Whether you’re just starting a new business or you’ve been in business for years, you will always be able to manage your time more efficiently when you have an organized office. Paper Tiger Filing System Software is a system for office organization, which is being used in companies of all sizes, ages and types. Employees won’t be wasting time searching for paper files when they could be doing things that are much more productive, thus saving companies money while increasing productivity.
No matter how electronic (translated as “paperless”) we claim to be, we find that 80% of companies are still struggling with stacks of papers. So if you are still trying to organize your paper files with the traditional alphabetical filing system, and you are still having trouble finding documents when you need them, consider implementing (and using) Paper Tiger.
Paper Tiger allows you to maintain your paper files that you need to keep in hard copy format. You can keep your paper in its original form (you do not have to scan it), but simply index your paper files into Paper Tiger’s database and use the power of the computer to quickly and easily find the information when you need it. You can index anything in Paper Tiger; it’s not just document management! Some things just can’t be scanned, i.e., passports, contracts, binders, books, flash-drives, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file. The beauty of Paper Tiger is that keywords allow anyone in the office to find the document that might have been named many ways by many employees.
You have three types of files that you deal with every day:
- Daily Action: Things needing to be done; daily tasks; tickler/follow-up file
- Project Files: Active folders that are ongoing for a specific period of time (see ‘3 Types of Action Files‘)
- Reference Files: Nothing more needs to be done on that item, but you want to keep it for possible future reference
The strength of Paper Tiger 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, 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.
Paper Tiger is simply a software program that allows you to catalog your paper documents, and the computer then uses its search capabilities, to pull up your keyword and point you to the correct folder in your desk or file cabinet.
When using Paper Tiger, you eliminate many of the factors that make filing difficult or the reason filing is put off until the paper stacks begin to build beyond control:
- What do I name this so that I can remember how to find it? Call it multiple names, listing all keywords you might possibly think of when trying to locate the document again. Add keywords when necessary.
- I don’t have the right colored folder. Purchasing different colored folders as a way to categorize files in the hopes of narrowing down our search later is completely unnecessary when using Paper Tiger.
- I don’t have time to create a tab for a new file. Your file folders are numbered and are made up in advance. Filing a new item simply becomes a matter of dropping it into the next open folder.
No matter how large or small a company, time management is a must. When people are wasting time searching for items, they aren’t being productive. Searching for files is a huge waste of time, especially when there is Paper Tiger to make the job faster and easier. The less time one has to spend searching for files, the more time can be spent doing things that are actually fruitful. The better you and your employees are at managing time, the more efficient your company. When documents are filed using Paper Tiger, various keywords are input, and anyone who has permission to access the database can conduct a quick search of keywords, and the needed document can quickly be retrieved. The keyword search can also work for returning the document to the correct file.
Of all of the office supplies you pay for, this software is one of the most important. In addition, Paper Tiger will virtually return the investment when the time wasted is put towards working! Allow Paper Tiger Filing System Software for office organization to help reduce wasted time, make filing less of a chore, and keep you and your employees working more efficiently.
Since the time Paper Tiger Filing System Software for document management was first developed to provide users Internet-like search access to the information stored in their file cabinets, we have found over the years that it’s not just for filing papers. Many organizing and productivity experts have worked with clients to help them implement Paper Tiger for organizing paper files, and also anything else they wanted to get organized for which they could put a number onto.
Anything can be indexed or catalogued into Paper Tiger’s database so that when you need something, you can conduct a search for the keyword relating to the item and find it quickly, as well as know where to return the item when you need to put it away.
No more ‘where did I put that?’ and searching all over! No more ‘I don’t want to put that away because I’ll never find it again’. You don’t have to live with clutter all around you! You can live organized with peace of mind that you’ll be able to find things again. You can declutter every room in your home and office because you can have a place for everything, and can implement an organizing system that helps you find what you need, when you need it!
Below is a list of 17 ways to get organized using Paper Tiger. There may be many other things you can number and be able to document in your Paper Tiger database, so use your imagination and get everything in your life organized!
Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert provided suggestions in how to use Paper Tiger for this list. Ms. Betsy from North Carolina, a long time user of Paper Tiger, also let us know that she maintains an inventory of the items in her freezer using the Action Date section to make sure she cooks the food by a certain date.
Are you using Paper Tiger for organizing other things? Let us know in the comments section below. We are sure others can benefit from your experience in getting organized with Paper Tiger Filing System software!
The new year is a great time to think of ways that you can improve your life — Getting Organized most always lands in the top 10 lists of New Year Resolutions.
