Document storage and distribution software helps organizations manage the life cycle of digital files and documents such as storing them, searching for them, and distributing them to authorized users. Centralizing and placing files in a secure repository increases efficiency and productivity, and reduces expenses by removing the need to purchase and store physical filing cabinet and storage areas.
It is also important for businesses to have a file management system which allows for fast and efficient retrieval of important documents. This is accomplished by the provision of multiple search options, including full text search, as well as the ability to filter results based upon attributes of documents or metadata.
The ability to quickly locate and retrieve documents will save workers valuable time and reduces overall labor costs. This is particularly crucial for companies that rely on documents to adhere to guidelines and internal protocols such as manufacturing or healthcare.
The security capabilities of a file management system are also important to consider. Auditing capabilities are crucial, as they permit businesses to keep track of who has opened files, the date and the manner in which they were modified, and the person accountable for those modifications. This lets businesses make sure that files are not tampered with or stolen.
Furthermore it is essential that file management systems 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. In addition, it is crucial that the system used to manage files be compatible with the most commonly used file formats that are used in a company’s workflows.
