There are thousands of actors and actresses looking for work at any one time. Some are registered with more than one agency and many don’t yet have an agent to represent them which means they must do all the work themselves. Why should talent agencies use smart document management software, like Paper Tiger Document Management Software and Filing System?
All talent/casting agencies are inundated with applications from actors seeking representation. It’s impossible to keep track of every single one of them. Therefore a filing system is needed. However, they shouldn’t keep using archaic solely paper-based systems because they’re too time-consuming to manage and simply don’t help the agent in times of urgency.
When you get a call or an email, or hear about an audition, it’s crucial that you can easily locate any suitable people on your books and send them along if they’re available. If you use an older system of filing cabinets which are overflowing with photos and files about every actor you’ve ever met, it can become an impossible challenge to find the right people.
Quite often the casting calls are advertised with little or no warning and you really need to get your people jobs so they earn money and you do too. BUT you also get your name out there every time you send a candidate along and that is vital to the continuing success of your business.
If you use a smart document management system, you can store documents in various formats. If some actors have headshots or video recordings to help sell themselves, you simply add that to their file for future use. It saves a lot of hassle if everything is kept together, regardless of format.
You can label the files in any way you choose. This means that you can cross-reference people who fit into different categories and still locate their files easily and quickly when the need arises. For example, you may have a male actor who is 25 years old. He may also have experience as a stuntman, a juggler, a singer and both stage and screen experience.
If you cross reference his details with keywords representing all his experience, you can conduct a search, using your new document management software, and see that he’s suitable for the job you were just told about.
This is much more efficient than a purely paper-based filing system reliant on alphabetical labels where a lot of this information would simply be overlooked or invisible because you can’t see it instantly and you can’t remember every single talent that everyone on your books possesses.
If you believe that you don’t need to instigate a more efficient and user-friendly filing system for yourself, keep in mind that most other agencies will be using some sort of intelligent, time saving system themselves and so you’re putting yourself into a position where you won’t be able to compete with them simply because you haven’t modernized your approach to filing effectively.
As a talent agent, you need to know about ALL the skills that your people have. Many people believe that a talent agency only provides people for movies, TV shows and commercials. However, there are a LOT more working opportunities out there if you’re resourceful enough to have people with the prerequisite skills.
Such jobs include: singing telegrams, party performers, singers for birthdays and special occasions, clowns, pantomimes, stage actors, performing on cruise ships, magicians, children’s party entertainers, musicians, expos and promotional shows, photo shoots for advertising catalogues, modeling and so much more.
Because this is such an extensive list, it would be impossible to place one person’s file in 20 different categories. However, through the use of an intelligent filing system software, you only need one big file for each person, and simply add the extra categories when entering the details into your computer database.
This information is crucial as generally an agency has more than one person working there and so you can’t know everybody that comes through the door. However, a few clicks of your keyboard should be able to tell you if there are people on your books that meet the criteria currently being sought.
Why should talent agencies use smart document management software? The answer is very simple. If you’re not using such a system, you’re not only losing money for yourself and the people on your books, but you’re losing the competitive edge that your rivals will have because they have been smart enough to implement a very efficient document management system to reap the enormous benefits. Implement Paper Tiger Document Management Software and Filing System today and regain that competitive edge.
Most people never have enough time to do everything that they need to do. Whether you’re a full-time worker, a stay at home mom, a university student or even some combination of these activities, life can be very hectic. Are you too busy to get yourself organized?
If you look back into history, even 100 years ago, just about everything had to be done manually. Computers didn’t exist. Televisions didn’t exist. Airplanes, cars, ships and communications were extremely different to what they are today.
Today we have technology in a vast range of forms. Computers can handle a wide variety of tasks that used to be done manually. The Internet has changed the world forever.
The one constant is time. Whether you’re the richest man in the world or the poorest pauper, you only have 24 hours in a day. You can’t change it. Even Bill Gates can’t buy an extra hour. However, you can decide what to do with those 24 hours.
If you break down an average person’s life, they spend eight hours sleeping, another eight hours at work and the last eight hours covers everything else that has to be done. This includes shopping, holidays, building relationships, spending time with your family, playing sports or enjoying hobbies, going to the movies or dinner, socializing and special events including weddings, parties and funerals.
Today’s Technology = More Efficiency
Today’s technology enables people to become a lot more efficient. You can get a lot more things done in the same amount of time. This means your time is free for extra tasks that appear on your “to do” list.
