PaperOffice DMS and Synology NAS – trusted partners

For a company where employees from different departments need to access a common pool of data to do their job, the Synology NAS is the fastest solution. In turn, PaperOffice offers software that simplifies the management of these data.
For a company where employees from different departments need to access a common pool of data to do their job, the Synology NAS is the fastest solution. In turn, PaperOffice offers software that simplifies the management of these data.

Swimming against the current usually takes strength and can be a mistake under certain circumstances. But swimming with the current is not always the right decision. The PaperOffice DMS software studio actually designs a very streamlined document management software that speeds up the workflow considerably in over 900,000 companies worldwide, but at one point PaperOffice resists the mainstream and they have good reasons for it.

According to the forecast of a large media company, around 80% of all company data will be stored in an external cloud in 2025. The storage space in the data cloud is inexpensive and allows the convenient management of digital documents, but how secure is the “cloud”?

Every cloud operator puts the security of the data stored in the foreground in the foreground, but the promises made about security, which are often made out loud, quickly become subdued when the question arises as to what happens to government access? While government access is planned in the EU with the E-Evidence Regulation, the United States has long since messed up. The so-called Cloud Act not only allows US authorities to view all clouds of US companies, but also the clouds of companies that only have a branch or subsidiary in the USA, even if their servers are not in the USA stands. Nine of the top ten cloud operators are headquartered in the United States and one non-US company has numerous branches in the United States. In short, data security is not guaranteed in a cloud.

PaperOffice DMS relies on NAS from Synology

So what is left to create real data security, but at the same time to be able to use the efficiency of the cloud?

The answer is very simple: your own company cloud. This can be done, for example, with a NAS, attached network storage. The integrated network storage is a central data storage with special infrastructure, not just an external hard drive. The NAS from the Taiwanese manufacturer and global market leader Synology have been tried and tested by millions of corporate customers for decades and they are perfectly matched to the document management software PaperOffice. As in the cloud, employees can save and edit their documents, as required at different access levels, and are highly encrypted to ward off hacker attacks, for example. Government agencies are completely left out because a NAS server is not a cloud.

Depending on the company size or data volume, Synology-NAS can be tailored to the company in terms of data storage size and access rights. Possible company growth can be easily planned. In the same breath, PaperOffice DMS ensures that the network connection of up to 800 terminals runs smoothly. PaperOffice and Synology-NAS are suitable for SMEs as well as for large companies.

What about the cost?

A third-party cloud is initially the “cheaper” option compared to investing in a NAS. However, it should be borne in mind that the responsibility for the data remains with the data owner and also the risk of loss and failure. For example, in data protection, which is anchored in the GDPR. Anyone who stores sensitive data in a cloud does not outsource the criminal consequences of loss or espionage. The cloud operator excludes this risk responsibility in its terms and conditions.

Synology NAS connection and setup are easily explained by PaperOffice on youtube:

Those who would like to read the instruction can use the PaperOffice HelpDesk.
Or simply request a free presentation and setup from PaperOffice technical staff without obligation and free of charge.

For these reasons, PaperOffice DMS and Synology NAS are the perfect team partners for companies, from small businesses to industry. A worthwhile investment in data security and digital data management.

You can find the published press release at:

https://www.issuewire.com/paperoffice-dms-and-synology-nas-trusted-partners-1655624754228860

Network Security with Synology

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

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

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

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

The operation of NAS and PaperOffice

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

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

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

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

Safety first

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

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

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

Synology NAS in a team with document management system PaperOffice – because it’s better

The term document management software, DMS for short, describes a tool whose functionality goes far beyond the heart of the matter. The original approach, the logical archiving of digital data on single-user computers or in networks.

For a company where employees from different departments need to access a common pool of data to do their job, the Synology NAS is the fastest solution. In turn, PaperOffice offers software that simplifies the management of these data.

It is only sensible to use, instead of many different programs, only one dedicated to the management of data. Especially if this program is equipped so that it connects via corresponding interfaces with other programs, such as the ERP or the accounting software of a company.

Today, around 900,000 users across the globe are convinced of the capabilities of this document management program. One of the reasons for this is the fact that the PaperOffice team never stops evolving, this is reflected in the already often achieved price-performance victory in various publications. It is a constant process of improvement regarding PaperOffice and, as far as possible, it stays often one step ahead of the competition. For example, in terms of the use of artificial intelligence or the integration of NAS servers, such as Synology NAS.

Digitization – are there pros and cons?

Digital association Bitkom conducted a study in October 2018 on espionage, sabotage, and data theft in business and industry.

First, the good news: the higher a company is digitized, the less it is affected by data theft, espionage, and sabotage. However, what may seem strange at first sight is quite right, because the more a company digitizes all its elements, the more it invests in terms of security.

The bad news, however, is that 47% of companies surveyed in the study have suffered damage from digital attacks in the last 2 years. 24% represents inconveniences done by malicious software or malware, so it is evident that these have caused by far the biggest damage. In the process, communication, as well as customer and critical business data, are stolen or even used to blackmail the affected company. Stolen customer data is extremely sensitive in many ways. It is not only the general business damage, but also the loss of reputation and the possibly expected fines, because the due diligence was not done according to the GoBD or the DSGVO. That can be up to 10 million euros or 2% of sales.

