During this webinar, Anne discussed the basic concept of Paper Tiger to organize both paper files and other physical items of which you need to keep track so that you can find them when you need them, and the concept of Digital Tiger, powered by Google Docs to organize and find your digital files. She demonstrated how to use Digital Tiger more effectively for digital filing, in addition to the following to show how to use Paper Tiger with Digital Tiger, so you can get organized and be more productive.
Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.
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 (and sometimes in Arizona!), but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
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: How do you start when all of your files are in drawers and on your desk? It would be helpful to have ideas for where to start – baby steps.
A: We always recommend starting with the files on your desk to get your desk cleared. If you already have files set up, you might start with the drawers in your desk and index each file. We recommend starting with naming your Paper Tiger locations as Action Files, Reference Files, Archive Files. Then you can add other types of files later, such as Binders, Books, CDs, DVDs, etc. Locations could also be an actual physical location, such as File Room, Library, Garage, Basement, Storage, etc. Please take a look at this blog post that we created to help those needing a little guidance that you might find helpful: Customize Your Filing System with Paper Tiger’s Indexing Method
Q: Is there any way to search all of your databases or can you only search them individually?
A: You can only search within the individual database that you’re in at the time. You cannot search across all of your databases. 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: I have several “side jobs” for non profits etc. Do you recommend setting up locations for each type of side job? For example, I have several clients that I work for from home. Should I set up a location for each client? Perhaps it depends on what the physical location is?
A: It does depend on how you want these filed, but think about if you need to have a location for each client. Do you have several manilla folders for each client or do you simply have 1 hanging file folder per client? If you only have 1 hanging file folder per client, create a location named Clients, then 1 item per client. However, if you have several manilla folders for each client, and you don’t want to itemize each manilla folder into 1 item, then you might consider naming a location per client. In this latter case, you might only have 5-10 items in each location, but it would give you more flexibility in differentiating between clients.
Q: If I use the cloud version, vs the desktop version, I could access from multiple PC’s, is that right? e.g. access from home and work
A: Yes, you would be able to sign in from wherever you are with an Internet connection. 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
Q: Where do I find the area to change the setting to include digital search? I checked database preferences, but it doesn’t give me that option.
A: You will first need to connect Paper Tiger to your Google account. From the Dashboard, click on the Accounts tab, then find the option to Connect to Google Docs. Please see this blog post that has step by step instructions that you might find helpful: http://www.thepapertiger.com/blog/started-digital-tiger-paper-digital-filing-solution/
Q: Can I attach a picture to an item, specifically, I want to inventory fabric for a small sewing business, pictures or links to pictures in the notes would be helpful.
A: Paper Tiger is an indexing system, and doesn’t allow you to attach an electronic file, however you would be able to upload the picture to Google Drive and title that digital file with keywords. Then with your Paper Tiger Online account connected to your Google account, you would be able to search from Paper Tiger Online and search results will return for both your physical items that you’ve indexed into Paper Tiger and your digital items that you have in your Google Drive. You can also paste the link into the Notes section if you like, however it will not be hyperlink, but you can copy from there if you wish later.
During this webinar, Anne discussed the basic concept of Paper Tiger to organize both paper files and other physical items of which you need to keep track so that you can find them when you need them, and the concept of Digital Tiger, powered by Google Docs to organize and find your digital files. She demonstrated how to use Digital Tiger more effectively for digital filing, in addition to the following to show how to use Paper Tiger with Digital Tiger, so you can get organized and be more productive.
Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Watch the webinar to learn more.
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 (and sometimes in Arizona!), but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
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: I am very interested in reducing the amount of papers to be filed or that perhaps are not needed at all. What papers are critical to keep, even after scanning them?
A: We have several blog articles under our Category of “Retention Guidelines: How Long Should You Keep Records”
Q: I want help with useful item and category names.
A: See this blog post which contains suggestions for Location names, Item names, as well as Categories: “Customize Your Filing System with Paper Tiger’s Indexing Method.” Hopefully this will be helpful to you.
Q: How do I switch over from the old version and is it hard?
A: After creating your Paper Tiger Online account (Pro or one of the multi-user plans), email support@thepapertiger.com, attach your database(s) and let them know that you need it imported to your online account under which email.
Prior to sending your database, make sure all pending items have been confirmed by clicking the Confirm box, and empty the Trash for each database. Then export your database(s) to .CSV file(s) by following the instructions below for all databases if you have more than one database. To export a Paper Tiger CSV file from Paper Tiger 4:
1. Open Paper Tiger and the appropriate database.
2. From the File menu, select Export.
3. Check the Select All box.
4. Click the Browse button to select the preferred directory so that you will know where the file will be saved to and type in a file name for the CSV file, click the Save or Open button
5. Then attach the .CSV file to your email that you’re sending to our tech support team
Q: What is the difference between paper search to digital search?
A: Paper Tiger searches your paper files that you’ve indexed into Paper Tiger, and the Digital Tiger function allows you to also search your digital files that you have in Google Drive. Digital Tiger is a free add-on with a paid Paper Tiger Online account (Basic and Pro plans for now and then later for multi-users), to connect your Paper Tiger Online account to your Google Drive account, then you will be able to search from one place (Paper Tiger) to find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you have in Google Drive. Since Google Drive in this case would be your digital file storage location, you can prepare for Digital Tiger by creating, scanning or uploading your digital files to Google Drive. 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.
Q: Is there a mobile app for Paper Tiger?
A: No we do not have a mobile app for Paper Tiger, but it works well on the iPad and other tablets.