If you worked in a large office 20 years ago, the chances are that one of the most tedious tasks you would ever have would be filing. It was always a job that nobody wanted to do, but it still needed doing and consumed an enormous amount of time.
Technology has improved this aspect of people’s working lives. If you’re fortunate enough to be using a smart document management system, like Paper Tiger Document Management Software and Filing System, then filing and retrieval processes will only take a fraction of the time it used to take when using an archaic system.
If this time and money savings was multiplied by every person in every office in every company in the whole world, that would represent an enormous saving in terms of hours and dollars.
Are You Too Busy To Get Yourself Organized?
Despite the fact that people are extremely busy, everyone should realize that it’s vital to be organized. These various forms of technology have been created to make life easier. It’s impossible to get more time, but technology can help you get things done more efficiently. This is the whole key to being organized.
It may be time consuming to set up a smart filing system in the beginning, but imagine how much money and time you can save once it’s done when you’ll be able to find anything in 5 seconds or less.
With Paper Tiger Document Management Software and Filing System, you would input the information relating to your physical files, (item name and relating keywords), into the filing system software. Then you would conduct a ‘google-like’ search in the database and be able to locate your file quickly without having to look in several different drawers to figure out what name you had previously filed it under.
The software is a very powerful, yet simple indexing system for paper office files. It works like a search engine for paper files to help you stay organized. People using the software can save over 150 hours per year by eliminating the time-consuming task of looking for lost information.
Paper Tiger does not involve scanning your documents. Rather, the software uses the power of the computer to index the hanging file folders in office file cabinets. This method works much better than old-fashioned alphabetic methods and is a great alternative to costly and time consuming scanning and imaging solutions.
Governments represent a large percentage of the business population. Therefore it’s essential that every department functions at peak capacity or the domino effect can easily happen and massive problems will occur. Governments need an efficient document management system, like Paper Tiger Document Management Software and Filing System, to help ensure that chaos doesn’t happen.
When you consider there are so many departments and different levels such as: local government, state government, federal government and international levels, that’s an enormous number of files that have to be maintained on a daily basis. The only way it can be organized efficiently is if someone takes the initiative and instigates a major change.
Ever changing rules and regulations apply to various local, state and federal government agencies. Then you have the multitude of applicable laws that apply internationally.
There has to be an intelligent, standardized document management system that can streamline the way that files are being maintained and enable every department to work together more efficiently. The positive news is that there is such a system and it’s already being used in many different companies.
Years ago, all records were kept using basic manual systems. Filing and retrieval of documents was costly in terms of both time and money. However, that can now change because employees in all departments can use the same method for naming every file they create.
Documents appear in a range of formats including paper, CDs, DVDs, and faxes. Files are capable of containing them all. This saves space, money and time and avoids duplication. Documents are easy to locate through the use of the filing system software. A few keystrokes and an employee can instantly see where a file is stored. The file can be retrieved or a document can be added and returned to its rightful place.
If someone in a different department or level needs access to a file, they use the same software to locate it. People become instantly more efficient because less time is needed for filing and retrieving documents which means more time can be spent on essential tasks.
If you add every local, state and federal department in each country together, that equals a massive number of departments and employees. Standardization of filing systems is crucial. Otherwise chaos is sure to reign.
Imagine if a prime minister or president couldn’t get their hands on documents urgently. Important decisions would have to be postponed, and that could prove to be difficult, if not dangerous at times. These key figureheads need to have the best possible support from their administrative staff, senior advisers and a reliable, modern document management system that can fulfill every requirement.
Creating a filing system where every file is named according to a certain set of guidelines, no matter where you are or what level of government you’re working in, is a vital part of keeping the governments running. Whether you’re an administrative assistant in a small local government department or the Secretary of State to the president, you should be using the same type of filing system.
Think of the amount of space taken up by physical files. If lots of documents are saved on CDs or DVDs, they take up a lot less room. If your document management software is accurate, files that are no longer active can be archived and stored off site. How to archive is simple with Paper Tiger. You would have a Location named ‘Archives’ in Paper Tiger, then simply conduct a Transfer Move of the file or files being moved to the Archive Location within your database. Paper Tiger will assign a file number in your Archives file to move the file to in the physical location.
Records also have to be easy to retrieve which will save time. It is estimated that people waste 150 hours per year just looking for lost information.
Everyone complains that the government wastes billions of dollars every year. Everyone moans about paying taxes. An absolute fortune would be saved in both money and man-hours through the use of a standardized document management system. Staff could spend more time on vital tasks, rather than looking for files or documents, which is both frustrating and extremely time consuming if an archaic filing system is being used.
