The Paper Tiger User Preferences change how the software is displayed. Your system comes with default settings for these preferences, but you can modify them.
To change user preferences, follow these steps:
1. Select Preferences from the View menu. The User Preferences dialog is displayed. Click on the tabs to change between preference options. The preferences are described in the tables for each option below.
2. Select or deselect options by clicking on the proper box; typing in the proper field; and clicking the … button to find the proper file.
3. Click the OK button. The preferences are set.
You can also choose your preferences by selecting Quick Preferences from the View menu.
*Note: Not all options are available in Basic Edition of The Paper Tiger.
Preference: Description
General
Allow Grid Edits: Allow changes to the table in the Browser.
Show Open Items: Show available places to put items.
Show Tool Tips: Show brief descriptions of toolbar buttons when you point to the buttons using the mouse. (To see the description, place the pointer on the button and wait a moment.)
Show Status Bar: Show the status bar at the bottom of The Paper Tiger main window.
Show All Locations Tab: Include a tab for all of your locations in the Browser.
Disable Spelling-checker: This disables the spelling-checker.
Case Sensitive Search: This option alters the way the search function works by differentiating between lower case letters and uppercase letters.
Default to Summary in Wizards: This defaults all wizards to display the Summary tab instead of the Step-by-Step tab.
Disable Location Memory: This disables the Location Memory feature.
Disable Automatic Find: This disables the Automatic Find feature.
Disable Reminder Pop-up: This disables the Reminder Pop-up notification.
Suppress Notes Column: This removes the Notes column from the browser view.
Suppress Category Column: This removes the Category column from the browser view.
Suppress Action Column: This removes the Action column from the browser view.
Reminders Horizon (days): Specify a number of days before an action date that you wish to be reminded of the action date. The Reminders List will include the action date that many days in advance.
Menu Styles*
Classic Windows: Selecting this menu style puts the least possible visual effect on the Paper Tiger interface.
Windows XP: Selecting this menu style puts a moderate amount of visual effect on the Paper Tiger interface.
Office XP: Selecting this menu style puts a moderate amount of visual effect on the Paper Tiger interface.
Office 2003: Selecting this menu style puts a highest possible amount of visual effect on the Paper Tiger interface.
* In Windows 2000, the “Windows XP” and “Office XP” styles are indistinguishable. Disabling the “Themes” service in the Windows XP Operating System removes visual effects on “Windows XP,” “Office XP,” and “Office 2003″ Menu Style modes.
Sounds
Play Sounds: Specify whether to play event sounds.
Toss: Specify the sound (.WAV) file to play when you toss an item.
Empty Trash: Specify the sound (.WAV) file to play when you empty the trash.
Update Field: Specify the sound (.WAV) file to play when you update a field in the Browser.
Start Up: Specify the sound (.WAV) file to play when you start The Paper Tiger.
Overdue Action Items: Specify the sound (.WAV) file to play when overdue action items are detected during startup.
Startup
Show Getting Started at startup: Selecting this option will have the program display a helpful document on how to use The Paper Tiger to organize your workplace.
Show Tips at startup: Show tips that help with various aspects of organization and usage of The Paper Tiger.
Shutdown
Automatic Database Backup: Automatically generates a Differential Backup upon exiting the software. (This does not create an off-site backup, but it is recommended that you manually archive your database to an off-site location such as a flash drive or CD-rom.)
By Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert
Meggin also recommends Paper Tiger Filing System Software for document management to get everything in your life organized — not just for filing paper.
Systems are a key element to productivity. While you may not use every system every day, having systems that are available to you the moment you need them, helps you limit the amount of time you worry about a task so you can get right down to completing it.
1. Your desk is a place to work. If you work in a home office this is especially important. If you fold clothes on your work desk, or stack your personal mail, or hold conversations with your family, or any of a million other non-work concepts at your desk, you will have to take a few minutes to clear your desk of these concerns before you can get to work. These minutes add up.
2. Organize your desk using the ABCD concept. Think of your workspace being like a target with the “A” space as a bull’s eye. Look around your desk periodically to ensure that you’re only keeping key items in the “A” space. Are you leaving your desk regularly for necessary materials? Put them in your “A” space. Rearrange regularly to accommodate your changing work needs. Refer to an earlier Top Ten Productivity Tips for a refresher on the ABCD concept.
3. Have an inbox (for paper and physical objects). Have a goal to clean this box out every day and AT LEAST once a week.
4. Have an inbox (electronic). Learn how to use the “folders” feature for your electronic inbox.
5. Have a ready supply of “next action” sheets. Whenever you’re talking to someone on the phone or in person, have a next action sheet ready to take notes.
6. Employ a tickler file for the month. This is a 1-31 file that allows you to place tasks or needed items (like an agenda for a meeting or the tickets to a show) daily for a month.
7. Use a tickler file for the months of the year. This is a January – December system that allows you to put reminders for items in upcoming months (or cards that you have purchased for events, etc.)
8. File with Paper Tiger Filing System Software for document management. I’d be lost without it. This is a numeric system for filing and will change your life if you use it. Seriously.
9. Use some kind of software that indexes your hard drive – and there are many to choose from. You want to be able to find ANYTHING on your hard drive. The previously mentioned Paper Tiger application is integrated with Google Desktop, meaning that you can choose to conduct a search from within Paper Tiger through Google Desktop. http://desktop.google.com/features.html
10. Use a planner. Get a good one that you’ll really use. Splurge a little and buy the one you really want. I’ve tried, and have never been successful, with PDAs, so now I allow myself to buy a beautiful new planner every year with just the pages I like (consider Franklin Planner, Day-Timer, Circa, or whatever works for you). I take it everywhere and use it every day. Get the planner system (paper or electronic or some combination) that works for you. Take a class and learn how to use it productively.
Just put one of these systems into place (that you currently don’t employ) and see what kind of difference it makes for you.
And if you’d like to access some pre-formatted “Next Action” sheets (free), they are available at http://www.toptenproductivitytips.com/downloads.php
You are welcome to sign up for the weekly tips, too.
