In the not-so-distant past, storing, sharing, or sending documents required a lot of coordination as well as a huge amount of paper. This meant filing clerks, couriers, and fax machines were all regularly used to manage documents. And when you think about how many trees had to be chopped down for all that paper the environmental impact was enormous.
Document storage and distribution software provides efficiency and productivity to the workplace, eliminating most of the manual tasks involved with storing and distributing files and documents. It consolidates these documents, making it easy for users to locate and access the most recent version. This saves valuable time at work and can help companies meet the requirements of regulatory compliance.
The best document management systems feature an array of sophisticated tools that help collaborate and speed up workflows. Secure storage of documents, automatic sync of documents when back online and team folders with specific permissions for different individuals are all crucial. Look for a robust search function that can return relevant results quickly and also.
Some of the top document management solutions include FileHold, DocuWare, and Q-Pulse. These services offer cloud or on-premise installation options and they offer a wide range of features that simplify document storage and distribution. For instance, FileHold offers a secure and encrypted centralized repository that comes with extensive search capabilities and document workflows for reviews and approvals. It also offers a white-labeled client portal, automated document routing, and superior control of versions to ensure that your clients and teammates have access to the most recent versions of files.