Digitization of business processes

Digitization is a concept that haunts us more and more. This is also a big trend of this century. She encourages companies in all sectors to rethink and accelerate their development. Who does not act, competition is guaranteed in the long run. Therefore, it is advisable to invest in the digitization of business processes, regardless of sector. In this article, you will learn which six important factors you must consider in order to be able to quickly and easily use the full potential of digital processes.

That’s why your processes must become digital

The process includes a coordinated set of interacting actions, the purpose of which is to achieve a given result – this is a definition. The scope of the company’s services consists of many different processes, which sometimes are more related to each other, and sometimes less. Common to them, however, is ensuring the successful operation and existence of the holding. For this to work in the long run, companies do not come to the digitization of business processes.

Almost all business processes begin with documents or with the exchange of documents. Similarly, documents are created in each process thread. Over time, they accumulate in a huge mountain that employees and managers of the company must process, sort, sort and archive. Anyone who does not rely on digital, but on analog and paper work here, will not be able to succeed in the long run. Since paper documents are sluggish, they need space and steal valuable time from company employees. Searching for a specific document in the archive may take several hours, and processing documents may take weeks, for example, if the responsible employee is ill. Digitization of business processes can prevent this and save the company valuable time, which, in turn, can be invested in other profitable projects.

New opportunities through digitization of business processes

In addition, digitization offers completely new possibilities for optimizing and automating all processes. This is important for all companies that do not want to lose touch with competitors and want to stay in shape for the future. The sooner a business begins to digitize business processes, the better it will be prepared for the requirements of the future. However, each company must consider several important factors in order to truly succeed in digitizing its processes. Therefore, you should know the following six points anyway.

1. Invest in professional change management

One thing is certain, you should not wait too long with the start of digitization. However, rash actions do not lead to the goal, but only create confusion or disappointment, because new, indecisive methods introduced do not work smoothly. Therefore, a proper strategy for digitizing business processes is an absolute must. Together with other managers and department heads, as well as with your IT department, determine which processes in which areas should be digitized. Keep in mind that long established workflows will change. This can cause various reactions in your employees.

If you informed your employees that your company is approaching the digitization of business processes, you will have to expect a different level of development of emerging emotions. Initial shock and commitment to old processes are usually accompanied by understanding and acceptance of change. The next step is to introduce the first new methods. You should be able to intercept and manage these situations as a leader. Therefore, devote enough time to professional change management. Only in this way can changes be made that accompany the digitization of business processes. This is important in order to harness the full potential of digital processes in the long run.

2. Set realistic goals
After you set up change management, assembled the initial project teams and consolidated the digitization of business processes in your corporate strategy, you need to define your first measurable goals. Here, the management, IT department and departments must work together. Set measurable medium- and long-term goals, and then work on their gradual implementation in the enterprise. A regular review of relevant achievement of the goals reveals the potential for improvement.

3. Design your processes transparently.

Without transparent processes, it is impossible to reliably assess the potential of digitizing your business processes. However, transparency is important for digitization. Get a comprehensive overview of all the processes in your company. Document current status and evaluate it honestly. Bring management, IT and departments to the boat. Thus, you can use a wide range of know-how and precisely indicate which areas have a particularly high digitization potential.

4. Be dynamic

Typical for digitization is its variability. New technologies are constantly developing, which in turn present new requirements. This is why your company must remain as flexible as possible in its digitization strategy. Do not try to digitize all areas of the operation at the same time. Identify priorities and use them to gradually transform the digitization of business processes. This will help you better respond to sudden market changes.

5. Optimize your business processes in advance

Digitization of business processes can be implemented especially well if your processes have as few weaknesses as possible. Therefore, before starting a digitization project, look for problem areas and eliminate them. Eliminate unnecessary process steps and optimize processes. This paves the way for process automation. It is only beneficial to implement your digitization strategy.

6. Choose the right software

If you primarily want to automate document-based processes in your company, it is recommended that you implement a digital document management system (DMS), such as PaperOffice, and integrate it into a commercial solution. This will make your work processes more efficient, and your business processes easier and faster thanks to automation. Especially your bookkeeping and human resources can greatly benefit from digital processes. The first gets significant benefits from automatic invoice processing. Here, all incoming invoices can be automatically recorded and sent directly for processing. Errors and exceptions are also quickly identified and transferred to the accounting program. This fast billing process saves you valuable time.

A similar situation with the digitization of business processes in the human resources department. Placed here for working with digital recordings of personnel, authorized employees store all important documents of employees in one place. This allows the person in charge to get access to the necessary documents at any time and in any place. Data is faster and staff issues can be processed much faster. This speeds up the workflow and makes work more flexible.

But not every software is suitable for any business. This is why it makes sense to outsource a competent consultant. He will take an inventory with you and evaluate the current status of your company. Based on this, he finds the right software for you and supports you in the first steps towards a digital future. This is optimal for digitizing business processes. In addition, a professional consultant can help you comply with all legal requirements and guidelines, such as document archiving, even when working with digital processes. In this way, you are safe from a regulatory perspective and can go your own way digitally with PaperOffice.

Visit us at www.paperoffice.com and download a free trial license.

Network Security with Synology

A NAS (Network Attached Storage) is a data storage for networks. Like the devices of Synology, the world leader in this field. Together with PaperOffice, the well-known data management system, it forms a functional and very secure entity for a company’s intranet.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

There are various providers of storage space in the cloud on the Internet. This benefit, has advantages, but also disadvantages. The biggest disadvantage is undoubtedly the transfer of data into third, in foreign hands. Even if it is promised that the deposited documents are absolutely safe, no company in the world can guarantee this 100%. Not only hackers can compromise data security, depending on the location of the cloud provider, the respective state laws can allow the relevant authorities and companies to completely legalize the content. An unfortunately bad example here is the USA. For example, the renowned computer magazine “c’t” already warned US clouds in April 2017, as their data protection among experts is rated as very low. But even in the EU or in Germany at any time data leaks are possible, either from sloppiness at the operator of the cloud or be it from secret powers of European intelligence.

The reasonable solution for companies is therefore the establishment of an intranet with a common server for all integrated terminals. The NAS forms the heart of the hardware, the central data storage. At the same time, PaperOffice Team is the figurative mind of the company intranet.

The operation of NAS and PaperOffice

The central focus of a data management system such as PaperOffice are logically structured databases whose structure allows maximum security but also lightning fast access.

PaperOffice makes it easy for its users to migrate data previously stored on hard drives of laptops or desktops to a shared data store, the NAS. So all documents of a company are always available and not only if the colleague in question is currently running his computer and allows data access. Of course, hierarchical levels are also possible on the NAS, ie the establishment of different, password-protected access levels.

Databases are used for communication between the computers connected to the network and the NAS. On the side of the terminals, these are mySQL databases, in which all information is stored that will later move to the NAS. This can be data from the hard disk as well as scanned documents to digitize analog formats as well. If a NAS-based intranet is already set up, the paperless office should also be realized. It’s easy with PaperOffice.

From the mySQL database, the information stored here is transferred to the database on the NAS. This is the database management system MariaDB 10, which is used by PaperOffice as well as Synology.

Safety first

As soon as you save the data in the mySQL database, they are encrypted using an AES 1024-bit key. This extremely secure encryption was originally used for military purposes. A second level of security refers to Windows operating systems. Usually, a data directory is created under these operating systems when saving. For example, this allows espionage software to gain insight into what has been stored. Quite a table of contents for thieves. Windows cannot create a data directory under PaperOffice and Synology NAS.

Once all the data in MariaDB 10 has arrived on the NAS server, PaperOffice manages it according to the wishes of the user. Safe and with access speeds that are literally lightning fast.

Visit us at www.paperoffice.com and download a free trial license.

PaperOffice – Too good to be just a DMS?

Here is a heavyweight with a very good cost-efficiency ratio against middleweights, which often bring excessive fee requirements.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

Document archives have been around for ages, at least by human standards. Sumerian merchants recorded their business transactions and archived them in cuneiform on clay tablets more than 5,000 years ago. In terms of durability and format unbeaten to this day. The cuneiform script was used for 2000 years. The producers of modern data media still have to work hard on the technology to catch up with this.

But today, everything can be saved, which greatly increases the complexity of the storage process, not to mention the amount of data. But the archiving alone is not enough. Also, the pure knowledge that all processes can be called up as needed, is no longer sufficient. Nowadays, recognizing and using the contexts is the capital of archiving, of information management.

