In every organization both large and small, there is a demand for optimum efficiency and a productive work-flow. The fact is, no matter how much business you conduct or how busy your personal life is, we still have to deal with actual pieces of paper. Luckily, Paper Tiger Filing System Software for Document Management makes it almost fun to organize and track your documents.
Paper Tiger makes filing-as-you-go a breeze. Use Paper Tiger on your Ipad, Iphone, or your personal computer network. Today I’ll provide 3 excellent tips on how Paper Tiger can turn your office from a zoo to a state of the art file repository system.
One of the biggest headaches with file management is clutter control
Your goal is easy retrieval, and if you can’t find a file, you might as well not have that file at all. In Paper Tiger, the user has the option to assign reminders and action dates. Assigning toss out dates for replaceable files can become prudent to decluttering a disorganized office. If you never throw anything away, you’ll make the filing cabinet manufacturer very happy, and waste time trying to find anything. You simply don’t have to keep every scrap of paper forever. But keep in mind that some documents, for legal or financial reasons, must be kept a specified length of time. See our Retention Guidelines blog posts that you might find helpful.
Organize by Categories
Make files easier to find by creating a list of detailed categories in every database, and try to place every file you have within a specific category. For instance, Star Wars, Star Trek, and Avatar would all reside within the same category of “Science Fiction” within your “DVD” database, though they may be in entirely separate locations. Having a relational organization system will limit office redundancy by a ton. Whatever method you choose, make sure your system is obvious and consistent throughout your files to make retrieving paperwork as simple and thoughtless as possible.
Back up your files regularly
Whether you’re backing up files for an office move, or to reorganize your filing cabinets, it’s important to follow a regular back up regimen. Archiving business data is more than a matter of good housekeeping; it could be a matter of your business’s survival. There are two steps to archiving business information for successful backup. Identifying the critical data that needs to be archived, and abiding by a regular schedule. Backing up your actual files may seem like a daunting task for any secretary or file administrator, but this is another hurdle which the Paper Tiger is able to leap. With Paper Tiger, you can also print out a hard copy of your database so that you can find your files in the event your computer or the internet is down.
Tags: document management software, document management system, paper filing systems, The Paper Tiger 'Finding' Filing System
