Archives for February 2010 | The Paper Tiger Blog

Archive for February, 2010

Working with The Paper Tiger Database

Friday, February 26th, 2010

You can have multiple databases in The Paper Tiger Document Management Software and Filing System in the Professional and Network editions to help you better organize your files.

Creating a New Database

You may wish to create a new database to keep files separate. For example, you might have a Home database for your home filing system and an Office database for your office filing system. To create a new database, follow these steps:

1. From the File menu, select New, then Add New Database. The name select dialog is displayed.
2. Type the name for the new database.
3. Click OK.

Opening an Existing Single User Database

To open an existing database, follow these steps:

1. Select Open Paper Tiger Database from the File menu. The database select dialog is displayed.
2. Select the database you wish to open from the list of databases. The database is opened. Only one database can be opened at a time.

Closing the Current Database

You may wish to open a different database than the current one. For example, you may have your Office database open and wish to open your Home database. To do this, you must close the database that is open. Select Close Current Database from the File menu.

Posted in Tips for Using The Paper Tiger | No Comments »

Smart Filing System For Smart Businesses

Friday, February 26th, 2010

No matter what business you’re running, there’s always the necessity of managing a complex series of documents, paper filing, forms and records over a long period of time. Document indexing is the smart way to manage these records and make the most efficient use of your time.

In a lot of workplaces, managing office documents is often done in a lazy, haphazard way and can become extremely confusing, frustrating and tedious-especially when more than one person is involved in the process! Some people view filing as a chore, and it can be time consuming. In busy offices, it can actually take weeks before some papers are filed properly. Almost everyone gives filing a low priority. We all know there has to be a better way to make document management less time consuming and more manageable … the key is in finding the filing system that works best for the individual or department.

Obviously, different offices keep their records in different ways. Some are filed alphabetical, others numerically. Some offices keep physical, hard copies, others go through the hassle and expense of scanning and storing documents electronically. Such a random variety of document management methods creates problems. One decision to make is how to store the files, and the second is how to know where they’re located once they’ve been stored.

Your document management system must be simple to understand and easy to use by everyone who needs access to office records. This may include the CEO, a project manager, a sales rep, or the daily temp brought in to replace a sick assistant. That’s why document indexing is the only logical solution to meet all these required criteria.

Using document management software to track and manage your office documents will help you organize your office, and the abundance of paperwork that flows through it. The task of handling paper becomes much easier and much less onerous. There’s no need for scanning-or buying the expensive equipment needed for scanning! No need to spend hours searching through files looking for a document you haven’t even seen for five years, but that all of a sudden you must have. You can index your documents and file as you go. This means you and the entire company staff has extra time for the more important tasks of the day. Productivity increases and money is saved when you choose document indexing to manage your filing systems.

The question you’re probably asking now is, “How does this system work?” The answer is simple. The Paper Tiger Document Management Software and Filing System is the most logical filing system you’ll find. You don’t use abbreviations or simply numbers to label your files, which takes the guesswork out of locating a needed file down the road. You choose the keywords-all the keywords-that make sense when you actually create a new file. (And you can add new keywords later as they occur to you.) Because a file is placed in the first available open file, there’s no longer a need to cram another file into an already overfilled file drawer. Then you can find a file, any file, with a quick keyword search when you need it.

You choose how to file your documents. Whether by client name or subject, location, contact person, project scope, or anything else you can think. Or better yet… all of these things! Whatever keywords you choose will allow you-and anyone else-to quickly and easily locate any file you need from then on. You can easily add everything associated with that file to the index, even if it’s located in another file folder. Because each file is keyword expandable, you’ll never run out of room and will be able to locate what you want, when you want it. Anytime.

Generally, there are three choices to make for the paper that comes across your desk. Act on it, file it, or throw it out. But some records need to be kept for years, or forever. These files can easily be moved to archived storage by simply changing the location notation in your file index. Even when the location of the file changes, you’ll easily know where every company file is at any time in case something needs to be retrieved or added to later on.

If you’re working on various sections of files on a daily or weekly basis, you can store those files close at hand. That may be in a desk drawer, a filing cabinet or on a nearby shelf, depending on the needs of your business. Current files can then still be accessible without causing huge piles of folders on your desk or office chair, simply because you need them and don’t have time to file and retrieve them often. And others aren’t wasting time looking for an important document they need to meet a 5 o’clock deadline because they can check the index to see where it’s located. Document indexing is a time saver and stress reducer for everyone concerned.

