Getting organized and staying organized with paper can seem difficult for most people, and therefore many companies are opting to go to a paperless office. This type of filing system may keep things organized, but it can also add countless hours of document scanning in order to keep files up to date. So, although you have things more organized, you are still wasting a lot of time.
Paper Tiger Filing System for document management is different. It is not a paperless filing system. Instead it is a paper management system. It allows you to create and organize files in just a few moments without taking extra time scanning the document or backing up files to ensure that your information isn’t lost.
There is also no special equipment to buy with Paper Tiger Filing System. All you have to do is select the pricing program that fits your budget and your needs and you are ready to start. Setting up with the Paper Tiger Filing System can be done in as little as 60 seconds, and, just like that, you are off to a great start at having a more organized office without the expensive equipment and time spent.
Once you have set up your Paper Tiger Filing System account, it is time to start filing and organizing. It doesn’t matter how many files you have, Paper Tiger Filing System can help you to get organized. We even provide tips and helpful hints and online video training for free to help you get started. For instance, we recommend starting with the files that you use the most and then adding a little more each day. Before you know it, you will have a filing system that works and makes sense.
Paper Tiger Filing System – Simple and Easy To Use
First, you will create a digital file ‘Location’ within the software’s database relating to your physical file location. Then, you decide how many folders you want in this Location. You can add more later if you need to. Then, you create the physical files. This is done by printing tab labels from the software for this location and placing the tabs in your hanging folder plastic tabs. Once this is done, you input information relating to each document in the digital file location. You can give the document any name you want without any worry about finding it later. This is because the system will allow you to 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).
This will work much like a Google search later when you need to find a file. Simply enter in the keyword that you are looking for and the Paper Tiger Filing System will show you all of the results that match. Now, place your document (or documents relating to the same subject) in the corresponding hanging folder. Just like that, your filing cabinet is organized without all the extra time, electronic storage space and hassle that scanning presents.
You can also organize other items with the Paper Tiger Filing System such as office supplies, CDs, DVDs, books, etc. Items are right where they should be and are easier to find. This makes the Paper Tiger Filing System much more than just an office management system; it is a life management system!
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Getting organized can seem like a daunting task. This is especially true when it comes to paper filing. Knowing where to start, where to file, and how to keep track of everything is the biggest frustration for those who want to organize their paper files. Anne McGurty of Strategize & Organize says, ‘getting organized is right up there with losing weight for the new year. It’s a great new year’s resolution, however, like dieting, it is a lifestyle change rather than a temporary solution. Now, with Paper Tiger Filing System Software for document management, filing can be easier, faster and more organized.
Let’s face it, getting organized is a pain! As a result, many people put off getting organized, only for the mess to continue to get worse….and the new year’s resolution is once again, off the list, but knowing where to get started can help to minimize the intimidation of getting organized.
Say Goodbye To Traditional Methods of Filing
The first step is to find a better paper filing system. Traditional methods can be confusing, frustrating, and just as disorganized as the mess on your desk due to the problems with alphabetical filing systems such as trying to remember the word or two that you put on the tab, or duplicate files because you’ve forgotten how you filed relating documents previously. Not to mention employee turnover and not being group-friendly, because everyone doesn’t think the same. However, finding the right document management software can help you to access all of your paper files easily, quickly and conveniently.
Paper Tiger Filing System is not just a paper filing system – It is a filing system that can help you to get organized, and turn your filing system into a finding system! With Paper Tiger Filing System, you don’t have to worry about how to label your files. It allows you to file each item by name and give a list of keywords to describe the file. That means no more confusion in the office or at home when someone else is trying to find the file or you have forgotten what you labeled it.
Unlike a lot of other document management systems, Paper Tiger Filing System does not require you to spend countless hours performing document scanning. This means that you keep all of your physical paper files, and index them by inputting an item name and relating keywords for each file, so you can conduct a google-like search in the database and be able to find whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab, which can really take up a lot of time that could be used in better ways. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something. In just a couple of minutes, you are on your way to more organized living.
The Paper Tiger Filing System also has many different pricing tiers. This means that anyone can use the Paper Tiger Filing System. It is not limited to office management or corporate filing. You can label and conveniently file items in your home office as well.
