Perhaps you’re familiar with the adage that time is of the essence. That means it’s important to spend your time wisely. Searching for papers that are filed somewhere can be time consuming. At worst, this could cause you to miss a deadline; at the least you’ll spend valuable time that could be better spent on more productive tasks.
Successful document management is mandatory for your business. An unorganized office can cost your company hundreds of dollars every year due to lost time, lack of efficiency, and even duplicated efforts in recreating work you can’t find. It is estimated that people waste 150 hours per year just looking for lost items. Just think about what 150 hours per person in your company is costing. Organizing office paperwork is key.
Finding and implementing a simple, effective document management and filing system is so important for your business. You need to know exactly where to find what you’re looking for when you need it. Who can afford to spend valuable time searching paper-by-paper, or drawer-by-drawer trying to find a document?
Once you realize the importance of an effective system for managing your office documents, the decision becomes what kind of system to use. There are a few possibilities, but which one is best?
One relatively new filing system is to use a Rolodex and write down each item and where it can be found in the office. For each word you might search under, you would write out a card using that word. You would then file the cards in alphabetical order based on chosen keywords. While this may be viable for some, when you have a large number of documents to manage, it can quickly become a gargantuan task to handwrite all those cards.
Another option is to scan each and every piece of paper you need to keep and file them on your computer, or on CDs or flash drives. The problem with this system is disk space. In addition, it is very time consuming and you run the risk of losing everything, should there be a technical ‘glitch’ — they happen, you know.
As such, what happens if your computer crashes? Or what happens if your computer gets one of the millions of viruses available to you (for free!) on the Internet? You could lose everything in the blink of an eye! Not to mention that, as you upgrade your computer and operating systems change, you could face the problem of not being able to view your files anymore. This is what happened with all those floppy disks that were so common awhile back. New computers don’t even come with 3 ½” drives anymore.
It could also be difficult to search for needed files since some document scanning systems do not allow much flexibility or make it cumbersome to add keywords or search terms. You could keep a separate folder for every document, but then you need an even larger amount of space to store them all. This system simply isn’t feasible for a business with a large amount of paperwork. Plus, the entire effort is very, yes VERY, time consuming. Many documents do not lend themselves to being scanned (i.e. bound documents, original signature contracts, etc.)
Of course, you can always use an alphabetical filing system, which is what most companies resort to by default, simply because it’s all they know. After over 100 years, the alphabetic methods are firmly entrenched into our way of doing business. However, the alphabetic document management system has many flaws and starts to breakdown almost as soon as it is implemented. It literally gets worse, much worse, over time. The alphabetic method requires that a person (or worse, a group of people) in the office remember how they filed the information. The problem is that people forget or they don’t all think alike. Many times, the person who sets up the filing system leaves the company and the knowledge of where things are filed goes out the door with them. (this is a BIG PROBLEM!)
The solution seems elusive.
Yet, there is a simple document management system that can be easily implemented in any size company. Converting your traditional files to this more efficient system will make you wonder how you ever managed without it.
It’s called Paper Tiger.
Paper Tiger document management software and filing system is a software program that allows you to easily categorize and organize your files based on a numerical indexing system that makes it a cinch to find what you need by allowing you to search for any keyword you choose—right from your computer! Think of it as the Google search engine for your file cabinet.
No need to scan your documents any longer, you simply index them and file them the same way you’ve always done. For those who need to keep the paper copies and originals, this is the ideal solution to document management. You avoid all the hassles and risks of using an imaging solution (paperless, scanning) and yet get many of the benefits of instant retrieval and virtual immunity from disruption due to staff turnover.
Not sure you want to commit to managing your office documents via computer? You can enjoy a free version, learn how the system works and see if this innovative document management system will work for you and your company before you buy. If you find—as thousands of others including large businesses, major universities, government agencies, non-profits, small businesses and professionals have—that this is indeed something you can’t live without, you can purchase the full product and get started on managing your files more efficiently right away. You can learn how to use Paper Tiger software in under 30 minutes – and you will never have to remember how you filed a document again!
And since you’ll print out an index of your files, you don’t have to worry about losing everything if your computer crashes or gets the “Trojan A”, “Trojan B”, etc. or some other crazy sounding virus. With Paper Tiger, you’ll have the ease of computer document management solution and the security of a paper trail as well. It’s the best of both worlds. There is security in having the real paper, when you need it.
Paper Tiger Filing System software for document management allows you to add simple codes to every document in your office, and then add item name and keyword information to the software so you can easily track and manage your files. You can see this amazing system in action on Paper Tiger’s website. You’ll be able to search for documents and files based on keywords that you choose to input, while creating a custom designed filing solution that’s perfect for your office.
