Software for document storage and distribution can be used by organizations to store and retrieve digital files such as images, office documents drawings and graphics. The software can also be used to convert older documents to digital versions using a scanner, or even a smartphone camera. They typically come with features such as scanning, OCR, archiving, indexing and access control to ensure that businesses are organized and secure while complying with regulations.
Effective document storage can help companies to cut down on the size and number of filing cabinets and cutting costs on space rental and maintenance. It helps to restore and backup files in the event of a data breach or natural disaster. It can save employees time searching for specific files, allowing them to focus on their job.
When selecting a document management system, look for one that prioritizes security and comes with features such as encryption, password protection, and backup to keep your information secure in the event of an incident of data loss or natural catastrophe. Find out if the software can easily import and organize existing files from various locations including shared drives emails, shared drives, and external services like Google Drive or Slack. It should also offer OCR and intelligent indexing to help you find files in the system as well as version control to track any changes.
The most effective software for managing documents allows users to manage and display their documents through a single, online interface. They should be able share files with other team members and clients, set up automated workflows, collaborate in real time, view and print documents on mobile devices, and more. Ideally, they should work with other productivity applications like Adobe, G Suite, Slack and Microsoft Office to offer the complete solution for business productivity.