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Posts Tagged ‘Document Management’

Commit to Declutter in the New Year and Get Organized!

Thursday, January 26th, 2012

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!

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

Plan for Your Filing System Year End Clean Out

Friday, December 2nd, 2011

It is that time of year again to get ready to clean out and dispose of those files and records you no longer need. Document management is an important tool for getting and staying organized, and keeps your filing cabinets from getting too full and over-flowing. Of course, much of it depends on whether you are cleaning out your filing system for your personal life or professional one. Either way, using an indexing filing system like Paper Tiger Filing System Software for document management, will help make your document review, tracking and disposal that much easier.

What Needs to be Organized, Kept or Tossed

The important thing is to realize what documents you should keep and which ones you can dispose of. Income tax statements for example, should be kept forever. While you should keep supporting documents like receipts in case of an audit, for a minimum of seven years, the actual filings should be kept for good. Other records to keep indefinitely include anything of a legal nature and for businesses, all of your financial records.

There are some things you should keep for around three to five years. See articles at Records Retention: How long should you keep records? to assist you in making your personal records retention policy. Getting your paper files in order for proper document management is an ongoing process, but setting up your filing system so that it is easy to maintain will help you carry forward your momentum.

Keeping Your Document Management System Organized

In order to keep your paper files in order, you of course need to file them first so that you can find them later, because retrieval when you need a file is most important, but you should know when you will be cleaning out your filing system as well. If it is only once a year, mark that date on your calendar so you have a goal date to start and to complete this task. It is a good idea however, to make sorting through your documentation on a more regular basis than annually or set action dates in Paper Tiger for when specific files should be tossed or archived at certain times throughout the year. Disposing of records, making sure they are in the right place or making sure paper files added are indexed into the filing system software database should be done on an as needed basis.

What is an Indexing Filing System?

Sure, you may know what a filing system is, but you may not be familiar with an indexing system. This is a way for you to keep track of what records you have and where you can find them. No more confusing file names or forgetting which topic you filed your papers under. When you receive a new document, you type the name and keywords of what it could be filed under into the filing system software database. For example, instead of just “car repair bill” as a file name, you may also put automobile maintenance, vehicle work or Audi repairs as keywords. If it is the result of an insurance claim, you may even use that and the word accident as keywords, too.

Once you enter the data, you put the paper in the corresponding numbered file in your filing cabinet. When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located. This also makes disposing of papers from your document management system easy. Instead of pulling out each file and shuffling through each paper to see if you need it, you can read the list of which papers you have and decide from your computer screen which to keep. Or you can print a File Cleanout Report from Paper Tiger to make the decisions ahead of time or for an assistant to complete.

Implementing Paper Tiger Filing System Software for document management will help put a stop to over-flowing filing cabinets, so you’ll be better organized and more productive.

Sample File Cleanout Report from Paper Tiger:

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

Make It a Priority to Get Organized

Monday, November 21st, 2011

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.

See our other articles with specific lists for what you should keep and for how long under Retention Guidelines: How long should you keep records?

The bottom line is, when you get organized it makes it that much easier to stay organized. Declutter your life with Paper Tiger Filing System Software for document management to help make sense of it all. Don’t put it off any longer – simplify your life and organize your home or office by getting started on this project right away.

Tags: Declutter, Document Management, document management system, get organized, paper filing systems, Paper Tiger "finding" filing system, records retention
Posted in Document Management | No Comments »

Implement Filing System Software That Works For You

Thursday, November 17th, 2011

You may be starting your own new business, moving your office into your home or just ready to stop having to look through stacks of papers everywhere to find that one file you need. Whatever the reason, getting a filing system in place is a good idea. It will help you to get and stay organized. Whether you want a document management system for your personal or professional life, getting your papers in order can help you manage your life better and be more productive.

Getting Your Things in Order

More than likely, you want to declutter your home or personal workspace and get all those papers in files to make sense of it all. Most people still prefer the hanging files to use for document management. Depending on how many paper files, records and other types of documents you have will help you determine how many filing cabinets or drawers in your filing cabinets you will need.

