In this webinar, Anne McGurty, productivity expert of Strategize and Organize, presented an overview in how to manage your digital and paper filing, giving statistics and showing problems that people have in finding their information, whether it be digital files or paper/physical items. Anne describes how Digital Tiger, powered by Google Docs, will work and, using just one search to Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
We also showed screencasts for connecting Paper Tiger Online to Google Docs thereby activating Digital Tiger, in addition to scanning with the ScanSnap 1500M, how quick and easy it is to scan and upload to Google Docs.
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.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: I am wondering about originals. If I scan a reciept will that be accepted as original or do I need to retain the original also
A: Yes, the Internal Revenue Service (IRS) has been accepting digitized or scanned versions of paper documents since 1997 in lieu of paper documents. Please see our knowledge base article at Does the IRS accept digitized or scanned versions of my documents instead of paper documents? for more information.
Q: I want to make sure I can use Paper Tiger Online because I ordered a Fujitsu scanner in order to do so
A: You can use Paper Tiger Online with or without a scanner, whether it be Fujitsu or other brand of scanner, since Paper Tiger is an indexing system in which you type in information regarding your paper files and other physical items. If you have a Paper Tiger Online account you should be able to use Digital Tiger when it is available. Again, at first the Basic and Pro plans will allow you to activate Digital Tiger to your Google Docs account. You can go ahead and put your documents in Google Docs to be ready for when Digital Tiger is available.
Q: If my Paper Tiger account is not registered through my gmail email address, can I still link it to Google Docs?
A: When Digital Tiger is available, you will be able to connect Paper Tiger Online to your Google account, thereby activating Digital Tiger. This will be available in the Basic and Pro plans at first, and we hope to have available for multi users soon thereafter. It does not matter what email address you have on your Paper Tiger Online account, so it can be different than your Gmail or Google account.
Q: What about other Microsoft products? Do I need to convert to Google Docs?
A: We will only be able to connect to Google apps, since Microsoft does not currently allow an API to allow us to work with their software.
Q: Does this work with my Outlook emails or do I need to use Google email to have it work?
A: At first, Digital Tiger will only work with Google Docs. We will be adding Gmail and Gcalendar in the future. I believe Anne will address later in the presentation about syncing Outlook with Gmail. We do not currently have plans to connect Digital Tiger with Outlook.
Q: Which plan is necessary to get Digital Tiger?
A: Basic or Pro plan will have Digital Tiger available as soon as it is out of Beta testing.
Q: Can I backup the digital documents into my computer or portable hard drives for my records?
A: Yes, you can either create or scan your digital documents onto your hard drive first, then upload the files or folders to Google Docs. Or you can create or scan your digital documents directly in Google Docs, then backup your Google Docs to your local or external hard drive.
Q: Please present how to scan directly to Google Docs.
A: See our blog post regarding How to Get Started With Digital Tiger for a Paper and Digital Filing Solution. The second video in this article shows how to scan directly to Google Docs. Please note that this video shows the Mac version of the Fujitsu ScanSnap 1500M and the feature that this scanner provides.
Digital Tiger, powered by Google Drive, is a digital filing solution designed to work seamlessly with Paper Tiger Online. By using the two products, Digital Tiger and Paper Tiger, together you will be able to find scanned documents (PDFs), digital files (Word, Excel, PowerPoint, etc.) and your paper documents with one search. This document management software system will allow you and your team to get truly organized and stop wasting time looking for lost information.
You may wonder why we’ve chosen Google Drive as the digital file storage for Digital Tiger. We researched many digital file storage solutions, and we have found the Google is the cheapest cloud file storage that you’ll find on the market. Based on the survey responses we’ve received, people have told us they want a cost-effective solution to meet their document management needs that will allow them to get organized in both their paper and digital filing systems.
We believe that Google Drive is the missing piece to Paper Tiger Online for the digital file organization; and that Paper Tiger Online is the answer to the missing ingredient of Google Drive – - the paper piece.
If you already have a paid Paper Tiger Online account and a Google Apps or Gmail account, simply connect your Paper Tiger Online account to your Google account, which will activate Digital Tiger.
Note: if you do not have a Paper Tiger Online account, sign up for a Basic or Pro Paper Tiger Online account.
To connect your Paper Tiger Account to your Google Drive:
1. Log into your Paper Tiger Online Account.
2. Click on the Accounts (upgrades/invoices) tab.
3. Locate the link to ‘Connect your Paper Tiger account to Google Documents’
4. You will see a popup box, just click OK.
5. Then you’ll see a Google authorization page. * Click the Accept button from your Google Account. (See screen shot below.) Note: if you are already signed into your Gmail account, it will be recognized. If you are not already signed into your Gmail account, you will be directed to the sign in page. If you do not already have a Gmail account, you will need to create one by clicking on the Create an account from the sign in page.
6. You should then receive a green flag at the top of your Paper Tiger page stating “Google Documents Account Linked Successfully”.
7. You will then need to activate digital search in each of your Paper Tiger databases in which you wish digital search to occur.
