The Benefits of Document Distribution Software
Document distribution software can assist you to simplify the process of sending and receiving controlled documents. The software lets you set up a standard work flow, making it simpler than ever. It also assists you to adhere to regulatory requirements for example, those that concern documents Transmittals and Submittal Packages.
A DMS can import diverse types of files, including paper documents that are then scanned into the system and then converted into digital files. Or, it can simply store files already saved on a computer in various formats, such as pdfs, Microsoft Word spreadsheets, excel spreadsheets, and so on. Certain systems employ Optical Character Recognition to convert digital images into searchable files. In either scenario, the system can then be used to manage, store and track all files.
The system will make it simple for employees to locate the right file at the time they need it. Employees are often caught fumbling through emails or switching folders to find the information they require. This can slow down projects and decreases productivity. With the appropriate DMS it is possible to have information retrieved instantly and employees can concentrate on more valuable tasks that help propel business forward.
For instance, a service rep could answer a customer’s question about an invoice in seconds. Indexing allows for files to be searched for using keywords. The system can also provide an overview of each change to a file which is essential for construction and engineering projects that go through a lot of changes during their lives.