Efficient cooperation and functioning knowledge management are of great importance for companies. A central filing of documents and a structured organization of information help to improve cooperation between employees and optimize knowledge management. Document management systems (DMS) such as PaperOffice DMS offer a solution that was specially designed for small and medium-sized companies.
Local implementation: More control and security for your data
In contrast to cloud-based DMS solutions, PaperOffice DMS is a local application in which the data is stored in an in-house database. This ensures companies better control and security, especially in terms of protecting sensitive information. By implementing it locally, the company remains in control of the data and can be assured that the data is not stored on third-party servers.
Central storage of documents on a NAS server
PaperOffice DMS also supports the central storage of documents on a NAS server, such as that of Synology or the QNAP. This allows businesses to store and organize their documents in one place. The organization of the documents in a uniform structure enables employees to access important information quickly and easily.
Promotion of knowledge management through metadata and keywords
Another advantage of PaperOffice DMS is the possibility to promote knowledge management in the company. By storing documents centrally, employees can access important information quickly and easily. In addition, documents can be tagged with relevant keywords and metadata to improve their findability. By using keywords, employees can quickly find the documents they need without wasting time searching for the right documents.
Seamless collaboration between employees
PaperOffice DMS also enables seamless collaboration between employees, even if they work in different locations. Collaborators can edit and comment on documents together to share feedback and comments. The version management of documents is also easy and uncomplicated with PaperOffice DMS.
Workflows and Tasks: Optimizing Business Processes
In addition to the central storage and organization of documents, PaperOffice DMS also offers powerful workflow functionality. Workflow management systems enable companies to automate and streamline business processes to increase efficiency and productivity.
PaperOffice DMS offers a variety of workflow tools that companies can use to automate and optimize their business processes. These allow organizations to route documents and information through the workflow process, including approval processes, releases, purchase orders, and more. The workflow process is defined by setting up workflow rules and actions, which define the actions to be taken automatically when a condition is met.
This article about knowledge management in small and medium-sized companies with PaperOffice and it perfectly complements existing articles about the advantages of digitization and shows how a Document Management System can help SMEs to optimize their document management.
Workflow rules: automating and optimizing processes
Workflow rules allow companies to automate and streamline processes by defining a set of actions to be taken when certain conditions are met. For example, a condition could be that a specific document is saved in a specific folder or a notification email is sent automatically to notify a party.
This article on knowledge management in companies perfectly complements existing articles on the benefits of digitization and shows how a document management system can help SMBs to optimize their document management.
Effective use of documents: save time and increase productivity
By using PaperOffice DMS, companies can also ensure that their documents are used effectively. Documents can be saved in various formats such as PDF, Word or Excel. Opening and editing documents is easy and fast. This ensures employees can do their jobs effectively without wasting time searching for documents and converting files.
Conclusion: Increase in efficiency and productivity through PaperOffice DMS
Overall, the use of PaperOffice DMS can improve collaboration between employees and promote knowledge management in the company. By storing and organizing documents centrally, employees can access important information quickly and easily, which in turn leads to a more effective and productive way of working.
Digitization offers SMEs many advantages, including the automation of business processes. With PaperOffice DMS, companies can automate their business processes and create paperless offices, which saves time and resources.
Why is automation important?
The automation of business processes is an important step for companies to increase their efficiency. With automation, repetitive and time-consuming tasks like generating reports and invoicing can be performed automatically, minimizing human error and increasing data quality.
PaperOffice DMS – the Digital Document Management System
PaperOffice DMS supports companies in the efficient organization of documents and saves time when searching for important information. Full-text search allows users to find documents quickly and manage all documents centrally.
PaperOffice DMS also offers numerous tools for automating business processes, e.g. automatically creating and sending recurring invoices.
This article about the introduction and benefits of PaperOffice DMS in small and medium-sized companies perfectly complements existing articles about the advantages of digitization and shows how a document management system can help SMEs to optimize their document management.
By digitizing business processes, companies can create paperless offices by storing and managing all documents digitally.This reduces the need for paper documents and promotes the sustainability of the company.
Examples of using PaperOffice DMS in different business areas such as finance, human resources, marketing, etc. can help companies to understand and use the advantages of the DMS in their specific business area.
The automation of business processes with PaperOffice DMS is an important step for companies to increase their efficiency and save time and resources. By digitizing business processes, companies can automate their business processes, create paperless offices and promote their sustainability.
Implementation of PaperOffice DMS: A worthwhile investment
Overall, PaperOffice DMS is a worthwhile investment for SMEs that want to optimize their document management and make their business more efficient.
When implementing PaperOffice DMS, it is crucial to evaluate the current document management, select the appropriate solution, train employees accordingly, and introduce the software.
A DMS offers benefits to companies, especially SMEs, which often operate with limited resources.
The Benefits of PaperOffice DMS for SMEs
The advantages of implementing PaperOffice DMS include time savings through automated processes, improved collaboration and communication, increased data security and compliance, sustainability through reduced paper consumption, and easy integration into existing IT infrastructures.
In the financial sector, PaperOffice DMS can help with managing invoices, contracts, and other important documents. In human resources, it can assist with managing job applications, employee data, and other documents. In marketing, it can be useful for managing marketing materials such as brochures, presentations, and campaign materials.