By default Digital Tiger results are not automatically included in your search results. To perform a Digital Tiger search, you must be inside any one of your databases and either have permanently activated digital search in your “Database preferences”.
Because the preference for making Digital Tiger search permanent is Database specific, you must activate the feature for each database that you wish to search both Digital and Paper Files.
1. Within your Database go to Database Preferences
2. Under “Activate Digital Search” select “Yes. Show Digital results”
1. Above the Search bar, click “Show advanced search” (Note: Advanced Search is not available in the Basic plan)
2. In the advanced search menu, check the “Search Digital Tiger” box.
If you are looking to convert your paper files to digital PDFs, you will need a scanner. The scanner you purchase should be able to directly work with your storage engine, without any additional steps on your part. It is much too time consuming to scan in images and then upload them manually. Because Google Docs is so popular, many name brand scanners are now supporting direct input into the Google Docs system. The scanner software will create the PDF, convert the PDF to a searchable format using OCR (optical character recognition) and then upload the file into Google Docs in one simple process, saving you enormous amounts of time and making the process more enjoyable.
You can use the scanner that you already have in your office, however please check with your scanner’s manufacturer for any software updates that might allow you to scan directly to Google Docs. See our knowledge base articles for other scanner information.
We have tested several scanners and this is by far the best scanner that we have encountered. We recommend the Fujitsu ScanSnap 1500 (or 1500M for Mac users). Please note that the Fujitsu ScanSnap 1500 scanners are not Twain driver scanners. If you need a scanner that has or supports a Twain driver, check the Fujitsu scanners that do support Twain drivers at http://www.fujitsu.com/global/support/computing/peripheral/scanners/drivers/index.html#itwain
You can use the awesome power and convenience of Google Docs to store all of your digital files in the cloud and still have the piece of mind of having a synced copy of your files on your local hard drive!
Paper Tiger Online and Digital Tiger using Google Docs is the least expensive way to move into a document management system. Digital Tiger is an enhancement to Paper Tiger Online, that connects Paper Tiger to Google Docs, to be able to search just one place to find both their physical paper files and their digital files.
Customers can begin moving to a more paperless environment by using their Fujitsu ScanSnap software or another scanner, if they prefer, to convert their physical paper into pdf format. The combination of Google Docs and Digital Tiger make this possible at a very low cost. In this economy, many businesses are trying to find ways to be more efficient and save money.
Our Paper Tiger Online and Digital Tiger customers are looking for a way to make a backup copy of all their data stored in Google Docs to their local drive for safekeeping and piece of mind. Local digital file storage is becoming very cheap with 3 TB (yes terabytes) drives selling on Amazon for as low as $123.99* recently.
We have now discovered a great tool to do this for Mac users. The product is called CloudPull, by Golden Hill Software, $24.99* per user license. It was listed this month in Macworld Magazine as one of the “49 Top Mac Apps”. Piece of mind for $24.99 — you cannot beat that!
Windows users also have a great tool to backup all of their files to their local hard drive. The product is called Syncdocs, by Doc Freedom, $19.95* per year. You can rest easy at night having your data in the Google Cloud and another copy safely stored on your local hard drive. Syncdocs will take care of this chore for you automatically at a very low price indeed!
GDocsDrive
In addition, with GDocsDrive, made by Cloud Drive Team, users can view their Google Docs files and collections on their local Windows computer. GDocsDrive is just $19.99* for a license and that includes future updates. You will enjoy having the convenience of using Google Docs either in the cloud or on your local Windows computer. GDocsDrive is a very useful addition to your Google world at a price that is quite affordable – basically a client tool for Google Docs!
*Pricing subject to change on these recommended software.
Organizing craft supplies is a great way to put an end to the clutter that is causing you to have a not so organized life. Crafts can be a great hobby for you and your entire family, as long as these supplies and half finished projects don’t take over your home. While it can be tempting to leave things out so they are easy to find, eventually they become an eyesore. Not to mention, you usually end up not being able to locate those things you left out so you could find them because other things are piled on top. It ends up being a such a clutter problem that it starts to create more stress for you.
You can implement Paper Tiger Filing System Software for document management and get organized in every area of your life — not just for organizing your paper files!
Whether you have one artsy hobby or many, you are going to have supplies to deal with. This not only becomes messy, it can be a hazard. You want to be able to store certain supplies to avoid harm. For instance, you won’t want to keep your cutting tools or sewing needles out where your children or pets could end up finding them. Things such as paints or dyes should be kept out of reach to avoid small children getting a hold of them.
Usually, the best type of filing system for crafts in your organized life is storage boxes or containers. Something that is easy to move but durable, as well as able to prevent leakage, should one of those bottles of dye spill inside the storage container. Also, for materials you would like to make sure youngsters do not get a hold of without your supervision, use boxes that have a locking system in place.
Once you have sorted your craft supplies, you can box them in your selected container, then index and keep track of them by using filing system software. By numbering the boxes and using this program you can refer to it to locate your supplies. For instance, if you need to know exactly where your Sienna Red paint is, simply look it up by typing in the keywords, then you will know the storage box number to retrieve.
