4.12.1 Folders are inefficient
Probably you have been working with folders so far. That is, every document was placed in a folder at some point. Over time, you have developed a folder structure. This structure might have been such that you kept a separate folder for invoices, orders and reminders, or for each customer. Now the same structure is done for each year anew, i.e. all folders are kept many times over the years (2021, 2022, 2023...).
However, this folder thinking is extremely inefficient from the point of view of filing methods. It is simply pointless to work with folders (whether physically in paper form or with files on the computer).
That is why we at Archivista GmbH have deliberately chosen not to use such time-consuming folder structures. In other words, you won't find any replicated safes, filing cabinets, folders and registers in Archivista, because that would only have dragged the disadvantages of folders over into the digital world. In Archivista you can easily give your documents the information you want or need to search for later. The invoice is stored with the keyword 'invoice', at most the customer name or a customer number is recorded and that's it.
When searching for documents later on, you do not have to look for a folder, but you simply tell Archivista, I would like to display all invoices, sorted by date. You immediately get all the files that match these criteria. This is much faster than having to browse through filing cabinets, archives, folders and who knows what else every time.