This article by Anne McGurty of Strategize and Organize, and a Paper Tiger Expert, gives us some of the benefits of hiring a productivity expert to super-charge the process of getting organized to become more productive! A productivity expert has already done the research on different types of products and will know what will work for your work-style. Also click here to see the latest webinar recording available where Anne demonstrates how to use Paper Tiger Filing System Software for Document Management more effectively.
Are you ready to get organized, but stalling because of a lack of time, money, or motivation? Don’t despair! A productivity consultant is just what you need! Make an investment in yourself, your business, and your staff that will provide amazing advantages for years to come.
Here are some of the benefits you can look forward to once you get organized:
You can save money. Once you get organized, you’ll know what you already own, eliminating the need to buy duplicate items. You’ll also be able to buy what you need when it’s on sale, rather than buying at the last minute. Your productivity consultant can also help you find the perfect organizing and productivity products and technology for your space and work style, so you stop wasting money on notebooks and gadgets that just don’t work.
You can become more productive and efficient. A productivity consultant can create order and structure out of chaos. You’ll receive systems that work for your dominant learning style, your work style, your needs, your challenges, and your dreams. Whether at work or at home, you’ll increase productivity once you have an organized and efficient schedule to keep you on track. You’ll be amazed at how much you get done in shorter amounts of time. And by focusing on your priorities and goals, you’ll be able to finally move ahead toward reaching them.
You’ll have a positive self-image and ditch the shame. Once your office is neat and tidy, you won’t feel embarrassed to have guests visit. The guilt will fade away as you take pride in your surroundings. Your organized office will allow you to present a professional image to co-workers, clients, and superiors. Your organized office and new-found habits to keep it that way will set a great example for your staff and co-workers.
You can create a healthier environment. Physical and emotional clutter obscures your surroundings. A clutter-free environment is simply easier to manage. A productivity consultant can help you clear out your space so you can see that you and your surroundings are fine just as they are.
Your stress level will decrease dramatically. When you can find what you need, are on top of your to-dos, and arrive on time, you’ll feel calmer and have more peace of mind. No more feeling overwhelmed by life — you’ll be the one in control.
You’ll discover more time for yourself. When you’re organized, your days go as planned, and you get a lot done. That leaves more time to indulge in making money in your business or career and achieve a little “me time”.
Your energy will shine. Clutter is a mask. A productivity consultant can help you take off that mask and let people see your vibrancy! Once the clutter is removed, you can showcase your talents, skills, and personality and have the life you deserve.
Getting organized is not about putting things away or cleaning it up, it’s about understanding what got you into a state of disarray and chaos. This chaos affects people in different ways. In the case of this particular executive, it was holding him back from hiring an assistant and re-energizing his business development after the recession lull of the last two years. We didn’t even touch on how it may be affecting him personally.
All that being said though, it came down to him saying to me that he needed someone to organize him. Do you sometimes think that you need someone to just tell you what to do? I think we all look for someone to tell us what to do at some point in time or another, but are we listening? Not always.
I told this client that I understood his frustration, because when you’re in such a state of chaos, you’re also possibly dealing with “a running tape of thoughts” in your head, saying things like “no one understands me”.
A perfectly put together professional who has all the answers may get his office organized, but he may not understand the need to have someone to be accountable to — like a coach. We hear about success stories all the time — someone who loses a ton of weight and then coaches others and is extremely effective. The reason the former overweight person is so effective is that they understand when the client is dying for that banana cream pie, the coach understands that having just a taste is not satisfying the behavior to eat the whole darn pie — it is sabotaging their success.
I told my client that I’m like the former overweight person; I wanted the whole banana cream pie. I often made a mess of my world because I wasn’t brought up in a naturally organized, balanced life or family setting. I grew up thinking you had to work all the time and if you didn’t work hard enough you weren’t worthy. (You can learn more about that when you hear my keynote!) I learned best by people who understood my journey … or bumpy road.
We came to the solution with my client that he needed someone to manage him. Yes, I would come in and get the office organized to start. Then, beginning with a fresh office, we would identify all the projects on his list and set his priorities. As we go through this process, his habits will become apparent and I can start making recommendations of where he needs to delegate and where we can incorporate efficient tools and systems to maximize his productivity. Along the way, we’ll hire an administrative assistant, someone to handle the daily tasks of organization (filing, phone calls, etc… that are not money making tasks for this executive). This project will be an opportunity to supervise his behaviors and give him tools to learn how to manage himself. A good mentor is really what he needs and as a productivity expert, mentoring is a way to help someone learn how to move onto managing their own lives.
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About Anne:
Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual’s to be more effective with the tools and resources to be productive in their work environment.
If you liked today’s issue, you’ll love Anne’s transforming productivity training and organizing products to help you organize your business — and yourself — ranging from productivity consulting for individuals and executives to small business coaching programs to keynote speaking and corporate training programs to improve efficiencies in the workplace and improve productivity.
While Anne is best known for her expertise in productivity and expert office organizing, her clients share that her biggest impact comes from her philosophy of “personalizing her programs to fit the needs of her clients so they can streamline more efficiently with existing processes” – ensuring to create a sustainable work environment. This, Anne says, is the most important key to bringing an individual to personal freedom with time and organization.
You can learn more about Anne and her services, programs, and products for small businesses at www.StrategizeAndOrganize.com. For residential organizing services, please visit www.ResidentialOrganizing.com. To hire Anne as a speaker for your next event, please visit, www.AnneMcGurty.com.
It’s that time of year again, time to get the house spruced up for whatever winter holiday you and your family recognize and celebrate. Even if it isn’t the winter holiday, before you know it, Valentine’s arrives or St. Patrick’s Day or Easter. No matter the area of the world you’re in, practically every month there is some need to locate and pull out different types of decorations.
It can be a chore when trying to locate where you have certain decorations stored when it seems some are in the garage, some are in the attic and some have made their way into the basement. Or you may have them all tangled together just to keep them all in one place. The problem is, this big tangled mess can cause damage to the seasonal décor you have stored. This may even make you so frustrated you opt to forgo adding any holiday cheer to your home or lawn altogether.
The important thing really is to use a filing system software like Paper Tiger to keep track of what you own, what you are storing and where it is being stored so that the items can be easily and quickly retrieved when you need them. Indexing your items into Paper Tiger filing system will ensure that you know exactly where these things are, before you end up buying duplicates of something because you can’t find the original. Documenting or indexing your belongings also helps other people who may need to retrieve things for you. With a quick search in the software database, anyone will be able to find an item and also know where it should be placed when it needs to go back to the storage location.
You don’t have to give up on decorating your home out of frustration. Locating those holiday decorations doesn’t even have to be an overwhelming task anymore. In fact, it no longer has to cause a sense of dread even putting all the decorations away after the holiday is over. All you have to do is get an organization system in place, and the rest practically takes care of itself. It will take a little effort to get things in order to begin with, but once you invest this initial work into the project, your holiday decorating will be easy as can be for each occasion.
The first thing you will want to do is decide what type of storage you want to use. Plastic bins are one of the most popular choices for most people. The size of bins you need will depend on the amount of decorations you have. Then simply decide how you want the items divided up. For the majority of people, it makes most sense to store different holiday decorations in different bins, for example, all spring items in one bin, all fall items in one bin, all Thanksgiving items in one bin, etc. Keeping like-holiday items together will make retrieving them later much easier.
