Benefits of Document Distribution Software

Document distribution software allows you to send the documents, receive them, and keep track of controlled documents such as blueprints, specifications invoices, and other documents. It streamlines document Resources workflows automates tasks and provides uniform documentation. It helps you stay in the regulations and audit trails.

Also known as a document management system or ECM (Enterprise Content Management) software document management shares files and provides a single place for all your records and documents. This makes it possible for everyone to gain access to the right information quickly and efficiently without wasting time searching for documents or waiting for physical documents to arrive in the mail.

In addition to document storage document distribution systems offer a variety of features for collaboration on documents, like the control of versions and simultaneous editing that improve collaboration and communication between teams. It also provides security features such as encryption and password protection. It also helps manage audit trails and compliance as well as record retention policies.

Some document distribution systems offer scanning capabilities and OCR (Optical Character Recognition) function to transfer existing paper files into the system. Some document distribution systems permit you to create documents and store them in a desktop or mobile application. The most advanced software systems offer document tracking and indexing for powerful searches. This will allow you to locate documents later. A document with an invoice from July 2020 could be indexed with the date and account number to ensure you can easily locate it later.

A document distribution system that works efficiently allows you to share entire documents, or sections with specific people such as clients while maintaining control over the access levels. This can significantly reduce the cost of labor and helps to improve team morale and customer service. It can also reduce the chance of human errors which are all too common in companies.