Paper Tiger Blog

If you’ve researched “document management systems” on the Internet recently, you probably discovered that most people assume that phrase means only the process of scanning your documents, creating electronic files and managing those files on the computer. That simply is not the case.

While scanning and maintaining image files is one way to manage your company’s documents and paperwork, it’s not the only document management system available—nor is it even the best, most efficient, or most cost effective. Currently, it may be the most widely recognized definition of that phrase, but we hope to change that misconception!

A document management system, in the truest and simplest definition of the term, is a system used to manage documents. Whatever form that system takes.

Remember the traditional alphabetical filing system that everyone thought was the only way to file for hundreds of years? It’s a simplified document management system.

Then came the numerical system, which never quite caught on in the general public, but did fit the bill for some companies. That, too, is a document management system.

And then office managers got smart and combined the two, which is very effective for doctor’s offices and such. Guess what it’s called? You got it. A document management system.

Whatever system you use to manage your files is a document management system by the most simplistic definition. Does that mean the way you manage your files is the most effective, most efficient or most cost effective method? Not necessarily.

If you go back to that search engine and research the most economical document management system, you may be surprised. One of the largest hidden costs many businesses face is the cost associated with managing the paper in their offices.

Anyone who has ever dealt with office filing realizes what a chore it is. You must not only to decide how to file a document, but where, and then find a location in the proper sequence for the file. In addition, you must be able to quickly locate the file when it’s needed again. The labor costs alone can add up in a hurry.

For instance, let’s say it takes a $15 per hour employee five minutes to walk to the filing cabinet, search for and locate a needed file, retrieve the information required, replace the file, and return to her desk. If she must take the file with her to gather additional information, she will then need to return to the file cabinet and replace the file as well so the time may be longer, but five minutes is an easy figure to work with.

Assuming she handles a mere five files a day—and many employees handle many more!—that’s a total of over 108 hours every year that one employee spends filing. At $15 an hour, that costs the company over $1,600 a year—for filing! Double that to ten files per day, and those totals jump to 216 hours and $3,200… For one employee’s time filing! (And how many employees do you have?)

With a computerized file index like The Paper Tiger Document Management and Filing System software, that employee could locate the needed file before ever leaving her desk, which would reduce her filing time considerably. Add to that the convenience of being able to place a file in the next open filing slot without the need to rearrange files, or squeeze in “just one more” folder, and you’ve got a much more efficient and cost effective document management system.

Such a document management system would also eliminate the costs associated with lost documents that must be recreated when they can’t be found. Some experts consider this can cost up to $250 per file!

Remember that scanning system that everyone seems to think is the only computerized method for filing available? Not only does it not save time—we’ve all suffered the “What did I call that document on my computer? Blues,” and spent hours trying to locate a file—but that system can run into thousands of dollars to implement.

By the time a quality scanner and additional disk storage space are purchased, added to the cost of employee labor, the price to implement such a system can be prohibitive. Not to mention its sheer bulk and lack of efficiency.

So, what’s a company to do?

Try The Paper Tiger Document Management and Filing System Software!

Not only will the easy-to-use computerized document index allow you to locate files quickly and easily with a simple keyword search, but the ease of implementation is incredible.

You can start with as few, or as many, of your files as you like by simply creating your index and printing the accompanying labels. Then, as you add new files, simply add them to your index and you’re on your way to a more efficient and cost-effective document management solution.

The Paper Tiger is the most efficient, cost effective, and convenient document management system you can find. Download a free trial today and see if you don’t agree!

Following is a list of updates and enhancements made to Paper Tiger Online since inception, except for minor fixes.

This article by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert, gives us some of the reasons we procrastinate, but also some great secrets to keep us from procrastinating so we can be successful with our goals. Filing is one thing that is a big reason for procrastination! If you don’t have a filing system that will help you get the job done, try Paper Tiger Filing System and Document Management Software. This filing system will not only help you file better, but will also help you find the files when you need them!

Learn 5 Secrets to Put Procrastination Off Until Tomorrow!

“I can’t help it! I was born to procrastinate.” That was the statement I heard when talking with a new client about a week ago.

So I asked her, “Are you happy with your procrastination? Does it serve you well?”

“No!” she exclaimed. “That is why I called you. I’m missing important deadlines and my co-workers and family are fed up with me.”

Do these statements resonate with you? If so, then keep reading. You can overcome procrastination if you learn a few simple secrets. Sometimes procrastination (putting an activity off until a later date) is necessary — like when a higher priority item comes up that you have to work on. However, if procrastination becomes a habit, trouble often follows. Start by understanding that there is nothing genetically or inherently wrong with you. So far, scientists have not found a procrastination gene! That is good news because it means it is a habit you can kick.

Why do we procrastinate?

There are a number of reasons we procrastinate. Let’s go over a few and how you can overcome them.

