Paper Tiger Blog

You keep meaning to get your home and office in order so you can enjoy organized living; it just keeps getting put off. The idea of trying to organize everything and de-clutter seems like such a daunting task, even though you know it will make you feel much better and less stressed in the long run.

There are all those paper files, books, training binders, DVDs and video games to straighten up. When you need to find a book, it takes more time than it’s worth to find it! There are winter clothes to move to storage and summer clothes to fetch, if you can remember which bin in the basement that you’ve put them. You also have that collection of NASCAR souvenirs or another treasured collection, some to showcase and some to store for safekeeping.

The good news is that you no longer have to put it off. By implementing Paper Tiger Online filing system software, you can now de-clutter and feel confident to put things in their own place and be able to find them again when you need them. It will be so worth the time invested to get organized, because you won’t be wasting time afterward with time-consuming searches for needed items.

“How-to” De-clutter

Paper Tiger can be used for paper files, but also for many other physical items. Anything that you can put a number onto, you can index with your filing system software. This is especially important for items that may be kept in more than one location. So, for example, if you are going to keep some collectible items on display and want to store some in your home and others at a rented storage unit, this helps you recall what ended up where. If you manage any kind of online selling of items too, this software is a must have. All those items you keep in your home because you’re afraid that if you put them away, you won’t remember where you put them, can now be stored somewhere else. This will free up so much space in your home and you can have your home back!

So, take one room at a time, and find out what needs sorting, organizing and filing. Then, decide what you would like to keep in the home, what you would like to box up and keep either in the basement, a rented storage unit or some other type of storage space. Then type in the information into the filing system database, indexing or cataloging each item with item name and keywords, including where the item will be stored, and get back to having organized living. Any changes or moves you make to your physical items can also be adjusted in your filing system database, and you’ll always be able to track your items.

After your home is organized, go through your office. Start with the top of your desk. Find a ‘home’ for everything – the right place on your desk for each item that will help you work more efficiently. Take one stack of paper files at a time, and then one drawer at a time, and index the items in your hanging file folders into Paper Tiger’s database.

Don’t feel like you have to ‘get organized’ all in one day! Make a list of each room in the order in which you want to get organized. Then schedule time on your calendar, allotting the amount of time you want to spend for each room. Some rooms, like the garage, might take more than a couple of hours in one day, so schedule a couple of hours in two different days. It might even be helpful to create a plan of action for an area that is too overwhelming – making a list of what items you want to organize first, then second, etc., in a room so that it won’t seem too much at one time.

How many times have you thought, ‘I really need to clean out the garage, but it will take so long, and I have to do this and that, before I tackle that huge job’, and it just never gets done? If you schedule an hour to sort through and organize the sports equipment on one day, then on another day, take an hour to sort through and organize the tools.

How It All Works for Organized Living

A digital filing system that enables you to index physical items, makes it easy to track things. If you had a folder for your car repairs and needed to refer to it, could you be certain you could find it when you needed it? Would you remember if you titled it car, auto, Honda or repairs? Did you put it in a file or is it in that huge stack ‘to be filed’?

By using a digital filing system, you can type in any of those keywords and be able to find it with a quick search in the software database. With the old method, all you had was an alphabetical system, which obviously has worked, as long as you could recall the name you filed it under previously – maybe not as efficient as it could be. Digital filing systems take all the confusion out of the equation, even if more than one person is using the system.

Keeping Up With Paper and Digital Files

Some people are converting their filing systems to a more paperless environment, and Google Docs is great for storing the digital files that are scanned. We recommend using the Digital Tiger function in Paper Tiger Online filing system software to connect to Google Docs for a combined document management software solution. Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now), to connect your Paper Tiger Online account to your Google Docs account. You can still index your paper files that you need to keep in hard copy format and other physical items such as books and manuals into Paper Tiger Online, and use Google Docs through a Google or Gmail account for your digital file storage. Google Docs is the lowest cost digital file storage system available, and is more convenient than storing your digital files on your hard drive (or multiple computers) that would take up valuable memory, or keeping up with CDs or Flash Drives.

Combining Paper Tiger’s indexing method, there’s a way to organize and index all those items that simply cannot be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, items in safe deposit box, etc. Then by using the Digital Tiger function in Paper Tiger Online, you will be able to search and find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you’ve uploaded or created into Google Docs format relating to the same keyword search from one software system, Paper Tiger.

If you choose to use the combined digital software solution with Paper Tiger Online and Digital Tiger, powered by Google Docs, you will be setting yourself up for organized living so that you can find anything in five seconds or less!

One of the things that many people worry about when it comes to their computers is how safe are their electronic or digital files. After all, there are many things that can happen to cause people to lose important files, like a computer crash or a virus that corrupts your harddrive, and often, it is pretty much impossible to get these files back once they are lost. Thank goodness there is a really easy way to get around this problem; and that is to use a digital filing system that is Internet based, like Google Docs. That way, no matter what computer you are using, you can access the files you want, and if something happens that causes you to lose files on your computer, you will be able to access them through the Internet. You will never lose a file again when you are using an Internet digital filing system.

Don’t Be Afraid of Computer Crashes

Computers can be truly wonderful things, but when they are not working right, they can also be some of the most annoying machines in the world. There are all kinds of little problems that can crop up for computer users, with one of the most common being computer crashes. Unfortunately, most of the time when a computer crashes, there is no way that you can get back the information that you had stored on it. This means that you will lose all of your files, including really important things such as family photographs, or that critical presentation from the office that would take hours to recreate. Instead of waiting for something like this to happen, you can have all of the files on your computer organized, or at least backed up to an online digital filing system. That way, even if you do have a computer crash and lose everything on your harddrive, you will still have access to all of your important files.

Work from Anywhere

Because of the Internet, it is possible for many people to be able to work from anywhere they want, and they don’t have to be chained to a desk in an office all day long. If you want to do work from home and your employer has given you the go ahead, you are going to need to be able to access certain files just the same as you would from the office. If your employer is using a digital filing system, you will be able to access all of the files you need to be able to do your job from anywhere, using any computer. This means that even if you are not able to make it to work, such as on a day when there is severe weather, you will still be able to get your work done, especially if you are on a tight deadline.

There are a lot of advantages to using a digital filing system. You can access files from anywhere in the world, so even if you are traveling on business and you have forgotten an important file at the office, as long as it is in a digital system, you can get your hands on it. If your employer is not already using a digital filing system, make the suggestion as soon as you can. You may even receive credit for saving the company time and money.

How Google Docs Works

Using Google Docs, you can store your digital files, and you will also be able to work on the files in the same location that they are stored. Google Docs is part of the Google Eco System that includes Google Apps through a Google or Gmail account – there are modules to perform word processing, spreadsheets, presentations, email, calendar, to-do list, contacts, photos, music, etc. This makes it very easy to work on the files you are storing in Google Docs.