The National Association of Professional Organizers (NAPO) named January “Get Organized Month” or “GO Month” to increase awareness of the importance of getting organized and to help people with organization and productivity. According to NAPO, the bulk of their clients request help with organizing their home offices.
So if “getting organized” is such a priority for people, why do so many people struggle with this? We’re all flooded with information coming at us daily from many different directions. Having the information on hand is of little value, though, if you can’t find what you need when you need it. Getting organized and improving how you work can start with Paper Tiger’s simple indexing system. Organizing information in such a way that can be found in seconds is liberating, and frees us to do other things.
Paper Tiger Filing System Software is the perfect tool to get your year started on the right track if you are planning to stay organized this year. You can clear stacks of paper files and other clutter without worrying if you will ever find it again when you put it out of sight. Paper Tiger is a great solution for managing information, and enables you to file and retrieve hard copy documents, books, CDs, flashdrives, and other items – literally anything that you can put a number on – by using key words. And because you have an index to search, you’ll be able to return the item where it belongs as quickly as you retrieve the item.
Everyone including new hires with access to your database can conduct a quick keyword search, retrieve and return items – no worry – no hassle. You don’t have to rely on one single person to know where everything is, because the system can do the remembering for everyone, which saves time and keeps your business running much more smoothly and efficiently. Of course, this can also be applied to your home and family, as well.
Paper Tiger can also generate a file index report so you can print out a list with item name and keywords of all your files. The printed back-up allows for quick reference when the computer isn’t on.
If organization is at the top of your New Year’s Resolutions, look no further; Paper Tiger is here to help. This filing system is so easy to use, it will be hard to stop organizing! During this “Get Organized Month,” take advantage of the expertise of one of the productivity consultants who are Paper Tiger experts that can help you work more efficiently in every area of your life. They will work with you either virtually or in-person, whichever you need, and will help you to get organized and create a customized system for the way you work.
Finally, all the time and money wasted from disorganization will be returned on your simple investment in Paper Tiger, and you’ll be able to keep at least one new year’s resolution. Whatever your motivation for getting organized – whether it’s to save time, eliminate clutter, increase productivity, or just find a better way to retrieve information – Paper Tiger Filing System software can help you right away.
Have you ever been on the road traveling and discovered you needed a file from your office? If you have your own system of filing, it could be a challenge to send someone to your office to look for what you need. And if your filing system consists of stacks on every flat surface of your office, it can get really tough to explain in which stack they should search. It’s time to get organized before you have to travel or be out of the office for any reason.
Would you like some help? You might already have Paper Tiger, but think you don’t have time to index your files. But how much time is it taking you to find what you need? With your current filing system, can you give your assistant the information needed to quickly and easily find the documents you need with a simple search in the database? I believe that if you invest the time needed to set up your filing system in Paper Tiger, you will quickly start to reap the rewards, not only saving you time, but money as well.
Small and large businesses, government agencies, non-profits and individuals worldwide use Paper Tiger Filing System software for document management to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with finding things once and for all! These organizations and individuals have found Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork they must deal with each day. You get all the power of the computer without the risks and time commitment of paper scanning!
The indexing system is the way to go because it gives your employees the ability to find files when you, or the one or two people who know where everything is, are not in the office. It’s the ideal way to find what you’re looking for with ease. Just think how productive your staff can be when they can find what they need, when they need it without searching through stacks all over the office.
According to experts, getting organized and being able to quickly find what you need saves 150 hours a year. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run! The more you use the system, the easier it becomes. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed!
Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. We have free getting started videos and webinars on our Training page.
An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. You and your employees will be more productive, you’ll spend less time searching for files (or other physical items you decide to get organized), and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.
After just a few days of using Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. You’ll also know you and your employees are more productive than you ever were before choosing Paper Tiger Filing System Software.
In addition, we thought you might find the articles below by Sherry Borsheim, a Paper Tiger Expert of Simply Productive helpful, in which you’ll find tips for planning a trip (vacation or business), and staying organized while traveling for business.
Staying Organized While on Business Travel
Paper Tiger Filing System Software is not just for managing paper files and documents. There are so many more uses for this amazing software! Go ahead and put Paper Tiger to work for you to better organize your life!
Based on a past American Express survey of small business owners, “getting organized” ranked among the top three priorities for new years resolution plans. Let’s face it, getting organized is one thing, but staying organized all throughout the year is another.
So if “getting organized” is such a priority for people, why do so many people struggle with this? We’re all flooded daily with information coming at us from many different directions. We save much of it because we believe we need it to do our jobs better or to respond to our customers more effectively or we might possibly need it again later. Having the information on hand is of little value, though, if you can’t find what you need when you need it. Getting organized and improving the functionality in how you work can start with Paper Tiger’s simple indexing system. Organizing information in such a way that can be found in seconds is liberating, and frees us to do other things.