1. Not understanding your priorities will have you spinning in circles

Do you know if you are working on the right things? Do you find yourself jumping from one project to another? Often we procrastinate because we waiver on what we should be focusing on. One day it is one project and then the next day a different “bright shiny object” comes into view and we switch off to that. We are so busy jumping from project to project that we never really complete any of them.

Try This Instead: When a new activity or opportunity comes up, evaluate it against the other things you’re doing and determine how it fits into your overall plan. Ask yourself the tough question: ‘will you really take action on something right away’. ACTION is the key! Only take on those projects that you can DO something right away.

2. Perfection is the enemy of progress

No one is perfect and the desire to be perfect will derail your progress – you loose the focus to be successful. Don’t get me wrong. Having a detailed focus and an attitude for a “job well done” is excellent. However, there is a line we should draw when things are “good enough” to be tried. When you spend too much time on a particular task, it never gets completed and other activities suffer too. Taking action is better than not taking action. If you take action you get feedback and know where you can alter for improvements. For example, if you wait until you have a perfect plan for working out and eating right, you will never lose the weight you want to lose. If you don’t lose the weight, you may experience greater health issues.

Try This Instead: Use the 80/20 rule. Be “good” for 80 percent of the time. The logic: If you follow the new exercising/eating plan 80 percent of the time, then you’re 80 percent closer to your goal than the previous day! (The glass half-full focus.)

Remember – life is full of imperfection. Yes, it is important to give your best to achieve the possible best. But, not everything has to be perfect to produce the best outcome. Imperfection is better than perfection if something is actually getting accomplished!

3. Fear of failure only frustrates

This one ties closely to the item above. Taking action means making a change and possibly failing. Most of us don’t like change. In fact, most of us are terrified of change either consciously or unconsciously. “Failure is not an option” is a phrase we have heard all too often. But then, if we never tried, how would we know whether our effort has paid off or not, right? Exactly! Fear can be good when it helps us think though alternatives to a difficult problem. However, frequently we take it too far and this is where procrastination comes in.

Try This Instead: “Its Not Change it is an Experiment” – I love this concept. By thinking of your project as an experiment, you can get past your analysis paralysis and get your projects live. Then, as you learn things, you can make modifications. Now, go take action and let me know how it goes!

4. Understand the real time it takes to do tasks

We often put things off because we think something will take longer than it really will. “I just don’t have time!”

Try These Instead:

Play Procrastination Attack! Beat the Clock. Pick a time frame – let’s say 15 minutes – where you know you can focus on a task and get as much done as you can in that time frame. You’ll be amazed at how much you can accomplish!

Sit in a chair and do nothing. Sit still —- very still! Do not read. Do not listen to music. Do not watch T.V. Do not talk to anyone. Do not do anything! Just sit very still and do nothing. After about 10 or 15 minutes, you will get very uneasy. You will start to be aware of each precious minute passing you by while your goals are not being accomplished. Before you know it, your motivation will be reactivated and you’ll be off and running!

5. Eliminate the excuses that are holding you back

A few days ago I wrote a post on re-writing your own story. Many of us go through life with set beliefs about ourselves that are just not true. We so strongly believe in those stories that we make excuses for not getting things done.

Try This Instead: Take a long, hard, realistic look at the reasons that you are telling yourself and make sure that they “hold water.” If someone else told you the same reason, would you think the reason was sound? If you have stories that you tell yourself that are not really valid, rewrite them!

The Final Word

When dealing with procrastination it’s important to realize the difference between a rational decision to postpone a task and an irrational one with no rhyme or reason. Most people get confused between these two and then they procrastinate. You can easily end procrastination when you see that in most cases your decision to postpone an important task carries no logic at all.

Whether it is writing a chapter in a ‘how to’ book, cleaning your kitchen, or doing a blog post, you should try to do something each day. This is action. These small actions will bring big results overtime. Acknowledge your feelings. Even if you’re afraid of putting yourself out there, it doesn’t mean you have to allow these feelings to take over. Just allow them to be there and focus on what you have to do. This is powerful if you learn to use it.

What do you do to beat procrastination? Where do you struggle? I’d love to hear your thoughts and tips! Share them in the comment section below. Like what you have read? Please share it with others!

To your success!
Steph

Reprinted with permission

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

While the term “document management” is becoming more common, to many business owners and employees, the term may still be confusing. Is it simply filing? Is a filing system only a matter of filing paper in a file cabinet? Does it involve other aspects of documentation and handling of paperwork? What exactly does this mean?

According to Wikipedia, the phrases document management and document management systems are fairly interchangeable. While the former is the act of managing documents, the latter is the system used to manage them.

In the broadest sense of the term, such a system “can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices.”

Location

This takes into account where documents will be stored, whether in a physical filing cabinet or indexed in a database.

Filing

An effective filing system will determine how easy a document is to find once it has been filed. This involves the methods used to actually organize and index documents, and to aid in locating and retrieving them when needed.

Retrieval

This encompasses how filed and stored documents will be located when needed. This can involve browsing through physical file cabinets and file drawers, or searching computer software, or a database for information. The speed at which files can be retrieved is a critical concern of any document management system.

