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Professional tip

The digitization of files using software solutions such as PaperOffice DMS offers companies a multitude of advantages. By saving valuable space, fast access to required data, facilitating hybrid work and sustainable time savings, costs can be reduced and efficiency increased.

Efficient document management with PaperOffice DMS

Introduction

Digitalization has revolutionized almost all areas of our lives in recent years. From communication to trade to everyday work - digital solutions are omnipresent. Document management is not unaffected by this trend either. The digitization of files enables companies to save costs, work more efficiently and act more flexibly.

A powerful software such as PaperOffice DMS can offer valuable support.

Paper documents are next to the scanner
Your scanner together with PaperOffice DMS are the best partners to make your company paperless

Space optimization thanks to digitization of the files

In many companies, files and archives are piling up. Paper documents take up valuable space that could be used for other purposes. The storage of physical documents is also associated with organizational effort.

This is where digitization comes in: converting paper documents into digital formats frees up valuable space. PaperOffice DMS enables the easy capture and management of documents in digital form.

This allows companies to use additional rooms for employees, meetings or other purposes. There are many possibilities and they help to save on rent and energy costs.

Fast access to your data

Another challenge in managing physical files is the time-consuming access to required information. Searching for a specific document can be tedious and waste valuable time.

With PaperOffice DMS, this process is significantly simplified. By digitally capturing and indexing the documents, information can be called up quickly and in a targeted manner. The software offers powerful search functions and enables you to work efficiently.

Employees can access the data they need from anywhere, anytime, increasing productivity and facilitating collaboration.

Access from mobile devices and computers to the dedicated server PaperOffice
The solution using the database on a dedicated server has many advantages

Digitization as a driver for hybrid work: Opportunities and challenges

The Covid-19 pandemic has shown how important flexible working models such as working from home are. The digitization of files plays a decisive role here. With PaperOffice DMS, companies can design their work environment in such a way that employees can access information regardless of location.

This enables hybrid working, in which employees can work effectively both from home and in the office. This makes collaboration more flexible and efficient. At the same time, travel costs are reduced and the environment is protected.

Digital files and time optimization: the revolution in work processes

In the modern business world, digital files enable efficient document management and lead to significant time savings. Instead of sifting through stacks of paper, employees can now access, edit and share digital files quickly and easily.

By introducing digital files, tiresome manual processes are automated, which leads to a significant acceleration of work processes. Time previously spent sorting, archiving and searching for physical documents can now be used for more productive activities.

The use of digital files enables companies to increase their efficiency and improve their competitiveness. With faster and more accurate document searches, easy collaboration options, and seamless information sharing, teams can collaborate more effectively and move projects forward in a timely manner.

With PaperOffice DMS, documents can be organized, structured and searched quickly and easily. The software offers extensive functionality for managing documents and enables the creation of individual workflows. This accelerates the processing of documents and increases efficiency. Time-consuming tasks such as manual sorting or searching for documents are a thing of the past. Instead, employees can use their time productively and concentrate on value-adding activities.

Thanks to the use of digital files in PaperOffice, employees do not have to do without their usual work structure. Documents are stored in digital folders, allowing them to maintain their familiar working structure 1:1 in the digital environment. This enables a seamless transition from physical to digital documents without compromising workflow or efficiency.

The ultimate 5-step guide to the paperless office - how to maximize your company's performance in just 3 months

Efficient tips for digitizing company files:

- Set priorities: Start digitizing files that are needed frequently or that are worked with regularly.

Identify the most relevant and urgent documents to use time and resources effectively.

- Choosing the right software: Invest in high quality document management software like PaperOffice DMS. Make sure the software has features that meet your specific needs, such as OCR text recognition, versioning, and access rights.

- Create a clear structure: Establish a uniform and logical folder structure that maps the various categories and departments in the company. A clear structure enables quick and easy access to digital documents.

- Scanning and Indexing: Ensure that the scanned documents are captured in high quality. Use appropriate scanners and set relevant indexing information, such as B. Date, name and category of the document.

This enables quick access to relevant information and ensures efficient use of time and resources.

Conclusion

The digitization of files with the help of software solutions such as PaperOffice DMS offers companies numerous advantages. By saving valuable space, fast access to required data, facilitating hybrid work and sustainable time savings, costs can be reduced and efficiency increased.

Digitization is an important step towards modern and sustainable document management.

PaperOffice DMS is a powerful solution that supports companies in fully exploiting the potential of digitization and staying competitive.

Read our article on "Top 10 Benefits of Digitizing Paper Documents":

PaperOffice employee is happy to digitize all documents in paper so far and raises her hands in joy
The 10 most important advantages of digitizing paper documents: made easy with PaperOffice

Click here for the guide

FAQs

To conclude, we will answer a few commonly asked questions on the topic. "Digitization of files in the company":

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.

Conclusion

The digitization of files using software solutions such as PaperOffice DMS offers companies a multitude of advantages. By saving valuable space, fast access to required data, facilitating hybrid work and sustainable time savings, costs can be reduced and efficiency increased.

Digitization is an important step towards modern and sustainable document management. PaperOffice DMS is a powerful solution that helps companies to exploit the full potential of digitization and stay competitive.

PaperOffice solves every problem: Guaranteed.

Case study

How IDC Construccion is revolutionizing Document Management in the Construction Industry with PaperOffice DMS

A case study from the construction industry: This is how PaperOffice DMS optimized project management at IDC Construccion