There are a number of filing systems that office personnel use for document management. Some are, of course, more common than others. When filing solutions are chosen based simply on “tradition,” (such as the standard alphabetical filing system that has always been used), it could create problems for your company down the road. That’s why managing office documentation via an indexing system like The Paper Tiger document management software and filing system is so valuable.
In our uncertain times where layoffs are all too common, losing the one person who knows the current filing system can wreak havoc in an office. It may be that no one has a clue where things are filed and how to find them. When locating a document becomes critical, and no one remembers how it was filed, panic ensues.
The best solution to this dilemma is to set up your files using a computerized document indexing system. Once the process is complete, you’ll be thrilled with the ease of use and implementation of this common sense approach to filing. An indexing system for document management is an invaluable strategy for your business. And new office managers and filing assistants can be trained on its use in just a few minutes.
You’ll need to decide where to begin with your files, but the best place to start is obviously with the first file cabinet. You’ll need hanging files and labels on hand for each file. Having the computer and the file cabinet in the same room is the ideal way to save time going back and forth between the two.
There are many advantages to using an indexing system as opposed to a traditional filing system. One of the main reasons is the reduction in hours spent managing files. You’ll be amazed at the reduction in time employees spend searching for specific files. When you implement an indexing system for your documents, you include keywords for every file. Then when you need to search for that file, you simply enter the keyword in the computer and within seconds you know the location of that document.
Another advantage to an indexing system is the reduction in the number of duplicate files your company maintains. One main reason for duplicate files and documents comes when more than one person keeps files on hand. Since everyone has their own system for filing, it’s often difficult to locate information that someone else has filed. So duplicate files can be created, whether on purpose or inadvertently. With an indexing system to manage your files, this duplication can be eliminated.
Have you ever ran across a document that needs to be filed in more than one location? Maybe a file that relates to multiple customers. This typically means you have to make a copy of the entire file so you can store it in two (or more) locations. With an indexing system that isn’t necessary. You simply include both names in your keyword list and eliminate the need for copies.
In a traditional filing system, items are typically filed alphabetically. When you run out of room, you’re forced to shift files around to accommodate new files. This problem is also eliminated when you use an indexing system to manage your documents. There’s no need to shift or move files because they aren’t filed in alphabetical order. You can place new files in a new cabinet and still be able to locate them quickly and efficiently.
When you choose The Paper Tiger for document management needs, you install the software directly to your computer. The file itself will then guide you through every step of the installation and set-up process. You receive, literally, all the information you need to get started, including pre-printed tabs if you choose the shipping option, software, and learning materials to get you up and running right away.
You’ll also receive the support you need to get through the learning process, installation and set-up, and to any questions that may come up now or down the road.
The Paper Tiger document management software is a one-of-a-kind solution that eliminates countless hours of filing and searching for documents. The system is easy to learn and simple to use. It’s also a cinch to train others.
If your filing system is a mess, consider The Paper Tiger document management software. You’ll be thrilled you made the decision when you see the money your company saves each month in document management.
Tags: document management software, filing software, paper filing systems, The Paper Tiger filing - "finding" system