Because The Paper Tiger Document Management Software and Filing System keeps track of every file’s location, and because it’s so easy to use, your entire team will increase their efficiency. They may even leave a clean desk at the end of the day. Nah … that may be asking for too much, even from document indexing software.

Tags: document management software, document management system, filing software, The Paper Tiger filing - "finding" system
Posted in Document Management | No Comments »

7 Strategies for Controlling Clutter & Clearing the mess and stress from your life

Wednesday, February 24th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you…. Denise also recommends The Paper Tiger Document Management Software and Filing System to help keep track of all your paper files throughout the year.

Are you struggling to get more done every day and yet running into obstacles that keep you from being as productive as possible? Where is the clutter in your life? It could be:

* a mental overload
* a surfeit of activities
* stacks of papers
* a barrage of email
* the corner of your garage

Whether you are facing piles of paper or the overload is hidden in your email inbox, you know it is something that needs to be tackled, and it nags at you. Those little guilt feelings at not getting around to clearing things out end up sapping your energy. If this describes you, follow these seven steps to gain control:

1. Break the task into manageable pieces. If it took ten years to accumulate, do not expect to deal with it all in one day. Schedule small blocks of time on your calendar.

2. Make sure everything has a home. You have to make a decision on each item. Having a specific place for everything gives you structure.

3. Store like items with like items. When you keep all of one type of item together, you know how many you have and where to find them.

4. Store things where you will use them. You need to select a logical home. Otherwise the clutter will accumulate again because you will leave an item where you use it.

5. Contain it. A container can be as small as a paper clip holder or as large as a room. Only keep what will fit. This helps you set boundaries.

6. Get rid of excess. Options include selling, donating, recycling, giving away, tossing. Keep a donation box handy all the time.

7. Create systems. The real key to getting organized and staying organized is to create a system that works for you and stick to it.

These strategies apply whether it is an organized office you seek or cleared spaces at home. Your mental outlook will improve, and your daily productivity will soar!

If you would like to jumpstart your organizing efforts and add to your time management skills, Denise can help! and Twitter @timetrainer

Corporate Training: workshops and consulting to increase daily work flow and reduce stress

Individual Assistance: our onsite and virtual office organizing to bring about changes quickly

On Your Own: books and CDs to work at your own pace

Tags: document management system, Organize, paper filing systems, Productivity
Posted in Denise Landers | No Comments »

Organize More than File Cabinets with The Paper Tiger Software

Friday, February 19th, 2010

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!

Tags: get organized, The Paper Tiger 'Finding' Filing System, Tips for Using The Paper Tiger
Posted in Document Management | No Comments »

What to Keep and What to Toss – Making a Decision and Clearing Clutter

Tuesday, February 16th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and a Paper Tiger Expert, will help you get ready for tax time, get your filing system in order, and help you decide what you need to keep. Denise also recommends The Paper Tiger Document Management and Filing System software to help keep track of all your paper files throughout the year.

What do I have to keep and how long should I keep it?

It’s the perennial dilemma as you survey the year’s accumulated stacks of papers, miscellaneous receipts, and overflowing paper files. You want to get organized and use good document management, as well as time management skills, but do not know where to start. Whether it is for office organizing or home paperwork, you face the challenges of making a decision.

As more and more becomes available through the internet, the quantity of accumulated paper should be diminishing. After all, you can view your brokerage reports, reconcile monthly bank statements, and pay your bills without ever handling the actual paper. However, even if you have been switching to electronic transactions, it is often tempting to print out these transactions and reports, adding them into your paper filing system.

Start now to make decisions on what does not have to be stored. Get ready with a good cross-cut shredder and begin the clean-up process. You can toss:

1. Receipts from banks deposits and ATM transactions. Once you have reconciled your monthly statement and all of these transactions are accounted for, the slip can be discarded.

2. Bills, such as utilities, cable, and telephone. If your check has cleared, why are you holding onto the actual invoice where you recorded the check number and date of payment? The canceled check itself verifies receipt of your payment that month.

