Whether you are running a small business of your own or are employed in a large organization, office management is something that holds a lot of importance. With the right tools at your disposal, you can declutter and start getting organized. One tool to put in your arsenal is Paper Tiger Filing System Software for document management to make your life at work easier. For one, it saves you a lot of effort. Secondly, it assists with time management.
Many of us believe that filing systems are complex and difficult to use. In fact, these systems are extremely simple and can be learned very quickly. You can get a filing system that has an inherent document management system, paper management system and a record management system that allows you to declutter your office and manage your time more efficiently. These filing systems are not very costly and would not burn a hole in your pocket. Here are some advantages of using filing systems:
Keep Track of Changes Being Made
Every document has a life cycle. Once a document has been generated, it is filed and used over a period of time before it becomes redundant and is tossed into the wastebasket. You can keep track of the life cycle of the document with a document management system. A filing system that has a transfer feature helps keep track of each of the files that have been indexed. You can move your files, merge them with others, duplicate them or simply send them to the shredder – a record can be maintained.
Move Your Files Only After Confirmation
When you are using a filing system software, the decisions you make about your paper files are easier. You won’t have to worry about finding your files again when you’ve indexed them in the software’s database. You can move the files according to your own convenience. You can do your office filing from home or while you are on the road by using the file clean-out report. The physical files are moved only after you give the system confirmation. While the filing system does make your life easier, it would not perform actions on its own so you always know what’s happening with your files. Once you have moved files in the database, you can physically move them and synchronize the database in your filing system software.
Get Prompted When Your Files Need Attention
You can put action dates in advance so that the filing system can remind you when the actionable files are due for attention, or for those files that have to be moved, merged, copied or removed. You can also move files to archives so that you do not have to buy more filing cabinets. This makes it easier for you to get reminded every time you need to perform an action with the files.
How to archive is simple with Paper Tiger. You would have a Location named ‘Archives’ in Paper Tiger, then simply conduct a Transfer Move of the file or files being moved to the Archive Location within your database. Paper Tiger will assign a file number in your Archives file to move the file to in the physical location. You can add notes if you need to regarding the archived location.
Filing Systems Can Help You Manage Other Organizational Tasks
There are comprehensive filing systems that help you manage other tasks well. You can keep track of office supplies and also index books, video, CD and DVD collections. With Paper Tiger, virtually anything that you can put a number onto, you can index. There are many different functions that an efficient filing system can perform for you.
The words ‘office management’ should not make you uncomfortable. With Paper Tiger Filing System Software for document management at your disposal, you can get organized in no time!
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No matter when your tax deadlines are, it’s always a good practice to have your records in order so that you won’t have to do last minute scrambling looking for the documents needed to complete your taxes, and indexing your paper files in Paper Tiger Filing System Software for document management is ideal to ensure you are able to find your files when you need them . It is estimated that people waste 150 hours per year trying to find lost information. How much of your time is wasted strictly around tax time?
Read this article by Deanne Kelleher of Kaos Group for tips on how to get organized for tax time and how to transition old tax files out to get ready for the current year filing system.
Tax Time Organizing
It’s time to get last year’s documents out of your filing cabinet, prep your tax information, and archive all pertinent paper work. If you are overwhelmed at the thought or not sure where to start just follow these directions and you will be well on your way.
1. Start with the right supplies from Staples or Office Depot or other office supply store
Tip: Stick to standard colours for all hanging files, sub folders and tabs until your filing system is fully functional. It’s much easier on the eyes and once it’s fully functional, you’ll know exactly how to use the colours to identify specific areas.
2. Allocate 2-3 hours in your schedule for annual transitioning. This includes sorting, purging, moving out last year’s files and inserting this year’s. However, if this is your first time, consider booking two sessions of two to three hours each.
3. Ensure that all invoices from the previous year have been filed in the appropriate sub folders.
4. Label each hanging folder with the appropriate folder name and put in a sub-folder with the same name and active year written on it. For example: my hanging folder tab says Dues and Subscriptions and the sub folder says Dues and Subscriptions 2010. This year’s sub folder will say Dues and Subscriptions 2011. [Note: Be sure to index you documents into Paper Tiger, which will allow you to conduct a google-like search in the database to be able to find the items you need quickly.]
5. Tabs can be positioned to the far left or far right on each hanging folder to allow for easy retrieval and a smooth appearance.
6. Office Expense headings will commonly include: Auto, Dues and Subscriptions, Communications (land line, cellular, & internet), Meals and Entertainment, Office Supplies, Professional Services, and Utilities if you are home based.
7. Office Document headings will include: Bank Statement, Bank contract/communications, Business License, Government HST, Tax Receipts, Marketing, Advertising, etc.
Click here for more file name suggestions: http://www.kaosgroup.com/downloads/FilingSuggestions.pdf
8. You are now ready to remove last year’s expenses and place them into a large envelope or banker’s box. Be sure to clearly label the box. [Note: If you already have your documents indexed in Paper Tiger's database, you can perform a Transfer function to move the previous year's file folders to Archives, and still be able to search the database to find the documents again should you need to.]
This system will not only ensure accurate tracking of all business documents, but it will also allow you to easily transition next year and effortlessly compile pertinent tax information for this year.
Deanne Kelleher is the founder of kAos Group, author of the Core Four™ System and a motivational speaker and facilitator on the realities of disorganization and how to take the reins back. kAos Group works with clients to help identify inefficiencies – the clutter and disorganization that prevents professional and personal growth – and help clients streamline their business and personal lives to reduce stress, increase profits, and create more time.
Visit www.kaosgroup.com/olm for practical tips and motivation to organize your home, office, time and spirit.
Copyright © 2011 Deanne Kelleher
Reprinted with permission
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Whether you are moving your home office or your small business, it can be a major hassle. Even a move that is within the same building can be time consuming and nerve wracking, especially if there are a lot of files and other items to move and relocate.
If the filing system you have in place before the move is perfect, you of course would want to recreate it in the new location. However, if it needs a little bit of work, it might be worth the consideration to implement a new filing system before your move. Paper Tiger Document Management Software and Filing System is a good choice to consider because it is easy to use and eliminates much of the hassle involved with the move.
