Document distribution software allows you data room solutions to send documents, receive, and track controlled documents such as blueprints specifications, invoices, and more. It streamlines workflows, automates processes and ensures consistency in document documentation. It also assists in ensuring compliance with regulatory adherence and audit trails.
Document management, also referred to as ECM (Enterprise Content Management), is a software that allows files to be shared with an centralized location for all records and documents. This lets everyone access the right information quickly and efficiently, without spending time searching for documents or waiting for physical documents to be delivered in the mail.
Document distribution systems have a myriad of features for collaboration on documents. They include control of version numbers simultaneous editing, as well as communication between teams. It also provides security features such as encryption and password protection. It can also handle audit trails and compliance, as well as retain records policies.
Some document distribution systems permit you to scan documents and OCR (Optical Character Recognition), in order to upload documents from paper into the system. Others allow you to create and store documents on an app on your desktop or mobile device. The most advanced solutions include indexing for powerful search and document tracking, which can aid in finding documents later. For example the invoice document you have stored in July 2020 could be indexed by the date and account number, making it easy to find it when you require it.
A well-organized document distribution system also makes it possible to share entire documents or sections to specific people, like clients, while regulating access levels. This helps reduce costs for labor and increases team morale and customer service. It can also reduce the risk of human error, which are all too frequent within companies.