Since 1998, Paper Tiger has been helping tens of thousands of businesses, professionals and individuals simplify their organizational and hanging file systems. Prior to Paper Tiger, there were only five possible solutions to dealing with the world of paper management. First, let’s take a quick look at those.
The Trash or Recycling Bin – Most people would still like to be able to eliminate paper from their life and be able to let it all go by tossing it somewhere and making it simply go away. That might be fine, as long as all that data could be tracked down later somewhere online.
Stacking Paper – This keeps everything close at hand but fills up those “in” and “out” boxes so quickly. Then you divide the in-box into stacks, and the stacks begin to build on your desk and other surfaces in your office. Also, how can you ever really find what you are looking for? Time-consuming searches through piles of paper everyday and sometimes several times a day, is just not productive. This is more of a temporary solution than an actual filing system. And one that simply cannot be a viable solution if the paper files need to be accessed by others in the office.
Alphabetizing – This one can work, but certainly has flaws. For one thing, how will everyone know what exactly you filed something under? Honestly, you may not even recall if you put something under “car insurance” or “auto insurance.” Plus, if you run out of space in a drawer for one letter, it means physically moving everything to another drawer to adapt. And, that’s just to name a few of the downfalls with alphabetizing.
Scanning – Finally, a more modern, streamlined way to deal with your paper. There are, of course, still imperfections with this system, too. Consider the time it takes or that dealing with papers that have sticky notes or are bound. Depending on your digital file storage location — on your hard-drive or CDs or external hard-drive, data could be wiped out. Then do you have a way to search for your digital files?
Indexing – Using Paper Tiger Filing System software, you keep your originals, but have a better system to help find where everything is located and filed away. Basically, if it can be numbered, it can be documented in Paper Tiger, whether it be your paper files to be stored in your filing cabinets or if it is your books that you want to index to be able to find easily later.
So, it’s exciting to think about what that could mean for the introduction of options such as Digital Tiger. This system will enable users to “Find Anything in Your Office in Five Seconds or Less… Guaranteed.” And, imagine being able to access your information from anywhere with an Internet connection.
With Digital Tiger, you can index your paper files that you need to keep in hard copy format into Paper Tiger Online, and scan your paper files that you no longer need in hard copy format, then upload the PDF to Google Docs where it will be digitally stored, with other digital files you’ve uploaded, converted or created in Google Docs format — all in an affordable and efficient Gmail Google Docs digital filing cloud storage account.
Digital Tiger, powered by Google Docs, is designed to work seamlessly with Paper Tiger Online, and is now available in Basic and Pro accounts. Paper Tiger Online will now connect to your Google account, making it Digital Tiger so that you can find all of your information with just one search — your digital files that are stored in Google Docs, and your paper and other physical items indexed in Paper Tiger.
This year, stick to the resolution to declutter your life by getting truly organized. It’s probably a task you have been putting off for ages because it seems like such an overwhelming task, yet can be such a simple thing to accomplish. It’s all about taking the first steps to get started. The first step is making the commitment to clear the clutter in your home, office or personal space, so that your life will begin to be less stressful and productive. Before you know it, you’ll actually have more time for yourself.
Eliminate the frustration you experience every time you try to locate an important document and cannot find it amidst the disorganized mess acting as your “filing system.” We receive calls and emails all the time from people telling us that they have stacks and stacks of files that is causing more stress than it’s worth and need help getting organized. Paper Tiger Filing System software helps companies, non-profits, government agencies, professionals and individuals all over the world get control of something they hate…filing the paper on their desk & in their office, and can help with the life-cycle of document management, but it’s Not Just For Filing Paper.
Reduce the stress and anxiety you are probably feeling without even realizing it from having your home or office in disarray. Make this year the year you completely organize your life.
How to Get Started
To stop the overwhelming feeling of getting started with a serious organizational system, start by making a plan of action — a step-by-step list of what to do and how to do it. Set goal dates for each step of your organizing process, and schedule time on your calendar for each step.
