Documents are an integral part of any business, but it can be difficult to keep up with the volume of documents. Employees spend a lot of time and effort searching for documents if they don’t have a central document distribution system.
With the right software for document distribution, you can ensure that all participants can access the version of the document that they require. This is especially important for industries such as construction and engineering that rely heavily on highly technical documents for their daily operations. Every project document undergoes multiple modifications and updates, and the proper storage and accessibility of all versions is critical to the success of any project.
The best way to manage and distribute documents for projects is to use the document distribution matrix, which is basically a spreadsheet which outlines the people who need which files and when they need them. The matrix also outlines how the files are distributed (by email or file transfer protocol servers, scanning documents, or in-person) and lets users set reminders to ensure they don’t get lost or delayed to be reviewed.
Another useful feature of document distribution software is indexing, which categorizes documents based on the kinds of data they contain. This makes it simple to move documents through workflows, and to locate them later. In addition, version control and simultaneous collaboration features aid in ensuring that everyone is working on the latest version of a file and avoids confusion caused by multiple and inconsistent changes.
