What role does versioning play in the document management system DMS?
Functions from the area of versioning play an important role for many DMS software users. Find out more about the benefits here.
The term versioning is not a foreign word within a document management system (DMS). The need to use a document management system that has complete version control and audit-proof versioning is becoming increasingly clear.
Because who doesn't know this case? A contract is processed several times - a change here, a comment there, position comparison, total change and agreement at the end. Each individual change is saved locally on the computer for backup and sent for further testing.
Now, if the colleague is absent or the customer calls and asks for last month's version "XYZ" to be edited, everything stalls.
Version chaos and redundancies are the result.
At this point at the latest, it is worth thinking about versioning or version management of documents.
PaperOffice AI versions your documents: every changed copy is saved as a new version, while the earlier one is kept and can be opened again at any time. Checksums and the audit log make every change traceable – the basis for GoBD record-keeping.
Advantages of DMS software
The central orientation of a DMS software results in various advantages for the company. For example, it ensures that all employees work with the same, correct data.
In addition, media breaks are avoided, so that a seamless flow of information is possible within the framework of workflows.
This also makes double data maintenance obsolete, so that transmission errors are avoided, which in turn has a positive effect on the quality of the managed data.
Many companies, especially SMEs, see this as an obstacle to data security and therefore advocate the use of a document management system, DMS for short, such as PaperOffice AI.
Solution
Version management is built into PaperOffice AI, so you always have full control over your documents and their changes.
What is versioning?
In short: versioning makes all changes to documents traceable.
The term versioning is very easy to explain: by and large, it is the functionality that is used to record changes to documents or files.
In this way, every document change is recognized and saved as a shadow copy as a new document version.
With every change to a document, a "newer" version of the document is stored in a corresponding archive. The logging makes changes transparent and traceable at all times.
At this point, the subsequent viewer knows when a document was changed by which editor. This gives you an overview of the entire document life cycle.
Versioning can be done automatically or manually.
But what's the difference? We explain it in the following sections. How PaperOffice AI manages versions is also shown on our AI-DMS page.
What types of versioning are there?
Automatic versioning
With automatic versioning, the DMS itself recognizes that a document has been changed and stores the changed copy as a new version.
In PaperOffice AI, every changed copy of a document is saved as a new version instead of overwriting the original. Changes to fields and metadata are recorded field by field in the audit log.
This prevents documents from being overwritten by mistake, even when several people work on the same document.
In PaperOffice AI, the new version also goes through text recognition, so that its content is searchable. The earlier version remains available and can be accessed.
Manual versioning
Manual versioning is ideal when documents are printed out and signed by hand, for example, and then have to be scanned in as a new version.
In manual versioning, the versioning process is triggered manually by the user.
Tip
How PaperOffice AI combines versions, checksums, retention periods and the audit log for audit-proof archiving is shown on our audit-proof archiving page.
In PaperOffice AI, you file the newly scanned document as a new version of the existing document – in the app, via API or via MCP. The earlier copy is kept, and the audit log records who created the new version and when.
Advantages of using a DMS for version management
Unified Archiving
As soon as documents are archived in PaperOffice AI, the integrated versioning ensures that no scattered copies are saved as separate files. Instead, all versions of a document stay together and can be accessed in one place.
Audit-proof versioning and the GoBD
Document versioning is a basis for audit-proof records and for GoBD record-keeping. Whether your processes as a whole meet the requirements is a judgement for your tax advisor, based on your process documentation.
In order to ensure revision security, all details of a change to documents and files must be clearly traceable. It must be ensured that only authorized employees can make such a change. But it is just as important to know years later which employees changed what and when.
Concurrency structuring
PaperOffice AI is not just a document management system but also a platform for collaboration: workflows, approvals, tasks and permissions per workspace make it easier to work on documents together.
Thanks to version control, every user knows when and how a document was changed and by whom. If a user edits a document, it is locked for other users and simultaneous editing is not possible.
In many DMS, the so-called check-out and check-in regulates the uncomplicated collaboration on a document and coordinates access rights. With the check-out, the editor temporarily blocks the document.
With the subsequent check-in, the first editor creates the changed document as a new version. The previously imposed editing lock is lifted.
Security and compliance with many legal standards and compliance
The most important thing about versioning is, of course, that it lets you provide evidence for legal requirements and for compliance aspects, which are becoming increasingly important. Because every change to the document is traceable - right down to the user who made it.
Choosing the right DMS software for versioning
In summary, it becomes clear that DMS-supported version management has many advantages.
The best thing about versioning, however, is that companies are able to automate the creation, revision and distribution of important business documents.
PaperOffice AI helps companies keep their records audit-proof: versions, checksums and the audit log make all changes to business documents traceable quickly and at any time, and with WORM write protection, stored versions remain unchanged.
Getting started is easier than you think.
Are you still worried about not making it? Read the case studies from our customers and see for yourself how simple it is – or try PaperOffice AI with a free account right in your browser: Try live.
Who is a paperless office suitable for?
The quick and easy answer to the question is: for every company. All business sectors and sizes benefit from a paperless office, from SMEs and start-ups to large companies. However, the conversion is particularly valuable for small and medium-sized companies: The reduction in processing effort and costs frees up the budget required for further growth boosters.
Can I use a cloud-based DMS provider for my paperless office?
Yes – if the provider processes your documents in the EU and signs a data processing agreement (DPA) with you under Art. 28 GDPR. Data protection has been on everyone’s lips at least since the GDPR took effect in 2018: DMS solutions process, manage and store documents that often contain sensitive personal data, and violations of the GDPR can result in heavy fines. PaperOffice AI processes your documents in its own data center in Navarra (Spain, EU); your files can stay on your own storage (Bring Your Own Storage). If you want to work entirely locally, use PaperOffice Classic.
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Benefits justify the effort and costs
Working digitally and bringing old documents into the new age will be the best key investment to save an incredible amount of time, money and nerves in the future. -
You need someone who knows
You don't need your own IT specialist to take advantage of all the advantages of digitization.
What you need is the right partner at your side who, thanks to his experience, can implement exactly what you need. Avoid scaremongering and choose test positions instead of fancy PowerPoint presentations without having really tested it. -
The hardware is usually already available
Experience has shown that almost every operation, company and company has a large copier that does not use its potential. These devices love mass scans, are tolerant of paperclips and can be the basis for a digital start without a scanner investment. -
Cheaper than expected with the right DMS
Avoid cost traps with DMS / ECM systems where you are mercilessly at the mercy of the manufacturers. Do not make any compromises when it comes to your own administration options, such as setting up document types and making settings yourself. If you need help, the manufacturer will be happy to help you, but remain independent. -
Digital automation is the future
Procedures will be completely identical in the future, but fully automated.
Invoice coming in? The workflow is triggered and everything goes its defined way.
Search through all 1000 folders? No problem, because you have your own Google!
