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Document distribution software allows you to send documents, receive, and track controlled documents like blueprints, specifications invoices, and other documents. It streamlines workflows, automates processes and ensures consistency in document documentation. It also helps you to comply with the requirements of regulatory compliance and audit trails.
Document management, also known as ECM (Enterprise Content Management) is a piece of software that distributes files to an centralized location for all 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 be delivered via mail.
Document distribution systems have a myriad of tools to collaborate on documents. They include the control of versions, simultaneous editing and communication between teams. It also offers security features like encryption and password protection. It can even manage compliance and audit trails and maintain records retention policies.
Some document distribution systems offer scanning capabilities and OCR (Optical Character Recognition) function to upload paper documents into the system. Some document distribution systems allow you to create documents and save them on a desktop or mobile app. The most advanced solutions include indexing for a powerful search feature and document tracking that can aid in finding documents later. A document with an invoice from July 2020 can be indexed with the date and account number, so that you can easily locate it later.
A document distribution system that works efficiently allows you to share whole documents, or sections with a specific group of people, such as clients, while regulating access levels. This reduces labor costs and helps to improve team morale and customer service. It can also cut the chance of human error which is all too frequent in workplaces.