The Internet has done wonders for improving our ability to find information. By doing a search of a few key words, we can instantly receive suggestions on where to find web sites containing the information we’re looking for. That’s fine if all you need is information from the Web. But what about the paper, books, articles, CDs and other information sources in your office that you’ve collected over the years? Wouldn’t it be great if you could find them as quickly as an Internet search engine can find web sites?
Actually you can! You can clear stacks of paper files and other clutter without worrying if you will ever find it again when you put it out of sight. Paper Tiger Filing System software is a great solution for managing information, and enables you to file and retrieve hard copy documents, books, CDs, and other items – literally anything that you can put a number on – by using key words. And because you have an index to search, you’ll be able to return the item where it belongs as quickly as you retrieve the item.
With traditional filing systems, you only have the one or two keywords on the file folder tab. But with Paper Tiger, you can input as many keywords as the file or item could be called or relates to, so you’re not limited to what fits on the tab.
As you create a new file, you simply type in one or more key words, (as many key words as you like), that come to mind regarding that file. The item number in your Paper Tiger database will match the number you place on the hanging file folder. (Or book, CD, box, or other physical item you’re indexing.) When you want to find it again, type in any of the key words associated with that file in the search box, and within SECONDS, your search tells you exactly where the item is located. Very similar to a Google search, except this search is your own personal indexing system.
Items you want to track can be divided into several locations – or groups of similar things – such as Action (your current project files or most active reference files), Reference (your less active reference files), Archive (your seldom used reference files that you need to keep for legal or historical reasons), Books, Magazines, Videos, CDs – whatever items you choose to store together.
Since Paper Tiger doesn’t rely on filing alphabetically, new items are indexed into the first available open file folder. For example, you toss documents from one file folder, that file is open for the next new document or set of documents.
Once you’ve indexed all the information by item name and keywords that you’ve input relating to each file or physical item, you can easily search and find. That makes it feasible to keep archived records off-site, perhaps in a storage facility, yet still know what’s in each container at all times.
When files need to be moved to archives, it’s a simple matter of transferring the items in the database to the new ‘location’ and then moving the physical files to the archives location.
Everyone including new hires with access to your database can conduct a quick keyword search, retrieve and return items – no worry – no hassle. You don’t have to rely on one single person to know where everything is, because the system can do the remembering for everyone, which saves time and keeps your business running much more smoothly and efficiently. Of course, this can also be applied to your home and family, as well.
Paper Tiger can also generate a file index so you can print out a list of all your files by name and keywords. The printed back-up allows for quick reference when the computer isn’t on.
Whatever your motivation for getting organized – whether it’s to save time, eliminate clutter, increase productivity, or just find a better way to retrieve information – Paper Tiger Filing System software is a great tool. Get organized today, and you will truly notice the benefits.
Regardless of whether you are running a business, clearing the clutter in your home or office, planning your family vacation, searching for a new job, or preparing for a move, getting organized is key. Juggling your life activities can be overwhelming, but Paper Tiger Filing System software is a great place to start with your quest for getting organized.
Think about the following questions for a minute:
Getting organized and being able to maintain a certain amount of organization is so important to your quality of life. Of course, you have to answer what ‘quality of life’ means to you, but you might find the list below helpful in getting to your sweet spot. Implement the steps that apply to you, and see how much stress is relieved by just doing one thing to help you work less and accomplish more!
Trying a different way of filing or getting organized overall is sometimes a stumbling block for people, but we have so many that tell us they couldn’t live without Paper Tiger Filing System software. Some say that Paper Tiger has changed their lives. Don’t worry about making mistakes; just keep organizing and index what you can into Paper Tiger. You’ll be surprised the next time you need to find something and you’re able to search in the software and actually find it in seconds!
By now, you’ve probably heard the term ‘record retention policy’ or ‘document retention policy’. But do you have one? Or are you asking if you should have one? From our research, if you have any kind of business, (no matter the size or how many employees you have), you should definitely have a written policy for your document management and record keeping.
You might ask, “Why does it need to be written? I have a small business.” The simple fact that there are so many rules and regulations and requirements, from federal employment law, IRS, to state laws for different kinds of records, it is really hard to keep up with what you need to keep and for how long. Some records need to be kept permanently, and some only 3 years. Do you know what they are? It’s virtually impossible to remember, so do yourself a favor and create a written policy for the types of records you create, paper or electronic.
