Best Practice

How to best digitize documents — efficiently and securely

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In a world that is increasingly digitalized, it is crucial for companies to keep pace and optimize their work processes. One of the most important measures in this context is digitizing files and documents.

But how can documents be digitized efficiently and securely in order to take full advantage of the benefits of digital transformation? That is what this blog post is about.

What does digitizing documents mean?

Digitizing documents involves converting physical paper documents into electronic formats and then saving them in digital databases or electronic archives.

This is usually done using scanners or special software that makes it possible to convert the documents into digital files. The digitization process makes documents easily accessible and searchable, which enables efficient administration and use.

Digitizing documents offers these advantages

Digitizing and archiving documents offers numerous advantages for companies that are revolutionizing the way they work and digitize processes would like. Here is an overview of some of the key benefits:

  • Increasing efficiency through faster search and access to information
  • Cost savings by reducing paper consumption and storage costs
  • Improved surety through encryption and access restrictions
  • Increased flexibility through easy collaboration and exchange of documents
  • Environmental friendliness by reducing paper consumption and CO2 emissions

GPT Stapel von Dokumenten mit farbigen Markierungen zur Vorbereitung auf das Digitalisieren.
Such piles of paper could soon be a thing of the past if you digitize your documents.

Which documents can be digitized?

Almost no document has to be available in paper form anymore. You can digitize letters, digitize folders, digitize invoices, even entire files can sometimes be digitized.

The range of documents that can be digitized is diverse and includes a wide selection of documents that companies and organizations generate on a daily basis. Here are a few examples:

  • Letters: Business letters, correspondence with customers or suppliers, invitations and other written communication can be easily digitized and archived.
  • Folder: Organizational structures, project documents, internal guidelines, and other documents, which are typically stored in physical folders, can be made more accessible through digitization.
  • Files: Customer records, personnel files, invoices, delivery notes and other files that contain information about specific processes or transactions can be efficiently digitized and stored in electronic databases.
  • Payslips: Digitalizing payslips makes it easier to manage employee data and provides faster access to important information.
  • Contracts: Digitizing contracts makes it easier to manage them and enables a faster search for specific agreements or conditions.

Füllfederhalter setzt Unterschrift auf ein Dokument, um Akten zu digitalisieren
It is always worthwhile to digitize files. However, contracts that are signed in the original have different storage regulations.

These documents must be kept on paper

Be sure to note that there are some documents that must be kept in paper form by law. These include, for example:

  • trading books,
  • inventories,
  • documents,
  • notarial documents and
  • certain contracts that are signed in the original.

What you need to consider in order to digitize documents in a legally secure manner

When digitizing documents, particularly when digitizing paper documents, it is crucial to ensure that all legal requirements are met. Important aspects to consider include:

  • GoBD compliance: The GoBD determine how electronic documents must be properly recorded, stored and archived, including the digitization of paper documents. This includes compliance with retention periods, ensuring the traceability of changes and ensuring the immutability of documents.
  • Audit security: Digital documents must be audit-proof. This means that they must no longer be editable after they have been created. This requires appropriate measures, such as digital signatures or time stamps, to ensure the integrity of the documents.
  • GDPR compliance: When processing personal data, the requirements of the GDPR must also be complied with. This includes compliance with data protection principles such as data economy, purpose limitation and transparency as well as the implementation of appropriate security measures to protect personal data.
  • Safety measures: Appropriate security measures should be implemented to ensure the confidentiality and integrity of digital documents. This includes encryption technologies, access controls, and regular security checks.

Mann gibt Passwort ein auf Laptop mit Schloss-Symbol, um Unterlagen zu digitalisieren.
Data protection must be considered in particular if you want to digitize documents.

A digital database enables the digitization of files

A digital database is an essential tool for digitizing files. It allows you to easily archive, manage and digitize your documents, resulting in a more efficient way of working. By implementing a digital database, companies can ease the transition to a paperless office and increase productivity.

Core functions of software for digital document management

Digital document management software should offer certain core functions to meet the requirements of companies. This includes the ability to scan, index, search, and archive documents.

Other important features that make it easier to collaborate on shared documents include:

  • Security features such as encryption and access restrictions
  • Secure servers (ideally with a GDPR-bound location)
  • Scalability as your business grows
  • Automation features
  • Integration options
  • Search function for efficient document management
  • Role concepts for organized collaboration

Ein Laptop, der die Ninox-Software zeigt
With Ninox, you can easily digitize documents.

Digitize all your processes with Ninox

Ninox offers a comprehensive solution to digitize all of your processes and thus pave the way to a paperless office. With Ninox, you have access to a wide range of features that enable you to make your work processes more efficient and take full advantage of the benefits of digitization. This includes:

  • Automated processes
  • Data accuracy
  • Integration with existing programs
  • Scalability with company size
  • Search function
  • Data security and secure servers

In addition to these features, Ninox offers a variety of templates to help you get started and enable you to digitize your processes quickly and easily.

These templates cover a wide range of use cases, including project management, customer relationship management, and task management. You can also create your own templates or customize existing templates to suit your organization's specific needs. With Ninox, you can optimize your workflow, save costs, and make the transition to a paperless office easier.

Conclusion: A paperless office with Ninox

Digitizing documents is a crucial step for companies to work more efficiently, save costs and reduce environmental impact. With Ninox's extensive features, companies can efficiently manage their documents and ensure that they meet legal requirements. With Ninox, the journey to a paperless office is not only possible, but also easier and more effective.

Build exactly what you need — nothing more, nothing less.