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Automation of business processes for pharmaceutical industry and biotechnology

PaperOffice DMS for the pharmaceutical and biotechnology industry enables a smooth flow of information thanks to the digitization and automation of business processes.

Professional tip

Written documents, contracts, drafts, invoices, delivery notes and much more are being replaced by electronic documents thanks to digitization, thus optimizing all work processes to the maximum.

The integrated AI enables business processes to be largely automated, accelerating your processes and increasing the success and satisfaction.

Digitization in the pharmaceutical industry and biotechnology

Pharmaceutical companies benefit significantly from the use of suitable data management, because they receive paper documents every day.

This is how important documents are generated every day in the pharmaceutical industry:

Approval dossiers, packaging texts, research, reports and much more. These not only arrive by post, many letters also arrive by e-mail.

All of these documents need to be digitized if they arrive in paper form, require structured filing, task and workflow assignment, and need to be immediately available on demand.

It is very important that important deadlines are met and legal measures are taken to store documents.

PaperOffice DMS gives you a clear structure in your documents and helps you to cope with the flood of information.

PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents such as contracts or letters by managing them digitally in PaperOffice in the future.

Document management solutions are important in every industry, for pharmaceutical companies the consequences of a wrong decision in document management can be fatal. Incorrect prescriptions, incorrect test results or outdated package inserts can lead to health risks. Incorrectly querying data during an audit can also lead to failure or loss of certification.

So there are many things to consider in the pharmaceutical industry for optimal quality management and information security level.

In the pharmaceutical industry, a lot of paper is used every day. On the one hand, since the processes are quite complex, this leads to large mountains of paper, huge amounts of data, but also to a long search process.

Together with a manufacturer-independent consulting company, the annual value of additional documents was calculated at up to ten million euros (as of 2020).

With an average time investment of five minutes for maintaining the folder structure and filing, ten searches per employee per week and ten minutes for each search, this resulted in research costs of up to two million euros per year.

Why document management software is the perfect solution?

The document management system PaperOffice brings organization and data protection under one hood. The innovative system provides streamlined search and retrieval tools that reduce response time and ensure documents are never lost, which is always a satisfaction for businesses.

PaperOffice does not distinguish between the types of documents, regardless of whether you need help managing contracts, pleadings, accounts, judgments and e-mail correspondence: thanks to the PaperOffice document management system, your previous Processes in your company are digitized, making them more efficient, transparent and significantly more flexible.

Because no matter in what form the documents arrive at the company, whether as paper documents, PDF files, e-mails or photos, they are automatically archived and stored in a secure database.

Thanks to the integrated AI, automatic rules are triggered. This AI automatically sorts the documents into folders such as "Invoice" and "Delivery notes", stores appropriate keywords and triggers the digital workflow stored for the respective document type.

Pharmaceutical industry employee sits in the laboratory
PaperOffice archives all documents and all relevant information in compliance with the law and in an audit-proof manner

How to go paperless?

PaperOffice eliminates all time-consuming bottlenecks, leads to cost savings, such as the elimination of paper documents, and creates a clear overview of important documents, such as receipts, contracts, delivery notes or other letters, by managing them digitally in PaperOffice in the future .

Capturing, processing, sharing, searching and tracking your documents becomes very easy with the use of PaperOffice.

Thanks to controlled access, detailed task lists, as well as approvals using workflows and reliable email notifications, employees can complete the assigned tasks efficiently and authorized persons can easily approve or deny approval.

With the PaperOffice DMS software solution, no more documents are lost. And no matter where you are, you can access important documents in seconds.

Of course, you always work with the document management system in compliance with the law and completely audit-proof.

Receipts, statements and similar documents no longer have to be sent by post. Internal mail can also be sent digitally in this way. This saves paper, costs for additional data storage and trips to archives. Documents can be provided with keywords (editor, topic, status, date, etc.) and then be found more easily.

Process-oriented document management

The process-oriented document management ensures that these documents remain up to date with little effort. PaperOffice supports you here with an extensive task and workflow module.

In this way, certain process chains can be created and existing operational processes can be defined on electronic documents and partially executed automatically.