For individuals, it would be a good practice to have a written policy for maintaining record retention as well, because we all need to know what needs to be kept and for how long.
You’ll have a well-thought document to refer to and a methodical plan for maintaining your document management system. You won’t have to rethink the ‘how long should I keep this file’ every year. You can actually feel good when it’s time for a year-end purge of your files, because you’ll know what can be tossed and when.
You don’t want to get rid of a document, then find out later you need it. On the other hand, if you don’t have to keep documents for legal or tax reasons, and if you don’t have a good reason for keeping it, get rid of it. When in doubt, ask yourself some basic questions about why you might keep the paper file:
Just as important, for the documents you need to keep, is knowing how to file it in a way that is organized, but makes it easy to retrieve in a moment when you need it again. The fear of losing something important can cause anxiety. The fear of putting documents in the file cabinet instead of out where you can see it, can also be paralyzing when it comes to filing. The problem with that is there are too many paper files to leave out, and everything gets buried as the stacks grow and you lose it anyway.
None of what you keep will do you any good if you can’t find what you need at the moment you need it. See Customize Your Filing System With Paper Tiger’s Indexing Method for help getting started with an organized system for easy paper file retrieval. You will most likely be able to locate electronic files needed with a search in your email system or on your desktop or in your cloud digital file storage system.
There are several things you need to think about when creating a document retention policy. We’ve found a great Guide to Creating a Document Retention Policy (this guide will download to your downloads folder), from the National Federation of Independent Business, in which you will find what a document retention policy is and why you need one, as well as a step-by-step guide to creating your policy, including identifying what types of documents you produce that needs to be maintained, suggested retention timelines, and how documents should be destroyed when time limit has expired.
As stated, “A document retention policy (DRP) provides for the systematic review, retention, and destruction of documents received or created in the course of business. A DRP will identify documents that need to be maintained, contain guidelines for how long certain documents should be kept, and save your company valuable computer and physical storage space. In addition, a well-crafted DRP that is followed by your employees may assist your company in the event of litigation.” This is only a guide, so it is important that you identify the specific federal, state or local document retention provisions that apply specifically to your business and circumstances.
There is also a sample document retention policy from americanbar.org (this document will download to your downloads folder), that you might find helpful.
You may have your employees help you create your document retention policy, or you may have assigned the job to a manager. Whether the job of creating and maintaining a records policy is yours personally or someone in your organization, it should be championed and taken seriously when developing. Then when you have a written policy completed and approved, be sure that all employees know what to do with the records they create. Inconsistency of records management and destruction can be portrayed by opposing counsel as selective or arbitrary destruction of documents and can lead to serious legal damage rewards. It is important that all employees understand and be consistent in following the policy.
Employees will need to know:
For more information on record retention and document management, see our blog article:
Getting organized to better manage what you keep is imperative, whether it be paper files, contents of binders, or what’s in the file room or boxes in the basement, so that retrieving an item in a timely manner is efficient. To be able to work more efficiently is simply less stressful!
Many companies have one or more administrative employees whose chief function is to manage company records, and is dependent on the person who knows the filing system. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing and naming their files. So you have a variety of different methods being used within one company. There has to be a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have!
Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. Experts estimate that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more time and cost to recreate the necessary information! At $20 an hour on average—because all levels of employees are involved in this process—that can easily add up to $3,000 per year or more, that you can save simply by using file indexing, like Paper Tiger Filing System Software to manage your files more effectively and efficiently.
And no matter how many people have access to your file cabinet, maintaining an organized and efficient filing system can be accomplished. When you invest the time to index your hanging file folders into your Paper Tiger database, everyone given access will be able to conduct a Google-like search to find what they need quickly, and just as important, also be able to know exactly where it should be re-filed.
It’s quite simple really. With Paper Tiger, you allow employees the access they require, according to your own policies, to use the software. You and your staff need to agree on a records retention policy as a guideline for the types of paper files you retain, how you want records kept and how long certain files should be kept. This policy should also transfer to your digital files as well. We have several articles already on records retention guidelines that you can use to assist you.
Paper Tiger is a file indexing system for your paper files or other physical items that has a search engine built in so that lost information is virtually eliminated in your home or office. You can keep your paper in its original form, (you do not have to scan it), and index the paper files that you need to keep in hard copy format. You would simply type in the information into the database relating to your paper files, or other physical items, to get organized so that you can find what you need when you need it, without time-wasting searches. Company name, common subjects, or other descriptions can be typed into your Paper Tiger database. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document or set of relating files.
Paper Tiger software consists of the following levels:
When you’ve indexed your items into Paper Tiger, and you need to find something later, you simply conduct a Google-like search in Paper Tiger’s database to find where the item is located.