Sort through all the papers you have and group them into different categories, to make it easier. While doing this you can also decide if there are any papers or records you can dispose of. When in doubt, it is always a good idea to keep a paper or document if you are not sure. Then, you are ready to file your papers. The best thing you can do is use an indexing system to do so, like Paper Tiger Filing System Software for document management.

What an Indexing Filing System Does

By using an indexing system, you wouldn’t even necessarily have to divide your papers into different categories, unless you just wanted to.

You would first set up all hanging file folders in your file cabinets at one time using the numbered tabs that you print out from the software and they never change. You type in information relating to each document in the Paper Tiger’s database file location. Paper Tiger assigns the file number to the document or set of relating documents that you want to put in the same hanging file folder. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to tag keywords that describe all documents that you put in your hanging file folders. For documents that you want to add to the same file, simply edit the Item and add additional keywords necessary for the new document(s).

For example, if you run a business, accounting records for a client, could be called “Bob’s finances,” “Bob Jones accounting records” or “work for client number 1234.” By doing this, you make it easier for you or anyone who may access your filing system to find what is you are looking for that much easier. If you forget you called the records “Bob’s finances” and are looking under your “J” files for Jones, it just takes longer to find your papers. Or, if someone who works for you is seeking those records, they may not have any idea what you called the records.

Whatever keyword you use to look for it, once you have it located on your computer screen you will know which file number to look in to retrieve it. When you’ve converted your filing system to Paper Tiger, and you need to find a file later, you simply conduct a Google-like search in the database for whatever keyword you’re thinking on that day to find where your file is located. So, instead of searching for hours through the alphabetized files or through stacks on your desk trying to remember where you put something, you look it up on your computer and simply grab that number file.

In addition, because the hanging file folders are already setup and waiting for your information, you eliminate the time-consuming hassle of having to find and create a file folder and tab each time you want to file something. Again, the software will assign an index number to each file you add to be put in the first available empty hanging folder.

The Advantages of Getting Organized

If you are trying to get ready for tax time, you know how frustrating it can be to try to locate each receipt and slip of paper you need for filing. This is especially true if you are filing for both personal taxes and for a small business. Keep your accounting and financial records in order, for either your home or business. Getting a filing system in place and one that includes an indexing system means that employees or family members can also gain access to use the system.

Implementing Paper Tiger Filing System Software for document management will save you and/or your staff time because you eliminate the wasted time looking for information.

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

Indexing Your Paper Filing System Will Save You Time and Money

Tuesday, October 25th, 2011

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

Less stress! More productive!

Have you ever been on the road traveling for business and discovered you needed a file from your office? If you have your own ‘unique’ file system, it could be a challenge to send someone to your office to look for what you need or try to tell your assistant where something is. Or even worse, your assistant is out sick or on vacation and no one else in the office knows where or how things are filed.

If you used an indexing system such as Paper Tiger Filing System Software for document management, you wouldn’t have this problem. You could give your assistant the information needed to quickly and easily find the documents you need, saving you not only time, but money as well.

Worldwide, thousands of businesses, government agencies, non-profits and individuals use The Paper Tiger software to manage their filing. They have discovered a filing system that uses the power of their computer to solve their problems with paper once and for all!

These organizations and individuals have found Paper Tiger software to be an invaluable tool to help them better manage their office and get organized to stay on top of the virtual mountain of paperwork that they must deal with each day. It is simply the best filing system available. You get all the power of the computer without the risks and time commitment of paper scanning!

An indexing system for your document management saves a company money and it saves time every year because you won’t have to waste a lot of time searching for files you need. Just think how productive your staff can be. It’s like having more hours in the day to accomplish necessary tasks.

Security Concerns for Your Filing System

Some managers want to ensure Paper Tiger document management software and filing system is the right program for their offices, and others want to be sure the money they spend is worth the investment. Let’s alleviate some of these concerns.

One question we’re asked often is what happens if my computer crashes or goes down. What will I do since all of the information is stored on the computer (for the desktop version)? There are a couple of ways to handle this. One suggestion is to print out a File Index report with all of the information that you’ve indexed into the database.

Another option is to do a back up of your entire computer and save it at another location. An external hard drive works well for this, and backing up your computer is always good practice.

For the online version of Paper Tiger, it is best practice to print out a file index report of your database in case your Internet connection is down for any reason. As far as your database is concerned, it is housed on our secure servers hosted by Amazon Web Services and backups are performed nightly.

