find every item then by accessing the database from any computer or smart phone with internet access, even when you are out and on the go.
Deciding What To Do With Your Paper Files
Take time each day to make a decision on what needs to be done with the paper items or email or any other actionable item that comes through your office. (what to keep and file, what needs action before filing, what can be thrown away, shredded or recycled)
For actionable items, place a note on the paper file for the next action to be taken by what deadline, and any steps that need to be taken before the deadline. This will help you get and stay on track to ensure the deadline is met.
This should be a great start to getting your home office organized. Of course, you can use these simple steps to get organized in your company’s office as well. Get started today with Paper Tiger Filing System software for document management!
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This article by Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert provides a sure-fire decision ‘system’ in making decisions about dealing with the mountain of paper files that come through your office or home. Stephanie recognizes, as we do, that different people need different tools to help with their daily lives. She helps implement Paper Tiger Document Management Software and Filing System, which she recommends based on her clients’ needs and the way that they work. She understands that every person is different and requires systems that work for them.
So, do you experience this….
You walk into your office and you say to yourself, “Today is the day!” You are excited and you say, “I am going to get this place organized and I’m not leaving until it is done!”
Then… you pick up the first piece of paper, look at it, say, “Hmm, well… I’ll look at that later.” and you put it down. You pick up the second piece of paper, look at it, say, “Oh good grief!” and you put it down. The next thing you know, everything from the right side of your office has been moved to the left side of your office and you are tired and call it quits.
Paper can be overwhelming, but it does not have to be! I have worked with a number of people that think that they will never be able to get through their piles. Fortunately, it was not as horrible as they thought! They were able to get through their piles by changing the way that they looked at the piles.
Clutter represents decisions that you are putting off! So, why do we do that? Well, part of the reason is that when we pick up a piece of paper, we try to make too many decisions at once.
What is this? Where does it go? Do I have a file for this?
Where did I put the file tabs? And the list goes on…
Then we default to – keep it.
Then, we give up and make no decision.
Instead, use the D.A.R.T. system and you’ll hit your target every time. Download Stephanie’s DART System
The D in DART is for Decision. You have to make a decision about the items in the piles that you have.
The A in DART is for Action. There are different types of action, but no system works unless you ACT!
The R in DART is for Reference. We all have items that we keep for reference. There are specific tools that you use to keep those items where you can remember them. (see the DART system download above for more on that.)
The T in DART is for Toss. Now, toss does not necessarily mean throw away. I can mean recycle, shred, sell, does not belong in this room, etc…
8 Questions to Use as You are Making Your Decisions
Here are some questions you can ask yourself to make the decision process process easier:
Does it require any action by me/us?
If an item requires action (a phone call to make, a report to write, a bill to pay, an outfit that requires altering) then it is an “ACT.” Keep everything that requires action in one location, so that when you have time, you will be able to go through and check the items off of the list! This is the A in DART — for action.
For a detailed look at how that might work for you, check out the video I did on YouTube a while back – Creating an Action Filing System for the Way You Work.
Are there tax or legal implications?
Have you talked to your council about the information you keep and how long you keep it? If not, you might want to consider doing so. Each industry has different documents that should be retained as does residential paperwork. If you answer “yes” put in your Reference system; if not Toss.
Is it recent enough to be useful?
Is the address book that has not been updated in 3 years really current? Just like food has an expiration date so do the things in your life. If you are keeping things that are no longer current, you are not allowing yourself the space for new and better things to start. If you answer “yes” put in your Reference system; if not Toss.
Is it difficult to obtain again?
Birth certificates, legal documentation, marriage licenses, company incorporation papers, the list goes on and on. If there are items that are difficult to find or obtain again, you may want to consider keeping the item in a container designated for that type of item. If you answer “yes” put in your Reference system; if not Toss.
Is it beautiful, useful or loved?
Are you keeping something that you think is hideous because it was a gift to you from someone special? Don’t. Only surround yourself with things that bring you joy. Most likely, the person that gave you the gift would not want you to keep it if they knew you did not like it. If you answer “yes” put in your Reference system; if not Toss.
Can I identify specific use?
Do you keep things because you might “need them someday?” That is fine if you #1, have the space to keep the items and #2 know what you are going to do with the item. If you are keeping something for the express purpose of keeping it, consider that item a little harder. If you answer “yes” put in your Reference system; if not Toss.
Does it reflect the person I was or the person I am now?
