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Recording: October 20th Paper Tiger Expert Webinar

Wednesday, November 2nd, 2011

Strategize & Organize, Productivity Expert

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.

Filing System Q&A from the Webinar

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

Tags: document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system, Productivity, professional organizer
Posted in Anne McGurty, Webinars | 3 Comments »

Indexing Your Paper Filing System Will Save You Time and Money

Tuesday, October 25th, 2011

Would you rather work like this? or like this? Getting your filing system organized will benefit everyone in the office!

Less stress! More productive!

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.

Security Concerns for Your Filing System

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 and Implementation for Your Filing System

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.

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

Customize Your Filing System with Paper Tiger’s Indexing Method

Thursday, October 20th, 2011

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., contracts, binders, books, CDs, DVDs, etc. That cannot be done with systems that require scanning into an electronic file.

However that being said, our developers are working to provide a digital solution enhancement to Paper Tiger Online that will allow you to search your scanned and other electronic files, along with your physical items. Digital Tiger is not quite ready, as it is still in Beta testing phase, but when available, Digital Tiger will be able to connect your Paper Tiger Online account to your Google Docs account, then you will be able to search from one place to find both your paper/physical items and your digital files. We hope to have this available soon.

The way it will work is described on our web page at http://thepapertiger.com/digital_tiger. Digital Tiger will be a free add-on with a paid Paper Tiger Online account (Basic and Pro plans).

To prepare for Digital Tiger, you can go ahead and create, scan or upload your digital files to Google Docs. Of course, Paper Tiger is available now and you can begin indexing the items that you need to keep in hard copy format. Paper Tiger allows you to index your paper files and other physical items that you need to keep in hard copy format, such as contracts, instruction booklets, or CDs, DVDs, Books, home or office inventory and/or storage, etc.

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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Tags: custom filing system, document management software, get organized, Getting Started with The Paper Tiger, paper filing systems, Paper Tiger "finding" filing system
Posted in Document Management, Tips for Using The Paper Tiger, Training Material: Paper Tiger Desktop, Training Materials: Paper Tiger Online | 6 Comments »

Using a Digital Filing System for Your Home Office

Thursday, October 6th, 2011

Trying to maintain organized living when it comes to having a home office can be a tricky task. There can be so much paper work, documents, books and other things that seem to get in the way, get misplaced or get overlooked completely. Having a digital filing system in place, like Paper Tiger Filing System Software for document management, can help take the hassle and clutter out of the home office. Whether you are about to renovate a room and change it into your office or already have one in place, either way you can benefit from starting to use a digital filing system.

Home Office Filing Systems – Old vs. New

Gone are the days when you cannot track that one paper or document you really need. Nothing can be more frustrating than needing an important item at an exact moment and being unable to track it down. You need the data from a sheet of paper, or someone is on the phone and needs some figures right then and there. The only problem is, that particular sheet of paper doesn’t seem to be anywhere to be found.

Ironically, old alphabetical filing systems didn’t really enable you to locate the paper any easier. For instance, if you had a slip of paper for your car expenses it should filed alphabetically under car, right? It also could be under “A” for auto repairs, “F” for Ford repairs or even just “R” for repairs – that is, if it is even in the right spot, at all.

This can especially be true and even more confusing if you have anyone else working with you in your home office. How can you be sure you are both using the same methodology in your filing system? A digital filing system can help do away with all the troubles and stresses that arise from having a disorganized home office.

What Can You File?

Using a digital filing system will help you to have organized living and declutter your life, your home office and your home in general. Imagine the time you will save by being able to track papers, documents or books with your filing system. You can index more than paper files, too. Anything that you can put a number onto, you can add to your digital filing software.

So, that includes items such as CDs or even photos. Or maybe your home office is for your business of selling collectibles online. When an item sells, you need to be able to locate it quickly so you can ship it off to your customer. You might be keeping your inventory at home, stored somewhere such as the attic and even in a rented storage somewhere off your property. How can you find that item, aside from just hoping you recall where it is from memory? The answer is to use Paper Tiger Filing System Software for document management to get organized and maintain organized living in your home office and work space to be more productive.

You will so love the software that you will want to expand its use to many things other than paper, such as books, CDs, DVDs, collections, storage boxes, etc! 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!

Tags: Declutter, digital filing sytem, document management software, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity
Posted in Home Office | No Comments »

Why You Need An Effective Filing System

Tuesday, October 4th, 2011

Whether it is your home, home office, work space or personal gathering of collectible memorabilia, getting organized will reduce stress in your life and help you be more productive. An effective filing system method, like Paper Tiger Filing System Software for document management can help get your life in order, for both personal and professional. The problem often is, once you have a disorganized system, it can be difficult to get out from under it. Many people claim to have a “method to their madness” or that the filing system they have in place, with random papers stacked on every flat surface of a room, “works for them.” Truth be told, though, this probably isn’t true and they waste a lot of time searching to find what they need.