In addition, if you want to continue to use your Microsoft Office software (Word, Excel or PowerPoint), you can do that and get many of the benefits of the Google Cloud. Google’s product “Cloud Connect” allows you to continue to use your Microsoft Office software on your local computer but store, share and collaborate. This is a great way to use software that you already know but have the benefits of the cloud, including automatic backup, using Google. See Google Cloud Connect…..Sync Your Microsoft Office Documents

Google Docs makes sharing and/or collaborating your digital files very easy. Now you can scan in your paper and immediately share the PDFs with your business associates.

Google Docs (all your digital files) can even be backed up offline to your local computer, as you can see from this article at Now You Can Backup Your Google Docs to Your Local Drive!; or you can select another service that will automatically and constantly backup all your files stored in Google Docs (including your GMail – Google Mail) to another entirely different system for safekeeping.

You can now Work Offline With Your Google Account and, Google Docs users not only have the ability to easily share and collaborate with others, to view data from any web device, but also have the peace of mind of automated backups, for an efficient document management system for organizing digital files.

Keeping Up With Paper and Digital Files

We recommend using the Digital Tiger function in Paper Tiger Online filing system software to connect to Google Docs for a combined document management software solution. You can still index your paper files that you need to keep in hard copy format and other physical items such as books and manuals into Paper Tiger Online, and use Google Docs through a Google or Gmail account for your digital file storage. Google Docs is the lowest cost digital file storage system available, and is more convenient than storing your digital files on your hard drive (or multiple computers) that would take up valuable memory, or keeping up with CDs or Flash Drives.

Some people are converting their filing systems to a more paperless environment, and Google Docs is great for storing the digital files that are scanned. Combining Paper Tiger’s indexing method, there’s a way to organize and index all those items that simply cannot be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, etc. Then by using the Digital Tiger function in Paper Tiger Online, you will be able to search and find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you’ve uploaded or created into Google Docs format relating to the same keyword search from one software system, Paper Tiger.  Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now), to connect your Paper Tiger Online account to your Google Docs account.

If you choose to use the combined document management software solution with Paper Tiger Online and Digital Tiger, powered by Google Docs, you will be setting yourself up for enhanced productivity for the future so that you can find anything in five seconds or less!

During this webinar, Anne discussed the basic concept of organizing both paper and digital files. She demonstrated the following to show how to use Paper Tiger more effectively so you can get organized and be more productive.

• Get started with Paper Tiger Online.
• Created a Database, created a Location, created Items, and print labels for items.
• Demonstrated a work-flow example by filing items from her inbox.
• Demonstrated how to connect Paper Tiger Online to Google Docs and search from Paper Tiger to find both paper and digital files.

Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.

As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com.  She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.

You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.

See more information here on Paper Tiger Filing System Software for Document Management

Filing System Q&A from the Webinar

Q: How secure are the digital documents that you scan in that are stored in Google Drive?
A: Information security is a top priority at Google… For more information, see Google Apps security whitepaper which is found at http://www.google.com/support/a/bin/answer.py?answer=60762

Q: Can you scan documents in and route to an action file?
A: You can set up a ‘collection’ or ‘folder’ in Google Drive for an action file.

Q: I would need 2 files, 1 for hard copy, titles, etc, the other electronic for all files, including vehicle titles?
A: With Paper Tiger Online and Digital Tiger, powered by Google Drive, you would be able to index your hard copy files, titles, etc. and upload your electronic files to Google Docs format, and be able to search  from Paper Tiger Online to find both your hard copy files and your electronic files. When Digital Tiger is activated, search results are produced from both apps, Paper Tiger Online and Google Drive. See this knowledge base article that gives an overview of what Digital Tiger is and includes a screen cast for activating Digital Tiger: http://thepapertiger.com/support/articles.php?id=20297536&catId=20008411

Comment: I want to use it to organize other things. I have a million tapes, CD’s, and papers and need to get a handle on the best ways to set up them.
Response: Assuming Anne’s webinar gave you a good idea on how to handle indexing your paper files into Paper Tiger by creating a Location for your Action files and a Location for your Reference files. Below is an example for your CD’s, and can be used to implement the same concept for your tapes:

Comment: I use Paper Tiger to keep track of car records and other hard items.
Response: This is a great example of Paper Tiger’s flexibility in getting organized!

Reduce the Clutter & Organize Your Desk

‘On a Clear Day … I Can See The Top of My Desk’

The average person wastes 150 hours per year just looking for things.  To make it worse, the average executive wastes 6 weeks a year looking for things!

Does that sound familiar?  We know it does to many. Learn how take control of the clutter in your office once and for all.

THIS WEBINAR IS FOR YOU IF:

• Your lack of organization is putting a strain on your bottom line.
• You’re sick of the continuous paper clutter in your office.
• You waste precious time looking for information you need for important meetings.
• You want simple systems you can put in place today that will make a difference for a lifetime.
• You have tried different systems only to have them fail time and again.

WHAT IS COVERED IN THIS WEBINAR:

• What the true definition of “organized” is and why your definition may be different from your coworkers, spouse, best friend, etc.
• The top 4 time-stealers in today’s workplace.
• What clutter really is and how you can eliminate it.
• What you can do to combat overwhelm caused by too much paper.
• What you absolutely need to know before you toss out any piece of paper.
• What an indexing system is and how it can help you find anything in 5 seconds or less.
• Resources to get you started on the right track.
• How to understand what your organization style is and how to put it into practice.

Stephanie is a dynamic entrepreneur, nationally known speaker, author/publisher and productivity organization consultant, and business coach, and in addition a Paper Tiger Expert. Please visit www.CalahanSolutions.com to learn more about Stephanie and the services she provides.

About Stephanie Calahan:

Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com

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Excerpt From Webinar Transcript

Copyright Calahan Solutions, Inc. — All Rights Reserved

Simply put, organization is ‘finding what you need, when you need it, with little effort!’ Being organized is not about being perfect. In fact, it’s not easy for a lot of people. It’s about how your environment functions, not how it looks. The esthetics are personal choice, but the organization is functional, and directly impacts your quality of life.

So today we’re going to talk about:

-       Time

-       Space

-       Information

So that you can get greater results with less effort! In my program, we have 6 solid strategies to help you unleash your freedom plan that allows you to do all those things that you haven’t been able to do. Obviously, we can’t cover all of them in detail today, but later I’ll share how you can know more.

You see people often ask me ‘what should I do?’, but the real question to ask yourself is ‘what WILL I do?’ And that’s what we want to explore today. So by the end of this session, you’re going to walk away with strategies you can use right away and I’ll also share with you how to move from where you are to where you want to be, and you’ll have some great next steps outlined.

There are top time-stealers and physical space, like I said, is the number one reason that people contact us. The physical set up of your office is important to the process flow of your day. Think of your space in varying forms of valuable real estate. Everything within your arms reach is your most valuable real estate. Do you keep paper work or reference material that you use on a regular basis far from your work-space? Does it get put away? The most frequently accessed items should be placed in the easiest reach and work out from that. Be intentional with how you set up your space. You see, people waste an amazing amount of time looking for things and that is space issues — whether it’s paper things or supplies or even electronic documents. I have some clients that will even recreate a document because they feel it’s faster than finding what they made the first time around. In fact, the National Association of Professional Organizers found that 80% of the papers that were filed were never referenced again largely because people could not find them.

