Risk: audit gaps
In an audit it is not what you did that counts, but what you can show.
Every action on a document is in the log: who, when, what. Export as PDF, CSV or JSON.
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The auditor asks, and you dig through the archive? Now the proof is ready before they ask. In an audit, what counts is what you can prove: which version is valid, who changed something and how long a document is retained.
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How it works
A gap appears wherever a step went unrecorded. That is why the log runs from the very first document.
Every document receives its type, workspace and retention period on arrival. Classification proposes folder and period, and versioning applies from the first save. You activate WORM protection per document; from then on it can no longer be deleted or overwritten before the period ends.
Viewing, editing, exporting, approving, deleting and sharing are captured with time, user, document and context, field changes with old and new value. Each entry carries an integrity hash.
For the auditor you produce a report per document as PDF or the trail as CSV or JSON, filtered by period, user and workspace. Open findings were assigned as a task beforehand and closed with a comment.
What this solution covers
An auditor asks about completeness, sequence and responsibility. These are the points PaperOffice covers.
Viewing, editing, exporting, approving, deleting and sharing with time, user, document and context.
Deviating bank details, arithmetic errors, date inconsistencies and unusual access patterns are recorded.
Every entry is secured with a hash and can neither be edited nor deleted afterwards.
Who reviewed, approved, rejected or escalated is in the trail, with their comment.
Every version of a document is kept, field changes with old and new value.
Audit report per document as PDF, the trail as CSV or JSON, scope and period selectable.
Low, medium, high, critical: from your threshold on, notification and task go out.
Retention period per document type, WORM protection per document, deletions are logged too.
Security and compliance
Audit data is sensitive in itself: it shows who saw what and when. Processing and storage stay in the EU.
Questions about audit gaps
The trail records time, user, document and context per action, field changes with old and new value, and secures each entry with an integrity hash. What your auditors require in your specific case is a question for your tax adviser or auditor. The data for it comes out as PDF, CSV or JSON.
No. It runs in every workspace from the first document, with no setup. You only decide from which severity you want to be notified and which retention period applies per document type.
Files on a drive, a NAS or in the cloud can be connected through a storage mount or imported in batches. From the import onwards the log runs with them. For the time before that, you are left with whatever your old systems recorded.
Entries can neither be edited nor deleted. Deleting a document is itself an entry in the trail, with user, timestamp and context.
Through full-text and metadata search in the AI-DMS, filtered by type, period, sender or amount. From any hit you open the matching trail directly, without switching systems.
As a report per document in PDF, as a trail export in CSV or JSON, or through audit-safe delivery with a password and a log of opening and download.
Findings from the severity you set are assigned and trigger a notification. Open reviews stay visible on the dashboard so they do not sit there until audit day.
Case Studies
Discover how businesses transformed their processes with PaperOffice AI.
Mining & Resources Enterprise document management for all our mining operations. World class.
Printing & Packaging FDA-regulated pharmaceutical labels require seamless documentation. PaperOffice has reduced our approval process from days to hours.
Industry & Manufacturing Technical documentation and order processing now run fully automatically.
Public Administration Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days.
Health & Medicine Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients.
Hospitality & Entertainment 8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes.
Regional Bank Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated.
Construction & Real Estate Construction project documentation and compliance are now digital and traceable.
Hospitality & Tourism Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service.
Energy & Gas Stations Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived.
Pharma & Labels GMP-relevant documentation for pharmaceutical functional labels now runs automatically. Audit trails are seamless and instantly accessible.
Construction & Timber Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless.
E-Commerce & Retail Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product.
Logistics & Transport Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past.
Logistics & Transport Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders.
Logistics & Transport Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital.
Printing & Packaging Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero.
Packaging & Labels Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital.
Construction & Real Estate Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally.
Real Estate & Management Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds.
Logistics & Freight Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient.
E-Commerce & Packaging Thousands of custom packaging orders per week, including design approvals, print data, and delivery documents. PaperOffice keeps it all together.
Laboratory & Medical Technology Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen.
Regional Bank Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless.
Steel Construction & Industry Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible.
Pharma & Labels Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists.
Fintech & Wealth Management KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential.
Logistics & Transport Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors.
Luxury & Jewelry Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible.
Commercial Bank SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting.
Private Bank Customer files from over 135 years of banking history are being successively digitized. 5,000 employees now have instant access to all documents.
Development Bank Microcredit applications and compliance documents for millions of customers are now processed in minutes instead of days. A game changer for financial inclusion.
E-Commerce Logistics Hundreds of thousands of delivery notes and return slips per day are processed automatically. Vietnam's leading e-commerce logistics provider, now paperless.
Precision Metal & Manufacturing CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally.
GovTech & IT Vision 2030 requires complete digitization. PaperOffice processes government documents for Saudi Arabia's digital backbone.
Specialty Steel & Industry Material certificates, hardening protocols, and customer specifications are automatically assigned to the correct order. Australia's only Q&T manufacturer, now paperless.
Steel Construction & Manufacturing Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time.
Precision Parts & Manufacturing Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 evidence has never been this easy to produce.
Fintech & Payments Merchant contracts, KYC documents, and transaction receipts for hundreds of thousands of SMEs are processed in seconds. Mexico's payment revolution, paperless.
