Document management system PaperOffice

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It is no longer a secret that document management systems have great potential for companies.
Thanks to the use of a document management system, you not only advance the digitization of your company. In addition, you form the cornerstone for achieving your corporate goals and securing your long-term corporate success.
Because digital document management creates a clear remedy here and takes you a huge step forward in the digital transformation. In the current article, we will list how a document management system (DMS) works, what needs to be considered and what advantages it brings to companies.
To put it simply: a document management system (DMS) is used to store, manage and control the flow of documents and information within an organization.
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.
Document management systems are becoming increasingly important to businesses as the amount of information generated by today's businesses is growing exponentially.
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 that encourages the adoption of various applications.
Thus, these various applications should facilitate the control over information and documents and provide significant reductions in search time, handling and cost savings, which are very important in our administrative processes.
But wouldn't it be an advantage to have only one application that can fulfill all functions?
We will show you that the PaperOffice document management system can be exactly this one application for your company that has all the necessary functionalities on board.
After automation options, monitoring and search, this is the most frequently asked question, because whether private or business - nobody wants to leave the data in the wrong hands. First of all because this is also required by law.
PaperOffice DMS goes the safe way, because all data is stored in a highly secure encrypted database, which can be located on your NAS, such as from Synology or QNAP. This means that you always have access and control over your data.
Thus, the "heart" of the document management system is a database in which the information is stored in such a way that it can be found and retrieved in a simple and controlled manner.
But by storing the information in a structured way, we only have part of the equation.
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.
When talking about document management systems, one must not forget: the higher the degree of digitization of the information that is part of the processes, the higher the degree of control and automation that could be achieved.
In the first step, it is determined which documents belong to the processes, how these documents can be integrated into the document management system and which information should be extracted and saved together with the documents in the database.
Once the information is included, its life cycle is defined, how it interacts with other processes and how it can be integrated.
Most likely, there will also be 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.
When the information comes from other databases or is in XML format, querying and extracting it is easy, but. What happens to digital documents in pdf, doc, etc. format? It will be a bit more complex, but its content can be accessed in different ways, for example with certain programs, accessing the file directly or sending it to print and extracting the information through the print spool (queue).
It's a bit more complicated when the document comes in paper form, such as a delivery note or an invoice. But when the solution includes a sophisticated Optical Character Recognition (OCR) program, an important step has already been taken.
With a scanner or other digitization device, the document is not only converted into an image, but its contents can also be "read out" electronically.
If the system can now be used to recognize and define which document information is separately in the The information in the document management system is complete.
The digitization of information via OCR makes it easier to integrate a wide variety of documentation into the management of processes and workflows.
PaperOffice's document management system is like an all-round talent, because in addition to general document archiving, many other functions relating to documents and the associated information are integrated, such as some of them:
All data is stored securely with you and not in a cloud.
Stay independent by managing all your data yourself instead of in a third-party cloud with follow-up costs.
PaperOffice supports all devices such as local PC, QNAP NAS, Synology NAS, Windows or Linux servers and web services such as AWS or Azure.
You get all the advantages of a cloud but by using your own database server. You can access your PaperOffice database encrypted and securely from any other PC in the world.
Find out more.
PaperOffice simply indexes everything, whether it's scanned documents or files. The text content is securely stored in the database without your intervention. So you can easily search for any word snippet, amount and keyword within seconds and find matching entries.
Learn more about integrated search.
Freely definable monitoring automatically stores all documents according to your specifications.
Not only entire directories can be monitored, but also e-mail accounts, Outlook folders and even web-based forms.
Learn more about automating the monitoring.
Every company is obliged to keep tax-relevant documents for the tax office.
The challenge is to archive the growing number of digital and paper documents as required by the GoBD: in the original format and unchangeable.
PaperOffice DMS makes it possible, learn how:
Legally compliant archivingAs already mentioned, it is essential for advanced document management to have all information in a digital and structured form in a database. This allows you to easily find the documents and set the rules on who can access, modify and delete/archive your information in one central website.
One of the pillars of the PaperOffice document management solution is the extensive workflow engine. This allows you to specify each step of a business process with its associated activities and dependencies, as well as the departments and roles involved. But you can also define automatic notifications that are activated depending on activities and events that occur throughout the process.
All this not only reduces the time spent managing tasks, but also minimizes the likelihood of forgetfulness and errors in the process.
PaperOffice helps you to automate all of your work processes, maps entire work processes digitally, so you always stay informed.
You always have an overview of tasks and processes through workflows that support you in automating your daily work.
Set the desired workflow with a due date, link it to possible decisions and tasks, and from activation, PaperOffice takes care of everything else until completion.
This makes it easy for you to comply with company policies and legal requirements.
Learn more about workflow automation:
WorkflowsAnd many more features.
Working with and managing documents can be easy, safe and efficient at the same time.
Below we list some of the most outstanding benefits of implementing the PaperOffice document management system:
The PaperOffice AI Suite helped reduce the error rate in data capture by 99% while simultaneously increasing the processing speed by 50 times.
Monika Ritter
CEO
Thanks to the PaperOffice AI Suite, the entire document workflow was optimized, resulting in an 86% reduction in manual workload annually.
Lars-R. Ludewig
CEO
Through the implementation of the PaperOffice AI Suite, property management for 2,500 units was optimized with automated data capture, over 95% of manual interventions were eliminated, and the company's productivity was doubled.
IT Department
The Patriarchate of Lisbon uses the PaperOffice AI Suite to accelerate document classification in accounting and administration by 90%. As a result, workflows have become 70% more efficient, saving valuable resources.
The PaperOffice AI Suite enabled the processing of over 10,000 documents daily, error-free and in record time, significantly improving the workflow.
Abraham Yalip
IT Officer
Revolutionizes document processing with the PaperOffice AI Suite, a powerful solution that elevates efficiency and precision in processing complex documents to a new level through Intelligent Document Processing (IDP), automated workflows, and artificial intelligence (AI).
Stephan Reichel
CEO
IDC Construcción S.L. is transforming the management of construction projects with the PaperOffice AI Suite. Through intelligent document processing, workflows are automated, documents are processed accurately, and efficiency at every stage of a construction project is increased by 50%.
Agustín García Afonso
IT Officer
Innovative solutions for technical document processing: Herrmann GmbH Engineering Office optimizes workflows with the PaperOffice AI Suite. Through precise data extraction and seamless integration, efficiency was increased by 60%, while processing time for documents was reduced by 50%.
The PaperOffice AI Suite improved healthcare services through efficient data management and precise processing, increasing productivity by 40% and reducing order processing time by 30%, resulting in a much smoother order fulfillment process.
Henrique Santos
CEO
Innovative automation for the healthcare sector: Hartung Care Service is revolutionizing outpatient care with the PaperOffice AI Suite. Through precise data processing and seamless integration, the response time to patient inquiries was increased by 50% and the error rate in documentation was reduced – for a modern and patient-oriented service.
The PaperOffice AI Suite helped reduce the error rate in data capture by 99% while simultaneously increasing the processing speed by 50 times.
Thanks to the PaperOffice AI Suite, the entire document workflow was optimized, resulting in an 86% reduction in manual workload annually.
The implementation of the PaperOffice AI Suite resulted in a 60-fold acceleration of document classification while simultaneously optimizing data extraction.
The PaperOffice AI Suite revolutionized law enforcement processes through precise data extraction from handwritten intake forms, minimizing manual errors by 90% and significantly improving decision-making and response times by 40%.
Lieutenant McMullen
Lieutenant