Document distribution software is a set of tools that allow companies to manage their documents by tracking them electronically. This aids in accountability and authentication, since there is an electronic record of who uploaded files, as being a tool for sharing files and storage, backup of files and restoration, and indexing of documents.
Electronic document management provides many benefits, including reduced administrative costs and better processes. Additionally, it allows businesses to save money on printing and storage costs, while also document distribution software improving security by eliminating the need for physical filing systems. Electronic document delivery can also reduce the time spent searching for specific documents, and enhances collaboration by the ability of multiple users to work on a single document at the same time.
The best software for document distribution integrates automation with core-indexing and search functions, as well having a user-friendly interface. It is compatible with Windows desktops and web browsers, as well as iOS and Android mobile devices and can be utilized on a network or the cloud. It can handle a range of formats, including scanned paper documents, PDF files as well as Microsoft Office spreadsheets.
A robust DMS allows businesses to manage customer information and ensure that employees are able to access the latest version of documents. This helps them answer questions more quickly and efficiently and in turn reduce call center costs and enhance customer experience (CX). It can also monitor the date and time a document was visited so that the company can identify who is viewing it and for how long.