3. Canceled checks. Store only the ones that relate to tax items you will be declaring. For example, if you are claiming a home office deduction, you do want to keep a record of utility payments for which you will be claiming a partial deduction. However the personal Wal-Mart check for miscellaneous household items does not need to be kept long-term.

4. Brokerage statements. If your annual statement summarizes all of the year’s activities, you can eliminate the monthly and quarterly ones from the past.

5. Pay stubs. Once you have verified the end-of-year amounts with what is shown on your W-2, toss the monthly stubs, retaining just the final one of the year with the totals.

6. Receipts for purchases. If the item is not under warranty or is not for a major purchase that you will include with a household inventory list, you can let those go. For example, if you bought two shirts in June and have been wearing them on a regular basis, why would you want to file that receipt?

When you just want to retain something for a short period rather than placing it into your permanent files, you can create a monthly system with file folders for January through December. Use this as a temporary storage place. Once the next January comes along, toss all those “temporary-hold” items.

Following this process makes it easy to do an annual review and get ready for the upcoming income tax tasks.

If you would like to jumpstart your organizing efforts and add to your time management skills, we can help!

Corporate Training: workshops and consulting to increase daily work flow and reduce stress.
Individual Assistance: our onsite and virtual office organizing to bring about changes quickly.
On Your Own: books and CDs to work at your own pace.
More time management articles by Denise Landers

Copyright © 2007-2008 by Key Organization Systems, Inc. All rights reserved.
Contact Key Organization Systems, Inc. for written permission to reproduce an article.

Tags: Document Management, paper filing systems
Posted in Denise Landers, Retention Guidelines: How long should you keep records? | No Comments »

Organize Your Office Paper Files Once and for All

Monday, February 15th, 2010

Do you waste time searching for documents that you know you have, but that you just can’t seem to find for the life of you? Maybe you filed a report in two different locations and can’t remember where you filed either one. Or maybe your assistant and you both handle your files, but do so differently and now no one can find anything anymore! Think of how many hours you and your employees waste every month searching for such documents; and then having to recreate them when they absolutely cannot be found. Some experts estimate it takes 25 hours or more to recreate every document that is lost! What a waste of time and manpower, not to mention the cost. But you don’t have to operate your office like this anymore. The Paper Tiger Document Management and Filing System software offers a low-cost, efficient solution to alleviate these issues and help you organize your office paper files, once and for all.

If file management—or the lack thereof—is hindering your office productivity, maybe it’s time for a document management solution that really works. The Paper Tiger Document Management and Filing System software empowers you and your staff with the ability to control your company’s paper flow from your very own computer, thereby ending a multitude of wasted hours searching for, and then recreating, lost documents; and alleviating the frustration and confusion associated with that chore.

You can tame your paper files once and for all without adding expensive equipment, scanning every document that crosses your desk, or trying to memorize a complicated new filing system. Simply download a free trial of The Paper Tiger Document Management and Filing System software, install it on your computer, set up a few files, and see how efficient and easy-to-use this filing system really is.

You’ll be free to spend more time actually working and earning a profit than you do searching for documents and files. This revolutionary file management system will save you countless hours of frantic searches for critically important documents. It is estimated that you can waste over 150 hours per year, just looking for lost information.

Imagine how much more work you, and every employee in your company, can accomplish in much less time when you don’t have to play the document search game every day.

For years the alphabetical filing system was the only known, logical method for managing files in both homes and offices. But now, with a computer sitting on every desktop, you can begin immediately to benefit from this revolutionary document management system that is so much easier to use. Don’t you hate trying to stuff one more file folder in between already overloaded file drawers, and then trying to remember how you filed that document later … was it by the company name, or the CEO, or maybe the industry? Oh, the frustration of mismanaged and complicated file systems!

The Paper Tiger Document Management and Filing System software removes that stress from your life by allowing you to customize your document management system to suit your personal and company needs and to work the way your memory functions — as well as others in the company.

For instance, let’s say you have a file on Company XYZ whose owner is Mr. JKL, and who has two locations in Meridian, MS and Alvin, TX. With an alphabetical system, you might have to create four files just to keep the data straight and know where to find the information when you need it! Not so with The Paper Tiger Document Management and Filing System software.

