The following changes have been made to The Paper Tiger Document Management and Filing System Software to give the option to make a copy of the database backup file to a user select archive folder each time that a backup is performed.
-A checkbox field has been added to the Database Backup Manager Form to set up the archive folder. Go to File, then Database Backup Manager.
-Click the Auto Archive check box.
-Click on the Browse button to select an Archive Folder where you wish to place the archived database.
-Select the folder and click on OK to return the Database Backup Manager Form.
The selected folder will be displayed next to the Auto Archive check box. Each time a backup is performed, a copy of the backup file (.BAK) will be written to the folder.
You can also define the Auto Archive folder by going to the Edit/ Preference menu and click on the Shutdown Tab. The Auto Archive fields work the same as on the Database Backup Manager Form.
There’s a strong need for a complex and sophisticated form of document management for all businesses, no matter the size. However, this is not the only way in which such a system can be used.
There are plenty of non-profit organizations and individuals who have a need to keep accurate records in an easy to use filing system that will enable them to locate material, or see what they actually have in their collection, whenever necessary.
Individuals may have a collection of old vinyl records that they want to keep preserved safely. Other people have cd collections of music, talking books, relaxation cds, DVD collections of favorite movies and TV series and even memorabilia related to any of the aforementioned materials.
Keep Accurate Records of Collectors Items and Many Other Things!
With an efficient indexing system, like The Paper Tiger Document Management Software and Filing System, that is versatile enough to handle all different formats of stored information, this will allow people to keep accurate records of their collections. Such collections are often kept stored safely away from any possible threats, whether it’s from burglary, or fire. Bank deposit boxes are a great way to keep important material and also a hard copy of the indexing system you utilize.
Book, stamp and coin collectors are notorious for keeping meticulous records of all the items in their collection so they can confidently keep looking for more treasures to add to the ever-growing collections. But it’s impossible for them to remember every single item they own before making any purchase.
A well organized indexing system will allow them to label files according to their own specific needs, so a quick glance can show if they already own the rare coin or particular book they see advertised somewhere and may want to purchase.
There are many other types of collectors that need to keep records of their collections, as well as other pertinent facts. Antiques, certain kinds of hobbies such as trains, toy cars, dolls, gem stones and more are all considered to be valuable collections to their owners. Being able to instantly see what your collection has in it by hitting a few buttons on your keyboard or reading the hard copy file is a necessity.
You may have a number of different medical problems, some of them going back years. Using this smart system means you can keep all items including test results, x-rays, other scans and receipts in one place. You never know when you’ll need a particular piece of paper or test result and this system puts everything at your fingertips.
Medical laboratories can use this type of system to catalog and store specimen samples and test results for easy location when needed in the future. Because there are a wide variety of different medical uses, having a standardized system allows for everyone to use the same method and therefore makes retrieval of vital data and specimens much easier, especially if numerous people use the same information.
You may be involved in a complex court case and have lots of different documentation. Indexing this information can help you file documents away for future reference rather than having to carry it all around with you. Some court cases can drag out for years and the files could be on a range of topics including: legislation, personal documents relating to the claim, expenses and specifics regarding what caused the legal wrangle in the first place. Document management software can be easily implemented to help keep track of where a file can be found.
Keep Track of Archives, Home Contents, Moving or Storage Boxes
Archiving of material becomes a much easier process when using document management software. These archived files and documents can then be stored somewhere off site in a secure place, which means if your current location has problems such as a fire, theft or power outage, the archived files won’t be affected.
When moving, you can label every packing box to know instantly what’s in each box and, after arriving at your destination, they can be quickly put in the correct rooms. It’s also handy if you have to keep possessions in storage for a while.
Most people have home and contents insurance. However, would you remember exactly what you had if your house burnt down? You can create a file detailing all of your possessions, their value, brands, etc. so it’s easier to deal with if the worst does happen. You can also use this if you have a wine cellar. You can easily update this as you make new purchases.
Efficient record keeping has enormous versatility in its options and so the benefits are invaluable for business people and individuals alike. These are only some of the possible uses but it’s a powerful example of how many different ways the right document management system can be utilized.
The Paper Tiger Document Management Software and Filing System is the right choice to index and catalog anything you can put a number on. See also our blog for The Many Uses of The Paper Tiger.
The number one paper management software product is now “in the cloud” – The Paper Tiger Online is now in beta testing and soon to be released!
Atlanta, GA (PRWEB) April 14, 2010 — For the past fifteen years (since 1995), The Paper Tiger Document Management Software & Filing System has set the standard for helping companies and individuals get control of something they hate…filing the paper on their desk and in their office. Now, The Paper Tiger software is being put “in the cloud” and made available worldwide on the Internet (SaaS – software as a service).
Now anyone can start solving their problems with the paper in their office in 30 seconds or less. If a messy desk is a problem, if members of your team want to be able to quickly and easily share information in the office or if you are wasting too much time each week looking for lost information, then The Paper Tiger Online might be for you. The new filing system product is designed for anyone who wants to get a better handle on the paper-based information in the office. Currently tens of thousands of organizations worldwide use the existing desktop (client) version of The Paper Tiger software.