Governments need an efficient document management system so that all departments can work well together without wasting billions of dollars on financially unproductive aspects of the job.
Stop Wasting 150 Hours Per Year
Paper Tiger software is a very powerful, yet simple indexing system for paper office files. It works like a search engine for paper files to help you stay organized. People using the software can save over 150 hours per year by eliminating the time-consuming task of looking for lost information.
Paper Tiger does not involve scanning your documents. Rather, the software uses the power of the computer to index the hanging file folders in office file cabinets. This method works much better than old-fashioned alphabetic methods and is a great alternative to costly and time consuming scanning and imaging solutions. You only have 5 options when it comes to paper…see them in our Document Management Decision Guide.
Three years ago, my life changed with the words “Your baby is beautiful, and she is perfect, and we are quite sure she has Down syndrome.”
The months following Violette’s birth are something of a blur of Doctors appointments, therapy appointments, loving, caring and feeding the baby and my other two children, working full time, and researching about Down syndrome. As I tried to learn more about Down syndrome, I also became more active in our Down syndrome association, serving on the board of advisors, attending educational events and becoming active in online communities.
Earlier this summer, in an attempt to get our lives more organized, I was introduced to the Paper Tiger. After I was introduced to the system, I realized that I finally had found a means of managing all of my day to day paperwork. I also quickly came to the conclusion that the Paper Tiger would be a brilliant way to manage the myriad of details about my daughter and Down syndrome. I have since set up a location in the Paper Tiger system devoted entirely to my collection of all things related to Down syndrome and my daughter’s health and well being.
Day to day life with my beautiful little girl is a joy! Knowing EXACTLY where I have important papers that I need to help her are located, has been such a relief. After using this system for a few months, I can say with a great deal of confidence that any parent with a child with special needs would benefit from the Paper Tiger, and I recommend it to my friends with children with Down syndrome!
Melissa Skavlem
Ohio
PAPER TIGER DOCUMENT MANAGEMENT SOFTWARE, WOULDN’T BE WITH OUT IT . . .
I have been using the Paper Tiger Software for so long I am at a loss to remember. What I did was go through my files, which were set up alphabetical by subject matter and start cleaning them out.
I have a small book selling business, as well a great interest in genealogy. I am the bookkeeper for the business so I have many records to keep track of: Vendor records, subject records for purchasing various products and some not stocked, but you never know what a customer may ask to have located and purchased.
I found many of the older records out dated and some lost from loss of information to locate being forgotten. This has been overcome with the use of Paper Tiger Software. Also it makes it a lot easier to have set up all my files by file category and folder number, then I do not have to replace the original folder each time I have to update information. Just toss out old information and replace it in same folder, unless it is worn out.
As files get larger, I only have to expand the drawer and re-sort some folders as all are in numerical order, which can be found with the computer in a jiffy. Just type in a keyword and the Paper Tiger shows what drawer and file folder it is located within.
I have seven metal file cabinets set up in this order. Each month to be safe and not be lost if the computer is down or power is off, I create a hard copy of all the files by subject, keyword, and numerical file lists in a binder on the shelf for reference to manually look up files if need be.
There you have my working system and Paper Tiger Software is the best system I have found, bar none, and I worked for thirty years in the Office Products Industry setting up and selling file systems for customers. I wouldn’t be without it now – it is just sort of a love relationship.
Robert D. Waybright
Dallas, TX
In Paper Tiger Document Management Software and Filing System, a Location relates to where you will store your physical items (paper files, books, CDs, DVDs, storage boxes, etc.) A Location can be named anything you want – however you relate to what you are indexing, i.e., Office files, Home files, Action files, Reference files, House, Basement, Garage, etc. Paper Tiger uses Locations to represent these places where you store the items you want to be able to find later.
Paper Tiger Locations are made up of Item names, description, capacity and review frequency.
Item Name is the descriptive name you give a hanging folder or other item you are indexing. An Item Name is what you would call the item being indexed.
When creating or editing a location, you will see the following attributes:
Paper Tiger allows you to print cut-out tabs or Avery labels which you use to affix or attach to your physical items to match the index numbers assigned by Paper Tiger.
Signed up online with the simplest filing system in the world!
I have bought at least five copies of Paper Tiger over my lifetime for specific spaces, but with so many physical places to work from it seemed unsurmountable to coordinate my different computers; office, home, travel laptop, guest computer, my husband’s ipad, now I have an organized spot in the generous spacious world of cloud computing that previously was held by Evernote! The Paper Tiger Software Is Online.
