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Digitization in companies thanks to the integration of document management systems


Pro tip

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.

Notebook with PaperOffice stands on a tidy table
Digitization has a positive impact on the environment and many other benefits

What is a document management system used for?

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.

Where are the documents stored?

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.

QNAP and Synology NAS devices are on the table as data storage with PaperOffice DMS
All of the information is stored in the database in highly secure encrypted form

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.

Content

Digitization and document management

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.

Scanner and Document Management System

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.

Hand presses a button on a scanner
Analogue documents are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software.

The digitization of information via OCR makes it easier to integrate a wide variety of documentation into the management of processes and workflows.

How you can benefit from the PaperOffice document management system

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:

  • Access your information anytime, anywhere
  • 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.

  • Search and find documents
  • 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.

    Quick and advanced search
  • Fully automatable
  • 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.

    Automation and Monitoring
  • Legally compliant and audit-proof archiving of documents
  • 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 archiving
  • Automate workflows
  • As 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:

    Workflows

And many more features.

Working with and managing documents can be easy, safe and efficient at the same time.

Added value and benefits of document management

Below we list some of the most outstanding benefits of implementing the PaperOffice 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

FAQs

Finally, we answer a few more frequently asked questions on the subject "Document management system PaperOffice":

Do I need internet to work with PaperOffice?

NO! PaperOffice does NOT require an internet connection to work.

Internet is only required for downloading the setup package, creating the user account, creating the database and adding the device.

Can I use my Synology NAS for the database storage?

YES, definitely! PaperOffice works perfectly with the Synology NAS.

Where are the documents and files stored?

All documents and files are stored either directly with you, on your PC, in an encrypted database or, if your documents are stored under "My Windows Documents", unencrypted in your local Windows directory.

You also have the option of setting up the database on a NAS device and saving your data on the NAS.

In all cases, you have access to your data at any time.

Is my data stored in a cloud?

No, your data is generally not stored in the cloud!

In case your database is set up on a NAS server (such as QNAP or Synology), your data will be stored in the database on the NAS server.

Are databases created by PaperOffice always encrypted?

Each database created by PaperOffice is protected with a high-level password. All included documents are encrypted by the PaperOffice ChunkCrypt with a military encryption of 1024bit.

Conclusion

It doesn't matter whether you just want to find your documents and related information, or whether you need to tag the documents, integrate them into workflows, but at the same time ensure that you work in accordance with various guidelines and regulations - PaperOffice DMS has a variety of Functions to help you.

Getting started is easier than you think.

Still worried about not making it?
Check out our customers' case studies on going digital in different industries and see for yourself the ease of integration.

Thats what our customers say

Case study

The way to the digital town hall - digitization of the administration

"Easy integration and operation of PaperOffice DMS provided the overall solution that this industry needed: minimize paper consumption, speed up search processes, automate assignment to clerks and enable storage of process-related data."

Mr. Carlos A. Garcia Marketing and Communications Manager