Digital Tiger, powered by Google Docs, is now available in Basic and Pro Paper Tiger Online accounts. Paper Tiger Online will now connect to your Google account, making it Digital Tiger so that you can find all of your information with just one search — your digital files that are stored in Google Docs, and your paper and other physical items indexed in Paper Tiger.
We have put together two new Digital Tiger training screen casts. These will help you easily learn how to set up and start using the new Digital Tiger. See our BLOG post on these new screen casts.
In addition to the new Digital Tiger, the following enhancements have been made:
* Time zone can be selected from Database Preferences. We have chosen to make this per database since some companies have different databases in different time zones.
* Database can now be exported to Excel file.
* When editing an Item, the Location and Item Number show in the edit dialog box.
* When adding or editing an Item, clicking the X in the upper right corner without saving will present an error stating “You have unsaved changes. Either save or discard them before proceeding.” This will prevent the box from closing without saving your information.
* Dashboard enhancements:
> Option to minimize/maximize the Recent Activity log.
> Most recent blog post available with option to minimize/maximize.
> Link to Tutorials and Training.
We look forward to your feedback, which you can provide by completing the Digital Tiger survey or emailing support@thepapertiger.com. Any technical problems with the app should be reported to our support team, not in the blog comment section. If you happen to email us, it is always helpful if you include specific information including the Internet browser you are using and provide screen shots if possible.
Thank you for using Paper Tiger and Digital Tiger!
In this article, Linda Cossel says she’s retired, however in her retirement, she is a Wedding Minister, a writer, a hostess, and a Computer Graphics Designer. Wow! That’s a lot to keep up with! How does she do it? Well, read on to see how Linda uses Paper Tiger Filing System software to stay organized in every area of her life! How many jobs do you juggle and have to keep track of things in your work and personal life?
I use Paper Tiger in several ways! First, I have a very busy retired life. I am a wedding minister, a grant writer, a writer, hostess and computer graphic designer for a restaurant. I also have an actual file cabinet that I store papers in and I have a virtual file cabinet where I store word processed documents.
As a wedding minister, I have to keep track of marriage licenses. I also have to store business cards for other wedding services so that I can refer my brides to them. In addition, I have to write numerous different ceremonies for my brides. I store the licenses and business cards in my file cabinet (tab no 27 and 6) and the ceremonies in my virtual file cabinet (tab 27 also).
As a grant writer, I need files for active, reference, and archived grant information. Under my active grants title, I have folders for all the grants that I am working on. Under the research title, I have information on local granting agencies, forms that I might use while working on grants, and any other information that I might need to write a grant. Under the archive area, I keep all past grants that have been accepted or denied. These are all virtual files on my computer set up with numbered folders just as if I were actually setting up a physical file cabinet.
I keep all my writing information and research in virtual files, as well as all my graphic design work. I simply set up a folder with a title, and then add 50 subfolders with numbers. In Paper Tiger’s database, I list all the subfolders so that I know exactly where I have stored all my work. This has greatly helped me to organize all the stuff on my computer and make it so easy to find!
In my actual file cabinet, I keep all the stuff that comes in the mail or that I collect in my Paper Tiger folders. I also keep a current print out of my File Index report from Paper Tiger in the top drawer for easy access. As I add to the folders, I write on the lines of my printout the new files and when I have time, I add them to the Paper Tiger program on my computer.
Before I started using Paper Tiger, I had so many piles and never could find anything. Just keeping all my business cards together was horribly challenging. Now, I have a place to put them so that they are available at a moment’s notice.
Recently, when my husband passed away, I had so many items that had to be dealt with from his estate. I filed all the papers and notices in the Paper Tiger filing system and when the different deadlines came up, I had all the death certificates, cards, and other paperwork I needed at my fingertips.
Paper Tiger has organized my unorganized house! I can find anything I need instantly and add new files just as quick. I can’t tell you how much I appreciate being able to finally find the papers that used to be in piles everywhere in my house!
Linda C. Cossel
Wedding Minister/Writer/Hostess/Computer Graphics Designer
Sarek: Spock, you are fully capable of deciding your own destiny. The question you face is: which path will you choose? This is something only you can decide.
Star Trek the Movie
Trying to maintain organized living when it comes to having a home office can be a tricky task. There can be so much paper work, documents, books and other things that seem to get in the way, get misplaced or get overlooked completely. Having a digital filing system in place, like Paper Tiger Filing System Software for document management, can help take the hassle and clutter out of the home office. Whether you are about to renovate a room and change it into your office or already have one in place, either way you can benefit from starting to use a digital filing system.