It takes more effort to deal with clutter and spending time trying to find documents and other physical items than it would if you had a system in place. Besides, if someone else had to work with that same system, he or she may not be as able to adjust to the madness. Also consider the stress having this type of home or office causes. Even if it is subconscious, people who live with clutter in their home or office life are reported to feel stressed out, depressed and generally overwhelmed all of the time.

What Constitutes an Effective Filing System?

So, let’s take an office filing cabinet system as an example. It’s already obvious the loose paper strewn around the room does not represent what a proper or useful filing system looks like. It is easier to start off organized, but even if you have already started to live in or work in a world of paper chaos, you can still change things and turn it around. Keep in mind, though, if possible, starting off being organized from the beginning will always make your life easier, as well as make it simpler to get an organizational system into place and then maintained.

Even if the office example has a fine set of filing cabinets with all the papers put where they are supposed to be, this can be a non-functional system. If you have filed papers under “auto” records but someone else is looking for “car” records or even “vehicle” records, it almost doesn’t matter how pretty the system in place is. When you use a document management software program, you can use keywords so that any one of these terms could be typed in to search for the location of a document. In a matter of speaking, it keeps everyone who has access to the filing cabinets and the filing system software on the same page.

No More Lost Items

If it can be numbered or indexed, it can become part of a filing system. This very same program you use to get your papers in your home or office in order can be used in your home to keep your storage shed in order as part of your effort to get organized. Imagine a life free of clutter and finally making sense when it comes to how things are organized. So, you keep tools in the garage, basement, the backyard shed and an offsite storage rental unit. Because of that, how will you have any idea of where to find what? By using a filing system like what is mentioned here, that’s how!

No more lost items! Doesn’t that sound good? All you do is take the time to enter the item names and keywords relating to the items you are organizing; indexing them into Paper Tiger’s database, whether it be paper, books, CDs, DVDs, collectors’ items or tools, or anything else you can put a number onto. Then when you need an item, you can conduct a quick Google-like search in the software database and find any of your belongings at the time you need them instead of having a time-consuming search from room to room. Implement Paper Tiger Filing System Software for document management and see for yourself how quickly you can get organized!

Tags: Declutter, Document Management, document management software, document management system, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity
Posted in Document Management, Get Organized | 2 Comments »

Recording: September 22 Paper Tiger-Digital Tiger Webinar

Wednesday, September 28th, 2011

In this webinar, Anne McGurty, productivity expert of Strategize and Organize, presented an overview in how to manage your digital and paper filing, giving statistics and showing problems that people have in finding their information, whether it be digital files or paper/physical items. Anne describes how Digital Tiger, powered by Google Docs, will work and, using just one search to Find Anything In Your Office In 5 Seconds or Less…Guaranteed!

We also showed screencasts for connecting Paper Tiger Online to Google Docs thereby activating Digital Tiger, in addition to scanning with the ScanSnap 1500M, how quick and easy it is to scan and upload to Google Docs.

As information, Anne is a professional speaker, productivity expert, 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.

Filing System Q&A from the Webinar

Q: I am wondering about originals. If I scan a reciept will that be accepted as original or do I need to retain the original also
A: Yes, the Internal Revenue Service (IRS) has been accepting digitized or scanned versions of paper documents since 1997 in lieu of paper documents. Please see our knowledge base article at Does the IRS accept digitized or scanned versions of my documents instead of paper documents? for more information.

Q: I want to make sure I can use Paper Tiger Online because I ordered a Fujitsu scanner in order to do so
A: You can use Paper Tiger Online with or without a scanner, whether it be Fujitsu or other brand of scanner, since Paper Tiger is an indexing system in which you type in information regarding your paper files and other physical items. If you have a Paper Tiger Online account you should be able to use Digital Tiger when it is available. Again, at first the Basic and Pro plans will allow you to activate Digital Tiger to your Google Docs account. You can go ahead and put your documents in Google Docs to be ready for when Digital Tiger is available.

Q: If my Paper Tiger account is not registered through my gmail email address, can I still link it to Google Docs?
A: When Digital Tiger is available, you will be able to connect Paper Tiger Online to your Google account, thereby activating Digital Tiger. This will be available in the Basic and Pro plans at first, and we hope to have available for multi users soon thereafter. It does not matter what email address you have on your Paper Tiger Online account, so it can be different than your Gmail or Google account.

Q: What about other Microsoft products? Do I need to convert to Google Docs?
A: We will only be able to connect to Google apps, since Microsoft does not currently allow an API to allow us to work with their software.

Q: Does this work with my Outlook emails or do I need to use Google email to have it work?
A: At first, Digital Tiger will only work with Google Docs. We will be adding Gmail and Gcalendar in the future. I believe Anne will address later in the presentation about syncing Outlook with Gmail. We do not currently have plans to connect Digital Tiger with Outlook.

Q: Which plan is necessary to get Digital Tiger?
A: Basic or Pro plan will have Digital Tiger available as soon as it is out of Beta testing.

Q: Can I backup the digital documents into my computer or portable hard drives for my records?
A: Yes, you can either create or scan your digital documents onto your hard drive first, then upload the files or folders to Google Docs. Or you can create or scan your digital documents directly in Google Docs, then backup your Google Docs to your local or external hard drive.