This represents error-free process optimization, because the task can not only be assigned to employees with specific user rights and completion periods, require digital approval, but also automatically trigger further actions, such as email notifications or document status changes.

In this way, all document processes can be mapped.

Because no matter in what form the documents arrive at the company, whether as paper documents, PDF files, e-mails or photos, they are automatically archived and stored in a secure database.

Important contracts can thus be recognized and terminated in good time or renegotiated. Document release with digital signature and e-mail notification instead of slow paper mail, insecure e-mail contributes to customer loyalty.

Woman's hands go through stacks of paper
Large amounts of business information can be captured digitally, stored securely and passed on

The solution: proven know-how

Doesn't it make sense to use management software in practice right away? that not only meets all requirements, but is also easy to learn and inexpensive?

PaperOffice DMS is the tried and tested complete solution for digital work and, with over 20 years of market experience, one of the first DMS pioneers.

Time gain for important things, cost savings by eliminating your paper archives, improving your service through the ability to provide information quickly and audit-proof and digital archiving of your document volume - this is guaranteed by PaperOffice DMS.

PaperOffice DMS is the right software because it comes with everything that the pharmaceutical industry and biotechnology needs, such as:

  • Storage of documents in all digital formats according to the principles of the GDPR
  • Functions for submitting and resubmitting late documents that require action
  • A self-learning data storage function with tagging and internal search engine
  • Automatic assignment of newly added documents to the correct folder
  • Simple database creation and database connection including individually customizable mask
  • Automated template creation for repetitive processes and operations

Of course, PaperOffice DMS allows the migration and integration of existing digital data from existing software solutions. At the same time, PaperOffice DMS is the interface between analogue and digital. Using its scan function, the software can read analog documents, plans and photos into the system and digitize them using scanners, but also recordings from mobile phones, whereby texts are converted into writing using OCR and can be changed in Office programs. Time stamps and versioning ensure that the digital document corresponds to the analogue original.

Data security is an extremely important issue, especially in the pharmaceutical and biotechnology industries. That's why PaperOffice DMS works with a 1024bit encryption code, but not only that.

All data is converted into its own format that is independent of the operating system. As a result, hackers and extortionists first have to crack the operating system's firewall, then the encryption and finally the foreign format, which has not happened so far. PaperOffice DMS has a very effective password management system so that ultimately the human being, who is to be regarded as the greatest weak point of every computer, cannot cause any damage.

All digital data is encrypted in PaperOffice DMS with 1024 bits and the format is converted. This results in such great hurdles for hackers and spies that they have all failed with PaperOffice DMS so far. At the same time, a hierarchical password management system prevents everyone from having access to everything.

Woman stamps a document
With digital stamps, documents can be supplemented with additional information and even control detailed workflows.

Important arguments for including PaperOffice DMS in the budget planning. Finally, PaperOffice DMS also convinces by the fact that sustainability and environmental protection are taken into account. Sooner or later the complete conversion from analogue documents to digital form will take place and then the public institution, which will then already be using PaperOffice DMS, will be well prepared.

Digital invoice processing is also advantageous for many companies in the pharmaceutical and biotechnology industries. Incoming invoices can be automated thanks to PaperOffice DMS and are forwarded to the responsible employee. The control and release process via digital release can also be handled promptly and efficiently via the system.

With just one mouse click, the data including the archiving location can be exported to your tax advisor or vice versa.

Revision-compliant and secure archiving: PaperOffice DMS technically meets the legal requirements of the GoBD, GDPdU and DSGVO

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.

PaperOffice DMS enables the connection of other software, such as an ERP, and of course the transfer of documents from Microsoft Office via appropriate interfaces. PaperOffice DMS speeds up communication.

Deadlines and appointments are monitored and actions are automatically triggered depending on the desired setting. Order processes can be automated and even changes that are planned for the future can be entered in such a way that they come into effect at the desired time.

Thanks to its extensive functions, PaperOffice DMS can definitely be classified in the higher segment of enterprise content management (ECM).

An ECM includes the overall management of all content in an organization with a corresponding access hierarchy. PaperOffice DMS is able to save any content in digital form, change its content and format and make it available.

