To eliminate procrastination with your filing, always make sure to have empty hanging files with numbered tabs already set up. Then you can just enter the information into The Paper Tiger document management software and drop your documents in the appropriate numbered file.
Perhaps you’re familiar with the adage that time is of the essence. That means it’s important to spend your time wisely. Searching for papers that are filed somewhere can be time consuming. At worst, this could cause you to miss a deadline; at the least you’ll spend valuable time that could be better spent on more productive tasks.
Successful document management is mandatory for your business. An unorganized office can cost your company hundreds of dollars every year due to lost time, lack of efficiency, and even duplicated efforts in recreating work you can’t find. It is estimated that people waste 150 hours per year just looking for lost items. Just think about what 150 hours per person in your company is costing. Organizing office paperwork is key.
Finding and implementing a simple, effective document management and filing system is so important for your business. You need to know exactly where to find what you’re looking for when you need it. Who can afford to spend valuable time searching paper-by-paper, or drawer-by-drawer trying to find a document?
Once you realize the importance of an effective system for managing your office documents, the decision becomes what kind of system to use. There are a few possibilities, but which one is best?
One relatively new filing system is to use a Rolodex and write down each item and where it can be found in the office. For each word you might search under, you would write out a card using that word. You would then file the cards in alphabetical order based on chosen keywords. While this may be viable for some, when you have a large number of documents to manage, it can quickly become a gargantuan task to handwrite all those cards.
Another option is to scan each and every piece of paper you need to keep and file them on your computer, or on CDs or flash drives. The problem with this system is disk space. In addition, it is very time consuming and you run the risk of losing everything, should there be a technical ‘glitch’ — they happen, you know.
As such, what happens if your computer crashes? Or what happens if your computer gets one of the millions of viruses available to you (for free!) on the Internet? You could lose everything in the blink of an eye! Not to mention that, as you upgrade your computer and operating systems change, you could face the problem of not being able to view your files anymore. This is what happened with all those floppy disks that were so common awhile back. New computers don’t even come with 3 ½” drives anymore.
It could also be difficult to search for needed files since some document scanning systems do not allow much flexibility or make it cumbersome to add keywords or search terms. You could keep a separate folder for every document, but then you need an even larger amount of space to store them all. This system simply isn’t feasible for a business with a large amount of paperwork. Plus, the entire effort is very, yes VERY, time consuming. Many documents do not lend themselves to being scanned (i.e. bound documents, original signature contracts, etc.)
Of course, you can always use an alphabetical filing system, which is what most companies resort to by default, simply because it’s all they know. After over 100 years, the alphabetic methods are firmly entrenched into our way of doing business. However, the alphabetic document management system has many flaws and starts to breakdown almost as soon as it is implemented. It literally gets worse, much worse, over time. The alphabetic method requires that a person (or worse, a group of people) in the office remember how they filed the information. The problem is that people forget or they don’t all think alike. Many times, the person who sets up the filing system leaves the company and the knowledge of where things are filed goes out the door with them. (this is a BIG PROBLEM!)
The solution seems elusive.
Yet, there is a simple document management system that can be easily implemented in any size company. Converting your traditional files to this more efficient system will make you wonder how you ever managed without it.
It’s called Paper Tiger.
Paper Tiger document management software and filing system is a software program that allows you to easily categorize and organize your files based on a numerical indexing system that makes it a cinch to find what you need by allowing you to search for any keyword you choose—right from your computer! Think of it as the Google search engine for your file cabinet.
No need to scan your documents any longer, you simply index them and file them the same way you’ve always done. For those who need to keep the paper copies and originals, this is the ideal solution to document management. You avoid all the hassles and risks of using an imaging solution (paperless, scanning) and yet get many of the benefits of instant retrieval and virtual immunity from disruption due to staff turnover.
Not sure you want to commit to managing your office documents via computer? You can enjoy a free version, learn how the system works and see if this innovative document management system will work for you and your company before you buy. If you find—as thousands of others including large businesses, major universities, government agencies, non-profits, small businesses and professionals have—that this is indeed something you can’t live without, you can purchase the full product and get started on managing your files more efficiently right away. You can learn how to use Paper Tiger software in under 30 minutes – and you will never have to remember how you filed a document again!