(c) 2010 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh supports smart people who want to be more productive so that they can consistently keep their emphasis on excellence. Sound interesting? It is!
**Keys to Keeping Chaos at Bay
Article Source: http://EzineArticles.com/?expert=Meggin_McIntosh
No matter what business you’re running, there’s always the necessity of managing a complex series of documents, paper filing, forms and records over a long period of time. Document indexing is the smart way to manage these records and make the most efficient use of your time.
In a lot of workplaces, managing office documents is often done in a lazy, haphazard way and can become extremely confusing, frustrating and tedious-especially when more than one person is involved in the process! Some people view filing as a chore, and it can be time consuming. In busy offices, it can actually take weeks before some papers are filed properly. Almost everyone gives filing a low priority. We all know there has to be a better way to make document management less time consuming and more manageable … the key is in finding the filing system that works best for the individual or department.
Obviously, different offices keep their records in different ways. Some are filed alphabetical, others numerically. Some offices keep physical, hard copies, others go through the hassle and expense of scanning and storing documents electronically. Such a random variety of document management methods creates problems. One decision to make is how to store the files, and the second is how to know where they’re located once they’ve been stored.
Your document management system must be simple to understand and easy to use by everyone who needs access to office records. This may include the CEO, a project manager, a sales rep, or the daily temp brought in to replace a sick assistant. That’s why document indexing is the only logical solution to meet all these required criteria.
Using document management software to track and manage your office documents will help you organize your office, and the abundance of paperwork that flows through it. The task of handling paper becomes much easier and much less onerous. There’s no need for scanning-or buying the expensive equipment needed for scanning! No need to spend hours searching through files looking for a document you haven’t even seen for five years, but that all of a sudden you must have. You can index your documents and file as you go. This means you and the entire company staff has extra time for the more important tasks of the day. Productivity increases and money is saved when you choose document indexing to manage your filing systems.
The question you’re probably asking now is, “How does this system work?” The answer is simple. The Paper Tiger Document Management Software and Filing System is the most logical filing system you’ll find. You don’t use abbreviations or simply numbers to label your files, which takes the guesswork out of locating a needed file down the road. You choose the keywords-all the keywords-that make sense when you actually create a new file. (And you can add new keywords later as they occur to you.) Because a file is placed in the first available open file, there’s no longer a need to cram another file into an already overfilled file drawer. Then you can find a file, any file, with a quick keyword search when you need it.
You choose how to file your documents. Whether by client name or subject, location, contact person, project scope, or anything else you can think. Or better yet… all of these things! Whatever keywords you choose will allow you-and anyone else-to quickly and easily locate any file you need from then on. You can easily add everything associated with that file to the index, even if it’s located in another file folder. Because each file is keyword expandable, you’ll never run out of room and will be able to locate what you want, when you want it. Anytime.
Generally, there are three choices to make for the paper that comes across your desk. Act on it, file it, or throw it out. But some records need to be kept for years, or forever. These files can easily be moved to archived storage by simply changing the location notation in your file index. Even when the location of the file changes, you’ll easily know where every company file is at any time in case something needs to be retrieved or added to later on.
If you’re working on various sections of files on a daily or weekly basis, you can store those files close at hand. That may be in a desk drawer, a filing cabinet or on a nearby shelf, depending on the needs of your business. Current files can then still be accessible without causing huge piles of folders on your desk or office chair, simply because you need them and don’t have time to file and retrieve them often. And others aren’t wasting time looking for an important document they need to meet a 5 o’clock deadline because they can check the index to see where it’s located. Document indexing is a time saver and stress reducer for everyone concerned.
Because The Paper Tiger Document Management Software and Filing System keeps track of every file’s location, and because it’s so easy to use, your entire team will increase their efficiency. They may even leave a clean desk at the end of the day. Nah … that may be asking for too much, even from document indexing software.
If you’ve been considering a document management system such as The Paper Tiger Document Management and Filing System software, you may be wondering what kind of return on investment (ROI) you can expect. When you implement The Paper Tiger document management filing system, you can expect to quickly see a reduction in a variety of your company’s costs.
These expenses include specific hard dollar amounts saved by a reduction in the number of lost documents and files that must be recreated, as well as the extended time spent locating them; and reduced labor costs and wages involved in creating, maintaining, managing and retrieving documents and files.
In addition, there are countless soft dollar costs that offer tangible savings. These include such increased efficiency and employee productivity, improved decision making because the tools (files and documents) required to make those decisions are more readily available, and even the ability to get your products to market quicker because of your increased office efficiency.
Add to these benefits, the reduction in stress and frustration associated with lost or misplaced files, and the interruption of the work day when overfilled filing cabinets require unplanned reorganization in order to make room for necessary folders, and you begin to recognize tangible savings almost immediately.
While you’re the only one who can determine the true dollar value associated with accelerating the time to market for your products or services, we can offer some work flow considerations that will assist you in calculating the ROI for your business and individual situation.
Going beyond basic document management or work flow reduction by combining a more efficient document management system with greater flexibility that offers increased employee morale will allow you to raise your ROI even more.
The level of efficiency and stress in the workplace have a dramatic effect on employee productivity, and subsequently on ROI. Be sure to factor them in when comparing the cost of The Paper Tiger Document Management and Filing System software against other solutions.
In addition, you’ll want to include every hard dollar and soft dollar cost, such as the aforementioned employee morale, physical location of files, supplies and equipment needed, labor involved, ease of retrieval, and similar considerations.
Consider these potential expenses in order to calculate your ROI:
• How many company employees require access to files or documents, or are involved with managing the filing system in your office?
• What is the average annual salary of each of those employees?
• How much estimated time does each of those employees spend searching for files or documents every month?
• How many confidential files and documents are mishandled due to unauthorized access?
It’s estimated that most companies waste over half of every dollar spent handling records due to lack of efficiency and duplication of efforts.
• How much estimated time do each of your employees spend every month duplicating or reprinting files or documents for easier access with colleagues and supervisors rather than storing them in a central office filing location for easy retrieval?
These figures will help you calculate the labor and employee hours associated with managing your company’s document management and filing system.
