It’s the second decade of the 21st century, and never before has document management been so important. Having a superior filing system that can easily be accessed by everyone from the smallest business owner right up to the CEO of the largest corporation, as well as government officials and non-profit workers is vital. It’s the only economically sound way to keep a successful operation running smoothly, both now and well into the future. The Paper Tiger Document Management and Filing System Software provides the perfect solution.
Currently, it’s estimated that 75 percent of organizations outsource between one and five major office filing activities. These include document imaging, printing and copying, mail and shipping, fleet management and records management. A third of these organizations aim to outsource even more of these processes within the next two years. Some reports say that document imaging has the greatest impact on reducing cost and improving productivity, but document indexing has proven the most viable solution.
Leaders in the field continue to look for systems to manage the ever-increasing paper trail, from the document creation to file cabinet, then to archive or destruction. Many different people in various departments handle data contained within files, which means that tracking information is no longer the responsibility of a single employee.
All of this involves processes that are often regarded as cumbersome and annoying, especially when a large number of records are being stored, whether in paper or digital format. A specialized document management indexing system that combines all of these variables into one manageable, standardized process across all departments within an organization is the ultimate solution. Until now, the most logical means for locating such a system has been outsourcing.
Unfortunately, in many cases, there are problems with poor customer service and performance standards when document management is no longer handled in-house. Outsourcing can also lead to job losses, which isn’t healthy for a flourishing business.
The best solution for paper filing and document management, then, must meet the following criteria:
• the filing system must be user-friendly for everyone, from the daily temp to the CEO;
• free, all-encompassing training must be available for the document management software;
• all stored documents, including those in archives, need to be easily located;
• files must have the flexibility of being added to without undue fuss or hassle;
• a hard copy backup of all file locations and a master of the filing system index must be available in the event computers are offline;
• such a filing system must be economically viable for the company;
• the document management software must be upgradeable with advancing technologies;
• the software provider must have a solid track record of performance;
• the software itself must have a proven track record in widely different organizations and circumstances;
• the system must be capable of being fully integrated into the current filing system with a minimum of time and effort;
• work can be done in-house which reduces or prevents the need to outsource;
• the document management system must be flexible enough to operate in different countries.
The Paper Tiger Document Management and Filing System Software offers a revolutionary document management system that meets every requirement on this list.
This document management software is user-friendly and easy to master. The Paper Tiger standardizes document management and filing throughout an organization using a numerical indexing system, instead of the traditional alphabetical format where people can file things in all sorts of confusing ways.
Content is being created in more formats from more places than ever before. The Paper Tiger is flexible enough to handle any format a company might use. Although it won’t replace all of the filing work, it reduces the time involved in filing and document management considerably.
Because organizations are constantly working with strict budgetary guidelines, they’re always looking for ways to save money. The Paper Tiger is the perfect solution. It’s affordable, and because it streamlines paper filing, it uses resources more efficiently.
Today’s workplace is far different than what it was 20 years ago. Today, approximately 90 percent of company documentation is electronic. However, because records must be kept for an extended period of time, electronic and hard copy filing must be merged into one standardized, indexed system capable of handling both formats.
The Paper Tiger Document Management and Filing System Software is a true leader in the field of paper filing and document management and will continue to provide excellence for its customers as technologies and needs change, now and in the future.
While most professionals realize that file management is mandatory to keep their businesses organized, they hate the actual task of filing paper. Often, these same professionals procrastinate more in developing a document management system than in any other task in the office. This applies to supervisors, business owners and office employees alike. Filing has a bad reputation in business.
The main reason is because it’s time consuming. Add to that, not knowing how to file specific documents and then locate those same files again when needed, and this serves only to reinforce this negative mindset. An efficient and organized file management system is mandatory. So what’s the solution?
The Paper Tiger Document Management and Filing System Software!
This document management software makes filing easy and much less time consuming. Those who have converted to document indexing using The Paper Tiger software have discovered just how simple and efficient this filing system is. And they rave about how it removes the dread from the task of filing! Once the software is installed and in use, the procrastination associated with managing files and paperwork in the office flies out the window.
Less procrastinating means more work accomplished. Employees will be more productive, which will make them—and you—happier and more content.
Organization is required for any business to function properly. Sadly, many office workers still believe the only way files and documents can be organized is to keep them all in one location. With The Paper Tiger, that simply isn’t the case because the software provides the organization. To add new files, you simply place a new folder behind the last one in the drawer or file box; label it accordingly in relation to your keywords input into The Paper Tiger, and you’re good to go. It works like a search engine for your paper files! You’ll immediately spend less time shuffling paper and more time being productive.
No more struggling or wasting time moving files around from one filing cabinet to another so you can squeeze one more folder in. No more wasting time trying to decide where the file is when you need it. No more reorganizing an office to fit in another file cabinet, when there is plenty of space in another room. Files no longer have to be near each other to keep your file management functioning properly.