The Paper Tiger Document Management Software and Filing System is a very powerful, yet simple indexing system for paper office files. It works like a search engine for paper files to help companies and individuals stay organized! People using the software can save over 150 hours per year by eliminating the time-consuming task of looking for lost information. The Paper Tiger Document Management and Filing System 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 scanning and imaging solutions.
“Finally, everyone including our Mac customers can use The Paper Tiger software. We are excited to have an online solution that makes it so easy for our customers to start solving their problems with paper!”, says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger Document Management and Filing System software. “Starting a new FREE account with The Paper Tiger Online takes about 30 seconds and can save a businessperson 150 hours per year in lost productivity trying to find the paper in their life”, Grady continues.
Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger Document Management and Filing System software to get organized and manage their office filing tasks much more productively. What most people do not know is that there are only 5 things you can do with a piece of paper – (1) Toss It (2) Stack It (3) File It Alphabetically (4) Scan It or (5) Index It using a product like The Paper Tiger Document Management and Filing System software. The paperless office never quite made it to reality, alphabetic methods quickly break down and become out-of-date, and scanning solutions are costly and very difficult to implement. Also, many documents (signed contracts, presentations, etc.) must be kept in their original paper form. Some people are uncomfortable with scanning documents due to the possibility that they could lose everything in the event of a technical malfunction. For a complete list of these options and the pros and cons of each, see our Document Management Decision Guide.
The new Paper Tiger Online is currently in beta testing and should be available in the next 60 days. Professional Organizers, Virtual Assistants and all interested people are invited to join the beta testing program. To celebrate The Paper Tiger Online now working for our Mac customers, we are giving away an Apple iPad approximately every 60 days. Go to The Paper Tiger website for more information on The Paper Tiger Online.
About The Monticello Corporation, makers of The Paper Tiger Document Management and Filing System software.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ businesses and personal effectiveness by providing the training, tools and motivation to help them solve their problems with filing and document management. The company’s main product, The Paper Tiger Document Management and Filing System software, was created as a type of inventory management system (like a chart of accounts) for physical hanging files (you know, the green, yellow, blue and red ones in your file cabinet!)
Monticello got its name from the legendary home of Thomas Jefferson, U.S. president from 1801-1809. An avid collector of books and music, Jefferson transferred his personal library of more than 6,000 volumes to the Library of Congress in 1815, doubling its size and permanently expanding the scope of its collections.
Contact:
James D. Grady
President/CEO, The Monticello Corporation
www.thepapertiger.com
Toll-free Phone: 866-701-1561
Five Requirements for Success
1. Vision
2. Methodology
3. Tools *
4. Time
5. Motivation
A suggestion for a great tool that will help you get organized and save time … The Paper Tiger Document Management Software and Filing System is a very powerful, yet simple indexing system for the hanging files in your filing cabinet. It works like a search engine for your paper files! You can waste over 150 hours per year, just looking for lost information.
There’s many other uses for The Paper Tiger as well! Here’s to your success!
Managing paper in any office is an overwhelming task, because there is a seemingly ever-increasing mountain of paper files.
Whether you’re a small or large company, you must practice good time management and office organization techniques in order to control costs and provide excellent service. Constantly increasing staff productivity is a must. What is needed is a simple, but effective document management solution such as Paper Tiger Filing System Software and Document Management.
David Lawrence of David Lawrence and Associates said in a previous article, “Consider how much it costs to maintain inefficient paperwork and filing systems. If, as a direct result of not having efficient systems, it costs you and/or your staff one hour each day (this is probably conservative), and you used a $50-per-hour cost factor over the course of an entire year—the cost of inefficiency could top $12,000 in lost time ($50 x five days per week x 48 weeks).
There is an old saying in business that goes, As much as is possible, handle a piece of paper only once. Those of us who scan through paper mail and set it aside in an inbox, promising to deal with it later, may find that same piece of mail a couple of months later buried in a pile. Deadlines can be missed, important mail can be commingled with unimportant (or junk) mail…”
In that Financial Advisor Magazine article, Mr. Lawrence recommended Paper Tiger; and financial firms from around the world have found this software to be an invaluable tool for helping 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 the most efficient filing system available. You get all the power of the computer WITHOUT the risks and time commitment of paper scanning.
The Paper Tiger allows you to go ahead and set up hanging files with numbered tabs, so they are ready to drop your paper filing into.
When going through mail, decide what needs action, what should be filed, and what should be tossed. Stacks of paper files all over the office lead to frustration and inefficiency, which is costly in both time and money, so you must prioritize and decide on procedures to handle the paper that comes through your office. To create an even more efficient office, be sure to document your paper handling system and retention guidelines. This will ensure that everyone is organized in the same way and training on these procedures will be a cinch in the event of employee illness or staff turnover.
-Decide what is junk, and toss what should be tossed immediately.
-For items that need to be filed, the best practice would be to open the Paper Tiger database and input Item Name and Keywords for each item, then immediately drop into the corresponding hanging folder.