PaperOffice DMS offers numerous features that help companies optimize their document management. These include document capture and processing, full-text search and indexing, versioning and document history, access rights and user management, and much more.
PaperOffice DMS is a leading document management solution and the applications of PaperOffice DMS are diverse and can be used in various industries.
Small and medium-sized enterprises (SMEs) can greatly benefit from implementing a document management system such as PaperOffice DMS.
PaperOffice DMS boasts features that enable effective document capture and processing, as well as user-friendly access rights and user management.
PaperOffice’s Affordable Pricing Policy
PaperOffice offers an affordable pricing policy, making it a great choice for SMEs seeking a cost-effective document management solution.
Maximizing Efficiency with PaperOffice DMS for SMEs
In conclusion, PaperOffice DMS is a leading document management solution that offers numerous benefits and features to help SMEs streamline and simplify their document management processes.
Effective Document Capture and User-Friendly Access Rights with PaperOffice DMS
PaperOffice DMS boasts features that enable effective document capture and processing, as well as user-friendly access rights and user management. These features make it a valuable tool for SMEs across various industries.
Implementing PaperOffice DMS: A Worthwhile Investment
When implementing PaperOffice DMS, it is crucial to evaluate the current document management, select the appropriate solution, train employees accordingly, and introduce the software.
Effective document management is essential in today’s business world. DMS systems and scanners help companies streamline and simplify their document management processes.
This article discusses the business benefits of scanners and DMS systems, including saving space, time and money, better document organization and task automation.
In addition, PaperOffice DMS, one of the leading document management solutions, is presented as well as the top 15 reasons why companies should trust this solution.
What is a document management system?
A document management system (DMS) is a software solution that helps businesses manage, organize, and archive their documents.
PPaperOffice DMS is a leading document management solution that offers process automation, multi-user capability, and workflows.
How scanners and DMS systems increase business productivity
Document digitization can save companies time, money and space and improve the efficiency of their document management processes. A business can use a PaperOffice DMS in conjunction with a scanner to improve the efficiency of its document management processes. PaperOffice DMS offers a variety of features and benefits, including document process automation and multi-user capability.
By using PaperOffice DMS, businesses can increase their productivity by automating tasks and making documents easier to access, resulting in greater flexibility. PaperOffice DMS is a scalable solution that can adapt to the needs of businesses of all sizes.
Scanners and DMS systems can increase business productivity by automating tasks and making documents easier to access. By automating tasks like document classification and assignment, employees can spend more time on other tasks, increasing efficiency. Additionally, employees with scanners and DMS systems can access and edit documents from anywhere, resulting in greater flexibility and productivity.
The 15 advantages for companies by using scanners and PaperOffice DMS
Businesses can save time, money, and space, increase their efficiency and productivity, and increase their data security through the use of scanners and DMS systems.
Space savings when scanning documents
By digitizing documents, businesses can save space that would otherwise be taken up by shelves and filing cabinets.
Save time with quick access to electronic documents
With quick access to electronic documents, businesses can save time by stopping searching for paper documents.
Cost savings by reducing paper consumption and printing costs
By reducing paper consumption and avoiding printing costs, businesses can achieve significant savings.
Better organize documents by using folders, categories, tags, and other features
With scanners and DMS systems, businesses can easily organize their documents and find them quickly through folders, categories, and other features.
All keyword fields and data in the document can be manually edited or fully automatically recognized and filled in by the software’s artificial intelligence (AI) from the document.
Automate tasks such as document classification, extraction, and assignment
By automating tasks such as document classification, extraction, and assignment, organizations can improve the efficiency of their workflows.
Security by restricting access rights to authorized persons
Thanks to the integration of DMS systems, companies can restrict access rights and ensure that sensitive documents can only be viewed by authorized persons.
Data security through backups and protection against loss and damage
Electronic documents may be better protected than paper documents. Businesses can create backup copies and ensure that their documents are protected from loss and damage.
Mobility through access to documents from anywhere
With scanners and DMS systems, companies can access and edit their documents from anywhere without being physically present.
Workflow management to automate and control work steps
The introduction of document management systems automates and controls digitally the work steps to be performed by different people. This saves the necessary time.
Compliance through compliance with legal regulations and company guidelines
Thanks to DMS systems, companies can ensure compliance with legal regulations and corporate policies by properly managing and archiving their documents.
Sustainability by reducing the ecological footprint
By using scanners and DMS systems, companies can reduce their ecological footprint by using less paper and managing their documents electronically.
Scalability of scanners and DMS systems
La intrIntroducing a document management system (DMS) is beneficial to businesses of all sizes, especially small and medium-sized enterprises (SMEs). Because even SMEs have to deal with a huge amount of documents and information that are often stored in an unstructured and confusing way.
Scanners and DMS systems are scalable and can be tailored to the needs of businesses of all sizes.
Ease of use of the DMS System
With PaperOffice DMS, you can get started right away without extensive training or IT knowledge. The intuitive user interface makes it easy and effective to use.
Ability to integrate scanner and DMS systems
DMS scanners and systems can be seamlessly integrated with other systems to enable seamless collaboration.