Even though currently I am a single user, I will be able to access the archives from wherever I am in the world while traveling (was in Bhutan last November) will be in Paris and then Fez this September and October. Very freeing! for your basic Sagittarius) having bought earlier versions under my professional and personal name, I sometimes couldn’t even remember which “location” I was working from as it was space related.
Having the online archive means that my office in Chicago and our Casa in New Mexico or the physical storage facilities that house the bulk of the AvalonArchives are always as near as my keyboard, my local cafe, and a cuppa joe or cappuccino. And then I can upgrade to a multi-user plan and hire people to help me categorize and file the different countries, while I am able to view all work being done when basic filing systems for the O-Z files are in place. And now with the ipad available, we can have wireless updates from these formerly “unwired” storage spaces. Of course, I hope to win an ipad from Paper Tiger!
The Avalon Archives will be cataloging it’s files using the new online version of the Paper Tiger Software. The initial date for the first electronic catalog is set for December 16, 2011. The files currently are password protected. It hasn’t been determined if the online files will ultimately be public.
Schools and universities deal with thousands of students and millions of files. It’s crucial that university record keeping is efficient because there are always times when student records need to be accessed. Most information is kept electronically, but still there are always paper files to deal with. Whether it be in the university administrative office or the professors, a document management software like Paper Tiger Document Management Software and Filing System will be helpful. Especially Paper Tiger Online that can be accessed from any computer or device with an Internet connection.
If any of this information was to become lost or misplaced, that could cause a range of problems, some of which might affect the future of students needing essential information from their records.
Archaic systems really can’t cope with today’s modern education system. Universities offer such a wide variety of subjects that it’s impossible to keep up with them. If you have to locate a particular file in a storeroom full of dusty old files, it could take forever.
It’s vital that all schools, colleges and universities have an efficient document management system in place that is user-friendly and enables every file to be easily located. Qualifications are vital for certain jobs and information may need to be verified by potential employers before hiring someone.
Some students study at more than one university over the course of their life. Teachers may need to confirm information about the student such as grades, diplomas and degrees or other pertinent details with staff at a previous university staff. A modern, computer-based filing system will speed up this process enormously.
Records retention guideline policies must be followed. Proper record keeping practices ensure that all university records, whether they’re digital or paper based, are easy to locate, retrieve, and are credible. To achieve this, files must be maintained by the best possible document management system. These practices also apply to inactive records that must be retained for legal purposes.
Some records must be kept or archived for legal or financial reasons, for future administrative needs or because of historical significance. Retention periods for other records may be determined by university policies.
An efficient document management software is more crucial in today’s modern computer age, because a lot of the work students do is on a computer. Instead of having to turn every assignment into a paper-based document for grading, CDs, DVDs and other formats are now mediums that are permissible for assessment. Such documents can also be stored in this same format, which reduces the volume of paper wastage and the amount of room needed for such storage.
At the end of each year, files can be sorted, stored, archived or destroyed as required. The document management software that is used can track throughout the life-cycle of the files. How to archive is simple with Paper Tiger. You would have a Location named ‘Archives’ in Paper Tiger, then simply conduct a Transfer Move of the file or files being moved to the Archive Location within your database. Paper Tiger will assign a file number in your Archives file to move the file to in the physical location. For items needing to be destroyed, you would conduct a Toss of the item in the database to open the slot for another file to be inserted.
Because the management of any filing system is complex, universities generally have staff that are responsible for ensuring all filing is carried out correctly.
It would be a huge job when first converting to a more efficient document management system because details about all files would have to be entered into the computer and a standardized labeling system implemented to reduce duplication which can easily occur due to many teachers dealing with the same students.
Generally departments are responsible for their own filing and everything must be coordinated so it’s done the same way for the whole university, even if there is more than one campus.
Email is a necessary part of university life. A large proportion of a university’s operational communication is carried out via email. It’s widely used for: contact with students, advice of meeting arrangements, instructions, negotiations, authorizations, development of policies, employment matters, university announcements and circulation of reports and committee minutes.
Since most of these emails are deemed to be official records, it’s necessary to ensure they’re effectively and efficiently managed.
Email transmissions may also be requested as evidence in legal proceedings or criminal investigations. It’s vital that emails be filed properly and be easy to locate if urgently needed.