PaperOffice DMS has all the functions of an ECM and this in an excellent price-performance ratio as well as an intuitively learnable form of operation that makes expensive external or internal training unnecessary. Rather, free video tutorials are available to get used to the different menus. PaperOffice DMS can become the organizational hub in every company and this almost at the speed of light.

Companies from the pharmaceutical industry and biotechnology benefit from digital document management

38% of all companies surveyed simply don't have the time to digitize their processes. We recommend a procedure that starts with the basic process, the scanning of analogue documents at the same time as they are processed. In this way, the group of people who work with the copier every day could also be instructed, as far as possible, to scan the archive bit by bit.

Thanks to the automatic recognition of documents with consistent characteristics, PaperOffice DMS can always assign all scanned documents to the correct storage location in the digital memory. It makes sense to start scanning the archive with the most recent entries in order to further reduce the size of the analog archive as retention periods expire. In addition, we have many guides on how to achieve a paperless office thanks to the scanner.

PaperOffice DMS is the interface between analogue and digital. Using its scan function, the software can read analogue documents, plans and photos into the system via your scanner and digitize them, whereby texts are converted into fonts using OCR, which can be changed in Office programs. Time stamps and versioning ensure that the digital document corresponds to the analogue original.

Optimize your working time by up to 7.5% compared to paper-based work thanks to the use of PaperOffice DMS.

Save time finding, routing and sharing documents.

With digital stamps, documents can be supplemented with additional information and even control detailed workflows. In turn, the task and workflow function ensures that deadlines are met and completed.

The available evaluation mechanisms, controlled by the AI ​​integrated in PaperOffice DMS, allow evaluations and statistical surveys of the material flows occurring in the company.

PaperOffice DMS, with its numerous management tools, is the ideal software for the pharmaceutical industry and biotechnology, which allows both secure and lightning-fast access to all the data required for the best possible customer advice. At the same time, PaperOffice DMS can be used to manage all matters that otherwise arise in business operations.

So that there is not only variety in document management and data protection, PaperOffice DMS recommends the use of an internal network storage (NAS) with backup function, which reduces the probability of a total loss to a minimum and at the same time represents an internal cloud that, in contrast to clouds from external providers, really protects against unwanted access by governmental or non-governmental bodies.


To conclude, we will answer a few commonly asked questions on the topic. "Digitization for the pharmaceutical industry and biotechnology":

How can employees access PaperOffice?

Due to the decentralized and modern program architecture, PaperOffice can be used on almost any device - from classic PCs to smartphones / tablets to televisions.

What happens to the data if PaperOffice doesn't exist?

Won't happen, but to reassure you: You can export your data ANYTIME, because PaperOffice is based on an open database structure, you can access your data at any time.

Topic data protection: Where are all documents stored?

PaperOffice will store all documents in-house with high-level encryption, making it immune to data theft, for example, and exceeding all GDPR and GOBD requirements.
Avoid mistakes: NEVER save the data in a third-party cloud!

Can PaperOffice be adapted exactly to specifications?

Yes, PaperOffice can be 100% adapted to the intended use to ensure seamless integration into existing processes and systems. Even the program interface can be fully designed and freely adapted.


PaperOffice DMS supports the pharmaceutical industry and biotechnology and offers corresponding interfaces to other software, API connections and can be expanded at any time according to your wishes. The software is easy to learn and can be easily integrated into everyday practice without causing absences for training purposes.

PaperOffice DMS recommends using a NAS (network-supported data storage) with a backup function so that important data is neither lost nor spied on in third-party clouds.

Ultimately, PaperOffice DMS impresses with a very good price-performance ratio and immense know-how through over 20 years of practical experience.

PaperOffice solves every problem: Guaranteed.

Case study

Digital change in product development - successful document management

“In industry, the topic of digitization is becoming more and more noticeable. This applies, for example, to our technical data sheets, customer data, calculations or our plans, drawings and configurations. After the introduction of PaperOffice DMS, the manual effort could be reduced. We are now pioneers in digitization in production companies, Industry 4.0.”

Mr. Antonio Jesús Sánchez
Managing Director and Product and Process Engineer at Butterfly Engineers S.L.