Let’s say for example you have craft materials for the following craft types,
-Pipe cleaner crafts
-Paper crafts
-Children’s Paints
-Clay crafts
-Cardboard crafts
-Holiday and Seasonal crafts
-Woodworking crafts
For each of these craft supplies, you have a container or two depending on the amount of each. In the filing system software, you could have a Location named ‘Crafts’. Within that Craft Location, you would type in an Item Name for your first craft type, such as ‘Pipe Cleaner’. Then in the Keywords section, type in all the different colors of pipe cleaners you have in stock and maybe even what you’ve crafted with the pipe cleaners. In addition, you might include in this keyword section (and in the box), the instructions for the crafts in which you’ve used pipe cleaners. So this might be your box #1 which would match your database Item #1. 
Your Item #2 would match your box #2, which might include Item Name ‘Paper Crafts’, and in the Keywords section, the different colors of paper you have, types of paper (card stock, construction), and instructions for different projects, etc.
Your Item #3 would match your box #3, which might include Item Name ‘Children’s Paints’, and in the Keywords section, water color sets, paint brushes, aprons, water color drawings, etc.
The great thing about organizing your craft supplies is that others can share in the filing system. If you have family members who also crochet, you can teach them how to use the same filing system software. This enables them to keep things neat and tidy, as well as find things when you are not around. Or if you work as part of an arts department, everyone will know how – and where – to find things they may need as well.
The trick is to stay organized once you have a system in place. Make sure everyone puts items back in their proper place, removes an item from the inventory list if it is used up or remembers to add an item to the filing system when it gets added to the supply inventory. This way, you can all enjoy your artistic hobbies without living with chaos. Get everyone involved. Making crafts, as well as organizing craft supplies, can be fun for the whole family.
Getting your craft supplies organized and indexed into Paper Tiger Filing System Software means you can love and enjoy your collection without it being a clutter problem and know exactly what you have and where each item is located with a quick search in the filing system database. Paper Tiger: not just for filing and finding your paper files!
From the average household to a home based business to the person who is part or sole owner in a business outside of the home, we all generate tons of paper every year, building up in piles and stacks on our desks, in our file cabinet drawers and on top of various surfaces throughout the home or office. Things accidentally get thrown away because they just were not where they needed to be. Or, things get moved by one family or staff member while they are searching for their missing item causing someone else to have to go on their own seek and destroy mission when they need something that had originally been in that pile.
The need to manage paper documents is one that is more than just about organization, however. Paper can be a major problem in many households and offices because there are so many questions about it. What papers can be thrown out and which ones must be saved? How long do you have to save these papers? And worst case scenario, what will happen on the day you find out that you absolutely need one of those papers and you just cannot find it at all? Does ‘going paperless’ mean that you will get rid of all the paper in your life?
There are several different ways to manage and organize those paper documents. You can try to work out your own system, praying that you won’t forget your cross referencing system in the meantime. Or you can implement Paper Tiger Filing System Software for document management and get organized in every area of your life — not just paper!
Now there are other products that claim they will get you organized fast and easy, eliminating all of that paper mess in the process. Some of them rely on a scanner. But, what do you do with the papers once you scan them? Do you want to throw them away or shred them? They are organized, technically because everything is neatly scanned in and digitally stored on the disc or hard-drive or in the cloud app, but what happens if you need one of those documents for a tax audit or to file an insurance claim? Is your disc or digital storage space searchable? Would you be able to quickly find what you’ve scanned?
There is also a product that has several pockets and files so that you can hold the papers that you generate for a week, but what happens at the end of the month when you move the old out and bring the new in?
Thankfully, there is a better organizing tool that allows you to file all of your papers and other documents in one easy to manage and easy to update paper filing system. Organization in the home, the office or the home office does not mean just papers all of the time – in fact, you can use this same system for other items, items that are just too big or bulky to be included in the other types of systems that require scanning.
The system does not rely on scanning or trying to consolidate all of your items into a small disc. You can keep some paper files and scan what you don’t need to keep in physical format. You know where things are by conducting a Google-like search based on your input and referencing it in the system database. It is important that your paper files that you keep in hard copy format, and other physical items, be indexed into the filing system, so that anything you want to find later can be retrieved quickly with a simple Google-like search in the database. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly!
And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
Mention the word “filing system” and most people picture an office with filing cabinets. The thing is, with an organizational system for filing, cataloging or managing your life, you can file or index anything that can be cataloged or that you can put a number onto. Paper Tiger Filing System Software for document management allows indexing of items to help you get organized, clear the clutter problem and know exactly what you have and where each item is located with a quick search in the filing system database.
Of course, that can still include an office either at home or in the professional world. Things such as hanging files and binders can now be located with greater ease than even alphabetizing. That’s because, though alphabetizing method was as close to an effective filing system as possible before this indexing method, it has its problems. Is someone filing things under “vehicle” or “automobile”? Or, even if it is someone’s name, it is under “Erwin” or “Irwin.” By being able to include keywords in your filing search, you broaden the possibilities for finding what you need using filing system software.
