Documents are a vital part of any company, but they can be difficult to keep track of. Employees are wasting time and resources looking for documents without an efficient central document distribution system.
Fortunately, with the right software for document distribution you can ensure that all stakeholders have immediate access to any version of the document they need. This is especially important for industries such as construction and engineering, which rely heavily on highly technical documents to run their daily operations. Every project document is subject to numerous modifications and updates. The proper storage and accessibility of all versions is critical to the success and completion of any project.
A document distribution matrix is the most efficient method to organize project documents and distribute them. It is a spreadsheet that lists who needs which files when. The matrix also outlines how the documents are distributed (by email or server-based file transfer protocols, or via a scanner, or in the person) and lets users to set reminders so that they don’t forget or that the files are delayed in reviewing the documents.
Another feature that is beneficial to document distribution software is indexing, which automatically categorizes documents based on the types of data they contain. This makes it easier to move them through workflows and then locate them later. In addition, the version control and features for simultaneous collaboration make sure that everyone is working on the latest version of a file. This helps avoid confusion caused by multiple and contradictory modifications.