Another way to look at the systems and processes that you have in your business, whether you are looking at the paper, or any other system or process that you have as you are evaluating the functionality of how your business is operating is by asking yourself these questions:

-       Does it work?

-       Do I like it?

-       Does it work for others?

-       How quickly can I recover?

I shared with you previously that the average person wastes 150 hours looking for things, and the average executive wastes 6 weeks every year just looking for things. The truth is every performance gap, every little inefficiency, every lack of organization or productivity, not only reduces the effectiveness of your business, it also steals time from your personal life. This is true for all business owners. The purpose for an organized and productive environment is to enable you to accomplish your goals and enjoy your life.

So what would that mean to you? What is your freedom plan? You have to take action to change your situation. The best way for you to move forward and take action is to have a solid plan for you situation. Click the self-assessment links below to get started today!

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Q&A from the Webinar

Q: Please talk more about how to set up tickler files
A: Everybody has different ways of thinking and processing and working through information, so you have to decide if the pre-defined systems will work for how you think – if you have the same thinking style as the person(s) who designed the pre-defined systems, etc.

Q: Does Paper Tiger work with the Apple system?
A: Paper Tiger Online works on any computer with an Internet access including Mac. Our desktop, downloadable version of Paper Tiger is a Windows only software so if you wanted a version that wasn’t web-based, you would need to install Paper Tiger desktop onto a virtual Windows program for the Mac such as Parallels.

Q: I have had PT for 2 years but only use it on and off due to the lack of knowledge. I would love to get a one on one instructor.
A: Stephanie does conduct sessions in person and virtually, and from what I understand, these virtual sessions/days go very well. You’d be surprised what you can handle virtually. I encourage you to contact her directly to see what you might can work out with her for a one on one. Stephanie’s contact information can be found below.

Q: Already subscribe to Stephanie’s Twitter feed – a fan! Wish she lived in Ontario!
A: Stephanie does conduct sessions virtually, and these virtual sessions/days go very well. You’d be surprised what you can handle virtually. I encourage you to contact her directly to see what you might can work out with her. Stephanie’s contact information can be found below.

Q: Would like to be able to attach pictures to content description. Handy for storage boxes.
A: Utilizing Google Docs to upload your pictures to and putting your ‘keywords’ in the title of the picture in Google Docs, and then activating Digital Tiger, will allow you to conduct a search in Paper Tiger Online, and be able to see results from both your Paper Tiger indexed items and the items that you’ve uploaded to Google Docs, and therefore making the connection between the two.

Other comments from webinar registrations that may sound familiar to you. We wanted to include these so you’ll know you’re not alone in the daily struggle to get organized and stay organized!

• So happy about this webinar. The problem is for some of us, not having the time or being overwhelmed from the start!
• Paper Tiger has made THE most significant improvement in my organizational skills and improvement in office life!
• Just remodeled and refurnished my home office.  I was trying to reduce clutter and it has backfired.
• I need to somehow set aside time to go through papers, and it never happens.
• I am overwhelmed with all my clutter and am unsure where to begin.
• I enjoy Paper Tiger immensely.  Could you help getting paperwork off my desk in timely fashion : )
• I am so overwhelmed by my paperwork that I don’t know how I would even begin with Paper Tiger, even though I am interested in it
• How to develop incentive to keep organizing? How to decide when and what to destroy? How to remain organized after decluttering?

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Copyright Calahan Solutions, Inc. — All Rights Reserved

This article by Sherry Borsheim, a Paper Tiger Expert of Simply Productive, gives us a way to create a system for dealing with the mail and all the paper we receive everyday!  How much does your stuff or clutter cost you?

Check out Sherry’s Organizing Bootcamps that will give you a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the paper files that you need to keep in hard copy format and other physical stuff in your life.

How much time do you think you waste shuffling junk mail and flyers around your home or office?  How often do you pick up your mail and put it aside for later?  But later never comes.  Before you know it last month’s mail is still piled on the kitchen counter and the In Tray on your desk is growing by the minute.

Let’s be honest here, opening the mail is not exactly high on our priority list unless it’s a cheque, gift or personal card from someone.  After a long day at work or chauffeuring the kids to all their after-school activities, the last thing you want to do is open the mail.  I don’t know about you, but I can think of more exciting things to do.  Like put my feet up and rest for 15 minutes!

More and more people are going paperless when it comes to bank statements and bill paying.  Magazines are now available on iPads, but I still prefer my glossy magazine.  For many businesses, paper is still around and receipts need to be accounted for.  The paperless office is yet to come.  And I see more paper in homes and offices than ever before as the volume of emails increase.

More and more people are making the effort to go paperless because it’s easier to manage; it reduces clutter in the home and helps the environment.  According to 41Pounds.org:

• The average American receives 41 pounds of junk mail each year and 40% goes to the landfill unopened
• On average, we receive 16 pieces of junk mail a week, compared to only 1.5 personal letters
• You waste approximately 70 hours a year dealing with junk mail, and
• 28 billion gallons of water are wasted to produce and recycle junk each year

What would you like to do with the extra 70 hours a year I just found for you by eliminating your junk mail?  Now there’s a hidden time-waster that I hadn’t thought of before!  And no more excuses that I don’t have time to work out.

Here are some resources to help you eliminate  junk mail

In Canada:

• Refer to Canada Post’s website details about “No Admail”
• Red Dot Campaign

In USA:

• DMAchoice.org
• StopJunkMail.org

So what’s the best solution for dealing with the daily mail that comes through your front door?  The answer is to set up a simple system and create a habit that you and everyone in your household follow.  A system is only as good as the end user!  Or you can delegate picking up the mail, opening it, filing it or putting in your Action folder.

Create a system for dealing with your mail

Here’s the process for dealing with the mail before it piles up and takes over your counters:

1. Recycle all junk mail immediately…do not let this sit around on your desk or in your home.  Be RUTHLESS!
2. Shred any junk mail that has your name on it and you don’t have to open it
3. Decide where the most convenient place is to drop your mail until you have time to deal with it.
4. Open the mail immediately or contain it in a tray or a container that you love, looks beautiful and fit on the shelf or counter.  Keep a letter opener handy to quickly open the mail.
5. Never let the pile of mail outgrow the allotted space.  If you do, you may cause undue stress because you have no idea what’s lurking in the unopened mail.  Late fees and penalties add up and stress takes its toll on your health
6. As a “rule of thumb” open your mail when it comes in and deal with it right away
7. Designate a place to file your papers with a shredder and recycling bin close by (you’d be amazed at how many offices I go into and there’s no garbage or recycling bin close by or a shredder, yet the piles to be shredded and recycled are thick with dust all over the office)
8. File mail in your “Bills to Pay” folder, “Discuss” folder, “Read” folder or file it
9. When you or someone in your household needs to pay the bills, the bills are at your fingertips
10. Once the bills have been paid, file in your “Paid Bills” file in a file drawer or other system that you may have

Hidden Costs

There are hidden costs, like stress and anxiety which weigh heavy on you if there is clutter and piles of paper, unopened mail, junk mail, flyers and old magazines lying around for long periods of time.  And piles of paper become dust collectors which lead to an unhealthy disorganized environment.