Or you could have a tray or folder on your desk where you can immediately place items to be filed. Then set aside 15 minutes to clear your desk at the end of each day, enter the necessary information regarding the ‘to be filed’ into the Paper Tiger database, and place the files into the corresponding hanging folder. (remember, the hanging folders are already set up, so you don’t have to worry about finding folders and making tabs)
-Prioritize action items. Decide if the action can be done immediately. If not, either delegate or check the deadline. Decide how long it will take you to complete the task, and work backward on your calendar. Schedule this start of action on your calendar. Input the Item Name and Keywords information regarding the action file into the Paper Tiger, and select the Action date to start. Place the item in the corresponding Action Item hanging folder.
The Paper Tiger is great for short-term action files, as well as long-term storage of files. Of course, purging of files should be a task that is done regularly according to your office retention guidelines and compliance with regulations to ensure your filing cabinets do not overflow with unnecessary or outdated files.
When you’re ready to purge files to archives or to recycle/shred, simply conduct a Transfer of the file(s) in the Paper Tiger database, print a report and then remove the physical files from your filing cabinet or desk drawer. (If transferring to archives, don’t forget to set the action date in Paper Tiger when a file should be removed from archive to recycle/shred. That way, you’re sure to keep up with the life-cycle of your document management system.) Then box the files you’ve removed and send to archive location or recycle/shred, whichever the case may be.
Making decisions regarding how paper should flow through your office and the life-cycle of document management and retention will go a long way in your staff time management, increased productivity and organization. As mentioned previously, when you document your paper handling system and retention guidelines (the schedule in the life cycle of documents in your office), you will reduce cost and legal liabilities. Keeping unnecessary files will result in over-stuffed filing cabinets or storage space. In addition, different types of files need to be kept or destroyed based on legal reasons and time-lines, which could result in civil or criminal issues.
See our Blog Category for Records Retention: How long should you keep records? for articles written from different sources, including the IRS, to help you decide document/records retention schedule for your specific needs.
By Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert
For years I have been telling people about one of my favorite personal productivity software products — Paper Tiger Filing System and Document Management Software. We’ve helped slews of clients implement the software along with other productivity systems as they claimed their Office Miracle™!
Today, I’m thrilled I can let the cat out of the bag and let you know that not only is the Monticello Corporation (makers of The Paper Tiger) re-branding, but they will also be launching an awesome new product very soon and you could be in on it by being a beta tester. Keep reading to learn more.
In 1998, The Paper Tiger software was released to the market and has since become the #1 Paper Management software product in the world! Tens of thousands of companies – large and small rely on it each day to “Find Anything in 5 Seconds or Less…Guaranteed!” Want to know more? Check out Paper Tiger Filing System and Document Management Software to learn more.
The Online Version Is Coming Soon!
In their formal news brief Monticello says:
“Now, we are very pleased to announce that The Paper Tiger software will soon be available on the Internet as a Web-based application! The full functionality of The Paper Tiger Windows-based software can now be found in your Internet browser (Microsoft Explorer, Firefox, Safari, Chrome, etc.) – very easy to setup and to use. If you like the Windows version of The Paper Tiger software, you will love the Internet version!”
I could not be more excited about this and about being on the Alpha testing team. I will be among a small group of professionals that will be trying out the software very soon. We’ve been providing our thoughts based on client comments and I’m “chomping at the bit” to get my hands on the software.
Screen Shot of the Soon to be Released Paper Tiger Online
For those of you that know and love your Paper Tiger, you’ll note that the interface looks very familiar.
“Conversions to Paper Tiger Online will be Painless”
The development team has assured me that anyone that has a current version of Paper Tiger will be able to seamlessly convert their data to the online version. That is one of the first things I’ll be testing when the Alpha opens. Do you have things you think I should test or suggest?
Mac Users Will Have Easier Access for their Document Management
While the desktop version of Paper Tiger could be used on a Mac, sometimes people had challenges making the Windows version work well. Mac folks out there…your day has come! You can now enjoy the full functionality of The Paper Tiger in the Online Edition.
Comment and Share
Are you a Paper Tiger lover? What do you think about the idea of an online version? If you sign up for the Beta testing, be sure to comment below and let me know. If you are an organizer interested in info on upcoming training, tweet me and let me know! @StephCalahan
We love getting your questions! Ask one or many! We review questions on a regular basis and publish in one of our blogs or newsletter.
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
This article by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert, is a great source to get you thinking about how to set up your files in a systematic way so that you can find them again.
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According to the National Association of Professional Organizers, it costs $120 in labor to track down a misplaced document or $250 in labor to recreate it. YUCK! Filing systems that work with the way you work are critical to cost management. The following tips will aid you in setting up systems to meet your needs.
File Only What You Need
Many of us (yes – I’m guilty sometimes) put things in files because it is easier to file it away than to make a decision. Recognize that your files are not dumping grounds. Do not put things in your files without first contemplating whether or not you can get rid of them.
Also see this article “Did You Know Paper and Other Things in Your Office Hold Emotion?” by Stephanie that you should find helpful when deciding what to file or not.
