Document distribution software allows you to send documents, receive, and track controlled documents like blueprints, specifications invoices, and other documents. It streamlines workflows for documents automates tasks and provides uniform documentation. It helps you adhere to the regulations and audit trails.
Document management, also known as ECM (Enterprise Content Management), is a software that allows files to be shared with one central location to store all records and documents. This lets everyone 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 many tools for collaboration on documents, such as version control and simultaneous editing which enhances collaboration and communication between teams. It also offers security by providing password protection and encryption. It can even manage compliance and audit trails and maintain records retention policies.
Certain document distribution systems provide scanning capabilities and OCR (Optical Character Recognition) function to upload paper documents into the system. Some document distribution software allows you to create documents and then store them using a desktop application or mobile app. The most advanced systems have documents that are indexed and tracked for powerful searches. This can help you locate documents later. For example, an invoice document stored in July 2020 could be indexed based on the date and account number to make it easier for you to find it when you require it.
An efficient document distribution system can also make it possible to share whole documents or sections of them with specific people, like clients, while regulating access levels. This significantly cuts labor costs and also improves team morale and customer service. It can also reduce the risk of human error which are all too frequent in companies.
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