There are many items a person may keep in the home that can be a great collection to have, but a little frustrating to keep organized and be able to find quickly when needed. In fact, it may be downright disorganized. You may have an extensive library of books, but if you can never find the one you are looking for, it starts to lose the enjoyment factor. Maybe you want to find a medical book to reference but aren’t sure where it is. You could want to reread a classic work of fiction before seeing the new theatrical adaptation of it, but can’t even recall if you have it at home, put it in the attic or lent it to someone.
The point is, having an organizational system for all your filing and document management needs will help keep your things in order. The same holds true for keeping track of items like CDs, DVDs, video games and even old vinyl records, just to name a few of the possibilities. Whatever you have a good number of, you can catalog or index with this system.
Those plastic storage bins may be a handy and useful system to keep your belongings safe and dry, but they can be a real bother when it comes to trying to recall what items are in which bins. Indexing the items that are in the bins into the database of the filing system software and number them to match the assigned item number from the software, and you now know from your list or from searching by a keyword that you’ve input previously into the database, exactly what’s inside and where certain items are. Looking for the bin that may have extra camera lenses could be an all day task, while looking for bin #3 takes just minutes.
The same thing goes for moving boxes. While you may have in the past, managed to have time to scrawl the word kitchen on the side of a moving box, that was about the extent of organization when it came to knowing what was inside the boxes until unpacking. This made it difficult when, in a rush during the first morning at a new place, you need to find the toaster to get the kids breakfast before school. Having a filing system software that allows you the ability to index items input into each moving box, will help you to have a more organized move especially on the unpacking side. You can also use the information that you’ve indexed for each household or office item to indicate where they are placed in the new location.
It is estimated that the average person wastes 150 hours per year looking for lost information. Instead of wasting time searching, implement Paper Tiger Filing System Software for document management and get organized. You’ll be surprised how much time you will save when you can find what you need, when you need it!
From the average household to a home based business to the person who is part or sole owner in a business outside of the home, we generate tons of paper every year, building up in piles and stacks on our desks, in our drawers and on top of various surfaces throughout the home or office. Things accidentally get thrown away because they just were not where they needed to be. Or, things get moved by one family or staff member while they are searching for their missing item causing another person to have to go on their own seek and destroy mission when they need something that had originally been in that pile.
The need to manage paper documents is one that is more than just about getting organized, however. Paper can be a major problem in many households and offices because there are so many questions about what to do with all the paper that comes in. What papers can be thrown out and which ones must be saved? How long do you have to save these papers? And worst case scenario, what will happen to you on the day that you find out that you absolutely need one of those papers and you just cannot find it at all?
There are several different ways to manage and organize those paper documents. You can try to work out your own system, praying that you won’t forget your cross referencing system in the meantime.
There are other products that claim they will get you organized fast and easy, eliminating all of that paper mess in the process. Some of them rely on a scanner, sending all of your papers to a little computer disc. But, what do you do with the papers once you scan them? Do you want to shred them or throw them away or do you need to keep some just in case you need the hard copy again? They are organized, technically because everything is neatly on the disc, but what happens if you need one of those documents for a tax audit or to file an insurance claim? There is also a product that has several pockets and dividers that can hold the papers that you generate for a week or month, but what happens at the end of the month when you move the old out and bring the new in?
Thankfully, there is a better organizing tool, Paper Tiger, that allows you to file all of your papers and other documents in one easy to manage and easy to update filing system. Organization in the home, the office or the home office does not mean just papers all of the time – in fact, you can use this same system to get organized in other areas, such as items that are just too big or bulky to be included in the other types of systems that require scanning. The system does not rely on scanning or trying to consolidate all of your items into a small disc or having to keep purchasing other digital storage, such as external harddrives or cloud storage.
It is important that your paper files that you keep in hard copy format, and other physical items, be indexed into the filing system, so that anything you want to find later can be retrieved quickly with a simple Google-like search in the database. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly! And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
In this webinar, Anne McGurty, productivity expert of Strategize and Organize, presented an overview in how to manage your digital and paper worlds, giving statistics and showing problems that people have in finding their information, whether it be digital or paper/physical items. Anne demonstrates how to upload files to Google Docs, and how Digital Tiger, powered by Google Docs, will work and, using just one search to Find Anything In Your Office In 5 Seconds or Less…Guaranteed! (Digital Tiger Beta testing to begin soon)
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.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: Need info about scanning receipts and business cards and being able to retrieve them by various categories.
A: When you scan your receipts and business cards to Google Docs, your documents are OCR’d. See our knowledge base article regarding What is OCR?
Q: Will there be an efficient way to import file names from existing file structures to facilitate including them in Paper Tiger?
A: You can upload existing folders to Google Docs. See our knowledge base article entitled, “Uploading Files to Google Docs”
Q: All of our electronic files are stored on our network. We have HIPPA considerations for our files. I’m concerned about security of files in a cloud environment. How secure are these files?
A: Google Docs is secure, but I haven’t seen HIPPA information in their security information. Your digital data would be housed at Google Docs not at Digital Tiger. Digital Tiger will only search your Google Docs along with your physical items that you’ve indexed in Paper Tiger.