For some, if not all companies, security and privacy is a huge issue. When your file folders are arranged by contact name, company name, or other pertinent information, it’s easier for someone to look in those files and access confidential information. When you use an indexing system that uses numbers, it isn’t nearly as easy for someone to locate sensitive data.

Training and Implementation for Your Filing System

Training is another big issue for some companies. They need to make the most of their time and money. The Paper Tiger indexing system is easy to learn and it’s easy to train others to use. The more you use the system, the easier it becomes.

We’re also asked how we can say that Paper Tiger saves 150 hours a year when it takes so long to create the index? When you consider using an indexing system, you need to look at the entire picture. Yes, it will take time to create your index, but compared to the time spent searching for files, it takes much less time in the long run. And you’ll really be surprised at how little time it does take to implement Paper Tiger in your office. Start slow and work your way up to larger quantities of files. Before you know it, your entire office will be indexed and neatly filed in the filing cabinets instead of stacks and stacks of files on top of everyone’s desks! And your office will look more organized with less clutter.

An indexing system for document management is worth every second of investment and time spent setting it up. You’ll see the difference almost immediately. Once they get in the habit of indexing new files that come into the office, they won’t mind filing since they will know they will be able to find the file again with a quick search in the database and without a lengthy search through stacks of paper files on their desk.

You won’t have to worry about staff turnover or the one person in the office who does the filing being the only person who knows where everything is. A quick search in the database by anyone in the office will reveal where the file is located no matter who filed it under what item name.

After just a few days of using Paper Tiger, you’ll feel comfortable with it and you’ll wonder how you survived without it. You’ll feel better about your document management system and you’ll know you made a smart choice. Your employees will be more productive, you’ll spend less time searching for files, and you’ll spend even less time filing new documents or re-filing documents you’ve pulled, simply because you chose to implement Paper Tiger Filing System Software for document management.

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

Why You Need An Effective Filing System

Tuesday, October 4th, 2011

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

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

What Constitutes an Effective Filing System?

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

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

No More Lost Items

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

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

Making Decisions Based on Your Document Management Needs

Wednesday, September 7th, 2011

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

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

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

Some Document Management Systems Require Scanners

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

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

Paper Tiger is More Flexible to Meet Your Needs

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

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

And even better, Paper Tiger Online will soon be able to connect Digital Tiger to Google Docs which will allow you to search for both your physical paper that you’ve indexed and your digital files that you’ve scanned, uploaded or created in Google Docs! Yes, we recommend Google Docs for your cloud storage because it is the least expensive digital filing storage that you’ll find anywhere. You’ll be able to search for both physical items and scanned or digital files from one search. This will make your time management and productivity even easier to maintain!

Tags: Document Management, document management software, filing system software, get organized, paper filing systems, Paper Tiger "finding" filing system, Productivity, scanning, what to do with paper files
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Lots of Questions When Managing Paper and Digital Files

Thursday, August 18th, 2011

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

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

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

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

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

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

Tags: digital filing sytem, Document Management, document management software, document management system, filing system software, get organized, Paper Tiger "finding" filing system
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Get Your Home Library Organized with Document Management Software

Wednesday, August 10th, 2011

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

Organizing Home Libraries – the Why Factor

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

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

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

Organizing Home Libraries – Where to Start?

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

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

How to Use Filing System Software for Organizing Your Home Library

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

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

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

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

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

What Is Accountability and How Can Your Business Achieve It?

Friday, October 29th, 2010

This article by Denise Landers, founder and CEO of Key Organization Systems Inc. and Paper Tiger Expert, will help encourage and empower you to do something about the piles on your desk and get organized! Denise also recommends Paper Tiger Filing System Software and Document Management to help with your filing system and actually be able to find what you need, when you need it.

“Don’t touch my piles! I know where everything is.”

Do you have someone in your business who is accountable to you and who says that? If you do, you should be concerned. Chances are good this person is not nearly as productive as he or she could be because the piles have to keep shifting to locate information. However, there is another factor impacting business accountability. When the only person in a company who can find something needed is that person whose office it is buried in, there is no accountability within a department.

