Did you know? In the typical ‘In Box’ …
* 40% can be tossed or recycled;
* 40% can be filed, and
* only 20% require action
Let Paper Tiger Filing System Software and Document Management help you keep track of the 60% that you need to keep for various reasons! Also for those files that can be archived out of your frequently referenced filing cabinet, how to archive is simple with Paper Tiger.
Make filing easier and faster when returning to the office with Paper Tiger Document Management Software and Filing System!
Carry a copy of your Paper Tiger File Index in a file folder in your briefcase when you are out of the office. As you collect papers from your meetings, refer to the File Index for the first available open item, then note the appropriate file number for them on the paper to be filed. When you’re back in the office, you or your assistant can input the Item Name and Keywords information into the Paper Tiger database and drop the papers into the file(s).
Voila! You’re done! No stacking or paper piles!
What are the advantages of having unlimited databases in Paper Tiger Document Management Software and Filing System?
Having different databases is only advantageous if you want to keep different filing systems separate and do not want to search for all files in all databases at one time. For example, if you have an Office database and a Home database, you do not want items to pop up from your Office database when conducting a search for an item in your Home database.
See this Databases knowledge base article for more information.
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.
Configuring the Automatic Update Service
If you are already in version 4 of The Paper Tiger Document Management and Filing System software, you can configure the Update Service to change the interval for checking for software updates. If you wish to configure the Update Service:
a) Click Help, and then Configure Update Service. The Configure Update Service dialog appears.
b) Select Yes or No to automatically check for updates.
c) Enter the auto-check interval in days in the field.
d) Click OK.
Note: The Configure Update Service dialog will display automatically after each time an update is installed.
In addition, as long as we are in version 4, you will also be able to check for updates from our Software Updates page found under Help & Support; the direct link to our Software Updates page is http://www.thepapertiger.com/updates.php. Choose the edition of The Paper Tiger Document Management and Filing System software and then the version that you have, then click Check for Updates.
(Professional and Network Editions Only)
The Paper Tiger Document Management and Filing System Software is equipped with a Spell-checker that will check the spelling of an item’s text as you enter it into a database. The Spell-check operates automatically in all fields in Wizards and the Browser.
Note: The Spell-checker runs automatically. If you wish to disable the spell-checker, click the Disable Spell-checker checkbox in the General tab of the User Preferences.
In Wizards, the Spell-checker checks the contents of each field as you “tab” out of it. In the Browser, the Spell-checker checks the contents of each row just prior to a row update.
The Spell-checker has an options menu that allows you to choose what options you would like The Paper Tiger to use when checking your entries.
To change Spell-checker options, follow these steps:
1. Select Spell Check Options from the View menu. The Spell-checker options dialog is displayed.
2. Select or deselect options by clicking on the proper box next to an option.
3. Click the OK button. The spell-check options are set.
To eliminate procrastination with your filing, always make sure to have empty hanging files with numbered tabs already set up. Then you can just enter the information into The Paper Tiger document management software and drop your documents in the appropriate numbered file.
The purpose of your filing system is not only to put paper files away, but to be able to find them again (and without wasting time trying to figure out what file name you chose the last time you filed them!) Keywords are essential for quick retrieval. Entering keywords into The Paper Tiger document management and filing system software will help you find papers you have filed. The more keywords you enter, the better your chances of quick retrieval!
Use a Category in Paper Tiger Document Management Software and Filing System when you want to group files together for a specific purpose within a Location, such as clients, tax info, financial info, purchases, medical info, human resources, marketing, training, personal, etc.
“Category” is a word or words you may use to classify groups of related folders or items. Paper Tiger allows you to file information physically one way, but easily organize files virtually in a totally different way using Categories. For example, you may use the Category “Benefits” to classify the Folders, “Bills,” “Stock Options,” and “Day Care.” The Category, “Bills” may include “Utility bills”, “Car repair bills” e.t.c. The Category “Self-Help” might include all your books that relate to self-help or motivation.
Categories offer a virtual view of your paper files or items at the click of a button. You can relate items without them being physically related! Categories are used when you want to be able to select a category to see where the items are that are for a specific purpose, such as clients, tax info, financial info, etc.
Categories establish relationships between items without having to store them in the same physical location. This strategy makes filing much easier without having to always make sure that related items are in the same place.
Make sure you always keep your physical files in sync with The Paper Tiger. When you increase the Capacity of a Location, print the corresponding number of new tabs or labels to match. Then go ahead and insert the tabs or labels into hanging folders and put in your filing cabinet so they will be ready when you need to file into them.
To edit the Capacity of a Location:
-You’ll need to click on the Locations button
-Click on the row of the Location that you need to increase capacity
-Click Edit button
-The Location wizard will pop up, click the Summary tab
-You’ll see the box for Capacity, enter the new number you want to increase it to
You can also update the Name, Review Frequency, or Notes for the location.
Use The Paper Tiger to create your own personal library. Remove or photocopy articles of interest from magazines or newspapers or print internet articles. File them now, and read them when you have time.
When entering keywords in your Paper Tiger database, ask yourself, If I or someone else wanted to retrieve this file later, what words might be helpful? You want to input as many keywords as you think might be helpful.
