Why K60 Gitterrostsysteme chose PaperOffice DMS
Mr. Reichel, Managing Director of K60 Gitterrostsysteme, first examined various software offers in relation to document management and ultimately decided to test PaperOffice DMS first.
PaperOffice DMS offers exactly the conditions that Mr. Reichel was looking for. These include:
1. Solution for the internal central database on which the document management system is based. The data should not be saved on a single-user computer.
A central repository accessible to all administrative staff.
It was clear to Mr. Stephan Reichel early on that there was no way around digitizing his company:
"For a long time I was aware that there was no way around digitization, but we resisted it for a long time. Changes in company processes are usually pushed further and further into the distance, like going to the dentist.
After the integration of the document management system was accomplished, I can definitely say that I should have done it much earlier."
2. Handling and automation of administrative tasks. The software must make it possible for tasks to be distributed over the network and for their processing to be carried out by the respective clerk.
Digital user authorization and password confirmation included.
At the same time, all employees concerned are informed about the processing status. Version storage makes it possible to trace which processing steps were carried out when and by whom.
"Already at the first appointment with PaperOffice you notice the 20 years of PaperOffice experience in the field of document management."
3. Retrievability and time savings. A simpler way was sought to digitize analogue documents and to make them easy to find when needed.
4. Merging project-related documents / orders. The software should be able to save process-related documents together or enable links to one another.
All documents for the business transaction, such as a purchasing process or installation with the corresponding delivery note, invoice, sketches, plans and any complaints about defects, should be managed centrally.
In this way, delivery notes, invoices and everything that belongs to the business process are saved in a folder or subfolder. Access authorizations can be assigned for each folder, either for groups of employees or for individual employees.
In addition, hyperlinks to the folder can be created and sent to employees.
In this way, authorized employees and cooperation partners can access it from anywhere at any time. Thanks to version control, the originator and time of each individual document change can be traced transparently: Queries are clarified quickly and unnecessary errors are avoided.
"The topic of digitization is becoming more and more noticeable in the grating industry. This applies, for example, to our 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.”
PaperOffice also has a virtual representation of documents in other folders. In this way, the document(s) can be displayed virtually in different folders without the original document having to be duplicated. This function is very useful if, for example, a document should appear in different projects, but you don't want to duplicate the document.
The possibility of accessing information from different perspectives ensures a higher level of clarity for all project participants and improves the ability of employees to provide information.
PaperOffice DMS met all the required criteria.
Thanks to the digitization of PaperOffice, k60 Grating Systems was already able to:
- Save time and resources
- Easy document access
- Availability of documents for each authorized employee
- Provide clear filing
The easier and faster availability of data and documents is changing the company's processes fundamentally and permanently. Administrative knowledge is now organized transparently and available at the right time.
In this sense, the basis for the digitization of all document-based processes is laid with PaperOffice DMS.
In addition to the general archiving process:
- Revision-proof archiving
- Optimization of organizational processes
- Better organization of documentation
- Faster document search
- Simplified communication and task solving