Document Management System and benefits – PaperOffice DMS

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.

Advantages of electronic data management (document management DMS)
Advantages of document management system PaperOffice DMS

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.

What does a Document Management System mean?

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.

Zusammenarbeit Dokumentenmanagement System PaperOffice und NAS von Synology
All of the information is stored in the database in highly secure encrypted form

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:

9 tips to achieve a digital office with ease
9 tips to achieve a digital office

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.

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Digitization and digital invoice processing

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?

Digitize incoming invoice processing: made easy with PaperOffice Document Management System
Digitize incoming invoice processing: made easy with PaperOffice Document Management System

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.

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.

PaperOffice-DMS-im-Home-Office
Digitization brings many advantages

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.

  • Recognize contacts automatically

PaperOffice intelligently recognizes address data in the document content. Then logically links the document to your existing contacts. This enables, among other things, the display of all documents for a specific contact with just a few clicks.

  • Automated keywording

PaperOffice supports you with intelligent AI recognition and keywording. In this way, the invoice is searched for the most important document data.

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:

Digital invoice processing with paperOffice Document Management System is clearly structured
Digital invoice processing shown step by step

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.

Retention period

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.

Conclusion

It turns out that for the successful processing of incoming invoices you have to consider several aspects.

Let’s summarize:

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.

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Digital office made easy

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.

You only need to follow a few steps to achieve the digital office goal
Digital office – it’s that easy

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.

Technology is getting faster and faster

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.

In the course of change in digitization
In the course of change in digitization

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.

PaperOffice Document Management System - Security of your data comes first
PaperOffice document management software – security of your data comes first

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.

Cost reduction

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.

Work space-optimized

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?

Perfect data storage partner are QNAP NAS and Synology NAS
Use QNAP and Synology NAS as data storage

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.

Dedicated PaperOffice server at Strato in Berlin

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.

9 tips to ensure that the digital office actually works
9 tips to ensure that the digital office actually works

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 john.smith_inout@paperoffice-mail.com, 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.

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Revision proof and GoBD-compliant document versioning

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 revision proof versioning is becoming increasingly clear.

Version control of the documents is possible at any time
Version control of the documents is possible at any time

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.

PaperOffice VersionControl helps you to keep the control over your documents
PaperOffice VersionControl helps you to keep the control over your documents

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.

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.

Check out here the 9 rules for the digital office thanks to PaperOffice, which have already been described in another article.

PaperOffice is the innovative solution for the paperless office.

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Interaction of the scanner and document management system PaperOffice

Scanning and administration made easy with PaperOffice DMS

Interaction of the scanner and PaperOffice
Interaction of the scanner and PaperOffice

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.

Conclusion

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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PaperOffice document management system for the hospitality and hotel industry is the ideal solution

PaperOffice is the ideal solution for all branches

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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Advantages of digitization in your Office with PaperOffice

With PaperOffice you can digitize your documents quickly and easily to make working with them more convenient
With PaperOffice you can digitize your documents quickly and easily

Digitization is a process by which we convert a text, image, or sound to a virtual medium in such a way that a computer can be able to work with said elements. In the last decades almost everything has been subjected to this process, for example, today only audiophiles buy CDs or vinyl records, since the general public prefers to buy MP3s or more recently pay for music streaming services.

In the same way, with PaperOffice you can digitize your documents quickly and easily to make working with them more convenient.

Why is it important not to be left behind on this issue of digitization?

Before we move on to PaperOffice, let’s answer the following question: why is it important not to be left behind on this issue of digitization? Blockbuster was a giant company with a presence in several countries that was dedicated to movie rental (although later it began to offer other things), it was defeated by a small startup called Netflix. Why?

Because Netflix offered movies in a digital format, which was much easier to distribute and it was more convenient to be able to access everything you wanted from wherever you were.

We could cite many other examples that denote the lack of vision of large companies that lost to small startups that could understand the advantages of digitization.

PaperOffice and your NAS are the perfect team
PaperOffice and your NAS are the perfect team

Your business doesn’t have to suffer the same fate as Blockbuster, you have time to modernize your business, and PaperOffice was created to assist you in this process.

In another article we have already written 9 golden rules for the way to the digital office.

Consider the following benefits of implementing digitization:

Reduce paper consumption

This is not only a green practice, but your business will also save money by using less paper, think about how many sheets actually need to be printed to run your business, and you will see how much money will turn into profit rather than expense for paper.

Reduce the cost of storage

When you store your documents in physical format, you need to dedicate a space for it, by implementing PaperOffice, your facilities will no longer have to consider the extra space that storage of documents entails, in addition to that you can do without the conditioning that these spaces require, such as that humidity must be controlled to avoid deterioration of the paper.

Facilitate remote work

When you work with analog documents, this requires your workers to go to the place where these documents are, or to send them by mail or fax to them. By digitizing them, a group can work simultaneously and remotely with documents without the need to move to a central location.

How this can be solved with PaperOffice?

