Digitization in public administration and authorities

Digitization in public administration and authorities

From the tax office to the KITA, local government, authorities or public transport to the road maintenance department.

Official and public institutions are connecting and also stabilizing structures in municipalities, cities, districts and also federal states, up to the Federal Republic of Germany as a political community.

Documents and data are created in many different departments of the authority. This is how important documents are generated every day:

Writings, contracts, drafts, research, expert opinions and much more. These do not only arrive by post, many documents also arrive by e-mail.

Paperless work through digital processes

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.

In addition, each document is classified according to its type and can be assigned to people and objects, which you can then even access on the go, regardless of device. So you have all information and documents about all information clearly in one place, namely your database.

With the help of the document management solution, you save and archive all information on a central platform in an audit-proof manner.

In order to solve many existing administrative problems in property management, the PaperOffice document management system should be implemented.

In this way, day-to-day work can be simplified, optimized and improved with the help of digitization. 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.

You can also benefit from digital administrative tasks and keep an eye on official correspondence that is put on resubmission or assigned to employees by task assignment.

All information available immediately

Good document management software cannot make political decisions, but it can be of great help in many areas of public administration in various processes, because the vast majority of so-called administrative files do not have sovereign priority.

Apart from that, digital documents don't have to replace the originals, but they make work easier.

With PaperOffice DMS, documents can be digitized in many authorities and public institutions and archived centrally in such a way that access can be made from any computer without having to go to the archive or first investigate which/ Your colleague is currently processing the file.

PaperOffice DMS not only digitizes analogue documents, the document management software saves every change to the document in chronological order. The original remains unaffected. The workflow function can be used, for example, to assign certain activities during project work and each employee keeps an overview of the current status.

At the same time, ideas or suggestions can be submitted without having to convene meetings each time. The archived documents can be searched for by keywords or the date or reference numbers and automated templates can be created by the AI ​​in PaperOffice DMS.

The possible uses for PaperOffice DMS result across the various levels of official and public administration, for example in:

• Schools
• Kindergartens
• Libraries
• Universities
• Hospitals
• Municipal administrations
• tax offices
• Nursing homes

Of course, thanks to the sophisticated data storage with 1024-bit encryption as well as special internal formatting and the firewall, security in accordance with the GDPR is maintained. PaperOffice DMS also impresses with its ease of learning, the ability to set up up to 800 linked terminals and a very good price-performance ratio.

That's PaperOffice DMS, a document management software that can do much more than just manage documents.

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.

Analogue documents are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software.

Optimization of business processes thanks to PaperOffice DMS

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

PaperOffice meets the highest security standards such as authorization management or the granting of access authorizations. The user defines the individual work steps exactly as they would run, for example the "recording", "checking", "release" and "booking" of invoices.

Responsibility can not only be assigned to individual people, but also to user groups such as "Accounting" or "Production", so that a colleague can step in immediately if an employee is absent.

The OCR technology not only recognizes the document content, but also all tax-related data fields such as document number, date, net, tax and gross amount. The imported data is available for controlling evaluations, payment transactions and financial accounting. This saves tiresome entry work and reduces posting errors.

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.

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

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.

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

Digital processing is an essential basis for ensuring the high service quality of municipal services in the future

Public institutions and authorities have to process documents for all business transactions. The constant further development of business models constantly creates new challenges. What they need is a good document management system.

PaperOffice DMS is the right software because it comes with everything that the authorities and public institutions need, 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

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

Optimization of business processes thanks to PaperOffice DMS

The extensive workflow functions of PaperOffice are very interesting for authorities and public administrations. The contents of project meetings are recorded and can be supplemented by the participants at any time, all on the screen and from different locations. Audit-proof archiving is guaranteed at all times, as well as optimization of organizational processes.

PaperOffice supports this with an extensive task and workflow module.

Public institutions and authorities benefit from digital document management

The document management system allows the separate creation of databases for each individual area and can create links at the same time. Analogue documents, such as submitted craftsman invoices, are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software. All existing data, for example on a tenant, can be displayed clearly and unambiguously, which is why no files have to be carried along for out-of-house appointments. The AI-controlled database management creates templates from master data or statistically usable lists as required.

At the same time, the necessary data protection is maintained through hierarchical password management and 1024-bit encryption.

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.

PaperOffice DMS is not only extensive in its functions, but also easy to learn, guided by video tutorials, but also by individual advice and training if desired. All this at a really good price-performance ratio.