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Document distribution software enables multiple teams to collaborate on files simultaneously and ensures that everyone is using the most current version. It reduces the risk of having to revert to an older version by keeping the record of all changes and edits. This feature is crucial for today’s remote workforce.

It is crucial to ensure that the document management system your company selects is able to handle the volume and variety files it creates. It should include scalable tools to automate workflows, record data and sign electronically. It should be able to manage both digital and paper documents.

Certain document management systems provide scanning of images and optical character recognition (OCR) which helps streamline large digitization projects by automatically separating documents using metadata making them easier to locate in the future. Some document management systems allow users to share their documents with external clients. This allows you to automate workflows and reduce the amount of paperwork.

The majority of businesses create a variety of different documents on a regular basis and the information is typically dispersed across departments as well as locations and devices. It can be a challenge to keep track of these files and locate the one you are seeking when you need it. Documents can become obsolete or disappear without a central repository. This poses a compliance risk for industries with high regulations. In the worst case scenario, they could even end up in the hands unauthorized parties.

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