Document storage and distribution software assists companies manage the lifecycle of digital documents and files that includes storing them, searching the files and distribution to authorized users. Centralizing and storing these documents in a single, secure repository can increase efficiency and productivity. It also lowers costs by removing the need to purchase and store physical storage and filing cabinets.
Businesses must also have a filing management system that enables them to retrieve critical documents quickly and efficiently. This is achieved through the availability of various search options, including boolean searches and full text search, and the ability filter results based upon attributes of documents or metadata.
Most importantly, the ability to find and retrieve documents quickly helps workers save time each day and helps cut the overall cost of labor. This is especially crucial for companies that rely on documents for compliance with the regulations and internal procedures for manufacturing, as well as healthcare.
It is also crucial to take into account the security features that come with a file-management system. These include audit capabilities, which enables companies to identify who has accessed a particular file, when and how it was modified and who is accountable for the changes. This lets businesses make sure that files aren’t altered with or stolen.
Furthermore the file management system must be able to import both digital and paper documents in different formats and provide the ability to convert these into more standardized documents, such as PDFs. It is also crucial that the file-management system is compatible with the most widely used formats used in company workflows.