What needs to be done to make it better?

Of course, it’s about uncovering vulnerabilities, if possible before an attack has been successful. It is not even necessary to distinguish between single-user computers of freelancers and networks in SMEs. Very often, the hard disks of the individual computers also serve as data storage. On the one hand, this is unproductive, on the other hand, it facilitates attacks from the outside. The intelligent solution is external data storage such as a network-attached storage or NAS for short. The separation of data storage and computer allows a much higher level of security and makes working at the same time more effective. Not recommended, however, is the cloud storage on the Internet. Placing sensitive data in the hands of third parties basically means loss of control; many companies have regretted it.

The second important point is data management. Conventional folder structures of the most frequently used operating systems are more likely to be described as “stale” regarding their handling, because they are sometimes based on analog hanging file registers from the distant past. That’s why companies and freelancers, take the wrong route and install various software solutions, which separates the processes of searching and then archiving and, ultimately, encrypting. The mistake is that most of the compatibility between them is missing and that every software can also be a gateway for hackers. The reasonable way is one, really only one, document management software (DMS) which brings all the necessary tools included with it.

Connect your Synology with PaperOffice in just 5 steps

PaperOffice DMS and Synology NAS – the team player

PaperOffice is a document management program that has been on the market for 17 years and is constantly evolving. Important features of the software include, for example, the complete adoption of the folder structures of an operating system and the diversification of the folder directory. Most hacker programs look for data in this directory when searching for data. In addition, PaperOffice has an AES 1024bit encryption, which cannot be cracked. Other features include workflow management, automatic document recognition, OCR full-text recognition, mass export of data and form creation, and much more.

All this complements the Synology NAS, an external data storage whose proprietary security architecture already presents an insurmountable barrier to Internet criminals, and which can be easily adapted to today’s and tomorrow’s needs.

You can find the published press release at:

https://www.issuewire.com/synology-nas-in-a-team-with-document-management-system-paperoffice-because-its-better-1646558376886418

Data security Synology

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

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

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

The external cloud stays outside

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

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

Intranet instead of internet

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

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

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

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

PaperOffice and Synology – a great team

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

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

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

How does PaperOffice work with NAS?

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

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

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

The NAS intranet with PaperOffice

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

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

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

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

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

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

PaperOffice and Synology NAS

So the NSA has no chance

Trust is good, control is better. Your own data can best be controlled if it remains in your own sphere of influence.

Probably the world’s largest espionage agency, the US National Security Agency (NSA), has access to a huge amount of data via e-mail, mobile phone or on-line thanks to a correspondingly lax legislation in the US and a sophisticated technology other way digitally or analogically sent and stored. However, NSA is not alone in data theft. The multitude of thieves is opposed by PaperOffice’s intelligent software and NAS servers from Synology.

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

NAS vs NSA, where NAS is the abbreviation of Network Attached Storage. These are data memories whose architecture makes them particularly suitable for networks. The manufacturer Synology is one of the world leaders in NAS manufacturing. This data storage forms the center and the distributor of data within an internal network, which is why, in contrast to the Internet, an intranet is used.

Are not clouds safe in the world wide web?

They are the big hit and both private and business users use them, the clouds, the virtual memory on the Internet. But with their safety, it is not so far, despite the contrary assurances of the providers. Ultimately, the user of Clouds has to trust the provider because he gives his data out of hand. But is this trust justified when government agencies demand insight and there are repeated leakages of data?

The question that comes up more and more often “How do I get my data off when the company stops existing?” With a cloud provider, to whom you entrust all your data, the probability, if it does not exist anymore, is very high.

Trust is good, control is better. Your own data can best be controlled if it remains in your own sphere of influence. At the same time, there is a desire to make this data accessible to a company employee and, in turn, to enable the secure storage of new data. This works best with the setup of an intranet. All participants of an intranet, both in the LAN and in the W-LAN, work with the data stored on the NAS.

PaperOffice – the document manager

A powerful intranet requires powerful software that manages the secure storage as well as the provision of the data. PaperOffice is a document management software that has just that under control.

This begins, for example, with the PaperOffice, which can be used to scan a large number of analogue document formats via a scanner, but also via the mobile phone camera, and converted into digital formats by means of OCR text recognition. It continues with AES 1024bit encryption, which is subjected to all data before it enters the PaperOffice databases. Of course, PaperOffice is just as well suited for integrating the data from hard disks on individual computers into the document management of the intranet.

Furthermore, PaperOffice allows different access levels, eg for project groups, but also with a master password, access to all data stored on the Synology NAS. With the PaperOffice live keyword search, the entire database can be scoured for one or more search words at lightning speed. Through intelligent raw text indexing, the PaperOffice search engine lists the relevant search results in fractions of a second.

The intranet on the Internet

Software version for using a NAS “PaperOffice Team” not only allows the use of internal data in a single location. The intranet can also be used at other locations via encrypted data lines. This ensures safety, even if the data is to be sent over thousands of kilometers.

PaperOffice is DMS of safe and fast style.