Q: I would like to organize my jewelry, and I have a lot! What do you think the best way would be to do so? I did purchase clear-lidded jewelry boxes and have also taken the photos! I was trying to figure out about the photos. I am thinking of also putting info to Google Doc’s so that I don’t have to store all this information in a drawer.
A: We recommend arranging your jewelry so that you can number each piece, then index each piece in Paper Tiger matching item numbers as you go. You can photograph your jewelry with corresponding numbers, and upload the pictures to Google Drive. Be sure to put keywords in the title of each photo that you upload.
Comment: I love the fact that you have “loaned to Frances” under your keywords for your books. It is way too easy for me to not get borrowed books returned to me. Using your method would help me put a stop to this.
A: Awesome!
The doors to the Fall Semester are groaning towards a close. One of the few times a year that forces most college students to start thinking about the dreaded F word; FINALS. You remember all the essays and term papers you wrote while in college, right? Four or five classes a term meant about ten papers if there were midterms and finals. It’s a liberating sensation to turn in fifteen and twenty page papers after a few fidgety nights chained in the library, but what does one do with the masterpieces after they’ve been graded and returned? Certainly not trash them, at least Shakespeare never did!
How many times have you searched for an old essay, rummaging through countless papers with no success? What are the benefits of keeping term papers following the semester? One might need to glance at that paper next semester for a prompt review. Whatever the reason, it’s often a good idea to keep projects and papers from the previous terms. One never knows when these term papers will come in handy in the working world.
Saving ten papers a semester unquestionably adds up. Reminiscent of a leech, these papers suck up memory on a hard drive and are dispersed throughout a tiny dorm room to add to all the other clutter. After a few weeks of severe procrastinating and searching for last’s semester’s Economics paper, all hope may vanish.
Renewing all hope, both Digital Tiger AND Paper Tiger will eliminate endless stacks of papers as well as the forever-growing pile. The pursuit for past essays will be a trouble-free, effortless and painless one.
With Digital Tiger, powered by Google Drive, digital files are stored in Google Drive. Students will have a variety of options; a hard copy, a digital copy and free space on their hard drive. Google Drive offers the most economical storage options for a college budget, with 100 GB of storage for less than a hamburger and fries! Sharing docs with friends working on the same project will be a cinch. The reliable Google Cloud will store all documents securely. Finally, with the way the zombies — *ahem college students — are glued to their tablets and phones, Google Drive works with mobile devices allowing virtual access to documents anywhere!
And for all the hard copy documents, an online Paper Tiger account takes less than fifteen minutes to set up. Once all the term papers are sorted and ready to be filed, Paper Tiger’s indexing system allows for:
- Organization by subject
- With the keywords section, there’s no need to worry about what name to file under nor do you have to worry about remembering the file name
- Both physical & digital file location search functions
- Printed labels for document identification
After mastering those easy tasks in Paper Tiger Filing System software, Digital Tiger will work just as fast. Have you filed away last semester’s theory essay? Paper Tiger will still allow for physical filing of these final papers, and with the Digital Tiger function, be able to locate both hard copy and digital files relating to the same subject.
With the Digital Tiger and/or Paper Tiger, college students can start the next semester always armed with those valuable papers and projects from the past. With a tidier dorm and more desk space, students can organize essay after essay each semester until graduation. Who knows, maybe grad school is calling their name.
Please join us for this FREE one hour webinar hosted by productivity expert, Anne McGurty of Strategize and Organize.
During this webinar, Anne will be demonstrating how to get started with Paper Tiger Online. In addition to demonstrating examples requested during webinar registrations, Anne will be demonstrating a work-flow example by filing items from her inbox and how to organize things other than paper files. Anne will also cover the concept of Digital Tiger, powered by Google Docs to organize and find your digital files. She will demonstrate how to use Digital Tiger more effectively for digital filing, in addition to showing how to use Paper Tiger with Digital Tiger, so you can get organized and be more productive.
In addition, she will discuss problems that people have getting organized, and how to Find Anything In Your Office In 5 Seconds or Less…Guaranteed! Join us to learn more.
The webinar is limited, so don’t wait! Register today!
Don’t forget to answer the questions on the registration form.
Please visit www.StrategizeAndOrganize.com to learn more about Anne and the services she provides. Contact Anne 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
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Being a teacher or professor is one of the most important jobs, however, it can be a bit of a challenge to keep everything organized. In order for a teacher to do the most proficient job possible, it is key to have a structured organization system in place. If you are a teacher or professor, you already realize how much there is to keep track of and try to find a way to keep straight.
If you are planning on becoming a teacher or about to graduate and become one, you should have an idea of what to expect. Not only that, but you should also go ahead and plan to implement an indexing filing system in order to have everything make sense, and to start out organized so that you can easily retrieve what you need when you need it without a lengthy search through stacks and stacks of paper files.
In addition, you’ll also have books and notebooks to keep track of and depending on your subject matter, you most likely will have different kinds of supplies that you need to keep track of. All of which can be indexed into Paper Tiger’s filing system software.
Teachers and professors have to come up with lesson plans and keep these on file for years to come. They can refer back to these lesson plans to reuse them throughout the years. Educators must also bring home students’ papers to grade and may sometimes keep copies of these papers to refer to later for various reasons. Teachers also have to give out assignments and may keep track of the assignments they drafted as well as copies of their students’ work. The bottom line is that there is a great deal of paper work involved with being a teacher.