The next step is to enter the list of items in each bin into your filing system software database. So for bin number one, you type in all the items being stored including alternate keywords into the database. If you are creating a Halloween bin, for example, you may enter keywords such as “electric jack o’ lantern,” or “plug in pumpkin.” If you include both of these as possible search terms, you never have to worry later when you cannot recall what name you used to index the items. That type of problem is common with filing systems that simply use alphabetizing as the organization approach.
Finally number that bin, pack the contents inside and move on to the next one. You can store the bins in any area of the house or outside storage areas and always be able to find exactly the holiday decorations you want. You can even make a note in your filing system of where each bin is, garage for example, to make the task of retrieval as simple as possible.
During this expert webinar, Anne demonstrated how to get started with Paper Tiger Online filing system software and demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management to help you use Paper Tiger more effectively to get organized and be more productive. She included specific examples in how to transfer files from Action to Reference locations (those actionable items that have been accomplished and now need to be moved from your action file drawer to the file cabinet), and how to use the confirmation function to product a Transfer Report to then delegate to someone else on your staff the physical moving of files to match Paper Tiger. In this webinar, Anne also demonstrated how to index CDs, because anything you can number, you can Paper Tiger! Watch this webinar to see how you can Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
See Anne’s SPECIAL, contact her to get on her schedule and you’ll be more productive in no time!
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Q: ‘Naming / Titling’ items is a challenge for me.
A: With Paper Tiger, you don’t have to worry what specific name for an item, because you can add as many keywords as you want in Paper Tiger and be able to retrieve/find the item later by searching whatever name you’re thinking of on that particular day. So you’re not confined to the hanging file folder tab for naming your paper files.
Q: Can you increase the item number after the initial setup of a Location?
A: Yes, you would check the Location that you want to increase the capacity for and then click Edit. See this knowledge base article for how to make changes to a Location.
Q: I just bought the online version online–Does that also include desk top
A: No, the desktop and the online versions do not work together. They are separate products.
Q: You can sign into Paper Tiger Online from any computer, right?
A: Yes, you can sign on from any computer with an Internet access, similar to how you sign into your email account.
Q: What is review frequency?
A: Review Frequency is basically the frequency in which you need to view a Location to take action on Items in the Location. You can set a review frequency for a Location for Paper Tiger to give you a reminder to review in two options X number of Weeks or X number of Months. The reminder shows up as a reminder flag pop-up at the top of the application when you log into Paper Tiger Online.
Q: I have an older version of Paper Tiger (Single User Basic 3.0.) If I upgrade to the most recent version, can I upload my old files?
A: Yes, absolutely. You will be able to convert the database if you upgrade to the desktop version 4, or if you switch to the online version that Anne is showing today, you will be able to import the database.
Q: Can I switch my Paper Tiger files from a PC to my new MacBook Pro?
A: If you switch to Paper Tiger Online, you will be able to use it on the MacBook. Paper Tiger Online works on any computer with an Internet access including Mac. Browsers supported:
-Mozilla Firefox 3 and newer
-Safari 3 and newer
-Google Chrome 4 and newer
-Internet Explorer 7 and newer
Our desktop, downloadable version of Paper Tiger is a Windows only software so if you wanted a version that wasn’t web-based, you would need to install Paper Tiger desktop onto a virtual Windows program for the Mac such as Parallels.
It is that time of year again to get ready to clean out and dispose of those files and records you no longer need. Document management is an important tool for getting and staying organized, and keeps your filing cabinets from getting too full and over-flowing. Of course, much of it depends on whether you are cleaning out your filing system for your personal life or professional one. Either way, using an indexing filing system like Paper Tiger Filing System Software for document management, will help make your document review, tracking and disposal that much easier.
The important thing is to realize what documents you should keep and which ones you can dispose of. Income tax statements for example, should be kept forever. While you should keep supporting documents like receipts in case of an audit, for a minimum of seven years, the actual filings should be kept for good. Other records to keep indefinitely include anything of a legal nature and for businesses, all of your financial records.
There are some things you should keep for around three to five years. See articles at Records Retention: How long should you keep records? to assist you in making your personal records retention policy. Getting your paper files in order for proper document management is an ongoing process, but setting up your filing system so that it is easy to maintain will help you carry forward your momentum.
In order to keep your paper files in order, you of course need to file them first so that you can find them later, because retrieval when you need a file is most important, but you should know when you will be cleaning out your filing system as well. If it is only once a year, mark that date on your calendar so you have a goal date to start and to complete this task. It is a good idea however, to make sorting through your documentation on a more regular basis than annually or set action dates in Paper Tiger for when specific files should be tossed or archived at certain times throughout the year. Disposing of records, making sure they are in the right place or making sure paper files added are indexed into the filing system software database should be done on an as needed basis.
Sure, you may know what a filing system is, but you may not be familiar with an indexing system. This is a way for you to keep track of what records you have and where you can find them. No more confusing file names or forgetting which topic you filed your papers under. When you receive a new document, you type the name and keywords of what it could be filed under into the filing system software database. For example, instead of just “car repair bill” as a file name, you may also put automobile maintenance, vehicle work or Audi repairs as keywords. If it is the result of an insurance claim, you may even use that and the word accident as keywords, too.
Once you enter the data, you put the paper in the corresponding numbered file in your filing cabinet. When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located. This also makes disposing of papers from your document management system easy. Instead of pulling out each file and shuffling through each paper to see if you need it, you can read the list of which papers you have and decide from your computer screen which to keep. Or you can print a File Cleanout Report from Paper Tiger to make the decisions ahead of time or for an assistant to complete.
Implementing Paper Tiger Filing System Software for document management will help put a stop to over-flowing filing cabinets, so you’ll be better organized and more productive.
During this webinar, Anne demonstrated how to get started with Paper Tiger Online filing system software, such as describing what is a Database, creating a Location, creating Items, printing labels for your items. Anne demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management to help you use Paper Tiger more effectively to get organized and be more productive. She included a specific example asked by one of the attendees to show how to file her personal medical records and insurance claims. Watch this webinar to see how you can Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
See Anne’s SPECIAL, contact her to get on her schedule and you’ll be more productive in no time!
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Testimony submitted from one of the webinar attendees:
“I LOOOVVE Paper Tiger. It is wonderful for our contract management.”
Q: Can Paper Tiger be used for inventory?
A: Yes, absolutely. Just name your Location in Paper Tiger database relating to what you’re inventorying, just like what she is doing with books. You can see different examples of indexing your inventory from our Not Just For Paper Filing webpage.
Q: What’s the best way to use Paper Tiger for categorizing medical information, such as my own insurance files?
A: Anne demonstrates this in the webinar. She created an item name in her Reference Location named Medical with keywords such as policy, agent information, historical records. In addition, she created an item name in her Action Location for a current medical situation example. She named this item Current Medical with keywords insurance claims, explanation of benefits from insurance company, bills to verify. Then when you receive new mail that relates to your medical information, you would simply need to decide if that new mail relates to your current situation or if it should go in your Reference files. When you’re over your current situation, you can then merge the Current Medical file into the Medical file in the Reference location.
Q: If I already use Paper Tiger but not the digital version and I want to move them over to the digital version, is this easy?
A: Yes, you would simply purchase Paper Tiger Online, then import your desktop version database.
Q: How would you import multiple databases from version 4 running on my server?
