Choosing Document Storage and Distribution Software

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Software for document storage and distribution permits organisations to keep and retrieve digital files, such as images, documents drawings, graphics, and documents. They can also include older paper documents that have been converted into digital copies through the use of a scanner, or using a smartphone camera. They’re often equipped with features such as scanning, OCR and indexing to help businesses stay organized and in compliance with the regulatory standards.

Effective document storage can help businesses to reduce the size and number of filing cabinets and making it cheaper to rent space and maintenance. It is much easier to back up and recover files if there is a breach of data, or a natural disaster. It also reduces the time searching for a specific file, making it easier for employees to concentrate on the tasks at hand.

When selecting a document management system, look for one that is secure and features such as encryption, password protection, and backups to ensure your data is safe in case of a data breach or natural disaster. Make sure the program can transfer and organize documents from multiple sources such as shared drives, email attachments and other services such as Google Drive or Slack. It should also incorporate OCR and intelligent indexing for automatic document location, as well versions control to track any modifications.

The most efficient document management software allows users to manage and view their documents using a single interface on the web. They should be able share files with team members and clients. They should also be able create automated workflows and collaborate in real time. Idealy, they should integrate with other productivity software like Adobe, G Suite and Microsoft Office, to provide the complete solution to business productivity.

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