Documents are a vital part of any business, but they can be hard to keep up with. Employees spend a lot of time and energy searching for documents if they don’t have an efficient central document distribution system.
With the right software for document distribution, you can ensure all stakeholders can access the version of the file that they need. This is especially crucial for industries that depend on highly technical documents for day-to-day activities, such as engineering and construction. Every project document undergoes numerous changes and updates. The correct storage and accessibility of all versions is essential to the success and completeness of any project.
A document distribution matrix is the best method to manage the project documents and distribute them. It is a spreadsheet that identifies who needs what files at what time. The matrix also indicates how the files are distributed (by email or server-based file transfer protocols, or through a scanner or in the person) and allows users to set reminders to ensure they don’t forget or that the files are late for reviewing.
Indexing is another useful feature of document management software. It automatically categorizes documents based on the type of data they contain. This makes it easy to move them through workflows and then locate them later. Version control and simultaneous collaboration tools ensure that everyone is working with the most current version of a document. They also avoid confusion caused by multiple and contradictory updates.