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.