In PaperOffice you have all the necessary tools to digitize your documents. With PaperOffice you will simply have to scan your document with your scanner (PaperOffice will work with any), and PaperOffice will create a digital version, if you are scanning a lot of documents, PapeOffice makes it practical because it recognizes separator sheets and separates the documents for archiving.

A great feature that is particularly useful if your business regularly works with documents with a complex format, is that PaperOffice uses an AI to recognize (if possible) the contents on your documents, such as sums, document types, dates, contact details, etc.

Here you can read our article about the benefits of Automating Business Processes with PaperOffice.

Benefits of Automating Business Processes with PaperOffice
Benefits of Automating Business Processes with PaperOffice

One of the most important aspects of storing documents through a DMS is complying with legal regulations, PaperOffice has been designed to be GoBD compliant, so you will be able to make use of the software without worrying about violating any regulation; for example, every time someone modifies a document, a new version of said document is created, it should be noted that all versions will be available in the database, which remains within the regulations in force.

Summary

As you can see, PaperOffice will make your transition to the paperless office as easy as possible, don’t be left behind and join all the companies that have already entered the new era and make sure your company is one that transcends you, your children, and your grandchildren.

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Benefits of Automating Business Processes with PaperOffice

When human beings began to automate tasks, humanity as a whole took a tremendous evolutionary leap, and life became simpler by being able to produce more with fewer resources. That’s why the industrial revolution was so important, since machines didn’t get tired; they could operate non-stop, and human error was also eliminated from operations. Then we entered the digital revolution which further accelerated this process.

PIA AutoFill searches for the most important document data, reads it intelligently and then indexes the document fully automatically.
PIA AutoFill searches for the most important document data, reads it intelligently and then indexes the document fully automatically.

As you can see, automation is without a doubt what drives all human initiatives to scales that wouldn’t otherwise be achievable. It’s precisely in this area that your company can benefit from PaperOffice, since it’s a software that digitizes and catalogs your documents so that their storage and subsequent consultation is highly efficient (and ecological as well).

How can PaperOffice improve your business productivity -and profitability- through automation? Let’s take an example that you know first-hand: Wikipedia. This website is a compendium of a lot of knowledge stored in a digital form, what does that imply? That it can be easily updated and the information contained in this encyclopedia can be consulted in a timely manner anywhere in the world, which is why it is considered that Wikipedia has replaced the traditional printed encyclopedias. In the same way, the time required for storing and consulting the documents your business works with will be drastically reduced when using PaperOffice. Here are some points with the benefits of bringing your business to the present day by implementing automation with PaperOffice:

  • Automatic digitization with the use of AI and OCR. Storing a physical document in your database with PaperOffice is very simple, since the software will be able to recognize the characters and the format of your document automatically from scanned images or pictures, once this is done, your document will be stored safely on your server and can be consulted at any time through specific words if required from anywhere.
  • Local storage for greater security. In most cases, people prefer to have absolute control of their documents, the best way to guarantee their confidentiality and security is to store them on their own server, PaperOffice allows you to do exactly this through local MySQL/MariaDB databases, if you want to encrypt them for even more security, you can also do it with our software.
  • More efficient group work. The databases that contain your documents can be accessed remotely by one or more members of your workgroup, with which in addition to the benefits of the digital storage mentioned above, you will also obtain the optimization of the productivity of your work team, by giving them the opportunity to access all the information they require from different places; anyone with the required permissions can send, edit, and view documents, thereby optimizing overall productivity.

There are many more benefits that PaperOffice can bring to your business, we invite you to visit our website to see the whole world of possibilities that open up for your business when implementing PaperOffice, this software is not an expense, it is an investment that will significantly increase the productivity of your company, once you see the profit that productivity and efficiency brings, you will not regret entering the digital revolution.

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Automated document storage and digital workflow functions for process optimization in your company thanks to PaperOffice DMS document management

The pandemic has been affecting the lives and work of all people around the world for a good 10 months now. Practically every industry is more or less affected by this and an end to the crisis situation is not really in sight.

The only thing that is certain is that this time of extraordinary measures will be over at some point, and then it is important to be able to get started again or, even better, to have a lead over the competition. One such advantage is, for example, perfect document management, like the one PaperOffice DMS has to offer.

https://youtu.be/nMVN5S2WNiU

PaperOffice makes it easier for SMEs and the self-employed to make future-oriented investments in administration, even in times of reduced sales. The flood of data is not decreasing. Certainly, incoming information is subject to a certain reduction in times of crisis, but it is precisely such times that allow data management to be brought up to date. With its various tools, PaperOffice DMS is ideally suited for this. For example, will you use the time of the pandemic to finally completely digitize the analog part of the company archive?

With PaperOffice DMS this can be done easily because the software contains everything that is needed; a high-performance OCR text recognition, and of course the integrated AI, lovingly named PIA by the PaperOffice team. PIA automatically recognizes master data that has been recorded once in every newly scanned document and arranges it in the digital filing system in terms of time and keywords.
https://youtu.be/4X8FoNqIw44

These documents are immediately available to all authorized employees registered in the system via the integrated search engine. The workflow, which is also part of PaperOffice, is used to process data, for example in a project group with automatically assigned versioning, without changing the original document, which in turn corresponds to proper storage in accordance with the German GoBD.
But PIA is not at the end of its digital administration expertise. It creates lists just like forms and creates automated letters, such as invoices to be issued regularly. Admittedly, PIA cannot make coffee, but in times of equality the male employees in the office can also take on this task.

