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Automation of business processes in the construction industry


PaperOffice DMS for construction companies enables a smooth flow of information between departments thanks to the digitization and automation of business processes.

Pro tip

Written documents, contracts, drafts, research, delivery notes and much more are replaced by electronic documents thanks to digitization and thus optimize 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 construction industry

Construction companies, corporations, property developers, project managers, engineers and project developers benefit significantly from the use of suitable data management.

Construction companies generate important documents on a daily basis: construction logs, photo documentation, receipts, invoices, drawings, delivery notes, briefs and much more.

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.

The best solution is to use well thought-out document management software such as PaperOffice DMS.

In the construction industry, there are often project-based processes. In each of these projects, there is a large amount of different information, including files and documents, which can be managed centrally by a suitable DMS such as PaperOffice.

Helmet is on site
DMS solution for digitization in construction

PaperOffice DMS as a solution for the construction industry enables you to carry out a live keyword search through your projects, customer data and documents. Thanks to the integration of PaperOffice DMS in the construction company, you can score points over the competition with the automation of your processes through digital workflows, or automatic filing of all project-related documents, rule management, addition of tasks.

How do I go paperless in the construction industry?

PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents such as contracts, invoices, orders, delivery notes 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 issuing approvals using workflows and reliable e-mail notifications, employees can efficiently complete the assigned tasks and authorized persons can easily approve them or deny release.

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.

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.

In addition to a whole range of other advantages, PaperOffice DMS is the ideal tool for controlling the various construction phases.

Each document, from the invoice to a pack of screws from the hardware store to the various construction plans, can be saved in the correct chronological order and called up as required.

The versioning is important here. For example, the original construction plan, the later modified construction plan, etc. PaperOffice DMS also allows the storage of handwritten entries and photographs of the construction status. With PaperOffice DMS, a complete documentation of all processes and incidents during construction is possible. From the groundbreaking ceremony to handing over the keys. And all this with minimal effort.

Document management software such as PaperOffice DMS is best suited for these tasks. Because it is a document management software that can do much more than just manage documents.

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

Because no matter 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.

Notebook in the Spediton warehouse with PaperOffice DMS
Traceability of important relationships thanks to digital folders and document folders

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.

Content

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

The "rod law" was one of the first laws in the construction industry, and countless more were to follow to this day. Rod law was actually a 5 m long rod, which in the Middle Ages was used to guarantee alleys and streets a minimum width of around 5 m by allowing a man to walk through the streets with this rod held across. Wherever it got too narrow, the building that protruded too far into the street had to be demolished. That had less to do with the traffic at the time and more to do with the risk of fire. This was to prevent burning houses on one side of the street from spreading to the other side.

Today, federal and state building law alone comprises around 1,600 paragraphs. In addition, there are the standards and specifications of the professional associations for the material properties, the type of use, how the materials are to be installed and even with the trade regulations, who is allowed to build and install what. There are probably only a few countries on earth that have a similarly complex construction system.

For contractors, both civil and structural, this means consulting the relevant specifications for each job and it means conducting a more or less extensive paperwork each time. It is not uncommon for builders to go one step further and request changes that were not foreseen in the original construction plan. There is sometimes a handwritten note in the plan of what needs to be changed and how. This can lead to a chain reaction that affects all trades and even upsets material planning.

How do I keep track of paper chaos?

Of course, thanks to the use of PaperOffice DMS.

Because PaperOffice archives all documents generated in the construction industry and all relevant information in compliance with the law and in an audit-proof manner.

PaperOffice DMS, in connection with a NAS (Network Attached Storage), enables the construction of a very secure intranet for internal communication and data transmission. This creates double security against attacks from outside. First the firewall of the operating system and second the encryption of PaperOffice DMS. At the same time, a separate cloud is set up via the NAS, independent of third-party providers.

The extensive workflow function from PaperOffice DMS makes internal communication much easier. The term internal also includes branches or foreign locations. In the case of project-related work, for example, the current status is always displayed and at the same time the history.

Of course, a team-related and private calendar is also included, in which deadlines and time-related events are entered.

The document recognition equipped with an AI automatically arranges all documents to be saved in the correct folder and creates both a keyword index and a change history. The internal search engine of PaperOffice DMS finds every document in fractions of a second.

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-relevant 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.

Woman checks the plan on the construction site
Analogue documents are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software.

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.

Companies in the construction industry 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 you need, for example:

  • Storage of documents in all digital formats according to the principles of the GDPR/li>
  • 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

Group of people talking about the construction plan at the construction site
Work more efficiently thanks to secure document management and workflow solutions

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 accelerates communication in trade and production with suppliers and customers.

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.

Companies from the construction industry benefit from digital document management

With PaperOffice DMS, however, there are far more possibilities for construction companies. 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 has clever menu navigation that is logically structured and allows intuitive operation in many areas. Video tutorials available free of charge on the Internet provide additional support and, of course, training courses can also be held directly at the customer's company headquarters if desired.

In addition to the documentation of the construction phases, PaperOffice DMS is equally suitable for supporting logistical tasks for material procurement. Thanks to the possibilities of setting up databases in PaperOffice DMS, material purchase and material consumption can be monitored and assigned warning levels. The internal AI can be used to create templates that react automatically if there are bottlenecks or shortages, for example if repeat orders are placed, although the existing quantity should actually be sufficient. The workflow function can be used for this purpose, with which the responsible employees of the company can compare the execution of their tasks.

PaperOffice DMS can accelerate a construction project, prevent wrong decisions and reduce costs. Perhaps the companies that built BER and are still building Stuttgart21 simply lacked the right software, PaperOffice DMS.

FAQs

Finally, we answer a few more frequently asked questions on the subject "Digitization in the construction industry and construction":

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 the construction industry 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.

Thats what our customers say

Case study

Automated processing of invoices

15 reasons why you should use document management with your scanner

Digital invoice processing
in combination with the document management system (DMS)
contributes significantly to the efficiency and success of your company and towards a paperless office. The need for digital invoice processing is now an important aspect for everyone.