Document distribution software enables companies to send important documents for business, like invoices and financial statements, electronically to customers, vendors and other stakeholder groups in accordance with their preferred method of receiving. This solution is a potent tool to assist companies in managing their daily workflows, decrease cost of processing and ensure compliance standards.
Document management software buyers are looking for tools that will help unify their storage of files, improve the organization of data and tracking, and enable secure collaboration between external and internal teams. A reliable DMS will also automate routine tasks such as routing, archiving and approvals. According to the IBM Center for the Future of Business, organizations can save up to $864,000 in operational expenses per year by utilizing workflow automation features.
Many companies find that organizing files is the biggest hurdle they face. Without a central repository, employees have to search through network drives, desktop folders, and email inboxes to find the information they require. This reduces productivity since employees spend more time looking for files rather than on more important tasks.
A reliable DMS should have a simple and user-friendly interface that allows users with the appropriate access to important documents. It should offer the ability to track who edits or updates a document, and provide backups that include version history. This feature prevents miscommunication among team members and allows companies to keep the integrity of crucial data.
The most effective DMS software can facilitate real-time collaborative work with the capability to share and edit documents with multiple users at once. It also includes security that safeguards sensitive data and allows organizations to comply with regulations.