Now consider the cost of duplication of lost files and documents:
Over seven percent of all documents a company produces are estimated to be lost, and approximately three percent of the remaining documents are typically misfiled. This requires an average company to spend over 25 hours for each file that must be recreated due to lost or misplaced documents!
• How much estimated time does each employee spend recreating or reproducing lost documents every month?
• How much does your company spend every month on paper, file folders, file labels and other materials needed strictly for recreating or reproducing lost documents?
• How much additional money is spent to run copiers, printers and fax machines, as well as the added maintenance, ink and toner on all of this equipment, strictly to recreate or reproduce lost documents?
• How much is spent on telephones and faxes required to replace those lost or misplaced documents?
• What about postage, shipping, envelopes and other mailing supplies, as well as labor associated with handling files specifically duplicated and replaced because of loss or misfiling?
In addition, there are other costs to consider depending on the document management system chosen, such as:
• Additional file cabinets and storage space needed to keep files in alphabetical order, or to store bulky disks along with original documents.
• Labor required to reorganize and redistribute files as file cabinets fill.
In Search of Answers: Enterprise Search and the High Performance Business by Accenture Information Management Services reports that workers can reduce their time spent searching for needed information and recreating lost documents by 15 to 30 percent using a more efficient document management system.
There are many costs associated with traditional document management systems, but thankfully, there is a solution to help alleviate and reduce many of these costs and increase a company’s ROI exponentially.
The Paper Tiger Document Management and Filing System software is one of the most efficient and cost-effective document management systems available; and it can save your company thousands of dollars when you implement this efficient, easy-to-use indexing filing system for your company’s document management needs.
Download your free trial now and see for yourself!
This article by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert, gives us some of the reasons we procrastinate, but also some great secrets to keep us from procrastinating so we can be successful with our goals. Filing is one thing that is a big reason for procrastination! If you don’t have a filing system that will help you get the job done, try Paper Tiger Filing System and Document Management Software. This filing system will not only help you file better, but will also help you find the files when you need them!
Learn 5 Secrets to Put Procrastination Off Until Tomorrow!
“I can’t help it! I was born to procrastinate.” That was the statement I heard when talking with a new client about a week ago.
So I asked her, “Are you happy with your procrastination? Does it serve you well?”
“No!” she exclaimed. “That is why I called you. I’m missing important deadlines and my co-workers and family are fed up with me.”
Do these statements resonate with you? If so, then keep reading. You can overcome procrastination if you learn a few simple secrets. Sometimes procrastination (putting an activity off until a later date) is necessary — like when a higher priority item comes up that you have to work on. However, if procrastination becomes a habit, trouble often follows. Start by understanding that there is nothing genetically or inherently wrong with you. So far, scientists have not found a procrastination gene! That is good news because it means it is a habit you can kick.
Why do we procrastinate?
There are a number of reasons we procrastinate. Let’s go over a few and how you can overcome them.
1. Not understanding your priorities will have you spinning in circles
Do you know if you are working on the right things? Do you find yourself jumping from one project to another? Often we procrastinate because we waiver on what we should be focusing on. One day it is one project and then the next day a different “bright shiny object” comes into view and we switch off to that. We are so busy jumping from project to project that we never really complete any of them.
Try This Instead: When a new activity or opportunity comes up, evaluate it against the other things you’re doing and determine how it fits into your overall plan. Ask yourself the tough question: ‘will you really take action on something right away’. ACTION is the key! Only take on those projects that you can DO something right away.
2. Perfection is the enemy of progress
No one is perfect and the desire to be perfect will derail your progress – you loose the focus to be successful. Don’t get me wrong. Having a detailed focus and an attitude for a “job well done” is excellent. However, there is a line we should draw when things are “good enough” to be tried. When you spend too much time on a particular task, it never gets completed and other activities suffer too. Taking action is better than not taking action. If you take action you get feedback and know where you can alter for improvements. For example, if you wait until you have a perfect plan for working out and eating right, you will never lose the weight you want to lose. If you don’t lose the weight, you may experience greater health issues.
Try This Instead: Use the 80/20 rule. Be “good” for 80 percent of the time. The logic: If you follow the new exercising/eating plan 80 percent of the time, then you’re 80 percent closer to your goal than the previous day! (The glass half-full focus.)
Remember – life is full of imperfection. Yes, it is important to give your best to achieve the possible best. But, not everything has to be perfect to produce the best outcome. Imperfection is better than perfection if something is actually getting accomplished!
3. Fear of failure only frustrates
This one ties closely to the item above. Taking action means making a change and possibly failing. Most of us don’t like change. In fact, most of us are terrified of change either consciously or unconsciously. “Failure is not an option” is a phrase we have heard all too often. But then, if we never tried, how would we know whether our effort has paid off or not, right? Exactly! Fear can be good when it helps us think though alternatives to a difficult problem. However, frequently we take it too far and this is where procrastination comes in.
Try This Instead: “Its Not Change it is an Experiment” – I love this concept. By thinking of your project as an experiment, you can get past your analysis paralysis and get your projects live. Then, as you learn things, you can make modifications. Now, go take action and let me know how it goes!
4. Understand the real time it takes to do tasks
We often put things off because we think something will take longer than it really will. “I just don’t have time!”
Try These Instead:
Play Procrastination Attack! Beat the Clock. Pick a time frame – let’s say 15 minutes – where you know you can focus on a task and get as much done as you can in that time frame. You’ll be amazed at how much you can accomplish!
Sit in a chair and do nothing. Sit still —- very still! Do not read. Do not listen to music. Do not watch T.V. Do not talk to anyone. Do not do anything! Just sit very still and do nothing. After about 10 or 15 minutes, you will get very uneasy. You will start to be aware of each precious minute passing you by while your goals are not being accomplished. Before you know it, your motivation will be reactivated and you’ll be off and running!
5. Eliminate the excuses that are holding you back
A few days ago I wrote a post on re-writing your own story. Many of us go through life with set beliefs about ourselves that are just not true. We so strongly believe in those stories that we make excuses for not getting things done.