Q: Please present how to scan directly to Google Docs.
A: See our blog post regarding How to Get Started With Digital Tiger for a Paper and Digital Filing Solution. The second video in this article shows how to scan directly to Google Docs. Please note that this video shows the Mac version of the Fujitsu ScanSnap 1500M and the feature that this scanner provides.

Tags: document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system, Productivity, webinar
Posted in Webinars | No Comments »

How To Get Started with Digital Tiger for a Paper and Digital Filing Solution

Friday, September 23rd, 2011

Digital Tiger, powered by Google Docs, is a digital filing solution designed to work seamlessly with Paper Tiger Online. By using the two products, Digital Tiger and Paper Tiger, together you will be able to find scanned documents (PDFs), digital files (Word, Excel, PowerPoint, etc.) and your paper documents with one search. This document management software system will allow you and your team to get truly organized and stop wasting time looking for lost information.

You may wonder why we’ve chosen Google Docs as the digital file storage for Digital Tiger. We researched many digital file storage solutions, and we have found the Google is the cheapest cloud file storage that you’ll find on the market. Based on the survey responses we’ve received, people have told us they want a cost-effective solution to meet their document management needs that will allow them to get organized in both their paper and digital filing systems.

We believe that Google Docs is the missing piece to Paper Tiger Online for the digital file organization; and that Paper Tiger Online is the answer to the missing ingredient of Google Docs – - the paper piece.

How do I get started with Digital Tiger?

If you already have a paid Paper Tiger Online account and a Google Apps or Gmail account, simply connect your Paper Tiger Online account to your Google account, which will activate Digital Tiger.

Note: if you do not have a Paper Tiger Online account, sign up for a Basic or Pro Paper Tiger Online account.

To connect your Paper Tiger Account to Google Docs:

1. Log into your Paper Tiger Online Account.

2. Click on the Accounts (upgrades/invoices) tab.

3. Locate the link to ‘Connect your Paper Tiger account to Google Documents’

4. Click the Grant Access button from your Google Account. Note: if you are already signed into your Gmail account, it will be recognized. If you are not already signed into your Gmail account, you will be directed to the sign in page. If you do not already have a Gmail account, you will need to create one by clicking on the Create an account from the sign in page.

Activate Digital Tiger Search

By default Digital Tiger results are not automatically included in your search results. To perform a Digital Tiger search, you must be inside any one of your databases and either have permanently activated digital search in your “Database preferences”.

Because the preference for making Digital Tiger search permanent is Database specific, you must activate the feature for each database that you wish to search both Digital and Paper Files.

Digital Tiger Search – Permanent setting

1. Within your Database go to Database Preferences

2. Under “Activate Digital Search” select “Yes. Show Digital results”

Or You Can Perform a Temporary Digital from the “Advanced Search” section of the search bar. Temporary searches can be made in any database but only lasts for one search. You will need to re-select Digital search when making another Digital Tiger search.

1. Above the Search bar, click “Show advanced search” (Note: Advanced Search is not available in the Basic plan)

2. In the advanced search menu, check the “Search Digital Tiger” box.

Are you planning to scan some or all of your paper files?

If you are looking to convert your paper files to digital PDFs, you will need a scanner. The scanner you purchase should be able to directly work with your storage engine, without any additional steps on your part. It is much too time consuming to scan in images and then upload them manually. Because Google Docs is so popular, many name brand scanners are now supporting direct input into the Google Docs system. The scanner software will create the PDF, convert the PDF to a searchable format using OCR (optical character recognition) and then upload the file into Google Docs in one simple process, saving you enormous amounts of time and making the process more enjoyable.

You can use the scanner that you already have in your office, however please check with your scanner’s manufacturer for any software updates that might allow you to scan directly to Google Docs. See our knowledge base articles for other scanner information.

We have tested several scanners and this is by far the best scanner that we have encountered. We recommend the Fujitsu ScanSnap 1500 (or 1500M for Mac users). Please note that the Fujitsu ScanSnap 1500 scanners are not Twain driver scanners. If you need a scanner that has or supports a Twain driver, check the Fujitsu scanners that do support Twain drivers at http://www.fujitsu.com/global/support/computing/peripheral/scanners/drivers/index.html#itwain

Buy PC version – Fujitsu ScanSnap 1500

Buy Mac version – Fujitsu ScanSnap 1500M

Tags: document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system
Posted in Digital Tiger: Powered by Google | 3 Comments »

How Much Does Being Disorganized Cost You?

Thursday, September 22nd, 2011

If we organize our business, what is our ROI (return on investment)?

It is said that the average American spends over 150 hours per year, just looking for lost information. Some estimates are even higher than this! Based on a 260 day year (not considering holidays, personal days, etc., and let’s say you never look for lost information on the weekends…), that is almost 35 minutes per day, 2.9 hours per week and 12.5 hours per month!

On a personal level, the results are most likely:

late fees,
missed opportunities,
cost overruns by missing deals, etc.