A: You would import them individually by clicking the Import an Old Database link when signed into Paper Tiger Online and following instructions, or email all of the databases to our support@thepapertiger.com and let them know the email address that your online account is under and they will be able to import the databases for you.
Q: Are you still supporting the old desktop versions of Paper Tiger?
A: We are supporting version 4 of the desktop version of Paper Tiger, but not supporting versions 1, 2, or 3.
Q: What is the cost for Anne’s book? Incl shipping…
A: The cost for Anne’s book, Lost in Your Own Office, is $12.95 plus $3.95 s&h for a total of $16.90
Q: Could you review the best uses for Categories?
A: Please see our knowledge base article for What are Categories?
Q: Can we create a relationship between 2 labels?
A: You can use the Category section to create a relationship between multiple items.
Q: We have several people who think differently; some think inside the box and some outside the box. How do you find the keyword that will work for all?
A: The key here is to put all keywords that you can think of that relates to the item being indexed. Ask for input or have the other users input additional keywords in relation to how they think about the items being indexed.
Q: You seem to be using the Keywords field for two different things. 1) Keywords that can be used for searching and 2) notes about what the file is about…I don’t understand using it as a notes field
A: The Keywords field can be used for any information that you need or want to input. The more information, the better for your search later. This is totally up to the user and how the individual thinks and works.
Q: I notice that your demo is on the online version of Paper Tiger. I own the stand alone, does everything you’ve been showing also go well for the stand alone version?
A: Yes, except there are a few differences in the way the 2 versions function.
Q: I already own the Paper Tiger stand alone version. I note that your demo is on the online version. Are there differences I should be aware of?
A: The basic differences between the two versions are:
Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from one computer since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Paper Tiger Online version:
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-Because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers
-does not require installation, so account set up and ready to work in about 60 seconds
If you are one of those people who dreads tax time each year because of the hassle of getting your records together, it is time to put an end to that. It may not be tax time yet, but this is now the time to prepare and get ready for it. This year, make getting those tax records and other documentation a priority as well as a goal, and one you will accomplish. You make getting your records in order and keeping it that way by using a proper, efficient and effective filing system. Implementing Paper Tiger Filing System Software for document management will help you can carry the momentum forward once set up so that it will be easy to maintain your document management as well as be able to find anything in your office in 5 seconds or less.
Too many people keep their documents stacked up and unorganized which makes it difficult to make sense of or find the files when the need arises. For taxes and legal documentation, it is vital to keep these records well organized. Not only does it help for upcoming filings, it is essential in times of audits. Keep your past, present and future documents, receipts, and other crucial records so that you can file taxes, deal with audits or be prepared for subpoenas. The more organized your records, the easier this will be.
The best thing you can do for yourself is set up an effective indexing filing system. A traditional alphabetical filing system alone will still leave you frazzled and feeling overwhelmed. A lot of paper files are miscellaneous and difficult to think of that one or two word file name to put on the hanging file folder tab, so you’re afraid you won’t find it again if you file it. And the stacks just get larger. Or you forget that you’ve filed a similar document under one file name and so you create a duplicate hanging file under a different name. But once you set up your indexing system, your filing system method will be that much easier to use.
Indexing systems enable you to find all your records in a matter of seconds, saving you so much time and effort. You would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You type in information relating to each document in the Paper Tiger’s database file location. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
When you’ve converted your filing system to Paper Tiger’s indexing method, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located.
One thing very few people realize is how long they should keep certain records. Be it documentation for your personal life or professional life, you have to keep some of those records around. Of course, by using an indexing filing system, you can make a plan for how long your records should be kept, and when you know when the paper files can be tossed, it will be easier to declutter your life. There are certain documents you must keep and others which are optional and certainly up to what you want to keep and for how long. So when you know when a file could or should be tossed, then it will save you time in the long run.
Income tax returns and payment checks for example, should be kept, always. You should also plan on keeping stock records, retirement and pension records, as well as legal documents forever, just to name a few. Some records that you should hold on to for a minimum of six years are purchase records, supporting documents for tax returns such as receipts, and accident reports and claims. Again, this is just a short list from a wide range of documents you should keep filed away for at least six years.
For a three-year period, some records you may want to keep include credit card statements, medical bills and any expired insurance policies. Other records you should check on before disposing of. Of course you may also have documents you want to keep. Car records, for example, you would keep until you sell or get rid of the automobile. Also, things like property records should be kept, even for a period following the sale of the land or property.
See our other articles with specific lists for what you should keep and for how long under Retention Guidelines: How long should you keep records?
The bottom line is, when you get organized it makes it that much easier to stay organized. Declutter your life with Paper Tiger Filing System Software for document management to help make sense of it all. Don’t put it off any longer – simplify your life and organize your home or office by getting started on this project right away.
During our Paper Tiger webinars, Anne McGurty, productivity expert of Strategize and Organize, and Paper Tiger Expert, shows how to get started with Paper Tiger and gives some great tips to be able to Find Anything In Your Office In 5 Seconds or Less implementing and using Paper Tiger Filing System Software for Document Management more effectively. She also mentions to the attendees that the webinars are just an introductory to what they could do with organizing files and any other “stuff” that you or others want to find. Participation on the calls is a great step towards getting organized, but naturally, it make sense to keep the momentum moving forward and take action now.
I’m excited so many of the participants have taken the next step on their journey by signing up for my Introductory Coaching Program. I look forward to watching their continued growth.
If you missed the last webinar, we have another one coming soon! Join us for our next Live Webinar so register now.
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If you or anyone you know is looking for the most effective cutting edge tools, strategies and techniques for long-lasting change in your business and personal life, call me at 303 881-0174 or email at amcgurty@strategizeandorganize.com today to schedule your time with me and take advantage of this special offer! Or refer to my website at www.strategizeandorganize.com.
REMEMBER if you fear it, do it!! Fear will challenge you and allow you to grow. Once you step forward and face your fear, you will truly come alive.
“Courage is not the lack of fear. It is acting in spite of it.” ~ Mark Twain
You may be starting your own new business, moving your office into your home or just ready to stop having to look through stacks of papers everywhere to find that one file you need. Whatever the reason, getting a filing system in place is a good idea. It will help you to get and stay organized. Whether you want a document management system for your personal or professional life, getting your papers in order can help you manage your life better and be more productive.
Getting Your Things in Order
More than likely, you want to declutter your home or personal workspace and get all those papers in files to make sense of it all. Most people still prefer the hanging files to use for document management. Depending on how many paper files, records and other types of documents you have will help you determine how many filing cabinets or drawers in your filing cabinets you will need.
Sort through all the papers you have and group them into different categories, to make it easier. While doing this you can also decide if there are any papers or records you can dispose of. When in doubt, it is always a good idea to keep a paper or document if you are not sure. Then, you are ready to file your papers. The best thing you can do is use an indexing system to do so, like Paper Tiger Filing System Software for document management.
By using an indexing system, you wouldn’t even necessarily have to divide your papers into different categories, unless you just wanted to.
You would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You type in information relating to each document in the Paper Tiger’s database file location. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
For example, if you run a business, accounting records for a client, could be called “Bob’s finances,” “Bob Jones accounting records” or “work for client number 1234.” By doing this, you make it easier for you or anyone who may access your filing system to find what is you are looking for that much easier. If you forget you called the records “Bob’s finances” and are looking under your “J” files for Jones, it just takes longer to find your papers. Or, if someone who works for you is seeking those records, they may not have any idea what you called the records.
