Document storage and distribution software allows companies to manage the lifecycle of digital files and document storage, such as storing, searching for, and distributing these documents to users who are authorized. Centralizing and placing documents in a secure repository improves efficiency and productivity. It also reduces costs by removing the need to purchase and store physical filing cabinet and storage areas.
Businesses should also have a file-management system that enables them to access important documents quickly and efficiently. This is accomplished through the availability of multiple search options, including search with boolean and full text search, and also the ability to filter results based on document attributes or metadata.
The ability to quickly locate and retrieve documents saves workers valuable time and reduces overall cost of labor. This is especially important for businesses that rely on documents to comply with rules and internal protocols for manufacturing, as well as healthcare.
It is also important to take into account the security features that come with a file-management system. These include audit capabilities that allows businesses to determine who has accessed a particular file and when it was modified and who is accountable for the changes. This allows businesses to verify the security of files and prevents the misuse or theft of sensitive information.
Furthermore, file management systems should be able to import both digital and paper documents in various formats and provide the ability to convert these into more standard documents, such as PDFs. It is also crucial that the file-management system can work with the most widely used file formats in the company workflows.
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