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Manage your documents securely and efficiently with PaperOffice and QNAP NAS


Your QNAP NAS and by QNAP certified PaperOffice DMS (Document Management System) are powerful tools that can help increase the efficiency of your organization.

Professional tip

QNAP NAS offers reliable data storage and quick and easy data recovery, while a DMS improves organization, search capabilities and access to documents.

Use both systems to enable more efficient ways of working by simplifying the storage and management of data, increasing employee productivity and reducing costs.

Systems for document management, also called DMS, support your organization in the electronic and structured organization of business documents. A DMS is therefore an important step towards the office without paper.

In combination with your QNAP NAS, you form the ideal duo to digitize analog storage and increase the efficiency of search and archiving processes increase.

The PaperOffice document management system is the only DMS system in the world officially approved by QNAP for your QNAP devices.

What is a NAS?

The Taiwanese company QNAP sells various network-attached storage devices (NAS devices) under the name "QNAP NAS". These devices allow both companies and private users to protect their data efficiently and to organize and use it individually.

A NAS is a file server with its own operating system that makes its storage space available over the network.

QNAP NAS offers the ideal conditions for all companies, but especially SMEs, for storing corporate data quickly and easily.

In the following article, we will show you how you can get the maximum out of your QNAP NAS for your company and how document management can work easily and without Docker.

Qnap NAS device stand next to a laptop
Deploying QNAP NAS devices is highly advisable for any company of any size and any industry for document management

Why use NAS instead of cloud?

There are several reasons why you should use a NAS (Network Attached Storage) solution instead of a cloud-based solution, here are a few examples:

  • 1. Control and security: A NAS is under the physical control of the company, which means that you as a company have full control over your own data and can ensure that data is safe and secure.
    In a cloud environment, however, your data is transferred to an external provider and is not subject to the same security standards as the company itself.

  • 2. Data protection: Companies must comply with the legal regulations when storing personal data via the General Data Protection Regulation (GDPR) of the European Union. Therefore, when choosing storage technologies and services, companies must ensure that they comply with data protection regulations.
    A NAS (Network Attached Storage) is a more appropriate choice than a cloud solution when it comes to GDPR compliance.
    Since it remains the property of the company, the data can be processed and protected directly by the company. A NAS also offers a high degree of flexibility as the data does not have to be stored in an external data center. In addition, companies can encrypt the data on the NAS to protect it from unauthorized access.
  • Cloud solution versus QNAP NAS solution
    Document management in the cloud is an obstacle to data security for many companies - QNAP NAS is the ideal solution for this

  • 3. Internet Connection: A NAS can be used independently of an Internet connection, making it ideal for businesses operating in rural areas or areas with unstable Internet connections.

  • 4. Cost: Cost is a key advantage that NAS offers over cloud storage. A NAS is cheaper to buy than a cloud service because you only have to pay for it once and it's all yours.
    In addition, the monthly costs for a NAS are much lower than for a cloud service. With a NAS, there are no monthly subscription fees to pay. Also, with a NAS, there are no additional bandwidth fees that a cloud service can incur.

  • 5. Flexibility: A NAS offers companies more flexibility in the choice of hardware and storage capacity. It also allows for storage expansion to meet the growing needs of the business.

A QNAP NAS in combination with PaperOffice DMS offers your company a simple and reliable solution for managing your documents.

PaperOffice DMS is easy-to-use software that enables businesses to organize, store, categorize and manage their documents so that they can be easily accessed anytime, anywhere.

By combining NAS and the effective management of PaperOffice DMS, you can increase your company's productivity by ensuring that documents are retrieved quickly and reliably can be. It also offers an additional protection for the data as it is stored on the NAS and not on local computers or external cloud.

How complex is the database installation and setup?

The database installation and setup on your QNAP NAS is not complicated at all and does not require an IT specialist.

Particularly because the operation of Docker containers is known to be an unstable and unreliable integration solution, PaperOffice has decided to provide a proven and reliable solution for data storage through the direct, native use of MariaDB.

In contrast to the Docker installation, the setup with the help of PaperOffice YouTube Videos is done within a few minutes even for the layman.

Tip

There is a video on YouTube on the subject of "QNAP NAS QTS 5 PaperOffice DMS Database Installation & Setup & Configuration MariaDB 10". explains this process easily and understandably:

What are the advantages of not using Docker containers?

Doing without Docker containers when operating a document management system (DMS) on a NAS (Network Attached Storage) has a number of advantages:

  • 1. Easier to maintain and update: Without Docker Container, there is no need to worry about DMS and container compatibility, which can simplify maintenance and update.

  • 2. Higher performance: Since the DMS runs directly on the NAS, it can fully utilize the resources of the NAS and thus achieve higher performance compared to a container environment.

  • 3. No additional resource load: Since no Docker containers are used, there is no additional resource load on the NAS, which has a positive effect on overall performance.

How do you get your data on the QNAP NAS?

There are several ways to transfer data to the PaperOffice document management system (DMS) running on a QNAP NAS (Network Attached Storage). Here are some examples:

Scan documents

The process is simple: if the data is not yet available in digital form, paper documents must first be scanned or photographed.