No one ever likes to foresee emergencies and extended absences. Even short, unplanned absences can be problems. While you probably know the general projects a colleague is working on, would you be able to easily fill in during two weeks of unplanned absences, knowing who they needed to call each day, and where they had left off on the current project? Would you be able to find important contracts and reports within seconds, not minutes?

If you are working with someone who looks disorganized to others, but who guards his or her piles of papers with the explanation that he or she knows where everything is, that person may simply have no knowledge of how to create an effective system for handling daily work flow. On another level, it can represent an effort to retain control and maintain job security because no one could take over amid the disorder.

Almost everyone today is working at full capacity in struggling to manage time effectively and get more done. Having to fill in for an employee who is absent without advance planning adds to the strain on colleagues as they strive to cover for that team member.

The next time you hear someone say that he is not disorganized, but that he can find anything amid the stacks in his office, consider the bottom line for your business’ accountability. That disorganization not only slows down an individual’s personal daily productivity, but can directly impact the company’s production efforts.

To achieve accountability, give your staff the training that will develop company-wide processes for handling work flow. While everyone has different duties, creating effective systems and then tailoring them for the individual job functions will allow you to cover for each other as well as increase personal effectiveness.

If you could use ideas on how to create effective systems for your office, our training CDs, The Productivity Series can guide you in setting up easy-to-implement systems for managing time, paper, and email.

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

Denise Landers @timetrainer
Key Organization Systems, Inc.

Tags: Document Management, Organize, paper filing systems, Productivity
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Announcing Paper Tiger Online!

Monday, July 19th, 2010

In 1998, we revolutionized the way the world files and manages paper by introducing Paper Tiger Desktop. The first product was based on a simple concept…enlist the computer to create an easy-to-use index of the paper in your life (or your organization) so that you can Find Anything in Your Office in 5 Seconds or Less…Guaranteed!

The first product allowed people to:

* Clear their desk.
* Stop trying to remember where they filed things.
* Easily share information with others in the office.
* Make it possible for the office manager to actually take a vacation knowing that everyone will use Paper Tiger to find what they need.

Paper Tiger customers could move beyond the piles everywhere or a broken, non-functional alphabetic method to using a computer to better manage their ever-increasing flow of paper. All of this without the cost, hassles (very time consuming), and risks associated with using a scanner to digitize their paper files.

Forget About Backups, Operating Systems, and Your IT Department!

So, now in 2010, as the world of technology has evolved, we are very happy to announce Paper Tiger Online! This product is amazing. Using Paper Tiger Online, you will be able to access your information from anywhere with an Internet connection. You will no longer have to worry about what computer you are using (Windows, Mac, Linux, etc.) or if you have backed up your data (we automatically do it for you!) You can even see your Paper Tiger information on the Apple iPad, Apple iPod Touch, Apple iPhone, Android phones and most other web-enabled devices. The new software works with almost any Internet browser (Internet Explorer, Firefox, Safari, Chrome, etc.) To add an additional member of your team to Paper Tiger Online is so easy, it just takes a minute and there are no networking/technical hassles!

If you are currently a Paper Tiger Desktop customer, your database can be imported to the new Paper Tiger Online. The entire process should take you about 10 minutes. If you have any issues, we will prepare your database for you to import!

The Paper Tiger Online application and your data are hosted at the industry-leading, IT hosting provider Rackspace. Rackspace is a publicly traded company that has over 80,000 cloud hosting clients such as Paper Tiger Online. We have taken every step possible to guarantee 100% application uptime and maximum security of your data.

Looking Ahead with Paper Tiger Online

The future of computing belongs to the Internet. We have grand plans for Paper Tiger Online. As people in business struggle to manage both their paper and digital worlds, there is a need for a 21st century filing system that is adept at both paper and digital, and this information needs to be available on any device. You can let your imagination run with what we are building! As a Paper Tiger Online customer, you will be able to take advantage of the new features, as they become available.

Best of all, the cost to use Paper Tiger Online is very modest and will fit almost any budget. There is a wide range of PLANS/PRICING available – there is even a limited FREE FOREVER account for the modest user that allows up to 100 Items (hanging file folders).

