In this webinar, Anne McGurty, productivity expert of Strategize and Organize, presented an overview in how to manage your digital and paper worlds, giving statistics and showing problems that people have in finding their information, whether it be digital files or paper/physical items. Anne demonstrates how to upload files to Google Docs, and how Digital Tiger, powered by Google Docs, will work and, using just one search to Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
We also showed screencasts for connecting Paper Tiger Online to Google Docs thereby activating Digital Tiger, in addition to scanning with the ScanSnap 1500, how quick and easy it is to scan and upload to Google Docs.
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.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: Do you offer person to person training?
A: Yes Anne McGurty offers personal training. Please contact her directly for details of her current offering.
Q: Not a question, but just an FYI that you may know about…. a lot of offices won’t allow access to things like Google Docs because of the risk of downloading docs from external sources.
A: We do understand that some companies have strict guidelines as to what software and/or apps employees can use. We do however, believe that Google is a very valid choice in digital cloud storage. We have researched many document management storage solutions and have found them to be quite costly for the average individual and for many businesses. We have found that Google is the least expensive for digital cloud storage, and can additionally be used for a one-stop back up digital filing storage of documents stored on your computer, iPad, CDs, flash-drives, etc., and makes collaboration with co-workers very easy, and again at minimal cost.
Q: Will the ScanSnap S1300 also work? Do you need a TWAIN driver?
A: You can scan with any scanner, and the scanner software will include what you need. I don’t know if the S1300 will scan directly to Google, however you will be able to scan to your desktop then upload it to Google Docs. ScanSnap software automatically converts scanned data into searchable PDF files at the touch of a button. *ScanSnap scanners DO NOT use TWAIN drivers.* *Note: this is a correction from the webinar.*
Whatever scanner you are using, whether ScanSnap or other scanners that do need a TWAIN driver, check with the scanner manufacturer for software updates that might include scanning directly to Google. Again, if your scanner does not scan directly to Google, you will be able to scan to your desktop or other folder, then upload it to Google Docs.
Q: Would you suggest getting Google for Dummies to better understand more of what you shared?
A: Of course, you can always purchase Google for Dummies, however we have provided some great knowledge base articles for Digital Tiger and Google Docs on our support portal. In addition, you can simply search Google Products web page to find an answer to whatever questions you have about how to use one of the Google apps.
Q: I’m a one person shop. Why do I need the web version?
A: The decision between the web version and the desktop version is totally up to the individual and your work-flow. If you don’t need the convenience of the web version being able to log in from any computer with an internet access, then the downloadable desktop version has worked great for years.
Q: Is it possible to execute a global search across all Paper Tiger databases?
A: No, Having different databases is only advantageous if you want to keep different filing systems separate and do not want to search for all files in all databases at one time. For example, if you have an Office database and a Home database, and you do not want items to pop up from your Office database when conducting a search for an item in your Home database.
Q: Is all the information kept in cyberspace so I don’t have to worry about backing-up?
A: Yes, you can use Google Docs as your digital file storage which is in the cloud ‘cyberspace’. Again one of the main reasons we chose Google is because of the low cost digital cloud storage. In addition, you will have access to any document that you have in your Google account wherever you are as long as you have an Internet connection to log into your Google account.
Q: Does Digital Tiger index the item by using OCR for every word of the document or only the Paper Tiger key words to find the document?
A: Digital Tiger will search whatever has been OCR’d into Google Docs for your digital files, and will search for the keywords that you’ve input into Paper Tiger Online for your physical items. Digital Tiger will search contents and file name for any file uploaded and converted to Google Docs, scanned to or created in Google Docs format. For those files that you choose to upload but not convert to Google Docs format, Digital Tiger will search the file name only, but cannot search the contents of these files.
Q: Doesn’t OCR have a lot of recognition issues?
A: OCR technology is not perfect but it is up to 99% accuracy.
Q: Are the documents in Google Docs indexed on the fly? If so, how quick is the search?
A: With OCR technology, you will be able to search for the file you’ve just put into Google Docs immediately after it has been uploaded, created, or scanned to Google Docs.
Q: What if our account gets hacked and there are all sorts of important passwords etc that we would never want hacked … so how do you ensure security and encryption etc.
A: Your digital data would be housed at Google Docs not at Digital Tiger. Digital Tiger will only search your Google Docs along with your physical items that you’ve indexed in Paper Tiger.
Digital Tiger will only connect to Google Docs, so Digital Tiger does not actually store your data. All data will be housed on Google’s secure servers. Below is additional information from Google’s website regarding security and privacy:
“Information security is a top priority at Google, and we employ dedicated teams with experts in their fields to handle these important areas. Your files are, by default, set to private, but you can choose to publish them to the Web or invite collaborators or viewers. Your files will not appear in Google Web Search results, but published files may appear in other search engines.
If you are working in a Google Apps domain, your files are, by default, set to your domain’s default setting. This setting might not be private, but you can make your docs private when you create or upload a doc or file. Additionally, to help keep your data private, it’s important to have a strong password, to not share that password with others, and to understand the sharing options in Google Docs.”
Below is a concluding statement issued by Google in their Google Apps security whitepaper which is found at http://www.google.com/support/a/bin/answer.py?answer=60762 in case you need more information:
“Google is committed to keeping the information stored on its computer systems safe and secure. Each of the ten components of Google’s multi-layered security strategy is endorsed and defended throughout the organization. Google Apps provides controls at each level of data storage, access, and transfer. Millions of organizations, including Google, run their businesses on Google Apps, and Google invests in that
trust every day. With Google Apps, users can rest assured that Google values the privacy, confidentiality, integrity, and availability of their data.”
