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Efficient document management - Maximize your productivity and minimize paper consumption!


Professional tip

Find out how a digital document management system (DMS) can help you to optimize document management in your company and make it more efficient by electronically capturing, storing and managing documents.
The innovative document management system PaperOffice will help you find out exactly how.

Starting position

In today's digital world, it is imperative that organizations effectively manage their documents to save time, reduce costs and improve collaboration. Effective document management can greatly improve the organization and structure of data, helping you focus on what matters.

In this article we will show you how you can set up a successful document management system in your company.

Why is effective document management important?

Effective document management is important to maintain order and structure in an organization. Without good document management, documents can be lost or inaccessible, which can lead to delays and errors in business processes.

Effective document management is also necessary to ensure compliance with data protection and compliance regulations. Proper document management can also improve employee productivity and efficiency by allowing faster and easier access to the documents they need.

Analysis of your documents

Before you can implement effective document management, you must take stock of your current documents. Check what types of documents exist in your company, where they are stored and who can access them. It is important to create a list of documents to be managed to get a better understanding of the structure and scope of your document vault.

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

Basics of document management

The basics of document management include capturing, storing, organizing, managing and archiving documents to ensure they can be found and used quickly and easily.

Careful organization and management of documents makes work easier and saves time and money in the company. It is also important to ensure data protection and data security in order to protect confidential information from unauthorized access.

In order to successfully implement the basics of document management, it is important to select a suitable document management software that meets the needs of the company.

Selection of document management software

When choosing a suitable document management software, one should consider several factors. The most important ones include the needs of the business, scalability, ease of use and security of the data. It is also important that the software is flexible enough to adapt to the changing needs of the business and allow for seamless integration with other tools and systems.

PaperOffice is a comprehensive document management system that helps you organize, store and share documents. It has a variety of features such as the ability to scan documents and convert them into a digital form, archive and retrieve documents, and improve collaboration between users by creating tasks and workflows.

Notebook with PaperOffice stands on a tidy table
Digitization has a positive impact on the environment and many other benefits

Digital document management:

The solution for your company

Effective document management is essential in the digital office in order to keep track of the growing amount of digital documents.

Suitable document management software (DMS) such as PaperOffice can be of great help here by it simplifies and automates the management and organization of documents.

In order to successfully organize document management in the digital office, the requirements and needs of the company with regard to the DMS functions should first be precisely determined. It is also important to choose a DMS solution that can be seamlessly integrated with the existing IT infrastructure to ensure smooth implementation and use.

How can PaperOffice support your company?

PaperOffice is a document management software that offers a variety of functions to manage your documents electronically. With PaperOffice you can scan, index and upload documents to a secure electronic database from which you can easily search and retrieve them. The software also provides features for automatically classifying and organizing documents, as well as collaborating and sharing documents within a team.

PaperOffice also offers the possibility to convert your paper documents into searchable digital documents using OCR technology. In addition, you can use PaperOffice to automate business processes and define workflow rules to simplify and speed up the handling of documents.

In summary, PaperOffice can help you streamline and automate your document management, which can ultimately save time and money. If you have further questions or have specific requirements, I recommend that you contact PaperOffice directly for more information and individual advice.

Summary

Challenge of archiving and managing a large amount of documents, be it in the form of paper documents or electronic files. Digital document management is essential to accomplish this task effectively and efficiently.

PaperOffice's document management system can automate processes and use OCR technology to save time and costs normally associated with managing documents manually. By integrating workflow rules, digital document management can also make teamwork easier.

Overall, the PaperOffice DMS helps companies work more efficiently and productively, while reducing costs and the environmental impact of paper consumption.

FAQs

To conclude, we will answer a few commonly asked questions on the topic. "Document management for companies":

For whom is a paperless office suitable?

The quick and easy answer to the question is: for every company. All business sectors and sizes benefit from a paperless office, from SMEs and start-ups to large companies. However, the conversion is particularly valuable for small and medium-sized companies: The reduction in processing effort and costs frees up the budget required for further growth boosters.

Can I use my paperless office in company use a cloud-based DMS provider?

No. Another factor that has been on everyone’s lips since the GDPR came into force in 2018 at the latest is data protection. DMS solutions and DMS software are used to process, manage and store documents that often contain sensitive, personal data. In the event of violations of the GDPR, the legislator provides for high fines.

Conclusion

By implementing PaperOffice DMS, you can improve your document management in the company by digitizing all documents and storing them in a central database. This significantly simplifies and speeds up the search for documents.

You can also save time and resources through the automatic classification and indexing of documents. Revision security is also guaranteed by archiving and the automatic creation of logs.

With PaperOffice DMS you always have access to all important information and can work more efficiently.

PaperOffice solves every problem: Guaranteed.

Case study

The digital path of patriarchy with PaperOffice DMS

"We are delighted after a year and a half of work and yet we have not yet fully exploited this fantastic masterpiece."

Pedro Silva
Administrative Assistant of the Patriarchate of Lisbon