Working with paper files, documents and other items that traditionally get put into a filing system, you can start by going through one stack at a time, and decide what needs to be kept, which of these files are actionable and which ones just need to be filed for future reference, and which items should be tossed. Then index the paper files by typing in any possible keywords that could be used for each file so you can retrieve the item when needed by conducting a Google-like search in the database. Paper Tiger will assign a file number for each hanging file folder to match the item number in the database. You can add to those items in the database by simply editing the item and adding any new keywords relating to the new document being filed, and place it in the correlating file folder.
Of course for some people, the only way to make it happen is scheduling the time on the calendar, and simply diving in and getting the job done.
Whatever approach works for you is the best way to start, but just make sure to actually get started. By making and committing to a plan, you ensure that you will stick to your resolution. Please also take a look at our article Customize Your Filing System with Paper Tiger’s Indexing Method to help you see the filing system possibilities.
Using a Document Management System to Get Organized
Using a document management system is the best way to get and stay organized. The great thing is, you can use this same type of organizational system for things other than paper filing. Typically, you use an indexing system to control your document management system, but this same method can be used for almost anything causing clutter in your home or office. If it can be cataloged and numbered, it can be organized by using Paper Tiger’s indexing system.
If you want to organize other items in addition to paper files, you can start by separating these things into boxes or bins, whatever is appropriate for the types of things that you’re organizing. Using the same approach as with your paper files … go through the items and decide what needs to be kept and which items should be tossed, given away, or collected in a box for a yard sale.
Whether it is your DVD collection, books, even your seasonal decorations, you should use this opportunity to get rid of or sell the ones you no longer need.
From here, you use the indexing system to type in any possible keywords that could be used for each physical item you’re indexing so you can retrieve the item when needed by conducting a Google-like search in the database. You would affix an item number label to the item or box to match the item number in the database.
With Paper Tiger Filing System software, you have a document management system that will enable you to finally declutter and live an organized life. You will be able to find what you need, when you need it and be more productive, less stressed and have more time for yourself in no time!
CALL TODAY! Contact productivity expert, Anne McGurty of Strategize and Organize, to schedule 30 minutes to strategize and organize a FREE analysis of your situation.
Are you managing both paper and digital files? Feeling stressed?
How do you bridge the paper world to the digital world?
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The car industry got it right…it’s no longer a gas or electric decision — it’s both – a hybrid.
Improving customer service by being able to produce information faster
Happier employees as they can find what they need, when they need it
Reduce the stress in your work day
Why make the transition alone … it’s not a tactical project that you can piece-meal … you need a strategic solution to be in the hybrid world.
All you need to do right now is the make the decision to spend 30 minutes with Anne McGurty, productivity expert, to strategize and organize and engage in a free analysis.
Call 303 881-0174 or email at amcgurty@strategizeandorganize.com today to get on Anne’s schedule and take advantage of this free analysis!
No kidding – 30 free minutes! Call or email today!
From dental offices to law enforcement agencies, almost all organizations and offices require a filing system of some sort. The issue can become troublesome however. Over time files become disorganized or put under different titles and not everyone knows what title to look for to retrieve the file. Hire someone new and just the time it takes to explain the filing system or for the new hire to actually work with it and make sense of it, can be costly man hours. Not to mention, that one person in the office who knows where everything is, goes on vacation or has to be out of the office for any length of time, and the frustration builds when documents can’t be found.
The paper filing system is an important task for any organization because retrieval is crucial. Without all these important documents organized properly, your company would be in chaos and could cause legal trouble. Come tax time, being able to get to all files necessary is what will make your timely tax preparation submission possible. Ever get audited and find yourself unable to locate certain records or receipts, and you could find yourself in trouble with the IRS.
Without an organized filing system you can’t accomplish what you need to in a timely manner. It is estimated that the average person wastes 150 hours per year looking for lost information.