And since you’ll print out an index of your files, you don’t have to worry about losing everything if your computer crashes or gets the “Trojan A”, “Trojan B”, etc. or some other crazy sounding virus. With Paper Tiger, you’ll have the ease of computer document management solution and the security of a paper trail as well. It’s the best of both worlds. There is security in having the real paper, when you need it.
Paper Tiger Filing System software for document management allows you to add simple codes to every document in your office, and then add item name and keyword information to the software so you can easily track and manage your files. You can see this amazing system in action on Paper Tiger’s website. You’ll be able to search for documents and files based on keywords that you choose to input, while creating a custom designed filing solution that’s perfect for your office.
An efficient document management is a must for any size company from the smallest home based business to the largest corporation or government agency. That’s why there are varying solutions with different levels of functionality to meet your individual needs. But whatever options your company needs, you can find pre-recorded webinars with tips and all the information you need to help you create a manageable, effective filing system.
As the decision maker in your business, you need to decide which document management system will work best for your organization. To do so, you’ll need to evaluate the options and choose the one you deem most appropriate. The ability to search for files and documents using keywords you select will save time and money every day, while greatly reducing stress and increasing productivity.
The business world today is much too competitive to not be as efficient as possible. The days of using traditional alphabetic filing systems with their inherent disadvantages are quickly coming to an end. Realize as you search for a computerized solution to replace your antiquated alphabetic filing system and move to the paperless office, that there is another fantastic computerized solution available using indexing, not imaging…Paper Tiger software. Indexing is a great, low-cost, low-hassle, reduced risk way to meet your organization’s document management needs.
This article below is a great source to get your filing cabinet(s) in order. Gina suggests a label maker, which is a fine resource, however if you use The Paper Tiger document management and filing system software, you can print your labels from within the software.
By Gina Trapani, 12:30 PM on Fri Feb 17 2006
One of the main clutter culprits in my home office is the “To File” pile – you know, that stack of paperwork that’s supposed to go into the file drawer at one point or another. Usually this pile spontaneously occurs right on top of the filing cabinet, which is pretty silly. I mean, instead of adding stuff to the pile, why wouldn’t I just file it? Turns out the sad state of my messy, overflowing filing cabinet is the reason for my blockage.
Sound familiar? Today we’re going to embark on a file drawer makeover for the overstuffed, under labeled filing system and turn it into a neat, breezy and dare I say pleasurable place to organize your important paperwork.
Give your paperwork a spacious place to live.
Let’s face it: we’re not in college anymore. That plastic file box or enormous binder held shut with a rubber band just ain’t going to cut it. You’ve got personal, financial, insurance, car, clients, tax and medical paperwork to track. If you’ve been using an undersized filing cabinet that just doesn’t have enough room to accommodate your stuff – or no filing cabinet at all – invest in a spacious, well designed file drawer or cabinet that leaves you room to spare. Lots of room. In fact, Getting Things Done author David Allen says your file drawer should be only three-quarters full. From page 99 of the GTD book:
“I know almost no one who doesn’t have overstuffed file drawers. If you value your cuticles, and if you want to get rid of your unconscious resistance to filing, then you must keep the drawers loose enough that you can insert and retrieve files without effort.”
If you’re out to buy a new filing cabinet, Allen says you shouldn’t skimp on quality.
“Nothing is worse than trying to open a heavy file drawer and hearing that awful screech! that happens when you wrestle with the roller bearings on one of those $29.95 “special sale” cabinets. You really need a file cabinet whose drawer, even when it’s three-quarters full, will glide open and click shut with the smoothness and solidity of a door on a German car. I’m not kidding.”
He’s not kidding. A tool that’s easy and fun to use is a tool you will use.
Allocate one file folder per hanging folder.
As soon as things start to get crowded inside filing cabinet land, your first instinct is to start putting several manila folders into one hanging folder. Bad idea. Allocate one single manila folder to one single hanging folder. This cleanly separates your folders and makes them easy to ruffle through them. (Allen recommends staying away from hanging folders completely; personally, I like them.) Keep a supply of both manila folders and hanging folders within reach so that creating a new one is as easy as possible.
