On route to a fully digital way of working, many organisations initially choose to reduce the chaos of searching for information in the short term. The storage of physical documents is supplemented or replaced by a document scanner. For example, receipts are scanned and stored digitally for ten years, even if the thermal paper has long since faded.

Functionality, efficiency and legal certainty must meet certain standards depending on your location and industry. You also have to make sure that you can not only digitise the documents through a scan, but also index them so they can be located and retrieved This means digitising every line of text in order to have the right information available via a search in seconds.

The solution to this can be found in document management systems (DMS). These make digital archiving for all your information possible.. They also support you when scanning incoming documents, invoices or delivery notes. So you have all relevant files in one digital place and can switch your storage to the cloud or your own server infrastructure.

The result is an improved workflow, since your authorised employees have access to all relevant data regardless of their location or device. In addition, you can more easily protect critical documents from unauthorised access, since digital access can be tied to passwords, IDs and IP addresses. VPN systems make access to files on the go or from the home office as secure as in the workplace itself.

You can also ensure the legal validity of contracts in the DMS with an electronic signature.