Some business owners and employees think scanning is the best way to manage their files in trying to create a paperless environment. But consider this…
1. What happens if you scan a file, dispose of it, and then realize you’re missing important documents that didn’t scan properly?
2. How much money will you have to spend on a scanner with enough speed, efficiency, and quality to justify the cost of this filing system?
3. What will you do if your computer crashes and you don’t have a backup?
4. How will you name your files so you’ll be able to easily find them later?
5. How will your computer handle the files as space becomes limited or programs change?
These are just a few of the many questions that you’ll need to answer before using a document management scanning system. The concerns are many and can impact your business in ways you may never have considered.
When you use The Paper Tiger filing system, however, you’re putting your computer to work for you. Not only will you have a computer index of all your files, but a paper copy as well. You’ll still have the originals of all your important documents.
Companies who have been in business for decades often struggle with their document management system because it was created back when the company began. This can cause problems never imagined. Certain files must be kept forever. This can be a challenge, to say the least, when the business has been around for many years.
Some business owners may be concerned they can’t learn to use the software and may feel an indexing system only works for small businesses that don’t have many files. Or they may think it only works for businesses whose files are all housed in one location. This really isn’t the case. Worldwide, associations, large companies, small businesses, schools & colleges, government agencies, healthcare providers, non-profit institutions, religious institutions, as well as individuals, have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!
The Paper Tiger Document Management and Filing System Software works with as many files as you have to manage and it’s so easy to add or remove files, that it’s truly the best solution for a business of any size. The system works well for businesses with different locations as well. The software will manage files wherever they’re stored, making it a perfect solution for any business, regardless of what they do, or how big or small they are.
The Paper Tiger may not take all the work out of filing and document management, but it will save you time in maintaining and organizing your office documents. The fear that it will take too much time to get it all done is probably the biggest reason for procrastinating where filing is concerned. The average businessperson wastes over 150 hours per year just looking for lost information! Let The Paper Tiger Document Management and Filing System Software tame your files and you can alleviate some of the stress that comes with developing a more effective filing system while running a well-organized and more efficient office at the same time!
Do you have trouble taming your stacks of paper, paper piled on the floor, chairs and desks, drawers full of paper? These are just a few of the many reasons why a company needs an efficient filing system in place. Filing can be a huge task. And even though we keep it on our daily to-do lists, it’s often put off simply because it feels like such a chore and it’s something we hate to do. We procrastinate, hoping this “paper tiger” might go away. But, of course, it only roars more loudly when we try to ignore it!
There are ways to make this task seem easier and more manageable, however. Sure, you can give the task to a subordinate, or a file clerk so you don’t have to do it personally. While this is good for you, the negative aspect is that the task itself is still there waiting to be done—even if by someone else.
There is a better way. It’s by using a filing system that’s not as difficult to manage as traditional systems, and one that doesn’t feel like such a chore. That system is The Paper Tiger Document Management and Filing System Software.
Here are just a few of the benefits of using a paper filing indexing system to tame the paper in your life.
1. Most of us procrastinate when we have something to do that we don’t enjoy. With The Paper Tiger, you don’t have to worry about procrastination because, truly, you won’t mind filing. It will lessen the amount of time it takes to keep your files in order, and in just a short time you’ll be done and ready to move on to the next task.
2. The Paper Tiger makes dealing with paper, in general, easier. No more huge stacks of paper all over the office. Since you know the process takes only a few minutes of your time, you’ll get to it and finish it right away.
3. Since the software is so easy to use, you’ll have a lighter load when it comes to training others to use it. Anyone will be able to manage their office filing better. Assistants will be able to easily direct others to files they need. And they’ll be spending much less time filing, which will free them to accomplish other important tasks as well.
4. Sharing office files has never been easier in your business than with The Paper Tiger! You can share access to files, and the search function in the document management software allow others to quickly find documents they need. Then once they find the files they’re looking for, all you have to do is slip them back in place when they’re finished which saves everyone time and stress.
5. The Paper Tiger is a great help in maintaining document management retention policies. It helps you track every file and document in the office and creates reports for you to review to determine when it’s time to dispose of unnecessary paperwork. This will help you keep less paper and will help you know what to destroy when it’s time to do so.
6. If state or local government regulations, OSHA, DOT, or similar agencies govern your business dealings, The Paper Tiger can help keep you in compliance. You will be able to find necessary files quickly and easily. It will help you stay organized so files are easy to dispose of as well.
7. Organization is priceless when you run a business. The Paper Tiger will help you organize your filing system and paper trail in such a way as to save you time and money, which will in turn, help you to be successful in your business—whatever that is.
8. The program can be used by any size or type of business. It can be adapted to any company’s need since it’s not designed for only one type of business. It works perfectly in every industry.