Security

How secure are your files and documents? Safeguards must be in place to prevent unauthorized employees, or even outsiders, from accessing or damaging files.

Disaster Recovery

While it’s not something anyone wants to think about, every business should have a disaster recovery plan in place in the event of a catastrophe. Do you have a duplicate copy of important documents? Do you know where they are? Keeping an index of file locations, for instance, in a separate location from your original is a valid plan for protecting important, and potentially irreplaceable, paperwork.

Retention Period

While large companies typically have a records management system in place, even small businesses and one-person offices should be aware of how long various types of files must be kept and why.

Archiving

Preserving important documents and ensuring they’re readable in the future is another vital aspect to consider when planning your document management strategy. While it may not seem important now, as a company grows, archival and historical information will become more valuable, if only for the sake of posterity.

Distribution

Ensuring company documents are easily accessible to employees and clients who need the information they contain is one of the most essential aspects of managing paperwork properly. Understanding the needs of your business, and having a plan in place to provide needed access to files will alleviate a tremendous amount of stress, not to mention that it will create a more efficient work environment for everyone concerned.

Workflow

Some documents, by their nature, will need to pass through a number of hands during their time in the office. An efficient and well-understood procedure for managing their flow is vital to office productivity.

Creation

In most businesses, anyone and everyone can create a file for a variety of reasons. Determining who creates files, how they’re created, and the logistics of managing file creation, is important for a well-run office. This is particularly true when several people are involved in managing files, or when version tracking is an issue.

Authenticity

Deciding who is responsible for verifying a document’s authenticity and ensuring that copies are clearly noted as such is another aspect of managing a company’s paperwork, and one that is often overlooked when initially setting up a document management system.

It’s easy to see that document management, and document management systems, are much more complicated than many business owners and employees realize. Paperwork is the backbone of any business, however, and properly managing its flow, use, retrieval and storage is critical to successful business operations.

The Paper Tiger Document Management and Filing System Software is the perfect solution for helping your company—regardless of size—do just that. So now that you better understand what’s involved in the process, contact us today and let’s discuss your document management needs and how we can help you effectively control them.

By Denise Landers
Denise is a Productivity Expert providing Time Management Training and Productivity Consulting and a Paper Tiger Expert

No matter how electronic (translated as “paperless”) we claim to be, I find that 95% of my clients and audiences are still struggling with stacks of papers. So many people still are not aware that there are ways around the traditional filing system, so I’m going to present my system of choice as a start for your research.

You have three types of files that you deal with every day:

- Daily Action: Things you still need to do

- Project Files: Active folders that are ongoing for a specific period of time

- Reference Files: Nothing more needs to be done on that item, but you want to keep it for possible future reference

The strength of The Paper Tiger Document Management and Filing System Software relates to the last type of file. Whether you are dealing with your own files within your office space or with a company-wide document management system that encompasses rooms of file cabinets, The Paper Tiger can help. It provides you with the two required features of a strong filing system:

1. You can find anything you need, whether it is six months from now or five years from now, and you can find it within seconds!

2. You can quickly tell someone else how to find the required material.

Whenever I tell people that The Paper Tiger is a software program, they immediately think of a document scanning system. However the program itself simply catalogs your paper documents, and the computer then uses its vast search capabilities, to pull up your keyword and point you to the correct folder.

With a program of this type, you eliminate many of the factors that make filing difficult:

- What do I name this so that I can remember how to find it? Call it multiple names, listing anything you might possibly think of when trying to locate the document again.

- I don’t have the right colored folder. We often use colored folders as one way to categorize our files in the hopes of narrowing down our search later. This is completely unnecessary with the software.

- I don’t have time to create a tab for a file. Your file folders are numbered and can be made up in advance. Filing a new item simply becomes a matter of dropping it into the next open folder.

For more information on features of The Paper Tiger Document Management and Filing System Software, please visit  Key Organization Systems, or of course, The Paper Tiger.

More articles by Denise Landers can be found on her Key Organization Systems blog

It’s the second decade of the 21st century, and never before has document management been so important. Having a superior filing system that can easily be accessed by everyone from the smallest business owner right up to the CEO of the largest corporation, as well as government officials and non-profit workers is vital. It’s the only economically sound way to keep a successful operation running smoothly, both now and well into the future. The Paper Tiger Document Management and Filing System Software provides the perfect solution.

Currently, it’s estimated that 75 percent of organizations outsource between one and five major office filing activities. These include document imaging, printing and copying, mail and shipping, fleet management and records management. A third of these organizations aim to outsource even more of these processes within the next two years. Some reports say that document imaging has the greatest impact on reducing cost and improving productivity, but document indexing has proven the most viable solution.

Leaders in the field continue to look for systems to manage the ever-increasing paper trail, from the document creation to file cabinet, then to archive or destruction. Many different people in various departments handle data contained within files, which means that tracking information is no longer the responsibility of a single employee.