Whatever keyword you use to look for it, once you have it located on your computer screen you will know which file number to look in to retrieve it. When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located. So, instead of searching for hours through the alphabetized files or through stacks on your desk trying to remember where you put something, you look it up on your computer and simply grab that number file.
In addition, because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder and tab each time you want to file something. Again, the software will assign an index number to each file you add to be put in the first available empty hanging folder.
If you are trying to get ready for tax time, you know how frustrating it can be to try to locate each receipt and slip of paper you need for filing. This is especially true if you are filing for both personal taxes and for a small business. Keep your accounting and financial records in order, for either your home or business. Getting a filing system in place and one that includes an indexing system means that employees or family members can also gain access to use the system.
Implementing Paper Tiger Filing System Software for document management will save you and/or your staff time because you eliminate the wasted time looking for information.
This article by Ann Gomez of Clear Concept Inc., explains a few benefits of getting organized and gives us some great simple tips to boost productivity without being overwhelmed!
In addition to Ann’s paper filing tips, when you implement Paper Tiger Filing System Software for document management, you will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.
Many people are overwhelmed by the thought of getting organized. Managing the avalanche of information can be a bit like drinking from a fire hose. It’s been said that a weekday edition of The New York Times contains more information than the average person was likely to come across in a lifetime in the 17th century England. More new information has been produced within the last 30 years than in the last 5,000. Yikes!
Ok – I admit it. I like to be organized. In fact, I sometimes find myself procrastinating by organizing. When I walk past an unorganized office, I need to resist the urge to jump in and start sorting. But enough about me …
Getting organized is one of the easiest ways to boost our productivity. It doesn’t strain the brain, yet it yields some immediate positive results.
Most of us know what we need to do to get organized. The biggest challenge is likely finding the time. So my first tip would be to clear your schedule for 2-3 hours. My second tip would be to recruit some help. An assistant, an eager colleague or a dutiful friend all work. Finally, make it fun! Bring some snacks, turn on some music or even uncork some wine.
As you dust off your piles, consider the following organizing tips:
So there you have it – a low-key, easy project that can boost your productivity.
Ann Gomez is a productivity consultant and the president of Clear Concept Inc, which she founded in 2004. Ann helps her clients effectively manage their products and leverage their time across their many competing priorities. She works with several top law firms as well as large clients across Canada and the U.S. Recent clients include Royal Bank of Canada, Bank of Montreal, AstraZeneca, Yahoo!, Procter & Gamble, Grand & Toy and Queen’s School of Business. To learn more, see Ann’s full blog: www.clearconceptinc.ca/blog/ and follow her on Twitter: @ClearConceptInc.
9251 Yonge Street, Suite 8922
Richmond Hill, ON L4C 9T3
Tel: 905.237.1651
Email: info@clearconceptinc.ca
Web: www.clearconceptinc.ca
During this webinar, Anne demonstrated how to get started with Paper Tiger Online filing system software, such as describing what is a Database, creating a Location, creating Items, printing labels for your items. Anne demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management to help you use Paper Tiger more effectively to get organized, be more productive, and Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: Do you think its best to have one point person to triage all files in an office or to allow everyone to do their own filings?
A: This depends on your staff, the way your office works, and how your office has access to Paper Tiger. Of course, the more accessible that everyone has to office files, the more productive the office will be. If your office has one point person, then the office will be depending on that person to be available when a file is needed.
Q: How much is your coaching program?
A: Anne is currently offering a special to all Paper Tiger customers for a limited time for $297 (for a 30 day program) and includes 60 minute weekly coaching calls and unlimited quick email questions.
Q: What is the cost for Anne’s book? Incl shipping…
A: The cost for Anne’s book, Lost in Your Own Office, is $12.95 plus $3.95 s&h for a total of $16.90
Q: I am in a housing development office with many files, eg. finance will comprise numerous government financing sources and construction files. It sounds like this system is geared more toward home offices. Speak more toward real offices.
A: Of course, Paper Tiger can be used in any kind of office, home, small business or large corporation. The basic concept of setting up a filing system is the same across all industries no matter how small or large your office is. You will always have Action Files (those files that need action either short-term or ongoing permanent action files) and you will always have reference files in your filing cabinets. That’s why we recommend starting with naming your Locations within Paper Tiger, Action and Reference. Then depending on how your office operates, how your staff wants the paper files organized, and the amount of files you have for specific categories, will depend on other Location names within your database. For instance, larger companies would most likely have a Location specifically for Human Resources or Personnel/Employee Records. Additional Location names could be Invoices, Expenses, Utilities, Insurance, Software, Community Service, etc. The different Locations will depend on how much you want to separate or differentiate your files. Our blog post ‘Customize Your Filing System with Paper Tiger’s Indexing Method‘ might be helpful to further explain and give you more ideas.
Q: Are there any presentations that can be made to an office of potential users?
A: We have several videos on our website provided to you for free Paper Tiger filing system software training. In addition, you can contact Anne if you would like her to come into your office to speak to your staff and provide personal training.
Q: I have a very old version. Can I upgrade or do I have to purchase a whole new program, and then transfer the database? How easy is the file transfer?
A: Yes, if you decide to stay with the desktop version of Paper Tiger, you can purchase an upgrade from our website by going to our Pricing page, then choose the platform DESKTOP (on your PC) button, then choose Professional upgrade or Network upgrade and be able to convert your database.
In addition, this would be a great time to switch to Paper Tiger Online. There would be no software to install and you would be able to access Paper Tiger from any computer wherever you are. If you decide to switch, you would simply choose the monthly or yearly subscription for the Pro plan.
It is usually very simple to convert the database to either version, but if you have trouble, our tech support team will be able to assist you.
Q: Evidently the newer versions have features not available on my version… very cool.
A: Thank you! Yes, and we hope to continue to make Paper Tiger Online even better with additional enhancements.
Q: What do you do when a folder becomes too full?
A: You can either simply insert another hanging file folder in front of the one that has become to full and have the same Paper Tiger Item Number on both (to keep it in the same place) or you can decide if you might need to purge some of the paper files in that folder. If some of the paper files in that folder are from a previous year, it might be that you can archive the previous year’s files to an Archive Location. They would still be available if you needed them but not in your more frequent reference files.
Q: How do you file new items in same, existing folder?
A: You would select the Item that you want to insert new items into, then click the Edit button. You’ll then be able to type in additional keywords relating to the new items.
Have you ever been in the situation that you needed to find an important document and you know you had put it in a certain place or filed it in your filing cabinet, but just when you needed it, the file is no where to be found. You’ve searched your filing cabinet under different file names that it could be filed under and you’ve searched through the stacks on your desk and on top of the filing cabinet to no avail.
In this situation, you probably stop and think, if only you had the time to index your paper filing system that your company currently has in place. But just think how much time you would save and how less frustrating you would be if you could find what you need, WHEN you need it!
Having a paper filing system software, like Paper Tiger, is not something that is going to cost a lot of money to set up and maintain. In fact, it can actually help companies save a lot of money, because they are able to save a lot of time since they won’t have to search for files. Often, it can take a lot of time to search for a particular file, especially if the files are not properly organized, and the return on investment will far outweigh the cost and time you initially spend to index your files into Paper Tiger paper filing system software. You will be able to index your paper files and still be able to keep them in hard copy format when you need to, so you will also have almost instant access to each of those files through your computer by simply conducting a Google-like search in the database for whatever keyword you’re thinking of that day to find where your file is located.
