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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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 with PaperOffice document management software

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.

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. 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. 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.

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.

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.

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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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.

Document management system PaperOffice – ideal for small and medium-sized enterprises

Efficient document management systems pay off in the long term

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, almost inevitably entails additional functions.

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. PaperOffice DMS is such a tool with multifunctionality, quasi the Swiss army knife on the hard disk or the server, whereby the origin of PaperOffice is not to be found with the Confederates, but in Harsewinkel in the Münsterland. However, that is already 17 years back and during this period PaperOffice set out to conquer the world.

Document management system PaperOffice - ideal for small and medium-sized enterprises.
Efficient document management systems pay off in the long term

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.

Here are just 5 important points described with which PaperOffice goes beyond expectations:

Point 1: Central information management

PaperOffice DMS is the omniscient memory of many SMEs. For this purpose, the folder structures of the managed computers or servers are structured uniformly. Duplicates are tracked down as if by magic – the user is informed and can decide how to proceed further. Analog documents read in via the scanner interfaces are converted to digitally editable documents via the integrated OCR text recognition function, and prepared on the basis of master data and a keyword index so that the integrated search engine only needs a fraction of a second to find certain documents, even if the User barely knows what it’s all about. Recently edited documents will, of course, be listed in a preview.

Point 2: Versioning

In companies, but also in authorities or associations, documents go through several processing steps, even by different people or departments. The problem with conventional office software is that only the most recently edited version is available and changes or entries previously made have sometimes been overwritten or deleted. PaperOffice prevents this by creating a history for each document containing when and what has been edited. Any version of the document can be restored as needed.

Point 3: Legal provisions

The observance of retention periods or the storage of original documents has lost nothing of relevance even in the digital age. For this reason, PaperOffice has laid down the principles for the orderly management and safekeeping of books, records, and documents in electronic form as well as for data access (GoBD) according to the German governmental financial administration.

Point 4: Perfected workflow

What could be better than integrating the control of projects, processes or instructions into document management? For example, PaperOffice DMS enables the allocation of group rooms in the network, including the control of it.
Assignment of tasks is also one of the functions in PaperOffice, in which not only documents as a whole, but certain areas of the document, such as an invoice total or address, can be defined as a task. You can form teams and mark tasks as “done”, add comments to tasks, and much more.

Point 5: AI-based automation

Accounting is important, but also constantly repetitive and it is usually provided with only minor changes operations. Nevertheless, it is labor-intensive. At PaperOffice DMS, there is a feature called “PIA” and is integrated artificial intelligence. Its task is, among other things, to create templates and forms from master data, recognize them and storage them fully automatically.

There are more important points in PaperOffice DMS, but the best thing is to just test the software to check them out for yourself.

You can find the published press release at:

https://www.issuewire.com/document-management-system-paperoffice-ideal-for-small-and-medium-sized-enterprises-1650200006897148