Document distribution software allows you to send the documents, receive them, and keep track of controlled documents such as blueprints specifications invoices, and more. It streamlines processes, automates processes, and ensures consistency in the creation of documentation. It also helps you to comply with the requirements of regulatory compliance 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 spending time searching for documents or waiting for physical documents to arrive in the mail.
In addition to document storage Document distribution systems offer many tools for collaboration on documents, such as the control of versions and simultaneous editing that improve communication and collaboration between teams. It also offers security, such as password protection and encryption. It can also manage audit trails, compliance and compliance and record retention policies.
Some document distribution systems include scan and OCR (Optical Character Recognition) function to upload paper documents into the system. Other systems allow you to create and store documents from the desktop or mobile application. The most advanced platforms include indexing for powerful search and document tracking which can help you locate documents later. For instance 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 require it.
A streamlined document distribution system also makes it possible to share whole documents or sections to specific individuals, such as clients, while also regulating access levels. This reduces labor costs and also improves team morale and customer service. It can also reduce the risk of human error which is all too frequent in companies.
