Document Storage and Distribution Software

Document storage and distribution software can help organizations manage the life cycle of digital documents and files such as storing them, searching for them, and then distributing them to authorized users. Centralizing and storing documents in a secure repository boosts efficiency and productivity, as well as reducing costs by eliminating seamless integration for enhanced productivity the requirement to purchase and store physical storage spaces and filing cabinets.

Businesses must also have a filing management system that lets them retrieve important documents quickly and efficiently. This is accomplished by the availability of various search options, like full-text and boolean search, and the capability to filter results based on document attributes or metadata.

Most importantly, the ability to locate and retrieve a document quickly will save workers time every day and helps reduce overall labor costs. This is especially important for businesses that rely on documents for compliance with regulations and internal procedures for manufacturing, as well as healthcare.

The security features of a file management system are important to be considered. Auditing capabilities are essential, since they allow companies to monitor who has opened files, the date and what they were changed, and the person accountable for those modifications. This lets businesses make sure that files are not altered with or stolen.

File management systems should also be able to import paper and digital documents in a variety formats and then convert them into more standard documents such as PDFs. Lastly, it is important that the system used to manage files be compatible with the most commonly used file formats that are used in a workflows of a company.