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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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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