All of this involves processes that are often regarded as cumbersome and annoying, especially when a large number of records are being stored, whether in paper or digital format. A specialized document management indexing system that combines all of these variables into one manageable, standardized process across all departments within an organization is the ultimate solution. Until now, the most logical means for locating such a system has been outsourcing.

Unfortunately, in many cases, there are problems with poor customer service and performance standards when document management is no longer handled in-house. Outsourcing can also lead to job losses, which isn’t healthy for a flourishing business.

The best solution for paper filing and document management, then, must meet the following criteria:

• the filing system must be user-friendly for everyone, from the daily temp to the CEO;
• free, all-encompassing training must be available for the document management software;
• all stored documents, including those in archives, need to be easily located;
• files must have the flexibility of being added to without undue fuss or hassle;
• a hard copy backup of all file locations and a master of the filing system index must be available in the event computers are offline;
• such a filing system must be economically viable for the company;
• the document management software must be upgradeable with advancing technologies;
• the software provider must have a solid track record of performance;
• the software itself must have a proven track record in widely different organizations and circumstances;
• the system must be capable of being fully integrated into the current filing system with a minimum of time and effort;
• work can be done in-house which reduces or prevents the need to outsource;
• the document management system must be flexible enough to operate in different countries.

The Paper Tiger Document Management and Filing System Software offers a revolutionary document management system that meets every requirement on this list.

This document management software is user-friendly and easy to master. The Paper Tiger standardizes document management and filing throughout an organization using a numerical indexing system, instead of the traditional alphabetical format where people can file things in all sorts of confusing ways.

Content is being created in more formats from more places than ever before. The Paper Tiger is flexible enough to handle any format a company might use. Although it won’t replace all of the filing work, it reduces the time involved in filing and document management considerably.

Because organizations are constantly working with strict budgetary guidelines, they’re always looking for ways to save money. The Paper Tiger is the perfect solution. It’s affordable, and because it streamlines paper filing, it uses resources more efficiently.

Today’s workplace is far different than what it was 20 years ago. Today, approximately 90 percent of company documentation is electronic. However, because records must be kept for an extended period of time, electronic and hard copy filing must be merged into one standardized, indexed system capable of handling both formats.

The Paper Tiger Document Management and Filing System Software is a true leader in the field of paper filing and document management and will continue to provide excellence for its customers as technologies and needs change, now and in the future.

While most professionals realize that file management is mandatory to keep their businesses organized, they hate the actual task of filing paper. Often, these same professionals procrastinate more in developing a document management system than in any other task in the office. This applies to supervisors, business owners and office employees alike. Filing has a bad reputation in business.

The main reason is because it’s time consuming. Add to that, not knowing how to file specific documents and then locate those same files again when needed, and this serves only to reinforce this negative mindset. An efficient and organized file management system is mandatory. So what’s the solution?

The Paper Tiger Document Management and Filing System Software!

This document management software makes filing easy and much less time consuming. Those who have converted to document indexing using The Paper Tiger software have discovered just how simple and efficient this filing system is. And they rave about how it removes the dread from the task of filing! Once the software is installed and in use, the procrastination associated with managing files and paperwork in the office flies out the window.

Less procrastinating means more work accomplished. Employees will be more productive, which will make them—and you—happier and more content.

Organization is required for any business to function properly. Sadly, many office workers still believe the only way files and documents can be organized is to keep them all in one location. With The Paper Tiger, that simply isn’t the case because the software provides the organization. To add new files, you simply place a new folder behind the last one in the drawer or file box; label it accordingly in relation to your keywords input into The Paper Tiger, and you’re good to go. It works like a search engine for your paper files! You’ll immediately spend less time shuffling paper and more time being productive.

No more struggling or wasting time moving files around from one filing cabinet to another so you can squeeze one more folder in. No more wasting time trying to decide where the file is when you need it. No more reorganizing an office to fit in another file cabinet, when there is plenty of space in another room. Files no longer have to be near each other to keep your file management functioning properly.

Some business owners and employees think scanning is the best way to manage their files in trying to create a paperless environment. But consider this…

1. What happens if you scan a file, dispose of it, and then realize you’re missing important documents that didn’t scan properly?

2. How much money will you have to spend on a scanner with enough speed, efficiency, and quality to justify the cost of this filing system?

3. What will you do if your computer crashes and you don’t have a backup?

4. How will you name your files so you’ll be able to easily find them later?

5. How will your computer handle the files as space becomes limited or programs change?

These are just a few of the many questions that you’ll need to answer before using a document management scanning system. The concerns are many and can impact your business in ways you may never have considered.

When you use The Paper Tiger filing system, however, you’re putting your computer to work for you. Not only will you have a computer index of all your files, but a paper copy as well. You’ll still have the originals of all your important documents.

Companies who have been in business for decades often struggle with their document management system because it was created back when the company began. This can cause problems never imagined. Certain files must be kept forever. This can be a challenge, to say the least, when the business has been around for many years.