On a business level, the consequences and costs can be much greater, including:

lost customers,
missed budgets,
added stress,
your organization not performing at its best…which usually equals lost revenue opportunities.

There are many ways to calculate an ROI for ‘getting your act together’ and making some changes in getting organized, but we all know that one of the biggest is the satisfaction and reduced stress of being able to put your fingers on what you need, when you need it! This feels so good and you can keep moving on the particular project at hand. But, if you want to put some hard dollars to the investment of time and equipment/software required to change the way you do things and tune up your organizing skills, take a look at this. We are calculating only hard dollar cost here — we won’t deal with the opportunity cost of being disorganized — this means how much money you might lose if you don’t properly service your customers in a timely manner.

“The average worker has 36 hours of work stacked up on his or her desk (and on the floor, on the shelves, on their credenza).” – USA Today

“The average person spends 6 weeks per year searching for misplaced information.” – North Carolina’s Brunswick Beacon

“The average person spends 8 months of his/her lifetime opening junk mail.” – New York Times

Here is a very simple calculation of the cost of looking for lost information and not “being on top of things” in your office. If you spend 35 minutes per day looking for lost information…

Pay – $30,000 year salary & benefits = $14.5/hour
Lost Time – 35 minutes/day, 2.9 hours/week, 12.5 hours/month, 150 hours/year
Cost – $14.5/hour x 150 hours/year = $2,175 per year/every year!

Your pay may be higher or lower and you may spend more or less time looking for lost information, but this calculation serves as an example of one way to think about the problem. This simple calculation ignores all the hidden costs of disorganization such as the cost of lost opportunities, added stress in the workplace, the health costs of always feeling behind, etc.

So, in hard dollar terms, you will save over $2,000 per year and get that wasted time back for other much more productive things…including going home earlier from the office. And in soft dollar terms, you will get more of your life back and be able to better service your customers with less effort using Paper Tiger Filing System Software for document management!

Tags: document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system, Productivity, Return on Investment
Posted in Get Organized, ROI (Return on Investment) | No Comments »

Now You Can Backup Your Google Docs to Your Local Drive!

Monday, September 19th, 2011

Now you can backup your Google Docs to your local drive!

You can use the awesome power and convenience of Google Docs to store all of your digital files in the cloud and still have the piece of mind of having a synced copy of your files on your local hard drive!

Paper Tiger Online and Digital Tiger using Google Docs is the least expensive way to move into a document management system. Digital Tiger is an enhancement to Paper Tiger Online, that connects Paper Tiger to Google Docs, to be able to search just one place to find both their physical paper files and their digital files.

Customers can begin moving to a more paperless environment by using their Fujitsu ScanSnap software or another scanner, if they prefer, to convert their physical paper into pdf format. The combination of Google Docs and Digital Tiger make this possible at a very low cost. In this economy, many businesses are trying to find ways to be more efficient and save money.

Our Paper Tiger Online and Digital Tiger customers are looking for a way to make a backup copy of all their data stored in Google Docs to their local drive for safekeeping and piece of mind. Local storage is becoming very cheap with 3 TB (yes terabytes) drives selling on Amazon for as low as $123.99 recently.

Mac Users…

We have now discovered a great tool to do this for Mac users. The product is called CloudPull, by Golden Hill Software, $24.99 per user license. It was listed this month in Macworld Magazine as one of the “49 Top Mac Apps”. Piece of mind for $24.99 — you cannot beat that!

Windows Users…

Windows users also have a great tool to backup all of their files to their local hard drive. The product is called Syncdocs, by Doc Freedom, $9.95 per year. You can rest easy at night having your data in the Google Cloud and another copy safely stored on your local hard drive. Syncdocs will take care of this chore for you automatically at a very low price indeed!

GDocsDrive

In addition, with GDocsDrive, made by Cloud Drive Team, users can view their Google Docs files and collections on their local Windows computer. GDocsDrive is just $19.99 for a license and that includes future updates. You will enjoy having the convenience of using Google Docs either in the cloud or on your local Windows computer. GDocsDrive is a very useful addition to your Google world at a price that is quite affordable – basically a client tool for Google Docs!

Tags: digital filing sytem, document management software, document management system, get organized, Paper Tiger "finding" filing system
Posted in Digital Tiger: Powered by Google | 3 Comments »

Making Decisions Based on Your Document Management Needs

Wednesday, September 7th, 2011

From the average household to a home based business to the person who is part or sole owner in a business outside of the home, we all generate tons of paper every year, building up in piles and stacks on our desks, in our file cabinet drawers and on top of various surfaces throughout the home or office. Things accidentally get thrown away because they just were not where they needed to be. Or, things get moved by one family or staff member while they are searching for their missing item causing someone else to have to go on their own seek and destroy mission when they need something that had originally been in that pile.

The need to manage paper documents is one that is more than just about organization, however. Paper can be a major problem in many households and offices because there are so many questions about it. What papers can be thrown out and which ones must be saved? How long do you have to save these papers? And worst case scenario, what will happen on the day you find out that you absolutely need one of those papers and you just cannot find it at all? Does ‘going paperless’ mean that you will get rid of all the paper in your life?