Setting Up the Office Before the Move
It is best to use Paper Tiger software system for office organization before you start the move so that setting the office up afterward is nothing more than just putting things where they belong. The process is simple: After creating your database and adding a Location in the software relating to the items you will be indexing, your next step is to print out the corresponding numbered hanging tabs, which are never changed or moved. You input information relating to what is in each hanging folder (item name and keywords) and update them as needed in the database.
Unlike other filing systems that require scanning, this filing system software is not limited to paper files, which is also beneficial to setting up your office quickly and efficiently. Implementing this indexing system prior to your move will not only allow you to index your paper files, but books, training manuals, CDs, DVDs, etc. Another broad category you can list in this indexing system is all office furniture including: desks, chairs, filing cabinets, bookcases and tables. You also have all the electrical equipment such as: computers (and their accessories), printers, photocopiers, fax machines, shredders, microwaves, refrigerators, etc. There’s also the copious quantity of stationery and office supplies to pack as well.
Don’t forget to index all the moving boxes ensuring all contents in each box are input into the keywords section. You should also note where each box or item should be placed in the new location.
You will be able to print out labels for the items that are not paper or hanging files.
After the Move
After you arrive in your new location, it is simply a matter of making sure that each hanging folder is in numerical order and everything is put in its place. You can open your database and follow along as you put everything in place as planned. If you need to consolidate folders, you can do so and then make sure that it is updated in the database as you go. When you move other office items, move it in the database also to correspond to where you’ve put the items in the new location.
Finding Things Will Be Simpler
After a move, most people find themselves in utter chaos because they cannot find anything that’s still in boxes. They may have more or less space than they did before and items are not being stored in the same way. They may be using a totally different configuration. Paper Tiger filing system software will eliminate a great deal of that chaos and annoyance.
If you need to find something before it is unpacked, simply conduct a search in the database to find which box the item is in. If you’ve indexed each box when packing, this will save you a lot of time searching through several boxes for that needed item.
Whether a home office or business office, it’s most likely that you have more than just paper files. There may be binders, books and other items that cannot be easily filed using other systems, especially those systems that require scanning. Because Paper Tiger does not require scanning, there is no limit to what can be indexed and organized. That is one of the biggest benefits and a major reason that it is good for the home office as well as for businesses. Not everyone has an onsite scanner, so a system that does not require scanning is a good choice.
Implement Paper Tiger Document Management Software and Filing System before your move and you’ll be more organized and productive!
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It is a common misconception that a filing system software is only useful for office management. In reality, Paper Tiger Filing System software for document management can help you with organized living and working, whether it is your office or your home. Document management and record management is not something that is only limited to an office environment. At our homes too, we generate a lot of papers and documents. There is a lot of important information such as bank documents, lease records, loan papers, insurance records and many others that need to be retained and stored at home.
Inefficient storing of these records can create a lot of clutter and can also result in losing or misplacing important documents. To declutter your home and clear your living environment of paper, filing system software can come in handy. Parents of young children, schools and those suffering from learning differences, such as ADD and ADHD, can also use filing systems to get organized.
How Filing Systems Help Parents
A filing system does not need to be very elaborate. For home users such as parents, most of the filing work pertains to recording of important information on their children. There are doctor’s records, immunization records, school records and many other such documents and records. From papers to books to CDs, whatever you need to keep a record of, the filing system can help. With the filing system software, you can input the name of the item, add keywords that would relate to the item and the software assigns numbered indexes for all your papers, documents, home videos, CDs and DVDs, based on the information you input. The database will help you remember where each paper, document or CD is so that you can reach for it any time you need it.
With the help of filing system software, you can input information into the database regarding what you have storage and exactly where it is located, and make labels for your storage bins or boxes. You can move the items from one place to another without worrying about remembering where you moved them, by also noting the move in your software’s database.
You can also lend books and CDs to someone without worrying that you will forget about those. The filing system will remember them for you when you utilize the Action Date function.
How Filing System Software Helps People with ADD/ADHD
Sometimes it is difficult keeping thoughts organized. Remembering things can also be difficult. If you have a filing system software, you do not have to constantly figure out where you put your things. Filing systems help you get organized and stay that way. When you are using a filing system, you can catalogue each and every item that you think you will need to find. You will not be confined to the one or two word tab, because you can input as many keywords as your creative mind can think of relating to each item into the database. From papers to your socks in the sock drawer, you will never again lose track of anything that you own or where they should go back to when you need to return them.
You can make labels for all the things you index and then synchronize their placement with the software. Next time you are looking for some important bank documents, you can simply check its location in your software database. The software management system helps you accommodate your changing needs and track your belongings accordingly.
The best thing about a filing system software is that you can change and move your things without having to rework the entire system. Try Paper Tiger Filing System software for document management today and get organized throughout your home!
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CEO, Strategize and Organize
www.strategizeandorganize.com
amcgurty@strategizeandorganize.com
Whether you are a beginner or experienced user of Paper Tiger, learn the fundamental uses and overview on Paper Tiger Online.
In this webinar, Paper Tiger expert Anne McGurty, took us through some specific examples in how to use Paper Tiger.
She is using Paper Tiger Online, and you will see her screen while she is inputting information into Paper Tiger’s database and she shows you how to use Paper Tiger more effectively. If you are a beginner, you can learn the basics and get going right away.
As information, Anne is a professional speaker, productivity expert, 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
Q&A from the Webinar
Q: Can this system be used for shops and or non paper filing materials?
A: If we understand this question correctly; Yes, Paper Tiger can be used to index other items. It is not just for paper filing. See our Not Just For Paper Filing web page.
Q: Could you review the best uses for Categories?
A: Please see our knowledge base article for What are Categories?
Q: Does the online version of Paper Tiger in any way synch with a locally-installed version?
A: No
Q: I have 20 years of files, reports, binders, etc…any advice on the very first thing that I should do to get started? I have bought the desktop version, think it will be the answer to my prayers….just not sure where the best to start would be.
A: See our blog posts at Customize Your Filing System with Paper Tiger’s Indexing Method and at A Guide to Converting to Paper Tiger.