Rethink Your Subscriptions

Re-evaluate or cancel subscriptions to journals and magazines that you don’t have time to read or rarely refer to and you will dramatically reduce the paper coming into your home.  Look at new options to receive your newspaper subscription, like on the iPad which has a larger viewing screen than a cell phone.

My Paperless Journey

In the past three years, I’ve made a huge effort to eliminate paper in my office and in our home.  For years I’ve contained magazines to one small magazine rack and when it is full, I recycle or give to a charity or hospital.  Every 3 months, I purge bags of paper that I thought I needed 6 months earlier. I’ve asked my bank to only mail my business bank statements, and my business invoicing is all electronic.  More and more my business processes are becoming paperless and more online.  My goal is to have as little paper as possible so I’m mobile to travel and work anywhere.  Overall, having an impact on the environment.

Now it’s Your Turn to Make a Difference

What are you doing to reduce paper in your home or office? Do you have any other resources or tips for dealing with your mail? Leave your comment below or on Sherry’s original blog at http://www.simplyproductive.com/2012/02/eliminate-your-junk-mail-and-gain-70-extra-hours-a-year/!

Sherry Borsheim is the president of Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.simplyproductive.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart). Reprinted with permission.

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Click Here to Read Full Transcript Feb 16th

During this webinar, Anne discussed the basic concept of organizing both paper and digital files. She demonstrated the following to show how to use Paper Tiger more effectively so you can get organized and be more productive.

• Get started with Paper Tiger Online.
• Created a Database, created a Location, created Items, and print labels for items.
• Demonstrated a work-flow example by filing items from her inbox.
• Demonstrated how to connect Paper Tiger Online to Google Docs and search from Paper Tiger to find both paper and digital files.

Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.

As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com.  She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.

You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.

See more information here on Paper Tiger Filing System Software for Document Management

Excerpt From Webinar Transcript

One of the things about working with Paper Tiger and Digital Tiger is having a change in your attitude in how you work. Getting organized is not just about making things pretty. It’s about having a methodology – a system to help you change your habits to be more efficient.

I think it’s important to know that when I started my business, Strategize and Organize, back in 2002, I was floundering wondering how was I going to help my clients get organized with their paper files. I was an executive in the corporate world for almost 20 years, and I always had tremendous staff and assistants to help me with my own paper flow. But the world has changed and for the most part, we are all doing it on our own now. Everyone has their own way of thinking about filing. Well Paper Tiger is unique in that it doesn’t matter what you name the file, because you can recall it later based on the keywords that you type in when you set up a file.

Say for instance you have a file and the first one is regarding your car. People could name that file Car, Auto, Ford, or Vehicle. So you could possibly have 3 or 4 possible names for the same file. In a traditional filing system, when you go to look for that file, you might look under A for Auto, a little further back for Car, a little further back for Ford, and then a little further for Vehicle. So it might take you a few minutes to go through all your files, because you don’t remember what you filed it under. Nevermind if someone else needs to find it. They might just give up because they wouldn’t think to look under Ford.

So Paper Tiger allows you to set up a file under any name and then use keywords that will help you find it later. Kind of like a Google search where it goes to the index of all the keywords and finds your file. So that’s a little bit about the methodology.

Once you have a Paper Tiger Online account, you are signed in and the first screen you see is the Dashboard…..

On the right side column of the Dashboard, you will see where you can create a new database or import an old database. For those of you who previously had the desktop version of Paper Tiger, you can import your old database….

To get started, you want to create a new database. The definition of a database is essentially the organization or entity in which you are going to be indexing all of the files. Once you name your database, you will see a link to open that database from the Dashboard. You can have different databases for different things, such as your office files, your home files, etc. Or larger corporations might have a multi-user plan in which they want different databases for employees that do not share the same file cabinets. (Click here to see the advantage of having multiple databases.)

After your database has been created, you then need to begin to add Locations within the database. (Click here to see how Locations are defined in Paper Tiger.)

In setting up your files in an office environment, generally people think of their files as simply files. They really never thought of their files as a function….

Filing System Q&A from the Webinar

Q: Are you saying that every piece of paper I receive I should scan and then enter into database, and then file, If I get 100 items a day to file, how much time does it take to enter every page? How much additional time does it take to enter the document into the database just for filing/indexing the physical paper file?
A: No, we are not saying that every piece of paper needs to be scanned and indexed into Paper Tiger to also keep the hard copy. You will first decide for each piece of paper if it should be kept in hard copy format or if it could be scanned and shredded.

• For those paper files that you need to keep in hard copy format, type in the item name and all relevant keywords into Paper Tiger.
• For those items that you don’t need to keep in hard copy format, scan them and upload them to Google Drive, then shred the paper.
• Of course there might be files that you would like to keep in hard copy and digital formats, and you would be able to index those into Paper Tiger and also scan and upload to Google Drive. When you conduct a search from Paper Tiger Online, search results would present both what you have indexed into Paper Tiger and what you have uploaded to Google Drive format.

Q: How do you activate Google Drive within Paper Tiger?  When I go to Database preference I do not see anything about Google Drive.
A: Google Drive is currently only available in Basic and Pro plans. When you sign into Paper Tiger Online, click on the Accounts tab from the Dashboard and locate the link to activate Digital Tiger to your Google Drive. Then for each database that you want to show digital results as well as what you have indexed into Paper Tiger, you would go to the Database Preferences tab and select show digital results.

Q: If one uses a Back Up service like CARBONITE, does it back up all the Paper Tiger filings?
A: For the desktop version of Paper Tiger, the database is stored on your hard drive so in that case, the Paper Tiger backup database would be backed up to Carbonite. You can also choose to auto-archive a copy of your database to a specific location. Click here to see how to auto-archive your desktop version database.

For the online version of Paper Tiger, the database is stored on our secure servers hosted by Amazon, so in that case, the Paper Tiger database would not be backed up to Carbonite.

Q: Pictures. We have so many digital pictures. What would you suggest. Does Google have a area to upload digital pictures then search through Paper Tiger?
A: Google does have Google+ or Photos where you can upload your photos, but they would not be searchable through Paper Tiger. Paper Tiger Online currently will only connect to Google Drive. If you should upload your photos to Google Drive, you would need to change the title of the photo to include keywords so that the Digital Tiger feature would have words to search.

Q: What if Google goes down? Will the Google files be in Paper Tiger?
A: The Google Drive files will not be in Paper Tiger, since Paper Tiger is not the digital files storage location. Google Drive is the digital cloud storage location. Google promises 99.9% uptime.

