Paper filing on your own can be hard labor. If you have been in business for quite some time, keeping up with the amount of paper work that you have in your office can be overwhelming. Do you think it would be possible for someone to alphabetize and index each and every document that you ever printed?
Thankfully, paper filing does not need to be a nightmare. Implementing Paper Tiger Filing System Software for Document Management, can eliminate your filing woes completely and will help you get organized. Here’s why you need a good filing system:
Paper Filing Is a Laborious Task but Filing Systems Cut Down the Physical Effort Required
There is no doubt about it, filing paper physically can be really back-breaking. There are many things involved in the process of paper filing. If you have a large volume of physical documents being generated in your office, you certainly cannot stack them in a filing cabinet forever, so you begin making folders for each. Once you have made your folders, you move on to alphabetizing them and finally you index them and store them in your filing cabinets. The more documents that are generated in your office, the more time it will take for you to perform this whole process. In the end, you will have wasted a lot of company time just filing paper.
Instead, when you use a good paper filing system, you can use the document management software to generate an index number for each hanging file folder, so that the next time you have paper to file, you simply drop it in the first available numbered folder. As you file a document away in your cabinet, you create a record in the software database that coincides where that physical item is stored. Then you assign it as many keywords as necessary so when you need to find the item, you can conduct a google-like search in the database. For example, if you are filing your tax return for 2010, you might use keywords like “tax,” “taxes,” “IRS,” “Internal Revenue Service,” “finances,” “bookkeeping,” “accounting,” “legal,” “end-of-year,” “2010” — whatever makes sense to you. Then when you want to retrieve that item, you can search by any keyword to find its location.
Filing System Software Points Out Free Space in Your Filing Cabinet
When you are filing paper without professional help, it is only a matter of time when you run out of space to put additional files. For instance, if you have arranged your files alphabetically, and your Ks are completely filled, you seek to move additional files to a new venue. This makes your job more tedious, and it makes the filing more confusing and a major reason why many people delay filing, and therefore causes another problem – a backlog of filing, you know, those stacks and stacks of paper files all over the office.
On the other hand, if you use paper management software like Paper Tiger that will allow you to set up numbered hanging file folders in advance, when you add a new file, the software will find the first space available in your filing cabinet for your new documents so that you won’t have to spend hours searching for a new venue to move folders around to make room to insert in between. This is extremely convenient and helps you find your papers easily when you require them.
Filing System Software Makes Office Management Much Easier
Paper Tiger Filing System Software for Document Management helps you track the move of paper files from one place to another. If you want to make a copy of a paper, or if you want to destroy one, you can put reminders in your filing system. Another advantage is that when you want to move your files, you can transfer the file to the new location in your filing system software so that you can locate these when you want them next.
Tags: document management software, document management system, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system