There are several different ways to manage and organize those paper documents. You can try to work out your own system, praying that you won’t forget your cross referencing system in the meantime. Or you can implement Paper Tiger Filing System Software for document management and get organized in every area of your life — not just paper!

Some Document Management Systems Require Scanners

Now there are other products that claim they will get you organized fast and easy, eliminating all of that paper mess in the process. Some of them rely on a scanner. But, what do you do with the papers once you scan them? Do you want to throw them away or shred them? They are organized, technically because everything is neatly scanned in and digitally stored on the disc or hard-drive or in the cloud app, but what happens if you need one of those documents for a tax audit or to file an insurance claim? Is your disc or digital storage space searchable? Would you be able to quickly find what you’ve scanned?

There is also a product that has several pockets and files so that you can hold the papers that you generate for a week, but what happens at the end of the month when you move the old out and bring the new in?

Paper Tiger is More Flexible to Meet Your Needs

Thankfully, there is a better organizing tool that allows you to file all of your papers and other documents in one easy to manage and easy to update paper filing system. Organization in the home, the office or the home office does not mean just papers all of the time – in fact, you can use this same system for other items, items that are just too big or bulky to be included in the other types of systems that require scanning.

The system does not rely on scanning or trying to consolidate all of your items into a small disc. You can keep some paper files and scan what you don’t need to keep in physical format. You know where things are by conducting a Google-like search based on your input and referencing it in the system database. It is important that your paper files that you keep in hard copy format, and other physical items, be indexed into the filing system, so that anything you want to find later can be retrieved quickly with a simple Google-like search in the database. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly!

And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing 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!

Tags: Document Management, document management software, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity, scanning, what to do with paper files
Posted in Document Management | No Comments »

Get Organized! You Can Organize A Multitude Of Items With Your Filing System Software

Tuesday, August 23rd, 2011

Mention the word “filing system” and most people picture an office with filing cabinets. The thing is, with an organizational system for filing, cataloging or managing your life, you can file or index anything that can be cataloged or that you can put a number onto. Paper Tiger Filing System Software for document management allows indexing of items to help you get organized, clear the clutter problem and know exactly what you have and where each item is located with a quick search in the filing system database.

Of course, that can still include an office either at home or in the professional world. Things such as hanging files and binders can now be located with greater ease than even alphabetizing. That’s because, though alphabetizing method was as close to an effective filing system as possible before this indexing method, it has its problems. Is someone filing things under “vehicle” or “automobile”? Or, even if it is someone’s name, it is under “Erwin” or “Irwin.” By being able to include keywords in your filing search, you broaden the possibilities for finding what you need using filing system software.

Outside the Office

There are many items a person may keep in the home that can be a great collection to have, but a little frustrating to keep organized and be able to find quickly when needed. In fact, it may be downright disorganized. You may have an extensive library of books, but if you can never find the one you are looking for, it starts to lose the enjoyment factor. Maybe you want to find a medical book to reference but aren’t sure where it is. You could want to reread a classic work of fiction before seeing the new theatrical adaptation of it, but can’t even recall if you have it at home, put it in the attic or lent it to someone.

The point is, having an organizational system for all your filing and document management needs will help keep your things in order. The same holds true for keeping track of items like CDs, DVDs, video games and even old vinyl records, just to name a few of the possibilities. Whatever you have a good number of, you can catalog or index with this system.

Storage and Moving

Those plastic storage bins may be a handy and useful system to keep your belongings safe and dry, but they can be a real bother when it comes to trying to recall what items are in which bins. Indexing the items that are in the bins into the database of the filing system software and number them to match the assigned item number from the software, and you now know from your list or from searching by a keyword that you’ve input previously into the database, exactly what’s inside and where certain items are. Looking for the bin that may have extra camera lenses could be an all day task, while looking for bin #3 takes just minutes.

The same thing goes for moving boxes. While you may have in the past, managed to have time to scrawl the word kitchen on the side of a moving box, that was about the extent of organization when it came to knowing what was inside the boxes until unpacking. This made it difficult when, in a rush during the first morning at a new place, you need to find the toaster to get the kids breakfast before school. Having a filing system software that allows you the ability to index items input into each moving box, will help you to have a more organized move especially on the unpacking side. You can also use the information that you’ve indexed for each household or office item to indicate where they are placed in the new location.

It is estimated that the average person wastes 150 hours per year looking for lost information. Instead of wasting time searching, implement Paper Tiger Filing System Software for document management and get organized. You’ll be surprised how much time you will save when you can find what you need, when you need it!

Tags: document management software, document management system, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity
Posted in Get Organized | No Comments »

Lots of Questions When Managing Paper and Digital Files

Thursday, August 18th, 2011

From the average household to a home based business to the person who is part or sole owner in a business outside of the home, we generate tons of paper every year, building up in piles and stacks on our desks, in our drawers and on top of various surfaces throughout the home or office. Things accidentally get thrown away because they just were not where they needed to be. Or, things get moved by one family or staff member while they are searching for their missing item causing another person to have to go on their own seek and destroy mission when they need something that had originally been in that pile.