Choose an accessible naming scheme.
You may be a plain old straight-up A to Z type person, but there are more ways than one to alphabetize file folders. My preferred method is to break things up into categories, like “Car,” “Client,” “Taxes,” “Bank Account” and preface a folder name with that word. For example, one folder might be “Car: Honda Accord” and another is “Client: Lifehacker,” and another “Bank Account: ING Direct.”
Whatever method you choose, make sure your system is obvious and consistent throughout your files to make retrieving paperwork as simple and thoughtless as possible.
Use a label maker.
When I first read Getting Things Done, the recommended tool I was most sure I didn’t need was a label maker. Boy was I wrong. Neatly labelled folders make a file drawer look sharp and accessible.
I used to write the name of my folder in pen or pencil or marker right onto the tab. When I wanted to reuse a folder, I’d put masking tape or white-out over the old label and write over it. What a mess that was – especially considering the downward path my handwriting has taken since I learned how to print in second grade. Making a label is fun and makes your folders look super-professional and easy to read. Check out the difference between written tabs and labeled tabs.
See? The Brother P-Touch Home and Hobby Label Maker gets the job done and it’ll set you back about 25 bucks.
Purge what you don’t need. Archive closed files.
Over time it’s easy for your filing drawer to get out of control and filled with stuff that doesn’t matter any more or that you simply don’t need on hand at all times. Be sure to purge your paperwork every few months of the irrelevant stuff, like user guides you can get on the web or for gadgets you no longer own, past project research and former employer paperwork. Archive old stuff you don’t want to get rid of but don’t need immediate access to into cardboard file boxes and put them in storage. Closed bank account records, old credit reports, and your 1996 taxes are good candidates here.
Article by Gina Trapani taken from Lifehacker.com
The best document management software and paper filing system product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger document management and filing system software to manage their office filing tasks much more productively.
Atlanta, GA (PRWEB) September 26, 2009 — The best paper filing system software product is now available for a free 10-day trial. Tens of thousands of companies, government agencies and non-profit organizations around the world use The Paper Tiger filing system software to manage their office filing tasks much more productively.
The Paper Tiger document management and filing system software is a very powerful, yet simple indexing system for office files. It works like a search engine for paper files, to help companies get and stay organized! Individuals can waste over 150 hours per year, just looking for lost information. The Paper Tiger filing system software uses the power of the computer to index the hanging file folders in office file cabinets.
Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk. What most people do not know is that there are only 5 things they can do with a piece of paper – (1) toss it (2) stack it (3) file it alphabetically (4) scan it or (5) index it, using a product like The Paper Tiger filing system software. The paperless office never quite made it to reality. Scanning solutions are costly and very difficult to implement. Also, many documents (signed contracts, presentations, etc.) must be kept in their original paper form. Some people are uncomfortable with scanning documents (document management solutions) due to the possibility that they could lose everything in the event of a technical malfunction. For a complete list of these options and the pros and cons of each, see the Decision Guide at http://www.thepapertiger.com/decision_guide.php.
“Paper is not going away, as many people thought just a few years ago. Now, many people are looking for a better way to deal with and share the paper in their business and personal lives,” says James D. Grady, President & CEO of The Monticello Corporation, the makers of The Paper Tiger document management and filing system software. “Now with our 10-day free trial, everyone can easily download the software and see how it will work in their office environment without any risk,” remarks Mr. Grady.
For more information and to download a 10-day free trial, visit http://www.thepapertiger.com
About The Monticello Corporation, makers of The Paper Tiger document management and filing system software.
Founded in 1995, The Monticello Corporation’s mission is to enhance its customers’ business and personal effectiveness by providing the training, tools and motivation to help them solve their problems with filing and finding the paper in their lives. The company’s main product, The Paper Tiger document management and filing system software, was created as a type of inventory management system (like a chart of accounts) for physical hanging files (you know, the green, yellow, blue and red ones in your file cabinet!).
Monticello got its name from the legendary home of Thomas Jefferson, U.S. president from 1801-1809. An avid collector of books and music, Jefferson transferred his personal library of more than 6,000 volumes to the Library of Congress in 1815, doubling its size and permanently expanding the scope of its collections.
