Choosing Document Storage and Distribution Software

Software for document storage and distribution lets organizations store and retrieve digital files, such as images, office documents graphics and drawings. They can also include older paper files converted into digital copies through the use of a scanner or even by using an iPhone 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 reduce the amount of filing cabinets that are physically located and storage spaces needed, saving money on space rental and maintenance costs. It is easier to backup and retrieve files in the event of a breach of data or natural disaster. It also saves time spent searching for a specific file, so that employees can concentrate on the tasks at hand.

Look for a document-management software that is geared towards security. It should have features such as encryption, password protection and backup to safeguard your information in the event of a data breach or a natural disaster. Find out if the program can easily import and organize existing files from various locations including shared drives, email attachments and other external services like Google Drive or Slack. It should also offer OCR and intelligent indexing to automatically locate documents in the system, as well as a version control to track any changes.

The most effective software for managing documents lets users manage and view their documents through a single, online interface. They should be able share documents with team members as well as clients. They must also be able to create automated workflows and work in real time. It is ideal to integrate with other productivity apps such as Adobe, G Suite, Slack and Microsoft Office to offer an all-in-one platform for business productivity.

document storage and distribution software