This solves problems with filing or finding any physical item, such as:
It’s common knowledge that every document that comes into your office has to be managed in one of three ways.
The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work. You can file it away and not have to worry about finding it later.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved from your action file location to a reference file cabinet or archived in storage elsewhere. You can add, move, or delete items in your Paper Tiger database as needed to coincide with the action you’ve taken with the physical item, and a quick search in the database will tell you where they’re currently located, in case something needs to be retrieved later. Click here to see more information regarding how to manage Action Files.
In today’s society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed file management system is ideal because you can quickly and easily retrieve every document in the office you need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand. No more worrying about not being able to find a file because someone is out sick! Paper Tiger filing system software eliminates that problem.
Document indexing truly is efficient file management. It will save you time and money, and remember you’ll also be able to index other physical items such as office supplies, training manuals, books, CDs, DVDs, etc. Using Paper Tiger Filing System Software, you can index anything that you can put a number onto, (see Not Just For Filing Paper), so you can find anything anytime!
Organization is a major issue that many people face in both their homes and offices. If you have a filing system in place and are filing your paper documents, but you still can’t find anything, you may be making one of following mistakes that keep you from being as productive and efficient as you could be. With Paper Tiger Filing System Software for Document Management, you can get organized quickly by indexing and filing the physical documents.
Keep in mind that being able to retrieve the files you need later is crucial. You will be rewarded with saving time and less stress for taking the time to index your paper files into Paper Tiger, because you’ll be able to find any file at the time you need it simply by searching the keyword that you input into the database previously. Paper Tiger’s flexible keyword indexing system frees users from dependence on others to locate files. So in an office environment, whether small or large business, you can avoid the dreaded disaster of not being able to find what you need when your staff takes vacation or is out of the office for other reasons.
Read on to find out what not to do when organizing your filing system.
By avoiding these filing mistakes, you will be more organized and you will be able to more easily maintain your office. Your organizing system paired with Paper Tiger Filing System Software for Document Management will keep your files organized and help you quickly find exactly what you need.
It’s no secret that there are multiple reasons we choose to get organized. More often than not, we connect being organized with being successful. The truth is, however, that one of the greatest benefits of being organized is time management.
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If you’re constantly searching for things, you are wasting time and energy. When you are organized, you’re more efficient and productive, which in turn helps you to:
-Save time
-Be more focused
-Be less stressed
-Appear more professional
-Able to meet deadlines
-Advance your business or career
-Have more free time
Of course, good time management is important both professionally and personally. It helps us accomplish what we need to do by the end of the day in order to begin the next day fresh and new. Above all, it enables us to have more free time to spend with our friends and family.
Experts tell us the average person wastes 150 hours every year looking for lost information. Without an organized filing system in place, you can’t accomplish what you need to in a timely manner.
Using Paper Tiger Filing System software helps you with time management because you can always find what you need with little or no effort. This indexing system can be used to organize almost anything that is composed of multiple items, because anything that you can put a number onto, you can index into Paper Tiger. For example, you can use Paper Tiger to organize:
-Work documents, paper files, hanging file folders
-Taxes
-Bills and expenses
-Family medical records
Paper Tiger can also help you organize and inventory:
-Sports memorabilia or other treasured collections
-Holiday decorations
-Book collections
-DVDs, CDs
-Contents of storage bins, boxes
These are just a few examples to give an idea of the wide variety of things Paper Tiger can help you organize. The possibilities are endless, and the potential to get organized will be so beneficial.
Paper Tiger Filing System software can save you time and help you to be more efficient. Implementing and maintaining Paper Tiger’s database for everything you need to organize becomes the ultimate time management tool. You can stop wasting time searching for the things you need because you’ll be able to find what you need, when you need it.
Go ahead, implement Paper Tiger today! You’ll be pleasantly surprised how much time you will save and how much more productive you’ll be.
Does organizing your filing system seem overwhelming? Are you thinking that converting your files to Paper Tiger filing system is just not worth it? Do you have an office full of stacks and stacks of paper to be filed and lots of file drawers to convert? Maybe the better question is, do you have trouble finding what you need, when you need it? Do you look in several hanging file folders when you need to find a file because you can’t remember the name you filed it under? Every time you have to do this, you’re wasting time. The time it takes to convert your piles and files is justified!
Retrieval is the main goal of a filing system. Paper Tiger is not just a filing system, it’s a ‘finding system’, so as long as you put in a few keywords for each hanging file folder, you will be able to find anything you need…and when you need it without time-wasting searches. A simple search in the database for whatever keyword you’re thinking of that day, will help you find the file quickly.
