Using Document Distribution Software to Streamline Your Business Processes

Documents are a vital part of every company, but it isn’t easy to keep track of the volume of documents. Employees can waste time and effort trying to find documents without an efficient central document distribution system.

With the right document distribution software, you can ensure that all parties have immediate access to any version of the document they need. This is particularly important for industries like construction and engineering that depend heavily on highly technical documents to run their daily operations. Every project document undergoes many changes and updates. The correct storage and accessibility of all versions is critical for the success and completion of any project.

A document distribution matrix is the most efficient method to manage the project documents and distribute them. It is a spreadsheet that lists the people who require which files when. The matrix also details how the documents are distributed (by email or file transfer protocol servers or via a scanner, or in the hands of a person) and lets users to set reminders to ensure they don’t forget or that the files are delayed in reviewing the documents.

Indexing is another feature of document management software. It automatically categorizes documents based on the type of information they contain. This makes it easy to move them through workflows and then locate them later. In addition, version control and simultaneous collaboration tools assist in ensuring that everyone is working with the most recent version of the file and prevents confusion caused by multiple and contradictory changes.