Special Pricing for Our Loyal Customers

As a current Paper Tiger customer, by ordering now and paying for a Paper Tiger Pro yearly plan, you will receive a 30% discount over the regular monthly price. The great news is that by subscribing to Paper Tiger Online during the launch period, you are locking in this price permanently. That’s right, for as long as you have your Paper Tiger Online account, your cost will remain at the discounted price that you paid when you signed up. If you are a current Paper Tiger desktop user, contact sales@thepapertiger.com and ask how to get the special price. This offer ends at midnight Tuesday, September 7, 2010.

Order with confidence, there is no contract and you can cancel whenever you wish. You can even export your data at any time for safekeeping or if you decide to cancel.

We hope you will join us by subscribing to Paper Tiger Online. We look forward to your feedback and suggestions.

Sincerely,
The Paper Tiger Team

Tags: Document Management, document management system, get organized, paper filing systems, The Paper Tiger 'Finding' Filing System
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Our BIGGEST NEWS in Years (well maybe ever?):

Thursday, March 25th, 2010

Announcing…The Paper Tiger Online!

In 1998, The Paper Tiger software was released to the market and has since become the #1 Paper Management software product in the world! Tens of thousands of companies – large and small, non-profits, government agencies & professional firms, rely on it each day to “Find Anything in Their Office in 5 Seconds or Less…Guaranteed!”

The full functionality of The Paper Tiger Windows-based software will soon be found in your Internet browser (Microsoft Explorer, Firefox, Safari, Chrome, etc.) – very easy to setup and to use. If you like the Windows version of The Paper Tiger software, you will love the Internet version!

And, you Mac folks out there…your day has come! You can now enjoy the full functionality of The Paper Tiger in the Online Edition. Everyone who signs up for the Beta program will be automatically entered into the April 3rd, 2010 drawing for a NEW APPLE iPad in your honor!

JOIN THE BETA

The Beta version of the Web-based product is soon to be released. The number of Beta testers is going to be very limited – if you are interested in testing the new version, simply add your name and email to the Beta list. We will notify you shortly if you are selected to participate in the Beta. Beta testers will have direct feedback into the new product. If you don’t make the first Beta release, stay tuned because we will be adding people continuously during the Beta period.

Tags: Document Management, paper filing systems, The Paper Tiger 'Finding' Filing System
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What to Keep and What to Toss – Making a Decision and Clearing Clutter

Tuesday, February 16th, 2010

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Learn 5 Secrets to Put Procrastination Off Until Tomorrow!

Monday, January 25th, 2010

This article by Stephanie Calahan of Calahan Solutions and a Paper Tiger Expert, gives us some of the reasons we procrastinate, but also some great secrets to keep us from procrastinating so we can be successful with our goals. Filing is one thing that is a big reason for procrastination! If you don’t have a filing system that will help you get the job done, try The Paper Tiger Document Management and Filing System Software. This filing system will not only help you file better, but will also help you find the files when you need them!

Learn 5 Secrets to Put Procrastination Off Until Tomorrow!

“I can’t help it! I was born to procrastinate.” That was the statement I heard when talking with a new client about a week ago.

So I asked her, “Are you happy with your procrastination? Does it serve you well?”

“No!” she exclaimed. “That is why I called you. I’m missing important deadlines and my co-workers and family are fed up with me.”

Do these statements resonate with you? If so, then keep reading. You can overcome procrastination if you learn a few simple secrets. Sometimes procrastination (putting an activity off until a later date) is necessary — like when a higher priority item comes up that you have to work on. However, if procrastination becomes a habit, trouble often follows. Start by understanding that there is nothing genetically or inherently wrong with you. So far, scientists have not found a procrastination gene! That is good news because it means it is a habit you can kick.

Why do we procrastinate?

There are a number of reasons we procrastinate. Let’s go over a few and how you can overcome them.

1. Not understanding your priorities will have you spinning in circles

Do you know if you are working on the right things? Do you find yourself jumping from one project to another? Often we procrastinate because we waiver on what we should be focusing on. One day it is one project and then the next day a different “bright shiny object” comes into view and we switch off to that. We are so busy jumping from project to project that we never really complete any of them.

Try This Instead: Earlier this year, I did a Twitter poll and asked my followers what their biggest challenges were with productivity. Setting priorities and working on the right things came up #1. So, I reached out to over 40 colleagues and asked them to give me their favorite priority setting tips. You can get the special report at no cost here: Get Your Special Report: Priority Setting – Working on the Right Things. Check it out and gain a solid understanding of where you should be spending your time.

