Document distribution software lets you send useful link documents, receive, and track controlled documents such as blueprints, specifications invoices, and other documents. It streamlines workflows for document it automates the process and guarantees the consistency of your documentation. It assists you in ensuring regulations and audit trails.
Document management, also known as ECM (Enterprise Content Management) is a computer program that allows files to be shared with one central location to store all documents and records. This allows everyone to gain access to the right information quickly and effectively without wasting 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, such as editing simultaneously and version control which enhances communication and collaboration between teams. It also provides security, such as password protection and encryption. It also helps manage compliance and audit trails and retain records policies.
Some document distribution systems permit you to scan and OCR (Optical Character Recognition), in order to upload paper documents into the system. Some allow you to create and save documents using an app on your desktop or mobile device. The most advanced systems include indexing to facilitate search and document tracking which will assist you in finding documents later. A document that contains an invoice from July 2020 could be indexed by the date and account number so that you can easily locate it later.
A reliable document distribution system makes it possible to share complete documents or sections with specific people, like clients, while regulating access levels. This reduces labor costs and also improves team morale and customer service. It also reduces the risk of human error which is all too common in businesses.