Compatibility of scanners and DMS systems with different devices
DMS scanners and systems are compatible with a wide range of devices, allowing for easy integration into a company’s existing infrastructure.
Scanners and DMS systems are essential for effective document management in today’s business world. By using scanners and DMS systems, companies can save time, money and space, increase their efficiency and productivity and increase the security of their data.
PaperOffice DMS is a leading document management solution that offers a variety of features and benefits that can help businesses streamline and simplify their document management processes. It offers companies the ability to automate and optimize their document processes to increase productivity and reduce costs.
In summary, it can be said that the introduction of DMS for SMBs is a wise investment in the future. Because it allows efficient, automated and secure document management, which can contribute to increasing productivity and competitiveness.
Todos los videos de “PaperOffice” en el canal de YouTube:
Although the basic techniques of document management have been used in corporate document control for decades and have evolved over the years, the need for a document management system as well as the benefits and its application advantages are still underestimated. The benefits of using a document management system PaperOffice are described in the current article.
In the current article we would first like to explain the definition of the PaperOffice document management system and address the digitization of analogue and digital documents as well as demonstrate the influence of the document management system on the associated business processes when creating, managing, exporting and checking the documents.
Finally, we summarize the most important advantages of document management systems.
A document management system (DMS) is used to store, manage and control the flow of documents within an organization.
In this way you can organize all information, such as paper documents, Windows files or emails, in a central location, your document management system, which employees can access easily and without any problems.
Including unique functions for teamwork and document sharing and an innovative program interface that is unique worldwide. The benefits of using a DMS are huge.
Including unique functions for teamwork and document sharing and an innovative program interface that is unique worldwide.
The management and control of the enormous amount of external and internal documents that are part of the business processes in public or business administration has become a challenge. This promotes the introduction of document management software that facilitates their management. The introduction of the DMS ensures significant reductions in search time, handling and cost savings, which are very important in our administrative processes.
Heart of a DMS
An advanced document management system has its “heart” in a database, where the information is stored in such a way that it can be found and retrieved in an easy and controlled way. The database setup can either be done locally at your place or on a NAS system, such as QNAP NAS or Synology NAS. But by storing the information in a structured way, we only have part of the equation.
The “brain” that controls the system is the workflow logic, which makes it possible to create dependencies between documents and processes and to link this information in flexible and previously defined flows.
An essential step in the implementation of such a sophisticated “workflow” is that as much documentation as possible is available in digital form.
Digitization and management of documents
When we talk about document management systems, we must not forget: the higher the level of digitization of the information that is part of the processes, the higher the level of control and automation that we can achieve. We have already written an article on the advantages of digitalization, click here for the link.
In the first step, you determine which documents are part of our processes. How we integrate them into our PaperOffice and which information is to be extracted and stored together with the documents in your database. Once the information is included, we define its lifecycle, how it will interact with other processes, and how we can integrate it.
Information comes from different sources
Most likely, we will come across information coming from different sources and in different formats. Some of it in digital form, stored in files or databases and some in the form of printed documents.
We have already published an interesting article on the topic of the paperless office. Here are our 9 tips again:
What do we do with digital documents in pdf, doc, etc. format? Here the process is very simple. Drag the digital document into the PaperOffice interface. Or have your Windows folders easily monitored after documents have been received.
Here is a YouTube tutorial:
Documents in paper form can easily be scanned and converted into digital format thanks to the integrated scanner.
Thanks to the Optical Character Recognition program (OCR = Optical Character Recognition), we have already taken an important step. Using a scanner or other digitizing device, we not only convert the document into an image, but can also electronically “read” its content.
Not only is the pure OCR text included in the database, thanks to the artificial intelligence (AI) called PIA, automation can either be specified manually or automatically.
Using the system, we recognize and define which document areas need to be read out automatically. Such as invoice number, date, products, amounts, etc. Accordingly, we have all the necessary information in our document management system.
The digitization of information via OCR makes it easier to integrate a wide variety of documentation into the management of processes and workflows.
Workflow and document management
As already mentioned, it is essential for advanced document management to have all information in a digital and structured form in a database. So you can search for all documents saved in PaperOffice like google. You can also set the rules on who can access, modify and delete/archive your information.
But we want to go even further and streamline our business processes. One of the pillars of our document management solution is the workflow engine. This allows us to specify each step of a business process with its associated activities and dependencies, as well as the departments and roles involved.
We can also define automatic notifications that will be activated depending on activities and events that occur throughout the process. All this not only minimizes the time spent managing tasks, but also minimizes the likelihood of forgetfulness and errors in the process.
Added value and benefits of document management
Below we list some of the most outstanding benefits of implementing a document management system:
Control over who can access the documents, when and what activities can be performed on them.
Central and easy access to all relevant company documentation and the possibility of multiple parties collaborating on the same document.
Security, not only in access control, but also in the custody and security that comes with the introduction of new technologies and databases.
Save time searching for documentation and costs managing and storing it.
Reduction of redundancies such as duplication of documents, photocopies, data recording.
Agility and automation of administrative tasks with the creation of workflows that allow the integration of documents and business processes in a controlled environment and clearly defined and monitored activities.
Not to forget the positive “side effect” of higher internal and external customer satisfaction.