Create a File Index
A file index is one of the most important items that you can have to help you keep control of your ever growing pile of papers! List the location of each category and folder. That way, when you need to find your documents, you will have an easier time locating what you need. I use Paper Tiger Document Management Software and Filing System for my file management both at home and at work. I love it! Find Anything in 5 Seconds or Less With The Paper Tiger Software
Keep Fingertip Files at Your Desk
Fingertip files are those that you refer to all the time — phone lists, school directories, catalogs. They can be built into a great action system. What? You don’t have an action system? See my next point.
Reduce the Piles into Files
If you keep your files in piles on your desk because you need to see them, try using a rolling file cart. This keeps piles off your desk but in a place where you can see them at all times.
Or maybe you have those piles on your desk because you are afraid that you will forget to do something. Then, make an action system that will work for the way you work! Check out this demonstration for info on how to make your own action filing system.
Consider Off-Site Storage
If you are low on space, consider allowing a document management storage company to store your old records in an off-site facility, or you could relocate your files to a storage facility.
Avoid Paper Clips
Clip multiple-page documents together with staples or a binder clips, but avoid paper clips because they have a tendency to get caught on other pages.
Remember You Are Ever Changing, So Your Filing System Should Be Too
Your filing system should be a dynamic and ever-changing creature. Don’t be afraid to get rid of a category if you don’t use it anymore — or to add a new one if you need it. Consolidate folders that seem to go together under one larger heading, and split up categories into smaller pieces if your folders get too stuffed. Once a year, you should set aside time to purge the old and obsolete information from your files. If you follow these instructions, your filing system will serve you well for the rest of your life.
Use Color Coding for Your Files
Consider using a different color folder or tab for each section of files ex: all “financial” folders are green or have a green label. This makes it easier to find the file you need quickly and makes it easier to put folders back in the right place. You will now be able to put your hands on the folder you want almost instantly and run down the row of major categories until you find the right one.
Don’t Overstuff Filing Cabinets
There’s nothing worse than having to file papers in a file cabinet that is overloaded! Leave enough room in file drawers so you’re not using all your energy to get a piece of paper in or out.
That is it for now! I suggest that you only try to implement a few of these things rather than a bunch of them at once. Pick one or two that really speak to you, make them a habit and then add a few more.
To your success!
Stephanie
support@calahansolutions.com
Twitter.com/StephCalahan
Facebook.com/StephCalahan
PS: Don’t forget to keep your paper files in order with Paper Tiger Document Management Software and Filing System, which Stephanie highly recommends and also includes in her in-person or remote/virtual Office Miracle.
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
Large corporations and government bodies deal with thousands of records every day. They come in different formats including paper based, emails, faxes, scanned photos and documents and digital recordings. But where do your records really go? What happens when you finish using them?
Many files are kept in a variety of different, and sometimes confusing, ways. Paper based files are tossed into filing cabinets with no rhyme or reason to a structured document management system, or left on an employee’s desk to be buried in an ever-increasing stack of documents. Emails are filed on someone’s computer or even deleted. CDs and DVDs get tossed in a drawer never to be seen again. Books, binders, training manuals all get shuffled and mixed on a shelf somewhere.
Add to that the fact that different people label files differently. For instance, if you currently use an alphabetical filing system, there’s a good chance that files will be stored differently using the company name, or by a person’s name, or even by the industry. A lot of duplication can occur in this kind of filing system, which can lead to employees only seeing part of a file instead of every document pertaining to the file. These methods can be bad for business, especially if critical information can’t be found because it is in a different file under a different name.
As time passes, and a company grows, these type problems keep escalating. That’s why a major change needs to be implemented to enable your company to streamline the management of all documentation into one single, workable method that can be applied to every file in the company.
A document management software like The Paper Tiger Document Management Software and Filing System that uses an indexing system is the smart, logical choice for such a filing system. Basically, anything you can number, you can easily index. With a document indexing system, you can keep every document, binder, CD, DVD, etc. easily accessible for everyone to find. You decide how to name the files using letters, numbers, keywords and contact names to uniquely identify every file for future retrieval. You simply enter the details of the file and its contents into the software database, print off the file title onto a label and attach it to your hanging folder tab or affix to the corresponding item. And the exact same method can then be used by every staff member to locate information needed.
This is an easy to use system because the next file you create goes right behind the last one created and there’s no need to stuff a file drawer just to make something else fit alphabetically.
The computer index can easily be accessible by everyone in the company. This means you reduce the amount of time staff members spend filing and trying to locate needed documents. If anyone needs a particular piece of a file, they simply check its location on the index and then retrieve it for themselves.
And documents will no longer get misfiled. Meetings and reports can be handled much more easily because you can locate relevant information by simply pressing a few keys on the computer. Thousands of hours that previously were wasted searching for paperwork can now be used more productively, which means you not only save money, but employees can also tackle more projects in less time. It is estimated that an employee can waste over 150 hours per year, just looking for lost information.
A hard copy printout of the index serves as a backup in case you have a computer crash or power failure. And you can even store a copy of the index offsite as well.
As companies expand their operations, there is a growing need for more space. Usually this means having to uproot furniture, file cabinets and more, possibly even moving to a larger facility. Using a document management system can actually eliminate this need, because so much of a company’s needed space is for documentation. Old files can be archived in boxes and moved without uprooting the employees.