Q: Can you mark a file that is removed, say to give to a colleague, so that you know that the file is out, so that you don’t forget to get it back?
A: You can make a note in either the Keywords section or the Notes section as to who has taken the file and maybe mark the Action Date for when you should follow up with them to make sure it has been re-filed or to get it back.
Q: I have books all over the house. Can I say for each particular book where to find it?
A: Yes, you can indicate in the Keywords section or the Notes section as to where each individual book is located.
Q: Can you enter more than one category?
A: No, only one Category can be assigned per Item.
Q: I have three categories. 1) Personal Development 2) Professional Development 3) Marriage Development — Subfolder examples are 1.4 Finances. Another example is 2.3 Quarterly Review Notes. — Can Paper Tiger help me file these with the same item number I have already assigned?
A: No, when you add an item to Paper Tiger, the database assigns the first available Item number.
Q: Is it best to set up PT after you’ve already determined what categories/folders/files you are keeping, e.g., after you’ve already pruned?
A: Some people already have files set up in desk drawers and cabinets, and it’s a matter of indexing what you already have and updating as you add new files. You can purge as you go through each file folder indexing into Paper Tiger.
For those that have a mess and no consistent system in place, it is best to separate the stacks into like-files/categories so you can see what you’ve got. Then decide the best way to file and index those stacks.
Q: What version of Paper Tiger are you using?
A: Paper Tiger Online Pro
Q: Can we ensure that item numbers are generated in increments of 5 example- 100, 105, 110, 120
A: When you add an item to Paper Tiger, the database assigns the first available Item number. Item numbers are in sequential order in increments of 1, i.e., 1, 2, 3, 4, 5, 6, 7, etc.
Q: Will you be providing upgrades to desktop version keeping in with the changes/enhancements being done to online version?
A: Our plans are to continue providing upgrades to the desktop version, however there will be some things that we can do with the online version that will not be possible with the desktop version.
Q: So the labels on folders will be index-style, e.g., 1,2,3,… instead of descriptive?
A: Yes
Q: When we detect multiple files with different Item numbers pertaining to the same subject, how do you merge those item numbers? How do you associate multiple items numbers together?
A: The Pro and multi-user plans have the ‘Find First’ function, which shows when there are similar files. Our knowledge base article, What is Find First? shows how this works. If you add an item that you later find that you want to merge with another item, you can conduct a Transfer, Merge function.
Q: Can we create a relationship between 2 labels?
A: You can use the Category section to create a relationship between multiple items.
Q: Any plans to have multiple sub-items held within a folder (e.g., several different documents held within Janet’s hanging folder)
A: We currently do not have plans to have the option for sub-items, but will put this on the list of suggestions for consideration. Currently, you can input information relating to any sub-items or folders into the Keywords section.
Q: We have several people who think differently; some think inside the box and some outside the box. How do you find the keyword that will work for all?
A: The key here is to put all keywords that you can think of that relates to the item being indexed. Ask for input or have the other users input additional keywords in relation to how they think about the items being indexed.
Q: Why not use the alphabet instead of numbers for small uses of the Paper Tiger?
A: You can file alphabetically with Paper Tiger by re-sorting the Item Name header, however to use Paper Tiger as it is intended is the most convenient in how the software works.
Q: I would rather use the alphabet than numbers in filing
A: See our blog posts:
Alphabetic Method for Paper Tiger Desktop Version
Alphabetic Method for Paper Tiger Online
Q: You seem to be using the Keywords field for two different things. 1) Keywords that can be used for searching and 2) notes about what the file is about…I don’t understand using it as a notes field
A: The Keywords field can be used for any information that you need or want to input. The more information, the better for your search later. This is totally up to the user and how the individual thinks and works.
Q: I notice that your demo is on the online version of Paper Tiger. I own the stand alone, does everything you’ve been showing also go well for the stand alone version? Are there differences I should be aware of?
A: Yes, except there are a few differences in the way the 2 versions function.
The basic differences between the two versions are:
Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from one computer since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Paper Tiger Online version:
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-Because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers
-does not require installation, so account set up and ready to work in about 60 seconds
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This article by Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert provides a sure-fire decision ‘system’ in making decisions about dealing with the mountain of paper files that come through your office or home. Stephanie recognizes, as we do, that different people need different tools to help with their daily lives. She helps implement Paper Tiger Document Management Software and Filing System, which she recommends based on her clients’ needs and the way that they work. She understands that every person is different and requires systems that work for them.
So, do you experience this….
You walk into your office and you say to yourself, “Today is the day!” You are excited and you say, “I am going to get this place organized and I’m not leaving until it is done!”
Then… you pick up the first piece of paper, look at it, say, “Hmm, well… I’ll look at that later.” and you put it down. You pick up the second piece of paper, look at it, say, “Oh good grief!” and you put it down. The next thing you know, everything from the right side of your office has been moved to the left side of your office and you are tired and call it quits.
Paper can be overwhelming, but it does not have to be! I have worked with a number of people that think that they will never be able to get through their piles. Fortunately, it was not as horrible as they thought! They were able to get through their piles by changing the way that they looked at the piles.
Clutter represents decisions that you are putting off! So, why do we do that? Well, part of the reason is that when we pick up a piece of paper, we try to make too many decisions at once.
What is this? Where does it go? Do I have a file for this?
Where did I put the file tabs? And the list goes on…
Then we default to – keep it.
Then, we give up and make no decision.
Instead, use the D.A.R.T. system and you’ll hit your target every time. Download Stephanie’s DART System
The D in DART is for Decision. You have to make a decision about the items in the piles that you have.
The A in DART is for Action. There are different types of action, but no system works unless you ACT!
The R in DART is for Reference. We all have items that we keep for reference. There are specific tools that you use to keep those items where you can remember them. (see the DART system download above for more on that.)
The T in DART is for Toss. Now, toss does not necessarily mean throw away. I can mean recycle, shred, sell, does not belong in this room, etc…
8 Questions to Use as You are Making Your Decisions
Here are some questions you can ask yourself to make the decision process process easier:
Does it require any action by me/us?
