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.
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.
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: