Using Document Distribution Software to Streamline Your Business Processes

Documents are this contact form a vital part of any business, but it can be difficult to keep track of them. Without a centralized document distribution system, employees spend too much time looking for the files they need which is a waste of time and resources, reducing efficiency.

With the right document distribution software you can ensure all stakeholders have instant access to the version of the file that they need. This is especially important for industries like construction and engineering, which rely heavily on highly technical documents to conduct their daily operations. Every project document undergoes many revisions and updates. The correct storage and accessibility of all versions are critical to the success and successful completion of any project.

The best way to organize and distribute documents for a project is to use the document distribution matrix, which is basically a spreadsheet that lists the people who require what files and when. The matrix also notes how the files are distributed (by email, file transfer protocol servers, through scanning documents, or in-person) and lets users set reminders to ensure they don’t get lost or overdue for review.

Indexing is a different feature of document management software. It automatically categorizes documents based on the type of data they contain. This helps to move documents through workflows, and to locate them later. Version control and simultaneous collaboration tools ensure that everyone is working with the most current version of a document and eliminate confusion caused by multiple different, contradictory modifications.