If an item requires action (a phone call to make, a report to write, a bill to pay, an outfit that requires altering) then it is an “ACT.” Keep everything that requires action in one location, so that when you have time, you will be able to go through and check the items off of the list! This is the A in DART — for action.
For a detailed look at how that might work for you, check out the video I did on YouTube a while back – Creating an Action Filing System for the Way You Work.
Are there tax or legal implications?
Have you talked to your council about the information you keep and how long you keep it? If not, you might want to consider doing so. Each industry has different documents that should be retained as does residential paperwork. If you answer “yes” put in your Reference system; if not Toss.
Is it recent enough to be useful?
Is the address book that has not been updated in 3 years really current? Just like food has an expiration date so do the things in your life. If you are keeping things that are no longer current, you are not allowing yourself the space for new and better things to start. If you answer “yes” put in your Reference system; if not Toss.
Is it difficult to obtain again?
Birth certificates, legal documentation, marriage licenses, company incorporation papers, the list goes on and on. If there are items that are difficult to find or obtain again, you may want to consider keeping the item in a container designated for that type of item. If you answer “yes” put in your Reference system; if not Toss.
Is it beautiful, useful or loved?
Are you keeping something that you think is hideous because it was a gift to you from someone special? Don’t. Only surround yourself with things that bring you joy. Most likely, the person that gave you the gift would not want you to keep it if they knew you did not like it. If you answer “yes” put in your Reference system; if not Toss.
Can I identify specific use?
Do you keep things because you might “need them someday?” That is fine if you #1, have the space to keep the items and #2 know what you are going to do with the item. If you are keeping something for the express purpose of keeping it, consider that item a little harder. If you answer “yes” put in your Reference system; if not Toss.
Does it reflect the person I was or the person I am now?
Are you keeping things that were important to you in the past, but really do not have the same meaning anymore? Does your space reflect who you are or who you were? Get rid of things that no longer hold meaning for you. If you answer “am” put in your Reference system; if “was” then Toss.
What is the worst possible thing that could happen if I get rid of this?
This one is one of my favorite questions! If you can ask yourself this question and find that you can live with the answer, then it can make it easier to let go.
Let me know how these questions work for you. Do you have questions that work for you that are not listed above? Tell me those too! Just comment below in the comment box or connect with me on one of my networking sites!
About the Author:
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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We Listen To Our Customers
The features in the Paper Tiger Filing System for Document Management software products today were developed in response to many thousands of customers around the world providing us with what they need to better manage their information. Our goal is, and continues to be, to build products that customers love and use in their daily work. What we call “must have” products. We have always had an eye toward making things simple and easy-to-use. We have avoided the temptation to add irrelevant features. We know that this can make a product cumbersome, slow and less inviting.
We carefully read every single email, survey response, and as many Facebook and Twitter posts as possible. We also pay attention to all verbal comments made when customers contact our office. We use this feedback to determine our future product plans. All of this information has been used to prepare our Product Roadmap outlined below. While this is in summary fashion, you will get the gist of where we are headed. We welcome your feedback and you can also sign up for the Beta by taking a short 2 minute survey or you can email us at sales@thepapertiger.com.
Product Roadmap: “The 21st Century File Cabinet”
Paper Tiger software, in both the Windows Desktop and Online Editions, has become the standard for managing physical paper (hanging file folders). The unique indexing method first developed in 1995 is now installed in tens of thousands of companies, government agencies, non-profits, professional firms, homes, etc., around the world. With today’s fast & robust computers, myriad of devices such as the Apple iPhone, Apple iPad, Android phones & tablet computers, Windows phones, etc., and a constant connection to the Internet, the File Cabinet for the 21st Century must also allow the user to easily store and retrieve digital information.
Thus, what you can expect to see in future from The Monticello Corporation, the makers of the Paper Tiger software, is a fully integrated, very easy-to-use solution that will allow the user to store and quickly find, not only their paper-based information, but also their digital files. These digital files include spreadsheets, word processing documents, PDFs (digital & scanned images), photos, text & attachments from email, etc. – virtually any digital file. This product will be very secure, powerful and fast to learn. There will be minimal training required to use the new product and virtually no maintenance required. Any information stored in the “Paper Tiger Digital” Edition will be available from virtually any computer and/or device that the user has available.
The main idea of the product is that users of the new product will be able to stop using their email, various folders, naming conventions that quickly breakdown and a host of other methods to “stay on top” of their information. We have found through our research that our customers are using these “silos” (also thought of as “islands”) of information, as a way of just coping with the overwhelming amount of information they must process (keep safe and retrieve) each day. To find a particular digital document, in many cases the user must undertake the laborious and tedious process of opening each “silo” wasting time looking for the right information, as there is no effective way to search across all their information. The new digital edition of Paper Tiger software will make this entire process automatic and the customer will be able to find anything (paper or digital) in under 5 seconds from one search box. The product will work equally well in a shared, networked office environment where multiple users need access to information, as it does for an individual. Important security, privacy and permission controls will be built into the product that are fully customizable.
There are many reasons that offices are attempting to go digital with their information and to achieve the paperless office. These include the elimination of the cost of purchasing & maintaining file cabinets, reduced labor costs, better document work flow, going “green” and saving the environment, etc. So, if your office is now using a scanning (scanner) solution to generate searchable PDF documents or you just want to get better organized with your digital files, the new Paper Tiger Digital Edition will make a big difference. We are taking a totally new approach to getting you organized, based on years of customer feedback. We are creating the world’s best digital “finding” system, not just another digital filing system. Our attempt is to revolutionize digital filing, just as we did when we revolutionized paper filing with Paper Tiger Desktop and Online Editions.
While we cannot give a definite date for the release of the new Paper Tiger Digital Edition, just know that we are currently well into the development process. All customers who sign up for Paper Tiger Online before we launch the Digital Edition, will get the new features at no additional cost (except for any storage costs, which will be based on how much information you have to store – the cost is low and data storage is dropping in price, but the final price has not been determined at this point).