Digital Tiger will only connect to Google Docs, so Digital Tiger does not actually store your data. All data will be housed on Google’s secure servers. Below is additional information from Google’s website regarding security and privacy:
“Information security is a top priority at Google, and we employ dedicated teams with experts in their fields to handle these important areas. Your files are, by default, set to private, but you can choose to publish them to the Web or invite collaborators or viewers. Your files will not appear in Google Web Search results, but published files may appear in other search engines.
If you are working in a Google Apps domain, your files are, by default, set to your domain’s default setting. This setting might not be private, but you can make your docs private when you create or upload a doc or file. Additionally, to help keep your data private, it’s important to have a strong password, to not share that password with others, and to understand the sharing options in Google Docs.”
Below is a concluding statement issued by Google in their Google Apps security whitepaper which is found at http://www.google.com/support/a/bin/answer.py?answer=60762 in case you need more information:
“Google is committed to keeping the information stored on its computer systems safe and secure. Each of the ten components of Google’s multi-layered security strategy is endorsed and defended throughout the organization. Google Apps provides controls at each level of data storage, access, and transfer. Millions of organizations, including Google, run their businesses on Google Apps, and Google invests in that
trust every day. With Google Apps, users can rest assured that Google values the privacy, confidentiality, integrity, and availability of their data.”
We also have information on our support portal regarding Security
Q: Is the keyword searched for in the digital and paper files or do you have to search each separately?
A: When you have the digital search turned on in Paper Tiger, you will be able to search both digital and paper/physical items with one search.
Q: On Digital Tiger, do you have “key words” to help find the document
A: With Paper Tiger Online, you would type in keywords to be able to search on those keywords to find the paper file or physical item in the future. With Digital Tiger, for any digital file that you convert to Google Docs, Digital Tiger will find based on the searched word in the file name or within the contents of the document. For any digital file that you have uploaded to Google Drive, but have NOT converted to Google Docs, Digital Tiger will find based on the searched word in the file name only.
Q: How does the Paper Tiger work with the physical docs in an archive?
A: When you have your paper files indexed in Paper Tiger, you can conduct a Transfer – Move function to move the files from their original Location in the database to another Location, such as Archives. Then you can move the physical files and place the new tab with new Item Number assigned by Paper Tiger Archives Location on the Archives hanging file folder tabs. Your Paper Tiger Archives Location will then match your physical Archives files.
Q: Which documents do I need (for legal reasons) to keep physical copies? I’d like to be able to just scan everything else and keep it all online (on hard drive, Google Docs, and Carbonite backup). I work from home in a small office area, and I’m drowning in paper.
A: The Internal Revenue Service (IRS) has been accepting digitized or scanned versions of paper documents since 1997 in lieu of paper documents. See additional information in our knowledge base article entitled “Does the IRS accept digitized or scanned versions of my documents instead of paper documents?” For other types of legal reasons, you would need to contact your lawyer or accountant.
Q: Will this work with ScanSnap system?
A: We recommend the Fujitsu Scanner 1500 (or 1500M for Mac users). We have tested several scanners and this is by far the best scanner that we have encountered.
This article by Sherry Borsheim of Simply Productive and a Paper Tiger Expert, provides great tips to getting your children’s stuff, whether it be for back to school or just every day clutter, organized to cut down on the chaos and ensure your family’s sanity and peace of mind. Sherry recommends Paper Tiger filing system software for document management to help you find your paper files and other items again after finding a home for them.
No matter how chaotic it gets at home, having a system for keeping track of kids’ things is essential. There’s sports schedules and phone lists, papers to sign, health records, music books, report cards, and precious keepsakes that tend to pile up around the house.
Then there’s the sports equipment, jackets, shoes, backpacks, lunch containers, homework, projects, and electronics that your children drop at the door when they come home from school or other activity each day. Times this by three to five kids and you’ve got a giant heap sitting on the floor on a daily bases.
The key to keeping your sanity and peace of mind is to create a place for them to easily hang their coat and backpacks. I love the storage locker system if you can create space for this in your home. Also, create a homework area and have all the necessary supplies handy for their projects as well.
Then gather all the sports equipment and store each child’s items in separate bins, for each sport. Store bulky equipment in a one area, sports clothes in their closet. If they play soccer and baseball, then have a small clear container for each sport and make sure to label the bins “Soccer Clothes” and “Baseball Clothes.” When you’re rushing out the door to soccer, the right socks and shorts will be in one place verses all over the bedroom or house.
Next create a Family Reference Binder with tabs for each child. Behind each child’s tab you can file their sports schedules, music schedule and any other important phone numbers that you want to have at your fingertips! Everyone in the family will thank you for gathering all the papers and putting them in one central location!
Now to deal with all the other papers. In a filing cabinet, create a hanging file for each child and keep any awards, report cards and other keepsakes in this file for the current school year. At the end of the school year, simply take out the papers and file into their keepsake box. For larger artwork, just take a picture and store the photo in their school photo album. Or store large artwork in an art porfolio.