Some business owners may be concerned they can’t learn to use the software and may feel an indexing system only works for small businesses that don’t have many files. Or they may think it only works for businesses whose files are all housed in one location. This really isn’t the case. Worldwide, associations, large companies, small businesses, schools & colleges, government agencies, healthcare providers, non-profit institutions, religious institutions, as well as individuals, have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!

The Paper Tiger Document Management and Filing System Software works with as many files as you have to manage and it’s so easy to add or remove files, that it’s truly the best solution for a business of any size. The system works well for businesses with different locations as well. The software will manage files wherever they’re stored, making it a perfect solution for any business, regardless of what they do, or how big or small they are.

The Paper Tiger may not take all the work out of filing and document management, but it will save you time in maintaining and organizing your office documents. The fear that it will take too much time to get it all done is probably the biggest reason for procrastinating where filing is concerned. The average businessperson wastes over 150 hours per year just looking for lost information! Let The Paper Tiger Document Management and Filing System Software tame your files and you can alleviate some of the stress that comes with developing a more effective filing system while running a well-organized and more efficient office at the same time!

Do you have trouble taming your stacks of paper, paper piled on the floor, chairs and desks, drawers full of paper? These are just a few of the many reasons why a company needs an efficient filing system in place. Filing can be a huge task. And even though we keep it on our daily to-do lists, it’s often put off simply because it feels like such a chore and it’s something we hate to do. We procrastinate, hoping this “paper tiger” might go away. But, of course, it only roars more loudly when we try to ignore it!

There are ways to make this task seem easier and more manageable, however. Sure, you can give the task to a subordinate, or a file clerk so you don’t have to do it personally. While this is good for you, the negative aspect is that the task itself is still there waiting to be done—even if by someone else.

There is a better way. It’s by using a filing system that’s not as difficult to manage as traditional systems, and one that doesn’t feel like such a chore. That system is The Paper Tiger Document Management and Filing System Software.

Here are just a few of the benefits of using a paper filing indexing system to tame the paper in your life.

1. Most of us procrastinate when we have something to do that we don’t enjoy. With The Paper Tiger, you don’t have to worry about procrastination because, truly, you won’t mind filing. It will lessen the amount of time it takes to keep your files in order, and in just a short time you’ll be done and ready to move on to the next task.

2. The Paper Tiger makes dealing with paper, in general, easier. No more huge stacks of paper all over the office. Since you know the process takes only a few minutes of your time, you’ll get to it and finish it right away.

3. Since the software is so easy to use, you’ll have a lighter load when it comes to training others to use it. Anyone will be able to manage their office filing better. Assistants will be able to easily direct others to files they need. And they’ll be spending much less time filing, which will free them to accomplish other important tasks as well.

4. Sharing office files has never been easier in your business than with The Paper Tiger! You can share access to files, and the search function in the document management software allow others to quickly find documents they need. Then once they find the files they’re looking for, all you have to do is slip them back in place when they’re finished which saves everyone time and stress.

5. The Paper Tiger is a great help in maintaining document management retention policies. It helps you track every file and document in the office and creates reports for you to review to determine when it’s time to dispose of unnecessary paperwork. This will help you keep less paper and will help you know what to destroy when it’s time to do so.

6. If state or local government regulations, OSHA, DOT, or similar agencies govern your business dealings, The Paper Tiger can help keep you in compliance. You will be able to find necessary files quickly and easily. It will help you stay organized so files are easy to dispose of as well.

7. Organization is priceless when you run a business. The Paper Tiger will help you organize your filing system and paper trail in such a way as to save you time and money, which will in turn, help you to be successful in your business—whatever that is.

8. The program can be used by any size or type of business. It can be adapted to any company’s need since it’s not designed for only one type of business. It works perfectly in every industry.

9. The Paper Tiger is designed for on-site employees, but it can work just as well for Virtual Assistants. If your business uses a Virtual Assistant, she can help you set up the software for your document management and filing system needs and help you locate files when you need them.

10. Allowing other departments within your business to use the software is an added benefit. No more worrying about keeping files separated by location. You’ll be able to find any document you need with ease. In fact, the entire company can use this system and never worry about losing files because the program is designed to protect against that happening.

Please go to our website to understand better what is The Paper Tiger and the benefits and features of implementing this office filing system.

No matter what kind of business you run, you’ll see greater success when you manage your paper flow better. Finding the files you need can make or break your business at times. The Paper Tiger can ensure your company does a good job taming its “paper tiger.”

The Paper Tiger Document Management and Filing System Software can keep your business organized, running more smoothly, and save you time and money. Don’t let procrastination or lack of knowledge about the benefits and joy of using this software prevent you from setting up your successful filing system today!

Filing is something that most of us hate to do, but an efficient filing system is necessary to run an efficient office. Filing can be time consuming and it does require space. But it also requires proper document management. What happens when you look for a document that was filed several months earlier and you can’t remember how it was filed? An efficient document management filing system eliminates the stress and expense associated with lost or poorly managed files.