Are you keeping things that were important to you in the past, but really do not have the same meaning anymore? Does your space reflect who you are or who you were? Get rid of things that no longer hold meaning for you. If you answer “am” put in your Reference system; if “was” then Toss.
What is the worst possible thing that could happen if I get rid of this?
This one is one of my favorite questions! If you can ask yourself this question and find that you can live with the answer, then it can make it easier to let go.
Let me know how these questions work for you. Do you have questions that work for you that are not listed above? Tell me those too! Just comment below in the comment box or connect with me on one of my networking sites!
About the Author:
Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com
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We Listen To Our Customers
The features in the Paper Tiger Filing System for Document Management software products today were developed in response to many thousands of customers around the world providing us with what they need to better manage their information. Our goal is, and continues to be, to build products that customers love and use in their daily work. What we call “must have” products. We have always had an eye toward making things simple and easy-to-use. We have avoided the temptation to add irrelevant features. We know that this can make a product cumbersome, slow and less inviting.
We carefully read every single email, survey response, and as many Facebook and Twitter posts as possible. We also pay attention to all verbal comments made when customers contact our office. We use this feedback to determine our future product plans. All of this information has been used to prepare our Product Roadmap outlined below. While this is in summary fashion, you will get the gist of where we are headed. We welcome your feedback and you can also sign up for the Beta by taking a short 2 minute survey or you can email us at sales@thepapertiger.com.
Product Roadmap: “The 21st Century File Cabinet”
Paper Tiger software, in both the Windows Desktop and Online Editions, has become the standard for managing physical paper (hanging file folders). The unique indexing method first developed in 1995 is now installed in tens of thousands of companies, government agencies, non-profits, professional firms, homes, etc., around the world. With today’s fast & robust computers, myriad of devices such as the Apple iPhone, Apple iPad, Android phones & tablet computers, Windows phones, etc., and a constant connection to the Internet, the File Cabinet for the 21st Century must also allow the user to easily store and retrieve digital information.
Thus, what you can expect to see in future from The Monticello Corporation, the makers of the Paper Tiger software, is a fully integrated, very easy-to-use solution that will allow the user to store and quickly find, not only their paper-based information, but also their digital files. These digital files include spreadsheets, word processing documents, PDFs (digital & scanned images), photos, text & attachments from email, etc. – virtually any digital file. This product will be very secure, powerful and fast to learn. There will be minimal training required to use the new product and virtually no maintenance required. Any information stored in the “Paper Tiger Digital” Edition will be available from virtually any computer and/or device that the user has available.
The main idea of the product is that users of the new product will be able to stop using their email, various folders, naming conventions that quickly breakdown and a host of other methods to “stay on top” of their information. We have found through our research that our customers are using these “silos” (also thought of as “islands”) of information, as a way of just coping with the overwhelming amount of information they must process (keep safe and retrieve) each day. To find a particular digital document, in many cases the user must undertake the laborious and tedious process of opening each “silo” wasting time looking for the right information, as there is no effective way to search across all their information. The new digital edition of Paper Tiger software will make this entire process automatic and the customer will be able to find anything (paper or digital) in under 5 seconds from one search box. The product will work equally well in a shared, networked office environment where multiple users need access to information, as it does for an individual. Important security, privacy and permission controls will be built into the product that are fully customizable.
There are many reasons that offices are attempting to go digital with their information and to achieve the paperless office. These include the elimination of the cost of purchasing & maintaining file cabinets, reduced labor costs, better document work flow, going “green” and saving the environment, etc. So, if your office is now using a scanning (scanner) solution to generate searchable PDF documents or you just want to get better organized with your digital files, the new Paper Tiger Digital Edition will make a big difference. We are taking a totally new approach to getting you organized, based on years of customer feedback. We are creating the world’s best digital “finding” system, not just another digital filing system. Our attempt is to revolutionize digital filing, just as we did when we revolutionized paper filing with Paper Tiger Desktop and Online Editions.
While we cannot give a definite date for the release of the new Paper Tiger Digital Edition, just know that we are currently well into the development process. All customers who sign up for Paper Tiger Online before we launch the Digital Edition, will get the new features at no additional cost (except for any storage costs, which will be based on how much information you have to store – the cost is low and data storage is dropping in price, but the final price has not been determined at this point).