Be realistic about what school papers and artwork you are going to keep. The more stuff you have, the more time and space it will take up to store it. A good rule of thumb is to “keep the best of the best and let the rest go”. Ask yourself, when was the last time you looked at your keepsake box stored in your attic?
About the Author
Sherry Borsheim, owner of Simply Productive, has been helping people to work smarter, not harder for years. She specializes in resolving paper, time and information management issues. To learn more about eliminating the paper pile-up and in vastly improving your productively, contact Simply Productive at 604-233-7076.
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).
Also check out Sherry’s Calm Your Choas special 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.
Published with permission.
Organizing home libraries is a great way to display what you want, store the rest, but keep track of everything you own in your home library. Much of how you get organized for this area of your home depends on how much space you have for your books. Maybe you have just acquired or inherited a sizable amount of books or moved to a smaller space and have less to work with. It could even just be that you have stacks of books that are still unpacked from the last move and you are ready to get proactive in your organized living. Whatever the reason, it is time to sort through those books and make sure they are organized to prolong their shelf life, as well as your sanity, and Paper Tiger Filing System Software for document management can help you get your home library organized.
Why get organized when it comes to your book collection? Well, for one thing, it is easy to lose track of exactly what you have in your book collection. If you need to reference that home repair book but don’t know where it is, you may end up having to buy another copy.
Another reason to establish an organization system for your books is for your peace of mind. Clutter can be a real cause of the added stress you feel. Getting your life in order and making sure your collection is stored in a manner that will prevent damage, in addition to being able to actually find the book you need without having to search in different places can set your mind at ease.
Don’t forget also, your book collection can become a family heirloom, a collection of literary treasures to hand down to the next generation. Should something happen to you, it is good for your family to be able to have an understanding of the filing system you implement for organizing your home libraries.
To get organized when it comes to your book collection, the first thing to do may be to determine what you would like to keep on display among the shelves, and which books you might want in other rooms. For some people, this is a stock of books they refer to a lot, plan to reread or just like to have on display. This inventory of display items can also be rotated or changed on a regular basis, if desired. Or, when a new book comes in, it may be time to retire an older one to storage or another room in the home.
After you have decided what to display and what to file away, it is time to box up the rest or keep it filed in another part of the home. To keep track of what books go where, it is a good idea to use a filing system or document management software in which you can index your books based on the location you are displaying them. This will enable you to get organized enough to be able to easily look up which of your favorite reads are located on shelves in the home, which have been boxed up and put in a closet and even those books being stored outside the home or borrowed by someone.
After you have divided your books and decided where each stack will go, you can then start a location in the software database to match the physical location where each set of books will be located. Once you have named the first location, you can begin to index each book, similar to how you might file paper files, with the book title as the item name. Then add keywords with the author’s name and maybe some information about each book, and the shelf number or box number where you’re going to place the book. For each book you add to the respective location, the software will assign an item number to that book. You would then affix a label or mark the number on the book itself to match the assigned item number.
You can categorize your books in the software by book type, such as Cookbooks, Home Repair, Photo Albums, Marketing, Finance, Business, etc. When you’ve indexed all of your books, you will be able to conduct a Google-like search in the filing system database, and the software will tell you exactly where the book is located.
You can also print out an item list report with your list of books and where they are located, either by item number or alphabetically by book name.
Paper Tiger Filing System Software for document management can help you get organized so that you can find the book you need, when you need it – quickly!
It seems that pretty much everyone has stepped into the computer age, and there is not a business in the world that does not rely on computers for a lot of their work. Even organizations that are steeped in thousands of years of tradition, such as churches, are not immune to this, and you will find that most churches are finding ways to use computers to their advantage. Churches are using Paper Tiger Filing System Software for document management to set up their filing systems so that everyone on the church staff can find the files they need quickly.
You would probably be quite surprised to see just how much paperwork an average church has, and how many filing cabinets are filled to overflowing. The church is a business like any other, and it is necessary to be as efficient as possible so that time and money is not wasted. Most people don’t think of churches as businesses, but church staff must manage the money received just like any other business to be able to maintain the buildings and pay staff.
Church fundraisers are not the only way that churches acquire money, and everything they do must be accounted for. This means that they have to record information from all business transactions, which means a lot of paperwork. Don’t forget about all of the paperwork for weddings, funerals and other special services performed at churches. All of this information must be saved for future reference if needed, so again, there are more papers to be filed.
Then think about all the sermons and other service notes, and books that are referenced, and CD or DVD recordings. How are these maintained to be able to retrieve again when needed?
When church administrators make the switch from paper filing or document management software, they are doing their secretaries a huge favor. No longer will they have rely on memory or guess how someone else filed something or search through mounds of papers to find a particular file. After indexing everything into the software database, all it takes is a few clicks to conduct a Google-like search in the database and you’ll know exactly where the needed item is located. Not only does this make finding things easier, it also makes it so one can declutter the office.
If you work in a church office that is overflowing with paperwork, implement document management software to help you get organized. Even if your church is considering going to a paperless filing system, there are some things that can’t be scanned, as mentioned previously, i.e., books, CD and DVD recordings. In addition, things such as drama team props and costumes, children’s church items, youth group projects — basically anything that you can put a number onto, you can index so that your staff can find what is needed quickly.