Q: I have a few locations.  Should they actually have their own database?
A: Not necessarily. Having different databases is only advantageous if you want to keep different filing systems separate and do not want to search for all files in all databases at one time. For example, if you have an Office database and a Home database, you do not want items to pop up from your Office database when conducting a search for an item in your Home database.

Q: The video on Paper Tiger’s website shows the exact physical location, not the name or type of files as is recommended in this webinar (Reference or Acton)
A: See this knowledge base article that describes what is a Location in Paper Tiger: http://thepapertiger.com/support/articles.php?id=205263&catId=230 where you’ll see that a Location can be named for the file type or to describe the physical location of the items you are indexing, so you are not limited to a naming system. Name the Location for how you think about the types of items you are indexing or the physical location of the items. It has even been suggested that a Location could be named ‘Ideas’ for indexing your thoughts/ideas.

Q: I can get to the Google Docs section, but still not sure how to get my files to be on line.
A: Sign into your Gmail account, then click on the Documents link at the top of the page, Then you can create, scan or upload your digital files to Google Docs. Also see videos on our Digital Tiger page at http://thepapertiger.com/digital_tiger, some of which we’ve copied from Google’s support. Also on our support portal, see 7 ways to easily upload your files to Google Drive

Q: How do you transfer documents from Word to Google Drive?
A: Sign into your Gmail account and upload & convert the Word document to Google Docs format. See Google’s support portal for instructions.  Also on our support portal, see 7 ways to easily upload your files to Google Drive

Q: What is the Avery label # you use for the file labels?
A: Anne just chose Avery #5167 or 8167 which is the return address label size and can be affixed onto the tabs that come with the hanging file folders.

Q: Do I upload files to Google Drive  with or without a folder structure?
A: Anne recommends structuring your Google Drive to be consistent with how you structure your digital files on your computer.

Q: Did Google Drive implement the drag and drop upload?
A: This has been implemented by Google and you should be able to drag and drop individual files to your Google Drive. File folder drag and drop has not been implemented as far as we can tell, but you can choose to upload an individual file or an entire folder from the Upload button.

Getting organized and staying organized with paper files can seem difficult for most people, and therefore many companies are opting to go to a paperless office to get organized. This type of filing system may get rid of most paper in your office to make your desk look organized, but it can also add countless hours of document scanning in order to keep files up to date. Then there is the problem of renaming and finding the digital files after they have been scanned. So, how do you keep up with paper and digital files so that you can actually find them when you need them?

Paper Tiger Filing System software is different. It does not require scanning, but with the new Digital Tiger feature in Paper Tiger Online, this document management system can help your office have less paper and be able to retrieve the documents at the time you need them, whether they are in hard copy paper file format or digital file format.

Paper Tiger allows you to organize files in just a few moments by indexing those paper files that you need to keep in hard copy format. Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online account (Basic and Pro plans for now), that allows you to connect your Paper Tiger Online account to your Google Docs account, then you will be able to search from one place to find both your paper/physical items and your digital files. The way Digital Tiger works is described on our web page at http://www.thepapertiger.com/digital_tiger.

To prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs format from your Gmail account. Google Docs is the online storage for your digital filing system. Again, Paper Tiger is for indexing the paper files that you need to keep in hard copy format and other items, such as passports, instruction booklets, or CDs, DVDs, Books, home or office inventory and/or storage, etc., that just can’t be scanned.

Once you have set up your Paper Tiger Filing System account, it is time to start filing and organizing. It doesn’t matter how many files you have, Paper Tiger Filing System software can help you to get organized. We even provide tips and helpful hints and online video training for free to help you get started. For instance, we recommend starting with the files that you use the most and then adding a little more each day. Deciding with each file whether you need to keep it in hard copy file format or if you can scan and shred it. Before you know it, you will have a document management filing system that works and makes sense.

Paper Tiger Filing System to Get Organized

For the paper files that you need to keep in hard copy format and other physical items, first you will create a ‘Location’ within the software’s database which will coincide to your physical location. Then, you decide how many folders or items you want in this Location. You can add more later if you need to. In the database, each row corresponds to a hanging file folder* in your desk drawer, file box, or filing cabinet. You set up numbered folders in advance (“Reference 1, Reference 2,” etc.), by printing tab labels from the software for this location and placing the tabs in your hanging folder plastic tabs. Once this is done, you type in information relating to each document in the database file location.When you file something, you type in a primary name in the database’s Item Name section, such as “Car Insurance.” Then you have a keyword field for all of the phrases you can think of that relate to that set of papers (“Honda, State Farm, Auto, Vehicle,” etc.)

You can give the document any name you want without any worry about finding it later because the keywords you type in that describe all documents that you put in your hanging file folders will work much like a Google search later when you need to find a file. Now, place your document (or documents relating to the same subject) in the corresponding hanging folder. Just like that, your filing cabinet is organized without all the extra time of scanning, electronic storage space and hassle that scanning presents. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary that relate to the new document(s) being filed. As you can see in the file folder picture above, you can even sub-divide with manilla folders. We simply added keywords for each manilla folder in the respective item number in the database. For example, in Reference 10, there are manilla file folders and keywords for Fedex, UPS, USPS, sub-dividing documents relating to each shipping service, and the Item Name in Paper Tiger is ‘Shipping Information’.

When you need to retrieve a file later, you just conduct a Google-like search in the software database for the keyword you’re thinking it might be filed under, and it tells you which folder to grab. You can retrieve anything from your file drawer in just a few seconds, as fast as you could Google something.

*When indexing other physical items, each row in the database corresponds to the item being indexed.

Problems Paper Tiger Fixes

* You can’t decide what to name something: Since you are normally limited to what fits on the little folder tab with traditional filing systems, you must be succinct when naming a file folder. Sometimes paper files simply defy classification and are very difficult to name, with many subjects represented in one article, for example. With Paper Tiger, you can keyword all of those things and you’re covered.

* You don’t like slowing down to make new folders when you need to file: Using this filing system software, you easily create numbered hanging folders in advance, so you can have as many open hanging folders sitting there waiting in your filing cabinet as you like. When it’s time to file, it takes a few seconds to just type an item name and keywords relating to the documents and drop them in the folder. Some people are uncomfortable seeing only numbers in their file drawer. If you think about it though, wouldn’t it be wonderful to not have to re-do labels when you change your mind about a folder? Or have to create a new label every time you need to file a new document. It’s a shift in thinking to realize that your papers are supposed to be randomly filed and like folders may not necessarily be physically next to each other, but because there is a printed file index report, it is something that is easy to overcome.

* You can’t remember where you filed something: Because of the keywording and searching, you no longer have to remember this kind of information in your head. You can find it in just a few seconds by searching in the filing system software database or looking at the file index that can be printed from the database.

* People sharing files who cannot read minds: If the filing system is in someone else’s head, and that person goes on vacation or has to be out for medical leave or worse yet, leaves the company, you can’t find anything. This system prevents people from being in the dark about where things are.