Because every possible keyword associated with each file is entered into the index, you can easily see whether a document you need has been archived or is in the office without searching for untold hours. In some cases, this can mean that you have room to even expand your operations without having to move to bigger offices.
Document indexing saves money and time and increases productivity. These are all huge wins for the company. And they’re all positive factors that can be clearly demonstrated when discussing budgetary issues. In fact, the very files you need to prove the value of this system can be more easily found when the system is installed.
There is no longer a need to keep everything stacked on your desk for fear of losing it. With a document management software system, you can find things at the click of your mouse … oh, what a stress-free way to manage your paperwork!
If you’re wondering where your records really go, that becomes an easy question to answer with a few simple keystrokes when you opt for document indexing software.
You can better control and improve the whole process of document management so your company is more than capable of tackling whatever projects are put on its plate. Document indexing can free your staff to devote time to the really important work of doing their jobs, because all the filing hassles are now under control, both for today and for the future.
There are numerous ways to manage your organization’s documents, but this is still a task that companies struggle with every day. The war on document management is rapidly increasing in intensity as — through the use of computers that were supposed to get us to a paperless office environment — companies find themselves with more and more paper to manage all the time.
More than 40 percent of the workforce were born after 1975 and have grown up using computers. In fact, most of them couldn’t comprehend life without a desktop or laptop in today’s society. Because of this, document management systems need to change to keep up with the times and also to help these up and coming employees cope with the rapidly increasing volume of records to keep.
When paperwork is filed using a document indexing software system that can track file and document locations, as well as reduce the stress of losing documents and reorganizing files to make more room, not only would it leave space to file those newly added documents, but filing time would be greatly reduced as well.
With legal requirements that make it mandatory to keep some records for a certain period of time, or forever, older files that exist in paper form are typically archived to take up less space and make room for current files. The best way to maintain those archived files and make them easy to retrieve is with a computerized, indexed document management system that can label files as you specify and allow you to store them anywhere while still providing a way to find them when needed.
If your company chooses the right document management software, there could be a huge rise in productivity, without the need to increase one single hour of staff time, or add one single employee. This is true simply because document indexing can save hundreds or thousands of hours per year in filing and retrieving previously filed documents because of its uniquely smart process.
There are numerous reasons why computerized document indexing is winning the battle in the war on document management, and many benefits from its implementation:
• Staff morale will increase because employees are free to complete the more important tasks assigned to them when they don’t have to spend as much time filing and searching for documents they need.
• Staff members can attend meetings armed with all the pertinent information they need, so educated decisions can be made more readily regarding company procedures.
• And never again will a customer’s questions have to go unanswered because of a misplaced document.
Using an index filing system to manage your company’s documents means that all staff can have access to the same system. Everything can be filed correctly and uniformly so that any employee can locate needed information at any time.
This also eliminates the problem of file duplication and prevents the accidental loss or misfiling of paperwork. Desks remain free from excessive files and it’s much easier to get work done when you’re not buried up to the neck in paper.
You can move files from one location to another easily as well. Simply go into the document management software on your computer and change the location to where you will move your files and then just move the physical file to the new location. It’s that easy. This means you can archive files anytime they’re completed instead of waiting for a “free day” or “when you have the time.”
A computerized document management system can free employees for more incoming work, and allow them to better prioritize their work … a much easier task when they can actually see the tops of their desks!
When you keep a regularly updated, printed master copy of all your files, you never run the risk of losing your file management information either. Even if you have a power failure, you can still complete some work because you can access needed files and staff won’t have to just sit around waiting for the computers to be able to do something.
The document management war will probably last for a while, but introducing an effective and efficient document indexing system like The Paper Tiger Document Management Software and Filing System to your organization, will make life easier for everyone, leaving your employees with more time to focus on growing the company, and taking larger steps toward reaching your corporate goals.
In 1998, The Paper Tiger software was released to the market and has since become the #1 Paper Management software product in the world! Tens of thousands of companies – large and small, non-profits, government agencies & professional firms, rely on it each day to “Find Anything in Their Office in 5 Seconds or Less…Guaranteed!”
The full functionality of The Paper Tiger Windows-based software will soon be found in your Internet browser (Microsoft Explorer, Firefox, Safari, Chrome, etc.) – very easy to setup and to use. If you like the Windows version of The Paper Tiger software, you will love the Internet version!
And, you Mac folks out there…your day has come! You can now enjoy the full functionality of The Paper Tiger in the Online Edition. Everyone who signs up for the Beta program will be automatically entered into the April 3rd, 2010 drawing for a NEW APPLE iPad in your honor!
The Beta version of the Web-based product is soon to be released. The number of Beta testers is going to be very limited – if you are interested in testing the new version, simply add your name and email to the Beta list. We will notify you shortly if you are selected to participate in the Beta. Beta testers will have direct feedback into the new product. If you don’t make the first Beta release, stay tuned because we will be adding people continuously during the Beta period.
Some people have lots of different jobs throughout their working lives. Others stay with the same company for many years. The long-term people see a wide variety of technological changes. Sadly, some find it hard to keep up. To maintain longevity, companies need to find a way to bridge the generation gap, technologically speaking. And the right document management system can help them do that.