We also have information on our support portal regarding Security
Q: How do you connect to Google Docs if you signed up for Paper Tiger with a yahoo account initially?
A: It does not matter what email address you have with Paper Tiger Online. When you click to connect to Google Docs, you will be directed to the Google account log in page where you will log into your Google account. This will authenticate your connection from your Paper Tiger Online account to your Google Docs account, not the matching of email addresses.
Q: In a search of electronic files does Paper Tiger search within documents for key words rather than just the keywords entered into Paper Tiger?
A: When your Paper Tiger Online account is connected to your Google Docs account, you will be able to search for whatever keyword you want and you will receive search results for both whether it is an electronic file that you have in your Google Docs account or a physical item that you’ve indexed in Paper Tiger Online.
Q: Is there a way for ALL files created on your PC to automatically upload to Google Drive?
A: Uploading a folder can save you the time and hassle of uploading individual files from your computer to Google Drive. When you upload a folder, you’ll also save the time it takes you to organize your files and documents into collections. You can upload one or more folders to the Documents List at a time. Individual files within that folder will be uploaded, and subfolder structure will be maintained.
For example, let’s say you have a folder on your desktop called “Photos.” Within this folder, you have sub-folders named “Family photos,” “Vacation photos,” and “Landscapes,” each containing five photos. When you upload the “Photos” folder to Google Docs, each of the sub-folders and the photos within them will also be uploaded in the same structure.
See Google’s web page for ‘How to upload folders‘
Q: I have two Google Drive accounts … can I connect to both?
A: You will only be able to connect to one Google account for now.
Q: Is there an extra charge for Digital Tiger?
A: We plan to launch Digital Tiger free with a Paper Tiger Online paid account.
Q: She’s got .docx docs listed there. Can those be put into Google Docs?
A: Yes, you can put .docx in Google. Most any file can be uploaded to Google Drive or converted to Google Docs format.
Q: When Anne scrolled down, I saw the box about SSL encryption. It wasn’t checked. Is there any reason not to check that? (It seems, the more encryption the better. Is that right or not?)
A: There is no reason why you shouldn’t check the SSL box. You are correct, the more encryption the better.
Q: Do we have to put all of our docs into Google Docs??
A: Yes, to be able to search Google Docs from Paper Tiger Online (Digital Tiger)
Q: I am confused when you add a file in Paper Tiger, how do you associate with a digital file?
A: Paper Tiger Online will connect to your Google Drive account, thereby activating Digital Tiger. Digital Tiger will search Paper Tiger Online for the physical items that you’ve indexed in your Paper Tiger database and will search Google Drive for the digital files that you’ve uploaded or created or scanned to Google Docs format, where your documents are stored.
Q: How about correlating it to the hard disk…I created a Paper Tiger file #152 and it was a word doc on my hard disk, how do you get the link to that specific file
A: Digital Tiger will not correlate your file #152 to your file on your hard disk.
Q: So anything I put in Google Docs, it will be searchable through Digital Tiger but how about putting a file in your hard disk?
A: Yes, anything you put in Google Docs will be searchable through Digital Tiger. Digital Tiger will only search files in your Google Drive account along with the physical items you have indexed in Paper Tiger Online.
Q: What does Google charge for storage?
A: Please see Google’s support portal for information on their pricing at https://support.google.com/drive/answer/2375123?hl=en
Q: Do I have to organize my files or can I scan in a bank statement and then search for the statement with a bank date
A: You do not have to organize your files unless you want to put all of your bank statements together into a collaboration in Google Docs. You can scan in a bank statement and then search for the statement with a bank date.
Q: Will it find both paper and digital at the same time?
A: Yes, as long as you have your Paper Tiger Online account connected to your Google Drive account, and Digital Tiger search activated.
Q: How will the costs for Paper Tiger change?
A: We currently have no plans to change the cost for Paper Tiger.
Q: What kind of user implementation guide will be available?
A: We currently have knowledge base articles and some screen casts available on our support portal. See our Digital Tiger support portal.
Q: What does OCR equipment do, cost and speed and automation of a pile to later code.
A: OCR equipment makes your scanned documents searchable (Similar to the way ATM’s read checks). Cost and Speed depend on the scanner. We will have more information on our Digital Tiger support portal.
Q: Please explain what each of the various sign up options offer for each price range – so we can pick which option best suits us.
A: Paper Tiger Online options are:
Free plan is a limited single user plan that allows 1 database, 1 Location within the database and limited items, in addition to some limited functionality, which includes Advanced Find function, Find First, Categories, Activity Log on Dashboard, Transfer function. This plan is free and can be upgraded at anytime the user needs more functionality.
Basic plan is a limited single user plan that allows 1 database, 2 Locations and Items within the database. The regular rate for Basic is $5.00 monthly or $50.00 yearly.
The Pro plan is a single user plan that allows unlimited databases, Locations and Item within the database(s). The regular rate for Pro is $9.00 monthly or $90.00 yearly.
The multi-user plans allows unlimited databases, Locations and Item within the database(s), and allow the administrator to invite users and set their permissions as to what each user can view and/or edit within the database(s) and Locations.
The Business multi-user plan is for 2-10 users. The regular rate for Business is $19.00 monthly or $190.00 yearly.
The Elite multi-user plan is for 11-30 users. The regular rate for Elite is $39.00 monthly or $390.00 yearly.
The Unlimited multi-user plan is for 31 + users to an unlimited number of users. The regular rate for Basic is $59.00 monthly or $590.00 yearly.
