In the not-so-distant past website storage or sharing documents required an extraordinary amount of coordination and a lot of paper. That meant filing clerks couriers, fax machines and other equipment were all frequently used to handle documents. And when you consider the number of trees that had to be cut down in order to produce all that paper, the environmental impact was huge.
Document storage and distribution software improves efficiency and productivity in the workplace by eliminating the manual processes involved in the storage and distribution of documents and files. It centralizes the documents, allowing users to easily access and locate the most current version. This helps save time at work and allows businesses to comply with regulatory standards.
The most effective document management systems feature a variety of advanced tools that improve collaboration and speed up workflows. Secure storage of documents, automated document synchronization after returning online, and team folders that have granular permission control for different individuals are all crucial. Make sure you have a robust search function that can return relevant results in a timely fashion as well.
FileHold, DocuWare and Q-Pulse are among the most popular document management solutions. These solutions are available in cloud or on-premise installations, and feature a variety of features that can streamline document storage and distribution. FileHold for instance, provides a central repository that is secure and encrypted with powerful search capabilities and document workflows to review and accept documents. It also has an online client portal that is white-labeled, automated document routing, and superior control of versions to ensure that your team members and clients have access to the most up-to-date versions of files.