It’s crucial that university record keeping is efficient, because it helps meet legal and financial obligations, and saves time and money when filing, and especially, when in need of locating files.
That’s why we refer to Paper Tiger Document Management Software and Filing System as the ‘Finding System.”
In the past my offices have always been a mess – papers everywhere. My home was the same and I was sick of wasting time shuffling paper looking for that lost piece of information. A few years ago, I decided that was not going to happen in my new job. I didn’t have any money, having been out of work for quite some time, but I decided to call a professional organizer who recommended I try Paper Tiger.
To cut a long story short, people started commenting on how tidy and organized my office was – something I had never heard before. When someone asked for something, even something obscure, it would be in their hands in seconds: they were just blown away. And it took me only the equivalent of a day or so, spread over a week to set up, checking and re-filing all the paper I inherited, plus the papers I was creating and receiving every day.
I use Paper Tiger to organize me at home too. For once in my life I know where my tax return is, where my vehicle documentation is. I’m now a part-time university instructor (I’m the part-time bit – not the university), a communications coach and a career coach. I need to keep these roles separate, yet I have only one place to keep all these papers and materials, plus personal stuff. Paper Tiger means I can do this perfectly – everything is organized, separated yet integrated, and takes so little time to keep it that way.
I’m a Mac fan and a continuing frustration over the years has been the lack of a Mac version – I had to keep an old clunky desktop pc just to run PT. I also hated having to work fixed at one spot to use the program. I tried using LogMeIn for remote access on my Mac laptop – better, but it just wasn’t ideal. The pc finally gave up and took everything with it. I was lost – I was even tempted to try a bit of reverse engineering to try to create a Mac version for myself.
The Paper Tiger support staff helped me get going again on a laptop a friend donated – they were very patient and helpful. Then during the recovery process, I just happened to enquire about a Mac version. The wonderful support lady, Janet Baker, mentioned there is now a web-based version. I knew how much I missed PT and how much I wanted to run it on my Mac, so I jumped at the chance. Once I knew I had the database back, I signed up. Didn’t need to check it out – I knew already what PT had done for me and I knew I was lost without it. Plus I’m now liberated from my crappy pc. I’m a very happy man – I have my Mac and my PT.
I’ll always be grateful to my organizer friend, to PT in general and Janet in particular – thanks. I recommend it to everyone.
David Woodward
Heading back to school can cause a lot of chaos and anxiety for both children and parents, so organization is the key when going to school.
You may have children starting school for the very first time, or going back to school at a higher grade level. Overall the same principles in the tips below should apply to all ages. The better organized you are, the better it will be for you and your children.
Purchasing School Supplies
Most schools provide a list of supplies needed to bring when the new school year begins, i.e., pens, pencils, folders (can be color-coded), labels, highlighters, etc.
Backpacks are essential for carrying books, papers and other supplies. According to the experts, contents of the backpack should be no more than 10-20% of the child’s weight.
If you live in the U.S., check the Sales Tax Holidays at http://www.taxadmin.org/fta/rate/sales_holiday.html for individual states before shopping.
A calendar will be necessary to ensure everyone keeps up with the new schedule, with after-school and/or sports activities. If you can, use an online calendar that both you and children can update with important dates. This will be helpful when trying to juggle work and school commitments. It can be updated and either of you can access it from anywhere. At the very least, a wall calendar for everyone to see at a glance, and update as necessary.
Establish a Routine
• Start a few days before school and have your child(ren) go to bed and get up at the normal time to get ready for school.
• Plan your evenings so they will be able to go to bed at a time to get the required amount of sleep for each individual child. According to National Sleep Foundation, “Sleep is especially important for children as it directly impacts mental and physical development.” See http://www.sleepfoundation.org/article/sleep-topics/children-and-sleep
- Set a regular time for bed each night and stick to it
- Avoid feeding children big meals close to bedtime
- Avoid giving anything with caffeine less than six hours before bedtime
- Make after-dinner playtime a relaxing time
- Establish a calming bedtime routine
• Plan for a healthy breakfast and healthy snacks for each day, so they will have the energy to handle the day’s activities.
• Plan for homework and exercise/play time.
• Every night before going to bed, have children get in the habit of picking out their clothes for the next day and packing their backpacks. This will ensure that you don’t have to iron something in the morning or a last minute search for that paper that needs to be signed and turned in.
• Get together periodically (daily or weekly) to talk about what projects are due, when they are due, and what supplies are needed so that you won’t have a last minute run to the store the night before a project is due.