There is an initial investment of time to set up your new file system with Paper Tiger, but when you consider that the average person wastes 150 hours per year looking for lost and misplaced papers, even if it took two (8 hour) days to convert … that would be 16 hours vs. 150 hours. Therefore the time spent is well worth it because you will be so much more productive for years to come.
Click here to calculate your cost of being unorganized and estimate your return on investment.
Paper Tiger actually makes filing easier and quicker, because you set up the empty hanging files prior to filing, (a hanging file labeled with a number can be labeled ahead of time), so they are waiting in the file drawer to receive your paper files. When you’re ready to file, you don’t have to search for a hanging folder nor do you have to create a printed label at the time you create a new file.
Decide how much time you can devote to converting your filing system each day or week, and plan for it. Block the time on your calendar as if it were an appointment. Listed below are some plans of action for converting your filing system to Paper Tiger:
Note: If your hanging file folder has several items that you want to include into one Item Name in Paper Tiger, you would simply add keywords for all document items into the Keyword section of the same Item Name. In addition, you may want to separate the physical documents in the hanging file folder with manilla folders. In this case, you might also want to number the manilla folders and include the number that you input on the manilla folder with the coinciding keywords in the Keyword section.
Do a combination of the above in some way that will work best for you. When you’ve completed your filing system conversion to Paper Tiger, and you want to file something, you simply find an empty container (hanging file folder), or an existing container with other paper files on the same subject, put the paper in the folder, type in a few keywords, and you’re done!
You can go from this:
To organized and able to retrieve a file in seconds using Paper Tiger’s search engine:
No more worrying about what to name a file! No more worrying about filing it away because you might not remember what name you filed it under! Paper Tiger will pay for itself many times over, because you will:
Of course the frequency of filing to maintain your organized system depends on the amount of paper you have flowing through your office. You might decide to index the documents that need filing as they come in immediately instead of waiting to file a stack of ‘To File’ at the end of your day or once a week. Below is an example of how to file once a week after your Paper Tiger filing system has been set up, but if you have a lot of paper, you might consider following these steps in about 10-15 minutes at the end of every day. Whatever you decide is the timing and how long it will take you (daily or weekly), put this in your calendar as a regular reminder….and don’t be tempted to short-change yourself by skipping this calendar appointment. Otherwise, your ‘To File’ stack will get out of hand again!
Did you know Paper Tiger is Not Just For Filing Paper!? Basically, anything that you can put a number onto, can be indexed into Paper Tiger. Click here to see even more ways to use Paper Tiger to get organized. Paper Tiger Filing System software enables users to manage paper and other physical items to get organized more effectively.
When using Paper Tiger, you have the decision as to how you want to differentiate your types of files by creating what we call ‘Locations’ in the database. A Location is a group of like items, and could relate to where you will store your physical items or could relate to the types of physical items that you plan to index (paper files, books, CDs, DVDs, storage boxes, etc.) Your Locations can be named anything you want – however you relate to what you are indexing, i.e., Office files, Home files, Action files, Reference files, House, Basement, Garage, etc. Paper Tiger uses Locations to represent these places where you store the items you want to be able to find later.
You decide what is best for the way you wish to file. Remember, Paper Tiger is not just a filing system, it’s a ‘finding system’, so as long as you put in a few keywords for each hanging file folder, you will be able to find anything you need…and when you need it without time-wasting searches. A simple search in the database for whatever keyword you’re thinking of that day, will help you find the file quickly.
Paper Tiger experts recommend starting with Locations named ‘Action’ and ‘Reference’. Later you can create an ‘Archives’ Location for those files that you can’t part with for legal or tax reasons, but need to be moved from your general file area. These items can be transferred from one Location to another in your Paper Tiger database so you can still find them if you ever need them.
Reference Files are files you need to refer to from time to time, maybe occasionally, maybe once a year, or maybe just hold onto just in case you need to review the file again. For example, your Reference files Location might contain an index of all files in your 5 file cabinets of 4 drawers each, and Item #1 in Paper Tiger starts with the documents in the first hanging file folder in file cabinet 1, and end with Item #500 in with all documents indexed from the last hanging file folder in file cabinet 5. Or you could differentiate your paper files even further with additional Locations such as Clients, Financial, Administrative, Research, etc.
In the Reference Files Location, you might have hanging file folders for the following:
1. Invoices (within this hanging folder, you can file invoices either by month, chronologically or alphabetically)
2. Purchases (within this hanging folder, you can file purchases either by month, chronologically or alphabetically)
3. Expenses (within this hanging folder, you can file expenses either by month, chronologically or alphabetically)
4. Taxes (within this hanging folder, you can file the documents relating to only the current year’s taxes. Previous year’s taxes should be Archived, along with the invoices, purchases and expenses for those respective years.)