A system for paper filing is important, especially, when you have more than one person who handles filing. When one employee uses different keywords than what others use, you can literally spend hours searching for the documents you need. Sometimes you find them, and other times you don’t. This could mean you have to recreate or duplicate work.

It doesn’t have to be this way!

The Paper Tiger Document Management and Filing System Software offers a filing system that can save you time and money every day of the year. This document management system uses technology you already have available—your computer—which you may not even think of using to manage your files.

Typically, you’re limited to a few keywords on a standard file because file labels are so small. This can cause problems when you search for a file if you couldn’t fit all of your keywords on the label. Often, you have to choose between two or three keywords when you really need more. What happens if you don’t use the right keywords? Of course, you won’t be able to find the document later, or at least not quickly.

With The Paper Tiger, that isn’t the case. You’re able to use as many keywords as you want, so you never run the risk of not being able to find a document you need. You can update keywords any time you choose by adding more words as your business changes.

Once your keywords are entered, you’ll have the ability to use the search function that’s built into The Paper Tiger software to search for whatever you need. When you find the correct file, you’ll see the location and immediately be able to access the file with no hassles and no long, drawn-out paper search.

The Paper Tiger Document Management and Filing System Software offers a powerful training program as well. Easy-to-understand videos teach you everything you need to know about the software and how to use it. No more struggling to train when you hire a new office worker to manage your files. The Paper Tiger training and learning resources are accessible anytime you need them. New employees simply watch the videos and they’re good to go!

One of the biggest advantages to using The Paper Tiger Document Management and Filing System Software to manage your filing system is the built-in reminders. Do you have files that need to be archived or destroyed after a certain amount of time? The built-in reminders can be set to notify you when the time arrives. This is a convenient and important function for busy employees and for company document management retention guidelines.

Printed reports are a great tool for executives who are away from the office. Simply print a file report, then when you’re traveling, you can pull out the report, locate the file you need, and call the office to have your assistant or another co-worker pull the file for you. What could be easier?

The Paper Tiger Document Management and Filing System Software also makes it easy for more than one user to access the program. Your assistant, supervisor, or manager can access your file report as easily as you, which saves time and helps the office run more efficiently. In addition, The Paper Tiger Network edition is designed to allow multiple users to have access to the same database in a networked environment. The Paper Tiger Network is licensed one per computer/user.

The Paper Tiger software utilizes an indexing system that eliminates the need for “file shifting.” You simply add a file behind the last file you placed in the drawer and you’re set. This saves a considerable amount of filing time because you never have to move files from drawer to drawer, or cabinet to cabinet. It can also prevent files from being damaged or lost during such a move.

The unique features of The Paper Tiger Document Management and Filing System Software allow you to utilize the software for practically anything you file. Regardless of the type of business you run, the Paper Tiger can help you handle your files more efficiently. For instance, you can file and manage:

1. Inventory
2. Manuals
3. CD’s
4. Books
5. Passwords
6. Software

For more ideas, see our article on “The Many Uses of The Paper Tiger”

Pretty much anything you can number, you can Paper Tiger! This powerful filing system software is designed to adapt to almost any business filing need.

If you’ve ever spent hours searching for a file, or stored files in an offsite location only to never be able to find them again, you need to try The Paper Tiger Document Management and Filing System Software. This document management filing system is designed to meet the filing system needs of home offices or businesses, large or small. It’s easy to install and will continue to meet your office filing system demands—both now and in the future.

If you run a business governed by OSHA, DOT, or another regulatory compliance agency, you know how important it is to maintain the proper files and keep them easily accessible. If an audit should occur, it’s troubling to think of what might happen if you don’t have the necessary documentation available.

For instance, what if you’re in the middle of an audit and you can’t produce the documents requested? Your company could incur steep fines and potentially be in serious financial trouble. Any fines can be detrimental to your business.

If you have all the necessary documents, however, the best way to locate them when needed is by using a filing system that allows you to search for any document quickly and easily. The Paper Tiger Document Management and Filing System Software is an indexing software that is the ideal solution.

Many people think a color-coding file system works best, but that typically isn’t the case. Color-coding doesn’t allow you to search for files like a computerized index system does. When you’re looking for an important file, you need a system that allows you to find the file quickly, rather than trying to remember what color file you’re looking for.

When you’re rushed or in a hurry to find the right file or documents, the easiest way to do so is to go to the computer, type in a keyword, and have the file location information you need displayed on the screen in a few seconds. That’s what The Paper Tiger does.

Setting up an indexing file system to ensure your regulatory compliance is never difficult with The Paper Tiger Document Management and Filing System Software. Simply input the keywords for each document so that when you’re looking for a file, you’ll be able to access the information easily when the time comes. If you take the time to enter all the necessary keywords up front, you’ll spend less time looking for the files you need in the long run; and you’ll have a much better chance of having the right information on hand, should—heaven forbid!—that dreaded audit take place.

When you enter every possible keyword in your database to begin with, you’ll never have a problem finding the documents you need, regardless of which keyword you search for. This makes finding any document easier, and you’ll find information much quicker than with a traditional filing system.