It will make everyone’s work a lot easier, and if you are the person who usually takes care of keeping track of where everything is, it will definitely make your life easier, saving you time and energy.
See other information at Organizing Church Documents The Easy Way for tips on labeling and categorizing.
If your church is planning on scanning even some of the paper that flows through the church, try Google Docs. Unlike many digital filing systems, Google Docs is more cost effective in digital storage, and with Paper Tiger-Digital Tiger Filing System Software for document management, you’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
“I’ve spent the past week re-reading Sherry’s book Conquer Your Chaos and cleaning out the last dregs of debris in my office and emails. The filing system here was in such disrepair when I first started three years ago that I made six attempts to deal with it before finally calling Sherry Borsheim for help.
Between her skills at moving us through the unmovable and the ease of implementing the Paper Tiger filing system, we are now finally able to literally find pretty much anything within five minutes – not five seconds yet, as we had a LOT of paper to put into the system. However, just this week, twice I produced critical documents in no time at all, whereas before, we would have been searching for hours.
Thanks, Sherry and thanks Paper Tiger!
Bev
Executive Coordinator / Museum of Vancouver
www.museumofvancouver.ca
The need to be organized in the office as well as in the home is an obvious and universal one. It is also a confusing and sometimes overwhelming need with many different options that can be used to accomplish the task. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly!
The problem with some of the organization systems is their difficulty. Some of them are very expensive and some are very limited in their scope. They may not be very effective with certain types of items and they may not be as user friendly as some people would like them to be. The more difficult a system is to use, the less likely they are to be used on a regular basis. If papers are just stacks piling up on the desk because the system is just too much of a chore to use, then it is nothing more than a waste of time.
To correctly use a digital filing system, you have to have the right digital filing system. While that sounds like it should be a given, it is not always such a simple thing to accomplish.
The right system is one that will be easy to use, accommodates everything that you need to file and organize and is adaptable and expandable. The right digital filing system is one that is so easy to use in fact, that there is no lengthy training period, which is particularly helpful for those who need such a system in their office and may have more than one or two employees who will have to have access to this system.
The biggest amount of work that you have in using any type of organizational system should be in the initial set up and if you have opted for the right one, even that is not that much effort. Once you get your system set up, then accessing, updating or changing anything should be a step or two to accomplish. There should not be the need to tear down the system to rebuild it, even if you are making some major changes or updating a lot of information.
You can set up the system by using existing file names and add keywords to the database relating to each file and the filing system software assigns numbers to each of your hanging file folders, so your folders coincide with the item number in the database. This allows you to find an item just by conducting a Google-like search in the database based on the keywords you’ve indexed relating to the item you need to find, and the program gives you the exact location of the file or item.
You don’t have to rely on your memory for what name is placed on each file – you know, that one or two words on the file tab. Nor do you have to rely on that one person in the office that does most of the filing. What happens when that person is out of the office?
Implementing filing system software that’s not just for document management will provide you with an organizational system tool that will help you get organized and start finding what you need, when you need it without having to rely on your memory or others in the office!
There is a better way! Paper Tiger Filing System Software for Document Management and even better Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs!
How many times have you needed a file in your office, only to end up spending hours searching for what you need, in either paper file or digital file format? This can happen in many offices, because there is often so much information that comes into the office in all kinds of ways. Sometimes it gets filed physically in your filing cabinets, sometimes it doesn’t, and sometimes you end up with a big paper pile that is so disorganized that no one knows where anything is when they need it.
And what about the information that comes into your office via email? Are they always printed? Maybe not, but you know you’ve seen the information somewhere! Do you try to organize your digital files into folders, and do you always get that done systematically like you should?
Even if you know where everything is, it doesn’t mean that your employees will be able to find files when you are not around. It will take them a lot of time if there is not a systematic plan in place for your document management system. Disorganization costs you money when you and your employees could be more productive and get more work done, instead of searching for that needed file, in whatever format it is in — whether it be paper file, scanned image or digital file created by someone in your office or downloaded from email. These are all really good reasons to make the switch to document management software.
Even the smallest of offices have all kinds of paper files and digital or electronic files, and after a while, if things are not properly organized, it can be difficult to get your hands on a file when you need it.
You are able to declutter your office and get more organized when you have effective document management software.
For your paper files and other physical items that cannot be scanned, Paper Tiger Filing System Software for Document Management enables you to index everything physical so that you can conduct a quick Google-like search from the software’s database and find anything you need in a matter of seconds.
Often, there is one person who takes care of the paper filing. With traditional filing systems, this person would often have their own system, and if they were out of the office, no one else would have a clue how to find the files they needed. When your paper files are indexed into a filing system software, anyone in your office can easily find all of the files they need, and there is no need to rely on one person to find everything. Instead of having people spend all day trying to find a file and not getting other work done, they can retrieve the file they need in seconds and go about their work.
