Digitization and document management
When talking about document management systems, one must not forget: the higher the degree of digitization of the information that is part of the processes, the higher the degree of control and automation that could be achieved.
In the first step, it is determined which documents belong to the processes, how these documents can be integrated into the document management system and which information should be extracted and saved together with the documents in the database.
Once the information is included, its life cycle is defined, how it interacts with other processes and how it can be integrated.
Most likely, there will also be information coming from different sources and in different formats. Some of it in digital form, stored in files or databases and some in the form of printed documents.
When the information comes from other databases or is in XML format, querying and extracting it is easy, but. What happens to digital documents in pdf, doc, etc. format? It will be a bit more complex, but its content can be accessed in different ways, for example with certain programs, accessing the file directly or sending it to print and extracting the information through the print spool (queue).
It's a bit more complicated when the document comes in paper form, such as a delivery note or an invoice. But when the solution includes a sophisticated Optical Character Recognition (OCR) program, an important step has already been taken.
Scanner and Document Management System
With a scanner or other digitization device, the document is not only converted into an image, but its contents can also be "read out" electronically.
If the system can now be used to recognize and define which document information is separately in the The information in the document management system is complete.
Analogue documents are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software.
The digitization of information via OCR makes it easier to integrate a wide variety of documentation into the management of processes and workflows.
How you can benefit from the PaperOffice document management system
PaperOffice's document management system is like an all-round talent, because in addition to general document archiving, many other functions relating to documents and the associated information are integrated, such as some of them:
- Access your information anytime, anywhere
All data is stored securely with you and not in a cloud.
Stay independent by managing all your data yourself instead of in a third-party cloud with follow-up costs.
PaperOffice supports all devices such as local PC, QNAP NAS, Synology NAS, Windows or Linux servers and web services such as AWS or Azure.
You get all the advantages of a cloud but by using your own database server. You can access your PaperOffice database encrypted and securely from any other PC in the world.
Find out more.
- Search and find documents
PaperOffice simply indexes everything, whether it's scanned documents or files. The text content is securely stored in the database without your intervention. So you can easily search for any word snippet, amount and keyword within seconds and find matching entries.
Quick and advanced search
Learn more about integrated search.
- Fully automatable
Freely definable monitoring automatically stores all documents according to your specifications.
Automation and Monitoring
Not only entire directories can be monitored, but also e-mail accounts, Outlook folders and even web-based forms.
Learn more about automating the monitoring.
- Legally compliant and audit-proof archiving of documents
Every company is obliged to keep tax-relevant documents for the tax office.
The challenge is to archive the growing number of digital and paper documents as required by the GoBD: in the original format and unchangeable.
PaperOffice DMS makes it possible, learn how:
Legally compliant archiving
- Automate workflows
As already mentioned, it is essential for advanced document management to have all information in a digital and structured form in a database. This allows you to easily find the documents and set the rules on who can access, modify and delete/archive your information in one central website.
One of the pillars of the PaperOffice document management solution is the extensive workflow engine. This allows you to specify each step of a business process with its associated activities and dependencies, as well as the departments and roles involved. But you can also define automatic notifications that are activated depending on activities and events that occur throughout the process.
All this not only reduces the time spent managing tasks, but also minimizes the likelihood of forgetfulness and errors in the process.
PaperOffice helps you to automate all of your work processes, maps entire work processes digitally, so you always stay informed.
You always have an overview of tasks and processes through workflows that support you in automating your daily work.
Set the desired workflow with a due date, link it to possible decisions and tasks, and from activation, PaperOffice takes care of everything else until completion.
This makes it easy for you to comply with company policies and legal requirements.
Learn more about workflow automation:
And many more features.
Working with and managing documents can be easy, safe and efficient at the same time.