9. The Paper Tiger is designed for on-site employees, but it can work just as well for Virtual Assistants. If your business uses a Virtual Assistant, she can help you set up the software for your document management and filing system needs and help you locate files when you need them.
10. Allowing other departments within your business to use the software is an added benefit. No more worrying about keeping files separated by location. You’ll be able to find any document you need with ease. In fact, the entire company can use this system and never worry about losing files because the program is designed to protect against that happening.
Please go to our website to understand better what is The Paper Tiger and the benefits and features of implementing this office filing system.
No matter what kind of business you run, you’ll see greater success when you manage your paper flow better. Finding the files you need can make or break your business at times. The Paper Tiger can ensure your company does a good job taming its “paper tiger.”
The Paper Tiger Document Management and Filing System Software can keep your business organized, running more smoothly, and save you time and money. Don’t let procrastination or lack of knowledge about the benefits and joy of using this software prevent you from setting up your successful filing system today!
Filing is something that most of us hate to do, but an efficient filing system is necessary to run an efficient office. Filing can be time consuming and it does require space. But it also requires proper document management. What happens when you look for a document that was filed several months earlier and you can’t remember how it was filed? An efficient document management filing system eliminates the stress and expense associated with lost or poorly managed files.
A system for paper filing is important, especially, when you have more than one person who handles filing. When one employee uses different keywords than what others use, you can literally spend hours searching for the documents you need. Sometimes you find them, and other times you don’t. This could mean you have to recreate or duplicate work.
It doesn’t have to be this way!
The Paper Tiger Document Management and Filing System Software offers a filing system that can save you time and money every day of the year. This document management system uses technology you already have available—your computer—which you may not even think of using to manage your files.
Typically, you’re limited to a few keywords on a standard file because file labels are so small. This can cause problems when you search for a file if you couldn’t fit all of your keywords on the label. Often, you have to choose between two or three keywords when you really need more. What happens if you don’t use the right keywords? Of course, you won’t be able to find the document later, or at least not quickly.
With The Paper Tiger, that isn’t the case. You’re able to use as many keywords as you want, so you never run the risk of not being able to find a document you need. You can update keywords any time you choose by adding more words as your business changes.
Once your keywords are entered, you’ll have the ability to use the search function that’s built into The Paper Tiger software to search for whatever you need. When you find the correct file, you’ll see the location and immediately be able to access the file with no hassles and no long, drawn-out paper search.
The Paper Tiger Document Management and Filing System Software offers a powerful training program as well. Easy-to-understand videos teach you everything you need to know about the software and how to use it. No more struggling to train when you hire a new office worker to manage your files. The Paper Tiger training and learning resources are accessible anytime you need them. New employees simply watch the videos and they’re good to go!
One of the biggest advantages to using The Paper Tiger Document Management and Filing System Software to manage your filing system is the built-in reminders. Do you have files that need to be archived or destroyed after a certain amount of time? The built-in reminders can be set to notify you when the time arrives. This is a convenient and important function for busy employees and for company document management retention guidelines.
Printed reports are a great tool for executives who are away from the office. Simply print a file report, then when you’re traveling, you can pull out the report, locate the file you need, and call the office to have your assistant or another co-worker pull the file for you. What could be easier?
The Paper Tiger Document Management and Filing System Software also makes it easy for more than one user to access the program. Your assistant, supervisor, or manager can access your file report as easily as you, which saves time and helps the office run more efficiently. In addition, The Paper Tiger Network edition is designed to allow multiple users to have access to the same database in a networked environment. The Paper Tiger Network is licensed one per computer/user.
The Paper Tiger software utilizes an indexing system that eliminates the need for “file shifting.” You simply add a file behind the last file you placed in the drawer and you’re set. This saves a considerable amount of filing time because you never have to move files from drawer to drawer, or cabinet to cabinet. It can also prevent files from being damaged or lost during such a move.
The unique features of The Paper Tiger Document Management and Filing System Software allow you to utilize the software for practically anything you file. Regardless of the type of business you run, the Paper Tiger can help you handle your files more efficiently. For instance, you can file and manage:
1. Inventory
2. Manuals
3. CD’s
4. Books
5. Passwords
6. Software
For more ideas, see our article on “The Many Uses of The Paper Tiger”
Pretty much anything you can number, you can Paper Tiger! This powerful filing system software is designed to adapt to almost any business filing need.
If you’ve ever spent hours searching for a file, or stored files in an offsite location only to never be able to find them again, you need to try The Paper Tiger Document Management and Filing System Software. This document management filing system is designed to meet the filing system needs of home offices or businesses, large or small. It’s easy to install and will continue to meet your office filing system demands—both now and in the future.
Whatever your document management issues, Paper Tiger Document Management and Filing System Software is the ideal solution to help you control the paper flow in your company.
