Autore: PaperOffice

Good by experience – PaperOffice document management system

Too good to be just a DMS?

Here is a heavyweight with a very good cost-efficiency ratio against middleweights, which often bring excessive fee requirements.

Document archives have been around for ages, at least by human standards. Sumerian merchants recorded their business transactions and archived them in cuneiform on clay tablets more than 5,000 years ago. In terms of durability and format unbeaten to this day. The cuneiform script was used for 2000 years. The producers of modern data media still have to work hard on the technology to catch up with this.

But today, everything can be saved, which greatly increases the complexity of the storage process, not to mention the amount of data. But the archiving alone is not enough. Also, the pure knowledge that all processes can be called up as needed, is no longer sufficient. Nowadays, recognizing and using the contexts is the capital of archiving, of information management.

Document management is simply not enough

The difference between information management and document management can already be explained using the words “information” and “document”. A document has a formal, standardized frame. This was an important factor in maintaining order in the pre-digital era of records management. Information is everything. A really good archive contains everything, because only in this way can certain processes be understood, and the information that comes along with the quasi-official documentation often hold more important content than the folders with the formal processes.

When Daniel Schönland developed his first PaperOffice in 2002, it was a decent document management software, a DMS. Within the next 17 years to this day many more features have been added, for instance. Therefore, the question may be asked whether PaperOffice can be classified as a document management tool or rather as an Enterprise Content Management (ECM) tool. Given what document management software should and what PaperOffice can do, the software must undoubtedly be classified in the higher-rated ECM.

ECM – Part of Information Management

While a DMS concentrates on the bundling and classification of documents, also their archiving as a dynamic filing system, as well as the task of converting and also archiving scanned documents; the scope of ECM is much wider.

First, the main components of ECM include:

Recording
Administration
Storage
Preservation
Output

As far as the DMS are in agreement, the differences become clear in the subcomponents of the ECM:

Document management
Cooperation with supporting systems
Intranet and Internet management
Records Management
Workflow or transaction processing

Just a quick glance at the possibilities that PaperOffice offers to its users shows that this is not a simple software, but a mature ECM. No wonder PaperOffice is regularly the price-performance winner in the journals within the DMS category. Here is a heavyweight with a very good cost-efficiency ratio against middleweights, which often bring excessive fee requirements, as a result.

Information management as needed

PaperOffice is convincing in every aspect; in the acquisition of analogue or electrical information; in machine-generated information, such as the capture of EDI or XML documents; as well as in the storage of virtually every digital format, including image, video, and sound.

The recognition of bar or QR codes, the processing of forms and preprinted printing as well as the processing of E-forms are performed by PaperOffice via PIA; an AI that arranges the correct assignment of incoming documents by comparison with already stored information, and from these, as desired, create new content. The possibilities of PaperOffice are far from exhausted.

Conclusion: PaperOffice is pure Enterprise Content Management.

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8 Agosto 2019
Synology NAS and document management system PaperOffice – Network Security

What is a NAS?

A NAS (Network Attached Storage) is a data storage for networks. Like the devices of Synology, the world leader in this field. Together with PaperOffice, the well-known document management system, it forms a functional and very secure entity for a company’s intranet.

There are various providers of storage space in the cloud on the Internet. This benefit, has advantages, but also disadvantages. The biggest disadvantage is undoubtedly the transfer of data into third, in foreign hands. Even if it is promised that the deposited documents are absolutely safe, no company in the world can guarantee this 100%. Not only hackers can compromise data security, depending on the location of the cloud provider, the respective state laws can allow the relevant authorities and companies to completely legalize the content. An unfortunately bad example here is the USA. For example, the renowned computer magazine “c’t” already warned US clouds in April 2017, as their data protection among experts is rated as very low. But even in the EU or in Germany at any time data leaks are possible, either from sloppiness at the operator of the cloud or be it from secret powers of European intelligence.

The reasonable solution for companies is therefore the establishment of an intranet with a common server for all integrated terminals. The NAS forms the heart of the hardware, the central data storage. At the same time, PaperOffice Team is the figurative mind of the company intranet.

The operation of NAS and PaperOffice

The central focus of a data management system such as PaperOffice are logically structured databases whose structure allows maximum security but also lightning fast access.

PaperOffice makes it easy for its users to migrate data previously stored on hard drives of laptops or desktops to a shared data store, the NAS. So all documents of a company are always available and not only if the colleague in question is currently running his computer and allows data access. Of course, hierarchical levels are also possible on the NAS, ie the establishment of different, password-protected access levels.

Databases are used for communication between the computers connected to the network and the NAS. On the side of the terminals, these are mySQL databases, in which all information is stored that will later move to the NAS. This can be data from the hard disk as well as scanned documents to digitize analog formats as well. If a NAS-based intranet is already set up, the paperless office should also be realized. It’s easy with PaperOffice.