Gone are the days when you cannot track that one paper or document you really need. Nothing can be more frustrating than needing an important item at an exact moment and being unable to track it down. You need the data from a sheet of paper, or someone is on the phone and needs some figures right then and there. The only problem is, that particular sheet of paper doesn’t seem to be anywhere to be found.
Ironically, old alphabetical filing systems didn’t really enable you to locate the paper any easier. For instance, if you had a slip of paper for your car expenses it should filed alphabetically under car, right? It also could be under “A” for auto repairs, “F” for Ford repairs or even just “R” for repairs – that is, if it is even in the right spot, at all.
This can especially be true and even more confusing if you have anyone else working with you in your home office. How can you be sure you are both using the same methodology in your filing system? A digital filing system can help do away with all the troubles and stresses that arise from having a disorganized home office.
Using a digital filing system will help you to have organized living and declutter your life, your home office and your home in general. Imagine the time you will save by being able to track papers, documents or books with your filing system. You can index more than paper files, too. Anything that you can put a number onto, you can add to your digital filing software.
So, that includes items such as CDs or even photos. Or maybe your home office is for your business of selling collectibles online. When an item sells, you need to be able to locate it quickly so you can ship it off to your customer. You might be keeping your inventory at home, stored somewhere such as the attic and even in a rented storage somewhere off your property. How can you find that item, aside from just hoping you recall where it is from memory? The answer is to use Paper Tiger Filing System Software for document management to get organized and maintain organized living in your home office and work space to be more productive.
You will so love the software that you will want to expand its use to many things other than paper, such as books, CDs, DVDs, collections, storage boxes, etc! In addition, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your paper files and other physical items that you’ve indexed into Paper Tiger and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your electronic files because it is the least expensive digital cloud storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
You can use the awesome power and convenience of Google Docs to store all of your digital files in the cloud and still have the piece of mind of having a synced copy of your files on your local hard drive!
Paper Tiger Online and Digital Tiger using Google Docs is the least expensive way to move into a document management system. Digital Tiger is an enhancement to Paper Tiger Online, that connects Paper Tiger to Google Docs, to be able to search just one place to find both their physical paper files and their digital files.
Customers can begin moving to a more paperless environment by using their Fujitsu ScanSnap software or another scanner, if they prefer, to convert their physical paper into pdf format. The combination of Google Docs and Digital Tiger make this possible at a very low cost. In this economy, many businesses are trying to find ways to be more efficient and save money.
Our Paper Tiger Online and Digital Tiger customers are looking for a way to make a backup copy of all their data stored in Google Docs to their local drive for safekeeping and piece of mind. Local digital file storage is becoming very cheap with 3 TB (yes terabytes) drives selling on Amazon for as low as $123.99* recently.
We have now discovered a great tool to do this for Mac users. The product is called CloudPull, by Golden Hill Software, $24.99* per user license. It was listed this month in Macworld Magazine as one of the “49 Top Mac Apps”. Piece of mind for $24.99 — you cannot beat that!
Windows users also have a great tool to backup all of their files to their local hard drive. The product is called Syncdocs, by Doc Freedom, $19.95* per year. You can rest easy at night having your data in the Google Cloud and another copy safely stored on your local hard drive. Syncdocs will take care of this chore for you automatically at a very low price indeed!
GDocsDrive
In addition, with GDocsDrive, made by Cloud Drive Team, users can view their Google Docs files and collections on their local Windows computer. GDocsDrive is just $19.99* for a license and that includes future updates. You will enjoy having the convenience of using Google Docs either in the cloud or on your local Windows computer. GDocsDrive is a very useful addition to your Google world at a price that is quite affordable – basically a client tool for Google Docs!
*Pricing subject to change on these recommended software.
From the average household to a home based business to the person who is part or sole owner in a business outside of the home, we generate tons of paper every year, building up in piles and stacks on our desks, in our drawers and on top of various surfaces throughout the home or office. Things accidentally get thrown away because they just were not where they needed to be. Or, things get moved by one family or staff member while they are searching for their missing item causing another person to have to go on their own seek and destroy mission when they need something that had originally been in that pile.
The need to manage paper documents is one that is more than just about getting organized, however. Paper can be a major problem in many households and offices because there are so many questions about what to do with all the paper that comes in. What papers can be thrown out and which ones must be saved? How long do you have to save these papers? And worst case scenario, what will happen to you on the day that you find out that you absolutely need one of those papers and you just cannot find it at all?
There are several different ways to manage and organize those paper documents. You can try to work out your own system, praying that you won’t forget your cross referencing system in the meantime.