An efficient document management is a must for any size company from the smallest home based business to the largest corporation or government agency. That’s why there are varying solutions with different levels of functionality to meet your individual needs. But whatever options your company needs, you can find pre-recorded webinars with tips and all the information you need to help you create a manageable, effective filing system.
As the decision maker in your business, you need to decide which document management system will work best for your organization. To do so, you’ll need to evaluate the options and choose the one you deem most appropriate. The ability to search for files and documents using keywords you select will save time and money every day, while greatly reducing stress and increasing productivity.
The business world today is much too competitive to not be as efficient as possible. The days of using traditional alphabetic filing systems with their inherent disadvantages are quickly coming to an end. Realize as you search for a computerized solution to replace your antiquated alphabetic filing system and move to the paperless office, that there is another fantastic computerized solution available using indexing, not imaging…Paper Tiger software. Indexing is a great, low-cost, low-hassle, reduced risk way to meet your organization’s document management needs.
Would you like to spend seven wonderful days in the British Virgin Islands? By entering the “Smooth Sailing Document Management” contest drawing, you may be able win the vacation trip of a lifetime. This contest is sponsored by The Monticello Corporation, makers of The Paper Tiger document management and filing system software, and Sail With Terry, LLC, in the British Virgin Islands.
Imagine spending seven days aboard the 51-foot sailing vessel, Mañana Maybe with a private captain. Visualize your first day as you sail into a small cove, drop anchor, take off in the dingy to find a beautiful reef to snorkel. Later in the day, you might be taking a walk on a snow-white beach, and that evening go ashore to a small charming beach bar/grill for dinner. During dinner enjoy your favorite refreshment while watching a sunset and listening to island music. And you have just finished your first of seven full days.
Modernizing your document management system using the best paper filing system software product has never been more fun…now you can take a FREE 7-day Caribbean sailing vacation in the British Virgin Islands with a private captain, when you are done! The drawing will be held during halftime of Super Bowl XLIV on February 7, 2010. The winner of the Caribbean sailing vacation will be immediately posted on The Paper Tiger website. The sailing trip for two, valued at over $4,500, can be used by the winner or given as a gift. No purchase is necessary. For details on how to enter the drawing, simply go to The Paper Tiger website, and click on Enter The Contest!
“Filing paper, document management and getting organized is a task that many people would just as soon postpone until later,” says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger filing system software. “The prospect of going on a FREE 7-day sailing trip to the Caribbean with a private captain, can make organizing your office filing cabinets, just a little easier and more fun!” Grady continues.
The Paper Tiger Filing System Software is a very powerful, yet simple indexing system for office files. It works like a search engine for paper files, to help individuals and companies get and stay organized! Individuals can waste over 150 hours per year just looking for lost information. The Paper Tiger filing system software uses the power of the computer to index the hanging file folders in office file cabinets. This is a great alternative to costly scanning and imaging solutions.
Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger filing system software to manage their office filing tasks much more productively.
What most people do not know is that there are only 5 things you can do with a piece of paper – (1) Toss It (2) Stack It (3) File It Alphabetically (4) Scan It or (5) Index It, using a product like The Paper Tiger filing system software. The paperless office never quite made it to reality. Scanning solutions are costly and very difficult to implement. Also, many documents (signed contracts, presentations, etc.) must be kept in their original paper form. Some people are uncomfortable with scanning documents (document management solutions) due to the possibility that they could lose everything in the event of a technical malfunction. For a complete list of these options and the pros and cons of each, see our Document Management Decision Guide at http://www.thepapertiger.com/decision_guide.php.
For more information on The Paper Tiger filing system software and to download a 10-day FREE TRIAL, visit http://www.thepapertiger.com.
About The Monticello Corporation, makers of The Paper Tiger filing system software.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ business and personal effectiveness by providing the training, tools and motivation to help them solve their problems with filing and document management. The company’s main product, The Paper Tiger filing system software, was created as a type of inventory management system (like a chart of accounts) for physical hanging files (you know, the green, yellow, blue and red ones in your file cabinet!)
Monticello got its name from the legendary home of Thomas Jefferson, U.S. president from 1801-1809. An avid collector of books and music, Jefferson transferred his personal library of more than 6,000 volumes to the Library of Congress in 1815, doubling its size and permanently expanding the scope of its collections.
www.thepapertiger.com
sales@thepapertiger.com
Toll-free Phone: 866-701-1561
About Sail With Terry LLC, owners of the 51’ sailboat Mañana Maybe.
