Document distribution software allows for multiple teams to work on documents at the same time and ensures that everyone is using the most current version. It also reduces risks by keeping an accurate record of edits and changes, so you can easily identify the right version should you need to make a change. This feature is especially important for today’s remote workforce.
It is essential to ensure that the document management system your business chooses can handle the volume and variety files it produces. It should have scalable tools for workflow automation, data capture and electronic signature. It must be able handle both digital and paper documents.
Certain document management systems can offer image scanning and optical character recognition (OCR) which helps simplify large digitization projects through automatically classifying documents with metadata which makes them easier to locate in the future. Some allow users to send documents to external clients, allowing you to automatize your document workflows and reduce paperwork.
The majority of businesses create a variety of different documents regularly and this data is typically scattered across departments locations, locations and devices. It can be a challenge to keep track of these files and find the one you’re seeking when you need it. Documents could become outdated or lost without an organized repository. This can pose the risk of compromising compliance for industries with high regulations. In the worst-case scenario, documents could fall into the wrong hands.