• Once school starts, the calendar will quickly fill up with activities. Study will be a major component. Teach children to schedule their homework times so they don’t become overwhelmed, and don’t wait till the last minute to complete assignments.
Learn Productivity and Organizational Skills
Try this great resource of activities to help your child succeed in school and learn productivity and organizational skills, as well: http://www2.ed.gov/parents/academic/help/succeed/index.html
To keep all the school papers and instructions organized, create a filing system where you can keep all records in one place. Receipts for everything associated with school can be included, in addition to information such as school reports, excursions and any extra curricular activities. These files can be indexed in Paper Tiger Document Management Software and Filing System so when you need something, you can quickly conduct a search for the keyword relating to the item and find it quickly.
Organization is the key when going to school. Planning ahead and getting organized will reduce stress when it’s time to go back to school.
How Did I Navigate My Father’s Papers After His Passing?
My father passed away at the age of 87. He lived alone, in Budapest, Hungary. I, his only son, live in Toronto, ON., Canada. How, in a matter of a week or so, after his funeral, did I manage to take care of his affairs in a country famous for its bureaucracy?
You see, my father has always been what you might call, absent-minded. As he got older, his short term recall has also begun to fail. In order to combat his memory challenges, he developed a “system” for filing his papers.
This “system” was, what helped me navigate his papers quickly and effectively, even though we live a world apart. As it were, he developed the most advanced filing system, which is the basis of Paper Tiger. This system is the numerical filing system.
What I found on my father’s desk, was a box, containing large, numbered, vertically stacked, cardboard envelopes and an index card in front of them. The index card listed the content of each numbered envelope, with a main heading, followed by key words of the documents they contained. Not unlike a report you might print from Paper Tiger. I just sat in front of the box…and I was “in business.”
It so happens that I am a professional organizer specializing in office/business organizing. Having been a user as well as a re-seller of Paper Tiger for the past 6 or so years, I was surprised and not any less impressed by having discovered my father’s “manual” version of this fantastic system.
Anyone familiar with the Paper Tiger knows, that locating paper documents is really just a matter of seconds. Try to tell that to a person sitting at, what must be his/her desk – except that the latter is not visible for all the paper piles covering it. The usual answer is that “I have no problem finding what I’m looking for.” However, when I ask: “OK, but could someone else find it, when you are not around?,” I suddenly have them scratching their heads. That’s when the light goes on.
So there you have it. One of the biggest, yet less often thought of benefits of using Paper Tiger is, when someone else needs to navigate your files. My father, who has never had or used a computer, managed to figure out the “secret” behind the Paper Tiger system. Leaving me sadly alone with his numbered envelopes and his index card, I was able to navigate his papers with ease. My heart might not have been at ease, at the time, but I had no problem finding what I needed in order to take care of his unfinished affairs.
Alex Revai, Productivity Solutions
Our public works office has been using the Paper Tiger software for several years. We use the software to keep our filing system in order, up to date, and user friendly. Currently, we use it to keep track of our general public works and archive files. This system has been so helpful in organizing our files.
When I first started working in our office, the filing system was very small, but over the years the amount of paper files grew substantially. With the growth our filing system, came the need for a better way to organize our files. I began the task of researching online for different types of filing programs that were both user friendly and would assist in getting our office and filing system back on track.
I ran across the Paper Tiger system online and after reading what it was all about, was convinced this is what we needed to organize our filing system. We purchased and installed the Paper Tiger Network version on a few of our computers, which has allowed not only me, but my coworkers to create, edit, and access files they are looking for. Saving everyone time and not leaving them reliant on only one person knowing where a specific file is located. Since implementing the Paper Tiger software, we have had so much success in organizing our filing system. Locating files is very easy and rarely is anything found misplaced.
In the last couple of years, our office has started using Paper Tiger to organize our paper maps. We have maps from subdivisions, maps of water and sewer lines, etc. These maps go back many years and were never really organized and it was always difficult to find the map you were looking for. By adding a “Maps” location to our filing system, we’ve been able to organize our paper maps and make them easily accessible to everyone in the office.
Earlier this year I saw that Paper Tiger was going online and that we would have the chance to beta-test it. We currently utilize an online system for work orders which has been very successful and eliminated the need for software on everyone’s computers. Knowing this, when I saw that Paper Tiger was doing the same I knew I had to try it out. Everyone in our office was very excited because this was something we had hoped for because we knew how great it was with our online work order system. We’ve beta-tested the Paper Tiger online version and can’t wait to sign up for the small business version. It will be so nice to not have to worry about updating software on each computer. Also, we won’t have to worry about the server where our database is stored crashing (which has happened to us a few times).