Try This Instead: Take a long, hard, realistic look at the reasons that you are telling yourself and make sure that they “hold water.” If someone else told you the same reason, would you think the reason was sound? If you have stories that you tell yourself that are not really valid, rewrite them!
The Final Word
When dealing with procrastination it’s important to realize the difference between a rational decision to postpone a task and an irrational one with no rhyme or reason. Most people get confused between these two and then they procrastinate. You can easily end procrastination when you see that in most cases your decision to postpone an important task carries no logic at all.
Whether it is writing a chapter in a ‘how to’ book, cleaning your kitchen, or doing a blog post, you should try to do something each day. This is action. These small actions will bring big results overtime. Acknowledge your feelings. Even if you’re afraid of putting yourself out there, it doesn’t mean you have to allow these feelings to take over. Just allow them to be there and focus on what you have to do. This is powerful if you learn to use it.
What do you do to beat procrastination? Where do you struggle? I’d love to hear your thoughts and tips! Share them in the comment section below. Like what you have read? Please share it with others!
To your success!
Steph
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
While the term “document management” is becoming more common, to many business owners and employees, the term may still be confusing. Is it simply filing? Is a filing system only a matter of filing paper in a file cabinet? Does it involve other aspects of documentation and handling of paperwork? What exactly does this mean?
According to Wikipedia, the phrases document management and document management systems are fairly interchangeable. While the former is the act of managing documents, the latter is the system used to manage them.
In the broadest sense of the term, such a system “can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices.”
Location
This takes into account where documents will be stored, whether in a physical filing cabinet or indexed in a database.
Filing
An effective filing system will determine how easy a document is to find once it has been filed. This involves the methods used to actually organize and index documents, and to aid in locating and retrieving them when needed.
Retrieval
This encompasses how filed and stored documents will be located when needed. This can involve browsing through physical file cabinets and file drawers, or searching computer software, or a database for information. The speed at which files can be retrieved is a critical concern of any document management system.
Security
How secure are your files and documents? Safeguards must be in place to prevent unauthorized employees, or even outsiders, from accessing or damaging files.
Disaster Recovery
While it’s not something anyone wants to think about, every business should have a disaster recovery plan in place in the event of a catastrophe. Do you have a duplicate copy of important documents? Do you know where they are? Keeping an index of file locations, for instance, in a separate location from your original is a valid plan for protecting important, and potentially irreplaceable, paperwork.
Retention Period
While large companies typically have a records management system in place, even small businesses and one-person offices should be aware of how long various types of files must be kept and why.
Archiving
Preserving important documents and ensuring they’re readable in the future is another vital aspect to consider when planning your document management strategy. While it may not seem important now, as a company grows, archival and historical information will become more valuable, if only for the sake of posterity.
Distribution
Ensuring company documents are easily accessible to employees and clients who need the information they contain is one of the most essential aspects of managing paperwork properly. Understanding the needs of your business, and having a plan in place to provide needed access to files will alleviate a tremendous amount of stress, not to mention that it will create a more efficient work environment for everyone concerned.
Workflow
Some documents, by their nature, will need to pass through a number of hands during their time in the office. An efficient and well-understood procedure for managing their flow is vital to office productivity.
Creation
In most businesses, anyone and everyone can create a file for a variety of reasons. Determining who creates files, how they’re created, and the logistics of managing file creation, is important for a well-run office. This is particularly true when several people are involved in managing files, or when version tracking is an issue.
Authenticity
Deciding who is responsible for verifying a document’s authenticity and ensuring that copies are clearly noted as such is another aspect of managing a company’s paperwork, and one that is often overlooked when initially setting up a document management system.
It’s easy to see that document management, and document management systems, are much more complicated than many business owners and employees realize. Paperwork is the backbone of any business, however, and properly managing its flow, use, retrieval and storage is critical to successful business operations.
The Paper Tiger Document Management and Filing System Software is the perfect solution for helping your company—regardless of size—do just that. So now that you better understand what’s involved in the process, contact us today and let’s discuss your document management needs and how we can help you effectively control them.
By Denise Landers
Denise is a Productivity Expert providing Time Management Training and Productivity Consulting and a Paper Tiger Expert
No matter how electronic (translated as “paperless”) we claim to be, I find that 95% of my clients and audiences are still struggling with stacks of papers. So many people still are not aware that there are ways around the traditional filing system, so I’m going to present my system of choice as a start for your research.
You have three types of files that you deal with every day:
- Daily Action: Things you still need to do
- Project Files: Active folders that are ongoing for a specific period of time
- Reference Files: Nothing more needs to be done on that item, but you want to keep it for possible future reference
The strength of The Paper Tiger Document Management and Filing System Software relates to the last type of file. Whether you are dealing with your own files within your office space or with a company-wide document management system that encompasses rooms of file cabinets, The Paper Tiger can help. It provides you with the two required features of a strong filing system:
1. You can find anything you need, whether it is six months from now or five years from now, and you can find it within seconds!
2. You can quickly tell someone else how to find the required material.
Whenever I tell people that The Paper Tiger is a software program, they immediately think of a document scanning system. However the program itself simply catalogs your paper documents, and the computer then uses its vast search capabilities, to pull up your keyword and point you to the correct folder.
With a program of this type, you eliminate many of the factors that make filing difficult:
- What do I name this so that I can remember how to find it? Call it multiple names, listing anything you might possibly think of when trying to locate the document again.
- I don’t have the right colored folder. We often use colored folders as one way to categorize our files in the hopes of narrowing down our search later. This is completely unnecessary with the software.
- I don’t have time to create a tab for a file. Your file folders are numbered and can be made up in advance. Filing a new item simply becomes a matter of dropping it into the next open folder.
For more information on features of The Paper Tiger Document Management and Filing System Software, please visit Key Organization Systems, or of course, The Paper Tiger.
More articles by Denise Landers can be found on her Key Organization Systems blog
It’s the second decade of the 21st century, and never before has document management been so important. Having a superior filing system that can easily be accessed by everyone from the smallest business owner right up to the CEO of the largest corporation, as well as government officials and non-profit workers is vital. It’s the only economically sound way to keep a successful operation running smoothly, both now and well into the future. The Paper Tiger Document Management and Filing System Software provides the perfect solution.