We want to be as transparent as possible and let you know where we are going with the Paper Tiger products. You can expect further details about the new product as we finalize the product. We are very excited about the direction and welcome your suggestions on additional features or questions on the specifics. To keep you updated on our progress – join us on our newsletter, Facebook or Twitter. In addition, you can give us your feedback and you sign up for the Beta by taking a short 2 minute survey or you can email us at sales@thepapertiger.com. You can also chat with us or call us during normal business hours Eastern Time in the U.S. We are partners together in building the best products to help you better manage your information. Thank you for your business and let us hear from you!
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This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and Paper Tiger Expert, discusses 5 easy steps to help you meet deadlines; and 3 of the 5 are directly related to getting organized and how important getting organized is in getting things done and on time. Paper Tiger Filing System software for document management is a great tool to use to ‘clear the decks’ and ‘know exactly what you are working on’ to ‘get organized’ because you can index all your files from your office, and make notes for actions that need to be taken to get the job done, in your Paper Tiger database to help you keep on task.
It is tough to work under the gun, but it’s something we all need to do from time to time, either because we put a project off until the last minute, or because we had a heavy dose of work dumped on our heads.
Regardless of the cause, however, developing the skill to meet tight deadlines can do big things for your career – managers and executives love employees who can finish work on time, and team members who can organize and execute quickly usually rise to the top.
With that in mind, here are five tips to doing great work on a tight deadline:
How do you know when being perfect is too perfect? Since learning to finish projects and then letting go can help you achieve so much more than obsessing over details, here are a few tips for learning when to wrap it up and move on:
Don’t give up perfectionism altogether. Of course, there are going to be some parts of your life where a perfectionist streak is a good thing. For example, if you are a cardiologist, most of your patients would probably approve of you trying to get things just right. But, it is important that you figure out which parts of your personal and professional life require 100% accuracy, and which areas simply need to be finished on time. Learning to tell the difference is perhaps the most important thing you can do for your productivity.
Denise Landers is the author of Destination: Organization, A Week by Week Journey and the owner of Key Organization Systems, Inc. As a national speaker, trainer, consultant, and writer she provides clients and audiences with the time management training tools and techniques that improve daily work flow and increase productivity.
www.twitter.com/@timetrainer
Corporate Training: workshops and consulting to increase daily work flow and reduce stress
Individual Assistance: our onsite and virtual office organizing to bring about changes quickly
On Your Own: books and CDs to work at your own pace
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Getting organized and staying organized with paper can seem difficult for most people, and therefore many companies are opting to go to a paperless office. This type of filing system may keep things organized, but it can also add countless hours of document scanning in order to keep files up to date. So, although you have things more organized, you are still wasting a lot of time.
Paper Tiger Filing System for document management is different. It is not a paperless filing system. Instead it is a paper management system. It allows you to create and organize files in just a few moments without taking extra time scanning the document or backing up files to ensure that your information isn’t lost.
There is also no special equipment to buy with Paper Tiger Filing System. All you have to do is select the pricing program that fits your budget and your needs and you are ready to start. Setting up with the Paper Tiger Filing System can be done in as little as 60 seconds, and, just like that, you are off to a great start at having a more organized office without the expensive equipment and time spent.
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 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. Before you know it, you will have a filing system that works and makes sense.
Paper Tiger Filing System – Simple and Easy To Use
First, you will create a digital file ‘Location’ within the software’s database relating to your physical file location. Then, you decide how many folders you want in this Location. You can add more later if you need to. Then, you create the physical files. This is done 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 input information relating to each document in the digital file location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
This will work much like a Google search later when you need to find a file. Simply enter in the keyword that you are looking for and the Paper Tiger Filing System will show you all of the results that match. 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, electronic storage space and hassle that scanning presents.
You can also organize other items with the Paper Tiger Filing System such as office supplies, CDs, DVDs, books, etc. Items are right where they should be and are easier to find. This makes the Paper Tiger Filing System much more than just an office management system; it is a life management system!
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Often, people make the assumption that the Paper Tiger Filing System software for document management is only useful if you need help with office organization. If you are one of these people and assume that you would not benefit from using Paper Tiger Filing System, consider this.
The average person wants to live a more organized life. In fact, many people pay thousands of dollars to a professional organizer to come to their home and declutter their house and help them find a way to sort and store all of their things in a more organized and esthetic manner. A professional organizer can help you think through the processes of getting organized and maintaining organization so you can become more productive. In addition, Paper Tiger Filing System for document management can help you to get organized and stay organized. If you don’t have an organization system, you are likely to fall back into the same habits and still be as unproductive as before.
In addition, Paper Tiger Filing System software can organize much more than just paper. And it can benefit a multitude of people, whether in your home or office.
For paper files, you would keep all of your physical files, and index them by inputting an item name and relating keywords for each file in the software’s database, so you can conduct a google-like search and be able to find items whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something. No more countless lost hours searching for something or having to recreate it because you can’t find it!
In addition, anything that you can put a number onto, you can index with Paper Tiger, which can help you to organize moving boxes, storage units or sheds, office supplies, collections, books and CDs. You can print labels from the software to label each item and you have a well organized indexing system for knowing exactly where each item is.
Following is a just a sampling of the different types of offices that can benefit from Paper Tiger, in addition to keeping your homes organized.
Parents/Schools:
Keeping track of children is a full time job in itself. Keeping track of important information, school records, doctor’s records, immunization records, as well as other items in addition to caring for children can be almost impossible. The Paper Tiger Filing System can help you to keep track of everything but the children.
Teachers and professors and other school officials can benefit as well to keep track of where all the paper files, books, tests, etc. that are in their care.
Government Agencies:
Government agencies have a tremendous amount of filing. Alphabetizing thousands of names can be time consuming and sometimes frustrating. Additionally, when you have new information to file in a particular person’s folder, you have to search through files that somehow got out of order.
Indexing in the Paper Tiger Filing System software can keep your files more organized and save you time. This can make time management and office organization easier and more efficient.
