Documents are a crucial part of any business, but they can be difficult to keep on top of. Without a centralized document distribution system, employees spend all day searching for the files they need, wasting valuable resources and reducing efficiency.
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 particularly important for industries that depend on highly technical documents for daily operations, like construction and engineering. Every project document undergoes a myriad of changes and updates, and the correct storage and availability of all versions is crucial to the success of any project.
The best method to manage and distribute documents for a project is to use the document distribution matrix which is essentially a spreadsheet that outlines those who require which documents and when. The matrix also details how the files are distributed (by email or file transfer protocol servers or by scanning or in the person) and allows users to set reminders to ensure they don’t forget or that the files are delayed in reviewing the documents.
Another useful feature of document distribution software is indexing, which automatically categorizes documents based on the kinds of information they hold. This makes it easy to move them through workflows and then locate them later. Version control and tools for simultaneous collaboration ensure that everyone works on the most current version of the document and prevent confusion that is caused by multiple versions, or contradictory changes.
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