It was once nearly impossible to keep track of all these papers from the past. Filing them under some type of alphabetical system kept them neat, but far from an easy retrieval or finding system. In fact, unless you could remember exactly what you would have filed something under, these filing cabinet drawers and tons of paperwork can be useless. Fortunately, Paper Tiger Filing System Software for document management, an indexing filing system software can help you get your paper files organized and turn your filing system into a ‘finding’ system.
Now you can have your lesson plans, past assignments and tests on file and find them easily. Instead of having them alphabetical when one file could be under several different names or titles, you can simply include any and all keywords that you may use for your files. This is especially important for those who teach more than one subject. Your substitute teachers can also benefit from getting your files organized.
You no longer have to file everything under the title you think you should, which can end up causing duplicate files in some cases when files could be filed under different names. When you want to retrieve something, will you remember if you filed it under H for “History test” or F for “final exam.” In fact, for copies of students’ papers, how could you possibly recall what the title of a student’s paper was from two years prior in case you need to retrieve it again?
Instead, you use keywords, any and all of the keywords and search terms you can think of to help categorize your papers. That way, once you index your files into Paper Tiger’s indexing software by entering item names and keywords into the indexing system relating to the documents in your hanging file folders, you can find anything by conducting a Google-like search of the information in your database based on the keywords you’ve typed in previously. Search results will direct you to the exact hanging file folder. You can add keywords anytime, especially when you need to file a new document into an existing hanging file folder.
With Paper Tiger, you would number your hanging file folders to coincide with what you index into the database, enter the data into the software relating to each document or set of relating documents such as the item name and additional keywords that you might relate back to the files in each hanging file folder. You can also rest assured that you, and others working with you, will be able to find the file at a later date.
Really no matter what profession you are in, with Paper Tiger Filing System Software for document management, you will never again have to spend hours searching through file after file, … or through shelf after shelf of all your books, or through your boxes for the supplies you need to retrieve, … when all it takes is a quick search in your filing system database to find what you need when you need it! See our training videos and a webinar or two on our Training page and get started today!
This article by Michelle Panzlaff, and the newest Certified Paper Tiger Expert, gives some great tips in paper filing and purging, and how to organize your paper files so that you can stop the paper clutter. Michelle also recommends Paper Tiger Filing System Software for Document Management to get everything in your life organized — not just for filing paper!
Paper clutter is a real challenge because of the volume of paper we all seem to accumulate. It’s just a fact that pieces of paper easily stack and hide each other.
Here are some quick tips to help you purge your paper clutter and get organized!
Look for related paper files and gather them together.
You’ve done this a million times: sorted through a stack of papers and divided them into small stacks, such as Bills to Pay, Bank Statements, School Papers, To-Do Lists, Ideas You’d Like To Try, Things I Might Buy, and blank yellow pads. But you probably stopped there. Keep going through the next three steps, and you won’t end up re-stacking all those papers, only to go through them again later.
Dispose of unneeded or duplicate items.
Did you find duplicates, or old documents you no longer need? Toss them!
Examples: Expired warranties, magazine articles that you kept but can’t remember why, information that you could easily find again, financial statements whose information is repeated on later statements. Make sure to shred or destroy properly.
Choose appropriate containers for each stack.
After you have purged and you know what you are going to keep, take a look at each box or stack of papers and consider what kind of container will work best. File folders are a natural, but consider other alternatives where appropriate:
Three-ring binders can be stored on shelves, and contents can either be hole-punched or placed in pockets and page protectors. (TIP: have a hole puncher in reach at all times if you go this route.)
Box-bottom folders handle bulkier items well.
Large envelopes can substitute for file folders if you don’t have a filing cabinet or if the papers are various sizes and apt to fall out of a file folder.
For voluminous stacks, you don’t need to organize further, try a box. If you do need to further organize a big stack, think about an accordion file or a notebook with dividers.
(TIP: whatever options you are considering, ‘do’ think long term on how it will work for you before you go to set up.)
Choose a home for each container.
If you use it a lot, it needs to be in your reach! Store frequently used papers in convenient locations. You might also locate files easier if you line up all the tabs on hanging file folders in a straight line, rather than alternating from left to right. (TIP: Decide on what side to put ‘Main Category’ header tabs and keep them in a tidy row too. It makes for easy scanning later.)
And remember that as you have new papers that need to be filed, take the time to label them properly, index them into Paper Tiger, and place them where they belong sooner than later. If you ‘Put it here FOR NOW’ you are asking for trouble later! And those stacks of paper will start piling up again.
Floating Pieces of Paper/Notes
Eliminate floating pieces of paper by having only one place to write things down. Be sure to identify a home where it will always be kept as well. You may keep your notes in a notebook that stays by the phone, a small pocket notebook that you carry in your pocket or purse. Or maybe a note-pad on your Smart Phone that you know is always going to go with you.
Just follow this rule… never jot something down with the idea that you’ll rewrite or type it in later. NOW is the time. ‘Putting stuff here for now’ is how we get into trouble in the first place, so write it down in its permanent location to start with, and you’ll be saving time also.
Original article posted at ‘Oh my, it’s paper, paper, paper everywhere!‘
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Tidy Tiger Solutions
Michelle Panzlaff
To Michelle, serving as a Professional Organizer is all about creating more functional and enjoyable spaces, productive workflow and effective filing systems, while helping clients feel inspired and more productive.
As a skilled professional, Michelle now possesses over 23 years of office, service and administrative experience. Michelle relies on her exceptional skill set to solve complex challenges for her residential and business clients alike.
Phone: (778) 866-6942
Email: info@tidytiger.biz
How many times in your day do you find yourself shuffling through paper files, wasting a lot of time looking for one item in particular that seems to be lost in countless papers in front of you? This has happened to all of us at one time or another, whether we are in busy offices or just trying to keep household paperwork in order.