Some businesses have so many files that they must consolidate at times. They may have rules that state that files can be moved to basement storage periodically, to an offsite location, storage shed, or a corporate storage location. When this happens, how do you handle the filing on those still important, yet archived, files? Let’s consider…
1. Basement Storage
Whether you store your files in a file room, unused office, or a basement storage room, you need to keep track of them with your filing system. Some people may think you can’t use an indexing system with archived files, but that’s far from the truth.
Document management via an indexing system makes more sense now than ever because your files are farther away from your “regular” office space. This means you’d have to go further to find the files you need, which of course takes more time and creates added expense.
When you index archived files in remote storage areas, you’ll be able to search the Paper Tiger database to find where the file is located, then go right to the location, pull the file, and be able to get back to work with the file in hand. Then you can quickly return the file to the same location when finished.
An indexing system handles the information required so you know which files are in the basement or other storage area compared to the file room. There’ll never be confusion as to where a file is located with an indexing document management system.
2. Offsite Storage Location
Offsite storage locations can be different than other storage areas. The main reason being you don’t have the ability to easily browse where your files are in those storage facilities. Using indexing to manage your documents stored in an offsite location, you can manage these files the same way as any others. Note the location of the files, add keywords to help you index them and file as needed. The hardest task then will be beating the traffic in your drive to find a file.
3. Storage Shed or Unit
Some businesses use storage units either on location or within a locked gate at a different facility. With this type of storage, you’ll want to use shelves so archived file boxes aren’t directly on the floor. Shelves will protect the files and still allow you to use your indexing file system easily.
For best results, mark each shelf so you’ll know specifically where boxes are located. You can, of course, use file cabinets, but you might not want to purchase new cabinets when you move files to archived storage. Metal shelves will work just fine while still allowing you easy access to your documents.
4. Corporate Storage Location
At times when corporations have small divisional offices, they may not have the room to store archived files, and they don’t want to send them to an offsite storage location. In this case, those files may be sent to the corporate office for safekeeping.
When this happens you can use the same indexing system you’re currently using, even though the files aren’t in the same location. You manage it the same way you would with any other offsite storage location. Simply note the location, the box number and keywords in your index file and you’re good to go. Document retrieval is a cinch, regardless of where your files are stored.
One advantage with corporate storage is that you will typically be able to contact someone in the corporate office and ask them to send you any files you need without you having to make a trip to the office. With another offsite storage location, that wouldn’t work, of course.
At times businesses may run into storage problems and will need to move files around to accommodate space or a change in facilities. Using an indexing system for your document management needs will make this an easy transition and still allow you needed access to your files.
Whatever method you use to archive files, be sure and use the Action Date function in Paper Tiger to remind you when these archived files need to be pulled and destroyed based on your company’s records retention policy. If you don’t already have a records retention policy, see our ‘Retention Guidelines: How long should you keep records?‘ articles that might be helpful to you.
Try Paper Tiger Document Management and Filing System Software today and see for yourself!
(Professional and Network Editions Only)
The Paper Tiger Document Management and Filing System Software is equipped with a Spell-checker that will check the spelling of an item’s text as you enter it into a database. The Spell-check operates automatically in all fields in Wizards and the Browser.
Note: The Spell-checker runs automatically. If you wish to disable the spell-checker, click the Disable Spell-checker checkbox in the General tab of the User Preferences.
In Wizards, the Spell-checker checks the contents of each field as you “tab” out of it. In the Browser, the Spell-checker checks the contents of each row just prior to a row update.
The Spell-checker has an options menu that allows you to choose what options you would like The Paper Tiger to use when checking your entries.
To change Spell-checker options, follow these steps:
1. Select Spell Check Options from the View menu. The Spell-checker options dialog is displayed.
2. Select or deselect options by clicking on the proper box next to an option.
3. Click the OK button. The spell-check options are set.
See the full Press Release.
The Paper Tiger Document Management and Filing System Software Announces “Windows 7 Compatibility”
Modernizing your document management system has never been more compatible…now The Paper Tiger Document Management and Filing System Software is compatible with Microsoft’s new Windows 7 operating system.
Atlanta, GA (PRWEB) December 9, 2009 — The best document management and paper filing system software (http://www.thepapertiger.com) product is now compatible with Microsoft’s new Windows 7 operating system. The new version 4.1.24 of The Paper Tiger document management and filing system software is the most complete solution available to better manage paper files in the office. The update of the software is shipping to new customers now and is available as a free update to existing 4.x current Paper Tiger customers.