There are other products that claim they will get you organized fast and easy, eliminating all of that paper mess in the process. Some of them rely on a scanner, sending all of your papers to a little computer disc. But, what do you do with the papers once you scan them? Do you want to shred them or throw them away or do you need to keep some just in case you need the hard copy again? They are organized, technically because everything is neatly on the disc, but what happens if you need one of those documents for a tax audit or to file an insurance claim? There is also a product that has several pockets and dividers that can hold the papers that you generate for a week or month, but what happens at the end of the month when you move the old out and bring the new in?
Thankfully, there is a better organizing tool, Paper Tiger, that allows you to file all of your papers and other documents in one easy to manage and easy to update filing system. Organization in the home, the office or the home office does not mean just papers all of the time – in fact, you can use this same system to get organized in other areas, such as items that are just too big or bulky to be included in the other types of systems that require scanning. The system does not rely on scanning or trying to consolidate all of your items into a small disc or having to keep purchasing other digital storage, such as external harddrives or cloud storage.
It is important that your paper files that you keep in hard copy format, and other physical items, be indexed into the filing system, so that anything you want to find later can be retrieved quickly with a simple Google-like search in the database. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly! And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
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 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! (Digital Tiger Beta testing to begin soon)
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: Need info about scanning receipts and business cards and being able to retrieve them by various categories.
A: When you scan your receipts and business cards to Google Docs, your documents are OCR’d. See our knowledge base article regarding What is OCR?
Q: Will there be an efficient way to import file names from existing file structures to facilitate including them in Paper Tiger?
A: You can upload existing folders to Google Docs. See our knowledge base article entitled, “Uploading Files to Google Docs”
Q: All of our electronic files are stored on our network. We have HIPPA considerations for our files. I’m concerned about security of files in a cloud environment. How secure are these files?
A: Google Docs is secure, but I haven’t seen HIPPA information in their security information. 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: Is the keyword searched for in the digital and paper files or do you have to search each separately?
A: When you have the digital search turned on in Paper Tiger, you will be able to search both digital and paper/physical items with one search.
Q: On Digital Tiger, do you have “key words” to help find the document
A: With Paper Tiger Online, you would type in keywords to be able to search on those keywords to find the paper file or physical item in the future. With Digital Tiger, for any digital file that you convert to Google Docs, Digital Tiger will find based on the searched word in the file name or within the contents of the document. For any digital file that you have uploaded to Google Drive, but have NOT converted to Google Docs, Digital Tiger will find based on the searched word in the file name only.
Q: How does the Paper Tiger work with the physical docs in an archive?
A: When you have your paper files indexed in Paper Tiger, you can conduct a Transfer – Move function to move the files from their original Location in the database to another Location, such as Archives. Then you can move the physical files and place the new tab with new Item Number assigned by Paper Tiger Archives Location on the Archives hanging file folder tabs. Your Paper Tiger Archives Location will then match your physical Archives files.
Q: Which documents do I need (for legal reasons) to keep physical copies? I’d like to be able to just scan everything else and keep it all online (on hard drive, Google Docs, and Carbonite backup). I work from home in a small office area, and I’m drowning in paper.
A: The Internal Revenue Service (IRS) has been accepting digitized or scanned versions of paper documents since 1997 in lieu of paper documents. See additional information in our knowledge base article entitled “Does the IRS accept digitized or scanned versions of my documents instead of paper documents?” For other types of legal reasons, you would need to contact your lawyer or accountant.
Q: Will this work with ScanSnap system?
A: We recommend the Fujitsu Scanner 1500 (or 1500M for Mac users). We have tested several scanners and this is by far the best scanner that we have encountered.
It seems that pretty much everyone has stepped into the computer age, and there is not a business in the world that does not rely on computers for a lot of their work. Even organizations that are steeped in thousands of years of tradition, such as churches, are not immune to this, and you will find that most churches are finding ways to use computers to their advantage. Churches are using Paper Tiger Filing System Software for document management to set up their filing systems so that everyone on the church staff can find the files they need quickly.
You would probably be quite surprised to see just how much paperwork an average church has, and how many filing cabinets are filled to overflowing. The church is a business like any other, and it is necessary to be as efficient as possible so that time and money is not wasted. Most people don’t think of churches as businesses, but church staff must manage the money received just like any other business to be able to maintain the buildings and pay staff.
Church fundraisers are not the only way that churches acquire money, and everything they do must be accounted for. This means that they have to record information from all business transactions, which means a lot of paperwork. Don’t forget about all of the paperwork for weddings, funerals and other special services performed at churches. All of this information must be saved for future reference if needed, so again, there are more papers to be filed.
Then think about all the sermons and other service notes, and books that are referenced, and CD or DVD recordings. How are these maintained to be able to retrieve again when needed?
