Why ViaCreative chose PaperOffice DMS
Mr. Lars-R. Due to the existing challenges, Ludewig was looking for a document management system that would enable secure and adaptable data storage as well as the easy integration of all workplaces in the house with uncomplicated software.
At the same time, the software should be characterized by a good cost-benefit ratio. In addition to PaperOffice DMS, Mr. Ludewig tested four other software products from other system houses and initially examined various software offers in relation to document management.
The fact that PaperOffice was ultimately used as document management at Via Creative was decided for the following reasons:
1. Data storage and availability. Central and easy access to all relevant documents and the possibility of multiple parties collaborating on the same document.
An internal, central storage that can be accessed by all employees. The data should not be stored in a third-party cloud or on a single-user computer.
A central storage that can be accessed by all employees with appropriate user rights.
Mr. Lars-R. Ludewig realized early on that there was no way around digitization in his practice.
"Having to manually search through and find folders, invoices, delivery notes, contract statuses and other important papers, which is very time-consuming, is very precise Search function in PaperOffice finally a thing of the past..."
2.Value for money. The software should have a good price-performance ratio.
In this way, ViaCreative was able to avoid an excessive capital commitment and still has a correspondingly large budget for the necessary material and technology purchases, which are very expensive, especially in dental technology.
PaperOffice archives all documents generated in your practice and all relevant information in compliance with the law and in an audit-proof manner
3. Easy to handle. The software should require as little training as possible and at the same time be prepared for the future.
This way external consultants can be avoided. Of course, PaperOffice DMS also offers individual training for the modules, if desired.
According to the experiences of the ViaCreative employees, however, PaperOffice is largely self-explanatory.
No external and expensive "consultants" on site and no one has to travel anywhere for training. Everyone can define the time frame for learning the menu navigation themselves as required and in terms of the future, PaperOffice DMS is well positioned thanks to its modular structure.
"PaperOffice not only impressed us with its graphics, among other things because it has very good video tutorials for individual topics. That way we were able to train ourselves independently and when needed.”
4. Retrievability and time savings. A simpler way was sought to digitize analog documents and to easily find them again when needed.
Thanks to the integrated AI function, each document can be taught, all desired content can be extracted in a targeted manner and stored with keywords in a fully automated manner.
Thanks to regular expressions (REGEX), document content can be automatically read and stored as document information.
"To get chronological results super fast for the annual financial statements and inventories to determine the cheapest purchase price for each individual item. What used to take days can now be done in hours!”
Top list of main problems solved by PaperOffice DMS
- Constant searching and browsing for specific documents
- No more staplers and stacks of paper
- No more physical archive
- Reduction of labor and storage costs
- No more moves to new binders and archives every January
- Redundant triple data backup
Mr. Lars-R. Ludewig explains:
"Anyone who gets involved with the whole subject of DMS will be amply rewarded with a lot of time savings. Enthusiasm, leaning back and knowing everything is safe and easy for everyone.
The top programmers implement requests brilliantly and sometimes at record speed and implement them via updates. I recommend automatically and enthusiastically."
Analogue documents are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software.
Top list of main features that make PaperOffice DMS better than all others
- Quick adaptation to individual customer requirements through updates
- Direct contact to the developers
- Lightweight NAS integrity for data storage on your own on-site server. It is up to the user to decide on the scope of the implementation
- Search for keywords, specific parts, words, etc. to quickly get relevant data presented
Mr. Lars-R. Ludewig emphasizes:
"In many folders, without an ERP system, for complex accounting or for inventories with price determinations of certain articles or order numbers for one certain time with total amount determination, you never want to do without PaperOffice again."
How was PaperOffice DMS integrated?
Mr. Ludewig was also enthusiastic about the commitment of the PaperOffice DMS team in implementing the adjustments to the requirements for the administration of ViaCreative.
He and his team were just as satisfied with the graphical interface of PaperOffice DMS. This proves that the development of PaperOffice takes into account the normal perception of people, which gives priority to pictures and colors, without appearing playful. This applies equally to the tutorials and videos created by PaperOffice for certain segments of the document management software.
"Having to manually search through and find folders, invoices, delivery notes, contract statuses and other important papers, which is very time-consuming, is very precise Search function in PaperOffice is finally a thing of the past..."
In the course of the changeover, ViaCreative's analogue archive was and is gradually being scanned and read directly via the OCR software integrated in PaperOffice DMS. Thanks to the use of regular expressions, which are generated by PaperOffice employees, all incoming analogue documents can be read out easily and in a customer-specific manner.
Mr. Lars-R. At the beginning of the introduction, Ludewig recommends:
"Slow approach, experiment first, no hard transition to the deadline, find out which folder structure suits us. Establishment of the basic structure, first filing, elaboration of categories according to what is filed and marked, all in peace to arrive together in the team."
Digitization has a positive impact on the environment and many other benefits