5. Utilities (within this hanging folder, you can file utility bills either by month, by the type of utility or company name. You might have manilla folders within this hanging folders with the type of utility: -Electricity, -Gas, -etc….then you could just input each new bill in the front of the respective manilla folder so the latest bill would be at the front)
6. Insurance (within this hanging folder, you might have manilla folders filed alphabetically for Autos, House, and Office) The Item name would be Insurance and keywords might be ‘automobiles, cars, Ford, Honda, State Farm, name, address and phone number of agent(s), policy, home, office, equipment, health, employee, employers, personal, workers compensation, … You could also sub-divide this to Insurance-Auto, Insurance-Home, Insurance-Office into 3 separate hanging folders.
7. Software
8. Passport
9. Sports activities (schedules for tennis, baseball, classes, team members, etc.)
10. Billy (school papers, immunizations, schedules for classes and other activities, awards, etc)
11. Susie (school papers, immunizations, awards, schedules for classes and other activities, etc)
12. Community Service
13. Personnel/Human Resources (within this hanging folder, you might have manilla folders for each person in your company filed alphabetically) However, if the documents for each employee is greater than what will fit into a manilla folder, you might create a Location separately for Personnel/Human Resources. This would give you the option of creating a separate hanging folder for each employee.
14. Medical records
15. Time sheets and/or pay stubs
As you see these are not in alphabetical order, and of course, they do not need to be since we are indexing our files with Paper Tiger, however you might want to think about what types of files that you want to put together. For example, the files that you will be referencing more frequently in the first 1 or 2 file cabinet drawers convenient to you. The list above would be indexed Reference 1, Reference 2, Reference 3, Reference 4, Reference 5, etc. through Reference 15. The next file that you add to Paper Tiger then would be assigned Reference 16 and would go into Reference 16 hanging file folder.
You might also have an Archives Location for the older files that you need to keep for legal or tax or various other reasons for longer periods of time, but most likely will not need to reference again. See our blog posts for Records Retention Guidelines. You would be able to transfer these files in the database from one Location (i.e.: Reference) to the Archives Location so that you can still keep track of where they are. Then move the physical files to the physical location to coincide with the indexed file item number in your Paper Tiger database. (Whatever you change in your Paper Tiger database, you will want to ensure that you match the change in your physical files.) As information, when you transfer files from one Location to another, this opens the Item Number from the original Location for new documents.
When a hanging file has gotten too overstuffed, you can sub-divide that file chronologically by year. For example, your hanging file folder Reference 12 for Community Service for 2010 through 2014 could be moved to new hanging file folders with Item Names ‘Community Service-2010′ and ‘Community Service-2011′, etc. If you move them within your Reference Location, they would be added to the first 2 available open Item numbers in Paper Tiger. Or you could transfer them to your Archives cabinet. Reference 12 would then have room for your new current year community service information.
For the above example, assuming that Reference Item numbers 1-4 all relate to information that you need for your taxes, you would be able to transfer those files to an Archive hanging file folder (or drawer or box depending on the amount of documentation you have and where you will be moving those documents to) named ‘Taxes-2014′ after you have completed your 2014 taxes. Reference Item numbers 1-4 would then be available for your new current year documents relating to the respective Item Names.
How do you manage files that you keep for reference?
More and more people are keeping less paper each year, but we still have paper files that are important to keep in hard copy format. Not only is it important to keep these paper files, but just as important is the ability to retrieve them when you need them.
Below is a list of documents that we all most likely have somewhere in your home or office, (some more applicable than others), but can we find them when we need them? And usually when we need them, we need to find them quickly. It can be very stressful when these items can’t be found easily. There may be others, but this will get you started in ‘getting it together’.
Some of these items you may want to keep in a safe deposit box, so decide which items those will be. Make a copy for your file at home, and the original can then be placed in the safe deposit box or other designated safe place. Write a note on the copy or on a sticky note to attach that will remind you where the original is located. In the event of an emergency where you’re incapacitated, make sure the appropriate family members know where to find the key to the safety deposit box, with a directive giving them access in such case.
For all other documents, index them into Paper Tiger. The Location name in your Paper Tiger database might be “Family Docs”. You can file them in any order you wish, then type the Item Names and keywords into your Paper Tiger database. The Item Number in the database will coincide with the hanging file folder number in your desk or cabinet drawer.