We want to be as transparent as possible and let you know where we are going with the Paper Tiger products. You can expect further details about the new product as we finalize the product. We are very excited about the direction and welcome your suggestions on additional features or questions on the specifics. To keep you updated on our progress – join us on our newsletter, Facebook or Twitter. In addition, you can give us your feedback and you sign up for the Beta by taking a short 2 minute survey or you can email us at sales@thepapertiger.com. You can also chat with us or call us during normal business hours Eastern Time in the U.S. We are partners together in building the best products to help you better manage your information. Thank you for your business and let us hear from you!
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by Ramona Creel
So you’ve created the perfect document management system, you can put your hands on any piece of paper in 30 seconds or less, and your desk is in order. But what happens if your house burns down tomorrow — will all of your vital records go up in smoke? If you become sick or seriously injured, would your loved ones be able to find what they need to manage your affairs? You need to make sure your important paperwork is protected and easy to access in case of an emergency.
Fire, Flood, Or Tornado
Think about how difficult it would be to rebuild your life after a disaster without the right paperwork. How long would it take you to file a claim with your insurance company, if you didn’t know your policy number? What financial challenges would you face if your checks, bank statements, and credit card info was destroyed? How could you get the help you needed without birth certificates, social security cards, and other personal information?
The goal here is not to be pessimistic, but prepared. You should keep a list of all your important numbers (bank account, credit card, insurance policies, social security) and contacts (advisers, account managers, customer service) for any information that you would need if disaster struck. Store the originals of your vital records (birth certificates, wills, insurance policies) and your list in a deposit box at the bank, a locked drawer at your place of employment, or a fire safe in your closet — it’s also a good idea to leave copies of this information with your attorney and CPA, the two professionals who will be most involved with your situation if you do face a major emergency. Just be sure to indicate where they are stored in your Paper Tiger Filing System for Document Management software — the originals, the off-site copies, and extras you keep in your everyday files for quick reference.
If You Have To File A Claim
Another important piece of paperwork to consider during an emergency is your household inventory. If your personal possessions are damaged or destroyed, the insurance company isn’t just going to write you a check for the amount printed on your policy (so don’t try to claim a million dollars in coverage for $250,000 worth of stuff!) You will be asked to itemize everything that you lost and estimate its value. If you had to, right now, could you make a list of all your belongings and how much they are worth? Probably not. And it would be even more difficult during a time of crisis when you are stressed out and not thinking straight. So the key is to get things in order before you are put into that situation.
The easiest technique to walk around your house with a camcorder, filming everything that you own. Where you can, go ahead and make comments about your belongings as you shoot — “We bought that TV last year and it cost $600,” or “Grandma Miller gave us that table; it was made in 1865.” If you don’t have a video camera, just take still snapshots of each item. Don’t forget to estimate the year of purchase and the value of each piece. If you have the receipt, make a copy and clip it to your list. If an item is particularly costly or hard to replace (like artwork or an antique), you may wish to have a certified appraisal done and include that documentation with your list. Your household inventory should be stored with your other important papers. Then plan a time each year to update your list, adding on any new items you have acquired since the last inventory. Again, it’s a good idea to document where you file this list in your Paper Tiger Filing System software.
Making It Easy On Your Heirs
No one likes to think about death, but it is a fact of life. Grief is hard enough to handle, without having to deal with confusion over the deceased’s paperwork and final wishes. You can make things easier on your loved ones by getting your affairs in order now. Start by creating a document locator in Paper Tiger software — a list outlining exactly where all of your important papers are stored. If you’ve got them in a box at the bank, you may want to rethink that strategy — safe deposit boxes are often sealed at the time of death, so keep your funeral arrangements and wills someplace more accessible. And don’t forget paperwork that is kept in off-site storage. Your family will need to know the location of the following records:
• legal (wills, powers of attorney, trust documents, special bequests, safe combination)
• family (birth/adoption/guardian, social security, citizenship, marriage/divorce, military)
• banking (trusts, loans, list of accounts, statements/canceled checks, check/passbooks)
• investments (CD, securities, stock/bond/mutual fund, retirement plan, IRA, annuities)
• business (incorporation papers, contracts/agreements, computer back-up)
• deeds/titles/registrations (title insurance, property, home inventory, vehicles)
• insurance (life, other death benefits, property and casualty, health, homeowners, auto)
• funeral instructions (burial instructions, cemetery plot deeds)
• contacts (friends/relatives/business, attorney, CPA, insurance, broker, executor)
In your Paper Tiger document management software, indicate the precise location of each — in a bankers box labeled “vital documents”, in the attic at your house, in the third drawer of the big file cabinet in the corner of your office, in a safe deposit box at such-and-such bank (and where to find the key), with your attorney, accountant, or brokerage house. Be sure to include the address, directions, and any other important contact information. In addition, if you have a password for your Paper Tiger software, be sure to let them know this as well.