Contact:
James D. Grady
President/CEO, The Monticello Corporation
www.thepapertiger.com
Toll-free Phone: 866-701-1561
The following article by Barbara Bartlein, The People Pro, recommends The Paper Tiger filing system software!
After coaching executives for more than twenty years, it is clear that one of the greatest stumbling blocks for productivity is the difficulty successful people have in letting go. They hang on to routines, paper, people, and even meetings that suck their time, energy, and creativity. Consider:
* The average US executive wastes six weeks per year retrieving misplaced information on desks or in files. At a salary of $75,000 per year, this translates into $ 9225.
* Office workers spend 40-60% of their time working with paper. Despite visions of a paperless office, 95% of all information is still transmitted using paper.
* 80% of filed papers are never referenced again.
* Negative employees cost companies millions of dollars in lost productivity and sales.
* Of 1,037 full or part-time workers polled by Opinion Research USA, 27% ranked disorganized, rambling meetings as their top frustration.
Highly creative and energetic people seem especially prone to hang on to things and routines. After all, this was part of what made them successful. They view “stuff” as opportunity and people as resources. But sometimes it doesn’t work and the clutter, negative employee or useless routine gets in the way of attending to what is really important.
There are steps you can take to “let go” of the things in your life that are stifling your success. Some suggestions:
* Let go of perfectionism. Perfectionism is paralysis and often 80% is more than good enough. Sometimes it is better to just complete something than obsess over details that won’t make a difference. Set time limits for projects and stick to them.
* Let go of energy suckers. Get rid of negative, non-performing employees on the payroll. When management at 3M laid off the bottom 10% (the poorest performers) at one facility–their productivity skyrocketed up eighteen percent. 3M learned that negative employees not only produce less, but they also cost more. Negative employees destroy morale and turn off potential customers. As one employee said, “an energy sucker is the person you go on break with and come back more exhausted than when you left.”
* Let go of meetings. The great corporate time waster. So many meetings aren’t really necessary and too often they are poorly organized and run. Conduct training for effective meetings for all management personnel. This should include an evaluation checklist whether to have the meeting at all. Make sure that meeting organizers know how to create an agenda, start on time and keep control of the proceedings.
* Let go of filing. Make your office paperless by using some of the new on-line filing systems such as www.thepapertiger.com. Easy to implement, you can manage both paper and electronic files. It eliminates duplication of materials and does not require scanning.
* Let go of crisis management. Avoid the tyranny of the urgent so that you can focus on what is important. Often the result of someone else’s poor planning; it can result in spending most of your day putting out fires. Let co-workers know that you plan your day and don’t jump from project to project. Insist on realistic timeframes for projects.
* Let go of interruptions. Train yourself and your co-workers to stop the frequent interruptions that block creativity and “flow.” Every time you are interrupted, it will take an average of 15 minutes to get back into the task at hand. Make sure you are not interrupting yourself with frequent breaks, cups of coffee or chatting in the hall.
* Let go of useless tasks. Do you really have to do all the stuff on your “to do” list? I have seen executives typing their own letters, doing computer entry and other everyday jobs that could be easily delegated to someone else. Evaluate what you really need to do.
* Build white space in your life. UN-schedule time on your calendar and in your life to just think, read, walk, and relax. Have a weekend from time to time where you have nothing planned. Don’t schedule every hour of the day with no breathing room for the unexpected.
* Know what is draining your resources. Take a careful inventory of where your time goes and with whom. What activities/people deplete your energy? Evaluate how you can handle them differently. How do you re-charge? Structure your week with some re-charging activities such as exercise and hobbies.
* Start plugging the leaks. Start letting go of the problems areas. Get rid of clutter, let go of your bottom feeding employees and control access to your time.
Increase Your Productivity by Letting Go
According to Albert Eistein, there are three rules of work: “Out of clutter find simplicity; from discord find harmony; in the middle of difficulty lies opportunity.”