2. Perfection is the enemy of progress

No one is perfect and the desire to be perfect will derail your progress – you loose the focus to be successful. Don’t get me wrong. Having a detailed focus and an attitude for a “job well done” is excellent. However, there is a line we should draw when things are “good enough” to be tried. When you spend too much time on a particular task, it never gets completed and other activities suffer too. Taking action is better than not taking action. If you take action you get feedback and know where you can alter for improvements. For example, if you wait until you have a perfect plan for working out and eating right, you will never lose the weight you want to lose. If you don’t lose the weight, you may experience greater health issues.

Try This Instead: Use the 80/20 rule. Be “good” for 80 percent of the time. The logic: If you follow the new exercising/eating plan 80 percent of the time, then you’re 80 percent closer to your goal than the previous day! (The glass half-full focus.)

Remember – life is full of imperfection. Yes, it is important to give your best to achieve the possible best. But, not everything has to be perfect to produce the best outcome. Imperfection is better than perfection if something is actually getting accomplished!

3. Fear of failure only frustrates

This one ties closely to the item above. Taking action means making a change and possibly failing. Most of us don’t like change. In fact, most of us are terrified of change either consciously or unconsciously. “Failure is not an option” is a phrase we have heard all too often. But then, if we never tried, how would we know whether our effort has paid off or not, right? Exactly! Fear can be good when it helps us think though alternatives to a difficult problem. However, frequently we take it too far and this is where procrastination comes in.

Try This Instead: “Its Not Change it is an Experiment” – I love this concept. By thinking of your project as an experiment, you can get past your analysis paralysis and get your projects live. Then, as you learn things, you can make modifications. Now, go take action and let me know how it goes!

4. Understand the real time it takes to do tasks

We often put things off because we think something will take longer than it really will. “I just don’t have time!”

Try These Instead:

Play Procrastination Attack! Beat the Clock. Pick a time frame – let’s say 15 minutes – where you know you can focus on a task and get as much done as you can in that time frame. You’ll be amazed at how much you can accomplish!

Sit in a chair and do nothing. Sit still —- very still! Do not read. Do not listen to music. Do not watch T.V. Do not talk to anyone. Do not do anything! Just sit very still and do nothing. After about 10 or 15 minutes, you will get very uneasy. You will start to be aware of each precious minute passing you by while your goals are not being accomplished. Before you know it, your motivation will be reactivated and you’ll be off and running!

5. Eliminate the excuses that are holding you back

A few days ago I wrote a post on re-writing your own story. Many of us go through life with set beliefs about ourselves that are just not true. We so strongly believe in those stories that we make excuses for not getting things done.

Try This Instead: Take a long, hard, realistic look at the reasons that you are telling yourself and make sure that they “hold water.” If someone else told you the same reason, would you think the reason was sound? If you have stories that you tell yourself that are not really valid, rewrite them!

The Final Word

When dealing with procrastination it’s important to realize the difference between a rational decision to postpone a task and an irrational one with no rhyme or reason. Most people get confused between these two and then they procrastinate. You can easily end procrastination when you see that in most cases your decision to postpone an important task carries no logic at all.

Whether it is writing a chapter in a ‘how to’ book, cleaning your kitchen, or doing a blog post, you should try to do something each day. This is action. These small actions will bring big results overtime. Acknowledge your feelings. Even if you’re afraid of putting yourself out there, it doesn’t mean you have to allow these feelings to take over. Just allow them to be there and focus on what you have to do. This is powerful if you learn to use it.

What do you do to beat procrastination? Where do you struggle? I’d love to hear your thoughts and tips! Share them in the comment section below. Like what you have read? Please share it with others!

To your success!
Steph

Oh by the way – don’t procrastinate! The Great Organizing Giveaway is Here! Sign up now to get free resources from Professional Organizers and also see how to enter for drawing for a free copy of The Paper Tiger Professional Filing System edition!