In addition to announcing Windows 7 compatibility, The Monticello Corporation, the makers of The Paper Tiger software, is also reminding everyone to sign-up for the free drawing for a 7-day Caribbean sailing vacation (http://www.thepapertiger.com/contest.php) in the British Virgin Islands aboard the 51 foot sailing vessel named the Mañana Maybe with a private captain. The Monticello Corporation has teamed up with Sail With Terry, LLC, in the British Virgin Islands, to provide this once-in-a-lifetime vacation. 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. To enter the drawing, simply go to The Paper Tiger website and enter your name and email address. The sailing trip, valued at over $4,500, can be used by the winner or given as a gift. Everyone is eligible and no purchase is necessary.
“After months of development effort, we now have an even more robust software product to help customers with filing paper, document management and getting organized,” says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger document management and filing system software. “As the weather turns colder, the prospect of going on a free7-day sailing trip to the Caribbean with a private captain, has our clients pretty excited!” says Stephanie Calahan, owner of Calahan Solutions (http://www.calahansolutions.com), a Paper Tiger Expert located in Bloomington, IL.
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 document management and 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 document imaging solutions.
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.
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 document management and filing system software. The paperless office never quite made it to reality and 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 Software Decision Guide (http://www.thepapertiger.com/decision_guide.php).
For more information and to download a 10-day free trial of The Paper Tiger document management and filing system software (http://www.thepapertiger.com/free_trial.php), visit their website.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ business effectiveness by providing the training, tools and motivation to help them solve their problems with document management and filing systems. The company’s main product, The Paper Tiger document management and filing system software, was created to provide customers interested in document management systems an easy and low cost way to automate their paper workflow, thereby overcoming many of the problems with old fashioned alphabetic filing systems.
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
thepapertiger.com (http://www.thepapertiger.com)
About Sail With Terry LLC, owners of the 51’ sailboat Mañana Maybe.
Founded in 2006 in Road Town, Tortola, British Virgin Islands (BVI), Sail With Terry LLC’s mission is to offer safe and personalized private sailing vacations that far exceed the expectations of our guests. Specializing in customized yacht charters in the British Virgin Islands, with private captain and if desired, a private chef. We offer incredible sailboat vacations. Our guests work directly with Captain Terry to design the luxury vacation-of-a-lifetime…be it a BVI vacation of total relaxation or high voltage-high activity adventure sailing. Both types of Caribbean vacations are available or a blend of each. So, whether it is your honeymoon (honeymoon sailing), your birthday or any other occasion, we will work together to make your sailing vacation truly unique and memorable. To get you started, we have prepared a free Caribbean Sailing Adventure Travel Planning Guide (http://www.sailwithterry.com/contact.html).
Contact:
Captain Terry Clark
President/CEO, Sail With Terry, LLC
sailwithterry.com (http://www.sailwithterry.com)
Toll-free Phone: 888-679-7245
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There are a number of filing systems that office personnel use for document management. Some are, of course, more common than others. When filing solutions are chosen based simply on “tradition,” (such as the standard alphabetical filing system that has always been used), it could create problems for your company down the road. That’s why managing office documentation via an indexing system like The Paper Tiger document management software and filing system is so valuable.
In our uncertain times where layoffs are all too common, losing the one person who knows the current filing system can wreak havoc in an office. It may be that no one has a clue where things are filed and how to find them. When locating a document becomes critical, and no one remembers how it was filed, panic ensues.
The best solution to this dilemma is to set up your files using a computerized document indexing system. Once the process is complete, you’ll be thrilled with the ease of use and implementation of this common sense approach to filing. An indexing system for document management is an invaluable strategy for your business. And new office managers and filing assistants can be trained on its use in just a few minutes.
You’ll need to decide where to begin with your files, but the best place to start is obviously with the first file cabinet. You’ll need hanging files and labels on hand for each file. Having the computer and the file cabinet in the same room is the ideal way to save time going back and forth between the two.
There are many advantages to using an indexing system as opposed to a traditional filing system. One of the main reasons is the reduction in hours spent managing files. You’ll be amazed at the reduction in time employees spend searching for specific files. When you implement an indexing system for your documents, you include keywords for every file. Then when you need to search for that file, you simply enter the keyword in the computer and within seconds you know the location of that document.
Another advantage to an indexing system is the reduction in the number of duplicate files your company maintains. One main reason for duplicate files and documents comes when more than one person keeps files on hand. Since everyone has their own system for filing, it’s often difficult to locate information that someone else has filed. So duplicate files can be created, whether on purpose or inadvertently. With an indexing system to manage your files, this duplication can be eliminated.
Have you ever ran across a document that needs to be filed in more than one location? Maybe a file that relates to multiple customers. This typically means you have to make a copy of the entire file so you can store it in two (or more) locations. With an indexing system that isn’t necessary. You simply include both names in your keyword list and eliminate the need for copies.
In a traditional filing system, items are typically filed alphabetically. When you run out of room, you’re forced to shift files around to accommodate new files. This problem is also eliminated when you use an indexing system to manage your documents. There’s no need to shift or move files because they aren’t filed in alphabetical order. You can place new files in a new cabinet and still be able to locate them quickly and efficiently.