At SailWithTerry, we provide CUSTOM sailing vacations in the British Virgin Islands (60 miles east of Puerto Rico). The custom itineraries range from high voltage and high activity to relaxing sailing with visits to world-class spas. On this sailing cruise, you set the pace and choose between a wide offering of water-based and land-based activities. The typical sailing trip includes sailing, snorkeling, diving, hiking, kayaking, exploring, relaxing and partying. A Caribbean Sailing Adventure that you will remember for a lifetime!
Captain Terry Clark
www.SailWithTerry.com
Toll-free Phone: 888-679-Sail or 888-679-7245
The purpose of your filing system is not only to put paper files away, but to be able to find them again (and without wasting time trying to figure out what file name you chose the last time you filed them!) Keywords are essential for quick retrieval. Entering keywords into The Paper Tiger document management and filing system software will help you find papers you have filed. The more keywords you enter, the better your chances of quick retrieval!
This article in the Financial Advisor Magazine gives us many tips for organizing a financial services office (and once again, the tips are applicable for many small offices) and controlling disorganization. The article deals with how to deal with the constant flow of paper coming into the office and how to get better organized. Keeping up with the client paper files alone in many financial planners’ offices are enough to cause stress. It is imperative that a system be put in place that keeps managing clutter and setting up a workable paper filing system or document management system, a very high priority. This article provides some good suggestions. You can read a short portion of the article and then click on the link to read the entire article. See Paper Tiger Document Management and Filing System software mentioned in the article.
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Financial Advisor Magazine
July 2004 issue
Conquering The Paperwork Mountain
Some cost-efficient ways to improve productivity–and avoid headaches.
By David L. Lawrence
If you have been in the financial services business for any length of time, you know that paperwork can become an overwhelming task. Apart from the piles of mail that must be sorted through every day, there is the unending task of filing, forms to keep track of and compliance paperwork that, in recent years, has increased tremendously. I have visited financial advisors’ offices where paperwork stretching back months is unceremoniously stacked in piles on the floor of the office. One advisor told me that when the piles get so high that it is difficult to walk to and from the desk, then all other tasks are dropped so that the piles can be dealt with.
Consider how much it costs to maintain inefficient paperwork and filing systems. If, as a direct result of not having efficient systems, it costs you and/or your staff one hour each day (this is probably conservative), and you used a $50-per-hour cost factor over the course of an entire year—the cost of inefficiency could top $12,000 in lost time ($50 x five days per week x 48 weeks).
Read the full version of the article by clicking here.
The best document management software and paper filing system product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger document management and filing system software to manage their office filing tasks much more productively.
Atlanta, GA (PRWEB) September 26, 2009 — The best paper filing system software product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger filing system software to manage their office filing tasks much more productively.
The Paper Tiger document management and filing system software is a very powerful, yet simple indexing system for office files. It works like a search engine for paper files, to help companies get and stay organized! Individuals can waste over 150 hours per year, just looking for lost information. The Paper Tiger filing system software uses the power of the computer to index the hanging file folders in office file cabinets.
Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk. What most people do not know is that there are only 5 things they can do with a piece of paper – (1) toss it (2) stack it (3) file it alphabetically (4) scan it or (5) index it, using a product like The Paper Tiger filing system software. The paperless office never quite made it to reality. Scanning solutions are costly and very difficult to implement. Also, many documents (signed contracts, presentations, etc.) must be kept in their original paper form. Some people are uncomfortable with scanning documents (document management solutions) due to the possibility that they could lose everything in the event of a technical malfunction. For a complete list of these options and the pros and cons of each, see the Decision Guide at http://www.thepapertiger.com/decision_guide.php.
“Paper is not going away, as many people thought just a few years ago. Now, many people are looking for a better way to deal with and share the paper in their business and personal lives,” says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger document management and filing system software. “Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk,” remarks Mr. Grady.
For more information and to download a 10-day free trial, visit http://www.thepapertiger.com
About The Monticello Corporation, makers of The Paper Tiger document management and filing system software.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ business and personal effectiveness by providing the training, tools and motivation to help them solve their problems with filing and finding the paper in their lives. The company’s main product, The Paper Tiger document management and filing system software, was created as a type of inventory management system (like a chart of accounts) for physical hanging files (you know, the green, yellow, blue and red ones in your file cabinet!).
Monticello got its name from the legendary home of Thomas Jefferson, U.S. president from 1801-1809. An avid collector of books and music, Jefferson transferred his personal library of more than 6,000 volumes to the Library of Congress in 1815, doubling its size and permanently expanding the scope of its collections.
Contact:
James D. Grady
President/CEO, The Monticello Corporation
www.thepapertiger.com
Toll-free Phone: 866-701-1561
