Documents are a vital part of every business, but it isn’t easy to keep track of them. Employees spend a lot of time and resources trying to find documents without a central system for document distribution.
With the right software for document distribution, you can ensure that all participants can access the version of the file that they require. This is especially important for industries that rely on extremely technical documents to conduct daily activities, such as construction and engineering. Every project document undergoes numerous modifications and updates. The proper storage and accessibility of all versions is essential to the success and successful completion of any project.
A document distribution matrix is the most efficient way to manage project documents and distribute them. It is a spreadsheet that lists who needs which files when. The matrix also details how the files are being distributed (by email, file transfer protocol servers, through the use of a scanner for documents or in person) and allows users to schedule reminders so that they don’t get lost or delayed to be reviewed.
Indexing is another feature of document management software. It automatically classifies documents based on the type of information they contain. This makes it simple to move them through workflows and find them later. Version control and tools for simultaneous collaboration ensure that everyone works on the most recent version of a document. They also eliminate confusion that is caused by multiple and contradictory updates.