FREE E-mail newsletter, sign on at http://www.ThePeoplePro.com. Barbara Bartlein, is The People Pro, and President of Great Lakes Consulting Group, LLC, which helps companies sell more goods and services by developing people. She can be reached at 888-747-9953, by e-mail at: barb@barbbartlein.com or visit her website at http://www.ThePeoplePro.com
Barbara Bartlein, The People Pro may be contacted at http://www.ThePeoplePro.com or barb@thePeoplePro.com
The following article was posted previously by Liz Kelley Kerstens, CGRS recommending Paper Tiger filing system software and instructing step-by-step how to file.
This column is posted on the Clooz.com Web site with permission of MyFamily.com. The column was originally posted on the Ancestry.com Web site.
I’m assuming you have all of your supplies handy and you’re ready to tackle your paper headache. You don’t need to get too complicated, just pick up the first piece of paper that needs to be filed and decide how you would categorize the piece of paper. If it’s a receipt that you need to save for income tax purposes, name the file you create for this purpose something like “Income Taxes–Current Year.” But, you will label the index tab on the folder “Reference 001.” Put the receipt in the hanging folder, create your label, and put the folder in your filing cabinet.
Now let’s talk about what you’ve just done. With the method of filing that I support, you label all of your reference files with the word “Reference” and then a number, starting with a 1 with two leading zeros. In the cross-reference index that you create, you put the label in one column and the name in another column. You can create such an index in a variety of ways. As I’ve suggested previously, the easiest way is to use the Taming the Paper Tiger filing system software http://www.thepapertiger.com. If you’re not inclined to purchase the software, you can use any database, spreadsheet, or word processing program to create a cross-reference index. Column or field headings in these programs would be “number” and “name” and if you wanted to get fancy, you could add “reference words” to help you search. You can also do this index manually, it just requires a lot more work each time you redo it.
So, this boils down to a five-step process for each new file that needs to be created. First, identify the subject of the paper needing to be filed; second, label the hanging file folder with the number (Reference XXX); third, file the piece of paper; fourth, put the hanging file folder in its sequential order in the file cabinet; fifth, enter the data for that file folder in your indexing program. I’m certainly not advocating that you put only one piece of paper in a folder-au contraire! You should make the subject of the folder specific enough so the folder doesn’t get too large, but not too specific that only one sheet will ever populate the folder.
So, for instance, if the next sheet of paper is for insurance, you might want to create a category for each type of insurance that you carry, so those folders don’t get too massive. I have named mine “Insurance-Life”; “Insurance-Car”; “Insurance-House”; “Insurance-Health.” If you want to cross-reference these items, you could add additional headings for “Life Insurance,” “Car Insurance,” “House Insurance,” and “Health Insurance.” Sometimes even these folders get too large and have to be subdivided. I’ve subdivided our “Insurance-Health” folder so we now have one for my husband and one for me. Just remember, the more papers that accumulate in a folder, the more time you’ll spend trying to find something in the folder later. When a folder becomes too thick, thick about subdividing into smaller categories.
If you already have folders for some of the items that you are filing, why not grab the folder and give it a number and name and add it to your new system? Your files don’t need to be in any specific order by name or category, as long as you have created a cross-reference index to enable you to retrieve the information at a later date.
© 1997-2009 Ancestor Detective, LLC
All Rights Reserved.
During the “GREAT RECESSION”, as this recession is and will forever be known, many organizations saw their businesses shrink and their staff stretched to the breaking point. According the Bureau of Labor Statistics, United States Department of Labor report dated September 4, 2009 the unemployment rate in the U.S. stood at 9.7%. With fewer people to do the work, everyone left in the organization has had to work much harder to accomplish their goals, relying on systems and tools provided by the company, to make the work as easy as possible. As the nation and the world economies start to recover and we get back to business in a more normal growth-oriented mode, this is a great time to make sure that your organization, if it is not already, is streamlined and ready to do business.
Paper Tiger software can take the boring and tedious task of filing and managing the ever increasing flow of paper in your office (yes, we are all trying to rid ourselves of paper but it still keeps coming!) and almost make the process FUN and REWARDING. After the past 12-24 months of recession, who doesn’t want to make boring tasks more fun?
Now is the time to change the systems in your office that don’t work right – alphabetic filing does not work properly and breaks down very quickly. You only have 5 options with any piece of paper.