Document management is simply not enough

The difference between information management and document management can already be explained using the words “information” and “document”. A document has a formal, standardized frame. This was an important factor in maintaining order in the pre-digital era of records management. Information is everything. A really good archive contains everything, because only in this way can certain processes be understood, and the information that comes along with the quasi-official documentation often hold more important content than the folders with the formal processes.

When Daniel Schönland developed his first PaperOffice in 2002, it was a decent document management software, a DMS. Within the next 17 years to this day many more features have been added. Therefore, the question may be asked whether PaperOffice can be classified as a document management tool or rather as an Enterprise Content Management (ECM) tool. Given what document management software should and what PaperOffice can do, the software must undoubtedly be classified in the higher-rated ECM.

ECM – Part of Information Management

While a DMS concentrates on the bundling and classification of documents, also their archiving as a dynamic filing system, as well as the task of converting and also archiving scanned documents; the scope of ECM is much wider.

First, the main components of ECM include:

Recording
Administration
Storage
Preservation
Output


As far as the DMS are in agreement, the differences become clear in the subcomponents of the ECM:

– Document management
– Cooperation with supporting systems
– Intranet and Internet management
– Records Management
– Workflow or transaction processing

Just a quick glance at the possibilities that PaperOffice offers to its users shows that this is not a simple software, but a mature ECM. No wonder PaperOffice is regularly the price-performance winner in the journals within the DMS category. Here is a heavyweight with a very good cost-efficiency ratio against middleweights, which often bring excessive fee requirements.

Information management as needed

PaperOffice is convincing in every aspect; in the acquisition of analogue or electrical information; in machine-generated information, such as the capture of EDI or XML documents; as well as in the storage of virtually every digital format, including image, video, and sound.

The recognition of bar or QR codes, the processing of forms and preprinted printing as well as the processing of E-forms are performed by PaperOffice via PIA; an AI that arranges the correct assignment of incoming documents by comparison with already stored information, and from these, as desired, create new content. The possibilities of PaperOffice are far from exhausted.

Conclusion: PaperOffice is pure Enterprise Content Management.

Visit us at www.paperoffice.com and download a free trial license.


PIA – the AI in PaperOffice

Artificial intelligence is the logical next step in digital development. The program learning ability makes working life easier. Especially with regard to documents and their correct archiving. PaperOffice PIA is available for this process.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

No, PIA is not a friendly office worker who dedicates himself daily to the task of filing new documents analogously and digitally where they belong. In human form, there are innumerable Pias with other names that often do this job, although it is not their job, but without this laborious manual administration in a digital environment would soon sink into chaos. Incidentally, a work that costs an incredible amount of time and resources, although probably no one took the trouble to skip the cost factor. The assumption is obvious that here alone for Germany a three-digit million amount comes together.

What or who is PIA?

PIA is part of the automated storage of PaperOffice document management software and stands for:

PaperOffice

Intelligent

Automatization

Man distinguishes himself above all through the recognition of logical and abstract contexts. In combination with his memory, over the years he or she gains a store of experience that helps to classify new experiences more easily and assess their importance. The problem, or perhaps the happiness for humans, is that their memory is no more perfect than the ability to assess meaning. Because logic is one thing, feelings are the other.

PIA, on the other hand, is not affected by feelings and has a perfect memory. The other part, the recognition of logical as well as abstract contexts, must also learn PIA, but it does this much faster than the human, to which actually only in adulthood, so after a good 18 years, mental peak performance is granted. PIA, on the other hand, learns with each new document and immediately uses what they have already learned.
The AI of PIA is able to independently recognize incoming documents according to certain characteristics and assign them to the respective storage. Totally automatic. As soon as PIA has collected certain data from a corresponding company, authority or customer, all other documents with the same characteristics will be assigned accordingly.

PIA – in the sign of the three

The orientation, which document belongs where, takes place first of all via three recognition features:

  1. Visual recognition
  2. Recognition by keywords
  3. Recognition via QR or barcodes

A visual recognition means the storage of certain optical features which are identical on each document, such as the company logo or the footer.
Keywords also often repeat themselves on a document, for example the VAT or the email address.
Finally, if available, machine-readable barcodes and QR codes.