Paper filing is not the only function of the Paper Tiger Filing System - This professional organizer can help you to organize moving boxes, storage units or sheds, office supplies, collections, books and CDs. You can print labels from the software to label each item and you have a well organized system for knowing exactly where each item is. No more countless lost hours searching for something!
Think of all of the wasted time that you have spent searching for lost papers or items. This problem is completely eliminated with Paper Tiger Filing System software for document management. The easy to follow program and amazing organizational abilities makes it one of the most revolutionary time management systems available on the market today.
Choosing a paper management software can help you to get more organized at the office and at home. It can help you to declutter your life and spend less time searching or organizing.
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Do you hate your alarm clock in the morning? There are a lot of reasons that you might dread going to work, but one of the reasons might be because your desk is overflowing with paperwork. If so, then you need to know the secret to happy filing so your day isn’t so dreadful.
People spend a lot of time at work. In most jobs, there’s some form of filing system and very often that’s what makes the difference between happy and unhappy staff. It’s also a major factor in the overall success of the business when you and your staff can find what is needed, when it’s needed, instead of wasting a lot of time searching through stacks.
Paper is a challenge that everyone faces at work and people constantly seek better alternatives so they can be more efficient with their time. Regardless of the size of your company, there are only five different choices when it comes to dealing with paperwork.
This one is a favorite for many overworked staff members who toss everything they can into the trash. We suggest recycling or shredding as appropriate.
Unfortunately, you simply can’t get away with throwing out everything because so much of this paper contains valuable information and is needed, either now or in the future. This means that you must find another way to file these papers.
This is a great option if you have very little paper to deal with everyday, but when stacks of paper start to appear on your desk. Then more stacks appear on the floor, chairs, shelves and any other flat surface you can use, you have a surmountable problem.
If you have your own office, then it will inevitably become very cramped. If you decide to use this rather disorganized system, you’ll waste countless hours searching through the stacks to find specific files or documents that you need to work on. Experts estimate that 150 hours are wasted each year searching for lost items. There must be a better way.
This type of document management system has been used for a long time as it doesn’t require the use of computers. A filing cabinet or set of drop files is the popular way to store files. However there are problems with this type filing system.
Different people may use varying titles and so file duplication can occur. As your company grows, so does the number of filing cabinets or shelves. Then it becomes increasingly difficult to file new material and locate previously filed documents. If a drawer gets too full, everything needs to be moved so that the alphabetical system remains in order. This can be a very tedious task. Lots of time and money get wasted on such an unproductive part of people’s jobs.
Scanning can be a great way to reduce the amount of paper you use. The office doesn’t need as much storage for files because your filing can be more streamlined. This is a great method of filing IF you’re prepared to tolerate the poor quality of some documents and the fact that there are many types of items that can’t be scanned, such as bound documents, contracts that need to be kept in original paper form, etc. Of course, it also takes time to remove staples in a stapled file, and if you miss any, there will be a jam in the scanner to deal with.
Many people keep the originals in case the scanned documents create problems, thus causing double handling to occur and defeating the whole purpose of trying to streamline your filing system. Some have also said that they wind up reprinting more than they would have if they had just left their files in paper form.
In addition, good quality scanning equipment isn’t cheap and can also be expensive to maintain, not to mention storage of scanned documents. Such equipment can break down easily and cause havoc if there isn’t another option to use for your filing.
It’s the 21st century, afterall. Why should you use methods that are cumbersome and costly in terms of time and money? Indexing is the answer!
No longer will you have to waste hours looking for or recreating that lost document. You can simply conduct a search in the software’s database and instantly you know exactly where the searched file is located.
There are many advantages to an indexing system software:
Indexing is the best choice and the secret to a better and more efficient filing system. Try Paper Tiger Filing System Software for Document Management today!
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Paper is by far the #1 reason people contact us. The paperless office that was promised back int the late 70s / early 80s never happened. My friends at The Monticello Corporation created a new video that does a great job of talking about how to gain control of paper. Take a watch and tell me what you think! (click here to see the video)
I’ve been using and consulting with this tool, Paper Tiger Filing System software for document management, for a number of years now. It is one of the tools that we introduce you to when you claim your Office Miracle(tm).