The need for digitization is now an important aspect for everyone. In the current article, we take a closer look at information about digital invoice processing. The advantages of digitizing invoices. We will show you how you can implement everything and describe the impact of a successful implementation.
Why is it necessary to digitize invoices and documents in companies?
That’s a question that more and more companies are asking: “Do I really have to digitize my accounting”? The answer is “Yes”, you have to. Among other things, because the legislature requires it to be so. More and more companies are faced with having to comply with the process documentation.
What do legal regulations require?
Legal regulations require compliance with the requirements regarding the receipt, processing and archiving of all test-relevant incoming documents.
In our current article we show a couple of practical examples. How you can easily solve digitization thanks to PaperOffice DMS. But first we come to the general advantages of digital processing of invoices.
What are the advantages of digitization?
In today’s world, where home office and digital media dominate, it’s still common to see paper bills piled up on shelves and on the table.
The main reasons for using paper are that employees find it difficult to accept digitization or to start with it. It lies in the challenges of dealing with change and digitization.
Physical document copy despite digitization
Many people like to keep a physical copy of the documents they work with. But the process of handling paper that has been rehearsed for years also plays a role here.
We have already written a detailed article on the subject of going paperless. Here we explicitly address the topic of digital accounting.
Manually entering the invoice not only means a lot of time, but also hidden high costs. Getting it right can save a lot of time and money.
Key benefits include:
Find any invoice in seconds / time saver
Because thanks to the digitization of your documents, you can find all the invoices stored in PaperOffice in a matter of seconds. You no longer have to laboriously leaf through thick folders. By digitizing all invoices in your company, you only need a few clicks to find them in the system.
This also leads us to the second point:
You benefit from optimized work / paper savings
You no longer need space for physical folders. From now on you can archive your invoices in PaperOffice. Reducing paper consumption leads to clean and tidy offices
Simplify processes in accounting / For example through workflows
By managing your invoices digitally, you save time and effort. As well as costs for the creation, delivery and processing. Do not make copies for advanced tasks, workflows, and forwarding. Everything runs digitally and is transparent and comprehensible.
Thanks to the digitization of your invoices, you will no longer miss valuable discount deadlines.
Set permission for access at the push of a button
Individual access rights to individual documents and folders ensure clear security. You can grant access to individuals or entire departments. Such as accounting.
AI PIA intelligently reads the data out of the document. Then file the document with full keywords. If necessary with your test or automatically in the background.
Embedding / export function for tax consultants
You can easily hand over your invoices. With account assignment and keywording. Thanks to the advanced search, you have everything you need for the export. Like all the bills from last month, for example.
Including the folder structure, PDF file, Excel file with all information. As a result, your accountant or accountant can easily import the documentation.
Fast editing options
Accounting can be implemented quickly in the future. Not only can you find all documents immediately, you can also edit/classify them directly, for example. All legal requirements are met thanks to audit-proof archiving. Checking and approving is thus child’s play.
Digitizing invoices is essential for a number of reasons. Many companies are also already convinced that digitization of invoices is the future. This must also be accepted today and now.
Nevertheless, many still fear that this step is associated with a lengthy project. Which will be difficult, expensive, risky and destabilizing. The good news is that ultimately, thanks to PaperOffice, this is no longer the case!
What should be considered before digitizing invoices?
First of all, it is important not to confuse or reduce digitization to the scanning of incoming invoices. So that they can then get into the workflow process for validation, payment and archiving more easily and quickly. Digitization is much more.
Advantages of OCR text recognition
Automation can be done thanks to OCR text recognition. For example, with artificial intelligence (AI). In this way, learning functions are becoming more and more powerful and reliable detection algorithms.
Elements that appear on the invoice can be identified and extracted from the document immediately. The document is stored and can be made available to the accounting or ERP system.
The financial service provider benefits from reliable information in real time. For example, with digitization.
How do I implement invoice processing?
If you manage your invoices with PaperOffice, incoming invoice processing is completely electronic. You will already receive the incoming invoice digitally, i.e. by email or by scanning it. This makes no difference.
Digitize incoming invoices with DropMail, how?
If you already receive your incoming invoices in digital format, we recommend the DropMail module integrated in PaperOffice. This allows you to create a personal DropMail email address in PaperOffice. You only send invoices to them.
All invoices that are sent to your DropMail address as an email attachment are automatically archived in PaperOffice. With definable storage rules and no work.
PaperOffice recognizes the invoice and reads out the relevant data. As a result PaperOffice then files the invoice in the appropriate folder. Further approval processes, tasks and workflows are optionally started, thanks to the intelligent AI.
The information gets to all employees. Thanks to the involvement in the process, of course. The invoice workflow runs automatically.
Step-by-step digital invoice processing:
What does the future of invoice digitization look like. Where is the journey going?
First of all, the digitization of invoices brings significant and immediate increases in productivity. Moreover digitization not only frees employees from a time-consuming, dense operational task. Besides, problems of delay and dispute due to manual error will be solved.
The inherent costs of storage, searching and losing important paper documents are drastically reduced. In addition, the rationalization and automation of the validation and control processes in the entire accounts payable process.
From purchase request to payment, you multiply these benefits even more.