Getting organized will reduce stress in your life and help you be more productive, and an effective filing system method, like Paper Tiger Filing System Software for document management can help get your life in order, both personally and professionally. Think about how much time you could save and how much more you could do if you’re not always searching for things.
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! How much does lost information cost you and your staff?
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 most likely 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 spend 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.
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. If you’re not organized, there is hope. Paper Tiger is a great tool to get you started on your way to filing and being able to find what you need, as well as make it simpler to get an organizational system into place and then maintained. Paper Tiger is flexible enough to fit your needs and preferences.
If you have done any filing, you most likely know that some documents can be filed under different file names, for example you might file your “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 if you have to look under 3 or more hanging file folders to find the file you need. It is also very easy to duplicate files, having some documents under “auto” and some under “car” and “vehicle” so you’re still wasting time and file space in this instance.
When you use Paper Tiger Filing System Software for document management, you can use keywords so that any one of these terms could be typed in to search for the location of a document. It keeps everyone who has access to the filing cabinets and the filing system software on the same page.
If it can be numbered or indexed, it can become part of your filing system. This very same program you use to get your papers in your home or office in order can be used to keep your books or garage or 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?
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. Implement Paper Tiger Filing System Software for document management and see for yourself how quickly you can get organized!
Don’t let the idea of getting organized overwhelm you. Asking for help can be a sign of wisdom, not weakness. If you were not born organized, or if you haven’t thought about getting some training in how to get organized or be more organized, then give yourself a break!
Ask someone in your family or a friend that can help you. Hire an intern. Or better yet, organizing and productivity consultants are available to help you create a customizable work flow and help you implement Paper Tiger so that you can get organized and work more efficiently. Click here to see Paper Tiger Experts who can help you.
The paperless office has been a myth up until just recently but does going paperless mean having no paper at all in your office? Of course, that depends on your office and the type of documents you have. Legal, accounting or medical offices would probably have a harder time going paperless due to the types of records in these offices.
There are lots of questions to ask and your answers to these questions would determine if your office should go paperless. So would you say that a paperless office might mean less paper instead of no paper? It may be very hard to go to a ‘no paper’ environment for any office, and there are pros and cons.
Cost Effective: If your office and workflow does not have to have a printed copy for every document, your printer ink and paper budget will decrease. Think about how you process your mail and if you could possibly distribute via email instead, which will also cut down on your postage. Simply rethinking about how you print and distribute from your office will be a great savings to you.
Environment: It goes without saying that reduction of paper will help the environment in reducing landfill waste, all that goes into production of paper, greenhouse gas emissions, energy used by printers, and production and disposal of ink cartridges.
Easy access: If you decide that going paperless would mean that you put your digital files in the cloud, Google Drive is a great tool to use. Google is a secure cloud environment, and it is included in your Google or Gmail account so every time you sign into your Gmail account, you also have access to your digital files. Google has also priced the digital file storage to be very economical.
It takes time: As Sherry Borsheim of International Association of Business Organizing (IABO) says, “going paperless is a process.” It is not an overnight process, and it will take time. Depending on the amount of paper files you have in your office will depend on how much time it will take you to transition to a more paperless environment. Time to make a plan for transitioning, and time to implement the changes in your staff workflow.
Changing current processes: The first step of transitioning to a paperless environment will mean that you’ll need to review your current processes and systems. Think about the types of paper files that can be switched to working with digital files instead of printing them out. Is there a way to work with some types of files digitally instead of everyone in the office printing the same document? Do we need to keep receipts for accounting and tax purposes? And what about contracts and other legal documents that need to be kept in the original format?
Cost of digital storage: There is a cost for digital file storage whether you decide to back up all your digital files to Google Drive as mentioned previously or in-house to CDs or Flash Drives or external hard drives, or other cloud services such as Carbonite, or Dropbox. You will need to decide what is best for your office. There are always concerns about cloud service security, but also think about how safe your in-house back up situation may be because you would be responsible for thinking about loss of these devices, system failure or crashes, in addition to weather circumstances such as flood, fire, tornado, etc. In addition, you have to think about digital formats that are no longer supported, such as moving digital files that you had on the old floppy discs to Flash Drives or external hard drives, and upgrade your older files from time to time to make sure they remain usable; or again decide to go to the cloud with your digital filing. Do you have a business continuation and back up plan?
Decide on your target goal. What is your objective in reducing paper in your office? Do you have a records retention policy? What types of documents do you need to keep and how long should you keep records? You and your staff needs to agree on a records retention policy for the types of paper and digital files you retain to use as a guideline for how you want records kept and how long certain files should be kept. We have several articles at records retention guidelines that you might find helpful.
Remember not everything needs to be switched to digital at one time. Some of your old records may not need converting to digital at all, and just simply discard them when they reach a certain age. It may not be efficient for you to scan every document in your office if you won’t need to keep them or retrieve them later. Then start with your current workflow processes, and you’ll most likely see what can be converted during your daily activities. Make a policy for these workflow processes that you can easily identify. Get comfortable with one daily activity at a time, then move on to another.
Decide what files will need to be kept in paper hard copy format and what files can be digital format. Be sure to decide on a naming system for filing both your paper and digital files. If you use Google Drive, decide if you want every digital file in Google Docs format, which makes the contents searchable.
For the paper files that you decide that you need to keep in hard copy format, index them into Paper Tiger Filing System software so that you’ll have a system to keep track of where they are. You can file with ease of mind that you’ll be able to find them later. Paper Tiger allows you to put an item name on every document, but also allows you to input all keywords relating to the documents in each hanging file folder, because as you know some files could have multiple item names that just won’t fit on the file tab. You will be able to search for any keyword that you’re thinking about on any given day for the file that you need.