Not Just For Filing Papers

In addition to organizing the paper files that you need to keep in hard copy format, you can also organize other items with Paper Tiger Filing System software such as passports, office supplies, CDs, DVDs, books, home or office inventory, and items you have in storage, etc. See our Not Just For Filing Paper webpage.

Items are right where they should be and are easier to find and you’ll know where to put the items back when they need to be returned. This makes the Paper Tiger Filing System much more than just an office management system; it is a life management system to help you get organized and stay organized!

Every business continues to look for ways to improve the way they operate. The ultimate goal of a successful business is to keep the customers satisfied. Improving the functionality, customer service and organization are all small ways that work together to make the company able to keep customers
happy and coming back for repeat business.

What you may not already realize is how keeping your company organized with something as seemingly simple as an indexing system can help improve upon your business and the way it operates.

While the following list includes four ways Paper Tiger Filing System software can improve your business, there are plenty more than this.

1. Keep All Staff Members on the Same Page

Trying to make sure everyone in a business or office is able to find certain merchandise or documents can cause a great deal of hassle when your business is not organized in a way that everyone knows where everything is so they can find what they need when they need it and then replace the item back where it belongs. This can be especially true of new hires, and this frustration can even lead to high turnover rates. If any employee can locate an item or file by conducting a Google-like search in the indexing system database, this cuts down on time and keeps your business running that much more smoothly and efficiently.

2. Indexing System Helps with Loss Prevention

Whether you simply need to keep up with supplies for your office or other types of supplies to conduct your business or you have product stock that you need to keep track of, doing inventory on a regular basis helps a business be aware of how accurate their inventory lists are compared to what is actually in stock. Having an organized indexing system makes doing regular inventory checks that much easier. Too many businesses put off doing this type of inventory check at all because it can be time consuming, but it isn’t if you use a system to keep track of all of your merchandise. This helps cut down on internal theft and also keeps your records updated so you never have to cancel an order because the ordered merchandise isn’t actually in stock. When you lose one sale because you ran out of inventory and had to contact the buyer, you more than likely lose that customer for all future orders too. All of these can really begin to add up, not to mention cause your business to get negative feedback, which can have a huge impact. If you keep your indexing system current every time you add or remove merchandise you can eliminate the problem of running out of something and not knowing in enough time to reorder.

3. Indexing System to Make Getting Organized Easily Maintained

With Paper Tiger, whether you are organizing your paper files in your filing cabinets or you’re organizing your office supplies, you can index anything that you can put a number onto because Paper Tiger is not just document management software. Having a system in place that gets your business organized will help you and your staff so you won’t have to waste time searching for things because you all don’t think the same way. Following are other ways that Paper Tiger can help alleviate the problems of disorganization and help staying organized easier to maintain for the entire staff:

• Remembering where you’ve put something – Have you ever put something in one place, then the next time you need it, you’ve forgotten where that place was?
• Do you have one person in your office that knows where everything is and then you’re in trouble when that person has to be out of the office for any length of time or worse yet, leaves the company? With Paper Tiger, anyone in the office can search the database to find an item.
• If more than one person shares the files, everyone may think of the files differently, so there could be different names for the same types of files, which can cause duplication in your file cabinets (each with part of the information on a particular subject), but also causes lost productivity when staff members have to search for the needed file under different names. 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, so you’re not limited to what fits on the tab.
• It’s quite a task when you run out of space in the “A” drawer, you have to move everything down to make more room. 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)
• When paper needs to move to archives, it will be difficult to find, but when you already have the items indexed, 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.

4. Make Bookkeeping Easier

No one likes tax time, but it happens each year regardless. Whether you have your own bookkeeper, use an accountant or plan to file yourself , you can have everything you need when it comes time by keeping records organized with an indexing system. You can locate all the paper work when it comes
time to file, including employee payroll records and expenses. Also, should the need ever arise, if you are audited, you will be able to locate all the documentation needed to make it go smoothly.

Make your business the very best it can be by getting your indexing system set up and working for you today. Take a look at our article Customize Your Filing System with Paper Tiger’s Indexing Method and our Not Just for Filing Paper page to help you see the filing system possibilities. Getting organized can seem like a daunting task to tackle, but once you get started, it isn’t as troublesome as you may originally think. Once you have Paper Tiger Filing System software in place, it will make your life that much easier. Get organized today, and you can truly start noticing the benefits.

During this webinar, Anne demonstrated the following to show how to use Paper Tiger more effectively so you can get organized and be more productive.

• Get started with Paper Tiger Online.
• Created a Database, created a Location, created Items, and print labels for items.
• Demonstrated a work-flow example by filing items from her inbox.
• Demonstrated how to connect Paper Tiger Online to Google Docs and search from Paper Tiger to find both paper and digital files.

Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.

As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com.  She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.

You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.

See more information here on Paper Tiger Filing System Software for Document Management

Filing System Q&A from the Webinar

Q: If I convert a file to Google Docs format can I get the file back in the native file format?
A: Yes, open your Google Docs from your Gmail account, then the file you need, then click on File and select the option to ‘Download file as’ and you can select to download the file as whatever programs are offered for that file type.

Q: Is that rebooting or resetting for password available 24 hours a day?
A: If you don’t remember your password, you simply click on the Forgot my password link, answer the question and fill in your email that your Paper Tiger Online account is under, and you’ll receive an email with a link to reset your password

Q: There is concern about the security of the digital documents…. how secure are they?
A: See information regarding Google Security information that we’ve copied from their Security knowledge base.

Q: When scanning documents, do you always use PDF?
A: We do mainly because Google Docs will OCR the 1st 10 pages of PDFs when the file is uploaded, but may not OCR .jpg

Q: Do you know if there is a limit to space available per account.
A: We’ve captured some information from Google’s knowledge base regarding digital filing cloud storage space and limits and pricing tiers.

Q: If I were to switch from the desktop version to a web version can everything I have done be transferred to the web version?
A: Yes absolutely! You can import your desktop version database or have our support team import it for you. Email support@thepapertiger.com, attach the database and let them know what email your PTO account was created under.

Q: What if you have two different Google accounts
A: Paper Tiger Online will only connect to one of your Google accounts at a time.

Do you have a small space in your house that you use as a home office? If so, no matter how large or small that space is, from time to time you have probably found that you seem to be overrun with paper files. It doesn’t really matter how big a business is, there is still going to be a lot of paperwork around, from invoices to contracts and other important documents. These all need to be kept in order, and this is not always as easy as it sounds. But, it can be made to be quite easy with an online filing system like Paper Tiger Filing System software. This type of office management software is not going to allow you to eliminate your paperwork, but it will allow you to be able to store the paperwork away and access all of the files you need in a matter of seconds.

How Does The Filing System Work?

In order to have an organized filing system for your home office or other company office, you will need to first make decisions about the paper that comes into your office.

• Does the paperwork require action?
• Do you need to keep the paper file for future reference? If so, do you need to keep it in paper hard copy form or can you scan it and then shred it?
• Can the document simply be trashed or recycled?