Memories Count As Vital Records Too
Everything we’ve talked about so far related to legal or financial records. But what about your memorabilia? It’s just as devastating (if not more so) to lose years worth of photographs and love letters as it is to have your important files destroyed. But you can take some preventative measures to protect your beloved memories, as well. If you are computer savvy, think about scanning your photos and storing them on a CD-Rom or external hard drive (which should live in your fire safe or bank deposit box). If you don’t have access to that kind of technology, at least store your negatives (clearly labeled and organized chronologically or categorically) in a safe location, so you can have your photos reprinted if you need to.
You can also do the same thing with physical objects that have sentimental value. Take photos of your most beloved possessions and stash them all away in your fire safe. If you have a lot of “treasures” that need protecting, you might even consider getting a unit big enough to hold your most important memorabilia. I purchased a fire safe that looks like a 2-drawer file cabinet — the top drawer holds my photo albums and “keepsakes,” the bottom drawer is for important paperwork. Just remember that photos and negatives are more sensitive to heat than paper — you will want a different grade of “fire proof” for these items to keep them from melting. And don’t forget — your Paper Tiger Filing System for document management software is great for creating an index of photos and other physical memorabilia, too!
About the Author
Ramona Creel is Professional Organizer, NAPO Golden Circle Member, and the original founder of OnlineOrganizing. A former Social Worker, she has always enjoyed helping people find the resources and solutions they need to improve their lives. Ramona now travels the country as a full-time RVer, sharing her story of simplicity with everyone she meets. She leads by example — having worked for more than 10 years as a Professional Organizer, and having radically downsized and simplified her own life as a full-time RVer. Ramona now considers herself a “Renaissance Woman” — bringing all of her passions together into one satisfying career. As a “Virtual Organizer”, she can create a customized organizing plan for your home or office. As a “Simplicity and Accountability Coach “, Ramona provides a proven program for making every area of your life a little bit easier — perfect for those who want to make the time and space to focus on their true priorities. As a Professional Photographer, Ramona captures powerful images of places and people as she travels. And as a freelance writer and blogger, she shares organizing techniques, travel tips, and social commentary with others. You can see all these sides of Ramona — read her articles, browse through her photographs, and even hire her to help get your life in order — at www.RamonaCreel.com. You can also follow her on Twitter, check out her Facebook profile, and subscribe to her blog feeds.
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This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and Paper Tiger Expert, discusses 5 easy steps to help you meet deadlines; and 3 of the 5 are directly related to getting organized and how important getting organized is in getting things done and on time. Paper Tiger Filing System software for document management is a great tool to use to ‘clear the decks’ and ‘know exactly what you are working on’ to ‘get organized’ because you can index all your files from your office, and make notes for actions that need to be taken to get the job done, in your Paper Tiger database to help you keep on task.
It is tough to work under the gun, but it’s something we all need to do from time to time, either because we put a project off until the last minute, or because we had a heavy dose of work dumped on our heads.
Regardless of the cause, however, developing the skill to meet tight deadlines can do big things for your career – managers and executives love employees who can finish work on time, and team members who can organize and execute quickly usually rise to the top.
With that in mind, here are five tips to doing great work on a tight deadline:
How do you know when being perfect is too perfect? Since learning to finish projects and then letting go can help you achieve so much more than obsessing over details, here are a few tips for learning when to wrap it up and move on:
Don’t give up perfectionism altogether. Of course, there are going to be some parts of your life where a perfectionist streak is a good thing. For example, if you are a cardiologist, most of your patients would probably approve of you trying to get things just right. But, it is important that you figure out which parts of your personal and professional life require 100% accuracy, and which areas simply need to be finished on time. Learning to tell the difference is perhaps the most important thing you can do for your productivity.
