In the past storage or sharing documents required a great deal of coordination and a large amount of paper. That meant filing clerks couriers, and fax machines were all used regularly to keep up with documents. The environmental impact of the paper used is enormous especially when you think about the amount of trees that had to be cut down.
Document storage and distribution software provides efficiency and productivity to the workplace, eliminating much of the manual processes involved in storing and distributing files and documents. It centralizes these documents, which allows users to easily locate and access the most recent version. This helps save time at work and can help businesses to meet the standards of compliance with regulatory requirements.
The most effective document management systems offer various advanced tools to improve collaboration and streamline workflows. Make sure you have secure storage for your files offline access that is automated sync of documents once you are back online, and team folders that provide granular permission controls for various stakeholders. Find a powerful search function that is able to return relevant results in a timely fashion, as well.
Some of the top document management tools include FileHold, DocuWare, and Q-Pulse. These solutions are available in cloud or on-premise installation and include a range of features that help streamline document storage and distribution. For instance, FileHold offers a secure and encrypted centralized repository, which includes powerful search capabilities and document workflows for review and approvals. It also has a white-labeled client portal automated document routing, and superior version control to ensure that your clients and colleagues have access to the latest versions of files.