Financial Consultants, Certified Public Accountants, Insurance and Real Estate Agents:
Financial consultants, CPAs, Insurance and Real Estate Agents also have a large array of items to keep organized. Not only can you keep client folders organized, you can keep documents and other pertinent information organized as well. Indexing your items with the Paper Tiger Filing System software allows everyone on your staff to find files using a list of keywords connected to your files instead of the one or two word title that you would put on the hanging file folder tab. That way, if you or anyone in the office forgets or doesn’t know the name the file is under, it can still be found easily through the keywords.
ADD/ADHD
Keeping thoughts organized is hard enough when you struggle with this condition. At times, it can seem like your entire life is disorganized. The Paper Tiger Filing System can help you to organize everything from papers to CDs. Just imagine not having to spend countless hours searching for something. When you’re constantly trying to figure out how you’re going to consolidate and label everything, and in the meantime, lose track of what you have. As each day changes, so will what you might think is the perfect file name for a certain item, but then when you need to find it, your mind is thinking of a different name that you could have filed it under because you can’t remember exactly where it’s filed. In your mind, there are so many choices for names of items. Now with this filing system software, you can just settle on anything for a title or item name and input as many keywords as you want to your creative heart’s content. You can change or move things without reworking the whole system also.
Paper Tiger Filing System software for document management provides a solution to make it possible to accommodate your changing needs, and can help you to get organized and stay organized.
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Getting organized can seem like a daunting task. This is especially true when it comes to paper filing. Knowing where to start, where to file, and how to keep track of everything is the biggest frustration for those who want to organize their paper files. Anne McGurty of Strategize & Organize says, ‘getting organized is right up there with losing weight for the new year. It’s a great new year’s resolution, however, like dieting, it is a lifestyle change rather than a temporary solution. Now, with Paper Tiger Filing System Software for document management, filing can be easier, faster and more organized.
Let’s face it, getting organized is a pain! As a result, many people put off getting organized, only for the mess to continue to get worse….and the new year’s resolution is once again, off the list, but knowing where to get started can help to minimize the intimidation of getting organized.
Say Goodbye To Traditional Methods of Filing
The first step is to find a better paper filing system. Traditional methods can be confusing, frustrating, and just as disorganized as the mess on your desk due to the problems with alphabetical filing systems such as trying to remember the word or two that you put on the tab, or duplicate files because you’ve forgotten how you filed relating documents previously. Not to mention employee turnover and not being group-friendly, because everyone doesn’t think the same. However, finding the right document management software can help you to access all of your paper files easily, quickly and conveniently.
Paper Tiger Filing System is not just a paper filing system – It is a filing system that can help you to get organized, and turn your filing system into a finding system! With Paper Tiger Filing System, you don’t have to worry about how to label your files. It allows you to file each item by name and give a list of keywords to describe the file. That means no more confusion in the office or at home when someone else is trying to find the file or you have forgotten what you labeled it.
Unlike a lot of other document management systems, Paper Tiger Filing System does not require you to spend countless hours performing document scanning. This means that you keep all of your physical paper files, and index them by inputting an item name and relating keywords for each file, so you can conduct a google-like search in the database and be able to find whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab, which can really take up a lot of time that could be used in better ways. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something. In just a couple of minutes, you are on your way to more organized living.
The Paper Tiger Filing System also has many different pricing tiers. This means that anyone can use the Paper Tiger Filing System. It is not limited to office management or corporate filing. You can label and conveniently file items in your home office as well.
Paper filing is not the only function of the Paper Tiger Filing System - This professional organizer can help you to organize moving boxes, storage units or sheds, office supplies, collections, books and CDs. You can print labels from the software to label each item and you have a well organized system for knowing exactly where each item is. No more countless lost hours searching for something!
Think of all of the wasted time that you have spent searching for lost papers or items. This problem is completely eliminated with Paper Tiger Filing System software for document management. The easy to follow program and amazing organizational abilities makes it one of the most revolutionary time management systems available on the market today.
Choosing a paper management software can help you to get more organized at the office and at home. It can help you to declutter your life and spend less time searching or organizing.
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Do you hate your alarm clock in the morning? There are a lot of reasons that you might dread going to work, but one of the reasons might be because your desk is overflowing with paperwork. If so, then you need to know the secret to happy filing so your day isn’t so dreadful.
People spend a lot of time at work. In most jobs, there’s some form of filing system and very often that’s what makes the difference between happy and unhappy staff. It’s also a major factor in the overall success of the business when you and your staff can find what is needed, when it’s needed, instead of wasting a lot of time searching through stacks.
Paper is a challenge that everyone faces at work and people constantly seek better alternatives so they can be more efficient with their time. Regardless of the size of your company, there are only five different choices when it comes to dealing with paperwork.
This one is a favorite for many overworked staff members who toss everything they can into the trash. We suggest recycling or shredding as appropriate.
Unfortunately, you simply can’t get away with throwing out everything because so much of this paper contains valuable information and is needed, either now or in the future. This means that you must find another way to file these papers.
This is a great option if you have very little paper to deal with everyday, but when stacks of paper start to appear on your desk. Then more stacks appear on the floor, chairs, shelves and any other flat surface you can use, you have a surmountable problem.
If you have your own office, then it will inevitably become very cramped. If you decide to use this rather disorganized system, you’ll waste countless hours searching through the stacks to find specific files or documents that you need to work on. Experts estimate that 150 hours are wasted each year searching for lost items. There must be a better way.
This type of document management system has been used for a long time as it doesn’t require the use of computers. A filing cabinet or set of drop files is the popular way to store files. However there are problems with this type filing system.
Different people may use varying titles and so file duplication can occur. As your company grows, so does the number of filing cabinets or shelves. Then it becomes increasingly difficult to file new material and locate previously filed documents. If a drawer gets too full, everything needs to be moved so that the alphabetical system remains in order. This can be a very tedious task. Lots of time and money get wasted on such an unproductive part of people’s jobs.
Scanning can be a great way to reduce the amount of paper you use. The office doesn’t need as much storage for files because your filing can be more streamlined. This is a great method of filing IF you’re prepared to tolerate the poor quality of some documents and the fact that there are many types of items that can’t be scanned, such as bound documents, contracts that need to be kept in original paper form, etc. Of course, it also takes time to remove staples in a stapled file, and if you miss any, there will be a jam in the scanner to deal with.