What are the advantages?
Overall, the cycle time for document processing can be reduced by 5. Management costs by 80%. With these figures, you immediately understand the urgency of digitizing invoices. Ultimately, these numbers are not the only ones to consider.
What does a company achieve thanks to digitization?
Through digitization, the company manages to free up important human and financial resources. Be it to absorb the growth of activity with constant resources. Or to mobilize your teams in transformation projects.
For employees, the digitization of invoices is not an enemy. Above all, the ally. These make their work more interesting and create added value for the company’s financial management.
Can paper be destroyed after digitization?
First of all, it is very important to note that the factors for digital archiving of documents must be observed. According to the GoBD, paper documents may be destroyed. Unless they have to be kept in the original in accordance with foreign tax or tax regulations.
These include, for example, opening balance sheets and building law documents.
The GoBD also says that the paper documents should be withdrawn from further processing. Also, the file may not be changed after the scanning process.
Audit-proof GoBD-compliant versioning
Which is given at any time thanks to the versioning in PaperOffice. The document must be accessible and evaluable for the duration of the retention period.
PaperOffice thus meets all required standards through certification and testing of all software requirements according to GOBD.
The question of the retention period comes up again and again with our customers. Because there are no clear instructions on how and whether the original invoice should be kept. First of all, you should contact your responsible tax authority, i.e. the responsible auditor.
What documents are accepted?
Documents with legal relevance, such as contracts, are still required to be retained in the original.
To get to the point:
The tax office accepts electronic receipts. The court in dispute only originals.
This has to do with the fact that a signature can only be checked for authenticity on original documents. We recommend never throwing away the original.
It turns out that for the successful processing of incoming invoices you have to consider several aspects.
In order to completely banish paper from the process, you have to implement end-to-end digitization of all incoming invoices. Improvements come from automating the process as much as possible.
Such a digital document has a bundle of advantages for the company. Tailor-made software ensures significantly more productivity in the company.
So, digitizing invoices is an important step in transforming your business into a paperless office. It saves time and labor. Increases the quality of your work results.
Take advantage of all the advantages of a digital office.
Would you like to reduce paper consumption in your company, digitize your data or learn how to go paperless and digital in the office? In this article, we have selected some steps that can be very useful to achieve a digital office.
This article also lists relevant information about paper and how to minimize it, what exactly is necessary for the digital office, what hardware you need for it and what a process for implementing the digital office can ultimately look like, just like your data get under control in the company.
At a time when technology has pushed us to contact the world through our smartphones, it makes less sense that we still use paper in many of our daily activities.
Today we are used to dealing with digital content (music, photography, TV series), but the digitization of documents is not yet widespread in the work and business environment. Nowadays almost all businesses have access to computers and mobile devices, so why do we keep filling our offices with paper?
The main reasons for the continued use of paper lie in the challenges of dealing with change and digitization. Many people like to keep a physical copy of the documents they work with.
However, if your employees start eliminating or at least reducing paper consumption in the offices or the entire company, you will also improve processes, increase productivity by digitizing data, use paperless methods and thus reduce costs.
It is very important for all companies to strengthen the competitiveness of the company by making it paperless or digital and by ensuring that the employees can also work flexibly from home, especially in the currently difficult times such as the need for home office due to Corona able to work in the home office. Ultimately, the company must keep up with the digital age and realize the path to the digital office.
Why should you reduce paper consumption in your company and change to digital office ?
A digital and paperless office is a goal that more and more companies are certainly striving to achieve and offers many benefits beyond cost savings and reducing a company’s carbon footprint.
It is estimated that an employee who spends a total of two hours with documents uses an average of 10,000 sheets of paper per year (Federal Environment Agency data, state Germany). For this reason, it is important to use solutions and tools that improve both access, management and localization of information. However, any change in the business process takes time and requires a gradual change in corporate culture. In addition to the positive impact on the environment by reducing the consumption of business paper, the digitization of documents and company data offers many other advantages.
Here are some of the benefits of digitization:
More efficiency in document management by using document management software
Company information is more accessible and it is easier to trace the provenance of digital documents and know who modified them and when – the first step towards a paperless digital office.
Greater information security through the use of document management software with a database storage system
The security of digitally stored information is far superior to the security of documents archived on paper. Be careful not to use a cloud solution in your company, because cloud-based DMS solutions and DMS software are a security gap.
Don’t forget the most important factor – you are completely dependent on the provider when using a cloud-based system. If the provider itself has problems in the data center, for example, the company using the service has no influence on when the DMS software can be used properly again. In extreme cases, this can lead to failures, which in turn result in delivery bottlenecks, customer complaints and additional costs for commercial users. Should a hacker attack come into question, all your data will end up in the hands of strangers. Isn’t that anything but security when it comes to company data?
Dependence on data protection from the cloud-based DMS provider
Another factor that has been on everyone’s lips since the GDPR came into force in 2018 at the latest is data protection. DMS solutions and DMS software are used to process, manage and store documents that often contain sensitive, personal data. In the event of violations of the GDPR, the legislator provides for high fines.
Document digitization has a direct impact on reducing the costs of your business, not only because you no longer buy as much paper, but also because you save on printer maintenance and the purchase of ink and spare parts.