Sound interesting? Contact us today for a no cost / no obligation telephone consultation to see if this is the right tool for your situation. Want to buy it right now? Check out www.FindInFiveSeconds.com for more on the tool and to get access to an audio training session I did.
Give us a call at 309-826-5263 to schedule your consultation today.
To your success!
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About the Author
Who could you be if your story was no longer holding you down? Stephanie LH Calahan works with intelligent, highly motivated, busy entrepreneurs, executives, producers and other professionals to teach them how to do more with their time, space and information. She believes that life is meant to be lived and that fabulous vision combined with practical systems can make that happen very quickly. As the creator of a number of programs, she focuses on helping you identify solutions for the way you think and work. She and her team of experts at Calahan Solutions, Inc. help you maximize every hour and every dollar you invest in your business and life. She frequently delivers transformative presentations and workshops to kick start massive business success through systems and simplification. You don’t have to do it our way, because we help you find your way!™ Contact Stephanie at 309-826-5263 or support[at]calahansolutions[dot]com or network with her directly www.NetworkWithSteph.com.
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Whether your business is a small one-person operation or a large company, you are bound to have all kinds of paperwork. Often, you have so much paperwork surrounding you that you don’t have a clue as to what is where, or which file is which. Even the smallest of businesses have this type of problem, and it can often be quite a task to come up with a filing system that actually works. No matter how hard we try, or how much we dream, it is hard to go paperless and we are never going to be able to get rid of all of the paper flow that just keeps coming. So why not find a way to keep it organized so that you can find anything that you want in just a few seconds?
When you use the Paper Tiger Filing System Software for document management, you will be able to organize all of your paper files. Now this does not mean that you will be getting rid of your paperwork and just using your computer. Quite the contrary. Actually, with Paper Tiger Filing System Software, you will keep all of your paper files, so that you always have the original hard copy available, but index these records in the software database, so you can find anything you want at a moment’s notice. Some people just feel scanning is still not the solution. Often in attempts to go paperless, more copies are printed that have been stored electronically than ever would have needed to be printed had the one paper copy been kept. This can be used as your very own professional organizer and will really help when it comes to time management.
Did you know that a lot of business owners spend more than 150 hours each year just searching for lost files? When you use the Paper Tiger Filing System Software, you will be able to put these hours to much better use. So, you are probably wondering how Paper Tiger can help you, and what it is all about. Well, Paper Tiger is not a system that involves document scanning. Instead, Paper Tiger uses an indexing method. This means that you keep all of your physical paper files, and index them by inputting an item name and relating keywords for each file, so you can conduct a google-like search in the database and be able to find whenever you need them, instead of having to sift through a stack of paper files or trying to remember that one or two-word title you input on the hanging folder tab, which can really take up a lot of time that could be used in better ways. This indexing method enables a more flexible filing system, and you don’t have to worry about trying to remember where you’ve filed something.
Some of the advantages to using Paper Tiger Filing System Software include:
Indexing is the lowest priced form of document management. Having been in the market for more than 14 years, Paper Tiger has a proven track record of document management and helping people get organized and be more productive. Implement Paper Tiger Filing System Software for document management today and you’ll be on your way to saving time and money.
In this article, by Denise Landers, of Key Organization Systems, Inc. and Paper Tiger Expert, Denise says the ‘paperless office’ has not quite made it to reality, and even if it had…would you be more productive? That’s where Paper Tiger Document Management Software and Filing System comes in to help you manage your paper files that continue to flow into your life. Actually, Paper Tiger can help you manage just about everything, because anything you can put a number to, you can Paper Tiger!
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We’ve been hearing for years about the paperless office, and great strides have been made in this direction. Yet somehow there are still hard copies of documents on desks and scribbled notes everywhere. Paper calendars continue to sell, and business cards accumulate in stacks and in drawers.
The push in recent years for getting on the electronic bandwagon are the eReaders, and the competition is fierce. Yet have you been to a bookstore lately? They do not seem ready to shut their doors yet.
Newspapers and magazines offer online subscriptions, at great cost savings to them, and for awhile it looked like advertisers were abandoning the print mode. However in recent months, after a two-year lull, there seems to be a reversal in the trend. Multimedia Research data show magazine readership has risen 4.3% during the past five years.
If paperless is the most productive way to go, why are these situations occurring?