With an alphabetical filing system, for instance, you’re only able to label the file with a few keywords. This can cause problems if you forget which words you used, or if something changes within the business and you forget to change the file.

If you keep files in multiple locations, you may create duplicates and copies of all the papers in the file to store them in different locations. Not only does that take up more space, but you run the risk of losing important documentation or keeping files that should be thrown away.

When you’re dealing with regulatory compliance agencies like OSHA or DOT, you have to be careful to keep certain information. You must also be careful to eliminate certain information, and file everything properly as well. When you use a traditional filing system and are forced to keep multiple files, you run the risk of forgetting to destroy documents that could cause a regulatory agency to issue a fine. It can quickly become a complicated situation.

Using The Paper Tiger software to manage your document indexing and file system, eliminates this problem completely. You’ll know at a glance where every file is, and you can use the Action Date section, which will make it easy to determine which files to destroy—and which to keep. You’ll never have to worry about duplicate content, or about not being able to find information you need before it’s “too late.”

Regulatory agencies require files to be handled in a certain manner. When you use The Paper Tiger indexing system to manage your files, you’ll be able to handle those requirements much easier than with any other type filing system.

Adding new files is a breeze with The Paper Tiger document management and filing software indexing system! You never need to worry about keeping files in chronological or alphabetical order. Trying to insert new files into an overcrowded file cabinet becomes a difficult task in a busy office using a traditional file system. You have to struggle to squeeze in new folders and move others around to make everything fit. That’s never an issue with The Paper Tiger Document Management and Filing System Software.

You simply place your files behind the others in the file cabinet and label them accordingly. When one drawer fills, you move to the next, and on it goes. This system works like a charm and you’ll always be able to find files and documents with ease, which is critical—especially in the case of an audit!

When managing regulatory compliance files, in particular, you’ll find it’s much easier with a document management indexing system like The Paper Tiger. You’ll spend a lot less time searching for files, which could save your company a lot of money by safeguarding against fines due to lost, misplaced, or outdated documents in the case of an audit.

Whatever your document management issues, Paper Tiger Document Management and Filing System Software is the ideal solution to help you control the paper flow in your company.

Some businesses have so many files that they must consolidate at times. They may have rules that state that files can be moved to basement storage periodically, to an offsite location, storage shed, or a corporate storage location. When this happens, how do you handle the filing on those still important, yet archived, files? Let’s consider…

1. Basement Storage

Whether you store your files in a file room, unused office, or a basement storage room, you need to keep track of them with your filing system. Some people may think you can’t use an indexing system with archived files, but that’s far from the truth.

Document management via an indexing system makes more sense now than ever because your files are farther away from your “regular” office space. This means you’d have to go further to find the files you need, which of course takes more time and creates added expense.

When you index archived files in remote storage areas, you’ll be able to search the Paper Tiger database to find where the file is located, then go right to the location, pull the file, and be able to get back to work with the file in hand. Then you can quickly return the file to the same location when finished.

An indexing system handles the information required so you know which files are in the basement or other storage area compared to the file room. There’ll never be confusion as to where a file is located with an indexing document management system.

2. Offsite Storage Location

Offsite storage locations can be different than other storage areas. The main reason being you don’t have the ability to easily browse where your files are in those storage facilities. Using indexing to manage your documents stored in an offsite location, you can manage these files the same way as any others. Note the location of the files, add keywords to help you index them and file as needed. The hardest task then will be beating the traffic in your drive to find a file.

3. Storage Shed or Unit

Some businesses use storage units either on location or within a locked gate at a different facility. With this type of storage, you’ll want to use shelves so archived file boxes aren’t directly on the floor. Shelves will protect the files and still allow you to use your indexing file system easily.

For best results, mark each shelf so you’ll know specifically where boxes are located. You can, of course, use file cabinets, but you might not want to purchase new cabinets when you move files to archived storage. Metal shelves will work just fine while still allowing you easy access to your documents.

4. Corporate Storage Location

At times when corporations have small divisional offices, they may not have the room to store archived files, and they don’t want to send them to an offsite storage location. In this case, those files may be sent to the corporate office for safekeeping.

When this happens you can use the same indexing system you’re currently using, even though the files aren’t in the same location. You manage it the same way you would with any other offsite storage location. Simply note the location, the box number and keywords in your index file and you’re good to go. Document retrieval is a cinch, regardless of where your files are stored.

One advantage with corporate storage is that you will typically be able to contact someone in the corporate office and ask them to send you any files you need without you having to make a trip to the office. With another offsite storage location, that wouldn’t work, of course.

At times businesses may run into storage problems and will need to move files around to accommodate space or a change in facilities. Using an indexing system for your document management needs will make this an easy transition and still allow you needed access to your files.

Whatever method you use to archive files, be sure and use the Action Date function in Paper Tiger to remind you when these archived files need to be pulled and destroyed based on your company’s records retention policy. If you don’t already have a records retention policy, see our ‘Retention Guidelines: How long should you keep records?‘ articles that might be helpful to you.

