Documents are an essential part of every company, but it isn’t easy to keep up with the volume of documents. Employees can waste time and energy trying to find documents without an organized system for distribution of documents.
With the right document distribution software you can make sure that all the parties have instant access to the version of the document that they need. This is especially crucial for industries that depend on extremely technical documents to conduct daily processes, such as construction and engineering. Every project document undergoes many changes and updates. The proper storage and accessibility of all versions are essential for the success and completion of any project.
A document distribution matrix is the best method to manage project documents and distribute them. It is a spreadsheet that identifies who needs what files at what time. The matrix also lists the methods by which the files are being distributed (by email or file transfer protocol servers, an image scanner or in person) and lets users schedule reminders to ensure that they are not forgotten about or delayed to be reviewed.
Another useful feature of document distribution software is indexing, which automatically classifies documents based on the kinds of data they contain. This makes it easy to move through workflows and locate them later. Additionally, the version control and features for simultaneous collaboration help to ensure that everyone is working on the most current version of a document and avoids confusion caused by multiple and contradictory modifications.
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