From the mySQL database, the information stored here is transferred to the database on the NAS. This is the database management system MariaDB 10, which is used by PaperOffice as well as Synology.

Safety first

As soon as you save the data in the mySQL database, they are encrypted using an AES 1024-bit key. This extremely secure encryption was originally used for military purposes. A second level of security refers to Windows operating systems. Usually, a data directory is created under these operating systems when saving. For example, this allows espionage software to gain insight into what has been stored. Quite a table of contents for thieves. Windows cannot create a data directory under PaperOffice and Synology NAS.

Once all the data in MariaDB 10 has arrived on the NAS server, PaperOffice manages it according to the wishes of the user. Safe and with access speeds that are literally lightning fast.

PaperOffice is available in 4 languages, such as English, German, Spanish and Russian. Also offers a 14-day free trial period https://www.paperoffice.com/?POPID=827799520

28 Marzo 2019
PaperOffice and Synology – such a great team!

PaperOffice and Synology – such a great team!

Network Attached Storage (NAS) is the English name for file storage connected to a network. If a company needs different people to access the same data, the NAS is the safest and fastest solution. From “PaperOffice Team” version it is possible to store all databases on NAS drives, such as Synology devices.

For the cloud, the data cloud, the Internet offers different providers, but all these solutions have a catch. The management of the sometimes sensitive documents must be put into the hands of others. Even if the respective administrators undoubtedly do a lot for the security of the data entrusted to them, they are confronted again and again with cases of data theft that has become publicly known. How big the dark figure is can only be guessed. The use of NAS eliminates such incidents, and the data stores have the added benefit of being available on the internal network. The eventual failure of the World Wide Web affects users of PaperOffice with NAS only peripherally.

How does PaperOffice work with NAS?

It all starts when a document is saved in PaperOffice. It does not matter whether it is a folder from a hard drive that was previously accessible under an operating system, or a freshly scanned document from an analog document that has been digitized.

First of all, the data, whatever the format, is recorded in a mySQL database. The term “mySQL” englobes the world’s most widely used database management system. It runs under different operating systems. During the storage process, the data is directly provided with an AES-1024bit encryption. No Windows file directory is created if it is a Microsoft operating system under which PaperOffice is running. The advantage of the missing Windows file directory is the additional security. Even if it creates espionage software on one of the computers within the network, it fails at the latest at the attempted access to PaperOffice, where the Windows file directory can reveal no secrets, since there is no directory for the documents stored in PaperOffice.

https://www.youtube.com/watch?v=cn4U5Jsluyo

This little foray into security had to be in order to illustrate the additional benefits PaperOffice and NAS have over Internet-based clouds.

The NAS intranet with PaperOffice

To connect a NAS from Synology to PaperOffice, two database systems are needed; a mySQL database, which is included in the installation package of “phpMyAdmin” and a “MariaDB 10” database, which belongs to the software package of the NAS.

Now a mySQL database has to be created, which allows access to the internal databases of PaperOffice. In the second step, the permissions for the database MariaDB 10 must be set up on the NAS.

PaperOffice helps new customers set up their databases with easy-to-understand video that allows even laypersons to use the world’s best data management system. If everything is set up, you can start with the secure data storage on the NAS server. Of course, the access can be set up with different hierarchies. Starting with the administrator with a master password up to various underlying levels. For example, the employees of a project group can be provided with the necessary data in a targeted manner. The members of this group can edit data and documents in this area and also add others. MariaDB 10’s convenient database environment allows data to be viewed by other users while it is being processed. PaperOffice and NAS of Synology, not only do a great team but also a strong one.

PaperOffice is available in 4 languages, such as English, German, Spanish and Russian.

Also offers a 14-day free trial period https://www.paperoffice.com/?POPID=827799520

28 Marzo 2019
Gestione documenti PaperOffice 2019 – L’ufficio senza carta diventa realtà

Addio al caos della carta e benvenuto nel tuo ufficio digitale: PaperOffice 2019 riordina le scrivanie e gli schedari. Funzionalità, sicurezza e operazioni intuitive rendono la nuova versione del sistema di gestione dei documenti e delle informazioni (DMS) un vero aiuto quotidiano.

PaperOffice 2019 stabilisce nuovi standard nella gestione dei documenti e apre nuove strade nell’ufficio elettronico. È una sorta di elfo personale per l’ufficio; un elfo domestico davvero intelligente. Compiti come la digitalizzazione di documenti cartacei, l’archiviazione di e-mail a prova di revisione, il riconoscimento del testo ad alte prestazioni o la ricerca di parole chiave, non sono un problema per PaperOffice 2019. Proprio per questo, il sistema è rivolto non solo agli amici di magici animali domestici, ma a tutti i capi e ai dipendenti che vogliono ottimizzare la gestione del tempo. Perché? Utilizzando PaperOffice si risparmiano in media circa 150 ore all’anno, che altrimenti andrebbero perse nella ricerca dei documenti di Office. Abbastanza tempo per imparare a padroneggiare qualsiasi lingua commerciale per poter proseguire gli studi – o per prendersela un po’ più comoda.

