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Papierkram digitalisieren und automatisieren – endlich effizient arbeiten.
Obwohl die Politik regelmäßig Entbürokratisierung verspricht, tut sich in der Praxis nur wenig. Mit einem modernen Dokumentenmanagement-System (DMS) bringen Sie Ordnung in Ihre analoge und digitale Dokumentenflut. Egal ob klassische Briefpost oder E-Mails mit Rechnungsanhang – alles wird automatisch verarbeitet und abgelegt.
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Funktionen im Überblick:
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Automatische Dateibenennung: Dateien werden nach vordefinierten Regeln sinnvoll benannt.
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Automatische Ablage: Dokumente landen direkt in (vordefinierten) datierten oder thematisch sortierten Ordnern.
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OCR-Unterstützung: PDF-Dateien werden durchsuchbar – auch ohne teure Zusatzsoftware
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E-Mail-Anhang-Verarbeitung: Ein spezielles Postfach (z. B. für Rechnungseingang) wird automatisch abgefragt, Anhänge werden bearbeitet und abgelegt.
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Netzwerkanbindung: Mit Netzwerkscannern können Dokumente direkt in überwachte Netzwerkordner eingescannt und weiterverarbeitet werden.
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Benutzerfreundliche Weboberfläche: Die intuitive Weboberfläche kann auch von unterwegs erreichbar gemacht werden.
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Benutzerrollen und Rechteverwaltung: Legen Sie genau fest, wer welche Dokumente sehen, bearbeiten oder löschen darf. So behalten Sie die Kontrolle über sensible Informationen und gewährleisten Datenschutz im gesamten System.
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Erweiterbar: Durch Automatisierungen und KI* lässt sich das System flexibel erweitern.
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*Auf Wunsch mit KI-Unterstützung auf dem eigenen Server – ohne Datenübertragung an externe Anbieter.
Damit analysieren Sie firmenspezifische Daten sicher und effizient. Fragen wie „Wie hoch waren meine Personalkosten im letzten Jahr?“ lassen sich künftig direkt vom System beantworten.
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Ein typisches Beispiel aus dem Büroalltag:
Die Post bringt mehrere Rechnungen. Diese müssen an die Buchhaltung weitergeleitet, für den Steuerberater kopiert und in den passenden Aktenordnern abgelegt werden. Und morgen beginnt alles von vorn…
Mit einem DMS sieht das heute anders aus:
Sie scannen die Rechnungen ein – der Rest passiert automatisch. Innerhalb weniger Sekunden sind die Dokumente korrekt abgelegt. Die Buchhaltung kann sofort überweisen, und der Steuerberater lädt sich die Daten direkt vom Server herunter.
Tipp:
Sie möchten, dass der Steuerberater die Rechnungen automatisch per E-Mail erhält oder nur bestimmte Mitarbeiter Zugriff auf bestimmte Dokumente haben? Kein Problem – mit unseren skalierbaren Automatisierungslösungen ist nahezu alles möglich.
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Fazit
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Ein Dokumentenmanagement-System spart nicht nur enorm viel Zeit beim Sortieren, Archivieren und Wiederfinden von Dokumenten – es steigert auch die Effizienz im gesamten Unternehmen. Manuelle Abläufe werden automatisiert, Fehlerquellen minimiert und die Zusammenarbeit zwischen Abteilungen oder externen Partnern – wie Steuerberatern – deutlich vereinfacht.
Gerade für kleine und mittelständische Unternehmen bedeutet das: weniger Verwaltungsaufwand, mehr Zeit fürs Kerngeschäft und eine klare, rechtssichere Dokumentation aller Vorgänge.
Die Digitalisierung Ihrer Dokumentenprozesse ist ein wichtiger Schritt in Richtung Zukunft – wir unterstützen Sie dabei mit praxiserprobten Lösungen, individueller Beratung und technischer Umsetzung.
Starten Sie jetzt – und bringen Sie Ordnung in Ihr digitales Büro. Die Zeiten des „Aktenordner-Wälzens“ sind endgültig vorbei.
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Tipp:
Gerne beraten wir auch bei der Auswahl der passenden Hardware.
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