In a large company, especially, there are often staff members ranging in age anywhere from 18 to 65 years of age, or older. If you stop to consider what type filing systems older people may have begun using when they began working or joined the business, you can easily understand why it may be difficult for them to manage a newer, computer-based system.
On the other hand, you have the younger people in their late teens and twenties who have literally grown up attached to a cell phone and a laptop. They probably don’t like the older, more tedious style of document filing, so you could even have a higher rate of turnover than you would like to see for this very reason.
No matter the age, people think differently about how documents should be filed. Then it’s a matter if those files can be retrieved later by any employee in the company!
The future of any company depends, in part at least, on how well it changes with the times and how well it handles new technological changes. The younger staff members of today will be tomorrow’s CEOs. The only logical choice to help bridge this technological generation gap, in both age and ability, is to introduce a system that is easy to learn, easy to use, and quickly standardized throughout the company.
That means every single member of the team, from the youngest new start, to the most senior CEO or company director, will work together as a team to initiate the change in document management all at one time.
An indexing system that’s designed to allow you, as a company, to select the criteria for labeling your files is vital. However, merely using an alphabetical or numerical system is too confusing, simply because everyone thinks differently.
You must be able to choose your company’s own style and designate that to be the official way to label and file your business documentation. Then everyone can work together, easily add more documents to existing files without running out of room, have the ability to locate files simply by checking a computer or hard copy index, and be able to clear their desks at the end of the day.
Using an indexing system to maintain your corporate documents offers greater efficiency for your staff because it reduces the amount of time needed to file individual documents, as well as the time required to create new files and retrieve documents or files at a future date. This type system will save thousands of dollars and free up a lot more time for staff to focus on the more important aspects of their jobs. And better productivity typically ensures greater employee longevity for the company—meaning less turnover.
Technology can certainly replace some functions that were previously only carried out manually. However, technology shouldn’t stand in anyone’s way when it comes to work. More people are working to an older age due to the different economic climate in which we live today. Some of the more senior employees have a wealth of experience and are actually the mainstays of the company. It would be sad to see those same valuable employees feeling forced to retire simply because they couldn’t cope with new document management software or a system that was far too complicated for them to understand.
If you take the wealth of experience of those senior employees, and add that to the drive, enthusiasm and familiarity with new technologies afforded your younger team members, you have a powerful team. Add a document indexing system they can all understand will almost guarantee your company can stay strong and have that vital edge over its competitors—in this one area, at least.
How often have you, or one of your staff members, faced the issue of being unable to locate a specific document? Good record management is vital for any organization. Every department can be affected by how well documents are managed. That includes sales, customer service, maintenance, repair, dispatch, inventory management, accounting, and more.
Locating the information you need quickly to provide answers to your clients and customers, as well as to company employees who are handling various issues such as billing or customer care, can result in a happy ending when documents are managed properly. And a document indexing system, like The Paper Tiger Document Management Software and Filing System is the best way to do that.
So bridge the generation gap in your company by selecting a computerized file indexing system to manage your documents and paperwork. You’ll be able to offer better service to your customers, improve the productivity of your staff, and increase employee morale and longevity. That’s a win-win situation all around.
It does not matter what country you live in. Your sex and age are both irrelevant. Religion and race cannot alter the one thing everybody has in common. You only get 24 hours in a day. For businesses to increase profit without increasing expenditure, improve your productivity through better time management.
In every business there are jobs that staff enjoy. Then you have other jobs that are just as important, but staff and management do not particularly like doing. It is a proven fact that if you enjoy doing something, you do it well. Conversely, if you would rather not be doing something, you do it as quickly as possible and not usually in the most efficient manner.
The single biggest time waster in any business is record keeping/filing/document management. This is because most businesses use outdated systems that are no longer efficient. Staff generally hate the mundane tasks associated with record keeping and thousands of hours are wasted every year because everyone is too busy to spend time looking for a solution.
Stop looking! The answer is literally at your fingertips. The Paper Tiger Document Management Software and Filing System can free up hundreds, or even thousands, of hours currently being wasted using archaic filing systems. This is a company’s biggest hidden cost and is often overlooked. The best way for you to improve overall productivity and time management is through the utilization of a standardized indexing system.
No longer will staff make up their own minds about how to file things. Gone are the days of cluttered desks and documents being misplaced because people cannot be bothered taking the time to correctly file your important documents. You will no longer be forced to make uninformed major decisions because you could not locate a particular document at a crucial time.
The Paper Tiger is the right document management system and is easy to learn and implement because it blends in with whatever your current guidelines are. There will be a universal way of storing all documents so that everybody, from the CEO of the largest corporation to the newest girl in administration, can both file and locate any document at any time.
Simply make some decisions as to how you will name your files. They can be names, numbers or whatever combination you choose, then enter keywords and/or additional notes relating to each document.
Current files will be right at your fingertips whenever you need them. They can be kept in a desk drawer or a filing cabinet and the records are input into the software program for everyone to see and add to as required. This saves time if other people need a document from a file from anywhere in the office.