Premium Winery Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital.
Digital Banking Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper.
Fintech & Payments Merchant onboarding documents and compliance records for Africa's leading payment provider are processed in minutes instead of days.
E-Commerce & Organic Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived.
Fintech & Payments Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech.
Pharma & Healthcare Prescriptions and medication management now run fully automatically. More time for our patients.
Religious Institution Centuries-old documents are now digitally searchable. A milestone for our historical archives.
Care & Health Our caregivers finally have more time for residents instead of paperwork.
Government & Administration 500,000+ records digitized. Our deputies now find all information instantly.
Medicine & Healthcare Patient records management is now a breeze. Everything automatically captured and archived.
Estate Services Inheritance and estate documentation is now efficient and error-free.
Real Estate & Management Digital property management for all our residential complexes. Tenants and owners are thrilled.
Industry & Packaging With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly.
Trades & Crafts PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated.
Care & Health The documentation of our care services is now digital and automated. More time for our patients.
Mechanical Engineering & Manufacturing Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds.
Tax Advisory & Legal Client receipts, tax assessments, and annual financial statements are automatically sorted and assigned to the correct client. Receipt chaos is a thing of the past.
IT & Consulting Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived.
Measurable customer success
Kumul Minerals Holdings Limited
The Challenge Printing Company Inc.
K60-Gitterrostsysteme GmbH & Co. KG
Ayuntamiento de Carrión de los Condes"Enterprise document management for all our mining operations. World class."
Mining & Resources "FDA-regulated pharmaceutical labels require seamless documentation. PaperOffice has reduced our approval process from days to hours."
Printing & Packaging "Technical documentation and order processing now run fully automatically."
Industry & Manufacturing "Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days."
Public Administration "Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients."
Health & Medicine "8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes."
Hospitality & Entertainment "Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated."
Regional Bank "Construction project documentation and compliance are now digital and traceable."
Construction & Real Estate "Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service."
Hospitality & Tourism "Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived."
Energy & Gas Stations "GMP-relevant documentation for pharmaceutical functional labels now runs automatically. Audit trails are seamless and instantly accessible."
Pharma & Labels "Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless."
Construction & Timber "Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product."
E-Commerce & Retail "Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past."
Logistics & Transport "Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders."
Logistics & Transport "Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital."
Logistics & Transport "Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero."
Printing & Packaging "Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital."
Packaging & Labels "Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally."
Construction & Real Estate "Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds."
Real Estate & Management "Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient."
Logistics & Freight "Thousands of custom packaging orders per week, including design approvals, print data, and delivery documents. PaperOffice keeps it all together."
E-Commerce & Packaging "Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen."
Laboratory & Medical Technology "Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless."
Regional Bank "Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible."
Steel Construction & Industry "Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists."
Pharma & Labels "KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential."
Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
Logistics & Transport "Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible."
Luxury & Jewelry "SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting."
Commercial Bank "Customer files from over 135 years of banking history are being successively digitized. 5,000 employees now have instant access to all documents."
Private Bank "Microcredit applications and compliance documents for millions of customers are now processed in minutes instead of days. A game changer for financial inclusion."
Development Bank "Hundreds of thousands of delivery notes and return slips per day are processed automatically. Vietnam's leading e-commerce logistics provider, now paperless."
E-Commerce Logistics "CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally."
Precision Metal & Manufacturing "Vision 2030 requires complete digitization. PaperOffice processes government documents for Saudi Arabia's digital backbone."
GovTech & IT "Material certificates, hardening protocols, and customer specifications are automatically assigned to the correct order. Australia's only Q&T manufacturer, now paperless."
Specialty Steel & Industry "Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time."
Steel Construction & Manufacturing "Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 evidence has never been this easy to produce."
Precision Parts & Manufacturing "Merchant contracts, KYC documents, and transaction receipts for hundreds of thousands of SMEs are processed in seconds. Mexico's payment revolution, paperless."
Fintech & Payments "Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital."
Premium Winery "Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper."
Digital Banking "Merchant onboarding documents and compliance records for Africa's leading payment provider are processed in minutes instead of days."
Fintech & Payments "Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived."
E-Commerce & Organic "Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech."
Fintech & Payments "Prescriptions and medication management now run fully automatically. More time for our patients."
Pharma & Healthcare "Centuries-old documents are now digitally searchable. A milestone for our historical archives."
Religious Institution "Our caregivers finally have more time for residents instead of paperwork."
Care & Health "500,000+ records digitized. Our deputies now find all information instantly."
Government & Administration "Patient records management is now a breeze. Everything automatically captured and archived."
Medicine & Healthcare "Inheritance and estate documentation is now efficient and error-free."
Estate Services "Digital property management for all our residential complexes. Tenants and owners are thrilled."
Real Estate & Management "With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly."
Industry & Packaging "PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated."
Trades & Crafts "The documentation of our care services is now digital and automated. More time for our patients."
Care & Health "Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds."
Mechanical Engineering & Manufacturing "Client receipts, tax assessments, and annual financial statements are automatically sorted and assigned to the correct client. Receipt chaos is a thing of the past."
Tax Advisory & Legal "Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived."
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