Enter your file information in The Paper Tiger software using keywords for the company name, the owner, and each location the company owns. Then file your information in one location, behind the last file you created, without worrying about stuffing the folder into an already cramped file drawer (and suffering untold paper cuts in the process!)… and voila! Your instant, easy, file management system is in place.

Now, when you need the file again, simply pull up the document index on your computer (or the one you printed so you’d have a paper copy, if you prefer), search for one of your keywords—the company name, owner, or location—get the location of the file, and there you have it. You’ve just found what you needed in a mater of three to five seconds!

Your document management system isn’t limited to just a few keywords, either. You can use any number of keywords or phrases that you might eventually think of when trying to find a document again. Any word or phrase that will help you remember a file, even any words remotely associated with that document, can be entered as a keyword. In fact, the more keywords or phrases you use, the easier it will be to locate your document later, since all entries are cross-referenced for ease of retrieval.

Another nice thing about The Paper Tiger is that anyone can pull up the index and find the files as easily as the person who set up the filing system. So if an employee is out sick one day, or even leaves the company, your document management system won’t suffer while another employee is trained to manage the files. Anyone can find files quickly and easily with this document management system.
The Paper Tiger Document Management and Filing System software is the easiest, most efficient, and most cost-effective method for managing your files and documents. But you don’t have to take our word for it! Download a free trial of the software today and see for yourself. We’re sure if you do that you’ll never want to go back to alphabetical filing again. Cumbersome, expensive document scanning as a “file management system”? Well … we don’t even want to go there.

Tags: document management software, document management system, filing software, paper filing systems, The Paper Tiger 'Finding' System
Posted in Document Management | No Comments »

Top 9 Mistaken Organizing Statements

Friday, February 12th, 2010

Top 9 Mistaken Organizing Statements
by Stephanie Calahan of Calahan Solutions, Inc. and Paper Tiger Expert

There are a number of statements that I have heard people say over the years with regard to their organizing projects. They are the top mistakes that you can make when thinking about getting your space and time under control.

1 – “If it can’t be perfect, why do it?”

Wanting to do a good job on your projects is admirable. However, the drive for perfection has ruined the success of many projects. Perfectionism paralyzes even the smartest people. Consider the consequences of not doing the project at all vs. the need for perfection. Then, see what you can do to eliminate that procrastination technique!

2 – “I can change! I know I can. This system worked for ______ and I know I can make it work for me.”

We are different — right down to our fingerprints. Assuming that the system is right and you are broken is not the right way to go. Instead, find a system that works for the way you naturally think and learn. You will experience a much better outcome.

3 – “When I have time, I’ll get to it.”

If you are struggling to find time, then you have an even bigger need to get organized! Did you know that the average person wastes 150 hours a year just looking for stuff?!? To make it worse, the average executive wastes 6 WEEKS A YEAR just looking for information and other items. Imagine what you could do with that extra time. Pick 10-15 minutes a day and get started.

4 – “I know I have not used it in years, but I will!”

If you work or live in a space that has loads of extra space, then this comment can be okay. However, most people I talk to tell me that they don’t have enough space. If you have to search through stuff that you don’t use to find the things you do use, you are wasting time. Be honest with yourself and let go of unused items. It will free up your space and time for more important things.

5 – “I do what the books tell me. I have like with like, but nothing ever gets put away.”

Like with like works in some circumstances, but there is another rule to consider. Store items closest to where you will use them. For example, if you have a container that holds all of your scissors, you will likely never find them in that container! Why? Because we get the scissors out and take them to the space where we use them. To walk back to a centralized storage location just does not happen very often. Items that you use on a daily basis should be within your arm’s reach. Things used less frequently can be farther away and so on.

6 – “I have a fantastic 48 step plan.”

Any system that has too many steps is likely to fail. Put the KISS (keep it simple stupid) process into play. If it takes a long time or is too hard to reach, it is likely you won’t do it.

7 – “Planning — smaning Organizing is easy. You just get in there and do it right?”

A little planning up front can save you lots of time now and in the future. Decide what the purpose for each room / space in a room will be. Then, as you have new items come into that space, you will be able to ask yourself if the item fits the space’s purpose. Let’s say you work out of your home. You have identified a room (or a corner) that is dedicated to your business. You find crayons and books in that space. Now that you have defined the space, there is no question that the items do not belong there.