Männliche Hand scannt ein Papierdokument ein zusammen mit Synology DMS
Ihr Scanner zusammen mit PaperOffice DMS sind die besten Partner um Ihr Unternehmen papierlos zu gestalten

With your scanner or other digitizing device, the document is not only converted into an image, but its contents can also be "read" electronically. The scanner function integrated in PaperOffice DMS connects to your scanner and thus transfers the digital medium to the document management software.

We already wrote another article about how best to integrate your scanner in order to digitize the documents.

Digital document storage

Data in digital form, such as e-mails or digital files, can be easily dragged and dropped into the PaperOffice interface. If you want to archive several documents without manual effort, the folder monitoring integrated in PaperOffice is suitable for this. This enables smooth archiving in the background.

Existing Data

PaperOffice's document management system also makes it easy for users to move the digital data that was previously on the hard drives of laptops or desktop PCs to a shared data storage device, the QNAP NAS.

All existing data can be imported into the document management system with just one click.

Added value and benefits of QNAP NAS together with PaperOffice DMS

The use of a QNAP NAS (Network Attached Storage) in combination with the document management system (DMS) PaperOffice offers a number of advantages, some of which are:

  • 1. Centralized data management: The DMS makes it possible to store and organize all documents and files in one central location, which facilitates collaboration and access to the data, since every employee can access the files they need without having to copy them to a USB stick.
    This saves time and prevents errors that can arise from manual transmission.

  • 2. Enhanced security: The NAS offers additional security features such as encryption and redundancy to protect the data from loss or unauthorized access. As well as high data security through various backup options.
    Automatic backups can be created to restore important files in the event of a failure or accidental deletion. There is also the option to encrypt data to ensure sensitive data is protected from unauthorized access.

  • 3. Increased access speed: The NAS enables data to be accessed and edited faster, which increases productivity.

  • 4. Easy maintenance and upgrade: The DMS and NAS are independent and can be maintained and upgraded independently, making maintenance easier.

  • 5. Increased flexibility: The combination of QNAP NAS and PaperOffice DMS offers a variety of configuration and customization options to meet the needs of the company.

  • 6. In addition, the easy expandability of the storage space would also be one of the advantages. As businesses often grow and require more storage space, a QNAP NAS can be easily expanded to meet growing demands. Compared to other storage solutions, such as external hard drives or cloud solutions, this is more cost-effective and easier to implement.

  • 7. Support for mobile access and remote work: By using QNAP NAS and PaperOffice DMS, one can access and edit the data from anywhere, which expands the possibilities of remote work and mobile collaboration.

  • 8. Increased efficiency: Using PaperOffice DMS and QNAP NAS makes it possible to find data faster, organize and automate processes, which increases efficiency.

  • 9. Another advantage of QNAP NAS together with the document management system is the extensive user management, including the ability to create and manage multiple user accounts.
    This means that companies can set different access rights for different employees or departments. For example, an accounting employee may have access to financial documents, while a marketing employee only has access to marketing documents.

A DMS enables companies to store and manage their documents and files centrally. It makes searching and collaborating easier as employees can access the files they need from anywhere. It also offers the ability to automate document workflows to save time and resources.

A document management system (DMS) in connection with a QNAP NAS (Network Attached Storage) offers companies a powerful and reliable solution for document management and storage in companies as well as access to your documents and files.

FAQs

To conclude, we will answer a few commonly asked questions on the topic. "QNAP Document Management DMS for NAS":

Who is a paperless office suitable for?

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 a cloud-based DMS provider for my paperless office?

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

  • Benefits justify the effort and costs

    Working digitally and bringing old documents into the new age will be the best key investment to save an incredible amount of time, money and nerves in the future.

  • You need someone who knows

    You don't need your own IT specialist to take advantage of all the advantages of digitization.
    What you need is the right partner at your side who, thanks to his experience, can implement exactly what you need. Avoid scaremongering and choose test positions instead of fancy PowerPoint presentations without having really tested it.

  • The hardware is usually already available

    Experience has shown that almost every operation, company and company has a large copier that does not use its potential. These devices love mass scans, are tolerant of paperclips and can be the basis for a digital start without a scanner investment.

  • Cheaper than expected with the right DMS

    Avoid cost traps with DMS / ECM systems where you are mercilessly at the mercy of the manufacturers. Do not make any compromises when it comes to your own administration options, such as teaching documents and making settings yourself. If you need help, the manufacturer will be happy to help you, but remain independent.

  • Digital automation is the future

    Procedures will be completely identical in the future, but fully automated.
    Invoice coming in? The workflow is triggered and everything goes its defined way.
    Search through all 1000 folders? No problem, because you have your own Google!

PaperOffice solves every problem: Guaranteed.

Case study

Digitization in pharmacies - Digital healthcare thanks to the integration of PaperOffice DMS

“PaperOffice is one of the best document management systems that we know. Thanks to the different price options, everyone in the company can afford digitization.”

Henrique Santos
Managing director of the pharmacy in Portugal