Document distribution software provides the tools to send, receive and track controlled documents such as blueprints proposals specifications, invoices, and many more. It streamlines workflows, automates processes and ensures consistency in the creation of documentation. It helps you adhere to 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 repository for all your records and documents. This lets users quickly and efficiently access the information they need without the need of searching for files or waiting for documents to arrive in mail.
Document distribution systems have a myriad of tools to collaborate on documents. These include the control of versions simultaneously editing and communication between teams. It also provides security including password protection and encryption. It can also handle audit trails and compliance as well as record retention policies.
Some document distribution systems allow users to scan and OCR (Optical Character Recognition) to sharefile dataroom upload existing paper documents into the system. Other systems allow you to create and save documents using the desktop or mobile application. The most advanced software systems offer document tracking and indexing for powerful searches. This helps you locate documents later. For example, an invoice document stored in July 2020 may be indexed based on 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 whole documents or sections with specific people, such as clients, while regulating access levels. This can reduce the cost of labor and improves team morale and customer service. It can also cut the chance of human error which is all too common in companies.