Il trucco

PaperOffice ti consente di registrare documenti in vari modi. I file elettronici esistenti sono integrati tramite il trascina e rilascia dal file di sistema, con il trasferimento in massa di singoli file o importando la struttura di cartelle Windows in PaperOffice. ScanConnect, il modulo scanner standard integrato, in pochi secondi esegue la scansione nel sistema dei documenti cartacei digitalizzati. Questi possono poi essere modificati, salvati, ottimizzati e forniti di note individuali.

A sua volta, il modulo OutlookConnect consente l’importazione rapida e intuitiva di e-mail senza software di terze parti. La memorizzazione di e-mail e dei loro allegati in cartelle condivise garantisce la più ampia panoramica possibile. L’archiviazione della posta elettronica a prova di controllo soddisfa tutti i requisiti del legislatore, dei regolamenti che governano l’uso della TI per la contabilità e altri documenti aziendali.

Nella vita pratica dell’ufficio, PaperOffice trae la digitalizzazione dalla semplice etichettatura. Una volta digitalizzati, tutti i documenti possono essere cercati utilizzando il motore di ricerca interno; questo sia per e-mail, PDF o un documento cartaceo digitalizzato. La ricerca di parole chiave in tempo reale fornisce tutte le cose principali in un batter d’occhio. Le impostazioni del filtro limitano i risultati di ricerca visualizzati per data, utente, tipo di documento o parole chiave.

Buono a sapersi: PaperOffice 2019 non è una soluzione cloud. Tutti i documenti sono archiviati localmente con crittografia militare AES fino a 1024 bit. In questo modo il controllo rimane sempre all’utente. Pertanto, PaperOffice soddisfa anche le esigenze degli imprenditori che non vogliono mettere il loro capitale aziendale più importante – cioè le loro informazioni – nelle mani di terzi.

PaperOffice è disponibile in 4 lingue: inglese, tedesco, spagnolo e russo. Offre anche un periodo di prova gratuito di 14 giorni, informati ora PaperOffice

13 Marzo 2019
PaperOffice 2019 – The paperless office becomes reality

Goodbye to paper chaos and welcome to your digital office: PaperOffice 2019 tidies up desks and filing cabinets. Functionality, security and intuitive operation make the new version of the document and information management system (DMS) a real everyday help.

New standards

PaperOffice 2019 sets new standards in document management and enables new ways into the electronic office, is thus something of the personal house elf for the office; a really clever house elf. Tasks like digitization of paper documents, revision-proof e-mail archiving, high-performance text recognition or keyword search are no problem for PaperOffice 2019. Thus, the system is aimed not only at friends of magical office pets, but all bosses and employees who want to optimize their time management. Why? If you use PaperOffice, you will save about 150 hours a year on average, which otherwise would be lost in the search for Office documents. Enough time to finally master any business language to take on a further education – or to take it a little easier.

The trick

PaperOffice allows you to record documents in a variety of ways. Existing electronic files are integrated via drag & drop from the file system, by bulk import of individual files or by importing the Windows folder structure into PaperOffice. ScanConnect, the standard integrated scanner module, scans scanned paper documents into the system in seconds. These can then be edited, saved, optimized and provided with individual notes.

In turn, the OutlookConnect module enables fast and intuitive import of e-mails without any third-party software. Storing e-mails and their attachments in shared folders ensures the greatest possible overview. Audit-proof e-mail archiving meets all the requirements of the legislator, regulations governing the use of IT for bookkeeping and other business records.

In conclusion, in practical office life, PaperOffice derives digitalization from simple labeling. Once digitized, all documents can be searched using the internal search engine – whether e-mail, PDF or scanned paper document. The live keyword search delivers all hits in a jiffy. Filter settings limit the displayed search results by date, user, document type or keywords.

Good to know

Paper Office 2019 is not a cloud solution. All documents are stored locally with up to 1024bit AES military encryption. So the control always remains with the user. Thus, PaperOffice also meets the needs of entrepreneurs who do not want to put their most important business capital – their information – in the hands of third parties. It also works perfect with NAS from Synology for those, who wants to store their documents on a NAS drive.

PaperOffice is available in 4 languages, such as English, German, Spanish and Russian. Also offers a 14-day free trial period https://www.paperoffice.com/?POPID=827799520

12 Marzo 2019