The need to manage paper documents is one that is more than just about getting organized, however. Paper can be a major problem in many households and offices because there are so many questions about what to do with all the paper that comes in. What papers can be thrown out and which ones must be saved? How long do you have to save these papers? And worst case scenario, what will happen to you on the day that you find out that you absolutely need one of those papers and you just cannot find it at all?

There are several different ways to manage and organize those paper documents. You can try to work out your own system, praying that you won’t forget your cross referencing system in the meantime.

There are other products that claim they will get you organized fast and easy, eliminating all of that paper mess in the process. Some of them rely on a scanner, sending all of your papers to a little computer disc. But, what do you do with the papers once you scan them? Do you want to shred them or throw them away or do you need to keep some just in case you need the hard copy again? They are organized, technically because everything is neatly on the disc, but what happens if you need one of those documents for a tax audit or to file an insurance claim? There is also a product that has several pockets and dividers that can hold the papers that you generate for a week or month, but what happens at the end of the month when you move the old out and bring the new in?

Thankfully, there is a better organizing tool, Paper Tiger, that allows you to file all of your papers and other documents in one easy to manage and easy to update filing system. Organization in the home, the office or the home office does not mean just papers all of the time – in fact, you can use this same system to get organized in other areas, such as items that are just too big or bulky to be included in the other types of systems that require scanning. The system does not rely on scanning or trying to consolidate all of your items into a small disc or having to keep purchasing other digital storage, such as external harddrives or cloud storage.

It is important that your paper files that you keep in hard copy format, and other physical items, be indexed into the filing system, so that anything you want to find later can be retrieved quickly with a simple Google-like search in the database. Paper Tiger Filing System Software for document management can help you get organized so that you can find what you need, when you need it – quickly! And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing 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!

Tags: digital filing sytem, Document Management, document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system
Posted in Get Organized | No Comments »

Recording: July 26 Paper Tiger-Digital Tiger Webinar

Tuesday, August 16th, 2011

In this webinar, Anne McGurty, productivity expert of Strategize and Organize, presented an overview in how to manage your digital and paper worlds, giving statistics and showing problems that people have in finding their information, whether it be digital or paper/physical items. Anne demonstrates how to upload files to Google Docs, and how Digital Tiger, powered by Google Docs, will work and, using just one search to Find Anything In Your Office In 5 Seconds or Less…Guaranteed! (Digital Tiger Beta testing to begin soon)

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.

Digital Tiger is not quite ready, however you can sign up for Beta now at http://thepapertiger.com/contest and we will email you when you are to be included in the next Beta testing phase. Digital Tiger will be free to Beta testers with a paid Paper Tiger Online account. (Paper Tiger Online FREE account is not included.) Digital Tiger is not a standalone product and must be used with Paper Tiger Online.

The way it will work is described on our web page at http://thepapertiger.com/contest under Announcing Digital Tiger, where you can also sign up to join the Beta testing, and at http://thepapertiger.com/digital_tiger

Filing System Q&A from the Webinar

Q: Need info about scanning receipts and business cards and being able to retrieve them by various categories.
A: When you scan your receipts and business cards to Google Docs, your documents are OCR’d. See our knowledge base article regarding What is OCR?

Q: Will there be an efficient way to import file names from existing file structures to facilitate including them in Paper Tiger?
A: You can upload existing folders to Google Docs. See our knowledge base article entitled, “Uploading Files to Google Docs”

Q: All of our electronic files are stored on our network. We have HIPPA considerations for our files. I’m concerned about security of files in a cloud environment. How secure are these files?
A: Google Docs is secure, but I haven’t seen HIPPA information in their security information. Your digital data would be housed at Google Docs not at Digital Tiger. Digital Tiger will only search your Google Docs along with your physical items that you’ve indexed in Paper Tiger.

Digital Tiger will only connect to Google Docs, so Digital Tiger does not actually store your data. All data will be housed on Google’s secure servers. Below is additional information from Google’s website regarding security and privacy:

“Information security is a top priority at Google, and we employ dedicated teams with experts in their fields to handle these important areas. Your files are, by default, set to private, but you can choose to publish them to the Web or invite collaborators or viewers. Your files will not appear in Google Web Search results, but published files may appear in other search engines.

If you are working in a Google Apps domain, your files are, by default, set to your domain’s default setting. This setting might not be private, but you can make your docs private when you create or upload a doc or file. Additionally, to help keep your data private, it’s important to have a strong password, to not share that password with others, and to understand the sharing options in Google Docs.”

Below is a concluding statement issued by Google in their Google Apps security whitepaper which is found at http://www.google.com/support/a/bin/answer.py?answer=60762 in case you need more information:

“Google is committed to keeping the information stored on its computer systems safe and secure. Each of the ten components of Google’s multi-layered security strategy is endorsed and defended throughout the organization. Google Apps provides controls at each level of data storage, access, and transfer. Millions of organizations, including Google, run their businesses on Google Apps, and Google invests in that
trust every day. With Google Apps, users can rest assured that Google values the privacy, confidentiality, integrity, and availability of their data.”