When you choose The Paper Tiger for document management needs, you install the software directly to your computer. The file itself will then guide you through every step of the installation and set-up process. You receive, literally, all the information you need to get started, including pre-printed tabs if you choose the shipping option, software, and learning materials to get you up and running right away.
You’ll also receive the support you need to get through the learning process, installation and set-up, and to any questions that may come up now or down the road.
The Paper Tiger document management software is a one-of-a-kind solution that eliminates countless hours of filing and searching for documents. The system is easy to learn and simple to use. It’s also a cinch to train others.
If your filing system is a mess, consider The Paper Tiger document management software. You’ll be thrilled you made the decision when you see the money your company saves each month in document management.
Different forms of document management solutions have been created, tried and discarded. In our high tech society, we still struggle with managing our paperwork. Many companies have tried the paperless route. They purchase expensive equipment and software to scan all their documents to give employees easy access to files and remove the bulky file drawers from the office.
But guess what happens?
Much of the paper filing must still be retained. It takes ages to scan the thousands of documents. Then employees still can’t find documents because they don’t understand the filing system created by Alice who left the company after 30 years of service!
Indexing: Card Catalog vs. Software
Fran, who knows that document indexing is the new way to file, enters the office. She immediately implements an indexing system for all new files and begins the slow process of cataloging the existing files using a card catalog system based on the old public library indexing system. Typing out cards is tedious, but Fran is committed.
Employees notice it’s easier to locate files using Fran’s card catalog system; however, the company is finding it costly to supply Fran with the assistance she needs to complete the job quickly. Now employees must determine if the file is new enough to be in the new filing system or if they will have to search through the dreaded old system.
Fran is solution-minded and searches the Internet for a way to speed up the process. She locates The Paper Tiger Document Management and Filing System software, a computer software indexing system that drastically reduces the time necessary to complete the filing transformation. Fran’s superiors are efficiency experts and instruct Fran to implement the new system immediately.
Need to Keep Files Handy
Expense is often a major reason companies are afraid to go paperless, but another reason is that they need their paper copies handy. Customers often request copies of documents and photocopies look much better than their scanned equivalents. Often it’s easier to work with the hard copy of a document than to continually click from screen to screen on a computer. Document indexing solves this problem.
With document indexing, all files can be easily categorized and located using keywords much like an Internet search engine such as Google. Document locations can be found quickly using keywords in a search tool. Files can be labeled with easy to find numbers and letters instead of clumsy words or phrases.
No More Pondering Over File Names
Traditional filing systems often use categories for naming files. Employees must determine the major category and listing for each document and file it accordingly. However, not everyone has the same sense of categorizing or the same labeling style.
John may feel a receipt for concrete should be filed under Construction Materials, while Mary believes it should be filed under Miscellaneous Purchases. When the document is filed using The Paper Tiger, both John’s and Mary’s keywords, along with many others, can be entered into the search tool so that every personality and character type in the office can quickly and easily search for—and locate—documents without assistance.
All Documents Available at All Times
Once The Paper Tiger Document Management and Filing System software is implemented, employees can locate any file at any time. It isn’t necessary for employees to wait for the file clerk to arrive to begin research or complete a task. Those who want to stay late or work on the weekend to finish up a project can do so without having to place an order to have files pulled early in the workday. What an improvement to overall work efficiency!
The Paper Tiger has many levels of use and can be as simple or as detailed as desired to fit the needs of anyone. Individuals and students as well as businesses and organizations are finding relief from the paper hassle by implementing this system of file retrieval.
Big businesses, small businesses, associations, non-profits, government, healthcare, real estate, finance/legal, and education institutions are all using The Paper Tiger document management software and indexing system to minimize the paper tasks in their offices. Even filing professionals such as Professional Secretaries International of Kansas City, Missouri use and understand the value of such an indexing system.
How Can it Help You?
In our fast paced and efficiency-driven society, time is truly of the essence. Studies show many precious hours and company dollars are wasted every day on paper searches. Minimizing this wasted time is an essential way to improve the efficiency of any organization.
Employee frustration calls for extended breaks and decreased productivity. Your company can eliminate the traditionally inefficient filing systems used for document management and enter a new era of organization and increased productivity, as others have, with a document indexing solution such as The Paper Tiger Document Management and Filing System software.
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.
This article below is a great source to get your filing cabinet(s) in order. Gina suggests a label maker, which is a fine resource, however if you use The Paper Tiger document management and filing system software, you can print your labels from within the software.
By Gina Trapani, 12:30 PM on Fri Feb 17 2006
One of the main clutter culprits in my home office is the “To File” pile – you know, that stack of paperwork that’s supposed to go into the file drawer at one point or another. Usually this pile spontaneously occurs right on top of the filing cabinet, which is pretty silly. I mean, instead of adding stuff to the pile, why wouldn’t I just file it? Turns out the sad state of my messy, overflowing filing cabinet is the reason for my blockage.