Denise Landers is the author of Destination: Organization, A Week by Week Journey and the owner of Key Organization Systems, Inc. As a national speaker, trainer, consultant, and writer she provides clients and audiences with the time management training tools and techniques that improve daily work flow and increase productivity.
www.twitter.com/@timetrainer
Corporate Training: workshops and consulting to increase daily work flow and reduce stress
Individual Assistance: our onsite and virtual office organizing to bring about changes quickly
On Your Own: books and CDs to work at your own pace
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Paper Tiger Filing System Software for document management is the best option when trying to recover forgotten files and finding the exact file you need. This is made possible by the amazing search utility within Paper Tiger. In Paper Tiger Online, one can search for a keyword, i.e., “Business”, and Paper Tiger will not only retrieve all the items and locations pertaining to your search criteria, but it will also highlight the matched keyword for better viewing. This function is only viable if searching for a single word.
What if you want to find all the documents you’ve created that pertains to a certain topic, and then you wanted to quickly find the locations of a set of sub-topics. By simply pressing Ctrl+F (Command+F on Mac) on your keyboard, you will be able to search any string of text within your current web page. So lets say I’m doing a research on the topic Human Behavior, and I want search results for all the documents and files that I’ve indexed relating to Human Behavior. I open my database “Social Research” and I conduct a search for “behavior”.
Using Paper Tiger's search feature to find an instance of 'behavior' within my 'Social Research' database
The search returns and highlights everywhere in my database where I have the word “behavior”. I would like to see which documents where I’ve discussed human behavior, obsessive behavior, and depression. Instead of doing a different search for each one of these sub-topics, I will use the windows search shortcut so I can search the sub-topics while I already have my parent topic returned.
The above screenshot shows how Paper Tiger Online finds and highlights every instance of the keyword 'behavior'
I have been able to data mine my data quickly and efficiently, and retrieve specific information effortlessly. This can be used on any web site from Paper Tiger Online, to Google, to NYTimes, and is an excellent way to get the information you really need, really fast.
Searching for "behavior" on nytimes.com
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Getting organized and staying organized with paper can seem difficult for most people, and therefore many companies are opting to go to a paperless office. This type of filing system may keep things organized, but it can also add countless hours of document scanning in order to keep files up to date. So, although you have things more organized, you are still wasting a lot of time.
Paper Tiger Filing System for document management is different. It is not a paperless filing system. Instead it is a paper management system. It allows you to create and organize files in just a few moments without taking extra time scanning the document or backing up files to ensure that your information isn’t lost.
There is also no special equipment to buy with Paper Tiger Filing System. All you have to do is select the pricing program that fits your budget and your needs and you are ready to start. Setting up with the Paper Tiger Filing System can be done in as little as 60 seconds, and, just like that, you are off to a great start at having a more organized office without the expensive equipment and time spent.
Once you have set up your Paper Tiger Filing System account, it is time to start filing and organizing. It doesn’t matter how many files you have, Paper Tiger Filing System can help you to get organized. We even provide tips and helpful hints and online video training for free to help you get started. For instance, we recommend starting with the files that you use the most and then adding a little more each day. Before you know it, you will have a filing system that works and makes sense.
Paper Tiger Filing System – Simple and Easy To Use
First, you will create a digital file ‘Location’ within the software’s database relating to your physical file location. Then, you decide how many folders you want in this Location. You can add more later if you need to. Then, you create the physical files. This is done by printing tab labels from the software for this location and placing the tabs in your hanging folder plastic tabs. Once this is done, you input information relating to each document in the 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).
This will work much like a Google search later when you need to find a file. Simply enter in the keyword that you are looking for and the Paper Tiger Filing System will show you all of the results that match. Now, place your document (or documents relating to the same subject) in the corresponding hanging folder. Just like that, your filing cabinet is organized without all the extra time, electronic storage space and hassle that scanning presents.
You can also organize other items with the Paper Tiger Filing System such as office supplies, CDs, DVDs, books, etc. Items are right where they should be and are easier to find. This makes the Paper Tiger Filing System much more than just an office management system; it is a life management system!
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Often, people make the assumption that the Paper Tiger Filing System software for document management is only useful if you need help with office organization. If you are one of these people and assume that you would not benefit from using Paper Tiger Filing System, consider this.
The average person wants to live a more organized life. In fact, many people pay thousands of dollars to a professional organizer to come to their home and declutter their house and help them find a way to sort and store all of their things in a more organized and esthetic manner. A professional organizer can help you think through the processes of getting organized and maintaining organization so you can become more productive. In addition, Paper Tiger Filing System for document management can help you to get organized and stay organized. If you don’t have an organization system, you are likely to fall back into the same habits and still be as unproductive as before.