In addition, the bottom line is that as soon as you use digital data, your employees work much more efficiently in the office and invest the valuable time gained in a sensible and targeted manner in the company.
Significantly reducing storage space through digitization and/or reducing paper usage leads to cleaner and tidier offices.
Remarkable improvement in the working environment among employees
Businesses that choose to digitize their documents through the use of appropriate document management software receive great benefits in return, such as:
Larger free physical space
Faster document search
Better organization of documentation
Resulting in less time spent searching for documents and less stress
Sustainability and competitiveness
Simplified communication and task solving
Productivity of your company increases
And the most important thing is – you are on the right path to the digital office
What steps do you need to follow to reduce paper consumption in your office?
We have listed a few steps that will accompany you on the way to the digital office:
Step 1: Choose a strategy and analyze your processes and processes of your employees
You may wish to scan and digitize all previous documents, or transition to a paperless office/system by a certain date, as well as employ digital data to continue and work efficiently in the future. The first option requires more time and resources. Ideally, you and your team will decide how to organize electronic files and set up a continuous scanning process step by step so that all future documents are digitized.
Step 2: Allocate a budget and consider new hardware
If you have decided on some kind of transition to a digital office, the second thing to consider is your company’s budget for this project.
How much will the transition cost? What are the benefits? Do you think you need to increase the storage space on your computer or would you rather use a dedicated server or an external NAS system? Need to buy more scanners? What will it cost? The budget should include all of these expenses.
Step 3: Decide where to store the information
If you’ve already decided that your physical files are now going to be digital files, the immediate question is where are you going to store those digital files. Will you store them in a database locally or on an external NAS device?
Or do you not want to have the data storage or the database in your company in order to avoid fire, robbery, etc., but using a cloud solution is out of the question for you for legal reasons. Then of course the solution with the use of the database on a dedicated server, which is assigned to you alone, is a very good solution.
This choice depends on your needs, the way you work and the resources of your company.
Our tip: Do not use an external cloud, because the use of a cloud is never secure. We always say – the cloud is someone else’s storage space. You don’t want to put all your information and thus your most valuable asset in the hands of strangers, do you?
Step 4: Digitize invoices and gradually implement paperless accounting
The issuance of invoices as such is also part of the digital office, although not only to be seen in this context. Digitization and proper processing are a problem and must also be well planned and implemented.
Anyone who maintains their invoices digitally and also creates their digital bookkeeping recognizes greater potential for savings and can make the general accounting process more efficient. There are now numerous workshops on our YouTube channel for this, as well as other articles that will help you to work more efficiently and in compliance with the law.
Conclusion of digital transformation
A modern and efficient digital office is not an overnight achievement for many companies, but it is also not a utopia. To finally achieve digitization of your documents, you need to establish paper reduction policies and find solutions to get rid of everything you no longer need.
Document management software from PaperOffice can support you in digitizing documents and implementing a digital office. DMS solutions are complete solutions that offer a consistent infrastructure. As a result, business processes are mapped transparently, workflows can be carried out digitally and all important information can be easily viewed.
Thanks to the DMS solutions, you are also able to process and store digital documents and content in an audit-proof manner, for example to save yourself trouble during company and tax audits.
9 tips to ensure that the digital office actually works
In short, it is about the digitalization of a wide variety of documents in the company, such as contracts, receipts, delivery notes, incoming invoices, i.e. everything that is on paper. In addition, not only the paper on the past, but also the future paper comes into question.
Communication is also a relevant partner in the digital office. You don’t have to worry legally, just pay attention to a couple of “subtleties”. Certain documents, including the folder structure and in PDF format, can easily be handed over to the tax consultant or colleagues as a self-supporting archive – this is done with just a few mouse clicks.
So that the “digital office” project can be implemented, we have summarized 9 tips that should definitely be followed.
Tip #1- Carefully analyze your company’s operations
If you deal with the topic, you should thoroughly analyze your processes in order to also implement digital processes. This can take days or even weeks. As a next step, it is important to analyze both sides, meaning incoming documents and processes as well as outgoing ones. Internal protocols or notes must also be taken into account.
We always recommend after the introduction of a DMS – do not make a big cut into the world of digitization. Gradually convert your employees or departments to the DMS system or paperless work. Your employees will not panic by that way and can slowly get used to it.
Tip #2- Good hardware is crucial
If you want to make the transition to a digital office, you shouldn’t skimp on the hardware. Database setup locally, use of NAS devices or dedicated servers – decide step by step what would be suitable for you. Answer these and you’re one step closer to the paperless office. Do not use any cloud solutions, because the cloud does not offer any information security and storage in a cloud is not GDPR compliant.
Tip #3- Folder Structure
A well thought-out folder structure is the be-all and end-all to make it easy to find yourself again after the changeover.
Organize your digital folder structure easily according to your existing “real folder structure”. Simply look around the office and duplicate your existing shelf with the folders step by step.
Tip #4- Scan existing documents
Documents that already exist in paper form are best scanned and archived digitally. Use a multifunction printer/scanner for scanning and directory monitoring or mass archiving for large amounts of documents. If you use a scanner with an OCR function in a digital office, the DMS system will simply read the text and save even more time when archiving.