Trying to Go Paperless?
If your company is trying to go completely paperless, it is going to be like fighting a losing battle. There are always going to be paper documents in any business. But, you can make a choice to scan each of these documents and put them into a digital filing system, or index them into paper filing software and store the paper files that you want or need to keep in hard copy format. You can go paperless by scanning the documents that you don’t need in hard copy, but you will still have those paper files that is needed in hard copy when and if you need them at a later date.
In addition, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your paper files and other physical items that you’ve indexed into Paper Tiger and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your electronic files because it is the least expensive digital cloud storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
Easy to Use Software
One of the things that prevent a lot of people from using many software programs is that they are afraid to use them because of the level of difficulty involved. Many people feel that they are not going to be able to easily use the software provided for certain applications and that by purchasing it they are just going to be wasting their money. Paper Tiger is really user friendly and easy for anyone to use, no matter what their level of computer experience. Not only is this software easy to use, it is also very powerful, so you can organize all of the paper files in your office, and still have room left over to be able to add many new files in the future.
By indexing the paper files that need to be kept in hard copy, you don’t have to spend hours searching through stacks or boxes or filing cabinets just to find one particular file. It has never been easier to keep track of important company documents, and using Paper Tiger Filing System Software for document management is one of the best office management tools to come down the line in a long time.
During this webinar, Anne demonstrated how to get started with Paper Tiger Online, such as describing what is a Database, creating a Location, creating Items, printing labels for your items. Anne demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management, and how to organize things other than paper files, to help you use Paper Tiger more effectively to get organized, be more productive, and Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
In addition, she discussed problems that people have getting organized, not only with their paper and other physical items, but also problems with digital filing.
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: Can more than one database be created and used?
A: Yes, however 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.
Q: What are the limits for locations and categories?
A: In the Pro and multi-user plans, there are no limits as far as we’ve been able to tell
Q: Can the Paper Tiger Online version be used on an I-Pad?
A: Yes
Q: Can you add more than 1 category within a folder?
A: No, only 1 category per item
Q: If I file in multiple places (file cabinet, box, plastic box) would I label locations as such? Would that affect the word search?
A: You can name your Locations to coincide with the location of the physical files or to coincide with the type of files you are indexing, or a combination of the two. For example, you might have a Location named File Cabinet 1, File Cabinet 2, Box 1, Box 2, Plastic Box Black, Plastic Box Red, and then also have Locations for Action, CDs, DVDs, Books. Within the same database, these different Locations will not affect your word search.
Q: Can you lock a database for specific users with in your group of users?
A: In the multi-user plans, you can lock a database for specific users. You are able to give permissions when inviting a user by selecting whether they will have permissions for View and/or Edit in an entire database or for certain Locations within the database. Below are the knowledge base links to show you how the multi-user plans work and look like in inviting users and setting their permissions:
-Paper Tiger Multi-User Concept
-How Do Permissions Work
-Inviting a User to Your Account
-How to Set User Permissions
-Collision Detection
Q: Is there a master file database for all the sub file databases?
A: If you are understanding a Location to be a sub-file database, yes. A Location is within a database. A Location relates to where you will store your physical items (paper files, books, CDs, DVDs, storage boxes, etc) This 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.
Q: I will have 3 separate businesses, home, etc
A: You will need to decide if you want to search for all of your businesses and home in one database….if you want search results across these….or if you do not want search results across all businesses and your home, then separate databases would be what you need to do.
Q: Can reports be copied to Excel for easier sorting (alpha, numerical, other categorical)?
A: In Paper Tiger Online, reports cannot be copied or exported to an Excel spreadsheet, however your Reports function will allow you to sort alphabetically or numerically by selecting how you want to sort from the advanced options function before generating a report. You can also choose to print only a Category list for each individual Category if you wish
You can also export your database to a .xml file then import it to Excel if you want to do that.
Q: Can the program be used for organizing only virtual files?
A: Our developers are currently working to provide an enhancement that will allow you to search your scanned and other electronic files. We hope to have this available in Paper Tiger Online by this summer.
Q: If not, what do you recommend?
A: The only way to make Paper Tiger work to organize electronic files in it’s current format, is to treat your electronic or scanned documents as if they were paper. You would need to make the decision as to how you want documents filed, including ‘naming system’ (how you want documents named.)
In the Paper Tiger database, Location is a physical Location for storing Folders, such as a file cabinet or a desk drawer that relates to a Location within the Paper Tiger filing software. Item Name is the descriptive name you give a hanging folder or in your case, an electronic folder.
You would decide how to name your ‘Location’ electronic folders, then have the same Location name in the Paper Tiger database. Once your document is scanned and named according to your decided ‘naming system procedure’, then you could input the document name into the Item Name field and as many keywords as possible relating to each document into the Keywords section of the Paper Tiger database.
Whenever you need to find an item then, you would be able to search Paper Tiger, which would direct you back to your electronic file folder location.
Q: Can this system be used for shops and or non paper filing materials?
A: If we understand this question correctly; Yes, Paper Tiger can be used to index other items. It is not just for paper filing. See our Not Just For Paper Filing web page.
Q: Could you review the best uses for Categories?
A: Please see our knowledge base article for What are Categories?
Q: Does the online version of Paper Tiger in any way synch with a locally-installed version?
A: No
Q: I have 20 years of files, reports, binders, etc…any advice on the very first thing that I should do to get started? I have bought the desktop version, think it will be the answer to my prayers….just not sure where the best to start would be.
A: See our blog posts at Customize Your Filing System with Paper Tiger’s Indexing Method and at A Guide to Converting to Paper Tiger.
Q: Can you mark a file that is removed, say to give to a colleague, so that you know that the file is out, so that you don’t forget to get it back?
A: You can make a note in either the Keywords section or the Notes section as to who has taken the file and maybe mark the Action Date for when you should follow up with them to make sure it has been re-filed or to get it back.
Q: I have books all over the house. Can I say for each particular book where to find it?
A: Yes, you can indicate in the Keywords section or the Notes section as to where each individual book is located.
Q: Can you enter more than one category?
A: No, only one Category can be assigned per Item.
Q: I already use my own indexed filing system using folders and subfolders I have created and numbered in Windows Exporer. May I dictate to Paper Tiger my own existing index data so that both systems match?
A: No, when you add an item to Paper Tiger, the database assigns the first available Item number.
Q: I have three categories. 1) Personal Development 2) Professional Development 3) Marriage Development — Subfolder examples are 1.4 Finances. Another example is 2.3 Quarterly Review Notes. — Can Paper Tiger help me file these with the same item number I have already assigned?
A: No, when you add an item to Paper Tiger, the database assigns the first available Item number.
Q: Is it best to set up PT after you’ve already determined what categories/folders/files you are keeping, e.g., after you’ve already pruned?
A: Some people already have files set up in desk drawers and cabinets, and it’s a matter of indexing what you already have and updating as you add new files. You can purge as you go through each file folder indexing in Paper Tiger.
For those that have a mess and no consistent system in place, it is best to separate the stacks into like-files/categories so you can see what you’ve got. Then decide the best way to file and index those stacks.
Q: What version of paper tiger are you using?