In addition, Paper Tiger Filing System software can organize much more than just paper. And it can benefit a multitude of people, whether in your home or office.
For paper files, you would keep all of your physical files, and index them by inputting an item name and relating keywords for each file in the software’s database, so you can conduct a google-like search and be able to find items whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something. No more countless lost hours searching for something or having to recreate it because you can’t find it!
In addition, anything that you can put a number onto, you can index with Paper Tiger, which can help you to organize moving boxes, storage units or sheds, office supplies, collections, books and CDs. You can print labels from the software to label each item and you have a well organized indexing system for knowing exactly where each item is.
Following is a just a sampling of the different types of offices that can benefit from Paper Tiger, in addition to keeping your homes organized.
Parents/Schools:
Keeping track of children is a full time job in itself. Keeping track of important information, school records, doctor’s records, immunization records, as well as other items in addition to caring for children can be almost impossible. The Paper Tiger Filing System can help you to keep track of everything but the children.
Teachers and professors and other school officials can benefit as well to keep track of where all the paper files, books, tests, etc. that are in their care.
Government Agencies:
Government agencies have a tremendous amount of filing. Alphabetizing thousands of names can be time consuming and sometimes frustrating. Additionally, when you have new information to file in a particular person’s folder, you have to search through files that somehow got out of order.
Indexing in the Paper Tiger Filing System software can keep your files more organized and save you time. This can make time management and office organization easier and more efficient.
Financial Consultants, Certified Public Accountants, Insurance and Real Estate Agents:
Financial consultants, CPAs, Insurance and Real Estate Agents also have a large array of items to keep organized. Not only can you keep client folders organized, you can keep documents and other pertinent information organized as well. Indexing your items with the Paper Tiger Filing System software allows everyone on your staff to find files using a list of keywords connected to your files instead of the one or two word title that you would put on the hanging file folder tab. That way, if you or anyone in the office forgets or doesn’t know the name the file is under, it can still be found easily through the keywords.
ADD/ADHD
Keeping thoughts organized is hard enough when you struggle with this condition. At times, it can seem like your entire life is disorganized. The Paper Tiger Filing System can help you to organize everything from papers to CDs. Just imagine not having to spend countless hours searching for something. When you’re constantly trying to figure out how you’re going to consolidate and label everything, and in the meantime, lose track of what you have. As each day changes, so will what you might think is the perfect file name for a certain item, but then when you need to find it, your mind is thinking of a different name that you could have filed it under because you can’t remember exactly where it’s filed. In your mind, there are so many choices for names of items. Now with this filing system software, you can just settle on anything for a title or item name and input as many keywords as you want to your creative heart’s content. You can change or move things without reworking the whole system also.
Paper Tiger Filing System software for document management provides a solution to make it possible to accommodate your changing needs, and can help you to get organized and stay organized.
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Getting organized can seem like a daunting task. This is especially true when it comes to paper filing. Knowing where to start, where to file, and how to keep track of everything is the biggest frustration for those who want to organize their paper files. Anne McGurty of Strategize & Organize says, ‘getting organized is right up there with losing weight for the new year. It’s a great new year’s resolution, however, like dieting, it is a lifestyle change rather than a temporary solution. Now, with Paper Tiger Filing System Software for document management, filing can be easier, faster and more organized.
Let’s face it, getting organized is a pain! As a result, many people put off getting organized, only for the mess to continue to get worse….and the new year’s resolution is once again, off the list, but knowing where to get started can help to minimize the intimidation of getting organized.
Say Goodbye To Traditional Methods of Filing
The first step is to find a better paper filing system. Traditional methods can be confusing, frustrating, and just as disorganized as the mess on your desk due to the problems with alphabetical filing systems such as trying to remember the word or two that you put on the tab, or duplicate files because you’ve forgotten how you filed relating documents previously. Not to mention employee turnover and not being group-friendly, because everyone doesn’t think the same. However, finding the right document management software can help you to access all of your paper files easily, quickly and conveniently.
Paper Tiger Filing System is not just a paper filing system – It is a filing system that can help you to get organized, and turn your filing system into a finding system! With Paper Tiger Filing System, you don’t have to worry about how to label your files. It allows you to file each item by name and give a list of keywords to describe the file. That means no more confusion in the office or at home when someone else is trying to find the file or you have forgotten what you labeled it.