Tip #5- Design documents digitally
Avoid using paper as far as possible: meetings, minutes, incoming mail, outgoing invoices and notes can be created directly in PaperOffice. We recommend the implementation of tasks and workflows on digital.
Tip #6- Avoid printing out the documents
The material and labor required for this cost money that you can use more sensibly. Documents that already exist in digital form can be released in the network or sent to third parties with password protection.
Or create an email address thanks to the DropMail function, to which your customers should only send you invoices, such as firstname.lastname@example.org, and thus archive everything automatically in your designated folder.
Helpful YouTube tutorial:
Tip #7- Start automating your business now
Thanks thanks to AI most important document data in the document is intelligently recognized, extracted and used for keywording, for instance.
In other words, this saves time and therefore money.
Tip #8- Be consistent
In the beginning it is always difficult. You have been rehearsing for years processes and they are new for the time being. Don’t fall back into the old pattern.
Stay consistent and experience the digital office.
Tip #9- Conclusion
Operational processes are now transparent and comprehensible.
The PaperOffice software saves your electronic documents with reference to the underlying process and additional document keywords. In this way, a digital office only brings advantages for your business, thanks to PaperOffice you can make your customer relationships more transparent. You can run digital solution of the processes through digital workflows and automation. Digital workflows and automation help you with this.
It saves time and work and increases the quality of your work results. Take advantage of all the benefits of a digital office.
The concept of versioning is not a foreign word within a document management system (DMS). The need for the use of a document management system that has GoBD-compliant version control and revisionproof versioning is becoming increasingly clear.
What is it all about revision proof and GoBD-compliant?
Because who doesn’t know this case? A contract is processed several times – a change here, a note there, sum comparison and agreement at the end. Every single change is saved locally on the computer for backup and sent for further checking.
If the colleague is absent or the customer calls and asks for the version from last month after processing “XYZ”, everything comes to a standstill. Version chaos and redundancies are the result.
At this point at the latest, it is worthwhile to think about versioning or versioning of documents.
Thanks to PaperOffice DMS and the integrated version control module VersionControl, you have full control over your documents and their changes at all times.
Versioning makes all changes traceable
The term versioning can be explained very easily: By and large, it is the functionality that is used to record changes to documents or files. Every document change is recognized and saved as a shadow copy as a new document version.
Every time a change is made to a document, a “newer” version of the document is stored in a corresponding archive. The logging makes changes transparent and traceable at any time.
At this point in time, the subsequent viewer knows when a document was changed by which processor. This gives you an overview of the entire document life cycle. Versioning can be done automatically or manually.
But what’s the difference? This and all versioning methods supported by PaperOffice DMS are explained in our workshop tutorial.
PaperOffice ensures compliance with revision proof security and GoBD conformity
The versioning of documents is one of the central functions of PaperOffice DMS and ensures compliance with revision security and GoBD conformity.
To ensure revision security, all details of a change to documents and files must be clearly traceable. It must be ensured that only authorized employees can make such a change.
But it is just as important to know years later which employees have changed what and when. Thanks to the PaperOffice VersionControl, everyone knows when and how a document has been changed by whom. If a user is editing a document, it is locked for other users and simultaneous editing is not possible. Here a good YouTube Video workshop to this topic:
With a view to the last point, the so-called check-out and check-in regulate uncomplicated collaboration on a document and coordinate access rights. With the check-out function, the processor temporarily blocks the document.
With the subsequent check-in, the first editor creates the changed document as a new version. The previously imposed edit lock is released.
Security and compliance with many legal norms – on the safe side with PaperOffice VersionControl
The most important thing about versioning is, of course, that all legal requirements and the increasingly important compliance aspects are demonstrably observed. Because every change to the document is traceable – right down to the user who made it.
The best thing about versioning, however, is that companies are able to automatically manage the creation, revision and distribution of important business documents.
The PaperOffice document management system enables so many companies to become audit-proof. It is important to be able to trace all changes to the business documents at any time and quickly.
Scanning and administration made easy with PaperOffice DMS
According to an international report by McKinsey, office workers spend 1.8 hours a day searching and gathering information, an average of 9.3 hours a week.
There is a dichotomy in most offices around the world. On the one hand the digital area with single and network computers, on the other hand documents and documents in paper form. This sometimes causes chaos and, above all, that time is lost. Time spent searching for content.
Accountants, secretaries, buyers, clerks, dispatchers and many other professional groups are busy every day to process processes administratively. Often the work of one employee is dependent on that of another.
Invoices, bills of lading, accompanying letters, of shipments or also operating instructions for new devices and the corresponding guarantee certificates, to name just a few examples? Their digitization is often a long time coming because there is simply a lack of staff and time. As a result, the analog mountain grows.
With PaperOffice DMS and the scanner that is suitable for your needs, you can get a grip on the dichotomy and thus unnecessary loss of time.
Because PaperOffice DMS makes it possible for analog paper to become digital content where it arises.
An intelligently structured indexing takes over the assignment of each document to the correct process by entering a keyword. All documents can then be found and called up using the dedicated search engine in PaperOffice. As required, recorded letters are converted using OCR text recognition so that they can be processed with compatible Office software.