I saw today that the small business version will be available as of August 22, 2010 and we are counting the days until we can make the transition over to the online version. No longer will our office be reliant on a server that could crash at any moment in our office and lose all our filing information. Now we all will have easy access via the Paper Tiger online website, where everything is easily accessible, stored, and backed-up. Plus we can access it from anywhere if needed.
Our office has really enjoyed using the Paper Tiger software and look forward to continuing being a customer of Paper Tiger and utilizing their online program. Thanks for keeping our office organize!
Alissa Angelo
City of Stayton
How do I use The Paper Tiger to make my life easier? It might be easier to say how I DON’T use the program!
I am half of a business that services the Alberta oil patch, plus I am a farmer, an artist, a sewer, a woodworker, a gardener and a family history researcher. The Paper Tiger helps me with all of these.
For our business: I have a Files database to record where to look for all of our business files; invoices, information articles, etc.
- Vendor company changed its name? Until PT, I never know how to file receipts when a company changed its name. Now I just enter the new name as the file name and the old name goes into the key words.
- If something happens to me, my husband knows where to look for older, archived files, because the summary of the “Old” location tells him to look on the steel shelves in the east basement.
- I have made my work even easier by using the PT file number as part of the company name in my accounting program (“Fas Gas (File 237)”), so that I don’t have to look it up every time I need to file an invoice.
- Wills, passports, etc. are all detailed, so they can be easily found (eg. “Safe in se corner of basement”).
I have separate databases for different types of books and magazines; art, farming, genealogy, gardening, woodworking.
- Each book becomes a “file”, and I create detailed key words for each one (eg. Art database, book Light and Texture in Watercolours, keywords “page 16 watercolour pansies”, Farming database, magazine Western Horseman 2006 June, keywords “page 27 treating laminitis”). And the Location says to look for that type of book on the shelves in my studio, or the big resin shelves in the basement center, etc.
- I store magazines in magazine boxes, so each box becomes a location; Box 01, Box 02, etc. Then the 20 or 25 magazines in each one are labeled with the “file number”, so I have Box 1, book 22. That way they have more tendency to get put back in the correct place, so that they are easy to find.
Fabric, ornamentations and patterns are detailed in a Sewing PT database, so I know where they are stored (Box 1 on steel shelves in basement center, Box 25 in white cabinet on south basement wall). I have to use solid Rubbermaid totes to store my fabrics, because of mice. So without my PT database, I might have to look through every box to find the piece I want.
I am also slowly detailing our huge collection of photographs, by entering keywords such as when the photo was taken, who is in the photo, where it was taken, and other pertinent information.
My biggest limitation with The Paper Tiger is the time to get everything entered into it!
Doreen Neilley
Use Paper Tiger Document Management Software and Filing System to Help You Move!
Moving to a new home is categorized as one of the top five stressors in life. There’s no magic blueprint to follow because everyone is different. Organize as you pack and avoid the risk of overwhelming stress.
I recently moved to a new house and used Paper Tiger Online to help me get everything packed in a methodical way. As I packed each box, I listed the items in the Paper Tiger database.
• I first created a Location name in the Paper Tiger database for each room in the new house. (kitchen, dining room, living room, den, laundry room, basement, etc.)
• Printed several labels for each room to be placed on the boxes. (labels for kitchen, dining room, living room, den, laundry room, basement, etc.)
• When I filled a box, I would list each item in the Keywords section in the ‘location’ where it would go in the new house, placed the label onto the box and wrote the corresponding Item number on the label to match the Item number in Paper Tiger.
• After all boxes were packed and everything listed in Paper Tiger, I printed out a complete Item List Report, and then an Item List Report for each room. (Location)
I used the packing time as the perfect opportunity to do some spring cleaning and get rid of things we no longer needed.
• Shredded old files that needed to be tossed.
• Bagged clothing and other items no longer needed and dropped off to Goodwill.
You’re probably thinking this was quite a hassle while packing up, but actually it didn’t take that much more time. Unpacking was so much easier than any other move I’ve made, because everyone knew where the boxes should be placed. And with the Item List Report in each room, we didn’t have to search through every box to find something before it was unpacked. We just searched Paper Tiger!