For those paper files that you need to keep in hard copy format, index the item name and keywords into Paper Tiger. Then for your paper files that you do not have to be kept in hard copy format, scan them, then upload to Google Docs which will be your digital file storage location. Note that some scanners will scan directly to Google Docs, so check with your scanner manufacturer to see if there is an update to allow you to skip the uploading step. For these documents that you’ve scanned, you can then decide to shred or recycle them.

Activate Digital Tiger by connecting your Paper Tiger Online account to your Google account. Digital Tiger is a free add-on with a paid Paper Tiger Online account (Basic and Pro plans for now), to connect your Paper Tiger Online account to your Google Docs, then you will be able to search from one place to find both your paper/physical items and your digital files. More information can be found on our Digital Tiger page.

To prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs format. Again, Paper Tiger is for indexing the paper files and other items that you need to keep in hard copy format, such as passports, instruction booklets, or CDs, DVDs, Books, home or office inventory and/or storage, etc. If there are some documents that you’ve scanned but still need to keep in hard copy format as well, you can also index them into Paper Tiger, so when you search for a keyword, you’ll be able to see that you have a copy in your physical file cabinet and you also have a digital copy of that file in your Google Docs.

So file your paper files as you normally would, but simply index the documents adding all necessary keywords you would relate to the documents into the paper filing system software as you file them into your filing cabinet. If yours is a business that has only one employee – you – there is a lot of work to be done, and you won’t always have the time to search through stacks of papers just to find one thing in particular.

You will be able to quickly find any file at the time you need it, whether you have the file in paper form or if you have digitized the document to a digital file in Google Docs.

Digital Filing Systems are Great for Companies of All Sizes

It doesn’t matter if yours is a small business that you run out of one room in your home or if you work in a large corporation. Businesses of all sizes can benefit from using this online filing system. This type of software is excellent for helping companies and employees with time management, because they can use the time they would have wasted searching for files to do other things that are more important. Any business owner, no matter how big their business is, loves to find ways to save time and money, and using office management software to organize paper files is an excellent time saving tool. The software is easy to set up and use, and all you have to do is make sure that every new paper document that comes into your office that you make the decision whether you need the file in paper hard copy format or if you can shred it after scanning and uploading to Google Docs.

If you need to keep in hard copy format, index the information into Paper Tiger. Then, you can file the paper document into the corresponding hanging file folder and not have to worry about where you put it when you need it later. And those documents that can be kept in digital file format instead, scan to Google Docs and shred it.

Either way, implementing Digital Tiger, powered by Google Docs, with Paper Tiger Online, you may not be completely paperless, but you’ll have less paper and you will be able to Find Anything In Your Office In 5 Seconds or Less…Guaranteed!

Since 1998, Paper Tiger has been helping tens of thousands of businesses, professionals and individuals simplify their organizational and hanging file systems. Prior to Paper Tiger, there were only five possible solutions to dealing with the world of paper management. First, let’s take a quick look at those.

1. The Trash or Recycling Bin – Most people would still like to be able to eliminate paper from their life and be able to let it all go by tossing it somewhere and making it simply go away. That might be fine, as long as all that data could be tracked down later somewhere online.
2. Stacking Paper – This keeps everything close at hand but fills up those “in” and “out” boxes so quickly. Then you divide the in-box into stacks, and the stacks begin to build on your desk and other surfaces in your office. Also, how can you ever really find what you are looking for? Time-consuming searches through piles of paper everyday and sometimes several times a day, is just not productive. This is more of a temporary solution than an actual filing system. And one that simply cannot be a viable solution if the paper files need to be accessed by others in the office.
3. Alphabetizing – This one can work, but certainly has flaws. For one thing, how will everyone know what exactly you filed something under? Honestly, you may not even recall if you put something under “car insurance” or “auto insurance.” Plus, if you run out of space in a drawer for one letter, it means physically moving everything to another drawer to adapt. And, that’s just to name a few of the downfalls with alphabetizing.
4. Scanning – Finally, a more modern, streamlined way to deal with your paper. There are, of course, still imperfections with this system, too. Consider the time it takes or that dealing with papers that have sticky notes or are bound. Depending on your digital file storage location — on your hard-drive or CDs or external hard-drive, data could be wiped out. Then do you have a way to search for your digital files?
5. Indexing – Using Paper Tiger Filing System software, you keep your originals, but have a better system to help find where everything is located and filed away. Basically, if it can be numbered, it can be documented in Paper Tiger, whether it be your paper files to be stored in your filing cabinets or if it is your books that you want to index to be able to find easily later.

So, it’s exciting to think about what that could mean for the introduction of options such as Digital Tiger. This system will enable users to “Find Anything in Your Office in Five Seconds or Less… Guaranteed.” And, imagine being able to access your information from anywhere with an Internet connection.

With Digital Tiger, you can index your paper files that you need to keep in hard copy format into Paper Tiger Online, and scan your paper files that you no longer need in hard copy format, then upload the PDF to Google Docs where it will be digitally stored, with other digital files you’ve uploaded, converted or created in Google Docs format — all in an affordable and efficient Gmail Google Docs digital filing cloud storage account.

Digital Tiger, powered by Google Docs, is designed to work seamlessly with Paper Tiger Online, and is now available in Basic and Pro accounts. Paper Tiger Online will now connect to your Google account, making it Digital Tiger so that you can find all of your information with just one search — your digital files that are stored in Google Docs, and your paper and other physical items indexed in Paper Tiger.

We have put together two new Digital Tiger training screen casts. These will help you easily learn how to set up and start using the new Digital Tiger. See our Getting Started with Digital Tiger for a Paper and Digital Filing System for instructions and to review these new screen casts.

Don’t forget to let us know about your initial experience connecting to and using Digital Tiger by completing the survey.

This year, stick to the resolution to declutter your life by getting truly organized. It’s probably a task you have been putting off for ages because it seems like such an overwhelming task, yet can be such a simple thing to accomplish. It’s all about taking the first steps to get started. The first step is making the commitment to clear the clutter in your home, office or personal space, so that your life will begin to be less stressful and productive. Before you know it, you’ll actually have more time for yourself.

Eliminate the frustration you experience every time you try to locate an important document and cannot find it amidst the disorganized mess acting as your “filing system.” We receive calls and emails all the time from people telling us that they have stacks and stacks of files that is causing more stress than it’s worth and need help getting organized. Paper Tiger Filing System software helps companies, non-profits, government agencies, professionals and individuals all over the world get control of something they hate…filing the paper on their desk & in their office, and can help with the life-cycle of document management, but it’s Not Just For Filing Paper.

Reduce the stress and anxiety you are probably feeling without even realizing it from having your home or office in disarray. Make this year the year you completely organize your life.

How to Get Started

To stop the overwhelming feeling of getting started with a serious organizational system, start by making a plan of action — a step-by-step list of what to do and how to do it. Set goal dates for each step of your organizing process, and schedule time on your calendar for each step.

