Document storage and distribution software allows companies to manage the lifecycle of digital files and documents storage, which includes storing, searching for, and distributing documents to authorized users. Centralizing and storing these documents in a secure, single repository boosts efficiency and productivity and lowers costs by eliminating the need to buy and store physical storage spaces and filing cabinets.
Businesses should also have a file-management system that allows them to access important documents quickly and efficiently. This is achieved through the availability of multiple options for searching, including boolean searches and full text search, as well as the ability to filter results based on document attributes or metadata.
The ability to quickly locate and retrieve documents helps save workers time and cuts down on overall cost of labor. This is especially important for businesses that depend on documents to ensure compliance with regulations and internal protocols like manufacturing and healthcare.
It is also crucial to consider the security features of a file-management system. They include audit capabilities which allows companies to track who has accessed a particular file and when it was modified and who is accountable for changes. This enables businesses to ensure the integrity of their files and avoid theft or mishandling of sensitive information.
Additionally, file management systems should be able of importing paper and digital files in various formats and provide the ability to convert these into more standardized documents such as PDFs. It is also crucial that the file-management system can work with the most widely used formats for files used in company workflows.