Document distribution software lets you send the documents, receive them, and keep track of controlled documents like blueprints, specifications invoices, and more. It streamlines workflows for document, automates processes and helps ensure the consistency of your documentation. It also helps you to comply with regulatory requirements and audit trails.
Also referred to as a document management system or ECM (Enterprise Content Management) software document management is a method of distributing files and provides a single repository for all your records and documents. This lets users quickly and efficiently access the information they need without the hassle of searching for files or waiting for documents to arrive by mail.
In addition to document storage document distribution systems provide many features for collaborating additional hints dataroomslab.com/revolutionizing-boardroom-operations-virtual-data-room-power/ on documents, for example version control and simultaneous editing that improve collaboration and communication between teams. It also offers security features such as encryption and password protection. It also handles audit trails and compliance, as well as keep track of retention policies.
Some document distribution systems offer scan and OCR (Optical Character Recognition) function to transfer existing paper files into the system. Certain document distribution systems allow users to create documents and store them from a desktop app or mobile application. The most advanced systems have documents that are indexed and tracked for powerful searches. This will help you find documents later. An invoice-related document from July 2020 could be indexed with the date and account number to ensure you can easily locate it later.
A well-organized document distribution system can also make it possible to share whole documents or sections with certain people, like clients, while regulating access levels. This drastically reduces the cost of labor and also improves team morale and customer service. It also reduces the chance of human errors, which are all too common within organizations.