Currently, it’s estimated that 75 percent of organizations outsource between one and five major office filing activities. These include document imaging, printing and copying, mail and shipping, fleet management and records management. A third of these organizations aim to outsource even more of these processes within the next two years. Some reports say that document imaging has the greatest impact on reducing cost and improving productivity, but document indexing has proven the most viable solution.
Leaders in the field continue to look for systems to manage the ever-increasing paper trail, from the document creation to file cabinet, then to archive or destruction. Many different people in various departments handle data contained within files, which means that tracking information is no longer the responsibility of a single employee.
All of this involves processes that are often regarded as cumbersome and annoying, especially when a large number of records are being stored, whether in paper or digital format. A specialized document management indexing system that combines all of these variables into one manageable, standardized process across all departments within an organization is the ultimate solution. Until now, the most logical means for locating such a system has been outsourcing.
Unfortunately, in many cases, there are problems with poor customer service and performance standards when document management is no longer handled in-house. Outsourcing can also lead to job losses, which isn’t healthy for a flourishing business.
The best solution for paper filing and document management, then, must meet the following criteria:
• the filing system must be user-friendly for everyone, from the daily temp to the CEO;
• free, all-encompassing training must be available for the document management software;
• all stored documents, including those in archives, need to be easily located;
• files must have the flexibility of being added to without undue fuss or hassle;
• a hard copy backup of all file locations and a master of the filing system index must be available in the event computers are offline;
• such a filing system must be economically viable for the company;
• the document management software must be upgradeable with advancing technologies;
• the software provider must have a solid track record of performance;
• the software itself must have a proven track record in widely different organizations and circumstances;
• the system must be capable of being fully integrated into the current filing system with a minimum of time and effort;
• work can be done in-house which reduces or prevents the need to outsource;
• the document management system must be flexible enough to operate in different countries.
The Paper Tiger Document Management and Filing System Software offers a revolutionary document management system that meets every requirement on this list.
This document management software is user-friendly and easy to master. The Paper Tiger standardizes document management and filing throughout an organization using a numerical indexing system, instead of the traditional alphabetical format where people can file things in all sorts of confusing ways.
Content is being created in more formats from more places than ever before. The Paper Tiger is flexible enough to handle any format a company might use. Although it won’t replace all of the filing work, it reduces the time involved in filing and document management considerably.
Because organizations are constantly working with strict budgetary guidelines, they’re always looking for ways to save money. The Paper Tiger is the perfect solution. It’s affordable, and because it streamlines paper filing, it uses resources more efficiently.
Today’s workplace is far different than what it was 20 years ago. Today, approximately 90 percent of company documentation is electronic. However, because records must be kept for an extended period of time, electronic and hard copy filing must be merged into one standardized, indexed system capable of handling both formats.
The Paper Tiger Document Management and Filing System Software is a true leader in the field of paper filing and document management and will continue to provide excellence for its customers as technologies and needs change, now and in the future.
While most professionals realize that file management is mandatory to keep their businesses organized, they hate the actual task of filing paper. Often, these same professionals procrastinate more in developing a document management system than in any other task in the office. This applies to supervisors, business owners and office employees alike. Filing has a bad reputation in business.
The main reason is because it’s time consuming. Add to that, not knowing how to file specific documents and then locate those same files again when needed, and this serves only to reinforce this negative mindset. An efficient and organized file management system is mandatory. So what’s the solution?
The Paper Tiger Document Management and Filing System Software!
This document management software makes filing easy and much less time consuming. Those who have converted to document indexing using The Paper Tiger software have discovered just how simple and efficient this filing system is. And they rave about how it removes the dread from the task of filing! Once the software is installed and in use, the procrastination associated with managing files and paperwork in the office flies out the window.
Less procrastinating means more work accomplished. Employees will be more productive, which will make them—and you—happier and more content.
Organization is required for any business to function properly. Sadly, many office workers still believe the only way files and documents can be organized is to keep them all in one location. With The Paper Tiger, that simply isn’t the case because the software provides the organization. To add new files, you simply place a new folder behind the last one in the drawer or file box; label it accordingly in relation to your keywords input into The Paper Tiger, and you’re good to go. It works like a search engine for your paper files! You’ll immediately spend less time shuffling paper and more time being productive.
No more struggling or wasting time moving files around from one filing cabinet to another so you can squeeze one more folder in. No more wasting time trying to decide where the file is when you need it. No more reorganizing an office to fit in another file cabinet, when there is plenty of space in another room. Files no longer have to be near each other to keep your file management functioning properly.
Some business owners and employees think scanning is the best way to manage their files in trying to create a paperless environment. But consider this…
1. What happens if you scan a file, dispose of it, and then realize you’re missing important documents that didn’t scan properly?
2. How much money will you have to spend on a scanner with enough speed, efficiency, and quality to justify the cost of this filing system?
3. What will you do if your computer crashes and you don’t have a backup?
4. How will you name your files so you’ll be able to easily find them later?
5. How will your computer handle the files as space becomes limited or programs change?
These are just a few of the many questions that you’ll need to answer before using a document management scanning system. The concerns are many and can impact your business in ways you may never have considered.
When you use The Paper Tiger filing system, however, you’re putting your computer to work for you. Not only will you have a computer index of all your files, but a paper copy as well. You’ll still have the originals of all your important documents.
Companies who have been in business for decades often struggle with their document management system because it was created back when the company began. This can cause problems never imagined. Certain files must be kept forever. This can be a challenge, to say the least, when the business has been around for many years.
Some business owners may be concerned they can’t learn to use the software and may feel an indexing system only works for small businesses that don’t have many files. Or they may think it only works for businesses whose files are all housed in one location. This really isn’t the case. Worldwide, associations, large companies, small businesses, schools & colleges, government agencies, healthcare providers, non-profit institutions, religious institutions, as well as individuals, have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!
The Paper Tiger Document Management and Filing System Software works with as many files as you have to manage and it’s so easy to add or remove files, that it’s truly the best solution for a business of any size. The system works well for businesses with different locations as well. The software will manage files wherever they’re stored, making it a perfect solution for any business, regardless of what they do, or how big or small they are.