We also have information on our support portal regarding Security

Q: Is the keyword searched for in the digital and paper files or do you have to search each separately?
A: When you have the digital search turned on in Paper Tiger, you will be able to search both digital and paper/physical items with one search.

Q: I’m having trouble understanding the difference between PT online and Digital paper tiger.
A: Paper Tiger Online is our software in which you can index paper files and other physical items to help you get organized with everything physical. Digital Tiger is what happens when you connect Paper Tiger Online to Google Docs. This will give you one place to search for both your physical items and your digital files that you’ve uploaded and/or converted to Google Docs. We plan to add Gmail and Google Calendar to the search function in the future to have one place to search paper/physical, Google Docs, Gmail, Google Calendar.

Q: On Digital Tiger, do you have “key words” to help find the document
A: With Paper Tiger Online, you would type in keywords to be able to search on those keywords to find the paper file or physical item in the future. With Digital Tiger, for any digital file that you convert to Google Docs, Digital Tiger will find based on the searched word in the file name or within the contents of the document. For any digital file that you have uploaded to Google Docs, but have NOT converted to Google Docs, Digital Tiger will find based on the searched word in the file name only.

Q: How does the Paper Tiger work with the physical docs in an archive?
A: When you have your paper files indexed in Paper Tiger, you can conduct a Transfer – Move function to move the files from their original Location in the database to another Location, such as Archives. Then you can move the physical files and place the new tab with new Item Number assigned by Paper Tiger Archives Location on the Archives hanging file folder tabs. Your Paper Tiger Archives Location will then match your physical Archives files.

Q: Which documents do I need (for legal reasons) to keep physical copies? I’d like to be able to just scan everything else and keep it all online (on hard drive, Google Docs, and Carbonite backup). I work from home in a small office area, and I’m drowning in paper.
A: The Internal Revenue Service (IRS) has been accepting digitized or scanned versions of paper documents since 1997 in lieu of paper documents. See additional information in our knowledge base article entitled “Does the IRS accept digitized or scanned versions of my documents instead of paper documents?” For other types of legal reasons, you would need to contact your lawyer or accountant.

Q: Will this work with ScanSnap system?
A: We recommend the Fujitsu Scanner 1500 (or 1500M for Mac users). We have tested several scanners and this is by far the best scanner that we have encountered.

Buy PC version – Fujitsu Scanner 1500

Buy Mac version – Fujitsu Scanner 1500M

Tags: digital filing, digital filing sytem, document management software, document management system, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity
Posted in Anne McGurty, Webinars | No Comments »

Back To School Organizing Tips

Thursday, August 11th, 2011

This article by Sherry Borsheim, a Paper Tiger Expert of International Association of Business Organizing (IABO), provides great tips to getting your back to school clutter organized to cut down on the chaos and ensure your family’s sanity and peace of mind. Sherry recommends Paper Tiger filing system software for document management to help you find your paper files and other items again after finding a home for them.

No matter how chaotic it gets at home, having a system for keeping track of kids’ things is essential. There’s sports schedules and phone lists, papers to sign, health records, music books, report cards, and precious keepsakes that tend to pile up around the house.

Then there’s the sports equipment, jackets, shoes, backpacks, lunch containers, homework, projects, and electronics that your children drop at the door when they come home from school each day. Times this by three to five kids and you’ve got a giant heap sitting on the floor on a daily bases.

The key to keeping your sanity and peace of mind is to create a place for them to easily hang their coat and backpacks. I love the storage locker system if you can create space for this in your home. Also, create a homework area and have all the necessary supplies handy for their projects as well.

Then gather all the sports equipment and store each child’s items in separate bins, for each sport. Store bulky equipment in a one area, sports clothes in their closet. If they play soccer and baseball, then have a small clear container for each sport and make sure to label the bins “Soccer Clothes” and “Baseball Clothes.” When you’re rushing out the door to soccer, the right socks and shorts will be in one place verses all over the bedroom or house.

Next create a Family Reference Binder with tabs for each child. Behind each child’s tab you can file their sports schedules, music schedule and any other important phone numbers that you want to have at your fingertips! Everyone in the family will thank you for gathering all the papers and putting them in one central location!

Now to deal with all the other papers. In a filing cabinet, create a hanging file for each child and keep any awards, report cards and other keepsakes in this file for the current school year. At the end of the school year, simply take out the papers and file into their keepsake box. For larger artwork, just take a picture and store the photo in their school photo album. Or store large artwork in an art porfolio.

Be realistic about what school papers and artwork you are going to keep. The more stuff you have, the more time and space it will take up to store it. A good rule of thumb is to “keep the best of the best and let the rest go”. Ask yourself, when was the last time you looked at your keepsake box stored in your attic?

Don’t miss this
Back to School Special!

This month only, the Back to School Bootcamp Special is for our brand new Home Organizing Bootcamp with immediate access so you can get started on your home or office organizing projects. Get the tools, reourses and help you need to conquer your organizing projects around your home and your office. Take advantage of the summer weather and down-time that you have in August and special offer!

