Revision-proof and GoBD-compliant versioning of documents with PaperOffice document management

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

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 uThe 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.

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.

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.

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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