Paper Tiger Online connects to Google Docs/Drive to activate Digital Tiger. To further explain, Digital Tiger is a free add-on with a paid Paper Tiger Online Basic or Pro account, and is the function that connects your Paper Tiger Online account to your Google Docs/Google Drive account, then you will be able to search from Paper Tiger to find both your paper/physical items that you’ve indexed into Paper Tiger, and your digital files that you’ve created, uploaded or scanned into Google Docs format.
Google Drive is an extension for Google email account holders that allows an account holder to download a Google Drive folder to their personal device(s), such as, your desktop PC, Mac, Laptop, Mobile Phone, iPad, etc., in order to save/store digital files into the folder which are then synchronized into your Google Drive account within Gmail. Google Drive is compatible with the Mac and Windows operating systems. So if you have multiple computers that you have documents saved to, you’ll now be able to synch those digital files to one cloud location and be able to access from any computer where you sign into your Gmail account. Click here to see more information about Google Drive.
See one of our previous articles Not Just Any Filing System to Get Organized! that might help you see how Paper Tiger and Digital Tiger, powered by Google Docs works. Whether you use Paper Tiger together or separately from Google Drive, using these two software tools is a great way to organize your paper and digital files so that you can get organized and find what you need, when you need it!
Regardless of whether you are planning your family vacation, searching for a new job, running a business, clearing the clutter in your home or office, or preparing for a move, getting organized is key. Juggling your life activities can be overwhelming, but Paper Tiger Filing System software is a great place to start with your organizing.
Think about the following questions for a minute:
Getting organized and being able to maintain a certain amount of organization is so important to your quality of life. Of course, you have to answer what ‘quality of life’ means to you, but you might find the list below helpful in getting to your sweet spot. Implement the steps that apply to you, and see how much stress is relieved by just doing one thing to help you work less and accomplish more!
Trying a different way of filing is sometimes a stumbling block for people, but we have so many that tell us they couldn’t live without it; some say that Paper Tiger has changed their lives. Don’t worry about making mistakes; just keep organizing and index what you can into Paper Tiger. You’ll be surprised the next time you need to find something and you’re able to search in Paper Tiger Filing System software and actually find it in seconds!
During this webinar, Nancy Hagan of Effective Day demonstrated how to get started with Paper Tiger Online. In addition to demonstrating examples requested during webinar registrations, Nancy demonstrated work-flow examples by filing items from her inbox to help you use Paper Tiger Filing System Software for document management more effectively to get organized and be more productive.
Nancy also presented how to organize things other than paper files, such as books, bank box, and storage boxes. She also demonstrated how the search from Paper Tiger Online works with the Digital Tiger function activated.
Please visit www.effectiveday.com to learn more about Nancy and the services she provides, and click here see her Productivity Coaching special. You can contact Nancy at 513 899-9949 or email at nancy@effectiveday.com
To learn more about Paper Tiger and Digital Tiger, visit www.thepapertiger.com
Q: How many separate locations can I have in each database and how many databases can I create?
A: if you have the free or Basic plan, you are limited to how many, but if you have the Pro plan or one of the multi-user plans, you are basically unlimited as to locations within a database and how many databases you can have.
However, you would only want multiple databases if you do not want to search across them because Paper Tiger only searches within the database that you’re in. It does not search across databases. 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: Please explain what Categories are for.
A: “Category” is a word or words you may use to classify groups of related folders or items. Paper Tiger allows you to file information physically one way, but easily organize files virtually in a totally different way using Categories.
For example, you may use the Category “Benefits” to classify the folders relating to “Stock Options,” and “Day Care.” The Category, “Bills” may include “Utility bills”, “Car repair bills” e.t.c. The Category “Self-Help” might include all your books that relate to self-help or motivation.
Q: So when I assign Categories to files, the files become searchable by Category and keywords?
A: The category title you assign is not searchable, but there is a button for Category (beside the Location button) that you can click on and Paper Tiger brings up a list of your Categories similar to your Locations list. You can then choose the category you want to see all the items that you’ve assigned to that one.
Q: Oh also when you are in the Categories list, and you click on the category that you want to see all the items, can you search within that?
A: No, when you search from the search bar, Paper Tiger searches all of the database, not just within the category you’ve chosen. However, once search results come up, you can sort by the Category column.
Q: After you set up a Location, you say you might add 200 items. I would assume those items are files in the drawer. Can you branch off one of those items to say in this item there are these files? I’m confused as to after you add the 200 items or hanging folders, how do you say what is in the hanging folder if there is say 10 different papers in the folder that deals with that hanging folder.
A: The 200 items would coincide with the hanging file folders in your drawers. You can add keywords for each item in Paper Tiger that relates to as many documents that you have in a single hanging file folder. So if you have 10 different papers in a single hanging file folder, you would input as many keywords as necessary relating to the 10 different papers. That being said, if your hanging file folder contains your monthly cable bills, you would only need keywords for the entire folder not necessarily for each monthly bill unless there is something that you want to remember about a specific bill.
Q: What if in the hanging folder there are 2 manila folders that deal with the one hanging folder, but are separate from each other. Is the only way to say what is in the hanging folder in the keywords or can you have a tree that has a title for each manila folder, then you can say what is in each manila folder so you know they are in the same hanging folder, but separate from each other?