8 – “I found the cutest container yesterday! I love the little drawers. Now, I just need to figure out how to use it.”

If you purchase organizing containers and tools without knowing how you are going to use them, it is likely that the containers will become clutter! Instead, sort and purge first. Then identify specific containers and tools that are needed to complete a project and purchase them.

9 – “No one can help me with this stuff. I have to do this alone.”

Sometimes, when we create a mess, we feel like we need to clean it up on our own, but that is untrue. Some of us are better than others figuring out systems to get organized. Consider finding a co-worker or friend that is organized and ask if they will help. Or, you can hire a coach to help you figure it out. Seeking help when you need it is a sign of strength, not a sign of weakness.

Related Resources
Do you wonder where you can make a difference in your productivity and organization? If so, you may like our self-assessment for Personal Productivity. You will get immediate results and may even qualify for a free telephone strategy session with me.

To your success! Steph
Twitter.com/StephCalahan
Facebook.com/StephCalahan

Tags: Organize, Productivity
Posted in Professional Organizers, Stephanie Calahan | No Comments »

Principals With Two Schools – Staying Productive Using a Tickler File System

Friday, February 12th, 2010

Principals With Two Schools - Staying Productive Using a Tickler File System
By Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert

Do you use a tickler file (also known as a 1-31 file)? I hope so because this simple, but powerful organizational tool makes a measurable difference in your productivity and peace of mind. But, what if you have two offices?

Here’s a question you might have had:

“I’ve been the principal of a middle school for four years and with budget cuts, I’ve been asked to take on the high school, as well. I plan to be in both buildings, but know I’ll be in the high school more often. I’m looking forward to the challenge but….Here’s my question: What should I do for my “tickler” file? Should I bring it with me to the high school and not have one at the middle school OR keep two separate tickler files? Any thoughts and/or suggestions?” (besides saying “no” to taking on the high school in the first place.)

I have a few responses:

Holy mackerel! It’s incredible that you’ll be taking on both schools! I know you are good and that your superintendent knows she can depend on you…and this is a lot of responsibility and time, to say the least!
I’m assuming from your question that the word ‘no’ didn’t work out, so I think it’s worth giving the ‘traveling tickler file’ a try. To make that happen here are some suggestions: ** You will need a smaller one than the hanging ones you used in your office…and you might consider something like the ‘SwiftFiles’ brand? Swiftfiles are just regular-sized folders (i.e., letter-sized) and are already printed with the days of the month and include a second set for months of the year. You could fit them in a small carrying case or within a regular briefcase if you carry one back and forth. So, that is one option.
Another possibility (vs. the traveling tickler file) is to have one home base for processing. Let’s imagine that you make the high school your ‘tickler home base.’ This is where you will keep your main tickler file. ** Whatever you gather during the day at the high school or at the middle school (or anywhere else you go during the day) goes back with you to your inbox at the high school for processing. ** You go through the inbox, making the decisions and delete, do, file, etc…and then put things into your tickler file there, at your home base. ** At the beginning of each week, you pull all the items for the upcoming week and put them in separate folders marked Monday – Friday and then THOSE are the only folders you carry with you throughout the week. That’s actually what I do because once I get to the week itself, I’m in and out of those folders so much, that I want those even more readily available than the ones in my tickler file. When I’m going out of town, I don’t take my whole tickler file, just the folders marked Monday – whatever days I’ll be gone and put them in my briefcase or suitcase.

Talk to others who also use a tickler system and see what suggestions they would have to add to this list. And let me know because I’m always looking for better ways for myself and others!

And for MANY more tips and ideas to keep moving forward on your goals for more peaceful productivity, join others (worldwide) who receive Meggin’s weekly emails (and see what is available for download at no cost at the following websites):

**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)

**Keys to Keeping Chaos at Bay (http://www.KeepingChaosatBay.com)

(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!

Article Source: http://EzineArticles.com/?expert=Meggin_McIntosh

Tags: Productivity
Posted in Meggin McIntosh | No Comments »

Search Your Electronic Files from Within The Paper Tiger!

Monday, February 8th, 2010

How do I integrate The Paper Tiger with Google Desktop?

