Document storage and distribution software allows organizations to manage the lifecycle of digital files and document storage, such as storing, searching for, and distributing documents to authorized users. Centralizing and storing these files in a single, secure repository increases efficiency and productivity and lowers costs by eliminating the need to buy and store physical storage cabinets and filing cabinets.
It is also essential for businesses to have a file management system that allows for quick and efficient retrieval of vital documents. This is achieved by providing numerous search options -like boolean queries and full-text searchand the ability to filter results based on document attributes or metadata.
The ability to quickly locate and retrieve documents saves workers time and cuts down on overall labor costs. This is especially important for companies that rely on documents for compliance with rules and internal protocols like manufacturing and healthcare.
It is also important to take into consideration the security features of a file-management system. Audit capabilities are important, as they permit businesses to keep track of who has opened files, when and the way they were modified and the person who was responsible for those changes. This enables businesses to make sure that the files aren’t altered with or stolen.
File management systems must also be able to import both paper and digital documents in various formats and then convert them into more standard documents like PDFs. It is also important that the file management system is compatible with the most popular file formats used in business workflows.