Sound familiar? Today we’re going to embark on a file drawer makeover for the overstuffed, under labeled filing system and turn it into a neat, breezy and dare I say pleasurable place to organize your important paperwork.
Give your paperwork a spacious place to live.
Let’s face it: we’re not in college anymore. That plastic file box or enormous binder held shut with a rubber band just ain’t going to cut it. You’ve got personal, financial, insurance, car, clients, tax and medical paperwork to track. If you’ve been using an undersized filing cabinet that just doesn’t have enough room to accommodate your stuff – or no filing cabinet at all – invest in a spacious, well designed file drawer or cabinet that leaves you room to spare. Lots of room. In fact, Getting Things Done author David Allen says your file drawer should be only three-quarters full. From page 99 of the GTD book:
“I know almost no one who doesn’t have overstuffed file drawers. If you value your cuticles, and if you want to get rid of your unconscious resistance to filing, then you must keep the drawers loose enough that you can insert and retrieve files without effort.”
If you’re out to buy a new filing cabinet, Allen says you shouldn’t skimp on quality.
“Nothing is worse than trying to open a heavy file drawer and hearing that awful screech! that happens when you wrestle with the roller bearings on one of those $29.95 “special sale” cabinets. You really need a file cabinet whose drawer, even when it’s three-quarters full, will glide open and click shut with the smoothness and solidity of a door on a German car. I’m not kidding.”
He’s not kidding. A tool that’s easy and fun to use is a tool you will use.
Allocate one file folder per hanging folder.
As soon as things start to get crowded inside filing cabinet land, your first instinct is to start putting several manila folders into one hanging folder. Bad idea. Allocate one single manila folder to one single hanging folder. This cleanly separates your folders and makes them easy to ruffle through them. (Allen recommends staying away from hanging folders completely; personally, I like them.) Keep a supply of both manila folders and hanging folders within reach so that creating a new one is as easy as possible.
Choose an accessible naming scheme.
You may be a plain old straight-up A to Z type person, but there are more ways than one to alphabetize file folders. My preferred method is to break things up into categories, like “Car,” “Client,” “Taxes,” “Bank Account” and preface a folder name with that word. For example, one folder might be “Car: Honda Accord” and another is “Client: Lifehacker,” and another “Bank Account: ING Direct.”
Whatever method you choose, make sure your system is obvious and consistent throughout your files to make retrieving paperwork as simple and thoughtless as possible.
Use a label maker.
When I first read Getting Things Done, the recommended tool I was most sure I didn’t need was a label maker. Boy was I wrong. Neatly labelled folders make a file drawer look sharp and accessible.
I used to write the name of my folder in pen or pencil or marker right onto the tab. When I wanted to reuse a folder, I’d put masking tape or white-out over the old label and write over it. What a mess that was – especially considering the downward path my handwriting has taken since I learned how to print in second grade. Making a label is fun and makes your folders look super-professional and easy to read. Check out the difference between written tabs and labeled tabs.
See? The Brother P-Touch Home and Hobby Label Maker gets the job done and it’ll set you back about 25 bucks.
Purge what you don’t need. Archive closed files.
Over time it’s easy for your filing drawer to get out of control and filled with stuff that doesn’t matter any more or that you simply don’t need on hand at all times. Be sure to purge your paperwork every few months of the irrelevant stuff, like user guides you can get on the web or for gadgets you no longer own, past project research and former employer paperwork. Archive old stuff you don’t want to get rid of but don’t need immediate access to into cardboard file boxes and put them in storage. Closed bank account records, old credit reports, and your 1996 taxes are good candidates here.
Article by Gina Trapani taken from Lifehacker.com
This article gives us 8 tips for organizing a small real estate office (the tips are applicable for many small offices) and controlling the chaos. The article deals with getting organized, managing clutter and setting up a paper filing system or document management system, using The Paper Tiger software. You can read below a short portion of the article and then click on the link to read the entire article. See The Paper Tiger Document Management and Filing System software mentioned under “Let your computer help”.
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Controlling the Chaos: 8 tips for organizing A small-office
Any association executive who oversees a single-person office will tell you that organization is key to keeping dozens of duties and tasks in order. Yet for many executives, being the sole staffer can lead to serious lapses in organization, unchecked clutter, and unique filing systems. Although everyone is disorganized in their own distinctive fashion, here are some general tips for bringing order to small office chaos.
Read the full version of the article by clicking here.
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.
Many people struggle with feeling overwhelmed in their daily work lives. Getting and staying organized is vitally important to continued success. In this article by Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert, Meggin lays out a creative way using “The 3 Folders” to easily prioritize your work, greatly reduce the stress in your life, and de-clutter your desk. Many thanks to Meggin for this valuable contribution to help us get back to ‘just whelmed’ and be able to get things done to feel more productive and accomplished. Meggin also recommends Paper Tiger Filing System Software for document management to get everything in your life organized — it’s not just for filing paper.