Paper Tiger is Like Having a Professional Organizer in Your Office
With Paper Tiger Filing System software, you can declutter your professional office space and be certain your paper files are in order and can be found when needed. Not only that but you can be assured you will have a method in which you can save time, be more efficient, and train others to use it in no time at all. In other words, you can redesign your paper filing so that the workflow of your operation will be in perfect working order and never cause you stress again.
Your document management can be made simple, as well as new and improved, by implementing an indexing system for your paper files to remember for you where everything is! By using this type of document management software, you can have your hanging file folders numbered instead of trying to decide whether to alphabetize or what type of name to give something that everyone will understand and remember when searching for a file.
You simply type into the software database an item name and additional keywords that relate to all documents in each numbered hanging file folder and file it away. You can give items multiple keywords such as “Jones dental records” or “Xrays for Bob Jones” and any other keyword that would relate to the contents of the folder. By doing this, no matter what a staff member types in for a search term, he or she will be able to find the file with no problem. This enables anyone to find anything using this simple to use style of document management.
What Else Can You Organize With Filing System Software?
One of the great things about this type of indexing system is you can also use it for so many other things for both your professional and personal life. You can imagine how much easier it can be to declutter all aspects of your life by using this type of filing system. You can keep track of bins of collectibles or boxes for seasonal clothing or archive old paper files to an off-site storage and still be able to locate exactly where an item is with just a quick search in the database. As long as it can be numbered, it can be documented or indexed in Paper Tiger Filing System software.
How to Index Physical Items Other Than Paper Files
Example: Different Colors of Paint Cans for Your House
You can name a Location in Paper Tiger ‘Paint’ and say you have 10 colors, so your Location capacity would be 10. In the description for the Location, you can input where you will store your paint, such as ‘Paint is stored in Basement on top shelf of Shelf 1 of 2′.
Print out labels from the database to be affixed to the paint cans.
Enter Item Name for each color of paint that you have, i.e., Baby Blue. Click on Add Item, and when you add an item, Paper Tiger will assign a number to that color.
Enter Keywords for each color, such as the room or item that this color is painted onto, i.e., baby’s room, lamp table in baby’s room
Match Label Numbers and Item Names: Make sure the label number you affix to each paint can matches the color that you input for the Item Name.
Example: Boxes of Seasonal Decorations
You can name a Location in Paper Tiger ‘Decorations’ and say you have 5 boxes of seasonal decoration, so your Location capacity would be 5. In the description for the Location, you can input where you will store your boxes of decorations, such as ‘Decorations are stored in Basement on 2nd from top shelf of Shelf 1 of 2′.
Print out labels from the database to be affixed to the 5 boxes.
Enter Item Name for each theme of decorations that you have, i.e., Christmas or Thanksgiving or Spring. Click on Add Item, and when you add an item, Paper Tiger will assign a number to that color. In this example, box #1 item name might be Spring, box #2 item name might be Thanksgiving, box #3 item name might be Christmas, etc.
Enter Keywords for each theme, such as in box #1, your Spring items might include a spring flag, bunnies, tablecloth and picnic items
Match Label Numbers and Item Names: Make sure the label number you affix to each box matches the decoration theme that you input for the Item Name.
If you are one of those people who dreads tax time each year because of the hassle of getting your records together, it is time to put an end to that. It may not be tax time yet, but this is now the time to prepare and get ready for it. This year, make getting those tax records and other documentation a priority as well as a goal, and one you will accomplish. You make getting your records in order and keeping it that way by using a proper, efficient and effective filing system. Implementing Paper Tiger Filing System Software for document management will help you can carry the momentum forward once set up so that it will be easy to maintain your document management as well as be able to find anything in your office in 5 seconds or less.
Creating Your Filing System
Too many people keep their documents stacked up and unorganized which makes it difficult to make sense of or find the files when the need arises. For taxes and legal documentation, it is vital to keep these records well organized. Not only does it help for upcoming filings, it is essential in times of audits. Keep your past, present and future documents, receipts, and other crucial records so that you can file taxes, deal with audits or be prepared for subpoenas. The more organized your records, the easier this will be.
