Choosing Document Storage and Distribution Software

Software for document storage and distribution allows companies to store and retrieve digital files, such as images, documents, graphics, and drawings. The software can be utilized to convert older documents to digital versions using a scanner, or even using a smartphone camera. They usually come with features like homepage scanning, OCR, archiving, access control and indexing to ensure that businesses are organized as well as secure and in line with the requirements of regulatory standards.

Effective document storage allows businesses to reduce the number of physical filing cabinets and storage spaces needed and saves money on space rental and maintenance costs. It helps to back up and retrieve files in the event of a data breach or natural catastrophe. It helps employees save time searching for specific files so they can concentrate on their jobs.

When choosing the right document management software be sure to choose one that prioritizes security and features such as encryption, password protection and backup to keep your information secure in the event of the possibility of a data breach or 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 include OCR and intelligent indexing to allow automatic document location as well as the ability to control version numbers to keep track of any changes.

The best document management systems allow users to see and manage their files through one interface on the web. They should be able to share files with other team clients and team members, create automated workflows, work in real-time, review and print documents on mobile devices and more. Idealy, they should integrate with other productivity apps, such as Adobe, G Suite and Microsoft Office to offer an all-inclusive solution for business productivity.