A: What I do in this instance, is number each manilla folder, and then when inputting keywords for each, I would for example, Item Name might be Paper Tiger Training and manilla folders would be numbered to coincide with the number I input into the keywords section, i.e.: 1. Paper Tiger single user instructions, 2. multi-user instructions, 3. database information, 4. etc.
Q: How does Paper Tiger compare to Evernote?
A: Evernote is a different kind of tool in which you can save notes, ideas, things you like, hear, see and other things that you want to remember or have in one place.
Q: Would the digital files feature work with Microsoft Live accounts (SkyDrive)?
A: No, our Digital Tiger function connects Paper Tiger Online to Google Docs or Google Drive through a Google app or Gmail account. Click here to go to our blog post for how to get started with Digital Tiger, where you can view 2 screen casts that show how Digital Tiger works and a demonstration of using the Fujitsu ScanSnap 1500.
Q: What is the name of the scanner you mentioned?
A: Fujitsu ScanSnap 1500
Q: Do I need to hit save after I edit something and if so, where is the save button?
A: In the Edit box, you do need to save your changes. You should see Save Changes button in the lower left corner of the Edit box.
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Nancy Hagan of Effective Day, works with business people who want to be more effective and productive, focus on their highest priorities and be free to do what they do best! Effective Day provides Organizing and Productivity Coaching, Consulting, Workshops and Products for busy people who want to make the most of their day and enjoy their life.
You don’t want to miss this Paper Tiger webinar hosted by Meggin McIntosh, “The Ph.D. of Productivity”™ and Paper Tiger Expert. She will help you better understand Paper Tiger Filing System Software for document management to be able to use the software more effectively and see how you can get organized in every area of your life — not just paper filing! Join us in learning more about the way Meggin has been able to file & find paper files, notebooks, boxes, etc. for over 13 years.
Join us for the class and get some solutions – http://www.meggin.com/classes/upcoming-public-classes/paper-tiger/
Send Meggin your questions and she will answer them during the webinar.
Emphasis on Excellence, Inc.
Email: meggin@meggin.com
Phone: 775.853.5510
Twitter • www.twitter.com/MegginMcIntosh
Facebook • http://www.facebook.com/LifeofEs
Every business, no matter what size, has a need to keep meticulous records. Many companies have one or more administrative employees whose chief function is to manage company records—often, in an archaic and unmanageable system. File indexing, like Paper Tiger Filing System Software however, is the contemporary method for efficient document management.
The top of every company’s priority list is something ironically called “the bottom line.” In other words, getting the most productivity from their staff and other resources without blowing the budget to increase profit margins. Thousands of hours are literally eaten up with filing and then trying to locate specific information at a later date because the system used for document management is so inefficient or outdated.
One of the chief reasons companies still suffer inefficient filing systems is that every employee is different. People have their own thoughts about what filing should be, and their own way of managing and naming their files. So you have a variety of different methods all intertwined within one company. Some statistics say that about 7 percent of all documents are lost or misplaced and have to be reproduced. Experts estimate that about 150 hours of employee time per year are wasted trying to locate missing files or documents. And even more to recreate the necessary information! At $20 an hour on average—because all levels of employees are involved in this process—that can easily add up to $3,000 per year or more, that you can save simply by using a document management software to manage your files.
There has to be a better way to organize your filing cabinets into a uniform, logical style that is standardized throughout your business, regardless of the size company you have! Indexing documents is the most efficient way to increase productivity of everyone within your organization and improve the health of your “bottom line.”
So you’re probably wondering, “How does an indexing document management system work?”
It’s quite simple really. With Paper Tiger, you allow employees the access they require, according to your own policies, to use the software. You and your staff needs to agree on a records retention policy for the types of paper files you retain as a guideline as to how you want records kept and how long certain files should be kept. This policy should also transfer to your digital files as well. We have several articles already on records retention guidelines that you can use to assist you. Company name, common subjects, or other descriptions. Whatever works for you. Use as many keywords as you like. Each employee that has access to the software can also add keywords that they relate to each document or set of relating files.
Paper Tiger is a file indexing system for your paper files or other physical items that has a search engine built in so that lost information is virtually eliminated in your home or office. You would simply type in the information into the database relating to your paper files or other physical items to get organized so that you can find what you need when you need it, without time-wasting searches. Afterall, retrieval is the goal when you file something away, right!?
You can keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper files that you need to keep in hard copy format.
Paper Tiger software consists of the following levels:
When you’ve indexed your items into Paper Tiger, and you need to find a document later, you simply conduct a Google-like search in Paper Tiger’s database to find where the item is located.
This solves problems with filing or finding any physical item, such as:
Now, every single file, anywhere within your entire company, will be labelled using the exact same system. People won’t be making up their own names for files and wasting more time as they or someone else tries to locate needed information. And no more duplication of files! From the day you implement this brilliant, time saving system, every document relating to any project you have will be placed in the same location for easy retrieval.
It’s common knowledge that every document that comes into your office has to be managed in one of three ways. It can be dealt with immediately and then filed. It can be delegated to someone for future action. Or it can be tossed. The joy of indexing is that your filing cabinet now becomes your action file as well. You can create a file just for items that need action and place them there without forgetting where you put them, or failing to take action because you “forgot” about them. Then when you’re finished, you can move the file to an archive location or a more permanent file and leave an uncluttered desk ready for more important work. You can file it away and not have to worry about finding it later.
