Choosing Document Storage and Distribution Software
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Document storage and distribution software allows companies to store, retrieve and distribute digital files, such as images, office documents drawings and graphics. They can also store older paper files converted into digital copies by the use of a scanner or by using a smartphone camera. They’re usually equipped with features like scanning, OCR and indexing to aid businesses in staying well-organized and in compliance with regulatory standards.
Effective document storage enables businesses to reduce the size and quantity of filing cabinets and making it cheaper to rent space and maintenance. It helps to back up and retrieve files in the event of an incident of data loss or natural disaster. It also reduces the time searching for a specific file making it easier for employees to concentrate on the tasks at hand.
When choosing a system for managing documents be sure to choose one that is secure and has features like encryption, password protection, and backup to keep your data secure in the event of an incident of data loss or natural disaster. Verify if the application can integrate and organize documents from multiple sources like shared drives, email attachments and other services that are external to the system, such as Google Drive or Slack. It should also provide OCR and intelligent indexing that automatically locates documents within the system as well as a version control to keep track of any modifications.
The best document management software let users view and manage their files in a single web interface. They must be able to share files with other team clients and members, develop automated workflows, collaborate in real-time, review and print documents on mobile devices and more. It is ideal to integrate with other productivity apps such as Adobe, G Suite, Slack and Microsoft Office to provide the complete solution for business productivity.