Older, archived files can be stored elsewhere, either on-site or off-site and still indexed in the exact same way. Anything not needed can be deleted or shredded. Gone are the days of cluttered desks, overflowing in-trays and piles of documents sitting wherever there is an empty space. A clean desk gives you more time to focus on the important work.
If you have 100 employees and each one saves one hour a day on filing, that equates to an extra 100 hours every day that can be used more productively. That is the equivalent of having an extra 12 people working for you each day. Productivity will soar without having to increase costs.
Imagine staff coming to work and sitting at clean desks each day. No more sad faces. There will be plenty of extra time to finish important tasks. Some data entry has to be done to manage their record keeping along the way, but not enough to get stressed about. Happier staff means less sick days and higher retention of current staff, which saves countless hours training new people.
An indexing document management software that is easy to learn, simple and quick to operate, and fits in without too much effort, will improve the time management skills of every single person in the company.
Record management is a vital part of any business and has to exist in one form or another. Utilizing the most efficient form of indexing means that you are meeting all the legal requirements of document retention. No more uninformed decisions because you cannot find the document you desperately needed for that last minute meeting. No more chasing receipts at tax time. Everything is fully indexed in your computer.
You can improve your productivity through better time management by changing the way you handle filing and document management. By making a small investment, increased productivity will save you hundreds or thousands of hours and dollars, both now and in the future.
by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert
Home based businesses are more than a passing fade. In fact, they continue to grow in numbers. According to the Small Business Administration:
-Small businesses make up more than 99.7 percent of all employees.
-The latest figures show that small businesses create 75% of the net new jobs in our economy.
-Home-based businesses account for 53% of all small businesses.
-24 million Americans are self-employed from home on a full-time basis
-1 in 5 businesses located in an office or industrial area started in the home, including Ford and Apple.
This is an exciting time for the entrepreneur! There are many advantages to owning your own home-based business. You can fold laundry while you are on a conference call or do a little gardening when you are stuck on a problem. Many people dream of owning their own business some day, but are afraid to try it. Indeed, being in business for you involves risk.
Getting organized is a challenge for most business owners. It is often more difficult for individuals that operate their business out of their home. Many distractions can keep you from focusing on your business – a sunny day, your children, etc. Many home based business owners frequently do not have someone to hold them accountable other than themselves. The following items are provided as tips for your success.
Ensure Your Space Reflects the Work that You Do
Regardless of if you have a corner of a room or if you have an entire basement, make sure that the space you have designated is for your business only. Spaces that are identified for the business should not hold toys, unless you run a daycare, or other personal distractions. Consider proper storage needs as well as ergonomic needs. The more steps it takes to do something the less likely you are to do it, so create a structure aligned with how you do your work.
Create a Finely Tuned To-Do List
Define 3 or 4 tasks that you must accomplish each day. Schedule a power hour to work through the most important or most difficult tasks when your energy is at its highest peak. Make sure to keep the hour regardless of what occurs in your day. Avoid the seductions of a ringing phone, your email or someone dropping by to visit. With your most important tasks under your belt, you will be able to enjoy your home-office life guilt free!
Automate Where Possible
Automation is a great way to save time in your business. There are a number of tools that can help you with your marketing, time management and more. Check out our related posts for more ideas.
Identify a Safe Meeting Location
When you are meeting with another individual for the first time make sure that you meet in a public space that is convenient for both parties.
Guard Your Time
While working from home allows you to have a flexible schedule, be careful to not take advantage of it. Child care is essential to getting things done. Set office hours for your friends and family to adhere to so that they do not take up your productive time.
Take Breaks
Some home-based business owners will go the opposite direction where time and self-care are concerned. It is OK to take a walk or participate in another activity to relieve stress. Be careful to not drive yourself harder just because you work out of the home. Balance is the key.
Ask for Help When You Need It
Many home-based business owners take on all of the tasks of the business. Recognize your strengths and focus your energy on those strengths. There are many organizations that provide virtual assistance. Find one in your area and hire them. The time you save will allow you to focus on your core business and grow it that much faster. Not sure where to start? Check out the list of “VAs” that I have on Twitter http://twitter.com/StephCalahan/va/members. You can check out a list of over 300 professionals from around the world that are in business to make your business happen.
Twitter.com/StephCalahan
Facebook.com/StephCalahan
PS: Don’t forget to keep your paper files in order with Paper Tiger Document Management Software and Filing System, which Stephanie highly recommends and also includes in her in person or remote/virtual Office Miracle.
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
Every business, no matter what size, has a need to keep meticulous records. Many companies have one or more administrative employees whose chief function is to manage company records – often, in an archaic and unwieldy system. Indexing, however, is the contemporary method for efficient document management.
The top of every company’s priority list is something ironically called “the bottom line.” In other words, getting the most productivity from their staff and other resources without blowing the budget. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer with inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing their files. So you have a variety of different methods all intertwined within one company. Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. There is a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have!
Indexing documents is the most efficient way to increase productivity of everyone within your organization and improve the health of your “bottom line.” Some estimates state that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more to recreate the necessary information! At $20 an hour on average – because all levels of employees are involved in this process – that can easily add up to $3,000 per year or more, that you can save simply by using a document management software to manage your files.
So you’re probably wondering, “How does an indexing document management system work?”
