Document distribution software gives you the tools to effortlessly send to, receive and track controlled documents like blueprints, proposals specifications, invoices, and many more. It simplifies processes, automates processes, and ensures consistency in the creation of documentation. It assists you in ensuring the regulations and audit trails.
Also known as a document management system or ECM (Enterprise Content Management) software document management is a method of distributing files and creates a single location for all your records and documents. This allows everyone to gain access to the right information quickly and efficiently without having to spend time searching for documents or waiting for physical documents to be delivered in the mail.
In addition to document storage document distribution systems offer many tools for collaboration on documents, including version control and simultaneous editing that improve collaboration and communication between teams. It also offers security features like encryption and password protection. It also manages audit trails, compliance and compliance and maintain records retention policies.
Certain document distribution systems allow you to scan and OCR (Optical Character Recognition), in order to upload your existing paper documents into the system. Others let you create and store documents on either a mobile or desktop application. The most advanced platforms include indexing to facilitate search and document tracking that can assist you in finding documents later. A document containing an invoice from July 2020 can be indexed with the date and account number, so that you can easily locate it later.
A reliable document distribution system also makes it possible to share entire documents or sections with specific individuals, such as clients, while also regulating access levels. This lowers costs for labor and increases team morale as well as service to customers. It can also cut the risk of human error which is all too frequent in organizations.
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