The Paper Tiger Document Management and Filing System software has built-in integration with Google Desktop that allows you to search your digital files in Google Desktop from The Paper Tiger interface. To do this, follow these steps:

1. Download the Google desktop from the below link. http://desktop.google.com/

2. Once the download is complete, run the installation to begin the setup process.

3. Follow the steps to install Google desktop.

Note: Please restart the computer after completion of Google Destop installation.

4. After the installation completes, open The Paper Tiger 4.1

5. Navigate to the Quick Find area of The Paper Tiger located on the top left corner of the window.

6. Select the Google Desktop search from the drop down menu in The Paper Tiger

7. Type in your search query in the text box.

8. The Google Desktop search results will come up in the browser window.

To see screenshots of the above steps, please see our Knowledge Base article.

Tags: document management system, The Paper Tiger filing - "finding" system, The Paper Tiger quick tip
Posted in Tips for Using The Paper Tiger | No Comments »

Increase Your Return on Investment (ROI) with The Paper Tiger

Friday, February 5th, 2010

If you’ve been considering a document management system such as The Paper Tiger Document Management and Filing System software, you may be wondering what kind of return on investment (ROI) you can expect. When you implement The Paper Tiger document management filing system, you can expect to quickly see a reduction in a variety of your company’s costs.

These expenses include specific hard dollar amounts saved by a reduction in the number of lost documents and files that must be recreated, as well as the extended time spent locating them; and reduced labor costs and wages involved in creating, maintaining, managing and retrieving documents and files.

In addition, there are countless soft dollar costs that offer tangible savings. These include such increased efficiency and employee productivity, improved decision making because the tools (files and documents) required to make those decisions are more readily available, and even the ability to get your products to market quicker because of your increased office efficiency.

Add to these benefits, the reduction in stress and frustration associated with lost or misplaced files, and the interruption of the work day when overfilled filing cabinets require unplanned reorganization in order to make room for necessary folders, and you begin to recognize tangible savings almost immediately.

While you’re the only one who can determine the true dollar value associated with accelerating the time to market for your products or services, we can offer some work flow considerations that will assist you in calculating the ROI for your business and individual situation.

Going beyond basic document management or work flow reduction by combining a more efficient document management system with greater flexibility that offers increased employee morale will allow you to raise your ROI even more.

The level of efficiency and stress in the workplace have a dramatic effect on employee productivity, and subsequently on ROI. Be sure to factor them in when comparing the cost of The Paper Tiger Document Management and Filing System software against other solutions.

In addition, you’ll want to include every hard dollar and soft dollar cost, such as the aforementioned employee morale, physical location of files, supplies and equipment needed, labor involved, ease of retrieval, and similar considerations.

Consider these potential expenses in order to calculate your ROI:

• How many company employees require access to files or documents, or are involved with managing the filing system in your office?

• What is the average annual salary of each of those employees?

• How much estimated time does each of those employees spend searching for files or documents every month?

• How many confidential files and documents are mishandled due to unauthorized access?

It’s estimated that most companies waste over half of every dollar spent handling records due to lack of efficiency and duplication of efforts.

• How much estimated time do each of your employees spend every month duplicating or reprinting files or documents for easier access with colleagues and supervisors rather than storing them in a central office filing location for easy retrieval?

These figures will help you calculate the labor and employee hours associated with managing your company’s document management and filing system.

Now consider the cost of duplication of lost files and documents:

Over seven percent of all documents a company produces are estimated to be lost, and approximately three percent of the remaining documents are typically misfiled. This requires an average company to spend over 25 hours for each file that must be recreated due to lost or misplaced documents!

• How much estimated time does each employee spend recreating or reproducing lost documents every month?

• How much does your company spend every month on paper, file folders, file labels and other materials needed strictly for recreating or reproducing lost documents?

• How much additional money is spent to run copiers, printers and fax machines, as well as the added maintenance, ink and toner on all of this equipment, strictly to recreate or reproduce lost documents?

• How much is spent on telephones and faxes required to replace those lost or misplaced documents?

• What about postage, shipping, envelopes and other mailing supplies, as well as labor associated with handling files specifically duplicated and replaced because of loss or misfiling?