Many people keep the originals in case the scanned documents create problems, thus causing double handling to occur and defeating the whole purpose of trying to streamline your filing system. Some have also said that they wind up reprinting more than they would have if they had just left their files in paper form.
In addition, good quality scanning equipment isn’t cheap and can also be expensive to maintain, not to mention storage of scanned documents. Such equipment can break down easily and cause havoc if there isn’t another option to use for your filing.
It’s the 21st century, afterall. Why should you use methods that are cumbersome and costly in terms of time and money? Indexing is the answer!
No longer will you have to waste hours looking for or recreating that lost document. You can simply conduct a search in the software’s database and instantly you know exactly where the searched file is located.
There are many advantages to an indexing system software:
Indexing is the best choice and the secret to a better and more efficient filing system. Try Paper Tiger Filing System Software for Document Management today!
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This article by Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert provides us with numerous tips to get organized and get our life in order. I’m sure this will give you a clue as to the caliber of life coaching that Stephanie provides her clients. These tips include paper filing systems, getting organized in every area of your life, financial management, and getting your health in order. Stephanie recognizes, as we do, that different people need different tools to help with their daily lives. She lists different paper filing systems below, including Paper Tiger Filing System and Document Management Software, which she recommends based on her clients’ needs and the way that they work. She understands that every person is different and requires systems that work for them.
It is interesting to me that many entrepreneurs and business owners spend the majority of their time completely consumed by their business and totally neglect their personal affairs.
Many of my clients contact me to get their business organized, yet when we talk, they often admit that their personal affairs are as much of a “mess” or more than their business. They do not have systems for handling their most important areas of life. Their household papers are everywhere…piled in various corners and flat surfaces around the house. They are not sure where their hard-earned money is spent and they don’t have solid plans for the future.
Its true that they are busy. VERY BUSY! However, sometimes they are so busy that they lose focus as to why they started their business, doing what they do, in the first place. When I ask “Why did you start your business?” I generally hear it is because they wanted more freedom to live a life they define. They wanted to make more money so that they have the ability to have more choice in life.
If you do not have your personal life in order, you may not be getting all of the benefits from your hard work! Now is the time! Now is the time to let go of the excuses that you don’t have time, are too tired or don’t know how. Here are a few tips to get started:
Your paperwork likely consists of three types of paper: 1) stuff you need to take action on 2) stuff you are saving for reference and 3) stuff that you should have tossed a long time ago, but haven’t.
This is the system that manages all of the papers that are on your counters and other spaces that you have out in the open and in piles because you don’t want to forget to do something. Then use the system. Read, sort and process your email and snail mail daily. Avoid backlog. Also, when you come across papers that are date driven, make sure to add an entry to your calendar/planner to remind you to do things. This system is the perfect location to store all of the bills you have yet to pay.
Did you know that the average person wastes 150 hours a year just looking for things? Imagine what you could do if you weren’t searching! An effective reference system is one that you use consistently because you trust it. You trust it because it is easy to use and you can find information with ease when you need it. Different systems are going to work better for different people, so make sure you set up something that works for you. This system is a great place to store all of the bills you have paid. Here are a few for you to consider:
If you would like to go paperless with your home filing, this is definitely the tool to consider! I have the honor of being on the advisory board of AboutOne and I love how this company really listens to your needs. AboutOne was designed by moms and dads for moms and dads to make managing all that household information fast, fun, and easy. With just a few clicks, your information is stored with bank-level security, and all your posts can then be combined or mixed together in new ways, saving you time on everyday chores like creating family newsletters, scrapbooks, hardcover photo albums, and creating and mailing holiday cards, or completing school forms, college applications, caregiver instructions, and tax returns. I personally LOVE how easy it is to manage all of the complex medical information we have in our family. AboutOne.com’s patent-pending service takes just seconds of your time and helps you save time, save money, and be prepared. You can sign up for a trial account here: http://www.aboutone.com/.
I have been a happy Paper Tiger user for years. If you don’t want to go paperless, but you want an easy way to find anything in 5 seconds or less, then this is the tool. The tool gives you a powerful index search — like how you would search on Google — that allows you to find your information fast. However, you can use this tool for much more than filing paper! Anything that you can number you can put into the system. At home, we have “paper tigered” books, CDs, DVDs, binders, storage bins, and more. We love this tool because it does not matter how different my husband and I might reference information (for example, I might say Insurance-Car and he might say Country Insurance) we can find things with ease using the fast find button. Your information is secure and backed up too. You can sign up for a free Paper Tiger Online account at Paper Tiger’s website.
If you like the idea of a color coded system, then you might consider the FileSolutions Home Filing System. The Home Filing System includes a booklet to guide you through the filing process by helping you select the appropriate files for your home. You can build 80-100 files for your home & family items using the pre-printed, color-coded labels for both vertical files and 1/3 cut file folders. The categories include: Personal, Financial, Taxes/Insurance, and Lifestyle. In addition, file your important papers & find them again using FileIndexTM. With this unique system, you can index over 350 items. It will be the first and last place you look when you (or another family member) need to find something. Note, folders & hanging files not included. This tool is great for simple household filing. Consider one of these great paper systems from OrganizedAtoZ.
80 percent of what we keep, we never reference again. I see that theme repeat itself over and over again when I work with clients and help them through their decisions. If you have a hard time figuring out what to let go, consider using the DART system. If you would like a summary of what to keep and what to let go of for your home, get our Residential Record Retention guide.
If you are looking for a simple money management system, consider www.mint.com . This tool is very user friendly and allows you to know exactly what is going on with your finances. You can set budgets and alerts that email you when you are off track. You can also get very user friendly graphics to show you where your dollars are going.
If you have an iPhone, you will also love this app http://itunes.apple.com/us/app/mint-com-personal-finance/id300238550?mt=8
It goes without saying that debt can be a weight that drags you down for the length of time you have it. For some, they spend more time thinking about the mounting debt than time on getting things done. Eliminate your debt. The most popular method for revolving debt is the debt snowball method. There are many sites and smartphone apps that can help you with this. Many of them let you prioritize debts and see estimated times left to pay off each debt. They let you plan payments and view progress as you shrink what is owed. Many will also estimate the date you will be debt-free, so that you can see the light at the end of the tunnel. I was reading an article on Mashable.com the other day that suggested this one was one of the better ones on the iPhone.