Thanks to PIA, every new written contact must only be read in once and a corresponding folder created within the PaperOffice DMS. Any further correspondence with these characteristics will automatically migrate to the corresponding folder.
For the discovery of a document, above all the keywords are important, which are determined either themselves or optionally via PIA. The live keyword search in PaperOffice finds the corresponding document at lightning speed, for example, via the date of receipt and if this is omitted, then another striking word or combination of words, which is also possible in PIA.

Analog documents can be read in via flatbed scanners, feeder or drum scanners or other methods and are available as digital content in the respective folder in no time at all. PIA, the intelligent tool for automated filing in PaperOffice DMS, saves a lot of time and money.

Visit us at www.paperoffice.com and download a free trial license.

Published press release can be found at:

https://www.issuewire.com/pia-the-ai-in-paperoffice-document-management-system-1638214316160442

Data protection in perfection

Security is written BIG

It is by no means a minor problem. Personal and company-related data are automatically stored on the Internet today. On the one hand, this is necessary in order to accelerate communication, on the other hand, both the transparent person and the glass company have long since become reality.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

Data is the modern gold after countless specialist companies mine it. In this way, in the business, no matter in which industry, competitive advantages are equalized, ideas simply stolen or unleashed murderous struggles for customers and markets. It is therefore not a question that data protection is necessary. PaperOffice takes this need into account with PaperOffice document management software in every respect. A solution that could almost be of biblical origin.

DMS from PaperOffice – does not tempt us

The famous and millennia-old sentence from the Lord’s Prayer reveals a dilemma facing many companies today. The cloud, the data storage on the Internet, is extremely convenient and convenient, but unfortunately not as secure as the providers like to suggest. In particular, the top dogs, such as Google Drive, Dropbox, Microsoft and Amazon, operate their servers for data storage in the United States. In the states, however, the Patriot Act passed in 2001 still applies. This allows, for example, US authorities access to servers of US companies, without obtaining a judicial permission, incidentally, on the servers of foreign subsidiaries of US companies. But who knows which company belongs to whom in the often gigantic network of today’s Internet giants? On the other hand, in 1993 former US President Bill Clinton called on the CIA and the NSA to support US companies. This has not changed under Donald Trump, the activities have rather strengthened.

PaperOffice’s PaperOffice Document Management solution paves the way to tempting anyone, not even a US agency. This is simply achieved by the PaperOffice for data storage does not use a cloud. Rather, PaperOffice with a NAS server provides the ability to save all accumulated data internally. As a user of a NAS server with the PaperOffice DMS, companies become their own cloud operator, just as fast, convenient and far more secure than with a third-party provider.

NAS and PaperOffice DMS spies are left out

Although the DSGVO now applies in the EU, it is almost impossible to make up for damage once it has been dealt with, such as a hacker attack on an external cloud. Neither with regard to the stolen data nor to the loss of image and trust of the company, which is often far greater than the loss of data.

It’s not just internal data storage where company management allows or limits access via hierarchical, password-protected levels as needed. It is also the AES-256 encryption of the data. This is a symmetric encryption method used at its highest level, the AES-256, for top-level official and military documents. Since the development of this algorithm in 2000, no successful attacks have been reported so far.

With the NAS server, PaperOffice offers all-round protection for company data, at which authorities and thus also business spies bite their teeth. At the same time, the PaperOffice document management software is an outstanding product for data management with a multitude of possibilities that exist as a version for single-user computers, but also as a network system for up to 800 workstations. In addition still cost-effective and easy to use.

PaperOffice DMS, data management and data protection in perfection.

Visit us at www.paperoffice.com and download a free trial license.

Data security Synology

The founder and CEO of Facebook, Mark Zuckerberg, announced in early March 2019 that now start for Facebook users new, safe times. Certainly above all with regard to the highly charged data. That does not come by chance, because so far the coworkers of Facebook were handled with the data quite loosely and made thereby bomb deals. The company with around 35,000 employees in 2018 around 55 billion US dollars. But just recently a scandal was chasing the other and more and more state institutions from different countries are asking the entrepreneur and his responsible staff uncomfortable questions regarding data protection.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

For users of the PaperOffice document management software, privacy is also a highly topical issue, as it usually involves companies of different sizes. They must be able to rely on their data being safe from unauthorized access by third parties. To accomplish this, PaperOffice acts according to the exclusion principle.