Just a quick story about myself to show you how easy it can be to allow important documents to get scattered. Before I started using Paper Tiger, I thought I was reasonably organized at home. My husband and I kept titles and financial documents in our desk drawer. All other documents were kept in a file cabinet. When we moved, the big desk we used in our previous home was placed in the basement office where my husband would now work. Those same documents were still there, but now some of the newer important documents found a new home in a file box that was more convenient for me to file into upstairs. When I needed to find a car title, I had to think, ‘is it still in the desk downstairs?’ or ‘did I put it in the file box?’ Needless to say, getting all those important documents together, and documented into Paper Tiger’s database is now a priority. Instead of a 10 minute exercise of going through the upstairs file box, then downstairs to search in the desk drawer, I can now conduct a quick search in Paper Tiger and be able to put my finger on it in about 5 seconds!
Another advantage of indexing your files into Paper Tiger is that you don’t have to be the only one that knows where everything is. According to AARP article ‘Kids and Your Money’, Jane Bryant Quinn says “You don’t want your family scrambling to find documents during an emergency. Help by putting these items in a safe place where loved ones can find them.”
Everything in the above checklist found in that AARP article can be indexed into Paper Tiger. Anyone that you give access to your Paper Tiger database will be able to retrieve what is needed in seconds. Finding files that you’ve indexed into Paper Tiger will no longer be a scramble to search all over your home or office, but will be as easy as typing in a search keyword in Paper Tiger’s search box, and the results will lead you directly to the file where it is stored.
See this blog article to learn how to Customize Your Filing System with Paper Tiger’s Indexing Method. Not only will your important documents be all together in one place, but you’ll be organized so you can find everything quickly and easily.
Everyone has a need to get organized and manage their records and many other physical items, whether it be paper files, contents of binders, or what’s in the file room or basement, so that retrieving an item in a timely manner is efficient.
Many companies have one or more administrative employees whose chief function is to manage company records—often, in an archaic and unmanageable system, and is dependent on the person who knows the filing system. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing and naming their files. So you have a variety of different methods all intertwined within one company. There has to be a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have!
Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. Experts estimate that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more to recreate the necessary information! At $20 an hour on average—because all levels of employees are involved in this process—that can easily add up to $3,000 per year or more, that you can save simply by using file indexing, like Paper Tiger Filing System Software to manage your files more effectively and efficiently.
It’s quite simple really. With Paper Tiger, you allow employees the access they require, according to your own policies, to use the software. You and your staff need to agree on a records retention policy as a guideline for the types of paper files you retain, how you want records kept and how long certain files should be kept. This policy should also transfer to your digital files as well. We have several articles already on records retention guidelines that you can use to assist you. Company name, common subjects, or other descriptions. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document or set of relating files.
Paper Tiger is a file indexing system for your paper files or other physical items that has a search engine built in so that lost information is virtually eliminated in your home or office. You can keep your paper in its original form, (you do not have to scan it), and use the power of the computer to index the paper files that you need to keep in hard copy format. You would simply type in the information into the database relating to your paper files or other physical items to get organized so that you can find what you need when you need it, without time-wasting searches. After all, retrieval is the goal when you file something away, right!? Well, maybe there are multiple goals, such as 1) getting the file off your desk and 2) organized in such a way that you can easily and quickly retrieve it when it’s needed again.
Paper Tiger software consists of the following levels:
When you’ve indexed your items into Paper Tiger, and you need to find something later, you simply conduct a Google-like search in Paper Tiger’s database to find where the item is located.
This solves problems with filing or finding any physical item, such as:
So for paper files, every single file will be labelled using the exact same system. And duplication of files are virtually eliminated. From the day you implement this brilliant, time saving system, every document relating to a project will be placed in the same location for easy retrieval.
It’s common knowledge that every document that comes into your office has to be managed in one of three ways.
The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work. You can file it away and not have to worry about finding it later.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved from your action file location to a reference file cabinet or archived in storage elsewhere, and a quick search in the database will tell you where they’re currently located, in case something needs to be retrieved later. No more worrying about not being able to find a file because someone is out sick! Paper Tiger filing system software eliminates that problem.
In today’s contemporary society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed file management system is ideal because you can quickly and easily “lay your hands on” every document in the office you may need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand.
Document indexing truly is the most contemporary method to efficient file management. It will not only save you time and money, but it will make for much happier employees, (including yourself), who can spend so much less time handling files and documents in the office. And remember you’ll also be able to index other physical items such as office supplies, training manuals, CDs, DVDs, etc. Paper Tiger Filing System Software can index anything that you can put a number onto, Not Just For Filing Paper, so you can find anything anytime!