The Paper Tiger may not take all the work out of filing and document management, but it will save you time in maintaining and organizing your office documents. The fear that it will take too much time to get it all done is probably the biggest reason for procrastinating where filing is concerned. The average businessperson wastes over 150 hours per year just looking for lost information! Let The Paper Tiger Document Management and Filing System Software tame your files and you can alleviate some of the stress that comes with developing a more effective filing system while running a well-organized and more efficient office at the same time!
Do you have trouble taming your stacks of paper, paper piled on the floor, chairs and desks, drawers full of paper? These are just a few of the many reasons why a company needs an efficient filing system in place. Filing can be a huge task. And even though we keep it on our daily to-do lists, it’s often put off simply because it feels like such a chore and it’s something we hate to do. We procrastinate, hoping this “paper tiger” might go away. But, of course, it only roars more loudly when we try to ignore it!
There are ways to make this task seem easier and more manageable, however. Sure, you can give the task to a subordinate, or a file clerk so you don’t have to do it personally. While this is good for you, the negative aspect is that the task itself is still there waiting to be done—even if by someone else.
There is a better way. It’s by using a filing system that’s not as difficult to manage as traditional systems, and one that doesn’t feel like such a chore. That system is The Paper Tiger Document Management and Filing System Software.
Here are just a few of the benefits of using a paper filing indexing system to tame the paper in your life.
1. Most of us procrastinate when we have something to do that we don’t enjoy. With The Paper Tiger, you don’t have to worry about procrastination because, truly, you won’t mind filing. It will lessen the amount of time it takes to keep your files in order, and in just a short time you’ll be done and ready to move on to the next task.
2. The Paper Tiger makes dealing with paper, in general, easier. No more huge stacks of paper all over the office. Since you know the process takes only a few minutes of your time, you’ll get to it and finish it right away.
3. Since the software is so easy to use, you’ll have a lighter load when it comes to training others to use it. Anyone will be able to manage their office filing better. Assistants will be able to easily direct others to files they need. And they’ll be spending much less time filing, which will free them to accomplish other important tasks as well.
4. Sharing office files has never been easier in your business than with The Paper Tiger! You can share access to files, and the search function in the document management software allow others to quickly find documents they need. Then once they find the files they’re looking for, all you have to do is slip them back in place when they’re finished which saves everyone time and stress.
5. The Paper Tiger is a great help in maintaining document management retention policies. It helps you track every file and document in the office and creates reports for you to review to determine when it’s time to dispose of unnecessary paperwork. This will help you keep less paper and will help you know what to destroy when it’s time to do so.
6. If state or local government regulations, OSHA, DOT, or similar agencies govern your business dealings, The Paper Tiger can help keep you in compliance. You will be able to find necessary files quickly and easily. It will help you stay organized so files are easy to dispose of as well.
7. Organization is priceless when you run a business. The Paper Tiger will help you organize your filing system and paper trail in such a way as to save you time and money, which will in turn, help you to be successful in your business—whatever that is.
8. The program can be used by any size or type of business. It can be adapted to any company’s need since it’s not designed for only one type of business. It works perfectly in every industry.
9. The Paper Tiger is designed for on-site employees, but it can work just as well for Virtual Assistants. If your business uses a Virtual Assistant, she can help you set up the software for your document management and filing system needs and help you locate files when you need them.
10. Allowing other departments within your business to use the software is an added benefit. No more worrying about keeping files separated by location. You’ll be able to find any document you need with ease. In fact, the entire company can use this system and never worry about losing files because the program is designed to protect against that happening.
Please go to our website to understand better what is The Paper Tiger and the benefits and features of implementing this office filing system.
No matter what kind of business you run, you’ll see greater success when you manage your paper flow better. Finding the files you need can make or break your business at times. The Paper Tiger can ensure your company does a good job taming its “paper tiger.”
The Paper Tiger Document Management and Filing System Software can keep your business organized, running more smoothly, and save you time and money. Don’t let procrastination or lack of knowledge about the benefits and joy of using this software prevent you from setting up your successful filing system today!
Filing is something that most of us hate to do, but an efficient filing system is necessary to run an efficient office. Filing can be time consuming and it does require space. But it also requires proper document management. What happens when you look for a document that was filed several months earlier and you can’t remember how it was filed? An efficient document management filing system eliminates the stress and expense associated with lost or poorly managed files.
A system for paper filing is important, especially, when you have more than one person who handles filing. When one employee uses different keywords than what others use, you can literally spend hours searching for the documents you need. Sometimes you find them, and other times you don’t. This could mean you have to recreate or duplicate work.
It doesn’t have to be this way!
The Paper Tiger Document Management and Filing System Software offers a filing system that can save you time and money every day of the year. This document management system uses technology you already have available—your computer—which you may not even think of using to manage your files.
Typically, you’re limited to a few keywords on a standard file because file labels are so small. This can cause problems when you search for a file if you couldn’t fit all of your keywords on the label. Often, you have to choose between two or three keywords when you really need more. What happens if you don’t use the right keywords? Of course, you won’t be able to find the document later, or at least not quickly.
With The Paper Tiger, that isn’t the case. You’re able to use as many keywords as you want, so you never run the risk of not being able to find a document you need. You can update keywords any time you choose by adding more words as your business changes.
Once your keywords are entered, you’ll have the ability to use the search function that’s built into The Paper Tiger software to search for whatever you need. When you find the correct file, you’ll see the location and immediately be able to access the file with no hassles and no long, drawn-out paper search.
The Paper Tiger Document Management and Filing System Software offers a powerful training program as well. Easy-to-understand videos teach you everything you need to know about the software and how to use it. No more struggling to train when you hire a new office worker to manage your files. The Paper Tiger training and learning resources are accessible anytime you need them. New employees simply watch the videos and they’re good to go!
One of the biggest advantages to using The Paper Tiger Document Management and Filing System Software to manage your filing system is the built-in reminders. Do you have files that need to be archived or destroyed after a certain amount of time? The built-in reminders can be set to notify you when the time arrives. This is a convenient and important function for busy employees and for company document management retention guidelines.