The external cloud stays outside

The exclusion principle is a troubleshooting procedure. It is used by craftsmen as well as IT specialists. In terms of data security, the cloud of a third-party provider is an obvious source of error. This is due to the fact that a cloud operator simply can not guarantee absolute data security, even if something else is promised. At first, a cloud looks like a bulwark on the Internet, where data stored by the customer is seemingly secure. In fact, a cloud for professionals is more of a Swiss cheese. White-collar criminals, hackers and, last but not least, authorities search the cloud at will. Sometimes sanctioned by the highest authority, as US intelligence agencies do, based on the Patriot Act of 2001 and in cooperation with the US economy.

PaperOffice as a German company sees this as a major obstacle to data security and therefore recommends the use of its own server, the Synology NAS. The Taiwanese company Synology is the world leader in the production of network attached storage. Instead of the third-party cloud, an internal network exists, controlled by the PaperOffice document management system and equipped with the NAS, whose storage capacity can be adapted to the requirements as required.

Intranet instead of internet

A shielded, hierarchical network, such as PaperOffice DMS and Synology NAS, which control data entry and exit through firewalls and anti-malware, provides the highest level of security, unlike the cloud on the Internet, whose access is mostly via a single, in-game network usually rather unsafe password.

But that’s not all, an AES 256-bit encryption makes the data on the NAS server as well as during the data transfer for attackers unreadable and really unreadable. That this is actually the case is confirmed by a very vocal body. The NSA, the National Security Agency, which uses the AES-256 code itself, tries to crack it at the same time since 2012, without success. It is also very interesting that this code comes from Belgian developers and is still used by US authorities. The only non-American encryption code in the US and at the same time the one used for the highest level of secrecy.

PaperOffice DMS and its customers are therefore in good company for data security, but even more so with Synology’s own NAS.

Visit us at www.paperoffice.com and download a free trial license.

Document management system PaperOffice

Benefit from PaperOffice experience and work smarter

Without a document management software is really complicated to keep track of everything. Accounting, customer care, inventory optimization, ordering, tax, competitors, staff and so on and so forth.
Everything is connected with correspondence and this both in analog and digital form.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

Before the documentary era, and since the dawn of humanity in the digital age about thirty years ago; companies, public authorities, and individuals are struggling to combine the two worlds. Although it is foreseeable that the analog form of correspondence and documentation will come to an end in the near future, it will be necessary to reconcile both. But not only that, at the same time the analog past has to be digitally archived. Folders, files and documents that have to be stored for legal or corporate reasons and are hidden in sometimes barely accessible basements.

Document management system PaperOffice – The future is digital

Probably the best way to avoid the chaos in the office is the use of document management software, DMS for short. Since it is wise to benefit from the accumulated knowledge of others, the sense of a DMS that has been around for quite some time makes perfect sense. Since the PaperOffice experiences can certainly be seen.

• Over 900,000 users of the document management system
• In 53 countries of the world
• Over 17 years experience in the document management sector

Taking advantage of the PaperOffice experience means using document management software that includes everything needed. At the same time, however, PaperOffice is not a DMS, which is so complicated that now all employees including the boss have to be sent to longer training courses.

The team of PaperOffice uses the experience accumulated over the years as well as the feedback from their customers to constantly improve PaperOffice. Therefore, the experience of the document management manufacturer PaperOffice for the users are positive experiences. This DMS builds logically and starts where it is important. For example, when scanning documents, which is possible with PaperOffice on any device that has a camera, not only by scanner, but also on the smartphone or tablet. Of course, regardless of the operating system. The use of OCR full-text recognition, which also works with keyword indexing, is by no means the norm, but an idea owed to the PaperOffice experience. Keyword indexing, in turn, serves as the foundation for PaperOffice’s internal high-performance search engine, which instantly finds every document, whether scanned or already digitized. Just as important, experience teaches, is the link with other office software such as ERP, MS Office or CRM.

Document management software PaperOffice – Safe from experience

It is also part of the PaperOffice experience to invest in software security. For example, by data storage on a local server / NAS and not on the cloud of a third party. With an additional 1024bit AES encryption, which is also used by the military, all data is protected from unwanted eyes.