The best thing you can do for yourself is set up an effective indexing filing system. A traditional alphabetical filing system alone will still leave you frazzled and feeling overwhelmed. A lot of paper files are miscellaneous and difficult to think of that one or two word file name to put on the hanging file folder tab, so you’re afraid you won’t find it again if you file it. And the stacks just get larger. Or you forget that you’ve filed a similar document under one file name and so you create a duplicate hanging file under a different name. But once you set up your indexing system, your filing system method will be that much easier to use.
Indexing systems enable you to find all your records in a matter of seconds, saving you so much time and effort. You would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You type in information relating to each document in the Paper Tiger’s database file location. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).
When you’ve converted your filing system to Paper Tiger’s indexing method, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located.
Get Organized To Help You With Records Retention
One thing very few people realize is how long they should keep certain records. Be it documentation for your personal life or professional life, you have to keep some of those records around. Of course, by using an indexing filing system, you can make a plan for how long your records should be kept, and when you know when the paper files can be tossed, it will be easier to declutter your life. There are certain documents you must keep and others which are optional and certainly up to what you want to keep and for how long. So when you know when a file could or should be tossed, then it will save you time in the long run.
Income tax returns and payment checks for example, should be kept, always. You should also plan on keeping stock records, retirement and pension records, as well as legal documents forever, just to name a few. Some records that you should hold on to for a minimum of six years are purchase records, supporting documents for tax returns such as receipts, and accident reports and claims. Again, this is just a short list from a wide range of documents you should keep filed away for at least six years.
For a three-year period, some records you may want to keep include credit card statements, medical bills and any expired insurance policies. Other records you should check on before disposing of. Of course you may also have documents you want to keep. Car records, for example, you would keep until you sell or get rid of the automobile. Also, things like property records should be kept, even for a period following the sale of the land or property.
The bottom line is, when you get organized it makes it that much easier to stay organized. Declutter your life with Paper Tiger Filing System Software for document management to help make sense of it all. Don’t put it off any longer – simplify your life and organize your home or office by getting started on this project right away.
This article by Ann Gomez of Clear Concept Inc., explains a few benefits of getting organized and gives us some great simple tips to boost productivity without being overwhelmed!
In addition to Ann’s paper filing tips, when you implement Paper Tiger Filing System Software for document management, you will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled.
Many people are overwhelmed by the thought of getting organized. Managing the avalanche of information can be a bit like drinking from a fire hose. It’s been said that a weekday edition of The New York Times contains more information than the average person was likely to come across in a lifetime in the 17th century England. More new information has been produced within the last 30 years than in the last 5,000. Yikes!
I like to be organized.
Ok – I admit it. I like to be organized. In fact, I sometimes find myself procrastinating by organizing. When I walk past an unorganized office, I need to resist the urge to jump in and start sorting. But enough about me …
Simple Improvement
Getting organized is one of the easiest ways to boost our productivity. It doesn’t strain the brain, yet it yields some immediate positive results.
Getting organized offers many compelling benefits:
We save time by not having to look for things
We significantly reduce chaos and distractions
We are able to focus more on our most important work
Getting organized is actually pretty simple.
Most of us know what we need to do to get organized. The biggest challenge is likely finding the time. So my first tip would be to clear your schedule for 2-3 hours. My second tip would be to recruit some help. An assistant, an eager colleague or a dutiful friend all work. Finally, make it fun! Bring some snacks, turn on some music or even uncork some wine.
A few simple tips will help focus your efforts.
As you dust off your piles, consider the following organizing tips:
Clear your desktop. Only keep the task that you are currently doing on your desk.
Set up a staging area (for example, on a back credenza) for work you plan to complete later that day or week.
Establish a home for everything. Create files. Group like with like. House things where you use them. Purge anything that is unnecessary.