PaperOffice DMS reduces costs in administration, whether that be for SMEs or self-employed in the home office. With the option to pay in installments without credit rating agency information, PaperOffice also becomes a portable investment, even in times of pandemic.

Neither the professional world nor the more than 900,000 users worldwide question that PaperOffice is an above-average document management software. That is almost to be expected, since the specialists at PaperOffice have been dealing with this DMS for over 17 years. What is special about this is that the employees at PaperOffice are not satisfied with simply meeting the conventional requirements for digital document management, but are always one step further.
For example, through the integration of extensive workflow management. Workflow management, on its own, is primarily concerned with the framework conditions that are necessary to enable a workflow within a network. In short, so that team players can work properly.

PaperOffice Workflow – simple task assignment is good, digital approval is better
Geniuses such as Albert Einstein are or were seldom real team players and usually achieve amazing goals on their own. Without a doubt, people with an IQ that is well above average are also dependent on an exchange of ideas and social contacts, this is not to stimulate themselves spiritually, but rather for reasons of interpersonal relationships. The large average, however, does better in a group. After all, people have come a long way as team players. Modern Homo Sapiens was a networker from the start and is now more than ever. PaperOffice takes this evolutionary development into account by integrating the workflow management in your document management system.

The powerful and extensive workflow module PaperOffice Control enables the assignment and processing of complex processes, controls document information and tasks efficiently through the company. Both simple and complex multi-level workflows with branches can be defined. In addition to the simple approval workflows, extensive checking and approval processes can be implemented, such as an invoice approval by defining multi-level work processes with branches through red-green queries, like a traffic light. In addition, digital releases can be requested and further actions can be carried out. So the process overview is always kept in mind.

What can team players expect from PaperOffice workflow module?
The term workflow requires a framework or, better, appropriate tools in order to be able to implement a common workflow.
This framework was created in PaperOffice in order to enable working groups to perfectly organize their projects without breaking the internal boundaries.
This is one of the differences that sets the PaperOffice workflow apart from conventional project software. Projects usually begin with assigning a task to one or more employees, who usually first have to undertake organizational efforts. It’s good if the PaperOffice DMS is already installed in the respective company for document management, because it takes over a large part of the organization, which ultimately saves time and money.

With PaperOffice Workflow you optimize your work processes, reduce costs and become more productive overall. This means that every employee always has an overview of existing workflows and thus control over all processes. The workflows can only be edited and approved by those who have been assigned to them. In PaperOffice, every member of a team is informed at all times about the status of things and the progress, both as a whole and in detail. At PaperOffice you don’t need any extra office space, you don’t even need all team members in the same city.

In addition, the PaperOffice team provides precise instructions and workflows for almost every PaperOffice functionality. Exact instructions can be viewed as workshops on YouTube https://video.paperoffice.com/en/workflow

PaperOffice DMS with workflow management, for teams with big goals.

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PaperOffice document management system and QNAP NAS-TOP performance

How does a car, a ship, an airplane or a modern CAD lathe work? Roughly summarized, these devices work because various components are coordinated with one another. The better these components interact with each other, the better the performance of the entire device.

This is shown even better with the computer, whereby this special device, which has shaped the world like no other in the last 50 years, is always seen as a unit of software and hardware. One does not work without the other, and here too, when hardware and software complement each other perfectly, the result is simply superior performance. Just like between PaperOffice, the document management software, and QNAP, the database server.

In the decades of continuous development of application programs and operating systems on the one hand and processors for data processing and their peripherals on the other, a logical structure has emerged. The core of this structure is a central storage unit that is controlled by a network-compatible program. This solves a problem that was initially not noticed in the early years of the PC, because in companies in particular, the single-user computer was many times better than analog solutions. However, in many companies it has been and is still being shown that a single-user computer, and thus also its user, does not make its performance and its content available to the company adequately.

The best performance results when all single-user computers are connected directly to a logically managed storage unit in which all data and results are stored and retrieved. But that’s not all, with the right program, the PC workstation computers involved in the network or their users can be relieved and supported. Last but not least, the configuration of the data management software and database server achieves a much higher level of security, bypassing the cloud, the data storage of a third party, which per se brings with it some legal as well as performance problems.

QNAP NAS – store, retrieve, control

What sounds here as if it were a matter of installing a central, multi-million euro supercomputer in the company is actually the only sensible solution. When choosing the right components, you also have a solution that has a very good price-performance ratio, the costs of which are amortized very quickly in relation to the monthly rent of the cloud data storage. For SMEs in particular, the combination of a database server (NAS) with document management software (DMS) is the ideal means of significantly increasing administration, operational control and security at low cost. But what are the “right” components?

QNAP is a Taiwanese manufacturer of network attached storage (NAS) that not only produces data storage but also other components for expanding networks, including the associated basic programs.

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