Benefits of Document Distribution Software

Document distribution software allows you to send documents, receive, and track controlled documents such as blueprints, specifications invoices, etc. It streamlines workflows for document, automates tasks and ensures consistent documentation. It helps you stay in the requirements of regulatory compliance 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 documents and records. It allows users to quickly and efficiently access the information they need without having to waste time searching for files, or waiting for documents to arrive by mail.

In addition to document storage Document distribution systems offer a variety of features for collaboration on documents, such as editing simultaneously and version control, which improves collaboration and communication between teams. It also provides security like password protection and encryption. It can also manage audit trails and compliance as well as keep track of retention policies.

Some document distribution systems permit you to scan documents and OCR (Optical Character Recognition), in order to upload your existing paper documents into the system. Some allow you to create and save documents from an app on your desktop or mobile device. The most advanced solutions include indexing for a powerful search feature and document tracking which can aid in finding documents later. A document with an invoice from July 2020 can be indexed with the date and account number, so that you can easily find it later.

A document distribution system that is efficient lets you to share entire documents, or even sections, with a specific group of people, such as clients while still regulating the access levels. This can significantly reduce the cost of labor and helps to improve team morale and customer service. It also reduces the risk of human error which is all too common in organizations.