Document distribution software provides tools to quickly send, receive and track controlled documents like blueprints, proposals specifications, invoices, and many more. It streamlines workflows for document, automates tasks and ensures consistent documentation. It helps you stay in the requirements of regulatory compliance and audit trails.
Document management, also referred to as ECM (Enterprise Content Management) is a piece of software that allows files to be shared with one central location for all records and documents. This allows everyone to get the information they need quickly and effectively without wasting time searching for files or waiting for physical documents to arrive in the mail.
In addition to document storage, document distribution systems also offer many tools for collaboration on documents, such as the control of versions and simultaneous editing that improve collaboration and communication between teams. It also comes with security features like encryption and dataroomslab.com/recommendations-on-how-to-get-a-job-in-private-equity/ password protection. It can also manage audit trails, compliance and compliance and maintain records retention policies.
Certain document distribution systems allow users to scan and OCR (Optical Character Recognition) to upload documents from paper into the system. Others allow you to create and save documents from an app on your desktop or mobile device. The most advanced systems have documents that are indexed and tracked for powerful searches. This will help you find documents later. For instance an invoice document that was created in July 2020 might be indexed based on the date and account number, making it easier for you to locate it when you require it.
A reliable document distribution system also makes it possible to share entire documents or sections with certain individuals, such as clients, while also regulating access levels. This can significantly reduce the cost of labor and can help improve team morale and customer service. It can also reduce the risk of human error which is all too frequent in companies.