A: Paper Tiger Online Pro
Q: Can we ensure that item numbers are generated in increments of 5 example- 100, 105, 110, 120
A: When you add an item to Paper Tiger, the database assigns the first available Item number. Item numbers are in sequential order in increments of 1, i.e., 1, 2, 3, 4, 5, 6, 7, etc.
Q: Will you be providing upgrades to desktop version keeping in with the changes/enhancements being done to online version?
A: Our plans are to continue providing upgrades to the desktop version, however there will be some things that we can do with the online version that will not be possible with the desktop version.
Q: So the labels on folders will be index-style, e.g., 1,2,3,… instead of descriptive?
A: Yes
Q: When we detect multiple files with different Item numbers pertaining to the same subject, how do you merge those item numbers? How do you associate multiple items numbers together?
A: The Pro and multi-user plans have the ‘Find First’ function, which shows when there are similar files. “Find first” is a feature that reduces duplicate items by actively searching while you add a new item and warns you if Paper Tiger finds an item already there that might be related to what you are inputting. You can choose to merge the new item with the one you already have in file, or you can create the new item. When creating an Item, as you begin typing the name, Paper Tiger alerts you of other Items that has similar names or keywords. This way you can tell Items that are related by name, which you may want to merge the information together. A link appears above the Item text box notifying you of the number of Items containing similarities. If you want to merge the Items, pick one of the Items in the list in which you want to merge the new Item.
Q: Can we create a relationship between 2 labels?
A: You can use the Category section to create a relationship between multiple items.
Q: Any plans to have multiple sub-items held within a folder (e.g., several different documents held within Janet’s hanging folder)
A: We currently do not have plans to have the option for sub-items, but will put this on the list of suggestions for consideration. Currently, you can input information relating to any sub-items or folders into the Keywords section.
Q: We have several people who think differently; some think inside the box and some outside the box. How do you find the keyword that will work for all?
A: The key here is to put all keywords that you can think of that relates to the item being indexed. Ask for input or have the other users input additional keywords in relation to how they think about the items being indexed.
Q: Why not use the alphabet instead of numbers for small uses of the paper tiger?
A: You can file alphabetically with Paper Tiger by re-sorting the Item Name header, however to use Paper Tiger as it is intended is the most convenient in how the software works.
Q: I would rather use the alphabet than numbers in filing
A: See our blog posts:
Alphabetic Method for Paper Tiger Desktop Version
Alphabetic Method for Paper Tiger Online
Q: You seem to be using the Keywords field for two different things. 1) Keywords that can be used for searching and 2) notes about what the file is about…I don’t understand using it as a notes field
A: The Keywords field can be used for any information that you need or want to input. The more information, the better for your search later. This is totally up to the user and how the individual thinks and works.
Q: I notice that your demo is on the online version of Paper Tiger. I own the stand alone, does everything you’ve been showing also go well for the stand alone version?
A: Yes, except there are a few differences in the way the 2 versions function.
Q: I already own the Paper Tiger stand alone version. I note that your demo is on the online version. Are there differences I should be aware of?
A: The basic differences between the two versions are:
Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from one computer since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Paper Tiger Online version:
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-Because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers
-does not require installation, so account set up and ready to work in about 60 seconds
or like this? 
Getting your filing system organized will benefit everyone in the office!Have you ever been on the road traveling for business and discovered you needed a file from your office? If you have your own ‘unique’ file system, it could be a challenge to send someone to your office to look for what you need or try to tell your assistant where something is. Or even worse, your assistant is out sick or on vacation and no one else in the office knows where or how things are filed.
If you used an indexing system such as Paper Tiger Filing System Software for document management, you wouldn’t have this problem. You could give your assistant the information needed to quickly and easily find the documents you need, saving you not only time, but money as well.
Worldwide, thousands of businesses, government agencies, non-profits and individuals use The Paper Tiger software to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!
These organizations and individuals have found Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork that they must deal with each day. It is simply the best filing system available. You get all the power of the computer without the risks and time commitment of paper scanning!
An indexing system for your document management saves a company money and it saves time every year because you won’t have to waste a lot of time searching for files you need. Just think how productive your staff can be. It’s like having more hours in the day to accomplish necessary tasks.
Some managers want to ensure Paper Tiger document management software and filing system is the right program for their offices, and others want to be sure the money they spend is worth the investment. Let’s alleviate some of these concerns.
One question we’re asked often is what happens if my computer crashes or goes down. What will I do since all of the information is stored on the computer (for the desktop version)? There are a couple of ways to handle this. One suggestion is to print out a File Index report with all of the information that you’ve indexed into the database.
Another option is to do a back up of your entire computer and save it at another location. An external hard drive works well for this, and backing up your computer is always good practice.
For the online version of Paper Tiger, it is best practice to print out a file index report of your database in case your Internet connection is down for any reason. As far as your database is concerned, it is housed on our secure servers hosted by Amazon Web Services and backups are performed nightly.
For some, if not all companies, security and privacy is a huge issue. When your file folders are arranged by contact name, company name, or other pertinent information, it’s easier for someone to look in those files and access confidential information. When you use an indexing system that uses numbers, it isn’t nearly as easy for someone to locate sensitive data.
Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. The more you use the system, the easier it becomes.
We’re also asked how we can say that Paper Tiger saves 150 hours a year when it takes so long to create the index? When you consider using an indexing system, you need to look at the entire picture. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run. And you’ll really be surprised at how little time it does take to implement Paper Tiger in your office. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed and neatly filed in the filing cabinets instead of stacks and stacks of files on top of everyone’s desks! And your office will look more organized with less clutter.
An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. Once they get in the habit of indexing new files that come into the office, they won’t mind filing since they will know they will be able to find the file again with a quick search in the database and without a lengthy search through stacks of paper files on their desk.
You won’t have to worry about staff turnover or the one person in the office who does the filing being the only person who knows where everything is. A quick search in the database by anyone in the office will reveal where the file is located no matter who filed it under what item name.
After just a few days of using Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. Your employees will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled, simply because you chose to implement Paper Tiger Filing System Software for document management.
Paper Tiger Filing System software is an indexing system for your physical files that has a powerful and easy-to-use search engine built into the database so that lost information is virtually eliminated in your office. You would simply type the information into the database relating to your physical files.
Keep your paper in its original form (you do not have to scan it) and use the power of the computer to quickly and easily find the information when you need it. This is the best of both worlds. You get all of the best things from the computer, but do not have the problems of using a scanner, such as removing paper clips, staples or sticky notes or the problem with paper jams in the scanner.
Paper Tiger can index anything; it’s not just document management! Some things just can’t be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file.
However that being said, Digital Tiger is now available with a paid Paper Tiger Online Basic or Pro account to provide a digital solution enhancement to Paper Tiger Online that will allow you to search your scanned and other electronic files that you have in Google Docs, along with your physical items that you’ve indexed into Paper Tiger. When Digital Tiger is activated by connecting your Paper Tiger Online account to your Google Docs, then you will be able to search from one place to find both your paper/physical items and your digital files. More information can be found on our Digital Tiger page.
For those paper files that you need to keep in hard copy format, index the item name and keywords relating to those documents into Paper Tiger. Then for your paper files that you do not have to be kept in hard copy format, scan them, then upload to Google Docs which will be your digital file storage location. Note that some scanners will scan directly to Google Docs, so check with your scanner manufacturer to see if there is an update to allow you to skip the uploading step. For these documents that you’ve scanned, you can then decide to shred or recycle them.