Most banks now have the ability to set up automatic bill paying. Consider setting up automatic payments for all of your regular bills. Your bills will be paid on time and you will save loads of time.
By reviewing your situation on a regular basis, you are able to stay on top of any problem areas and make strategic decisions quickly.
There are a number of outstanding professionals in your local area or on the internet that share helpful information on wealth creation. Attend classes or read books. Become informed. The better knowledge you have, the easier it will be for you to make decisions and have confidence to take action. Here is a great article on CBS about Organizing Your Finances in 5 Days: How to Quickly Get Your Financial House in Order in 2011.
We hear this all of the time, but it still holds true. Do you have some medical concerns that you have been ignoring? Find a professional that can help you get better. Need to eat better or exercise more? Create a system to make it happen. The healthier you are, the easier it is to manage every day activities. The longer you let “small” medical concerns slide, the faster they can become “big” medical things that tax you, your family, and your finances.
“The foundation of success in life is good health: that is the substratum fortune; it is also the basis of happiness. A person cannot accumulate a fortune very well when he is sick.” ~ P.T. Barnum in The Art of Money Getting
There are a number of sites that are all over the net to help you and a nutrition/exercize coach can also make a huge impact. Here are a few iPhone apps that could be of benefit too: Get in Shape: iPersonal Trainer or FitnessFree or CrunchFu. If you would like to quit smoking try: Quitter or MyQuitCoach.
If you take control of your personal concerns, you will have more confidence and peace of mind that the right things are happening. It is important to learn how to manage your time effectively and get organized so that you can focus on the most important things in your life. If you don’t, you will not be any further ahead next year.
One of the sayings that floats around frequently are:
Some people make things happen
Others watch things happen
Still others say “what happened”?
Who do you choose to be?
If you’re not sure how to get your business or life organized so that you free up your time, make more money and experience life, I encourage you to take action and contact us for a telephone strategy session. Why be time-pressed and struggle when you can easily get more done with less stress?
About the Author:
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
As we’re approaching the end of the year, it’s time to take a day and do what is called “the file clean out day”. Once you know what you have, you can make decisions on what to purge, save, and possibly scan or archive.
Are you asking yourself, “what’s going on here?”. Consider what shape your filing system is in? Are your filing drawers stuffed so full that it’s nearly impossible to get another piece of paper into – or out of them? Are you hurting your knuckles every time you pull a file out? This time of year is a great time to review your files and purge as much as possible, creating space for next year’s papers.
If you’re using Paper Tiger Filing System Software for Document Management, it’s pretty easy, as all you need to do is run a “file clean out report” and review it to assist you in the process. Don’t use Paper Tiger? Here’s what you can do to get through all your old papers and prepare yourself for the new year. Then implement Paper Tiger so that this process will be simpler next year!
While you’re in the mood to be cleaning out files, don’t forget your PC. It also has files that you no longer need, slowing down your processing of work.
You can run maintenance programs which can ‘defrag’ your files – in other words clean up and arrange them in a way which makes it easier for your PC to find and the speed for running programs will be improved.
Empty your recycle bin. When you delete a file, you are only moving it to the Recycle Bin. If you do not regularly empty your Bin, the files inside may take up valuable disk space. Oftentimes, people overlook this task. You should empty your Recycle Bin regularly, at least once a week. So if you haven’t been doing it, add it to your file clean out day.
Remove Temporary Files. Temporary or junk files are left over by programs and are usually no longer needed. Internet Explorer stores many of the files used on the web pages you visit so that next time you go to a site it doesn’t have to download the same files again. However, this can build up over time and take up a lot of disk space. They waste space and that may eventually slow your PC down.
Do you clean out your files every year? Let us know your process in the comment section below.
Anne McGurty is the president and CEO of Strategize and Organize, a training and consulting firm specializing in helping people perfect their environments and make better use of their resources – time, paper, and all forms of information management. As a productivity expert, Anne provides extensive customized services including business consulting, productivity training, process implementation, and time management seminars. You can also follow Anne on Facebook: http://www.facebook.com/strategizeandorganize
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If you are starting to use The Paper Tiger software for the first time, the first decision after naming your database is what to name the “Location.” Or maybe you’ve been using The Paper Tiger for a while and want to refine the way you’re using the software.
There is not a right or wrong way to name a Location within the software. Locations can be filing cabinets, desk drawers, bookshelves, or anywhere else you can store things sequentially. The Location name can be related to where the files are physically located. For example, Drawer 1, File Cabinet 1, Office Bookshelf, Home Bookshelf, Training Binders, Safety Deposit Box, etc.
A four-drawer file cabinet can be one location (Cabinet 1) or four locations (Drawer 1, Drawer 2, etc) or you can name them by contents, (Invoices, Clients, Financial, Presentations.)
A more simple method would be to name your locations relative to the purpose of the files, i.e., Action, Reference, Archive, etc. Your Action files should be within arms reach. (on your desk top or in a desk drawer, maybe in a tickler file system.) You can use the Category section to indicate the file contents, (Invoices, Clients, Financial, Presentations.) If you decide on this method, The Paper Tiger includes file labels to get you started – Action 1-60 and Reference 1-320.
You can create a new location when you want items to be grouped together for convenience. Also if you run out of space in your Reference location, you may want to move some files to Archive if you’re not willing to trash or recycle those files. Just note in your new Archive location within The Paper Tiger where you move the file, i.e., to attic, basement, off-site storage, or records management facility.
Whichever method you choose, keep it simple! We want to make filing fun! (well, almost fun!)
Then you can get creative and get even more organized with other Locations, such as Information only,
- Passwords
- Subscriptions for Magazines and/or Newspapers
- Account Information for Frequent Traveler, Insurance, etc.
Also see our blog on The Many Uses of The Paper Tiger for virtually unlimited Locations within The Paper Tiger.