Tags: Document Management, document management software, paper filing systems, The Paper Tiger filing - "finding" system
Posted in Professional Organizers, Stephanie Calahan | No Comments »

Overwhelmed? Use the 3-Folder Sorting Technique

Monday, December 21st, 2009

This article by Meggin McIntosh is a great method to get your document management filing system back to order. If you have piles of paper files stacked up, use this method to get you back on track. Then go from there using The Paper Tiger Document Management and Filing System Software to stay on track … and don’t go back to ‘overwhelmed’!

Use the 3-Folder Sorting Technique
By Meggin McIntosh

You know perfectly well when the overwhelm is present in your life. It shows on your desk, in your piles of to-do’s, in your in-box, and in your brain. Here are the symptoms:

Your desk is covered.

Your in-box is full.

You get things out of your in-box or tickler file and shuffle through them, and then put them right back where they came from – with no action being taken, whatsoever.
You feel stressed, frantic, and sometimes almost paralyzed by not knowing where to start or what to do.

This, of course, leads to even less productivity – and more overwhelm. I want to share an idea that I discovered for MY OWN USE when I was paralyzed in this way (and I still use it on occasion). I hope it helps you, too.

The 3 Folders

When I’m overwhelmed (and engaging in the behaviors in the list above), I get out my 3 special folders. You can label your folders any way you want, but these are the three I have labeled and use:

Red folder: Today/This Week
Yellow folder: Current Month
Blue folder: Whenever/If Ever

These three categories are ones that seem to be helpful when I need to do a rough ‘sort’ (vs. a refined sort). They are meant to provide some sense of order and control over what is feeling completely out-of-control and disorderly.

When It’s Time to Use the 3 Folders, Here’s How

The 3-folders strategy is not for everyday use…it is for for times when it feels like you are in an emergency state. Here’s how to implement the strategy, when needed:

Clear off the top of your desk or credenza so that you have a place to lay out three separate piles (categories).

Place the red (today/this week), yellow (current month), and blue (whenever/if ever) folders in the space you have cleared.

Pick up the first pile of things that represent your to-do’s and start sorting. You can actually sort quickly because you are in a crisis and so you KNOW you have to make tough decisions.

ONLY put something in the red (today/this week) folder if there are serious consequences if it doesn’t get done. If you jam everything back into that folder, you haven’t helped yourself at all – and you’re not in touch with reality, either.

Keep sorting through whatever it is that is stressing you out – folders, papers, brochures, or anything else that feels like it has an ‘action’ attached.

Once you are finished, put the piles into their respective folders. Put the yellow and blue folders away (off your desk).

Take what is in the red folder out and get started. You’ve identified what is in there as needing to be done today, tomorrow, or this week (however it is you think about it). So get going. These are your top items and you don’t need to be working on – or even looking at – anything else.

I find that I have an incredible sense of purpose and relief once I’ve prepared the red folder and tend to be able to work with a fair amount of speed and focus. It feels great!

You Want to Have These Folders Ready When You Need Them

The first time I created these folders, I was already in a melt-down mode and luckily, since my office resembles an office supply store, I was able to rustle up what I needed. You may not have what you need, so I recommend that you take steps now to be ready…just in case.

Go to your favorite office supply store or just order online. My preference is to use the 5 1/2 inch expandable file folders (vs. a flimsy and small regular folder) – and you can buy packets of 5 different colors at Office Depot.

Once you get your folders, label them with three separate words or phrases, similar to what I use or come up with your own categories.

If you’re in a melt-down and need them now, then put them to use. If you are doing just fine, then put these 3 folders away, knowing that you might need them someday. You’ll be so happy to have them prepared and ready for you…next time you need them.

And if you know the paralysis that sometimes comes when you are completely overwhelmed and you’re seeking ways to be ‘just whelmed,’ then I hope you’ll take advantage of the free weekly suggestions and ideas I send out to those (worldwide) who belong to the ‘just whelmed’ group. Just go to
**I Want to Be Just Whelmed (http://www.JustWhelmed.com)

If you would prefer quick, short weekly tips, then the following site is another place to find suggestions and other tools to support you in your quest for peaceful productivity (free):
**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)

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

Article Source: Meggin McIntosh

Use the 3-File Folder Sorting Technique

Tags: Document Management, document management software, Organize, Organized, paper filing systems, Productivity
Posted in Meggin McIntosh | No Comments »