Note (things to remember):
If you have help when packing, (whether it be professional movers or family members):
• Set up your Locations (room names) into Paper Tiger Online with a capacity of 20 in each Location,
• Give each member of the family a notepad and pen with instructions to write down everything as they pack and label each box correctly. You decide how the labeling will work so everyone understands and uses the same method. If this doesn’t happen, your system will fail miserably.
• Once everyone is finished, you can enter all of the information into your filing system so that you have a complete list of everything that’s being moved.
• One of the last things to do before packing up your computer and printer is to print off copies of your list for each Location (room name). This will be especially helpful if you don’t have Internet access on moving day.
I was so glad I used Paper Tiger Online! When we needed something that wasn’t unpacked yet, I just searched Paper Tiger and knew exactly what room and box number to find it. I avoided the chaos of having a mountain of boxes and no idea where anything was.
Moving offices is a huge undertaking. The larger your organization is, the more complicated it will be to move. It could take you months of planning and involve a lot of people in order to make a smooth transition. Something that you really need is a resource management system or indexing system, like Paper Tiger Document Management Software and Filing System to help you move your office.
By implementing such a system at this point, you’ll save a lot of time and effort by getting rid of unnecessary files and streamlining systems, so your operations will run more smoothly when you complete the big move. This is also a perfect time to reevaluate all of your files and determine one of three actions for every file.
Your choices will be action, archive, or discard. This is a vital component of the move, because the new filing system will be able to tell everyone where files are located as nothing will be the same as it is in the current office. Better to have one upheaval than two.
This document management system will greatly reduce the amount of files needing to be moved. This will be cost effective and give you more space to utilize in other ways. It will also mean less time wasted on filing and retrieval of documents because it will be much more user friendly. In addition, it’s vital that files are packed and transported securely so you don’t breach privacy or confidentiality.
If you’ve been using an archaic filing system up until this point, it’s the ideal chance to upgrade to a more practical document management system. Instead of the old alphabetical or numerical system, use a personalized system for naming files. This will cut out all duplication due to different people using different titles for the same type files. And because everyone has access to the same files, it’s easier to organize.
Note Where Each Box Or Item Should Be Placed In The New Location
Implementing this indexing system prior to your move will not only allow you to index your paper files, but books, training manuals, CDs, DVDs, etc. Another broad category you can list in this indexing system is all office furniture including: desks, chairs, filing cabinets, bookcases and tables. Then you have all the electrical equipment such as: computers (and their accessories), printers, photocopiers, fax machines, shredders, microwaves, refrigerators, etc. There’s also the copious quantity of stationery and office supplies to pack as well.
Don’t forget to index all the moving boxes ensuring all contents in each box are input into the keywords section. You should also note where each box or item should be placed in the new location.
You Need a Detailed Plan
It’s important to create a very detailed plan so that every aspect of the move is carefully coordinated in an efficient manner. You also need to ensure that as little downtime as possible occurs in order to maintain your high standard of customer service. It’s a wise idea to appoint one or more people to act as moving coordinators so there’s less disruption to the regular work.
One major component to consider is transportation. Generally, you hire a moving company that specializes in this sort of work. However, their job is simply loading, moving and unloading trucks. It’s your responsibility to ensure everything is planned perfectly so the move is seamless and everything gets placed in the new location as it should.
To be efficient, you need to create a master plan and be able to have paper and computer based copies, because during the downtime, you’ll still need access to it.
The coordinator(s) can update the moving plans as new things are added. They should be thoroughly familiar with the new premises and design a floor plan of where everyone will sit and where all furniture will be placed so moving day runs like a well-oiled machine. It’s generally recommended to choose either Thursday or Friday for the move so you have the whole weekend as well.
The coordinator(s) can design documents relating to check lists, FAQs about the move and people’s availability to assist with the move itself. It’s important to have enough manpower or the move will take much longer than necessary. The coordinator(s), I.T. people, the PABX supplier and other phone people will be required to ensure phones, cabling, computers and the Internet are all working as quickly as possible.
Obviously not everyone will be set up at workstations and fully functioning at the same time. The coordinator will have to liaise with management to ensure that the minimum number of people are needed to maintain customer service are there and set up, complete with all workstations, and able to work until everything else is settled.
Implement Paper Tiger Today and Save Money!
Unless you want absolute chaos, you really need Paper Tiger Document Management Software and Filing System to help you move your office. You’ll have instant access to where every document and office inventory are located, because you were wise enough to implement the system to prepare for the move. It’s estimated that people waste 150 hours per year just looking for lost information, so you’ll save money too!