Printed reports are a great tool for executives who are away from the office. Simply print a file report, then when you’re traveling, you can pull out the report, locate the file you need, and call the office to have your assistant or another co-worker pull the file for you. What could be easier?
The Paper Tiger Document Management and Filing System Software also makes it easy for more than one user to access the program. Your assistant, supervisor, or manager can access your file report as easily as you, which saves time and helps the office run more efficiently. In addition, The Paper Tiger Network edition is designed to allow multiple users to have access to the same database in a networked environment. The Paper Tiger Network is licensed one per computer/user.
The Paper Tiger software utilizes an indexing system that eliminates the need for “file shifting.” You simply add a file behind the last file you placed in the drawer and you’re set. This saves a considerable amount of filing time because you never have to move files from drawer to drawer, or cabinet to cabinet. It can also prevent files from being damaged or lost during such a move.
The unique features of The Paper Tiger Document Management and Filing System Software allow you to utilize the software for practically anything you file. Regardless of the type of business you run, the Paper Tiger can help you handle your files more efficiently. For instance, you can file and manage:
1. Inventory
2. Manuals
3. CD’s
4. Books
5. Passwords
6. Software
For more ideas, see our article on “The Many Uses of The Paper Tiger”
Pretty much anything you can number, you can Paper Tiger! This powerful filing system software is designed to adapt to almost any business filing need.
If you’ve ever spent hours searching for a file, or stored files in an offsite location only to never be able to find them again, you need to try The Paper Tiger Document Management and Filing System Software. This document management filing system is designed to meet the filing system needs of home offices or businesses, large or small. It’s easy to install and will continue to meet your office filing system demands—both now and in the future.
If you run a business governed by OSHA, DOT, or another regulatory compliance agency, you know how important it is to maintain the proper files and keep them easily accessible. If an audit should occur, it’s troubling to think of what might happen if you don’t have the necessary documentation available.
For instance, what if you’re in the middle of an audit and you can’t produce the documents requested? Your company could incur steep fines and potentially be in serious financial trouble. Any fines can be detrimental to your business.
If you have all the necessary documents, however, the best way to locate them when needed is by using a filing system that allows you to search for any document quickly and easily. The Paper Tiger Document Management and Filing System Software is an indexing software that is the ideal solution.
Many people think a color-coding file system works best, but that typically isn’t the case. Color-coding doesn’t allow you to search for files like a computerized index system does. When you’re looking for an important file, you need a system that allows you to find the file quickly, rather than trying to remember what color file you’re looking for.
When you’re rushed or in a hurry to find the right file or documents, the easiest way to do so is to go to the computer, type in a keyword, and have the file location information you need displayed on the screen in a few seconds. That’s what The Paper Tiger does.
Setting up an indexing file system to ensure your regulatory compliance is never difficult with The Paper Tiger Document Management and Filing System Software. Simply input the keywords for each document so that when you’re looking for a file, you’ll be able to access the information easily when the time comes. If you take the time to enter all the necessary keywords up front, you’ll spend less time looking for the files you need in the long run; and you’ll have a much better chance of having the right information on hand, should—heaven forbid!—that dreaded audit take place.
When you enter every possible keyword in your database to begin with, you’ll never have a problem finding the documents you need, regardless of which keyword you search for. This makes finding any document easier, and you’ll find information much quicker than with a traditional filing system.
With an alphabetical filing system, for instance, you’re only able to label the file with a few keywords. This can cause problems if you forget which words you used, or if something changes within the business and you forget to change the file.
If you keep files in multiple locations, you may create duplicates and copies of all the papers in the file to store them in different locations. Not only does that take up more space, but you run the risk of losing important documentation or keeping files that should be thrown away.
When you’re dealing with regulatory compliance agencies like OSHA or DOT, you have to be careful to keep certain information. You must also be careful to eliminate certain information, and file everything properly as well. When you use a traditional filing system and are forced to keep multiple files, you run the risk of forgetting to destroy documents that could cause a regulatory agency to issue a fine. It can quickly become a complicated situation.
Using The Paper Tiger software to manage your document indexing and file system, eliminates this problem completely. You’ll know at a glance where every file is, and you can use the Action Date section, which will make it easy to determine which files to destroy—and which to keep. You’ll never have to worry about duplicate content, or about not being able to find information you need before it’s “too late.”
Regulatory agencies require files to be handled in a certain manner. When you use The Paper Tiger indexing system to manage your files, you’ll be able to handle those requirements much easier than with any other type filing system.
Adding new files is a breeze with The Paper Tiger document management and filing software indexing system! You never need to worry about keeping files in chronological or alphabetical order. Trying to insert new files into an overcrowded file cabinet becomes a difficult task in a busy office using a traditional file system. You have to struggle to squeeze in new folders and move others around to make everything fit. That’s never an issue with The Paper Tiger Document Management and Filing System Software.
You simply place your files behind the others in the file cabinet and label them accordingly. When one drawer fills, you move to the next, and on it goes. This system works like a charm and you’ll always be able to find files and documents with ease, which is critical—especially in the case of an audit!
When managing regulatory compliance files, in particular, you’ll find it’s much easier with a document management indexing system like The Paper Tiger. You’ll spend a lot less time searching for files, which could save your company a lot of money by safeguarding against fines due to lost, misplaced, or outdated documents in the case of an audit.
This section describes the options on the File menu and how you use them to maintain your filing system database. To access a menu option, select File from the main toolbar. Then select the menu option.
Creating a New Database
You may wish to create a new database to keep files separate. For example, you might have a Home database and an Office database. To create a new database, follow these steps:
1. From the File menu, select New, then Add New Database. The name select dialog is displayed.
2. Type the name for the new database.
3. Click OK.
Opening an Existing Single User Database
To open an existing database, follow these steps:
1. Select Open Paper Tiger Database from the File menu. The database select dialog is displayed.
2. Select the database you wish to open from the list of databases. The database is opened. Only one database can be opened at a time.