Once your projects are complete and files are no longer needed on a daily or weekly basis, they can easily be moved from your action file location to a reference file cabinet or archived in storage elsewhere, and a quick search in the database will tell you where they’re located now, in case something needs to be retrieved later. All your document management is done by indexing your files on the computer using software that anyone can learn to use almost immediately—even the computer-challenged managers who usually leave most of the computer work to their assistants because they’re “too busy.” No more worrying about not finding a file because someone is out sick! Paper Tiger document management system alleviates that problem.
In today’s contemporary society with constant Internet usage, video conferencing and urgent meetings are often called with little or no warning. Having an indexed document management system is ideal because you can quickly and easily “lay your hands on” every document in the office you may need for an impromptu meeting or conference call. You’ll no longer be forced to make major decisions without having all the relevant information you need at hand.
Document indexing truly is the most contemporary method to efficient document management for your company. It will not only save your business time and money, but it will make for much happier employees who have to spend so much less time handling files and documents in the office, and remember you’ll also be able to index other physical items such as office supplies, training manuals, CDs and DVDs, etc. Paper Tiger Filing System Software for document management can index anything that you can put a number onto, Not Just For Filing Paper!
If you have your own business, you realize how difficult it can be to keep things organized and in order. Paperwork alone can be a real nightmare, but Paper Tiger Filing System Software for document management, not only can you finally get all your paper files in order, but anyone in the office can find them.
Using Paper Tiger, you never have to worry about whether to file a paper under “Smith’s dog care,” or “Fido dog walking schedule” again, and solves the many problems with filing such as:
The best thing to consider is using document management software as your ultimate tool for a filing system. The great news is that Paper Tiger can be used for more than just your paper files, but start with the paperwork part of your business. This is often the most important aspect of your business because it affects you, your clients and even how you get organized and prepare for tax time reporting.
Consider how the alphabetical method filing system would work. You would have to make sure everyone who might need access to the document would be in agreement with the labeling system and then make sure you had everything in the right alphabetical order. One simple slip and you could spend a lot of time searching every file of every drawer in all of your filing cabinets looking for one single piece of paper.
You can index the document into Paper Tiger’s database with any item name you want without any worry about finding it later, because the system will allow you to add as many keywords as you want to 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 set up numerically and waiting for your documents, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
When you’ve indexed your paper files or other physical items into Paper Tiger, and you need to find an item, you simply conduct a Google-like search in the database and Paper Tiger will let you know where the needed item is located, then no matter what someone types in to search for the Fido Smith dog care and walking schedule, the answer will appear based on the keywords entered previously. Find that file number and you have your paper without even having to think about putting it in alphabetical order, or what you would have put on the file tab.
So after you have your papers in order, you realize that you and your staff waste a lot of time finding things you need relating to the business, such as inventory or office supplies. Now you can use your document management software to keep track of the bin number you keep extra flea collars in, the box number where your back stock for leashes is and even if you have those personalized dog beds in your business, home or at some offsite storage unit.
Below is another example of how to use Paper Tiger to index and organize your CD’s, and can be used to implement the same concept to index your office supplies or inventory or your books or any other physical item that you can put a number onto:
1. Name a Location CDs, with capacity of 100 (you can increase this later if you need to) Then print labels for the 100 items ready to affix onto each CD as you index it.
2. Begin indexing your CDs individually by adding a new item in this Location. I would name the item by the name of the movie or topic or singer of the CD, and continue with something like the following:
-Item Name: (name of the movie or topic or singer of the CD)
-Keywords: (actors/speakers, length, rating, brief description)
-If you have Professional or Pro edition, you will be able to apply a Category to the item. If so, add new category for either drama, fiction, comedy, historical, etc. (as info, the Basic edition does not have the Category function) If you have Basic, then you can add the category to the keywords section as well, then when you search for a specific category, Paper Tiger will bring up all of the CDs that you’ve indexed with that category, which is basically the same thing that would happen if you were to select the Category drop down box in Professional or Pro.
3. As you index each CD, affix the corresponding label to it and store in your new place. As you’ll see in this picture below, both the CD and the CD jacket are numbered so when you search Paper Tiger, you can go to the corresponding CD jacket number, and you’ll also know to match the numbers when replacing the CD.
The bottom line is that if you can put a number onto an item, you can index it into Paper Tiger… then whether the physical items are paper files, boxes, bins or books, etc., type in a keyword for an item the same way you do with an online search engine, you can find it. Start making your organization system work for you and your entire office by using Paper Tiger Filing System Software for document management and get organized today!
Trying to get yourself established and off the ground as an artist isn’t always easy. One of the greatest challenges artistic minded people face is sometimes balancing the business mind with the creative one. The bottom line is that many creative types thrive when it comes to creating their art, whatever the medium may be. When it comes to taking care of the other details, things often fall apart.
Getting organized doesn’t have to be that difficult. The most challenging part may only be getting a filing system like Paper Tiger Filing System Software for document management in place, and before long you will have to do nothing but be creative and file as needed into your filing system you’ve put in place to work for you. As you get more clients or sales and can hire others to help manage your growing business, they too can learn to use the same system with no effort at all.
More than likely if you are seriously trying to establish yourself as an artist, you have paperwork scattered with no real system. Your focus is being artistic and the rest seems like just details. You probably even have some important papers lying around in piles that may act as a priority system, but if you should need to find one in a pinch there would be no way to do so.
You probably have papers including:
More than likely there are a lot more pieces of paper lying around that you can’t keep track of but need to. In many cases, the paperwork has gotten so out of hand it can actually stress a person out and becomes an extremely important task that just keeps getting put off.
For Paper Tiger, you would keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper that you need to keep in hard copy format, and also index other physical items,such as your artwork and where each piece is located. Paper Tiger can index anything!
