The Benefits of Document Distribution Software
Document distribution software enables companies to distribute crucial documents, such as statements and invoices, electronically to vendors, customers and other stakeholder groups, based on their preferred method of receiving. This solution is a dependable way to help companies manage everyday processes, reduce the cost of processing and meet the regulations for compliance.
Document distribution software buyers seek tools to unify storage of files to improve data organization and tracking, and allow secure collaboration with teams within and outside. A quality DMS will automate tasks like routing through archiving, routing, and approvals. According to the IBM Center for the Future of Business, organizations can save up to $864,000 in operating costs each year by utilizing workflow automation features.
Organizing files is the biggest issue for many companies. Employees must comb through desktop folders, network drives and email inboxes to find the data they require, without a central repository. This is a drain on productivity since employees spend more time searching for files than they do doing more valuable tasks.
A good DMS should have an intuitive and user-friendly interface which allows the right people to access important documents. It should also be able to keep track of who alters or updates a document, and provide backups that include version history. This feature prevents the miscommunication among team members and ensures the integrity of important data.
The most effective DMS software can facilitate real-time collaborative work with the ability to share and edit documents with multiple users simultaneously. It also includes security which protects sensitive data and allows organizations to comply with regulations.