Closing the Current Database
You may wish to open a different database than the current one. For example, you may have your Office database open and wish to open your Home database. To do this, you must close the database that is open. Select Close Current Database from the File menu.
Importing From a Database
(Professional and Network Edition Only)
The Paper Tiger allows you to import information from another database or text file into one of your locations rather than typing it in. There are two different means by which imports can occur:
Text File or Another Paper Tiger Database.
To Import from a Paper Tiger Text File (Comma Separated Values or CSV)
Text files are generated by exporting from Paper Tiger using the Export function. The file is a CSV File and is a text file that adheres to a specific arrangement of keywords separated by commas. Follow these steps:
1. From the main screen, click on File and Import
2. Make sure Text File is selected from the Type of Import area. (Top Left)
3. Click on Browse to select the CSV file you wish to import from.
4. If you successfully loaded the CSV file, a list of locations from the file should appear in the box below. Pick the locations you wish to import from or simply click Select All.
5. Select which fields you wish to import (top right) then select where you wish the imported items to go. There are three Import Destination options:
a.) Use Import Location – based on the location name from the import file, a new location is created if it does not exist. Otherwise, the data is imported into the existing location of the same name.
b.) Select Location to Import Into – pick a single location to put imported items into.
c.) Enter New Location Name – specify a single new location to put the imported contents into.
To Import from a Paper Tiger Database
1. From the main screen, click on File and Import
2. Click on Another Paper Tiger Database
3. Pick from the options listed in the database list.
4. Select which fields you wish to import (top right) then select where you wish the imported items to go. There are three Import Destination options:
a.) Use Import Location – if the location exists, it drops the files into that location, otherwise, it creates the location
b.) Select Location to Import Into – pick a single location to put imported items into.
c.) Enter New Location Name – specify a single new location to put the imported contents into.
If you are seeking to import from an earlier version of PT, see the Database Conversion page.
Exporting From a Database
(Professional or Network Edition Only)
Exporting can be useful if you wish to merge data from separate databases. Version 4.0 brings fresh, robust utility to Paper Tiger, meaning that exporting and importing is easier than ever. Simply export the data you wish to move to a new database, and then import it into that database. To export data, follow these steps:
1. Click on File and then Export.
2. Choose which locations you wish to export, or simply choose Select All.
3. Select where you want to export the file to and what you want to name it.
4. Click the Export button.
Converting an Old Database
Databases from older versions of The Paper Tiger will not work with the new version 4.0. Old databases must be converted to work with the new version. To convert an old database to the new version:
1. Select Convert old Database to 4.0 from the File menu.
2. Select the database you wish to convert. Click the Open button.
3. A new window opens for choosing the name of the new database file.
4. Click OK. After the conversion process, a message will assure you that the database is converted.
(Depending on the amount of data in your previous database, the conversion process can be lengthy)
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If you have a new 4.1 installation and have your old .PTD backups, you can import them by going to
“File > Convert Data > Convert Release 3.0 or Older Database”.
You can find version 3 or older .ptd file: Program files > The Monticello Corporation > then look for the .ptd file
If you are converting the databases to a 4.1 network installation, you will have to be signed in with your Administrator Password.
Also see this knowledge base article to see the Database Manager functions and screenshots: http://www.thepapertiger.net/DownloadManager.aspx?Topic=1002
(Professional & Network Edition Only)
When you are entering new items into your Paper Tiger document management and filing system, you can select an action date for the item from the pop-up calendar. The Paper Tiger will then remind you of upcoming action dates by listing them in the Reminders List in the Browser window and notifying you when you start the program.
If there is a future date you want to review this Folder, such as 4/16/2010, click or tab to the Action Date field. Type the date or click the down arrow button to select a date from the calendar.
This Action Date field can also be used to remind you when the document should be archived to an off-site facility or destroyed.
Have you ever been on the road traveling for business and discovered you needed a file from your office? If you have your own file system, it could be a challenge to send someone to your office to look for what you need.
If you used an indexing system such as The Paper Tiger document management software and filing system, you wouldn’t have this problem. You could give your assistant the information needed to quickly and easily find the documents you need, saving you not only time, but money as well.
Worldwide, thousands of businesses, government agencies, non-profits and individuals use The Paper Tiger Document Management and Filing System software to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!
These organizations and individuals have found The Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork that they must deal with each day. It is simply the best filing system available. You get all the power of the computer without the risks and time commitment of paper scanning!
The indexing system is the way to go because it gives your employees the ability to access files and documents no matter where you are. It’s the ideal way to find what you’re looking for with ease.
An indexing system saves a company money and it saves time every year because you don’t have to physically search for files you need. Just think how productive your staff can be. It’s like having more hours in the day to accomplish necessary tasks. You’ll also lower your overtime hours when you implement an indexing system for your document management solutions.
Some managers want to ensure The Paper Tiger Document Management and Filing System software is the right program for their offices, and others want to be sure the money they spend is worth the investment, while still others need to make sure they can get a refund if this software doesn’t work as promised. Let’s alleviate some of these concerns.
One question we’re asked often is what happens if my computer crashes or goes down. What will I do since all of the information is stored on the computer? There are a couple of ways to handle this. One suggestion is to print out a report with all of the information that is contained in your software.
Another option is to do a back up of your entire computer and save it at another location. An external hard drive or CD works well for this.
One last suggestion is to make sure your network (if you have one) is backed up regularly.
We’re also asked how we can say The Paper Tiger saves 150 hours a year when it takes so long to create the index? When you consider using an indexing system you need to look at the entire picture. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run. And you have a full 60-day guarantee!
For some, if not all companies, security and privacy is a huge issue. When your file folders are arranged by contact name, company name, or other pertinent information, it’s easier for someone to look in those files and access confidential information. When you use an indexing system that uses numbers, it isn’t nearly as easy for someone to locate sensitive data. This virtually eliminates privacy issues for client files, in particular.
Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. The more you use the system, the easier it becomes. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed!
An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. Your employees will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.
After just a few days of using The Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. You’ll also know that you’re spending less money and your employees are more productive than they ever were before you chose The Paper Tiger Document Management and Filing System software.