With the document management software PaperOffice, everyday office life can be perfectly organized, as the program is scalable from a single-user application to 800 network locations where workflows can be sent to each other. Last but not least, PaperOffice complies with the tax code and with the latest data security legislation GoBD and GDPdU. The experience from Document Management Maker PaperOffice also taught to the creators that price is a deciding factor regarding why this DMS is the price-performance winner among its class.

Visit us at www.paperoffice.com and download a free trial license.

PaperOffice experiences

The best of two worlds

Since 2002, the document management system PaperOffice team has been increasingly involved in document management solutions for businesses, governments, and private use. The management of the administration, is becoming increasingly important in every area. The Internet age makes it especially necessary to keep the notorious “paperwork” up to date. Because the customer, but also offices and business partners have been communicating digitally for quite a long time, and that is becoming the norm. To this end, the document management system PaperOffice offers directly implementable solutions whose functionality is based on experience and not on any theoretical approaches that a business economics student devised in the third semester.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

At PaperOffice, the DMS for the office, the ideas are translated into solutions, and ultimately, the experience is excellent value for money.

From good experience – PaperOffice DMS

The document management system PaperOffice certainly benefits from the feedback from your customers and incorporates suggestions for improvement in their products in a short time, if they make sense. But these are mostly detailed solutions, which are also often industry-specific. Before that, however, the customer receives a basically perfect DMS that more than meets all the usual requirements or exceeds expectations.

PaperOffice – The bright spot in the DMS jungle

The idea of ​​converting regular paper forms into digital ones and thus saving a lot of time and space, was created as document management software even in the old millennium, but it did not really get going until after the millennium. As of 2002, PaperOffice’s DMS has been instrumental in reducing paper mismanagement in offices, government, and households. Simply by writing a sophisticated and logically structured software.

This has not changed until today, almost two decades later. The PaperOffice team used their experience to put it into a product that would benefit many people around the world until this day. Anyone who experiences PaperOffice is usually surprised by how easy and secure document management can be.

Document management software PaperOffice – Customer satisfaction is no coincidence

In the meantime, many people from the older generation are convinced that documents can be stored better in a laptop or PC, than in archive cellars. They are also a little bit handier and accessible at any time; the documents of course, not the people. PaperOffice DMS has been persuasive in that the user gets a tool that simplifies the work on all levels; on any PC, tablet or smartphone and under any common operating system. Add to that the excellent compatibility with other office software, and of course the hardware as well. If, for example, the order form or the bill of lading can be scanned with lightning speed using a mobile camera, and afterward completely digitized, then this is a PaperOffice experience that remains positive in the memory.

That’s one of the interfaces or boundaries where the analog world meets the digital one. PaperOffice document management software makes border crossing easier for any user with intuitive usability. This results in an empirical value that ultimately facilitates the daily work, but also serves sustainability, because at some point in the near future, office paper will a relic of the past from Gutenberg’s time.

Visit us at www.paperoffice.com and download a free trial license.

PaperOffice – Experience makes perfect

In the modern product world, customers are only too happy to be misused as guinea pigs. This game is very popular with software providers. Unfinished applications are offered and sold; the customer may then get upset with many avoidable pitfalls. In fact, the user unintentionally becomes a tester and still has to pay for it. Not so with PaperOffice, the DMS for the office, which translates ideas into solutions and ultimately shines through experience and excellent value for money.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
with automatic AI-based document recognition. Efficient and AI-based document archiving, file management, contract management and document management for private users to large enterprises.
World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

PaperOffice certainly benefits from the feedback from your customers and incorporates suggestions for improvement in their products in a short time, if they make sense. But these are mostly detailed solutions, which are also often industry-specific. Before that, however, the customer receives a basically perfect DMS that more than meets all the usual requirements or exceeds expectations.

From experience good – PaperOffice
Since 2002, the PaperOffice team has been increasingly involved in document management solutions for businesses, government, and private use. The management of the administration, a perfectly fitting pun, is becoming increasingly important in every area. If in the past decades many an office of SMEs consisted in principle of one or two drawers in which all documents were first “filed” because there was simply no time for proper document management, this has changed fundamentally. Especially the Internet age makes it necessary to keep the notorious “paperwork” up to date. Because the customer, but also offices and business partners have long been communicating digitally and that is becoming more and more. To this end, PaperOffice offers directly implementable solutions whose functionality is based on experience and not on any theoretical approaches that a business economics student devised in the third semester.

