6 Reasons for a DMS
digital file

The last few months have shown how useful digital work is. The filing system is a central element of this. Take the opportunity to change your filing system, there are many other good reasons for doing so.

Filing in the office is a time-consuming and nerve-wracking administrative task for many people. There is now a sensible alternative to the classic office triathlon “punching, stapling, searching”: a digital document management system, or DMS for short. And even if the dream of a completely paperless office is more likely to remain one, it is still worth working on a paperless office. Companies that already use a DMS would not want to do without it.

Here are the six most important reasons from our point of view:

1. You protect the environment
Did you know that the German office worker produces an average of 30 pages a day? That is over 7000 sheets of paper per year! That corresponds to more than 14 packages of 500 sheets! The environmental costs for this are enormous, because for a standard package of copy paper (500 sheets DIN A 4, 2.3 kg) 7.5 kilograms of wood, 130 liters of water and 26.8 kilowatt hours of energy are needed.

2. Less space and lower space costs
Less space for all that paper also means less office space needed. The cost of office space or the savings in office space can be measured precisely in euros. So with a paperless office you save fixed costs – month after month.

3. Higher concentration
If you have stacks of paper lying around on your desk, you are constantly reminded of unfinished business. This creates stress – which you can save with a paperless office.

4. Higher productivity
If your paperless office is well thought out, you will need much less time to find documents. Research shows that a normal office worker spends 2.5 hours of his time searching – every day! Of course, not only the search for paper documents is included in this time, but a large part of it probably is.

5. Optimized workflows
You and your colleagues always have access to the documents that are needed (and approved). Gone is the search for a file that is lying somewhere on a desk, but the colleague is on vacation.

6. Paperless invoice processing saves money
The creation and dispatch of a paper invoice costs an average of 11.10 €. A digitally created and sent invoice, on the other hand, costs only 4.50 €. This means: you save 6.60 € or 59% on each invoice.

So switch your outgoing invoices to digital, we will be happy to support you.
Of course the digital processing of incoming invoices with payment transactions is also cheaper.

Our practical tip: Collect digital incoming invoices centrally. You already receive the invoices from various suppliers such as Telekom, electricity providers & Co. via e-mail or a portal. Set up your own e-mail address for this purpose, e.g. eingangsrechnungen@firmenname.de, and route all digital incoming invoices there. This way, you have the different invoices in one place every month, can process them from there and archive them more easily.

On average, every German Office Worker produces 7,000 sheets of paper per year. That corresponds to more than 14 packages of 500 sheets! The environmental costs for this are enormous, because for a standard package of copy paper (500 sheets DIN A 4, 2.3 kg) 7.5 kg of wood, 130 liters of water and 26.8 kilowatt hours of energy are needed

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