Put everything else away. Worried you’re going to forget about it? Write it down on your To Do list.
Commit to maintaining your organized office. Avoid creating a ‘to be filed’ pile. These piles multiple faster than rabbits. Instead, file it right away.
So there you have it – a low-key, easy project that can boost your productivity.
Ann Gomez is a productivity consultant and the president of Clear Concept Inc, which she founded in 2004. Ann helps her clients effectively manage their products and leverage their time across their many competing priorities. She works with several top law firms as well as large clients across Canada and the U.S. Recent clients include Royal Bank of Canada, Bank of Montreal, AstraZeneca, Yahoo!, Procter & Gamble, Grand & Toy and Queen’s School of Business. To learn more, see Ann’s full blog: www.clearconceptinc.ca/blog/ and follow her on Twitter: @ClearConceptInc.
Have you ever been in the situation that you needed to find an important document and you know you had put it in a certain place or filed it in your filing cabinet, but just when you needed it, the file is no where to be found. You’ve searched your filing cabinet under different file names that it could be filed under and you’ve searched through the stacks on your desk and on top of the filing cabinet to no avail.
In this situation, you probably stop and think, if only you had the time to index your paper filing system that your company currently has in place. But just think how much time you would save and how less frustrating you would be if you could find what you need, WHEN you need it!
Having a paper filing system software, like Paper Tiger, is not something that is going to cost a lot of money to set up and maintain. In fact, it can actually help companies save a lot of money, because they are able to save a lot of time since they won’t have to search for files. Often, it can take a lot of time to search for a particular file, especially if the files are not properly organized, and the return on investment will far outweigh the cost and time you initially spend to index your files into Paper Tiger paper filing system software. You will be able to index your paper files and still be able to keep them in hard copy format when you need to, so you will also have almost instant access to each of those files through your computer by simply conducting a Google-like search in the database for whatever keyword you’re thinking of that day to find where your file is located.
Trying to Go Paperless?
If your company is trying to go completely paperless, it is going to be like fighting a losing battle. There are always going to be paper documents in any business. But, you can make a choice to scan each of these documents and put them into a digital filing system, or index them into paper filing software and store the paper files that you want or need to keep in hard copy format. You can go paperless by scanning the documents that you don’t need in hard copy, but you will still have those paper files that is needed in hard copy when and if you need them at a later date.
In addition, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your paper files and other physical items that you’ve indexed into Paper Tiger and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your electronic files because it is the least expensive digital cloud storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!
Easy to Use Software
One of the things that prevent a lot of people from using many software programs is that they are afraid to use them because of the level of difficulty involved. Many people feel that they are not going to be able to easily use the software provided for certain applications and that by purchasing it they are just going to be wasting their money. Paper Tiger is really user friendly and easy for anyone to use, no matter what their level of computer experience. Not only is this software easy to use, it is also very powerful, so you can organize all of the paper files in your office, and still have room left over to be able to add many new files in the future.
By indexing the paper files that need to be kept in hard copy, you don’t have to spend hours searching through stacks or boxes or filing cabinets just to find one particular file. It has never been easier to keep track of important company documents, and using Paper Tiger Filing System Software for document management is one of the best office management tools to come down the line in a long time.
During this webinar, Anne demonstrated how to get started with Paper Tiger Online, such as describing what is a Database, creating a Location, creating Items, printing labels for your items. Anne demonstrated a work-flow example by filing items from her inbox through the life-cycle of document management, and how to organize things other than paper files, to help you use Paper Tiger more effectively to get organized, be more productive, and Find Anything In Your Office In 5 Seconds or Less…Guaranteed!
In addition, she discussed problems that people have getting organized, not only with their paper and other physical items, but also problems with digital filing.
As information, Anne is a professional speaker, productivity expert, professional organizer and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
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:
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: 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:
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
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.
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!
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.
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.
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.
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
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!
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!
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!
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