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You know perfectly well when the overwhelm is present in your life. It shows on your desk, in your piles of to-do’s, in your in-box, and in your brain. Here are the symptoms:
-Your desk is covered.
-Your in-box is full.
-You get things out of your in-box or tickler file and shuffle through them, and then put them right back where they came from – with no action being taken, whatsoever.
-You feel stressed, frantic, and sometimes almost paralyzed by not knowing where to start or what to do.
This, of course, leads to even less productivity – and more overwhelm. I want to share an idea that I discovered for MY OWN USE when I was paralyzed in this way (and I still use it on occasion). I hope it helps you, too.
The 3 Folders
When I’m overwhelmed (and engaging in the behaviors in the list above), I get out my 3 special folders. You can label your folders any way you want, but these are the three I have labeled and use:
-Red folder: Today/This Week
-Yellow folder: Current Month
-Blue folder: Whenever/If Ever
These three categories are ones that seem to be helpful when I need to do a rough ‘sort’ (vs. a refined sort). They are meant to provide some sense of order and control over what is feeling completely out-of-control and disorderly.
When It’s Time to Use the 3 Folders, Here’s How:
The 3-folders strategy is not for everyday use…it is for for times when it feels like you are in an emergency state. Here’s how to implement the strategy, when needed:
1. Clear off the top of your desk or credenza so that you have a place to lay out three separate piles (categories).
2. Place the red (today/this week), yellow (current month), and blue (whenever/if ever) folders in the space you have cleared.
3. Pick up the first pile of things that represent your to-do’s and start sorting. You can actually sort quickly because you are in a crisis and so you KNOW you have to make tough decisions.
4. ONLY put something in the red (today/this week) folder if there are serious consequences if it doesn’t get done. If you jam everything back into that folder, you haven’t helped yourself at all – and you’re not in touch with reality, either.
5. Keep sorting through whatever it is that is stressing you out – folders, papers, brochures, or anything else that feels like it has an ‘action’ attached.
6. One you are finished, put the piles into their respective folders. Put the yellow and blue folders away (off your desk).
7. Take what is in the red folder out and get started. You’ve identified what is in there as needing to be done today, tomorrow, or this week (however it is you think about it). So get going. These are your top items and you don’t need to be working on – or even looking at – anything else.
I find that I have an incredible sense of purpose and relief once I’ve prepared the red folder and tend to be able to work with a fair amount of speed and focus. It feels great!
You Want to Have These Folders Ready When You Need Them
The first time I created these folders, I was already in a melt-down mode and luckily, since my office resembles an office supply store, I was able to rustle up what I needed. You may not have what you need, so I recommend that you take steps now to be ready…just in case.
Go to your favorite office supply store or just order online. My preference is to use the 5 1/2 inch expandable file folders (vs. a flimsy and small regular folder) – and you can buy packets of 5 different colors at Office Depot.
Once you get your folders, label them with three separate words or phrases, similar to what I use or come up with your own categories.
If you’re in a melt-down and need them now, then put them to use. If you are doing just fine, then put these 3 folders away, knowing that you might need them someday. You’ll be so happy to have them prepared and ready for you…next time you need them.
And if you know the paralysis that sometimes comes when you are completely overwhelmed and you’re seeking ways to be ‘just whelmed,’ then I hope you’ll take advantage of the free weekly suggestions and ideas I send out to those (worldwide) who belong to the ‘just whelmed’ group. Just go to
**I Want to Be Just Whelmed, (http://www.JustWhelmed.com)
If you would prefer quick, short weekly tips, then the following site is another place to find suggestions and other tools to support you in your quest for peaceful productivity (free):
**Top Ten Productivity Tips, (http://www.TopTenProductivityTips.com)
(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!
Article Source: By Meggin McIntosh, http://EzineArticles.com/?expert=Meggin_McIntosh
What Tools Are Needed to Get Started with your Document Management System?
• An “In Box” to place the paper you have not yet reviewed
• A place to put frequently used files – a desk drawer, a desktop file folder or nearby file drawer
• A place to put reference files – additional desk drawers or file cabinets
• Pendaflex hanging file folders with plastic tabs (letter or legal, depending on your file cabinet)
• “Box bottom” files (hanging files with a 1″ cardboard strip in the bottom) if you tend to have “thick” files
• Hanging file frames if your file cabinet does not accommodate hanging files
• Manila files for use in files you take with you, or for subdividing files
• An “Out Box” – if you send or take papers elsewhere, located within reach of where you sit
• A “To File” Box – located within reach of where you sit
• Plenty of trash bags and recycling containers
