The Benefits of Document Distribution Software

dataroomstudios.org

If you’re looking for a way to streamline the process of sending, receiving and managing controlled documents, then document distribution software is the way to go. The software allows you to set up a standard work flow, making it easier than ever. It also assists you to meet the requirements of regulatory agencies for example, those that concern documents Transmittals and Submittal Packages.

A DMS can import many file types. It can scan paper documents and convert them into digital files. Also, it can save files that are already on computers in formats such as pdfs, Microsoft Word, or Excel spreadsheets. Some systems use Optical Character Recognition (OCR) to transform digital images of text into searchable files. The system can be used in either instance to store, organize and keep track of all files.

The system makes it easier for employees when they need to locate the right file. People often spend time looking through emails or switching between folders to find the information they require. This can slow down projects and reduces productivity. Information can be retrieved instantly with the right DMS. This allows employees to spend their time on more important tasks that can propel the business forward.

For example, a customer service representative can answer the question of a customer regarding an invoice in just a few seconds. This is made possible by indexing, which allows files to be found using any keyword search. The system can also provide a history of every change to a file which is crucial for engineering and construction projects that undergo many alterations over their lifespan.