The most important experience here is that hardcopy has largely become obsolete. Paper documents are still a necessary evil that owe their existence to largely obsolete structures. However, the last defense bastions of the paper, such as document security, have long since fallen. There is no longer any need to cut down on delivery notes, freight documents, circulars, address lists or similar trees and process them into paper. Everything, really everything can be created in digital form and digitally signed, just as tamper-proof or even more secure than your own signature.

PaperOffice – at home everywhere

Securely managing digital documents, scanning paper documents, converting written content into text that can be edited using OCR, and indexing that makes finding documents child’s play are just some of the features of PaperOffice. In the many years of their work, the experience has taught the PaperOffice team that DMS software is only as good as the terminal it runs on. That’s why PaperOffice is as much at home on a PC as it is on a laptop, tablet or smartphone, easily scalable for the purpose at hand, and of course connected in real time. An almost militarily high level of security in encryption ensures that the spies and the curious are left out.

The experience that the team of the company makes daily can be found in the latest software products. As a result, PaperOffice’s customers have positive experiences, every day and everywhere in the world.

Visit us at www.paperoffice.com and download a free trial license.

PaperOffice and Synology – a great team

Network Attached Storage (NAS) is the English name for file storage connected to a network. If a company needs different people to access the same data, the NAS is the safest and fastest solution. From “PaperOffice Team” version it is possible to store all databases on NAS drives, such as Synology devices.

PaperOffice Document Management Software is the complete solution: Archiving and managing documents
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World's best OCR text recognition, live keyword search and SQL-based audit-proof data storage - you're guaranteed to find every document in seconds, with no data loss. Together with your Synology or QNAP NAS, your PaperOffice is the best DMS

For the cloud, the data cloud, the Internet offers different providers, but all these solutions have a catch. The management of the sometimes sensitive documents must be put into the hands of others. Even if the respective administrators undoubtedly do a lot for the security of the data entrusted to them, they are confronted again and again with cases of data theft that has become publicly known. How big the dark figure is can only be guessed. The use of NAS eliminates such incidents, and the data stores have the added benefit of being available on the internal network. The eventual failure of the World Wide Web affects users of PaperOffice with NAS only peripherally.

How does PaperOffice work with NAS?

It all starts when a document is saved in PaperOffice. It does not matter whether it is a folder from a hard drive that was previously accessible under an operating system, or a freshly scanned document from an analog document that has been digitized.

First of all, the data, whatever the format, is recorded in a mySQL database. The term “mySQL” englobes the world’s most widely used database management system. It runs under different operating systems. During the storage process, the data is directly provided with an AES-1024bit encryption. No Windows file directory is created if it is a Microsoft operating system under which PaperOffice is running. The advantage of the missing Windows file directory is the additional security. Even if it creates espionage software on one of the computers within the network, it fails at the latest at the attempted access to PaperOffice, where the Windows file directory can reveal no secrets, since there is no directory for the documents stored in PaperOffice.

This little foray into security had to be in order to illustrate the additional benefits PaperOffice and NAS have over Internet-based clouds.

The NAS intranet with PaperOffice

To connect a NAS from Synology to PaperOffice, two database systems are needed; a mySQL database, which is included in the installation package of “phpMyAdmin” and a “MariaDB 10” database, which belongs to the software package of the NAS.

Now a mySQL database has to be created, which allows access to the internal databases of PaperOffice. In the second step, the permissions for the database MariaDB 10 must be set up on the NAS.

PaperOffice helps new customers set up their databases with easy-to-understand video that allows even laypersons to use the world’s best data management system. If everything is set up, you can start with the secure data storage on the NAS server. Of course, the access can be set up with different hierarchies. Starting with the administrator with a master password up to various underlying levels. For example, the employees of a project group can be provided with the necessary data in a targeted manner. The members of this group can edit data and documents in this area and also add others. MariaDB 10’s convenient database environment allows data to be viewed by other users while it is being processed.

PaperOffice and NAS of Synology, not only do a great team but also a strong one.

With PaperOffice 2019 it goes on and on, with no time-consuming delay.

Visit us at www.paperoffice.com and download a free trial license.