To prepare for Digital Tiger, you can create, scan or upload your digital files to Google Docs format. Again, Paper Tiger is for indexing the paper files that you need to keep in hard copy format, and other items such as passports, instruction booklets, or CDs, DVDs, Books, home or office inventory and/or storage, etc. If there are some documents that you’ve scanned but still need to keep in hard copy format as well, you can also index them into Paper Tiger, so when you search for a keyword, you’ll be able to see that you have a copy in your physical file cabinet and you also have a digital copy of that file in your Google Docs.
So for paper filing, you would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You input information relating to each document in the database’s digital file location. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
Because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder and tab each time you want to file something. Again, the software will assign an index number to each file you add to be put in the first available empty hanging folder.
When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located.
Please view our videos on our Why Paper Tiger page at http://www.thepapertiger.com/tour, which may help you understand better.
You might find A Guide to Converting to Paper Tiger helpful. If you already have your files in place, we suggest start sorting the piles on your desk, then one drawer at a time. Purge (recycle) what you can.
Make the decision what would be the best option for each document. We have several articles on our blog from some of our Paper Tiger Experts who are also productivity experts that have helpful tips regarding making decisions about how to better manage your paper. Three examples are:
-Sherry Borsheim, “Too Much Paper in Your Life – Do It F.A.S.T.!”
-Stephanie Calahan, “Use the DART System to Get Through Your Paper Piles”
-Anne McGurty, “Year-End Filing – The File Clean-Out Process”
To give you an example of how you might set up a filing system, below are some suggestions. Please note these are only suggestions because everyone does not think, file or organize in the same way. If you need one-on-one professional help to get organized, we refer you to professional organizers that also specialize in implementing Paper Tiger. See our Paper Tiger Experts page. You would contract them based on their current ‘office miracle special, and they will be able to either come into your office or conduct a session or day with you virtually.
In Paper Tiger’s database, a Location is a physical Location for storing Folders, such as a file cabinet or a desk drawer that relates to a Location within Paper Tiger. So Paper Tiger uses Locations in the database to represent these places where you store the items you want to be able to find later. These Locations can be named anything you want – however you relate to what you are indexing, i.e., Action files, Reference files, Office files, Home files, House, Basement, Garage, etc.
Action Files are files you use most frequently and would be placed in a drawer close to you, such as your right bottom drawer of your desk. There are two categories of Action Files:
Temporary Action Files are files of current projects or events that will come to an end, i.e., contracts under review, files on a new committee assignment or presentation notes for an upcoming meeting.
Permanent Action Files are files for tasks that require ongoing action, i.e., “Call,” “Pay,” and “Write.” Another example of a Permanent Action File might be “Invoices to be Paid”. Once the invoice has been paid, you would move the document to the Reference Location in the Invoices hanging folder.
There is also an Action Date function within Paper Tiger in which you can select the next date that an item requires action. You can also note what action should take place on that action date. When you open Paper Tiger, a reminder will pop up for those actionable items.
Reference Files are files you need to refer to from time to time. “Auto Insurance,” “Taxes – Current Year,” and “Time Sheets” are examples of reference files.
In the Reference Files Location, you might have hanging file folders for the following:
1. Invoices (within this hanging folder, you can file invoices either by month, chronologically or alphabetically)
2. Purchases (within this hanging folder, you can file purchases either by month, chronologically or alphabetically)
3. Expenses (within this hanging folder, you can file expenses either by month, chronologically or alphabetically)
4. Taxes (within this hanging folder, you can file the documents relating to only the current year’s taxes. Previous year’s taxes should be Archived, along with the invoices, purchases and expenses for those respective years.)
5. Utilities (within this hanging folder, you can file utility bills either by month, by the type of utility or company name. You might have manilla folders within this hanging folders with the type of utility: -Electricity, -Gas, -etc….then you could just input each new bill in the front of the respective manilla folder so the latest bill would be at the front)
6. Insurance (within this hanging folder, you might have manilla folders filed alphabetically for Autos, House, and Office) The Item name would be Insurance and keywords might be ‘automobiles, cars, Ford, Honda, State Farm, name, address and phone number of agent(s), policy, home, office, equipment, health, employee, employers, personal, workers compensation, … You could also sub-divide this to Insurance-Auto, Insurance-Home, Insurance-Office into 3 separate hanging folders.
7. Software
8. Passport
9. Sports activities (schedules for tennis, baseball, classes, team members, etc.)
10. Billy (school papers, immunizations, schedules for classes and other activities, awards, etc)
11. Susie (school papers, immunizations, awards, schedules for classes and other activities, etc)
12. Community Service
13. Personnel/Human Resources (within this hanging folder, you might have manilla folders for each person in your company filed alphabetically) However, if the documents for each employee is greater than what will fit into a manilla folder, you might create a Location separately for Personnel/Human Resources. This would give you the option of creating a separate hanging folder for each employee.
14. Medical records
Click here for more file name suggestions courtesy of Deanne Kelleher, founder of kAos Group
As you see these are not in alphabetical order, and of course, they do not need to be since we are indexing our files with Paper Tiger, however you might want to think about what types of files that you want to put together. For example, the files that you will be referencing more frequently in the first 1 or 2 file cabinet drawers convenient to you. The list above would be indexed Reference 1, Reference 2, Reference 3, Reference 4, Reference 5, etc. through Reference 14. The next file that you add to Paper Tiger then would be assigned Reference 15 and would go into Reference 15 hanging file folder.
You might also have an Archives Location for the older files that you need to keep for legal or tax or various other reasons for longer periods of time, but do not need to reference. See our blog posts for Records Retention Guidelines. You would be able to transfer these files in the database from one Location to the Archives Location so that you can still keep track of where they are. Then move the physical files to the physical location to coincide with the indexed file item number in your Paper Tiger database. As information, when you transfer files from one Location to another, this opens the Item Number from the original Location for new documents.
When a hanging file has gotten too overstuffed, you can sub-divide that file chronologically by year. For example, your hanging file folder Reference 12 for Community Service for 2009 and 2010 could be moved to new hanging file folders with Item Names ‘Community Service-2009′ and ‘Community Service-2010′. If you move them within your Reference Location, they would be added to the first 2 available open Item numbers in Paper Tiger. Or you could transfer them to your Archives cabinet. Reference 12 would then have room for your new current year community service information.
For the above example, assuming that Reference Item numbers 1-4 all relate to information that you need for your taxes, you would be able to transfer those files to an Archive hanging file folder (or drawer or box depending on the amount of documentation you have and where you will be moving those documents to) named ‘Taxes-2010′ after you have completed your 2010 taxes. Reference Item numbers 1-4 would then be available for your new current year documents relating to the respective Item Names.
Other Location suggestions are described on our Not Just For Filing Paper page at http://www.thepapertiger.com/tour#4, which include but are certainly not limited to:
- Bank Security Boxes
- Books
- CDs
- Collection
- Craft Supplies
- DVDs
- Inventory
- Keys
- Moving Boxes
- Storage Containers
- Storage Sheds
- Wine
Categories in Paper Tiger is an additional section in which you can use to classify groups of related items. The Category, “Bills” might be added to “Utility bills”, “Car repair bills” e.t.c.
