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Efficient, paperless workflow for your company

Professional tip

Discover how PaperOffice can help your company organize documents effortlessly, keep them safe and access them efficiently.

Experience the convenience of a paperless workflow and increase productivity in your company.

An effective document management system is essential for companies today to meet the increasing demands of a digital and paperless work environment.

The digitization of documents, the management of the incoming mail and the automation of processes are crucial steps on the way to an efficient and well-organized workflow.

Implementing effective document management becomes easy and hassle-free if you consistently follow the five steps. With PaperOffice you get an intuitive solution that allows you to efficiently organize your documents and streamline your workflow.

In this article, we will show you how to successfully implement your own document management system in five steps.

Step 1: Digitize your existing filing cabinet

Take over your existing folder structure 1:1 in your document management. With PaperOffice DMS you have the possibility to organize and manage your digital documents in a clear structure.

In today's digital era, it's time to say goodbye to cluttered filing cabinets and make way for an efficient work environment. By converting physical documents into electronic formats, you can not only save valuable space, but also make information easier to access and search for.

Step 1 of the 5 steps document management
Digitize your existing filing cabinet

Step 2: Digitize your inbox

The digitization of the inbox allows you to free yourself from tiresome paperwork and achieve seamless integration with your document management system.

Furthermore, electronic archiving gives you secure and space-saving access to your important documents, anytime and anywhere.

Step 2 of the 5 steps document management
Organize inbox electronically

Step 3: Automate and optimize your processes

Automating tasks and processes is the key to increasing efficiency in your company.

Use workflow management tools to smoothly route documents and information through different departments and approval processes. By streamlining your business processes, you can save time and minimize errors.

Step 3 of the 5 steps document management
Automate and optimize processes

Step 4: Centralize your document management

A central database for your documents ensures uniform and structured management. Whether it's internal reports, contracts or customer communication, a document management system enables easy collaboration and secure access to important information.

PaperOffice guarantees secure and encrypted access to the database and reliably manages all documents.

Step 4 of the 5 steps document management
Centralize document management

Step 5: Continuous Improvement and Adaptation

The introduction of a document management system is not a one-off process, but requires continuous improvements and adjustments. Monitor your processes, analyze results and identify potential areas for improvement. Stay open to new technologies and best practices to keep your system up to date.

Step 5 of the 5 steps document management
Carrying out continuous adjustment and improvement


An efficient document management system is an essential part of a successful digital transformation for companies.

By digitizing, automating and centrally managing documents, companies can increase their productivity, reduce costs and improve their competitiveness. With the five steps we have presented in this article, you can build your own document management system and pave the way to a paperless and efficient workflow.

Invest in the digitization and optimization of your document management - it will have a positive effect on your company's success.

Why use PaperOffice document management?

PaperOffice is the ideal document management system for companies as it offers a wide range of efficient functions. With its user-friendly interface, it allows intuitive organization, search and management of documents.

The Ultimate 5-Step Guide


We have made the ultimate 5-step guide to your document management available for free download:

The ultimate 5 step Guide to your Document Management

With access to a secure and encrypted database, companies can reliably protect their sensitive information. PaperOffice also offers extensive options for automating workflows, which increases efficiency and productivity.

Thanks to its versatile functions and comprehensive support for various file formats, PaperOffice is the ideal solution for efficient document management in companies.


To conclude, we will answer a few commonly asked questions on the topic. "In 5 simple steps to your Efficient Document Management":

For whom is a paperless office suitable?

The quick and easy answer to the question is: for every company. All business sectors and sizes benefit from a paperless office, from SMEs and start-ups to large companies. However, the conversion is particularly valuable for small and medium-sized companies: The reduction in processing effort and costs frees up the budget required for further growth boosters.

Can I use my paperless office in company use a cloud-based DMS provider?

No. Another factor that has been on everyone’s lips since the GDPR came into force in 2018 at the latest is data protection. DMS solutions and DMS software are used to process, manage and store documents that often contain sensitive, personal data. In the event of violations of the GDPR, the legislator provides for high fines.


An efficient document management system is of great importance for companies. PaperOffice is the optimal solution for this because it offers a secure and encrypted database, enables easy organization and search of documents and can automate workflows.

With its versatile functions, PaperOffice is the best choice for efficient document management.< /p>

PaperOffice solves every problem: Guaranteed.

Case study

Digital change in the grating industry - successful document management

“In the grating industry, the topic of digitization is becoming more and more noticeable. This applies, for example, to our delivery notes, parts lists or our plans, drawings and configurators. After the introduction of PaperOffice DMS, the manual effort could be reduced. We are now pioneers as a digital grating manufacturer.”

Mr. Stephan Reichel
Managing Director of K60 Gitterrostsysteme GmbH & Co.KG