Document distribution software provides tools to quickly send controllable documents like blueprints, proposals specifications, invoices, and more. It streamlines workflows, automates processes and ensures consistency in document documentation. It also helps you comply with audit and regulatory requirements. trails.
Document management, also referred to as ECM (Enterprise Content Management), is a software that distributes files to an centralized location for all records and documents. This lets everyone access the right information quickly and effectively without wasting time searching for files or waiting for physical documents to be delivered in the mail.
Document distribution systems provide many features for collaboration on documents. These include control of version numbers, simultaneous editing and communication between teams. It also provides security like password protection and encryption. It can also handle compliance and audit trails and retain records policies.
Certain document distribution systems provide a scanning and OCR (Optical Character Recognition) function to upload existing paper documents into the system. Some document distribution systems allow you to create documents and save them on a desktop or mobile app. The most advanced systems include document tracking and indexing for powerful searches. This can help you locate documents later. For example the invoice document you have stored in July 2020 could be indexed using the date and account number to make it easier for you to locate it whenever you need it.
An efficient document distribution system also makes it possible to share complete documents or sections with certain people, like clients, while also regulating access levels. This can reduce the cost of labor and improves team morale and customer service. It also reduces the chance of human error which are all too common within companies.