We give you organizing solutions for every room in your home and office with step-by-step instructions featuring audio’s, video’s, forms and more…

Learn more on how you can get your home and office organized before the September rush!

About International Association of Business Organizing

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 behaviors 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!

Learn more and get your systems set up today!

Sherry Borsheim
President of International Association of Business Organizing &
Simply Productive
Email: info@bizorganizing.com
www.BizOrganizing.com
www.simplyproductive.com

Tags: back to school, document management software, get organized, office organizing systems, paper filing systems, Paper Tiger "finding" filing system, professional organizer
Posted in Sherry Borsheim, back to school | No Comments »

Get Your Home Library Organized with Document Management Software

Wednesday, August 10th, 2011

Organizing home libraries is a great way to display what you want, store the rest, but keep track of everything you own in your home library. Much of how you get organized for this area of your home depends on how much space you have for your books. Maybe you have just acquired or inherited a sizable amount of books or moved to a smaller space and have less to work with. It could even just be that you have stacks of books that are still unpacked from the last move and you are ready to get proactive in your organized living. Whatever the reason, it is time to sort through those books and make sure they are organized to prolong their shelf life, as well as your sanity, and Paper Tiger Filing System Software for document management can help you get your home library organized.

Organizing Home Libraries – the Why Factor

Why get organized when it comes to your book collection? Well, for one thing, it is easy to lose track of exactly what you have in your book collection. If you need to reference that home repair book but don’t know where it is, you may end up having to buy another copy.

Another reason to establish an organization system for your books is for your peace of mind. Clutter can be a real cause of the added stress you feel. Getting your life in order and making sure your collection is stored in a manner that will prevent damage, in addition to being able to actually find the book you need without having to search in different places can set your mind at ease.

Don’t forget also, your book collection can become a family heirloom, a collection of literary treasures to hand down to the next generation. Should something happen to you, it is good for your family to be able to have an understanding of the filing system you implement for organizing your home libraries.

Organizing Home Libraries – Where to Start?

To get organized when it comes to your book collection, the first thing to do may be to determine what you would like to keep on display among the shelves, and which books you might want in other rooms. For some people, this is a stock of books they refer to a lot, plan to reread or just like to have on display. This inventory of display items can also be rotated or changed on a regular basis, if desired. Or, when a new book comes in, it may be time to retire an older one to storage or another room in the home.

After you have decided what to display and what to file away, it is time to box up the rest or keep it filed in another part of the home. To keep track of what books go where, it is a good idea to use a filing system or document management software in which you can index your books based on the location you are displaying them. This will enable you to get organized enough to be able to easily look up which of your favorite reads are located on shelves in the home, which have been boxed up and put in a closet and even those books being stored outside the home or borrowed by someone.

How to Use Filing System Software for Organizing Your Home Library

After you have divided your books and decided where each stack will go, you can then start a location in the software database to match the physical location where each set of books will be located. Once you have named the first location, you can begin to index each book, similar to how you might file paper files, with the book title as the item name. Then add keywords with the author’s name and maybe some information about each book, and the shelf number or box number where you’re going to place the book. For each book you add to the respective location, the software will assign an item number to that book. You would then affix a label or mark the number on the book itself to match the assigned item number.

You can categorize your books in the software by book type, such as Cookbooks, Home Repair, Photo Albums, Marketing, Finance, Business, etc. When you’ve indexed all of your books, you will be able to conduct a Google-like search in the filing system database, and the software will tell you exactly where the book is located.

You can also print out an item list report with your list of books and where they are located, either by item number or alphabetically by book name.

Paper Tiger Filing System Software for document management can help you get organized so that you can find the book you need, when you need it – quickly!

Tags: books, Document Management, document management software, document management system, filing system software, get organized, home library, Paper Tiger "finding" filing system
Posted in Get Organized | 2 Comments »

Posts Tagged ‘document management software’

Filing System Q&A from the Webinar

Would you rather work like this? or like this? Getting your filing system organized will benefit everyone in the office!

Less stress! More productive!

Security Concerns for Your Filing System

Training and Implementation for Your Filing System

Home Office Filing Systems – Old vs. New

What Can You File?

What Constitutes an Effective Filing System?

No More Lost Items

Filing System Q&A from the Webinar

How do I get started with Digital Tiger?

Activate Digital Tiger Search

Digital Tiger Search – Permanent setting

Or You Can Perform a Temporary Digital from the “Advanced Search” section of the search bar. Temporary searches can be made in any database but only lasts for one search. You will need to re-select Digital search when making another Digital Tiger search.

Are you planning to scan some or all of your paper files?

If we organize our business, what is our ROI (return on investment)?

Now you can backup your Google Docs to your local drive!

Mac Users…

Windows Users…

Some Document Management Systems Require Scanners

Paper Tiger is More Flexible to Meet Your Needs

Outside the Office

Storage and Moving

Filing System Q&A from the Webinar

Organizing Home Libraries – the Why Factor

Organizing Home Libraries – Where to Start?

How to Use Filing System Software for Organizing Your Home Library

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