Working with paper files, documents and other items that traditionally get put into a filing system, you can start by going through one stack at a time, and decide what needs to be kept, which of these files are actionable and which ones just need to be filed for future reference, and which items should be tossed. Then index the paper files by typing in any possible keywords that could be used for each file so you can retrieve the item when needed by conducting a Google-like search in the database. Paper Tiger will assign a file number for each hanging file folder to match the item number in the database. You can add to those items in the database by simply editing the item and adding any new keywords relating to the new document being filed, and place it in the correlating file folder.

Of course for some people, the only way to make it happen is scheduling the time on the calendar, and simply diving in and getting the job done.

Whatever approach works for you is the best way to start, but just make sure to actually get started. By making and committing to a plan, you ensure that you will stick to your resolution. Please also take a look at our article Customize Your Filing System with Paper Tiger’s Indexing Method to help you see the filing system possibilities.

Using a Document Management System to Get Organized

Using a document management system is the best way to get and stay organized. The great thing is, you can use this same type of organizational system for things other than paper filing. Typically, you use an indexing system to control your document management system, but this same method can be used for almost anything causing clutter in your home or office. If it can be cataloged and numbered, it can be organized by using Paper Tiger’s indexing system.

If you want to organize other items in addition to paper files, you can start by separating these things into boxes or bins, whatever is appropriate for the types of things that you’re organizing. Using the same approach as with your paper files … go through the items and decide what needs to be kept and which items should be tossed, given away, or collected in a box for a yard sale.

Whether it is your DVD collection, books, even your seasonal decorations, you should use this opportunity to get rid of or sell the ones you no longer need.

From here, you use the indexing system to type in any possible keywords that could be used for each physical item you’re indexing so you can retrieve the item when needed by conducting a Google-like search in the database. You would affix an item number label to the item or box to match the item number in the database.

With Paper Tiger Filing System software, you have a document management system that will enable you to finally declutter and live an organized life. You will be able to find what you need, when you need it and be more productive, less stressed and have more time for yourself in no time!

In this article, Linda Cossel says she’s retired, however in her retirement, she is a Wedding Minister, a writer, a hostess, and a Computer Graphics Designer. Wow! That’s a lot to keep up with! How does she do it? Well, read on to see how Linda uses Paper Tiger Filing System software to stay organized in every area of her life! How many jobs do you juggle and have to keep track of things in your work and personal life?

I use Paper Tiger in several ways!  First, I have a very busy retired life.  I am a wedding minister, a grant writer, a writer, hostess and computer graphic designer for a restaurant.  I also have an actual file cabinet that I store papers in and I have a virtual file cabinet where I store word processed documents.

As a wedding minister, I have to keep track of marriage licenses.  I also have to store business cards for other wedding services so that I can refer my brides to them.  In addition, I have to write numerous different ceremonies for my brides.  I store the licenses and business cards in my file cabinet (tab no 27 and 6) and the ceremonies in my virtual file cabinet (tab 27 also).

As a grant writer, I need files for active, reference, and archived grant information.  Under my active grants title, I have folders for all the grants that I am working on.  Under the research title, I have information on local granting agencies, forms that I might use while working on grants, and any other information that I might need to write a grant.  Under the archive area, I keep all past grants that have been accepted or denied.  These are all virtual files on my computer set up with numbered folders just as if I were actually setting up a physical file cabinet.

I keep all my writing information and research in virtual files, as well as all my graphic design work.  I simply set up a folder with a title, and then add 50 subfolders with numbers.  In Paper Tiger’s database, I list all the subfolders so that I know exactly where I have stored all my work.  This has greatly helped me to organize all the stuff on my computer and make it so easy to find!

In my actual file cabinet, I keep all the stuff that comes in the mail or that I collect in my Paper Tiger folders.  I also keep a current print out of my File Index report from Paper Tiger in the top drawer for easy access.  As I add to the folders, I write on the lines of my printout the new files and when I have time, I add them to the Paper Tiger program on my computer.

Before I started using Paper Tiger, I had so many piles and never could find anything.  Just keeping all my business cards together was horribly challenging.  Now, I have a place to put them so that they are available at a moment’s notice.

Recently, when my husband passed away, I had so many items that had to be dealt with from his estate.  I filed all the papers and notices in the Paper Tiger filing system and when the different deadlines came up, I had all the death certificates, cards, and other paperwork I needed at my fingertips.

Paper Tiger has organized my unorganized house!  I can find anything I need instantly and add new files just as quick.  I can’t tell you how much I appreciate being able to finally find the papers that used to be in piles everywhere in my house!

Linda C. Cossel
Wedding Minister/Writer/Hostess/Computer Graphics Designer

Sarek: Spock, you are fully capable of deciding your own destiny. The question you face is: which path will you choose? This is something only you can decide.
Star Trek the Movie

During this expert webinar, Anne demonstrated how to get started with Paper Tiger Online filing system software and demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management to help you use Paper Tiger more effectively to get organized and be more productive. She included specific examples in how to use the File Cleanout Report to prepare for and possibly delegate purging or reorganizing your filing system, such as how to transfer files from Action to Reference locations (those actionable items that have been accomplished and now need to be moved from your action file drawer to the file cabinet), and gave some tips in how to maintain after your initial getting organized project. In this webinar, Anne also demonstrated how to index magazine articles, because anything you can number, you can Paper Tiger! Watch this webinar to see how you can Find Anything In Your Office In 5 Seconds or Less…Guaranteed!

As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com.  She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.

You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.

See more information here on Paper Tiger Filing System Software for Document Management

Filing System Q&A from the Webinar

Q: How much time to set this up, typically–several weekends, 2 months?
A: Of course, this depends on how much you have to organize, but the secret is to not get overwhelmed before you start. See our blog post Customize Your Filing System with Paper Tiger’s Indexing Method

Q: I used Paper Tiger years ago but got out of the habit when it required a paid upgrade whenever I was connected to the Internet.  Now I’m drowning in unfiled paper again.  How will the old Paper Tiger files I have migrate into the current version?
A: When you upgrade to the latest version of the desktop version or if you decide you want the online version that Anne is showing today, you will be able to convert your old desktop version database.

Q: What can I do to keep articles torn out of magazines to keep them in order?
A: If you have a lot of magazine articles that you keep track of, create a Location in your database specifically named Magazine Articles. You can then index your articles.

If you only have a few that you want to keep track of, you can index them in your Reference location, and maybe give these a Category named Magazine Articles.

Q: What’s the best way to organize books?  In a separate database dedicated to books?  Or, a location within a database??
A: That depends on whether you want to see search results for your books along with all other files. Having different databases is only advantageous if you want to keep different filing systems separate and do not want to search for all files in all databases at one time because Paper Tiger does not search across databases. For example, if you have an Office database and a Home database, you do not want items to pop up from your Office database when conducting a search for an item in your Home database.

Q: Specific dates as to how long to keep different types of records.
A: Please take a look at our articles we’ve prepared and posted on our blog relating to this topic. I think you’ll find these helpful: http://www.thepapertiger.com/blog/category/retention-how-long-should-you-keep-records/