In addition, there are other costs to consider depending on the document management system chosen, such as:

• Additional file cabinets and storage space needed to keep files in alphabetical order, or to store bulky disks along with original documents.

• Labor required to reorganize and redistribute files as file cabinets fill.

In Search of Answers: Enterprise Search and the High Performance Business by Accenture Information Management Services reports that workers can reduce their time spent searching for needed information and recreating lost documents by 15 to 30 percent using a more efficient document management system.

There are many costs associated with traditional document management systems, but thankfully, there is a solution to help alleviate and reduce many of these costs and increase a company’s ROI exponentially.

The Paper Tiger Document Management and Filing System software is one of the most efficient and cost-effective document management systems available; and it can save your company thousands of dollars when you implement this efficient, easy-to-use indexing filing system for your company’s document management needs.

Download your free trial now and see for yourself!

Tags: document management software, document management system, filing software, paper filing systems, The Paper Tiger filing - "finding" system
Posted in Document Management | 2 Comments »

Software Updates for The Paper Tiger Document Management and Filing System

Thursday, February 4th, 2010

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.

Tags: The Paper Tiger quick tip
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Awesome FREE Resources-The Great Organizing Giveaway!

Wednesday, February 3rd, 2010

The new year is a great time to think of ways that you can improve your life — Getting Organized always lands in the top 10 lists of New Year Resolutions. There are many outstanding resources available to help you, but it is often hard to find them.

The solution:

– to get as many resources as possible available in one spot –

FREE!

For the first time ever, productivity and organizing professionals from around the globe are working together to deliver the GREAT ORGANIZING GIVEAWAY, and The Paper Tiger is honored to participate in this event.

The Great Organizing Giveaway is Here!

Go to http://www.AskTheExpertOrganizers.com/signup.html and sign up to get resources such as e-books, tip sheets, audio programs, complementary consulting and more! You can also enter into drawings for amazing prizes. Our amazing colleagues have really stepped up to the plate to deliver quality content just for you and it will cost you nothing!

Information will be categorized into three main categories: your office, your time and your home. Business professionals, parents and students will all find expert material that fits their personal productivity and organization needs.

Then do us a favor and comment below or on the Great Organizing Giveaway site to let us know what you think. Better yet, share this great Get Organized event with your friends on Facebook, Twitter, LinkedIn, etc!

www.AskTheExpertOrganizers.com

HERE IS A SAMPLING OF OVER 130 THINGS THAT WILL BE GIVEN AWAY:

* Try The Paper Tiger Document Management and Filing System software for 10 days with a free trial through the Great Organizing Giveaway website and you will be entered into a drawing with 5 chances to win The Paper Tiger Professional edition software! – “The best filing system ever invented!”

* On a Clear Day You Can Find the Top Of Your Desk Audio and Transcripts

* Productive & Organized: Finding Your Way – Special Report: Priority Setting – Working on the Right Things

* Residential Record Retention Guidelines Special Report

* Quick-Start Guide to Writing Profitable Articles

* Take Control of Your Clutter Before it Takes Control of You! An E-book Simplesizing Kit

* Get Your E-mail Organized!

* AboutOne Your life organized — memberships

* Use LinkedIn to Significantly Grow Your Business & Explode Your Profits!

* 101 Ways to Attract Ideal Clients Build Your List and Raise Your Profile

* 51 Creative Organizing Solutions Found in Every Day Items

* 7 Warning Signs You’re About to Hire the Wrong VA

* “Downsizing Dilemmas – Solved!” workbook

* Using Core Values as a Foundation in Organizing Your Life Workbook

* Making Being Green Easy: Eco organizing tips for the Home and Office

* Top to Bottom Hanging Closet Caddy

* Scared of Filing: 38 Easy Organizing Tips for Your Home Office

* Getting Things Done – How to Set up Chores

* Nine Strategies for Simplifying Your Business

* It’s Time…Stop Procrastinating NOW!

* 112 Tips to Organize Your Workday

* How to Set Up a ‘Command Center’ to run an efficient home and a free phone consultation

* Don’t Toss My Memories in the Trash

* 33 Tips to Get Organized Add Space To Your Life and Master Your Muck!

* 101 Simple Tips to Organize Your Life!

