Why the municipality of El Guijo chose PaperOffice DMS
The most important selection criteria were reliability, availability and security, since the managed documents involved confidential content, such as personal documents, as well as invoices, which had to be protected against unauthorized access by access authorizations and release levels .
Since PaperOffice DMS is not a cloud application and stores all data in a central database, which is now on a dedicated server, it was finally decided to test the required scenario with a test.
"Already at the first appointment with PaperOffice you notice the 20 years of PaperOffice experience in the field of document management."
PaperOffice exceeds all document standards and legal guidelines, especially due to the highly encrypted document storage directly on the dedicated server and not in a cloud.
The need for using a document management system that has compliant version control and audit-proof versioning is clearer than ever.
In particular, to ensure reliability and to simulate real problems, PaperOffice support was contacted several times to assess whether deadlines were met and what the quality of the support was. Here PaperOffice is ahead of every other manufacturer.
Switch to automation through PaperOffice. Goals and timing
With the innovative document management solution from PaperOffice, the municipality of El Guijo has decided to automate most of the daily tasks and documentation.
So it was decided to scan the documents that already existed in paper form and to archive them digitally in PaperOffice. After these are available in digital form, further administrative processes within the community network can also be solved digitally.
The process optimization was started. From now on, documents will be designed digitally by avoiding paper as much as possible. Meetings, minutes, incoming mail, outgoing invoices and notes created directly in PaperOffice. Tasks and workflows are implemented digitally.
With the document management system, all important evidence can be easily submitted - and of course GDPR-compliant. A long wait and the way to the post office were eliminated.
The conversion went very well from the first presentation of the software by PaperOffice to ongoing operation:
Benefits through digitization with PaperOffice
Meanwhile, all digitized rental contracts, correspondence, logs, plans, insurance documents, etc. are stored in PaperOffice. This is great added value for our owners and tenants, says Mr. Campos of the El Guijo administration. This is one of the reasons why Mr. Campos is certain:
"The future of the property management industry simply lies in digitization."
Thanks to the introduction of the digitization of PaperOffice DMS, the El Guijo community has already been able to:
- Save time and resources
- Simplify document access
- Ensure availability of documents for every authorized employee
“Data security, automated workflows, document digitization and the ease of integrating PaperOffice DMS into an administrative environment delivered what this community needed to accelerate paper processes and gain space in their dependencies.”
Each with its specifications and specificities, which in general include the control and verification of administrative operations, the elimination of paper, the indexing of all types of documents related to internal orders, automation and methodology, security (GoBD, GDPR and data protection), optimizing and monitoring processes, making it easier to send files to users (owners in this case) and, of course, saving space in administrative offices.
This collaboration agreement was made because of the large amount of records and recordings held by the community and to ensure that a method of organizing all documentation is established for all community residents and administrators.