As we finally get back to some form of normal business growth, you have to maximize the use of technology to remain competitive and provide the highest level of customer service. Let Paper Tiger software handle your paper filing system – the software really works. If you are using a single-user edition, consider putting your work group on the Network Edition. The software works great when information in the office must be shared.
Now, each day, they get the pleasure of being much better organized with their paper filing. They realized that paper was not going away and that they needed a better way to deal with it. Using The Paper Tiger software each day to stay on top of things, really gives them a bit of a thrill and makes them feel good. And in today’s economy, who doesn’t need to feel just a little better each day?
Make yourself feel good by making the commitment to install, fully implement and convert to the software. Once you have it in your office, you are not likely to go back to the old methods. Filing is a difficult, but necessary, task and making it FUN! (okay, well almost fun), is really important so that you will stay on top of it and streamline your office.
Be sure and see our new What is The Paper Tiger? video.
We stand ready to help you achieve your goals!
The Paper Tiger Team
The Sermonators interview Dr. Brad Whitt from Temple Baptist Church in Simpsonville, SC
If you are a member of the clergy, this audio tells you in detail how to use The Paper Tiger software to better manage content that you use for your sermons. Use The Paper Tiger to create your own personal library. Remove or photocopy articles of interest from magazines or newspapers or print internet articles. File them now, and read them when you have time.
Ultimate Virtual Filing System For Sermon Resources (And Your Entire Office)
Note: interview regarding The Paper Tiger actually starts about 7-9 minutes into the podcast
The time it takes to convert your piles and files is justified!
Does converting your files to ‘The Paper Tiger way’ seem overwhelming? Do you have an office full of stacks and stacks of paper to be filed and lots of file drawers to convert?
There is an investment of time to set up your new file system with The Paper Tiger, but when you consider that the average person wastes 150 hours per year looking for lost and misplaced papers, even if it took two (8 hour) days to convert …that would be 16 hours vs. 150 hours. The investment of time is well worth it because you will be so much more productive for years to come.
The Paper Tiger actually makes filing easier and quicker to do once you have it set up, because you set up the empty hanging files prior to filing (a file labeled with a number can be labeled ahead of time) so they are waiting empty in the file drawer to receive your paper files. So when you’re ready to file, you don’t have to search for a hanging folder nor do you have to create a printed label at the time you create a new file.
Listed below are some plans of action.
Note: If your hanging file folder has several items that you want to include into 1 Item Name in Paper Tiger, you would simply add keywords for all document items into the Keyword section of the same Item Name. In addition, you may want to separate the physical documents in the hanging file folder with manilla folders. In this case, you might also want to number the manilla folders and include the number that you input on the manilla folder with the coinciding keywords in the Keyword section.
Do a combination of the above in some way that will work for you. Decide on the most important sections of your files and convert them immediately. Then you commit to a couple of hours a week or 1 drawer a day until the rest is done…whatever works for you. Statistically, 80% of our existing files are never referenced again, so as you are going through each file, and you know you haven’t referenced a file for several months (and probably won’t again,) decide if you can toss it or if it needs to be archived. If it needs to be archived, put the file in the last drawer to be converted. When you get to that drawer, you can create a location called Archive within Paper Tiger, input the file item name and keywords in that Archive location, then box the file to be sent to wherever you send archived files.
Also, you don’t have to add keywords for every piece of paper in a file if the file name contains the only word(s) you would ever look up to find it. (ex: invoices)
Dear New Paper Tiger User,
So, you’ve been asked to take over the filing from another employee who’s is on leave, gone on vacation or left the company. At this point you now find yourself staring at a software screen trying to understand a software product that you’ve never used before, eh? And to make matters worse, people are asking you to file and find things using this software – you are expected to do this while completing all of your other tasks? So, before you use words that you will later regret : ), let us help you with a few quick tips that will make this process much easier and not consume all of your time:
Relax and Breathe - Tens of thousands of companies use The Paper Tiger software, it is really easy to learn. If all those people can do it, you can do it! Heck, you might even have FUN!