* Organize YOUR World video

* Home Organization Secrets for Busy Moms

* Parenting Time Management

* Organizing for Dummies booklet and a free subscription to “Let’s Organize It”

* Shape Up Your Kitchen and Release the Weight!

* Top-10 Tips For Instant Feng Shui!

* The “Simplify Your Life” Collection! Free ebooks and audio classes with ADD-Friendly Strategies that Work for EVERYONE!

* Couch Potato Organizing

* See Mike Holmes from HGTV Holmes on Homes/Home Inspection

Plus many more!

Tags: Organize, Productivity
Posted in Great Organizing Giveaway | 3 Comments »

The Truth About Document Management Systems

Tuesday, February 2nd, 2010

If you’ve researched “document management systems” on the Internet recently, you probably discovered that most people assume that phrase means only the process of scanning your documents, creating electronic files and managing those files on the computer. That simply is not the case.

While scanning and maintaining image files is one way to manage your company’s documents and paperwork, it’s not the only document management system available—nor is it even the best, most efficient, or most cost effective. Currently, it may be the most widely recognized definition of that phrase, but we hope to change that misconception!

A document management system, in the truest and simplest definition of the term, is a system used to manage documents. Whatever form that system takes.

Remember the traditional alphabetical filing system that everyone thought was the only way to file for hundreds of years? It’s a simplified document management system.

Then came the numerical system, which never quite caught on in the general public, but did fit the bill for some companies. That, too, is a document management system.

And then office managers got smart and combined the two, which is very effective for doctor’s offices and such. Guess what it’s called? You got it. A document management system.

Whatever system you use to manage your files is a document management system by the most simplistic definition. Does that mean the way you manage your files is the most effective, most efficient or most cost effective method? Not necessarily.

If you go back to that search engine and research the most economical document management system, you may be surprised. One of the largest hidden costs many businesses face is the cost associated with managing the paper in their offices.

Anyone who has ever dealt with office filing realizes what a chore it is. You must not only to decide how to file a document, but where, and then find a location in the proper sequence for the file. In addition, you must be able to quickly locate the file when it’s needed again. The labor costs alone can add up in a hurry.

For instance, let’s say it takes a $15 per hour employee five minutes to walk to the filing cabinet, search for and locate a needed file, retrieve the information required, replace the file, and return to her desk. If she must take the file with her to gather additional information, she will then need to return to the file cabinet and replace the file as well so the time may be longer, but five minutes is an easy figure to work with.

Assuming she handles a mere five files a day—and many employees handle many more!—that’s a total of over 108 hours every year that one employee spends filing. At $15 an hour, that costs the company over $1,600 a year—for filing! Double that to ten files per day, and those totals jump to 216 hours and $3,200… For one employee’s time filing! (And how many employees do you have?)

With a computerized file index like The Paper Tiger Document Management and Filing System software, that employee could locate the needed file before ever leaving her desk, which would reduce her filing time considerably. Add to that the convenience of being able to place a file in the next open filing slot without the need to rearrange files, or squeeze in “just one more” folder, and you’ve got a much more efficient and cost effective document management system.

Such a document management system would also eliminate the costs associated with lost documents that must be recreated when they can’t be found. Some experts consider this can cost up to $250 per file!

Remember that scanning system that everyone seems to think is the only computerized method for filing available? Not only does it not save time—we’ve all suffered the “What did I call that document on my computer? Blues,” and spent hours trying to locate a file—but that system can run into thousands of dollars to implement.

By the time a quality scanner and additional disk storage space are purchased, added to the cost of employee labor, the price to implement such a system can be prohibitive. Not to mention its sheer bulk and lack of efficiency.

So, what’s a company to do?

Try The Paper Tiger Document Management and Filing System Software!

Not only will the easy-to-use computerized document index allow you to locate files quickly and easily with a simple keyword search, but the ease of implementation is incredible.

You can start with as few, or as many, of your files as you like by simply creating your index and printing the accompanying labels. Then, as you add new files, simply add them to your index and you’re on your way to a more efficient and cost-effective document management solution.

The Paper Tiger is the most efficient, cost effective, and convenient document management system you can find. Download a free trial today and see if you don’t agree!

Tags: document management software, document management system, filing software, paper filing systems
Posted in Document Management | No Comments »