In a world characterized by digital transformation, it's time to say goodbye to paperwork and embrace a paperless office to establish a paperless office. With fileee, we offer you an innovative solution to eliminate the mountain of paper in your company and pave the way to an efficient and environmentally conscious working environment. But what do you need to do for a paperless office? With our tips, we show you how to successfully master the transition to a paperless office with the help of fileee and other digital tools.
There are many good reasons why it is important to leave analog processes behind. A paperless office without a folder structure offers you greater efficiency as you can search, organize and share documents quickly and easily digitally. You also save space as you no longer need physical file folders and say goodbye to the old-fashioned and impractical folder structure. By doing away with paper, you are also making a contribution to environmental protection and sustainability. A paperless office also gives you a flexible and mobile working style, as you can access your digital documents from anywhere. Get ready for a modern and stress-free working environment!
Follow our practical tips for a paperless office. By implementing our recommendations, you can switch to paperless work processes and make your office workflows more efficient, reduce costs and make a positive contribution to the environment at the same time.
On the way to a paperless office, our first tip is to carry out a thorough analysis of the current situation. It's important to ask yourself various questions to get an accurate picture of your office's current situation and requirements. Here are some important questions you should consider:
By answering these questions and conducting a comprehensive as-is analysis, you will gain valuable information on how to make the transition to a paperless office.
Define specific targets, e.g. reducing paper consumption by 50% in six months. Make them measurable and realistic. Set a clear time frame and share the targets with your team. Check progress regularly and adjust them if necessary. Clearly defined goals increase the chances of success for a paperless office. And another tip: To achieve specific targets, motivate your employees, involve them in your decisions and communicate clear objectives and the current status.
For large quantities, use a high-quality scanner to convert your documents into digital formats. For smaller quantities or when you are on the go, you can also scan your documents with your cell phone in the fileee app. Make sure to save the files in suitable formats such as PDF to ensure broad compatibility. Use a document management system (DMS) to guarantee efficient management and quick access to your documents. After importing, the documents are analyzed using OCR (Optical Character Recognition) and artificial intelligence. In this way, all important data is extracted and stored digitally. By scanning your documents, you lay the foundation for a paperless office and open the door to a digital and efficient working environment.
Note: With fileee you can also easily scan with the mobile fileee app. Simply install it on your smartphone and you're ready to go!
A document management system makes it easier to manage and organize digital documents and supports you on your way to a paperless office. Here are a few tips on what you should consider when choosing a DMS:
fileee is a comprehensive solution that helps you digitize, manage and archive documents with its many different features. Work together with your colleagues in fileee teams all documents. Create fileeeSpaces for different tasks or occasions and share them with people of your choice.
In a paperless office, digitization also offers numerous advantages for Your accounting. With fileee, you not only bring structure to your documents. fileee also has interfaces to common accounting software such as DATEV, lexoffice, Agenda and SevDesk (from August 2023).
Instead of sending your documents to your tax advisor in analog form in loose-leaf binders, you can easily share your digital documents with your tax firm in fileeeSpaces. If you are part of a fileee team, the shared documents belong to the team and can be managed by authorized persons. fileee also allows you to communicate securely on all end devices. This allows you to chat with different people about your documents and clarify queries.
You can also export your documents using the export feature. The digital transfer of your documents saves you a lot of time. fileee is constantly working on expanding its interfaces to make handling your documents even easier and more advanced.
Even if the goal is a paperless office, there are still situations where you need to keep original documents. This is where the fileeeBox, a practical solution from fileee, comes into play. The fileeeBox allows you to archive your physical documents in a secure and organized but time-saving way, while digitizing the majority of your records.
Instead of using folders, the fileeeBox offers practical document storage that saves you the hassle of filing and sorting documents. With the help of the app, you can easily find documents again when you need them, as it shows you exactly where they are in the fileeeBox.
More information about the fileeeBox can be found here.
Structuring digital documents is crucial to achieving an efficient and well-organized paperless office. Many DMSs offer you a folder structure in the conventional sense, and of course the use of a document management system can make structuring and managing digital documents much easier. But in our opinion, digitally mapping a non-optimal process such as filing in rigid folders belongs to the last century.
fileee says goodbye to traditional document storage and does away with folder structures for the paperless office. Instead of navigating through countless folders, fileee enables documents to be structured using tags. Tags serve as keywords or key words that describe the content of the documents. With fileee and its intelligent filing system, you can easily find your documents and the tedious searching through folder hierarchies is a thing of the past. And if you don't know which tags to filter by, you can use the comprehensive full-text search, for example, to reliably find all documents again.
With fileee, you can easily upload and tag your documents directly - the structure will then create itself!
fileee is the ideal solution if you are aiming for a paperless office without a folder structure. The DMS from fileee is not only easy to use, but also offers numerous advantages. With fileee, you can digitize, manage and archive your documents quickly and efficiently. The intuitive design and user-friendly interface make it easy to get to grips with the system - whether on your computer or with the mobile app. fileee allows you to organize your digital documents in a structured and clear way, whether they are contracts, invoices or other important documents. In addition, fileee offers functions such as intelligent text recognition (OCR) with full-text search, tags and the integration of other applications to make your work even easier. To successfully switch to a paperless office without a folder structure, use our tips and the fileee DMS - then nothing stands in the way of digitization!