There is no doubt that many of the tasks we do are better performed electronically. Yet we like paper! One reason is that we read 30-50% faster with a hard copy as compared with an electronic copy. If you’re not sure about this, consider how you often print out a long email or a document you might want to read in depth later.
Reading faster, jotting notes in the side margins, or comparing documents side-by-side can definitely increase productivity.
One of the newer magazine ads put out through a campaign by five publishers shows a photo of Michael Phelps alongside the message:
We surf the Internet.
We swim in magazines.
It is often easier and quicker to have a paperback or magazine tucked in your briefcase when there is a 10 or 15 minute delay or a need to wait in a line. At home and in hotels, it feels cozier to settle in with a hard copy of a book or magazine than with a piece of electronic equipment.
Everything is evolving, and it is good to combine the best of both worlds, but do not feel that, in order to be the most productive, you must have only the latest and greatest technology.
Denise Landers @timetrainer
Key Organization Systems, Inc.
Original article posted at Denise’s blog
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
by Stephanie Calahan of Calahan Solutions, Inc. and Paper Tiger Expert
We have heard it since the early 1970s – the Internet will make us paperless! Well, I don’t know about you, but my office is not close to being paper-free. One of the reasons for the plethora of paper is that it is just too darn easy to share information today.
Let me give you an example.
When I first started working in an office environment, the Internet and email was not really used to share information. If I had something that others needed to know, it got typed up and I had to walk to the copier and copy it on colored paper. (Different colors stood for different types of information.)
Before I made copies, I took time to think through who really needed the information. I would only make the copies that I really needed. Why? Because after I made the copies, I had to hand address onto inner-office envelopes.
Contrast that to today.
We get something in our in-boxes and decide to send it on. We hit forward and if we want, we could copy our entire address book! Ultimately that means that more information is given to more people at a faster pace.
So, how does that lead to more paper?
Most of us do not like to read information on the screen if it is of any length. We print it! Then the cycle continues over again and again.
Jonathan Spira of the Basex company has this commentary to share on the paperless office.
THE MYTH OF THE PAPERLESS OFFICE
Pundits have been proclaiming the imminent arrival of the paperless office since the 1970s. So far, they’ve been wrong. If anything, we print more today than we did back then.
Yet some still believe in this; those who engage in looking for the paperless office may be engaging in a Sisyphean task.
The New York Times ran a story on February 10 by Hannah Fairfield entitled “Pushing Paper Out the Door.” It speaks of paper-reducing technologies in homes and offices, citing families who scan their bills and opt for on-line statements. To Fairfield I say, “not so fast.”
Indeed Fairfield quotes Brewster Kahle, the founder of the Internet Archive: “Paper is no longer the master copy; the digital version is. Paper has been dealt a complete deathblow. When was the last time you saw a telephone book?”
To respond directly to Kahle, last week. My friend and fellow analyst Amy Wohl famously commented, around 1978, that she thought that the paperless office was “about as useful as the paperless toilet.”
But the article had a bigger problem. While it provided an excellent look on the move to digitization, it completely ignored the elephant in the room, namely a compatibility conundrum that has been with us since the first computer was turned on over 60 years ago.
Books, pamphlets, and broadsides printed hundreds of years ago are accessible without any special equipment. For that matter, the Rosetta Stone (dating from 196 B.C.E.), was also readable upon its discovery in 1799.
Contrast this with millions of files on 8″ or even 5 1/4″ floppy diskettes, various obsolete tape cartridges, and NASA’s earliest photographs of the earth – all mostly inaccessible with today’s technology.
One might presume that the technology revolution of the late twentieth century had increased our ability to preserve our history and cultural artifacts. In actuality, we have failed.
Moving all of our papers to digital form without a plan to ensure accessibility not only 5 years from now but 50 years and 100 years and beyond is not making information MORE accessible but risking that it will become LESS accessible.
Jonathan B. Spira is CEO and Chief Analyst at Basex. He can be reached at jspira@basex.com
What do you think? Can we go paperless? What have you done? Share your thoughts below by making a comment in the blog comment section.
Do you wonder where you can make a difference in your productivity and organization? If so, you may like Stephanie’s self-assessment for Personal Productivity. You will get immediate results and may even qualify for a free telephone strategy session with her.