In addition, instead of only one person knowing where the office supplies are or where the training manuals or CDs, and the many other things in an office, all of these can be indexed into Paper Tiger’s database. This will allow others in the office to search for ‘paper clips’ and know exactly what drawer or cabinet they are located.
There will always be some paper in your office, but are you planning to at least cut down on some of the paper you have in your office? You know the myth of the paperless office? So to you, paperless may mean simply less paper. Because you may not be able to do away with all of the paper in your office, you’ll have Paper Tiger-Digital Tiger Filing System Software for Document Management to take care of the physical documents and other items in your office to get organized, but what about your digital files?
Everyone in your office probably has their own way of managing their digital files. One may be diligent in how they manage digital files, but would anyone else in the office be able to figure out the system and find a document if that person is out of the office? Another person may be haphazard about where they save documents and very difficult to find their digital files when needed.
Having a digital filing system can really help everyone in your office, and we recommend Digital Tiger, powered by Google Docs for organizing your electronic or digital files.
With just one click in Paper Tiger, connect to your Google Docs account; then your Paper Tiger becomes Digital Tiger! Digital Tiger works with your Google account to allow you to upload any document from your desktop or scan directly to Google Docs, then be able to search both your paper files or other physical indexed items and digital files with one search. When uploading or scanning your documents to Google Docs, they become searchable, so you will be able to search by any word or number within the document. You will be able to organize your digital files into folders or collections and securely share documents with your co-workers or others with a Gmail account.
Implement Paper Tiger-Digital Tiger Filing System Software for Document Management to get your entire office organized. You’ll be able to access, search and organize all of your documents from any Internet connection. Digital Tiger promises to help clear your desk without clearing out your wallet, and gives you the tool to find anything in your office, either paper or digital, in seconds!
This article has some great suggestions for steps to get organized and create a system for yourself that will keep you organized. Notice that one of the suggestions is to implement a document management system in your office. Paper Tiger-Digital Tiger Filing System Software for Document Management. Digital Tiger promises to help clear your desk without clearing out your wallet! You may not be able to go completely paperless, but you can sure de-clutter your desk to create a more productive environment.
Ahhh, the enlightening feeling of a clear and focused mind. Everything on your “to do list” is done, time to relax on the couch, and slip in to that Zen state. Chances are this isn’t you because most people spend more time trying to organize their lives than actually making progress. Keeping organized is a daunting process that requires discipline and, most importantly, knowledge of what to do.
Once you start figuring out how to plan, and differentiate your daily tasks, you will become more proficient at accomplishing your goals. Whether you are looking to better achieve the items on your to-do list, or you are trying to better organize the electronic clutter at work, you should understand organization is a learning process. Some people are inherently detail oriented; others learn their disorganization is negatively impacting aspects of their lives. This is the way life works, but for those of you looking to better improve your organization to save time and be more productive, here are few tips and tools.
1. Create a List That Works For You
Whether you work better on a Google Calendar or you are more of a physical calendar person, determine what works best for you and go with it. Create separate lists for work and personal. Carry both of these lists in portable form, around with you wherever you go (Whether it is mobile device or a hipster PDA, planner or day-timer type calendar). Keep these items in terms of priority with short term first and long term next. Once you begin achieving items on your list, you will learn how to breeze through your goals or obligations.
2. Document Management Software
Document management software allows you to organize your work files by indexing and assigning tags or keywords to each document you file. This software is incredibly powerful because it allows instant retrieval of documents by storing your files in one place. Digitizing your documents can also save space, according to Eco-officiency, “Current estimates show that 50–70% of space in an office is still dedicated to filing and storage of documentation. The real clincher is studies showing that over 45% of the files in those cabinets are duplicated information, and 80% is never accessed again.” Save yourself the hassles of cost-heavy activities and implement a document management system in your office.
3. Hipster PDA
The hipster PDA is for everyone out there like me. The person who loves mobile apps, but knows there is nothing that drives you to a call to action like a physical piece of paper. I make my hipster PDA every weekend, and it guides me through personal, work, diet, fitness and social “to do’s.” Hipster PDA planner pages are available to help you put everything you need on to an index card.
4. Eliminate Clutter
Organize your computer’s folders, itemize your Google docs, and clean your desk. Spend a weekend to get “uber” organized. This will serve as a base for your productivity as you move forward on your goals. You will find that eliminating clutter enlightens your mind. Hopefully making you feel more at peace with your current situation, and allow you to function more effectively.
5. Gcal
Google calendar may be the best way to organize and compile upcoming events on the web. Because it’s made by Google and hosted remotely, Gcal is accessible from any computer or phone. The recurring feature is great for consistent weekly events and allows for multiple different themes and skins. Gcal also has added functionality with your other personal accounts, having the ability to sync Facebook events and link them with your Mac’s iCal App.
Whether you are using a bit of tips and tricks to get yourself on the fast track to time savings or productivity apps to get organized; you will find that as you progress into a mode of functionality, things will happen faster and you will approach each “to do” differently. Good luck! Stay healthy, focused and productive.
Matt Krautstrunk is an expert writer on point of sale systems based in San Diego, California. He writes extensively for an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs such as restaurant pos systems at Resource Nation.