When church administrators make the switch from paper filing or document management software, they are doing their secretaries a huge favor. No longer will they have rely on memory or guess how someone else filed something or search through mounds of papers to find a particular file. After indexing everything into the software database, all it takes is a few clicks to conduct a Google-like search in the database and you’ll know exactly where the needed item is located. Not only does this make finding things easier, it also makes it so one can declutter the office.
If you work in a church office that is overflowing with paperwork, implement document management software to help you get organized. Even if your church is considering going to a paperless filing system, there are some things that can’t be scanned, as mentioned previously, i.e., books, CD and DVD recordings. In addition, things such as drama team props and costumes, children’s church items, youth group projects — basically anything that you can put a number onto, you can index so that your staff can find what is needed quickly.
It will make everyone’s work a lot easier, and if you are the person who usually takes care of keeping track of where everything is, it will definitely make your life easier, saving you time and energy.
See other information at Organizing Church Documents The Easy Way for tips on labeling and categorizing.
If your church is planning on scanning even some of the paper that flows through the church, try Google Docs. Unlike many digital filing systems, Google Docs is more cost effective in digital storage, and with Paper Tiger-Digital Tiger Filing System Software for document management, you’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
This article has some great suggestions for steps to get organized and create a system for yourself that will keep you organized. Notice that one of the suggestions is to implement a document management system in your office. Paper Tiger-Digital Tiger Filing System Software for Document Management. Digital Tiger promises to help clear your desk without clearing out your wallet! You may not be able to go completely paperless, but you can sure de-clutter your desk to create a more productive environment.
Ahhh, the enlightening feeling of a clear and focused mind. Everything on your “to do list” is done, time to relax on the couch, and slip in to that Zen state. Chances are this isn’t you because most people spend more time trying to organize their lives than actually making progress. Keeping organized is a daunting process that requires discipline and, most importantly, knowledge of what to do.
Once you start figuring out how to plan, and differentiate your daily tasks, you will become more proficient at accomplishing your goals. Whether you are looking to better achieve the items on your to-do list, or you are trying to better organize the electronic clutter at work, you should understand organization is a learning process. Some people are inherently detail oriented; others learn their disorganization is negatively impacting aspects of their lives. This is the way life works, but for those of you looking to better improve your organization to save time and be more productive, here are few tips and tools.
1. Create a List That Works For You
Whether you work better on a Google Calendar or you are more of a physical calendar person, determine what works best for you and go with it. Create separate lists for work and personal. Carry both of these lists in portable form, around with you wherever you go (Whether it is mobile device or a hipster PDA, planner or day-timer type calendar). Keep these items in terms of priority with short term first and long term next. Once you begin achieving items on your list, you will learn how to breeze through your goals or obligations.
2. Document Management Software
Document management software allows you to organize your work files by indexing and assigning tags or keywords to each document you file. This software is incredibly powerful because it allows instant retrieval of documents by storing your files in one place. Digitizing your documents can also save space, according to Eco-officiency, “Current estimates show that 50–70% of space in an office is still dedicated to filing and storage of documentation. The real clincher is studies showing that over 45% of the files in those cabinets are duplicated information, and 80% is never accessed again.” Save yourself the hassles of cost-heavy activities and implement a document management system in your office.
3. Hipster PDA
The hipster PDA is for everyone out there like me. The person who loves mobile apps, but knows there is nothing that drives you to a call to action like a physical piece of paper. I make my hipster PDA every weekend, and it guides me through personal, work, diet, fitness and social “to do’s.” Hipster PDA planner pages are available to help you put everything you need on to an index card.
4. Eliminate Clutter
Organize your computer’s folders, itemize your Google docs, and clean your desk. Spend a weekend to get “uber” organized. This will serve as a base for your productivity as you move forward on your goals. You will find that eliminating clutter enlightens your mind. Hopefully making you feel more at peace with your current situation, and allow you to function more effectively.
5. Gcal
Google calendar may be the best way to organize and compile upcoming events on the web. Because it’s made by Google and hosted remotely, Gcal is accessible from any computer or phone. The recurring feature is great for consistent weekly events and allows for multiple different themes and skins. Gcal also has added functionality with your other personal accounts, having the ability to sync Facebook events and link them with your Mac’s iCal App.
Whether you are using a bit of tips and tricks to get yourself on the fast track to time savings or productivity apps to get organized; you will find that as you progress into a mode of functionality, things will happen faster and you will approach each “to do” differently. Good luck! Stay healthy, focused and productive.
Matt Krautstrunk is an expert writer on point of sale systems based in San Diego, California. He writes extensively for an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs such as restaurant pos systems at Resource Nation.