Flying a Jet - You wouldn’t attempt to fly a jet without a little training, so why would you attempt to use a new piece of software without just a little instruction? Okay, I know…you are busy, right? Well spending just a few minutes, we are talking 30 minutes, understanding the concepts and features of The Paper Tiger software will potentially save you hours of “trying to figure it out” later. We make this learning process very easy and best of all, you can do it from the comfort of your own desk – everything is online. See the list of our training tools below including our new The New Paper Tiger message board.
Mistakes - The beauty of The Paper Tiger software is that it is really hard to mess it up. Unlike alphabetic systems (the old way) where if you misfiled something, it could be lost forever, The Paper Tiger software almost guarantees you will find the documents later, regardless of how you filed it. The system works very similar to Google and is truly a “finding system”, not really a filing system. Go ahead, use it – file things, the system will make it easy to find later!
Start Slow - To use the system, you only have to start with the papers on your desk right now. To file with The Paper Tiger software, you don’t even have to get up from your desk. See the training videos to see how this is done. The software really changes the paradigm of filing and makes it not only easy but well…almost fun!
Have a good time and don’t worry…filing with The Paper Tiger software is very forgiving. Spend just few minutes learning the software and you will never look back. We are here to help you in any way!
The Paper Tiger Team
Let’s face it, everyone would like to have less paper in their lives and many people are trying really hard to limit paper. If you are trying to greatly reduce the paper in your business and personal life, we think that is a great idea. However, if you are like most people, you will find that you can only take going paperless so far and you will still end up with quite a bit of paper – for this you should use The Paper Tiger software.
As we mentioned in a previous newsletter, with paper you only have 5 choices to deal with paper: TOSS IT in the trash (toss as much as you can), STACK IT (all that stuff on your desk), FILE IT alphabetically (the old fashioned way using abc’s and the file cabinet), SCAN IT (very tedious and time consuming) or INDEX IT (use The Paper Tiger software to index your paper files).
However, one of the best ways to get yourself better organized is to eliminate as much paper as you can upfront (i.e. don’t get it in the first place). If you want to get rid of as much paper as possible, here are a few ideas to consider:
Emailing - if at all possible, scan your paper documents into a computer and email them to your recipient rather than using a fax machine. If you do this, you are keeping a copy for yourself and reducing the paper on the other side. Your recipients will thank you for doing this!
Postal Mail - use an online service such as DMAchoice to take your name off direct marketing mailing lists. It is also not a bad idea to remove your name from telemarketing call lists at the same time.
Catalogs - use an online service such as Mailstopper to take your name off catalog marketing mailing lists.
Pay Online - pay bills and receive statements online. This eliminates quite a bit of paper. However, make sure you have a good electronic copy of the statements on your computer, in case your bank or other vendor decides to remove old statements. You can usually download a copy of all statements in .pdf format.
Digital Lists - reach for your iPhone, iPod Touch, Netbook or other such digital device before using paper to write down notes. There is great software available to help you keep organized and stay on top of your lists (free one at gmail tasks – Google). There is even a system available where you can call in and the system convert your voice to text called Jott.
PDFs - not everything needs to be printed to paper. You can save trees and laser toner/ink by simply printing documents to .pdf format and saving them on your computer. The bigger question is do you really need to save the document at all?
Scanning - scanning allows you to convert paper files into digital format. This can work out quite well for you and can make you feel “really organized”. There are many good choices in the market including The Neat Company. However, realize the pitfalls – scanning can consume quite a bit of time, some documents do not lend themselves to scanning and computers can and do break, so be sure and have a “bulletproof” local and off-site backup system or you could lose everything with a computer malfunction or a virus/database corruption error. You could even use The Paper Tiger to organize the physical documents that have been scanned, if you are worried about tossing the paper and later having a total loss situation due to a computer malfunction.
Paper - believe it or not, even if you did everything above, you would still have paper and lots of it! This is especially true if you are running a business. This is where we hope you will use The Paper Tiger to better manage the information. The Paper Tiger software is the easiest way to manage the paper in your business and personal life. At its core, it is a powerful indexing system that allows you to use the computer to Find Anything in Your Office in 5 Seconds or Less…Guaranteed! It is simple to learn and it really works! Take a 10 day FREE TRIAL!.
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