For your Books Location, the Category “Self-Help” might include all your books that relate to self-help or motivation. You might also have Categories for Books named:
- Business
- Crafts
- Finance
- Gardening
- History
- Marketing
- Novels
- Technology
Don’t forget to create a records retention policy for your home and/or office to have a guideline of how long you should keep records in your specific situation. We have articles under our blog category, “Retention Guidelines: How long should you keep records?” that you might find helpful.
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This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), gives us some great questions to ask ourselves about how the ‘stuff’ in our lives affect us and others, emotionally, health-wise, financially, and in time (productivity)! How much does your stuff or clutter cost you? Check out Sherry’s Organizing Bootcamps which will give you a JUMP-START on ORGANIZING your office, home and life. She will give you her trade secrets and steps to setting up your organizing systems, including recommending Paper Tiger filing system software for document management, to be organized and manage the information and stuff in your life.
Have you noticed all the fancy new storage facilities that have been going up in your area over the last few years? I sure have and I’m not surprised when I think of all the stuff people have accumulated over the years with quick fixes and disposable gadgets. In fact, storage is a fifteen billion dollar industry and retail stores are carrying more organizing products than ever before. With the state of the economy, people are thinking twice about their purchases, getting back to basics and asking themselves, what’s important in their life? Do they really need all this stuff?
People’s stuff says a lot about them. Their stuff is a reflection of what’s going on inside of them emotionally. I often say a “cluttered mind is a cluttered space.” They have unresolved issues that they’re not dealing with and so things pile up and they say “I’ll get to it someday” or “I’ll deal with it later.” What happens when things are left for later is, things pile up and over time it can become such a big pile that they don’t know where to begin. Now the feeling of overwhelm sets in and they abandon the project all together. I’m sure we’ve all been there.
Emotional Clutter
For some, their identity is wrapped up in their stuff and they tend to live in the past. Their stuff can make them tired, lethargic and a tendency to procrastinate. For others, they haven’t developed good habits and put things randomly wherever or on the first available flat surface. Often times they are late for appointments because they couldn’t find their car keys or meeting notes. And for others, their stuff affects their finances. Simply put, their stuff runs their life!
When people’s stuff affects their quality of life and/or the lives of others, you know their stuff is problematic. Sometimes they value their stuff more than they value their relationships and I’ve seen this. This is a big warning sign to stop what they’re doing and re-evaluate what’s important to them.
Another kind of emotional clutter is unfinished projects. Honestly ask yourself:
Put Pen to Paper
I’d invite you to take out a piece of paper or use your computer to list every single unfinished project that comes to mind. It may take you a couple of days to do this exercise. Also, as you write down your list of unfinished projects, you may feel like the mountain is just too big to tackle and your stress levels may rise? I’ll let you in on a little secret, you’re not alone and there’s help.
Unfinished projects slow a person down and often their life is in stuck mode. When they’re stuck, they tend to live in the past and often miss out on the new opportunities that could come their way if they just created the space to allow it to come to them. Purging the stuff is a necessary step.
Organizing Rules to Live By
After you’ve completed your list of unfinished projects, use your highlighter to highlight only the projects that are in line with your vision for this year and enhance your life in a positive way. Think of quadrant two type activities like relationships, planning and preparation – stuff that’s important and not urgent. Next schedule time to complete these important and not urgent projects. Also take into consideration what your goals are for this year and make sure that these projects are worth your time and effort. As you finish these projects, the heavy weight you may have been feeling will begin to feel lighter and then watch your energy soar! You’ll also feel a renewed peace of mind that things are handled and nothing is slipping through the cracks.
The Real Cost of Your Stuff
When a space is filled with too much stuff it causes the person to be distracted and unfocused. Drilling down to the real reason the piles are there is critical to uncovering why you do what you do. Sometimes it’s just a simple little thing as creating a folder for a new project or jotting a reminder into your calendar or using a Velcro dot on a pen so it is where you need it every time. Really, it can be that simple! Here are a few key questions to ask yourself:
Take a few moments right now to add up the costs of your stuff. Remember to fact in any insurance costs, storing costs, cleaning costs, space allocation costs, and cost to containing your stuff. Then there’s the time you spend maintaining your stuff. Take a moment to access what your stuff is costing you and write that down on a piece of paper or in your computer. “My stuff is costing me this much in wasted time, in storing costs, in maintenance, and so on.”
Too Much Stuff Affects Your Health
Stuff can also affect someone’s health because the piles of stuff collect dust and grime and if it’s not cleaned regularly the room becomes dusty and musty. What’s the next action step you’re going to take to make your office or room more inspiring? Are you going to paint the walls, get rid of all the paper and magazines you rarely refer to, buy a shredder, or hang inspiring artwork? Write down the first action step you are going to take to get rid of the dust and make your space more inspiring?
What’s Cluttering Your Calendar?
What commitments have you made that you said yes to when you really wanted to say no? Do you have a tendency to please everyone and say yes a lot? Learn to set boundaries around your time. Get clear on your values and what’s important to you. Make sure you schedule the important stuff first, like relationships, time for yourself to exercise and getting enough sleep. Then fill in the rest of your life. At the end of the day, for the majority of people, relationships are most important.
What Do You Want to Change?
These questions haven’t been easy, but they are important questions to consider. Now is the perfect time to reflect where you are right now and access what’s working, what’s not working and what do you want to do differently moving forward? The next action step that you take now, could be the most important step you take that leads to a whole new level of productivity and peace of mind. Being organized in your office, home and life is a beautiful thing!
If your stuff has side-tracked you, all there is to do is get back on track. So, take time to answer these questions and then take action. When we leave this place, and we all eventually will, you won’t be taking your stuff with you. All your precious stuff will remain exactly where you left it. So do yourself a favour and those you love and get rid of all the unimportant stuff. It will save your loved ones a lot of time and money down the road! And remember, to enjoy the process…there is hope, life and light at the end of the organizing journey!
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Sherry Borsheim is the president of International Association of Business Organizing and Simply Productive. You can visit Sherry, access her free article archive and grab lots of free stuff at http://www.BizOrganizing.com. Sherry lives in Vancouver, BC Canada with her husband (her high-school sweetheart).
Sign up to receive Sherry’s newsletter by clicking here “Send My Kit” and you’ll receive her FREE 7 Ways to Organize Your Workspace kit!
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Example of what people are saying about Sherry:
We used to waste a lot of time searching for documents. Now, we can search and retrieve documents quickly. We got rid of the clutter and created a lot of physical space and a more pleasant and positive working space. Having an organized office space is liberating! It has helped us operate more efficiently and save at least an hour a day. The organizing journey was surprisingly easy and fun. Thanks to Sherry for helping us Conquer our Chaos!
Melanie Lam, Administrative Assistant
Administrative and Professional Staff Association
Simon Fraser University
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The mission of the International Association of Business Organizing (IABO) is to inspire people to unclutter their offices, homes and lives for peace of mind.
We believe that when businesses are uncluttered and organizing systems and process are in place, businesses run smoother and they are more profitable.
IABO provides support, education and resources to business owners, professional organizers, managers and administrative staff worldwide. We empower them and teach them how to create effective office organizing systems and behaviours that work for them and/or their team through our teleseminars, videos, online content, webinars and coaching programs.
We help businesses streamline their workflow and empower new behaviours and levels of success professionally and personally. We help you grow your bottom line!
For more information on Sherry Borsheim and her educational products and services for organization and increased productivity, go to http://www.bizorganizing.com/
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