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Automation of business processes in industry and trade


PaperOffice DMS for manufacturing and trade enables a smooth flow of information between production and administration 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.

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

Digitization in industry and commerce

As a company in manufacturing or production as well as trading, you have a lot of important documents to manage:

Invoices, contracts, orders, delivery notes and much more. Therefore, companies in this industry are the ones who benefit significantly from the use of suitable document management software.

This is how important documents are generated every day in industry and trade. These must all be assigned to the correct department, customer, object, delivery.

All of these documents must be digitized if they arrive in paper form, require structured filing, task and workflow assignment, and must 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 the information and documents about all productions, objects, customers, etc. clearly in one place, namely your database.

Factory worker switches something
Industrial companies benefit from digital document management

It is very important that important deadlines are met and legal measures are taken to store documents. In order to solve many existing administrative problems in production and trade, the PaperOffice document management system should be implemented.

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

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 approvals using workflows and reliable email notifications, employees can complete the assigned tasks efficiently and authorized persons can easily approve or deny approval.

Digitization is the be-all and end-all in industry

With PaperOffice DMS, documents can be digitized in industry and trade and archived centrally in such a way that access can be made from any computer without having to go to the archive or first researching which/ r colleague who is currently processing the documents or folders.

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 extensive workflow function of 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.

Actually, most operations, processes and communicative actions in industry and commerce could take place at the speed of light, corresponding to the digital age of the 21st century.

If there weren't always intermediate stations in which printed paper slows down the pace of action to walking pace. This has costs, not to mention the environmental and sustainability impacts. Using appropriate document management software such as PaperOffice DMS, numerous processes in industrial and commercial companies can not only be accelerated, but also made more secure, for example in relation to industrial espionage or attempts at blackmail using ransomware.

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 distinguish 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, 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.

Shopping cart is on the table
PaperOffice archives all documents generated in the industry and all relevant information in compliance with the law and in an audit-proof manner

PaperOffice archives all documents generated in industry and commerce 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 of 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.

Financial advisors talk
Simple overview and quick search thanks to digitization in the financial sector

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 municipal services in the future

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.

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 from industry and trade 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 manufacturing industry needs, 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

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

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 manufacturing industry and trade 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 invoices, are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software. All existing data 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.

Experience how you can connect the flow of information between production and administration by digitizing and automating document and business processes.

With PaperOffice you accelerate your production processes as well as all cross-departmental workflows. In times of ever stricter product liability laws, you can also increase the legal certainty of your company with the solution for document management and workflow automation.

FAQs

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

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 industry and trade 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.

Thats what our customers say

Case study

Digital change in the grating industry - successful document management

“In the grating industry, the topic of digitization is becoming more and more noticeable. This applies, for example, to our delivery notes, 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.”

Mr. Stephan Reichel
Managing Director of K60 Gitterrostsysteme GmbH & Co.KG