Documents are a vital www.dataroomstudios.org/how-does-legal-document-distribution-software-work/ part of every business, however it can be difficult to keep track of them. Without a central document distribution system, employees can spend all day searching for the files they need, wasting valuable resources and reducing efficiency.

Fortunately, with the right software for document distribution, you can ensure that all stakeholders have immediate access to any version of the document they require. This is particularly crucial for industries such as engineering and construction that rely heavily on documents that are highly technical to run their daily operations. Every project document goes through multiple modifications and updates, so the proper storage and availability of all versions is vital to the success of any project.

A document distribution matrix is the best method to manage the project documents and distribute them. It is a spreadsheet that lists who is in need of which files and when. The matrix also notes how the files are distributed (by email or file transfer protocol servers, a document scanner or in person) and allows users to schedule reminders so that they don’t get forgotten or delayed to be reviewed.

Indexing is a different feature of document management software. It automatically categorizes documents according to the type of information they contain. This makes it easy to move them through workflows and find them later. In addition, the version control and the simultaneous collaboration feature assist in ensuring that everyone is working with the most recent version of the file and helps avoid confusion caused by multiple and inconsistent changes.