Location could relate to where you will store your physical items or could relate to the types of physical items that you plan to index (paper files, books, CDs, DVDs, storage boxes, etc.) Your Locations can be named anything you want - however you relate to what you are indexing, i.e., Office files, Home files, Action files, Reference files, House, Basement, Garage, etc. Paper Tiger uses Locations to represent these places where you store the items you want to be able to find later. For example, your Reference files Location might contain an index of all files in your 5 file cabinets of 4 drawers each, and Item #1 in Paper Tiger starts with the documents in the first hanging file folder in file cabinet 1, and end with Item #500 in with all documents indexed from the last hanging file folder in file cabinet 5.
Paper Tiger Locations are made up of Item names, description, capacity and review frequency.
Item Name is the descriptive name you give a hanging folder or other item you are indexing. An Item is what you would call the item being indexed. “Museum Board Directory” might be the Item Name you give a folder that contains a current phone and address list of museum board members and other related material. “Sales Reports” might be the Item Name you choose for a Folder containing regional sales reports. An Item Name for a Hanging Folder labeled “Warranties” might include sub-files (manilla folders) for “Electronics,” “Major Appliances,” and “Outdoor Equipment.” Your Item Name might also be the names of Books, CDs, DVDs, Collection Items, etc. See also the Many Uses of The Paper Tiger, which might be helpful to you.
Note: multiple relating items can be added to the same hanging folder. You do not need a different hanging folder for each piece of paper.
When creating or editing a location, you will see the following attributes:
- Location name: You need to be able to identify each location with a unique name.
- Description: You can further describe the contents of the location.
- Capacity: You will need to input the number of items you think will be input into this location. This can be changed to increase the capacity.
- Review frequency: The interval in which you want to review or be reminded to review the location.
Paper Tiger allows you to print cut-out tabs or Avery labels which you use to mark your physical items to match the index numbers assigned by Paper Tiger.
An Item consists of the following attributes:
- Item Name: When entering the Item Name, if there is a duplicate name in the database, a window will show that you have duplicate names already to help you eliminate duplicate entering of items. You can decide to merge this new item into the item already in Paper Tiger or create the new item. If you merge the new item with the existing item, simply add keywords relating to the new item in the existing Keywords section.
- Keywords: Type all keywords associated with the item, such as receipts or contracts or what the book is about, etc. When you need to find the item later, you can search by keyword. The more keywords you enter, the easier it will be to find the item later.
- Notes (optional): You can add additional comments in the Notes section.
- Category (optional): If the item falls into a category, tab to the Category field and type in or select a category you've already created from the drop-down box. Category is a word or words you may use to classify groups of related folders or items. For example, you may use the Category “Benefits” to classify the Folders, “401K,” “Stock Options,” and “Day Care.” The Category, “Services,” might include Folders for “Accountant,” “Graphic Artist,” and “Organizing Consultant.” The Category "Self-Help" might include all your books that relate to self-help or motivation.
- Action Date (optional): If there is a future date in which you want to review this item, or if this item will require your action, tab to the Action Date field and type the date or click on the calendar to select a date.