Using Document Distribution Software to Streamline Your Business Processes

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Documents are an integral part of every business, however it can be a challenge to keep track of them. Without a central document distribution system, employees can spend too much time looking for the documents they require using up valuable resources and reduce efficiency.

With the right software for document distribution, you can ensure that all participants have instant access to the version of the file that they require. This is especially important for industries such as engineering and construction that rely heavily on highly technical documents for their daily operations. Every project document is subject to numerous revisions and updates. The proper storage and accessibility of all versions are critical to the success and completeness of any project.

The best way to manage and distribute project documents is to employ an information matrix for distribution of documents, which is basically a spreadsheet which outlines the individuals who require which documents 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 schedule reminders so that they don’t get lost or delayed for review.

Another important feature of document distribution software is indexing, which is a process that automatically categorizes documents based on the types of information they hold. This makes it simple to move them through workflows and then locate them later. Version control and tools for simultaneous collaboration ensure that everyone works on the most current version of a document and prevent confusion that is caused by multiple, contradictory changes.

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