It’s quite simple really. You install The Paper Tiger Document Management Software and Filing System, onto your computer. The Paper Tiger is a very powerful, yet simple indexing system for the hanging files in your filing cabinet. It works like a search engine for your paper files!
You allow employees the access they require, according to your own policies, to use the software. You decide on the keywords you’ll use to file your documents and information. Company name, common subjects, or other descriptions. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document.
Now, every single file, anywhere within your entire company, will be labeled using the exact same system with file names and keywords. Wasted time is eliminated as employees locate needed information more quickly. And no more duplication of files! From the day you implement this brilliant, time saving system, every document relating to any project you have will be placed in the same location for easy retrieval.
It’s common knowledge that every document that comes into your office has to be managed in one of three ways. It can be dealt with immediately and then filed. It can be placed in someone’s inbox for future action. Or it can be tossed in file 13. The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action and place them there without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved to storage elsewhere, and one click of the mouse will tell you where they’re located now, in case something needs to be retrieved down the road. All your document management is done by indexing your files on the computer using software that anyone can learn to use almost immediately – even the computer-challenged managers who usually leave most of the computer work to their assistants because they’re “too busy.” No more worrying about not finding a file because someone is out sick! Our document management system alleviates that problem as well. See our Learning Resources and Video.
In today’s contemporary society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed document management system is ideal because you can quickly and easily “lay your hands on” every document in the office you may need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand.
Document indexing truly is the most contemporary method to efficient document management for your company. It will not only save your business time and money, but it will make for much happier employees who will spend so much less time handling files and documents in the office.
The Paper Tiger Document Management Software and Filing System
While The Paper Tiger is a document management system, and is most commonly used for filing paper files, there are many other uses for this amazing, affordable, easy-to-learn and use software. Consider these ideas:
Paper Files and Documents
Of course, The Paper Tiger Document Management Software and Filing System so was designed to keep paper filing in order. With The Paper Tiger software, every file or hanging folder is assigned a number and name, then keywords are added that describe the contents of each file. Filing documents by number rather than names, allows a user to find the needed file with a few simple keystrokes based on any keyword associated with each file. Then, when The Paper Tiger index shows you the file number, you simply go to that file and get what you need. Can’t get any easier than that!
Books and Manuals
Avid readers and book lovers abound, as is evidenced by the number of new and used bookstores, both online and off, that can be found. Ministers keep a multitude of needed books and reference material to help in counseling families, preparing sermons, and administering the church. Students keep reference works, textbooks, and books required for reading. Attorneys keep books to help them assess various legal situations. Individuals who simply love books, probably keep more than all of these combined!
The great thing about The Paper Tiger, is that it lets anyone quickly and easily find exactly the book they’re looking for. Using a numbering system based on The Paper Tiger index, and noting the index numbers on the binding of each book, helps anyone with books to store them in numerical order, and easily locate with a simple keyword search and find. No more scanning bookshelves crammed with volumes and thumbing through pages to locate required information. With The Paper Tiger, it’s efficiently organized to save you hours of search time, and available at a touch of the keyboard based on your input.
Binders, Pamphlets and Booklets
Companies are notorious for storing binders filled with annual reports, stock information, sales figures and just about any other information the company may need at some point. Even labeling the binders makes it difficult to locate the right content, unless the employee remembers exactly which report contained what information. But with The Paper Tiger, employees can create a numbered binder system, entering the appropriate keywords for each binder, pamphlet or booklet in the software including such information as the company name, obscure slogans, advertising themes, and other keywords associated with the documents enclosed. Then, when the boss needs a report “yesterday,” that employee can increase his stature in the executive’s eyes by providing the proper information as quick as a wink.
Journals and Magazines
Oftentimes, doctors, CPAs, and other professionals need to maintain journals and magazines for their potential reference down the road. The problem is how to store them, and locate the information each one contains in a reasonable amount of time! While you can, of course, place journals and magazines in three-ring binders—which do work well for storage—there is still the issue of locating information within an individual publication. Enter The Paper Tiger. By labeling each publication within the binder and including keywords that describe important articles and information contained within each journal, a professional can save literally hours of time locating that needed article, and be able to lay hands on the research, law or techniques in a matter of seconds.
CDs, DVDs and Videos
Music and movie buffs have long sought a way to manage their collections and to easily locate their favorite click quickly and without having to scan through countless titles. The Paper Tiger makes that task a cinch. By numbering the CD, DVD or video, both on the case and on the item itself, you can quickly find just what you’re looking for using a keyword or even category search, and be able to enjoy your movie or music quicker than you can say Johnny B Good!
Storage Boxes and Bins
Almost everyone nowadays has items we aren’t ready to give away or sell, but for which we really just don’t have a place. Using The Paper Tiger to record the contents of each container and then number each box or bin, makes it a simple process to store items in your basement, attic, spare closet, or even a storage shed, and quickly locate them with an easy keyword search in The Paper Tiger database.
As you can see, The Paper Tiger Document Management Software and Filing System is not just for managing paper files and documents. There are so many more uses for this amazing software! Why don’t you download your free trial right now, and put The Paper Tiger to work helping to better organize your life and belongings!