To your success! Steph
Twitter.com/StephCalahan
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PS: Don’t forget to keep your paper files in order with Paper Tiger Document Management Software and Filing System, which Stephanie highly recommends and also includes in her in-person or remote/virtual Office Miracle.
These articles from Computerworld confirm that the paperless office is still a long way from happening. No matter how sophisticated your filing system, use The Paper Tiger Document Management Software and Filing System to keep your office organized and have the ability to find anything in seconds!
Paper prevails over electronic documents
by Mitch Betts
March 9, 2010 — Computerworld
Office employees are loath to give up the vast amount of paper stored in their filing cabinets, much to the chagrin of companies that sell scanners and electronic document management systems.
A recent survey by AIIM, an industry association representing vendors of such products, found that 62% of important documents are still archived in paper form. Even when documents are sent off to be scanned for archiving, 25% are photocopied beforehand “just in case,” the survey found.
“We are at last in a situation where *electronic archiving of records* (see excerpt below) is efficient, effective and can save huge amounts of space, and yet most office staff seem to be hanging on to paper in the mistaken view that there is some legal reason to do so,” said AIIM President John Mancini, in a statement.
“Despite the fact that the legal admissibility of scanned paper documents has been established for nearly 20 years and is nailed down in legislation and standards around the world, there is still this suspicion among users that they may need to produce the original paper copy at some stage,” Mancini said.
The survey also found that many documents are “born digital,” then printed out to be signed and later scanned into document systems.
*Paper cuts: Renewed efforts in the move toward the paperless office*
by Robert L. Mitchell
May 29, 2006 – Computerworld
Paper has been around in one form or another for 5,000 years. Paper money has been the preferred medium of exchange for business transactions for about 1,000 years. For the past 30 years, organizations have been trying — with limited success — to eliminate paper from business processes.
Businesses have made strides in reducing paper flows…but in some areas, however, the use of paper is likely to continue for the foreseeable future. Many people still have a cultural preference for paper-based output. For example, Sonora Quest Laboratories in Tempe, Ariz., is automating its medical test lab processes, but at the end of the day, health care providers still want a printout.
“A lot of doctors still want a hard copy. [They] like to show it to the patient,” says CIO Bob Dowd.
People like to have paper copies of documents that represent the final outputs of transactions, says Richard Harper, senior researcher, socio-digital systems at Microsoft Research. “Paper can act as the physical embodiment of a transaction,” such as an insurance policy, he explains.
Even that could eventually change. More than 40% of the workforce was born after 1975 and has always used computers, says Dunn. “They’ve learned to absorb and retain information from screen displays … and they look at paper as redundant,” she says.
Compliance by Hard Copy
Other documents, such as contracts, must be retained on paper for legal or regulatory compliance reasons. “As much as we’ve gone electronic in our core business, we still have contracts, trust agreements, etc., that are required to establish a relationship with the bank,” says Thum. Such documents are scanned, but electronic versions are complementary.
“I would be surprised to see actual, legally binding documents maintained in purely electronic form,” says Ernie Harris, product manager at Raymond James Financial Inc. in St. Petersburg, Fla. The financial services firm uses imaging technology for inbound documents and faxes, but the desire to eliminate paper-based transactions with customers is tempered by regulatory requirements and a cultural preference for signed forms. The company processes hundreds of thousands of paper-based requests to open, update or change customers’ accounts each month.
That paper adds up quickly. A new client who is retired typically opens at least six accounts and signs 20 to 30 pieces of paper, says Harris. Currently, 50% of the company’s transaction requests come in by mail or fax.
Raymond James aims to address that by creating dynamic documents that consist of a common form and modules that can be integrated based on a customer’s needs. “You only have to sign one contract. Now we’re talking about signing one, two or maybe three pieces of paper [instead of 30],” Harris says.
Even though many businesses are storing documents digitally, many originals must still be stored for compliance or legal reasons.
Will there always be paper in your office? Do you think we will ever get to a ‘paperless office environment?’ Comment and let us know your thoughts on paperless office or not.
Read Paper prevails over electronic documents by Mitch Betts full article here.
Read Paper cuts: Renewed efforts in the move toward the paperless office by Robert L. Mitchell full article here.
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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