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Automation of business processes in communities and municipalities


PaperOffice DMS for communities and municipalities 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 communities and municipalities

Churches, parishes and municipalities largely depend on the use of suitable data management.

This is how important documents accumulate in municipalities and municipal associations on a daily basis:

Writings, invoices, drafts, applications, research, expert opinions and much more. These not only arrive by post, many letters also arrive by email.

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 that 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.

Together with the digital document management system PaperOffice, work processes within churches, parishes and municipalities are to be simplified and time and costs saved.

With a common DMS, for example, scanned mail can be filed, important e-mails can be saved and documents can be archived. In addition, different users can access and work on these documents.

Group of people sit in a circle
PaperOffice DMS creates very clear advantages for communities, churches and municipalities

If the documents are available in digitized form, they do not always have to be emailed together in preparation for presbytery sessions and other meetings.

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 our systems in compliance with the law and completely audit-proof.

Receipts, accounts and similar documents no longer have to be sent by post between church districts and parishes. 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 release, but also automatically trigger further actions, such as e-mail notifications or document status changes.

In this way, all document processes can be mapped.

PaperOffice does not distinguish between the types of documents, regardless of whether you need help managing contracts, invoices, briefs and e-mail correspondence: thanks to the PaperOffice document management system, your previous processes in the Companies 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.

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.

Stack of paper in front of the computer
Paperless work through digital processes

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.

It's not just religious or social structures when we talk about churches and communities. In many areas they are “the” social life itself. This includes people, often in voluntary work, who take care of other people in difficult circumstances, for example. There are also various tasks, which are divided into pastoral duties on the one hand and administrative activities on the other.

There is a great church tradition in Germany, just as caring for the community ensures the cohesion of the inhabitants of villages, but also in the cities. Especially today, in times of increasing isolation and anonymity, there are contact points for a wide variety of concerns in churches and communities. Of course, the very practical side of a church must not be forgotten.

Registry office, population register, passport office, schools, kindergartens, public transport, fire brigade, development areas, road construction office, waste water disposal and provision of fresh water and sometimes also the supply of electrical energy.

These are the compulsory tasks. But there is also freestyle in every community. These are, for example, sports fields, children's playgrounds, museums, senior citizens' clubs and youth centers. The churches carry out baptisms, accompany people on their last journey and are also the location for the big wedding in white, which is enjoying great popularity again. This is by far not everything.

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.

In many of the political and church communities, document management software such as PaperOffice DMS can provide valuable support in completing tasks. This relates to the superordinate structures as well as to the clubs, authorities and companies involved.

First of all, PaperOffice DMS is the practical solution for bringing analogue archives, whether that of the local fire brigade association or the church archive with baptisms, weddings and funerals, into the digital age. PaperOffice DMS is structured in such a way that all guidelines of the GDPR, the General Data Protection Regulation, are observed.

PaperOffice DMS creates clear benefits for communities, churches and municipalities

Thanks to its excellent database technology and easy-to-learn operation, PaperOffice DMS can be used wherever data such as documents or photos are not just about to be saved, but also to be arranged chronologically, for example, and to be used with various filters in order to Create forms or statistics automatically.

Responsible for this is the artificial intelligence (AI) integrated in PaperOffice DMS with the pretty name PIA. It creates a wide variety of templates from the existing database and fills them with previously defined master data. These can be membership cards, letters of congratulations on a milestone birthday, or data masks for ongoing or key date inventories at municipal utilities.

The OCR software integrated in PaperOffice DMS distinguishes between a logo and normal text. Invoices or receipts can be found quickly at any time, for example when researching, using an OCR search, thus ensuring the greatest possible transparency and legal certainty.

The archiving can also be carried out in such a way that all subsequent documents from a sender are recognized and automatically assigned.

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 communities and municipalities. 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

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 thus become the organizational linchpin in every company in trade and production and this almost at the speed of light.

Churches, communities and municipalities benefit from digital document management

With PaperOffice DMS, however, there are far more possibilities for communities. For example, inventory management including a permanent or a key date inventory. The basis for PaperOffice DMS are linked user accounts in the network. The data storage of these user accounts is combined in the central database. The documents can be controlled via an AI with different algorithms, which can be used to trigger automated processes.

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 as adaptable as there are tasks in parishes & churches. Projects can be processed jointly from different locations using the workflow function. The documents currently being processed are not blocked for others, but are saved in the respective version with a time stamp.

Ultimately, the last saved version including all changes is always available.

FAQs

To conclude, we will answer a few commonly asked questions on the topic. "Digitization in communities, churches and municipalities":

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.

Conclusion

PaperOffice DMS supports communities, churches and municipalities and offers appropriate 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

Digitization in pharmacies - Digital healthcare thanks to the integration of PaperOffice DMS

“PaperOffice is one of the best document management systems that we know. Thanks to the different price options, everyone in the company can afford digitization.”

Henrique Santos
Managing director of the pharmacy in Portugal