Documents are an essential part of every business, but they can be hard to keep on top of. Employees waste valuable time and energy looking for documents without an efficient central document distribution system.
With the right software for document distribution, you can ensure all stakeholders have access to the version of the file that they need. This is especially important for industries that depend on highly technical documents for their daily activities, such as construction and engineering. Every project document is subject to numerous changes and updates. The correct storage and accessibility of all versions are essential to the success and completion of any project.
The best way to manage and distribute documents for a project is to use a document distribution matrix, which is basically a spreadsheet which outlines the people who need which files and when. The matrix also outlines 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 set reminders so they aren’t forgotten about or delayed to be reviewed.
Indexing is a different feature of document management software. It automatically categorizes documents according to the type of data they contain. This makes it easier to move them through workflows and find them later. Version control and tools for simultaneous collaboration ensure that everyone is working with the most current version of a document and avoid confusion caused by multiple and contradictory updates.