Unlike a lot of other document management systems, Paper Tiger Filing System does not require you to spend countless hours performing document scanning. This means that you keep all of your physical paper files, and index them by inputting an item name and relating keywords for each file, so you can conduct a google-like search in the database and be able to find whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab, which can really take up a lot of time that could be used in better ways. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something. In just a couple of minutes, you are on your way to more organized living.
The Paper Tiger Filing System also has many different pricing tiers. This means that anyone can use the Paper Tiger Filing System. It is not limited to office management or corporate filing. You can label and conveniently file items in your home office as well.
Paper filing is not the only function of the Paper Tiger Filing System - This professional organizer can help you to organize moving boxes, storage units or sheds, office supplies, collections, books and CDs. You can print labels from the software to label each item and you have a well organized system for knowing exactly where each item is. No more countless lost hours searching for something!
Think of all of the wasted time that you have spent searching for lost papers or items. This problem is completely eliminated with Paper Tiger Filing System software for document management. The easy to follow program and amazing organizational abilities makes it one of the most revolutionary time management systems available on the market today.
Choosing a paper management software can help you to get more organized at the office and at home. It can help you to declutter your life and spend less time searching or organizing.
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Do you hate your alarm clock in the morning? There are a lot of reasons that you might dread going to work, but one of the reasons might be because your desk is overflowing with paperwork. If so, then you need to know the secret to happy filing so your day isn’t so dreadful.
People spend a lot of time at work. In most jobs, there’s some form of filing system and very often that’s what makes the difference between happy and unhappy staff. It’s also a major factor in the overall success of the business when you and your staff can find what is needed, when it’s needed, instead of wasting a lot of time searching through stacks.
Paper is a challenge that everyone faces at work and people constantly seek better alternatives so they can be more efficient with their time. Regardless of the size of your company, there are only five different choices when it comes to dealing with paperwork.
This one is a favorite for many overworked staff members who toss everything they can into the trash. We suggest recycling or shredding as appropriate.
Unfortunately, you simply can’t get away with throwing out everything because so much of this paper contains valuable information and is needed, either now or in the future. This means that you must find another way to file these papers.
This is a great option if you have very little paper to deal with everyday, but when stacks of paper start to appear on your desk. Then more stacks appear on the floor, chairs, shelves and any other flat surface you can use, you have a surmountable problem.
If you have your own office, then it will inevitably become very cramped. If you decide to use this rather disorganized system, you’ll waste countless hours searching through the stacks to find specific files or documents that you need to work on. Experts estimate that 150 hours are wasted each year searching for lost items. There must be a better way.
This type of document management system has been used for a long time as it doesn’t require the use of computers. A filing cabinet or set of drop files is the popular way to store files. However there are problems with this type filing system.
Different people may use varying titles and so file duplication can occur. As your company grows, so does the number of filing cabinets or shelves. Then it becomes increasingly difficult to file new material and locate previously filed documents. If a drawer gets too full, everything needs to be moved so that the alphabetical system remains in order. This can be a very tedious task. Lots of time and money get wasted on such an unproductive part of people’s jobs.
Scanning can be a great way to reduce the amount of paper you use. The office doesn’t need as much storage for files because your filing can be more streamlined. This is a great method of filing IF you’re prepared to tolerate the poor quality of some documents and the fact that there are many types of items that can’t be scanned, such as bound documents, contracts that need to be kept in original paper form, etc. Of course, it also takes time to remove staples in a stapled file, and if you miss any, there will be a jam in the scanner to deal with.
Many people keep the originals in case the scanned documents create problems, thus causing double handling to occur and defeating the whole purpose of trying to streamline your filing system. Some have also said that they wind up reprinting more than they would have if they had just left their files in paper form.
In addition, good quality scanning equipment isn’t cheap and can also be expensive to maintain, not to mention storage of scanned documents. Such equipment can break down easily and cause havoc if there isn’t another option to use for your filing.
It’s the 21st century, afterall. Why should you use methods that are cumbersome and costly in terms of time and money? Indexing is the answer!
No longer will you have to waste hours looking for or recreating that lost document. You can simply conduct a search in the software’s database and instantly you know exactly where the searched file is located.
There are many advantages to an indexing system software:
Indexing is the best choice and the secret to a better and more efficient filing system. Try Paper Tiger Filing System Software for Document Management today!
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