Try Paper Tiger Document Management and Filing System Software today and see for yourself!

(Professional and Network Editions Only)

The Paper Tiger Document Management and Filing System Software is equipped with a Spell-checker that will check the spelling of an item’s text as you enter it into a database. The Spell-check operates automatically in all fields in Wizards and the Browser.

Note: The Spell-checker runs automatically. If you wish to disable the spell-checker, click the Disable Spell-checker checkbox in the General tab of the User Preferences.

In Wizards, the Spell-checker checks the contents of each field as you “tab” out of it. In the Browser, the Spell-checker checks the contents of each row just prior to a row update.

The Spell-checker has an options menu that allows you to choose what options you would like The Paper Tiger to use when checking your entries.

To change Spell-checker options, follow these steps:

1. Select Spell Check Options from the View menu. The Spell-checker options dialog is displayed.

2. Select or deselect options by clicking on the proper box next to an option.

3. Click the OK button. The spell-check options are set.

This section describes the options on the File menu and how you use them to maintain your filing system database. To access a menu option, select File from the main toolbar. Then select the menu option.
Creating a New Database
You may wish to create a new database to keep files separate. For example, you might have a Home database and an Office database. To create a new database, follow these steps:
1. From the File menu, select New, then Add New Database. The name select dialog is displayed.
2. Type the name for the new database.
3. Click OK.
Opening an Existing Single User Database
To open an existing database, follow these steps:
1. Select Open Paper Tiger Database from the File menu. The database select dialog is displayed.
2. Select the database you wish to open from the list of databases. The database is opened. Only one database can be opened at a time.
Closing the Current Database
You may wish to open a different database than the current one. For example, you may have your Office database open and wish to open your Home database. To do this, you must close the database that is open. Select Close Current Database from the File menu.
Importing From a Database
(Professional and Network Edition Only)
The Paper Tiger allows you to import information from another database or text file into one of your locations rather than typing it in. There are two different means by which imports can occur:
Text File or Another Paper Tiger Database.
To Import from a Paper Tiger Text File (Comma Separated Values or CSV)
Text files are generated by exporting from Paper Tiger using the Export function. The file is a CSV File and is a text file that adheres to a specific arrangement of keywords separated by commas. Follow these steps:
1. From the main screen, click on File and Import
2. Make sure Text File is selected from the Type of Import area. (Top Left)
3. Click on Browse to select the CSV file you wish to import from.
4. If you successfully loaded the CSV file, a list of locations from the file should appear in the box below. Pick the locations you wish to import from or simply click Select All.
5. Select which fields you wish to import (top right) then select where you wish the imported items to go. There are three Import Destination options:

a.) Use Import Location – based on the location name from the import file, a new location is created if it does not exist. Otherwise, the data is imported into the existing location of the same name.

b.) Select Location to Import Into – pick a single location to put imported items into.

c.) Enter New Location Name – specify a single new location to put the imported contents into.
To Import from a Paper Tiger Database
1. From the main screen, click on File and Import
2. Click on Another Paper Tiger Database
3. Pick from the options listed in the database list.
4. Select which fields you wish to import (top right) then select where you wish the imported items to go. There are three Import Destination options:

a.) Use Import Location – if the location exists, it drops the files into that location, otherwise, it creates the location

b.) Select Location to Import Into – pick a single location to put imported items into.

c.) Enter New Location Name – specify a single new location to put the imported contents into.

If you are seeking to import from an earlier version of PT, see the Database Conversion page.
Exporting From a Database
(Professional or Network Edition Only)
Exporting can be useful if you wish to merge data from separate databases. Version 4.0 brings fresh, robust utility to Paper Tiger, meaning that exporting and importing is easier than ever. Simply export the data you wish to move to a new database, and then import it into that database. To export data, follow these steps:

1. Click on File and then Export.
2. Choose which locations you wish to export, or simply choose Select All.
3. Select where you want to export the file to and what you want to name it.
4. Click the Export button.
Converting an Old Database
Databases from older versions of The Paper Tiger will not work with the new version 4.0. Old databases must be converted to work with the new version. To convert an old database to the new version:
1. Select Convert old Database to 4.0 from the File menu.
2. Select the database you wish to convert. Click the Open button.
3. A new window opens for choosing the name of the new database file.
4. Click OK. After the conversion process, a message will assure you that the database is converted.
(Depending on the amount of data in your previous database, the conversion process can be lengthy)
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If you have a new 4.1 installation and have your old .PTD backups, you can import them by going to
“File > Convert Data > Convert Release 3.0 or Older Database”.
You can find version 3 or older .ptd file: Program files > The Monticello Corporation > then look for the .ptd file

If you are converting the databases to a 4.1 network installation, you will have to be signed in with your Administrator Password.

Also see this knowledge base article to see the Database Manager functions and screenshots: http://www.thepapertiger.net/DownloadManager.aspx?Topic=1002