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 corresponding index file number location. 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 add as many keywords as you want 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 set up and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder each time you want to file something.
When you’ve indexed your paper files or your artwork and other physical items into Paper Tiger, and you need to find an item, you simply conduct a Google-like search in the database to find where the needed item is located. This solves problems with filing such as
*You can’t decide what to name something;
*You don’t like making new folders when you need to file;
*You can’t remember where or what name you filed something under.
When it comes to locate the list of galleries where your artwork is, you would type in the name that you’ve given each of your artwork into the Item Name field of Paper Tiger, then in the Keyword field, you would type in where the item is located and any other information that you might want relating to that piece. Then when you need to know where a particular piece is, you would conduct your search in Paper Tiger, and your filing system will let you know where it is.
If you have no idea where to start in setting up an organized filing system; one where all legal and tax requirements are met, you might consider hiring a productivity consultant who can help you understand what you need to keep, how long you need to keep certain items, and the consultant will be able to create a customized work-flow for your business side to help you maintain an organized system.
It is as simple as that. Even someone who begins working for you could type in a keyword and find the needed item quickly. When you get organized it makes it that much easier to stay organized. Start your business off the right way with Paper Tiger Filing System Software for document management to help keep your records management organized. Start getting organized by implementing your document management software and put the focus back where it should be, on your artwork!
Running a home office can be very trying no matter whether you are using it to keep track of the family’s finances or running a small business from home. If you don’t keep track of your papers and other items in a manner that makes sense, you will waste time because you cannot find things when you need them.
When you’re not organized, you will not only waste time, but could lose money as well when bills are not getting paid on time, incurring late charges and other penalties simply because they were buried under other items. Also if you’re not invoicing clients in a timely manner, you’re not receiving payment for what is due to you.
The Paper Tiger Filing System Software and Document Management is a hybrid of traditional filing and computer search ingenuity with the ability to help you streamline your filing system and find your items. Paper Tiger is a filing system software that doesn’t require you to scan your items so you can use the same indexing system to organize books and other items that could not be scanned. (See our Not Just for Filing Paper webpage)
Paper Tiger is an indexing system for your physical files that has an easy-to-use search engine built in so that lost information is virtually eliminated in your office. You would simply type in the information into the database relating to your files or other physical items to get organized so that you can find what you need when you need it, without time-wasting searches.
You would keep your paper in its original form (you do not have to scan it) and use the power of the computer to index the paper that you need to keep in hard copy format, and also index other physical items. Paper Tiger can index anything! 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.
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. 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 add as many keywords as you want 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 each time you want to file something.
You number your files, enter the data into the software relating to each document or set of documents such as the item name and additional keywords that you might relate back to the files, and never have problems retrieving your data again. By inputting multiple keywords into the software database for each document or relating documents within each hanging file folder, you can also rest assured you or someone else will be able to find the file at a later date.
For example, you can enter key search terms such as “taxes,” “expenses,” receipts,” or “write offs” all entered for the same file. Later you can use any of these terms and the search engine will inform you of where the file is located. No more searching because you can’t remember if you filed it under ‘T’ for taxes or ‘E’ for Expenses or ‘R’ for receipts, etc. You owe it to yourself and the future success of your business to get and keep your record management system organized from the very first day.
When you’ve indexed your paper files to Paper Tiger, and you need to find a file, you simply conduct a Google-like search in the database to find where your file is located.
This solves problems with filing such as:
- You can’t decide what to name something;
- You don’t like making new folders when you need to file;
- You can’t remember where or what name you filed something under;
- Staff sharing files in the same filing cabinets, everyone thinks differently and anyone can search a keyword;
- Staff turnover or the one person in the office that knows where everything is gets sick or on vacation.
You might also check out our article Customize Your Filing System with Paper Tiger’s Indexing Method for additional helpful tips in how to set up your filing system.
Some people are trying to set up their filing systems to a more paperless environment, and scanning incoming paper files that is not necessary to keep in hard copy format. In the case where you’re going to keep some hard copy files, but you also want to keep up and be able to find your digital files, we recommend Google Docs through a Google or Gmail account for your digital file storage. Google Docs is great for storing the digital files that are scanned and those files that you can upload from your computer.
With the addition of Digital Tiger function in Paper Tiger Online filing system software Basic and Pro plans, you can connect to Google Docs for a combined document management software solution. Digital Tiger, powered by Google Docs, is a free add-on with a paid Paper Tiger Online (Basic or Pro plan for now). You can still index your paper files that you need to keep in hard copy format and other physical items such as books and manuals into Paper Tiger Online, and use Google Docs for your digital file storage. Google Docs is the lowest cost digital file storage system available, and is more convenient than storing your digital files on your hard drive (or multiple computers) that would take up valuable memory, or keeping up with CDs or Flash Drives.
Combining Paper Tiger’s indexing method, there’s a way to organize and index all those items that simply cannot be scanned, i.e., passports, contracts, binders, books, CDs, DVDs, items in safe deposit box, etc. Then by using the Digital Tiger function in Paper Tiger Online, you will be able to search and find both your paper/physical items that you’ve indexed into Paper Tiger and your digital files that you’ve uploaded or created into Google Docs format relating to the same keyword search from one software system, Paper Tiger.
The bottom line is, when you get organized it makes it that much easier to stay organized. Start your business off the right way with Paper Tiger Filing System Software for document management to help keep your records management organized.
Your home office is now organized like a miniature databank, like your own personal version of the World Wide Web for organizing your paper files and, well actually, anything that you can put a number onto.
Tame your paper files (and other items) with Paper Tiger and get organized today!
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