But which scanners would be suitable for perfect collaboration?
For example multifunctional devices such as those from Brother or Konica Minolta and other manufacturers. All-in-one printers, scanners and copiers: The scanned documents are sent to the central directory via these central devices or via “direct scan to mail” as an e-mail in a mailbox in your Outlook, which is monitored by PaperOffice, for example, and thus automatically reaches the document management software.
Or simply integrate your custom PaperOffice address into your scanner, so-called DropMail email address, as a storage location for your scanned files. PaperOffice easily archives all files via email.
For those who would like to scan paper documents in the normal way, the “ScanConnect” module integrated as standard in PaperOffice is ideally suited. Because this supports every scanner, multifunctional device or large-capacity copier with an integrated scan unit and is very easy to use.
Nevertheless, it is unimportant how your paper documents get to PaperOffice, because thanks to the automated OCR text recognition, the content of all your scanned documentation is recognized.
No matter what is made of paper, it is scanned and recorded with high precision thanks to AI-based optimization.
When documents are recorded, their contents are indexed using raw text decomposition. To put it simply, the contents are written word for word in a special register, with the algorithm in turn recognizing and recording individual words in a word combination.
Algorithms are the crucial components of any modern software.
This almost always includes a search algorithm, which, depending on the function of the software, is more or less important. In a data management system like PaperOffice, the search algorithm is particularly important. With the keyword search of PaperOffice, users can be sure that the search for specific documents will yield results almost at the speed of light.
The document management software PaperOffice can do much more than the quick digitization of documents. For example, audit-proof versioning, archiving in compliance with tax authorities, workflow assignment and AI-based document recognition and keywording.
Scanning documents and archiving them in the DMS offers companies enormous advantages. All processes in which documents are involved are optimized. Data protection and data security are guaranteed. The paperless office relieves employees. You save a lot of search effort and costs. And you improve the legal security of your administrative processes.
For many companies, PaperOffice DMS is the first step towards digitization. By scanning documents and digitally archiving them, you are creating much more than just a digital copy of the original. Scanning turns unstructured information into structured data.
And that brings you a lot: Because as soon as your documents are digitized, they are available for digitized processes.
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All companies in the world are completely unique, but all companies in the world have the benefit of smooth management of their papers and documents in common. Therefore, the requirements for a document management system (DMS) are also very different. Companies in the catering and event industry in particular are known for their high volume of documents.
Without a professional DMS, a lot of manual effort arises quickly: from the search for required documents to the sorting of all incoming and outgoing documents to their extensive, analog archiving.
A digital document pool should be created through which all employees always and everywhere have access to the required documents and the processing status can be displayed transparently. Serving your guests gastronomically at the highest level and as a hotelier providing a feel-good factor are your tasks that you do with pleasure and expertise. PaperOffice takes care of everything with just as much technical and expert knowledge as the document management in your company. PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents, such as hospitality receipts, invoices and delivery notes, rental contracts, by adding them digitally to PaperOffice in the future to get managed.
The use of a document management system like PaperOffice DMS, leads on the one hand to time savings, which result in cost savings, for example through the elimination of paper archives, on the other hand to improved service through a high level of information capability and the smooth processing of data and information in the transmission chain. The digital and Audit-proof archiving of documents and receipts ultimately leads to legal security according to the regulations of the GoBD. But the only thing that prevents all companies from immediately using a DMS is the alleged high manual effort for the conversion to a digital path.
But not with PaperOffice DMS.
Thanks to the PaperOffice document management system, you can simply drag your receipts and other information that is already digitally available directly from Windows Explorer into the PaperOffice program window.
PaperOffice accepts any file type and can easily capture everything thanks to the integrated tools. PaperOffice can also capture all your paper documents from the scanner thanks to the integrated scanner. The integrated ScanConnect supports every scanner, multifunctional device or large-capacity copier with an integrated scan unit and is very easy to use. Single pages, mass scans or photo scans: whatever is made of paper is scanned and recorded with high precision thanks to AI-based optimization.
The intelligent filing dialog stores new documents securely and at lightning speed directly in the PaperOffice database. You have access to all information and documentation at all times so that all processes run smoothly and on time. You can also automate your entire processes: thanks to the PaperOffice AI called PIA (PaperOffice Intelligent Automatization) you can use the automatic AI document recognition and storage without any problems.
In addition to this, PIA AutoFill searches for the most important document data, intelligently reads it out and then automatically indexes the document in PaperOffice. Saving time for important things, saving costs by eliminating your paper archives, improving your services thanks to the ability to provide information quickly and digitally archiving your documents in a tamper-proof manner – PaperOffice guarantees you this with the introduction of the efficient document management solution. Perfectly adapted to your industry and tailored to your requirements, PaperOffice integrates digitally into every work routine and workflow.
The easy adaptability and seamless scalability of PaperOffice is the perfect cornerstone for your new digital office and guarantees the ideal industry solution.
There are many other advantages PaperOffice can bring to your company. We invite you to visit our website to see the whole world of possibilities that open up for your company when implementing PaperOffice.
This software is not an expense but an investment that will greatly increase the productivity of your business. Once you see the benefits that productivity and efficiency bring, you will not regret entering the digital revolution.
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