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European Finance

The Benefits of Document Distribution Software

Document distribution software can help you simplify the process of sending and receiving controlled documents. The software lets you set up a standard workflow process, making it easier than ever before. It can also assist you in ensuring that you meet the requirements of regulatory agencies such as those related to documents Transmittals and Submittal Packages.

A DMS can import many kinds of files. It can scan paper documents and convert them to digital files. Or it can record files already stored on a computer and in formats like pdfs, Microsoft Word or Excel spreadsheets. Some systems use Optical Character Recognition (OCR) to transform digital images of text into searchable files. The system can be used in either situation to store, organize and keep track of all files.

The system makes it simple for employees when they need to find the right file. Employees often waste time searching through emails or switching folders to find what they need. This can slow down projects and reduces productivity. Information can be found quickly by using the correct DMS. This allows employees to spend their time on tasks that propel the business forward.

A customer service representative can help, for example, to answer an inquiry from a customer about an invoice in just a few minutes. This is possible because of indexing that permits files to be retrieved with any keyword search. The system can provide the history of any changes to a document which is crucial for engineering and construction projects.

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